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Council Actions 06-24-91
Bowers (30570) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL June 24, 1991 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roil Call. All Present. The' invocation will be delivered by The Reverend Troy Webb, Pastor, Glad Tidings Assembly of God Church. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. Council Member Bowers presented a Stone Gladiator Mosaic which was presented to him on behalf of the City of Roanoke at the Evrytanian Association of America National Convention Banquet which was held on June 16, 1991, at the Holy Trinity Greek Orthodox Church. 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 communication from Mayor Noel C. Taylor requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (A) (1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (A) (1), Code of Virginia (1950), as amended. (1) C-2 C-3 A report of the City Manager in connection with concerns expressed by Mr. Ren T. Heard, 1306 Salem Avenue, S. W., regarding criminal activity, disruptive behavior and police methods of patrol in his neighborhood. RECOMMENDED ACTION: Receive and file. A report of the City Manager transmitting information requested by Council Member David A. Bowers with regard to the schedule for repaying Memorial Avenue, S. W., between Grandin Road and 13th Street. RECO~IMENDED ACTION: Receive and file. Removed from the Consent Agenda to be considered in conjunction with Agenda Item 6.b. REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Communications: a. (1) A communication from the Honorable W. Alvin Hudson, Sheriff, recommending appropriation of funds to provide for continuation of a staffed adult educational program in the Roanoke City Jail. Adopted Ordinance No. 30570-62491. (7-0) (2) A report of the City Manager concurring in the above recommendation. Received and filed. be A communication from the Honorable W. Alvin Hudson. Sheriff, recommending authorization for the City Manager to execute a grant agreement with the Virginia Department of Criminal Justice Services, and a Customer Incentive Agreement with Abbott Laboratories, in con- nection with continuation of the Roanoke City Pretrial Services program; and transfer of funds therefor. Adopted Ordinance No. 30571-62491. (7-0) 5. Reports of Officers: a. City Manager: Briefings: None. (2) Items Recommended for Action: A report recommending adoption the City Code to provide for the City of Roanoke. of a measure amending regulation of cats in Adopted Ordinance No. 30572-62491. (7-0) 2. A report with regard to The Hotel Roanoke/Conference Center Project. Adopted Ordinance No. 30573-62491. (7-0) A report recommending transfer of $65,249.00 to provide funds for payment of existing Worker's Compensation medical payments for the remainder of fiscal year 1990-91. Adopted Ordinance No. 30574-62491. (7-0) A report recommending renewal of the contract with Health East, Inc., to provide a Billings and Collections Service for Emergency Medical Services for the period July 1, 1991, through June 30, 1993; and appropriation of funds therefor. Adopted Ordinance No. 30575-62491. (7-0) A report recommending appropriation of $375,000.00 in utility tax revenue to the Roanoke River Flood Reduction Project account. Adopted Ordinance No. 30576-62491. (7-0) A report recommending execution of an agreement with the Southwest Virginia Community Development Fund for the administration and implementation of the Western Virginia Revolving Loan Fund. Adopted Resolution No. 30577-62491. (7-0) o A report recommending execution of a grant agreement with Total Action Against Poverty, Inc., and the 19th and Melrose Corporation to contribute toward the renovation and equipping of a grocery store located at 1916 Orange Avenue, N. W. Adopted Resolution No. 30578-62491. Member White abstained from voting.) (6-0, Council 8. A report recommending execution of an agreement with Mental Health Services of Roanoke Valley to provide (3) 10. 11. 12. 13. 14. for the use of Grant funds for cation Program° certain Community Development Block initiation of an Adolescent Detoxifi- Adopted Resolution Ho. 30579-62491. (7-0) A report recommending execution of an agreement with Total Action Against Poverty, Inc., to provide for the use of certain Community Development Block Grant funds for the Customized Job Training Program. Adopted Resolution No. 30580-62491. Member White abstained from voting.) (6-0, Council A report recommending execution of an agreement with the Northwest Neighborhood Environmental Organization, Inc., to provide for the use of certain Community Development Block Grant funds for site preparation costs related to construction of three single family dwellings on Loudon Avenue, N. W. Adopted Resolution No. 30581-62491. (7-0) A report recommending execution of Change Order No. 1 to the contract with W. E. L. Enterprises, in the amount of $337,500.00, in connection with removal and disposal of seven underground petroleum product tanks at the Old Valley Metro Garage located at Twelfth Street and Campbell Avenue, S. E.; and transfer of funds therefor. Adopted Ordinance No. 30582-62491 and Ordinance 30583-62491. (7-0) A report recommending execution of Change Order No. 2 to the contract with Acorn Construction, Ltd., in the amount of $67,800.00, in connection with construction of the Falling Creek Spillway to meet the requirements of the Dam Safety Division of the Commonwealth of Virginia; and appropriation of funds therefor. Adopted Ordinance No. 30584-62491 and Ordinance No. 30585-62491. (7-0) A report recommending adoption of a measure amending the City Code to provide for an exemption for "time limit" parking spaces on the streets and highways of the City from normal enforcement of parking regulations on certain holidays. Adopted Ordinance No. 30586-62491. (7-0) A report recommending execution of a Host Agreement with the Amateur Athletic Union (AAU) for the 1991 (4) 15. 16. 17. 18. 19. 20. 21. National Basketball Championship for boys 13 years of age and under. Adopted Resolution No. 30587-62491. (7-0) A report recommending approval of a request from Virginia Amateur Sports, Inc., for f nancial support, in the amount of $30,000.00, for the 1991 Commonwealth Games of Virginia; and transfer of funds therefor. Adopted Ordinance No. 30588-62491. (7-0) A report recommending acceptance of the fiscal year 1991-92 Community Development Block Grant entitlement, and execution of the Grant Agreement and related docu- ments required by HUD; and appropriation of funds therefor. Adopted Ordinance No. 30589-62491 and Resolution No. 30590-62491. (7-0) A report recommending appropriation of additional funding, in the amount of $2,500.00, for the Fifth District Employment and Training Consortium, in connec- tion with the Adult Literacy Training Program. Adopted Ordinance No. 30591-62491. (7-0) A report recommending appropriation of funds to a new capital project fund account in connection with services of a consultant for a Stormwater Management Survey and Stormwater Discharge Permits. Adopted Ordinance No. 30592-62401. (7-0) A report recommending appropriation of $350,000.00 from Sewer Fund Retained Earnings in order to balance Sewer Lateral Maintenance accounts for the remainder of fiscal year 1990-91. Adopted Ordinance No. 30593-62491. (7-0) A report recommending appropriation of $77,000.00 to provide adequate funds for motor vehicle maintenance fees for the remainder of fiscal year 1990-91. Adopted Ordinance No. 30594-62491. (7-0) A report concurring in a report of a bid committee recommending acceptance of the bid submitted by Solid Waste Equipment Company to supply one new recycling truck, in the total amount of $76,755.00; and appropriation of funds therefor. (5) 22. Adopted Ordinance No. 30595-62491 and Resolution No. 30596-62491. (7-0) A report concurring in a report of a bid committee recommending acceptance of the bids submitted by Zarn, Inc., to provide recycling carts, in the total amount of $95,400.00, and Piper Casepro, to provide recycling bins, in the total amount of $12,600.00; and transfer and appropriation of funds therefor. Adopted Ordinance No. 30597-62491 and Resolution No. 30598-62491. (7-0) 23. A report concurring in a report of a bid corr~nittee recommending acceptance of the lowest responsible bids submitted for guard rails, seating planks, and painting at the National Guard Armory; and appropriation of funds therefor. Adopted Ordinance No. 30599-62491 and Ordinance No. 30600-62491. (7-0) Director of Finance: I. A report with regard to closeout of the Community Development Block Grant year. Adopted Ordinance No. 30601-62491. (7-0) 2. A report with regard to closeout of completed Capital Projects. Adopted Ordinance No. 30602-62491. (7-0) 3. A report with regard to transfer of appropriations for fringe benefits. Adopted Ordinance No. 30603-62491. (7-0) 4. A financial report for the month of May, 1991. Received and filed. City Attorney: 1. A report recommending adoption of a measure to readopt and reenact the Code of the City of Roanoke. Adopted Ordinance No. 30604-62491. (6-0, Council Member Harvey was out of the Council Chamber.) A report recommending adoption of two measures to provide for amendments to the City Code, as required by action of the 1991 Session of the General Assembly. (6) Adopted Ordinance No. 30605-62491 and Ordinance 30606-62491. (6-0, Council Member Barvey was out of the Council Chamber.) 6. Reports of Committees: A report of the Citizens' Services Committee submitting recommendations for funding of qualified agencies for fiscal year 1991-92; and negotiation of a contract, in the amount of $22,600.00, with The Salvation Army for provision of services to citizens under the Homeless Housing Program and/or Abused Women's Shelter. Mr. James D. Ritchie, Chairman. bt Adopted Ordinance No. 3060?-62491 Harvey abstained from voting.) (6-0, Council Member A report of the committee appointed to tabulate bids received for bituminous concrete overlays and pavement pro- filing of various streets within the City, recommending award of a contract to Virginia Asphalt Paving Company, Inc., in the amount of $ 1,071,723.00; and transfer of funds therefor. Council Member William White, Sr., Chairman. Adopted Ordinance No. 30608-62491 and Ordinance No. 30609-62491. (6-1, Council Member Bowers voted no.) A report of the committee appointed to tabulate bids received for roof repairs to various City-owned facilities, recommending award of contracts to the low bidders for each of the projects, in the total amount of $46,285.00; and transfer of funds therefor. Council Member William White, Sr., Chairman. Adopted Ordinance No. 30610-62491 and Ordinance No. 30611-62491. (7-0) A report of the committee appointed to tabulate bids received for construction of the Crisis Intervention Center and other related work, recommending award of a contract to Williams Painting and Remodeling, Inc., in the amount of $487,234.00; and transfer of funds therefor. Council Member William White, Sr., Chairman. Adopted Ordinance No. 30612-62491 and Ordinance No. 30613-62491. (7-0) A report of the Water Resources Committee recommending adoption of a Full-Plan, Three-Year Phased-In Rate Adjustment for needed improvements to the Carvins Cove Water Treatment Plant. Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 30614 on first reading. (7-0) June 24, 1991 REVISED A report of the Water Resources Committee recommending renewal of the third year option on the sludge disposal contract with Bio-Gro Systems, Inc., at a rate of $84.22 per dry ton. Council Member Elizabeth T. Bowles, Chairman. Adopted Resolution No. 30615-62491. (7-0) A report of the Water Resources Committee recommending appropriation of $105,000.00 from Previous Years' Retained Earnings to provide funds for purchase of 'water from the City of Salem and the Town of Vinton during fiscal year 1991-92. Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 30616-62491. (7-0) 7. Unfinished Business: None. 8. Introduction and Consideration None. of Ordinances and Resolutions: 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and Members of City Council. With reference to certain provisions of the new Cable Television Franchise Ordinance, Vice-Mayor Musser requested that Council give consideration at the next regular meeting on Monday, July 8, 1991, to appointing a member of Council, the City Manager or his designee, a member at large from the community, and a member of the school system to serve on the Regional Cable Television Committee, along with representatives from Roanoke County and the Town of Vinton. b. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. Other Hearings of Citizens: Mr. Whitey Taylor requested that Council authorize auto racing at Victory Stadium to commence at 7:00 p.m., instead of 5:00 p.m., on Friday, July 5, 1991, only. Council concurred in the request, upon condition that the City Manager will be able to make necessary adjustments. The meeting was recessed at 5:30 p.m. The meeting reconvened at 6:10 p.m. Certification of Executive Session. (7-0) Appointed Mr. Fletcher Nichols to the Roanoke Arts Commission. (8) Noel C. ~aylor Mayor Howard E. Musser Vice-Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 June 24, 1991 Council Members: David A. Bowers Elizabeth T. Bowles Beverly T. Fitzpatrick, Jr. James G. Harvey, I! William White, Sr The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I wish to request an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, cowrnissions and cor,7~ittees appointed by Council, pursuant to Section 2.1-344 (A) (1), Code of Virginia (1950), as amended. Sincerely, Noel C. Tayl Mayor NCT:se RECEIVED CITY CLERk'5 OFFICE dL)t 18 P4:51 Roanoke, Virginia June 24, 1991 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Subject: Mr. Ren Heard's Request Dear Mayor and Members of Council: At its regular meeting of April 15, 1991, Council heard Mr. Ren Heard of 1306 Salem Avenue, S.W., discuss his concerns regarding criminal activity, dis- ruptive behavior, and police methods of patrol in his neighborhood. Mr. Heard asked that a black police officer be assigned to serve his neighborhood in order to strengthen police/community relations in the Hurt Park area. The area on 13th street which Mr. Heard refers to has traditionally been an area where people have tended to congregate. The Police Department has respond- ed to calls for police assistance in the area 88 times during a six month period from Nov. 1, 1990, through May 7, 1991. The nature of the calls covered a wide variety of incidents from excessive noise to gunfire. Most, however, dealt with disruptive behavior. Nine arrests emanating from the 88 calls consisted of charges being placed for shooting from a vehicle, contributing to the deliquency of a minor, larce- nies, assault, drunk in public, breaking and entering and the service of warrants for contempt of court. The gatherings of people from outside the neighborhood generally occur as a result of people visiting or associating with persons who live in two residen- ces, one in the 1300 block of Rorer Avenue and another in the 300 block of 13th Street, S.W. Police visibility and attention in this area has traditionaly been relati- vely high, although particular attention has been focused on the area in recent months. The attention brought to the issue by Mr. Heard, the arrest of two regu- lar visitors for a publicized homicide, and our increased police concentration in the 1300 block of Rorer and Salem Avenues and the 300-500 blocks of 13th Street S. W. have reduced disorder in the neighborhood. However, these efforts have shifted some of the gatherings, and thus some of the problems, from the neighborhood to a nearby park. In regard to Mr. Heard's request to have a black police officer assigned to the neighborhood, two of the four officers regularly assigned to the area during daylight and early evening hours, are black officers. This present assignment will continue. In addition, a black officer lives in the immediate area. The Honorable Noel C. Taylor, Mayor and Members of City Council Page Two June 24, 1991 The Police Department is currently exploring alternate methods of patrol in this and other areas of the city, to more effectively address crime and drug-related problems and to improve community relations. The issue of alter- nate methods of patrol was also a recommendation of the City Manager's Task Force on Community Relations. Police Chief David Hooper has talked with Mr. Heard about the issues brought before City Council and Mr. Heard is aware of the improvements as well as the continued police focus on the area. My office, through the Police Department and other City resources, will con- tinue to work with Mr. Heard and the responsible citizens of that neighborhood to improve conditions. Respectfully submitted, W. Robert Herbert City Manager WRH:MDH:mp cc: City Attorney Director of Finance Chief of Police Mr. Ren Heard MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,$ W, Room 456 Roalqoke, V~rgm~a 24011 Telephone: (703) 9B1-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-123-121 Mr. Joel M. $chlanger Director of Finance Roanoke, Virginia Dear ,~r. Schlanger: ! am attaching copy of Ordinance No. 30570-62491 amending and reordaining certain sections of the 1990-91 Grant Fund Appropriations, providing for establishment of a revenue estimate in the Grant Fund, in the amount of $15,000.00 in federal funds and $1,667.00 in local cash match to be paid by the Roanoke City Jail's Canteen Fund, and establishment of the required expen- diture accounts in the Grant Fund, in the amount of $16,667.00, to provide funds for continuation of a staffed adult basic educa- tion program in the Roanoke City Jail. Ordinance 'No. 30570-62491 was adoptea by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: The Honorable W. Alvin Hudson, City Sheriff Mr. ~. Robert Herbert, City Manager Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. ,No. 30570-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of~ Roanoke that certain sections of the 1990-91 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Public Safety Adult Basic Education FY92 Revenue Public Safety Adult Basic Education FY92 (1-2) .................. (3-4) .................. $ 976,251 16,667 $ 976,251 16,667 1) Temporary Employee Wages 2) FICA 3) State Funds 4) Local Fund (035-024-5003-1004) $ 15,483 (035-024-5003-1120) 1,184 (035-035-1234-7091) 15,000 (035-035-1234-7092) 1,667 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. RECE~ED CITY CLE~ES '91 JUI, I 12 P1:31 Roanoke, Virginia June 17, 1991 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor and Members of Council: Subject: State Department of Education, Adult Basic Education Funds I concur in the attached report of Sheriff W. Alvin Hudson concerning the above subject. WRH/ga Respectfully submitted, W. Robert Herbert City Manager Roanoke, Virginia June 17, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Subject: State Department of Education Adult Basic Education Funds Dear Members of City Council: I. Background: In 1987, Governor Baliles initiated a Literacy Program for inmates incarcerated in the Virginia Department of Corrections. This program was intended to reduce recidivism among inmates by encouraging inmates to obtain a G.E.D. level of education and thereby increase their abilities to obtain jobs once released from custody. Since fiscal year 1988-89~ federal grant funds have been made available to local jails to provide educational programs for inmates at the local level. The Roanoke City Jail has received these grant funds for the past 3 fiscal years to employ a part time teacher necessary to provide an educational program to the inmates in the Roanoke City Jail so they may obtain a G.E.D. level of education. For the past three fiscal years~ the educational program serving the inmates in the Roanoke City Jail has proven successful. Utilizing a paid part time teacher in addition to community volunteers from St. Gerard's Catholic Church, the First Baptist Church, Hollins College, and others, the jail has been able to provide quality educational opportunities to inmates within the jail. 1. A total of 283 inmates have been enrolled in the educational program since fiscal year 1988-89. A total of 77 inmates have completed the educational program while incarcerated in the Roanoke City Jail. Of these inmates, 37 inmates were tested by the State Department of Education and received their G.E.D. certificates while still incarcerated in the Roanoke City Jail and 7 more inmates are presently waiting to be tested. Members of City Council II. Current Situation: Roanoke City School Division requested and received approval for the continued funding of the Roanoke City Jail's educational program for fiscal year 1991-92. This "institutionalized adult plan" request was submitted again as part of the Annual Program Application for adult education under the State Adult Literacy and Adult Education Act. These funds are administered by the Adult Education Service of the State Department of Education through local school divisions. (See attached letter dated May 22, 1991.) Federal funds not to exceed the amount of $15~000 have been approved to reimburse Roanoke City for 90% of the total cost to continue to pay a part time teacher to operate the educational program in the Roanoke City Jail for 52 weeks. Roanoke City is required to provide a local 10% cash match or $1,666.66 in order for the Roanoke City Jail to continue to participate in this program. The total cost of the program will be $16~666.66. The program cost will not exceed $15,000.00 from the State Department of Education plus a $1,666.66 local cash match. III. Issues: Continuation of a staffed educational program in the Roanoke City Jail to sufficiently meet the educational needs of the inmates. B. Funding. IV. Alternatives: A. City Council authorize the Director of Finance to increase the revenue estimate for FY 1991-92 by $16,666.66 and appropriate this amount to the accounts established in the Grant Fund (Personal Services - Temporary Employee Wages and FICA) for this program. Continuation of a the Roanoke City educational needs accomplished. staffed educational program in Jail to sufficiently meet the of the inmates would be 2. Funding of the $16~666.66 would be accomplished with the receipt of $15,000.00 in federal funds and 2 Members of City Council with a local cash match of $1,666.66 in funds paid to the City of Roanoke from the Roanoke City Jail's Canteen Fund. There would be no actual cost to the City of Roanoke for this program. City Council not authorize the Director of Finance to increase the revenue estimate for FY 1991-92 by $16,666.66 and appropriate this amount to the Grant Fund for Roanoke City Jail's educational program. Continuation of a staffed educational program would not be possible and the Roanoke City Jail's educational program would revert to utilizing an all volunteer staff which has proven in the past to lack certain expertise, stability, and continuity. Fundinq for the Roanoke City Jail's educational program in the amount of $16,666.66 would be lost by the City of Roanoke. V. Recommendation: A. City Council concur with Alternative "A" by authorizing the Director of Finance to: Establish revenue estimate in the Grant Fund by the amount of $15,000.00 in federal funds and $1,666.66 in local cash match to be paid by the Roanoke City Jail's Canteen Fund. Establish the required expenditure accounts in the Grant Fund Personal Services (Temporary Employee Wages and FICA) in the amount of $16,666.66. Respectfully submitted, W. Alvin Hudson Sheri f f WAH/gm 3 'O COMMONWEALT32 of VJ. RQINtA DEPARTMENT OF EDUCATION P.O. BOX 6-0 RICHMOND 232-16-2060 May 22, 1991 MEMORAi~DUM TO: FROM: Lloyd W. Enoch, Director Vocational and Technical Education Lenno× L. McLendon Virginia Office on Adult Education SUBJECT: Additional ABE FY 1992 Allocation The allocation for Roanoke City Jail adult education has been adjusted to $15,000 as you requested. These funds will require a local match of $1,666.66. Please prepare budget worksheets for these funds that were attached to your FY 1992 application. If our office can be of further assistance to you, do not hesitate to contact me' at (804) 225-2075. Best of luck With yoffr program during FY 1992. LLM/kt s cc: ~D0t Hayes William Clyde Pursley Elaine Tinken MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church ~,venue, S W, Room 456 Roanoke, Virginia 24071 Telephone: {703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C*;y Cled~ File #60-236-121 ~r. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30571-62491 amending and reordaining certain sections of the 1990-91 General and Grant Funds Appropriations, providing for appropriation and transfer of certain funds, in connection with execution of a grant agreement with the Virginia Department of Criminal Justice Services, and a Customer Incentive Agreement with Abbott Laboratories to provide for continuation of the Roanoke City Pretrial Services program, said grant agreement not to exceed $104,429.00. Ordinance No. 30571-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 1991. Sincerely, ~ary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: The Honorable W. Alvin Hudson, City Sheriff Mr. W. Robert Herbert, City Manager Mr. Barry L. Key, Manager, Office of Management and Budget IN T~ COUNCIL OF T~E CITY OF ROANOKE, VIRGINIA The 24th Day of June. 1991. 'No. 30571-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Grant Funds 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 and Grant Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund Appropriations Non-Departmental Transfers to Other Funds (1) ....................... Public Safety Jail (2) ........................................... Grant Fund Appropriations Public Safety Drug Testing for Accused Felons FY92 Revenue Public Safety Drug Testing for Accused Felons FY92 (3-6) ......... (7-8) ......... $12,957,858 11,389,913 $28,612,772 3,842,395 $ 1,080,680 104,429 $ 1,080,680 104,429 1) Transfer to Grant Funds 2) Reimbursements 3) Overtime Wages 4) FICA 5) Fees for Prof. Services 6) Maintenance Contracts 7) State Grant for Drug Testing 8) Local Match 001-004-9310-9535) 001-024-3310-8005) 035-024-5017-1003) 035-024-5017-1120) 035-024-5017-2010) 035-024-5017-2005) 035-035-1234-7093) 035-035-1234-7094) $ 26,107 (26,107) 9,200 800 63,863 30,566 78,322 26,107 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, June 17, Virginia 1991 Honorable Mayor and City Council Roanoke, Virginia SUBJECT: Roanoke City Sheriff's Office Pretrial Services Grant Dear Mayor and Members of City Council: I. Backqround: The Appropriations Act approved by the Virqinia General Assembly durinq its 1989 regular session authorized the Department of Criminal Justice Services (DCJS) to expend grant funds for pretrial diversion and related services. In addition, the Director of DCJS was to assure that one or more of these programs was to include provisions for drug testing of accused felons awaiting trial, consistent with state law, Section 19.2-123 of the Code of Virginia as amended, effective July 1, 1989. B. The Sheriff's Office and the Courts for Roanoke City applied for and received fundinq for two separate proqrams. Both programs were implemented with state funds through a grant at no cost to the City of Roanoke (no matching fund requirements for the locality). The "Substance Abuse Testing of Accused Felons Awaiting Trial" program began July 1, 1989 and was administered under the sponsorship of the Roanoke City Sheriff's Office at a cost of $67,670.00. The "Roanoke City Courts Pretrial Services" program began January 1, 1990 and was administered under the sponsorship of the Court-Community Corrections Program (CCCP) for the Roanoke City Courts at a cost of $63,863.00. Local cash match of 25% will be required effective Fiscal Year 1991-92 on each of these grants, if they remain separate or not. The "Roanoke City Pretrial Services" proqram evolved from the merging of these two existing, and approved, DCJS grant-funded programs. Recent discussions between the directors of the two existing programs resulted in the identification of opportunities to provide mutually beneficial support through merging the programs, including a cost savings, improved supervision of some offenders, etc. Members of City Council The goals of the "Roanoke City Pretrial Services" proqram are: To reduce the demands upon the Roanoke City Jail resources through the use of volunteer drug screening program to reduce the number of felony offenders in jail awaiting trial, placing them under supervision in the community; To improve the efficiency and effectiveness of the General District Court through the pretrial release and diversion of non-violent offenders to alternatives to prosecution and conviction; To reduce the demands placed upon the Commonwealth's Attorney and Public Defender through the release and diversion of select non-violent offenders, charged with jailable offenses, to alternatives to prosecution; To improve the efficiency and effectiveness of the Circuit and Family Court through the availability of alternatives to the conviction on non-violent offenders. II. Current Situation: The Appropriations Act approved by the Virqinia General Assembly during its 1991 reqular session authorized DCJS to continue to provide funding for the "Roanoke City Pretrial Services" program in the amount of $104,429 with $78,322 funded by DCJS and matching funds of $26,107 provided by the City of Roanoke. City Council approved the submission of a qrant aDDlication totalinq $1041429 for this program to the DCJS for their review and approval. Preliminary approval of the program has been given by the DCJS subject to City Council's concurrence. DCJS will provide funding in the amount of $78,322 and matching funds of $26,107 must be provided by the City of Roanoke. (ATTACHMENT I per conversation with Ron Bell, DCJS, the amount of $78,413 noted in his letter was a mistake and it should be $78,322. The actual grant award has yet to be received but is to be forth coming sometime in July 1991.) 2 Members of City Council III. Issues: Continuation of the "Roanoke City Pretrial Services" program. Compliance with the program mandates requires the continued use of the ADX Abused Drug Analyzer. A "Customer Incentive Agreement" with Abbott Laboratories (ATTACHMENT II) to provide all reagents, calibrators, calibrations, controls, etc. as well as maintenance service would have to be executed by the City Manager with approval from City Council to provide for the continued operation of this analyzer. Funding of the program requires a 25% local cash match by the City of Roanoke - $26,107 of the total $104,429 for Fiscal Year 1991-92. IV. Alternatives: City Council authorize the City Manager to execute a grant agreement with the DCJS not to exceed the amount of $104,429 and to execute a "Customer Incentive Agreement" with Abbott Laboratories to provide reagents, calibrators, calibrations, controls, and miscellaneous materials as well as maintenance service until July 1, 1992 for an amount not to exceed $30,566. In addition, City Council authorize the Director of Finance to transfer $26,107 in local cash match funds from the Roanoke City Jail's "Reimbursements" account (001-024-3310-8005) to the "Transfers to Grant Fund" account (001-004-9310-9535); increase the revenue estimate for FY 1991-92 by $78,322; and appropriate $104,429 to accounts to be established by the Director of Finance in the Grant Fund. 1. Continuation of the "Roanoke City Pretrial Services" program would be provide for. Compliance with the grant program mandates for drug testing of pretrial felons would be accomplished. 3. Funding would be provided with $78,322 in state funds and $26,107 in local cash match funds. City Council not authorize the City Manager to execute a grant agreement with the DCJS nor execute a "Customer Incentive Agreement" with Abbott Laboratories. Continuation of the "Roanoke City Pretrial Services" program would not be provided for. Members of City Council Compliance with the grant program mandates for drug testing of pretrial felons would not be an issue. State grant funds totalling $78,322 would be lost by the City. Recommendation: City Council concur with Alternative "A", thereby authorizing the City Manager to execute a grant agreement with the DCJS not to exceed the amount of $104,429 and to execute a "Customer Incentive Agreement" with Abbott Laboratories to provide reagents, calibrators, calibrations, controls, and miscellaneous materials as well as maintenance service until July 1, 1992 for an amount not to exceed $30,566. In addition, City Council authorize the Director of Finance to transfer $26,107 in local cash match funds from the Roanoke City Jail's "Reimbursements" account (001-024-3310-8005) to the "Transfers to Grant Fund" account (001-004-9310-9535); increase the revenue estimate for FY 1991-92 by $78,322; and appropriate $104,429 to accounts to be established by the Director of Finance in the Grant Fund. Respectfully submitted, W. Alvin Hudson, Sheriff City of Roanoke CRIMINAL JUSTICE SERVICES BOARD ATTACHMENT I COMMONWEALTH of VIRQINIA Department of Criminal Justice Ser~£ces 805 EAST BROAD STREET RICHMOND, VIRGINIA 23219 (8O4) 786-4O0O May 24, 1991 Mr. W. Robert Herbert City Manager City of Roanoke 215 Church Avenue, S. W., Room 364 Roanoke, Virginia 24011 P~: Grant Application 992-A7639, Continuation of ~91-A7405 Drug Testing of Accused Felons Awaiting Trial: Pretrial Diversion and Related Services Dear Mr. Herbert: The Depar~nent of Criminal Justice Services (DCJS) received the above referenced application for continued funding. I wanted you to know that the application has been preliminarily reviewed and that we plan to send out approval and a statement of grant award during July 1991. ~7~~ DCJS intends to award an~ount not to exceed $~, subject to final review. We are notifying you of our intent so that the sheriff may place the request for continued funding on the City Council's agenda. Very truly yours, Ronald L. Bell Division Director/ Administration 01/evw RBellLtr/7 cc: The Honorable W. Alvin Hudson, Sheriff~/ Mr. Joel M. Schlanger, Director of Finance Mr. Anthony C. Casale, DCJS MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK June 26, 1991 SANDRA H. EAKIN Deout¥ Cl~y Clerk File #244-54 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30572-62491 amending and reordaining Chapter 6, Animals and Fowl, Code of the City of Roanoke (1979), as amended, by the addition of a new Article VII, Cats, consisting of §§6-115, Definitions; 6-116, Limitations on keeping; 6-I17, Vaccination o7 cats; 6-118, ~amaqe caused by cats; 6-119, Impoundment; and 6-120, Violation of Article as nuisance; such new Article providing for regulations with respect to the keeping of cats, civil liability for damages caused by cats, impoundment of cats found in violation of Article and establishing penalties and a public nuisance offense with respect to cats found in violation. Ordinance No. 30572-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991, and shall be in full force and effect on and after August 1, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eno. pc: The Honorable C. O. Clemens. Chief Judge, Circuit Court, P. O. Box 1016, Salem, Virginia 24153 The Honorable Roy B. Willett, Judge, Circuit Court The Honorable Clifford R. Weckstein, Judge, Circuit Court The Honorable Diane M. Strickland, Judge, Circuit Court The Honorable Kenneth E. Trabue, Judge, Circuit Court 305 East ~ain Street, Salem, Virginia 24153 The Honorable Joseph M. Clarke, II, Chief Judge, Juvenile Domestic Relations District Court and Mr. W. Robert Herbert June 26, 1991 Page 2 pc: The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Fred L. Hoback, Jr., Judge, Juvenile and Domestic Relations District Court The Honorable Edward S. Kidd, Jr., Chief Judge, General District Court The Honorable Julian H. Raney, Jr., Judge, General District Court The Honorable Richard C. Pattisal, Judge, General District Court The Honorable Donald $. Caldwell, Co~onwealth's Attorney The Honorable Patsy Testerman, Clerk, Circuit Court Ms. Patsy Bussey, Clerk, Juvenile and Domestic Relations District Court Mr. Ronald Albright~ Clerk, General District Court Mr. Wilburn C. Dibling, Jr., City Attorney Mr. George C. Snead~ Jr., Director of Administration and Public Safety Mr. M. David Hooper, Chief of Police Mr. Donald R. Stern, Director, Roanoke City Health Department Mr. Raymond F. Leven~ Public Defender, Suite 4~, Southwest Virginia Building, Roanoke, Virginia 24011 Mr. Bobby D. Casey, Office of the Magistrate~ P. 0. Box 13867, Roanoke, Virginia 24037 Ms. Clayne M. Calhoun, Law Librarian Mr. Robert L. Laslie, Vice President - Supplements~ Municipal Code Corporation, P. 0. Box 2235, Tallahassee, Florida 32304 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 24th Day of June, 1991. No. 30572-62491. AN ORDINANCE amending and reordaining Chapter 6, Animals and Fowl, Code of the City of Roanoke (1979), as amended, by the addition of a new Article VII, Cats, consisting of §§6-115, Definitions; 6-116, Limitations on keeping; 6-117, Vaccination of cats; 6-118, Damage caused by cats; 6-119, Impoundment; and 6-120, Violation of Article as nuisance; such new Article providing for regulations with respect to the keeping of cats, civil liability for damages caused by cats, impoundment of cats found in violation of Article and establishing penalties and a public nuisance offense with respect to cats found in violation; establishing an effective date, and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Chapter 6, Animals and Fowl, Code of the City of Roanoke (1979), as amended, is hereby amended and reordained by the addition of a new Article VII, Cats, consisting of §§6-115, Definitions, 6-116, Limitations on keeping, 6-117, Vaccination of cats, 6-118, Damage caused by cats, 6-119, Impoundment, and 6-120, Violation of Article as nuisance, such new Article to read and provide as follows: ARTICLE VII. CATS §6-115. Definitions. The following words, when used in this Article, shall have the meaning ascribed to them in this section, except where the context clearly indicates a different meaning: C_at: Every cat, regardless of sex or age. Catter¥: Any premises wherein any person engages in the business of boarding, breeding, buying, letting f~or hire, training for a fee or selling cats. Farm: Any parcel of land three (3) acres in size or larger, regardless of zoning, devoted to production for sale of plants or animals or to pro- duction for sale of plant or animal products useful to man. Owner: Every person having a right of property in a cat, or who keeps or harbors a cat, or who has a cat in his care, or who acts as the custodian of a cat or who permits a cat to remain in or about premises occupied by him. Public nuisance: Any cat or cats that unreason- sonab~'y annoy humans, endanger the life or health of other animals or persons, or substantially interfere with the rights of citizens, other than their owners, to enjoyment of life or property. The term "public nuisance" as used in this Article shall mean and in- clude, but is not limited to any cat that (a) is repeatedly found at large; (b) damages the property of anyone other than its owner; (c) excessively makes disturbing noises, including, but not limited to, continued and repeated caterwauling, howling, whining, or other utterances causing unreasonable annoyance, disturbance, or discomfort to neighbors or others in close proximity to the premises where the cat is kept or harbored; (d) causing fouling of the air by odor and thereby causes unreasonable annoyance or discomfort to neighbors or others in close proximity to the premises where the cat is kept or harbored; (e) causes unsanitary conditions in enclosures or surroundings where the cat is kept or har- bored; or (f) is offensive or dangerous to the public health, safety or welfare by virtue of the number and/or types of cats maintained. - 2 - Veterinary hospital: Any establishment maintained and operated by a licensed veterinarian for surgery, diagnosis and treatment of diseases and injuries of animals. ~6-116. Limitations on keeping. (a) No person shall keep or harbor, have in his care, act as the custodian of, permit to remain on or about premises occupied by him or otherwise be the owner of more than four (4) cats on any parcel of real property zoned for residential use (RS-i, RS-2, RS-3, RM-1, RM-2, RM-3 and RM-4, pursuant to Chapter 36.1 of this Code); provided, however, a total of six (6) cats shall be permitted on any such parcel if each of such six (6) cats has been spayed or neutered, and the owner of each spayed or neutered cat has in his pos- session a certificate of such fact issued to the owner for each such cat and executed by a duly licensed veterinarian containing a description of the cat, the name of the owner and the date on which spaying or neutering took place. (b) This section shall have no application to: (1) Cats under the age of four (4) months; (2) Cats kept on any parcel of real property zoned RA, Residential Agricultural District, pursuant Chapter 36.1 of this Code; (3) Cats kept on any farm; or (4) Cats kept at a veterinary hospital, cattery, or laboratory for the pur- pose of study, observation or medical research provided that any veterinary hospital, cattery, or any such labora- tory shall comply with Chapters 19, License Tax Code, and 36.1, Zoning, of this Code. (c) Violation of this section shall constitute a Class 4 misdemeanor. §6-117. Vaccination of cats. No person shall own, keep or harbor any cat over four (4) months of age within the city, unless such cat has been vaccinated against rabies pursuant to §6-62 of - 3 - this Chapter. The owner of each cat shall keep in his possession the certificate of vaccination required by §6-62(b) of this Chapter and shall display such certifi- cate upon request of any animal warden, police officer or official of th~ Health Department. §6-118. Damage caused by cats. The owner, as defined by §6-115, of any cat caus- ing damage to the property of any other person shall be civilly liable for such damages. $6-119. Impoundment. Any cat or cats found in violation of any pro- vision of this Article or whose owner is in violation of any provision of this Article or any cat or cats creating a "public nuisance" as defined by ~6-115 may be seized by any animal warden or police officer and impounded at the City pound. The officer s~izing any cat and officials of the city pound shall follow the procedures established for impounded dogs by §6-28 of this Chapter in keeping and disposing of any impounded cat. §6-120. Violation of Article as nuisance. Violation of this Article shall constitute a Class 4 misdemeanor, and, in addition, any such violation is hereby declared a public nuisance, and any person suffer- ing injury or damage therefrom may seek the correction, removal or abatement of such nuisance through appropri- ate suit in equity. Any "public nuisance" as defined by ~6-115 may also be corrected, removed or abated through appropriate suit in equity by any person suffer- ing injury or damage therefrom. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect on and after August 1, 1991. ATTEST: City Clerk. p~:~Roanoke, Virginia "'June 24, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: Subject: Regulation of Cats I. Background: Mr. James M. Brickey appeared before City Council at its meeting of June 13, 1988, requesting that the Council consider the regulation of cats with respect to infringement on other people's property. The City Council referred the matter to the City Manager for a report and recommendations and to the City Attorney for opinion with respect to the legal issues relating to the regulation of cats. A copy of the City Attorney's opinion, dated June 27, 1988, is attached. The Humane Society of the United States (HSUS), in response to our inquiry, provided advice on the subject of cat regulation. The HSUS is of the opinion that all companion animals should be under the control of their owners at all times, and the pet owners should be held liable and responsible for their animals' actions. They suggest the City consider enacting an ordinance that holds pet owners responsible for their animals' actions, including damages from digging in another's yard, using another's yard as a litter box, etc. They state such an ordinance would satisfy both the citizens with valid complaints and pet owners alike, as well as serving to protect pets, and it would allow the City to enforce owner responsibility. The HSUS feels a humane trapping program would be the most effective way to capture offending animals. It is commonly believed that cats should not wear collars due to a perceived danger it presents of strangulation. They believe a good licensing program would be beneficial in the regulation of cats, however the City Attorney advises the City does not have the authority to require licensing, and, of course, without collars with attached tags it would be difficult to enforce a licensing program. A draft ordinance was prepared after several meetings with representatives of the SPCA, Roanoke Organization for Animal Rights, Star City Cat Fanciers, and several private citizens participating as victims of cat owners, fanciers of cats and owners who operate Honorable Mayor and Members of City Council Page 2 II. III. IV. catteries. The draft ordinance reflects many ideas and recommendations from those individuals. An administrative public hearing was held December 13, 1990, and comments of citizens and organizations were heard, recorded, and considered resulting in the following two substantive changes to the draft ordinance. 1. Exceptions for catteries 2. Addition of the "public nuisance" provision The Roanoke Neighborhood Partnership and the Steering Committee have been briefed on the ordinance and asked to encourage their membership to share their recommendations, thoughts and/or support on this issue. Current Situation: The Police Department frequently receives calls from the public requesting that action be taken regarding the activities of cats or complaining of conditions surrounding the keeping of cats, which results in a variety of complaints such as: 1. Trespass 2. Property Damage 3. Noise 4. Odors Issues: A. Legal B. Cost C. Enforcement Alternatives: Amend the City Code by adoption of the proposed ordinance to include cats as an animal regulated by the Animal Control Ordinance, to limit the number of cats that may be kept in an area zoned for residential use to four (4) except that a total of six (6) cats may be permitted if each of the six has been spayed or neutered, and to provide a method of impoundment for cats seized for creation of a public nuisance or otherwise being in violation of this ordinance, and providing an effective date of August 1, 1991. Legal; City Council is authorized to adopt the proposed amendments. (See attached City Attorney's opinion to City Council dated June 27, 1988.) Honorable Mayor and Members of City Council Page 3 Cost of additional materials and equipment related to enforcement of this amendment will be absorbed in the current budget. 3. Enforcement a) The Animal Control Officer would attempt to notify the cat's owner of the complaint to allow the owner to take corrective action. b) The Animal control Officer, may leave a City owned, humane, live animal trap with the complainant, under appropriate agreement, to assist trapping of the offending animal. (1) If the cat is trapped, the Animal Control Officer would pick up the trap and impound the cat at the SPCA. (2) To reclaim the catr the owner must produce evidence of current rabies inoculation and pay the prevailing pick-up and boarding fee. B. Do not amend the City Code. Legality is not an issue. Cost is not an issue. Enforcement would remain limited by the existing legal authority which would result in continued public dissatisfaction with the Police Department's inability to address valid complaints. V. Recommendation: City Council concur with Alternative A by amending and reordaining Chapter 6, Code of the City of Roanoke, Animals and Fowl, by the addition of a new Article VII, Cats. (Attached) Respectfully submitted W. Robert Herbert City Manager WRH:MDH:mr attachments June 27, 1988 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Regulation of cats Dear Mrs. Bowles and Gentlemen: At the Council meeting of June 13, 1988, a citizen, James M. Brickey, appeared before City Council and requested that Council consider the regulation of cats. Council referred this matter to the City Manager for report and recommenda- tions and to the City Attorney for his opinion with respect to the legal issues relating to the regulation of cats. am pleased to provide this opinion with respect to the legal issues raised by Mr. Brickey's request. QUESTIONS PRESENTED 1. Does City Council have the authority to prohibit owners of cats from allowing their cats to run at large within the City? 2. Does City Council have the authority to limit the number of cats which may be owned or harbored by persons within the City? 3. Does City Council have the authority to require the owners of cats to obtain licenses for their pets? 1. Yes. 2. Yes · ANSWERS 3. No. The Honorable Mayor of City Council June 27, 1988 and Members Page 2 DISCUSSION OF LAW Chapter 6 of the Code of the City of Roanoke (1979), as amended (hereinafter "City Code"), regulates the keeping of animals and fowl within the City. With respect to dogs, the City Code prohibits their running at large (§6-23); prohibits the keeping of barking or howling dogs (~6-26); prohibits the keeping of vicious dogs (§6-27); requires that all dogs six months or older be licensed (§6-40); and requires that any dog over the age of six months be vaccinated against rabies §6-62). By Ordinance No. 28670, adopted June 8, 1987, City Coun- cil amended §6-62 to extend the requirement of vaccination against rabies to cats over six months of age. Keeping or harboring a cat not vaccinated against rabies is a Class 4 misdemeanor punishable by a fine of not more than $100, and any person keeping or harboring a cat is required to main- tain a valid rabies vaccination certificate for his animal. See S~6-62(a) and (b) and 6-1 and 1-10. Council has adopted no other regulations with respect to cats. City Council's authority to regulate the ownership of animals within the City is not without limits. Under the well-known Dillon Rule, Virginia cities and towns possess only the following powers and no others: (1) those granted by the General Assembly in express words; (2) those neces- sarily or fairly implied in or incidental to powers expressly granted; and (3) those essential to the declared objects and purposes of the corporation, not simply convenient, but in- dispensable. City of Richmond v. County Board, 199 Va. 679, 684, 101S.E.2d 641 (1958). Thus, authority for all ani- mal control regulations adopted by Virginia cities and towns must be found in general law, special act or local charter. Article IV, Authority of Local Governing Bodies and Licensing of Dogs, of Chapter 27.4, Comprehensive Animal Laws, of Title 3.1, Code of Virginia (1950), as amended (hereinafter "State Code"), spells out the authority of local governing bodies with respect to dogs and certain other animals. For example, Article IV authorizes local governing bodies to prohibit unlicensed dogs (~3.1-796.85); to prohibit the running at large of dogs (~3.1-796.93); and to hold a local referendum with respect to the issue of leash laws for dogs (S3.1-796.95). Although Article IV The Honorable Mayor and Members of City Council June 27, 1988 Page 3 authorizes local governing bodies to prohibit the running at large of cats which have not been inoculated against rabies (~3.1-796.98) and to require that cats adopted from animal shelters be inoculated against rabies (~3.1-796.99), such Article provides no other authorities with respect to cats. Section 15.1-28.5 of the State Code does autho- rize local governing bodies to require that cats be inocu- lated against rabies. It was this latter authority which was relied upon by City Council in adopting Ordinance No. 28670 requiring the inoculation of cats against rabies in the City. The 1988 Session of the General Assembly enacted two bills which relate to the regulation of cats. House Bill 207 (Chapter 537 of the 1988 Acts of Assembly) amended §3.1-796.127 of the State Code, declaring cats to be per- sonal property for the first time. The apparent effect of this amendment is to clarify that cats may be the subject of larceny and other crimes against property. House Bill 243 (Chapter 538 of the 1988 Acts of Assembly) amended §3.1-796.97:1 of the State Code relating to rabies control to require that the owners or custodians of all dogs and domesticated cats have such animals inoculated against rabies prior to their attaining four months of age. Sec- tion 6-62 of the City Code which requires the inoculation of dogs and cats against rabies prior to their attaining six months of age is superseded by the four-month require- ment set out in §3.1-796.97:1 effective July 1, 1988. As previously noted, authority to regulate the owner- ship of animals in cities and towns can also be found in local charters. In this regard, §2(16) of the Roanoke City Charter authorizes Council to regulate the keeping of ani- mals in the City. Section 2(19) of the City Charter autho- rizes Council to regulate the running at large of any animals in the City. I am of the opinion that ~2(19) of the City Charter provides express authority for the City Council to prohibit the running at large of cats within the City. The City of Virginia Beach, apparently relying upon similar charter authority, has adopted an ordinance prohibiting the owners of cats from allowing them to run at large. I am also of the opinion that a limitation on the number of cats which any person can own within the City would be necessarily or The Honorable Mayor and Members of City Council June 27, 1988 Page 4 fairly implied in or incidental to $2(16) authorizing Coun- cil to regulate the keeping of animals in the City. Under this authority, Council has regulated the number of dogs ($6-42.1(a)), poultry ($6-95) and beehives ($6-112) which may be kept in the City. I do not find, however, that $2(16) of the City Charter or any other provision of the Charter or general law necessarily or fairly implies that City Council can require the licensure of cats. This con- clusion is supported by the opinion of the Attorney General found in (1982-1983) Report of the Attorney General at 65 wherein the Attorney General, after noting the lac~ of State law relating to licensure of cats, stated: "Had the General Assembly intended to authorize the local governing bodies to license cats, it would have enacted ex- press authority to do so. I am unaware of any successful attempt to enact such legislation." I trust that the foregoing opinion is fully responsive to Council's questions. Should there be additional ques- tions, I shall be pleased to address them. With kindest personal regards, I am WCDJr:fcf Sincerely yours, City Attorney CC: W. Robert Herbert, City Manager George C. Snead, Jr., Director, and Public Safety M. David Hooper, Chief of Police Administration MARY F, PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, 5 W, Room 456 Roanoke, V~rgm~a 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-258-405 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Qrdinance No. 30573-62491 amending and reordaining certain sections of the 1990-91 General and Capital Funds Appropriations, providing for the appropriation of $75,000.00 from Contingency - General Fund to Conference Center, in connection with execution of contracts with Classic Properties of VA, Inc., and Perez Architects, New Orleans, APC, to provide construction management and architectural and engineering ser- vices for a publicly-owned conference center. Ordinance No. 30573-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra Eric o pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Brian J. Wishneff. Chief of Economic Development Mr. Barry L. Key, qanager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. 'No. 30573-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Capital Funds 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, the Council of the City of 1990-91 General and Capital are hereby, amended and $12,931,751 527,997 11,438,806 BE IT ORDAINED by Roanoke that certain sections of the Funds Appropriations, be, and the same reordained to read as follows, in part: General Fund ApproDriations Non-Departmental Contingency - General Fund (1) ................... Transfers to Other Funds (2) ..................... Capital Fund ADDroDriations General Government Conference Center $ 7,667,002 1,027,716 1) Contingency 2) Transfers to Capital 3) Appr. from General Revenue (001-002-9410-2199) (001-004-9310-9508) (008-002-9653-9003) $(75,000) 75,000 75,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. J{JN 13 P3:57 June 17, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Council Members: subject: Hotel Roanoke/Conference Center project I. Background: A. In October, 1990, Virginia Tech Real Estate Foundation issued a request for proposal (RFP) concerning the Hotel Roanoke and Conference Center project. The RFP, as it related to the Conference Center portion of the project, was reviewed jointly by Virginia Tech and City of Roanoke officials to ensure that it met Virginia Procurement requirements. Specifically, the RFP asked the developer to propose a team that would provide design and construction management services on the Conference Center. Actual construction of the Conference Center would be publicly bid in accordance with the Procurement Act. Classic Properties was the successful proposer on the Hotel and Conference Center portions of the project. Their proposal included Classic Properties as construction manager and Perez Architects as design architect for the Conference Center. Do Classic Properties is working to confirm and/or redefine the scope of the Hotel/Conference Center project. Specifically, at their expense, they are looking to determine the number of hotel rooms that can be justified for the Hotel project, the makeup of the business that would frequent the Hotel (i.e. group business, business traveler, tourist), whether or not a franchise operation is financially justified, cost estimates for renovation of the Hotel and projected revenues and expenses. They hope to have their analysis completed within 60-90 days, so that a determination can be made as to what level of equity and debt can be supported by the project. They will then be able to go forward with trying to put this complex financing package together. A separate but integral part of the analysis concerns the Conference Center. It is important that the same level of information be provided for the Conference Center as is June 17, 1991 Page 2 provided for the Hotel. The projected level of usage generated by Virginia Tech and the Roanoke Valley Convention and Visitors Bureau as well as the new Hotel Roanoke management will translate into a recommended size for the Conference Center facility, the kinds of rooms needed, how many room nights the Conference Center might generate in the Hotel, and ultimately the projected cost of the Conference Center. It is also important during the upcoming 60-90 days that as the plans for the Hotel portion proceed that plans for the Conference Center proceed concurrently. The physical relationship with the Hotel and potential sharing of facilities such as kitchens are important in determining cost information for both parts of the project and are, therefore, important to the overall analysis. II. Current Situation: Three major consulting activities, all related but independent, must go on concerning the Conference Center during the next 60-90 days concurrent with the work on the Hotel. These activities are: Market feasibility or utilization projections for the Conference Center. This will include a recommendation on the size of the facility, necessary quality, and number and kinds of rooms. It would also make recommendations on quality of the facility versus rate the market will bear. The City of Roanoke cost to obtain its share of this information is $14,950. The Virginia Tech Foundation is going to pay for its part of the study at an additional cost of $14,950. After much review, Coopers & Lybrand is being recommended to complete this part of the project. Schematic design phase on the Conference Center. This is the first 15% of a typical design project. With the feasibility work done on sizing of the facility, this phase of design will allow the Conference Center to be located on the site, identify parking solutions as well as access solutions and, most importantly, provide a cost estimate which will be necessary for the overall analysis of the project. Perez Architects would provide this initial phase of the design for a cost of $67,000. The subsequent phases including construction design will entail a contract between the Hotel Roanoke Commission and Perez Architects at a future date. That larger contract will be authorized by the Commission when the project is determined to be a "go" situation. Construction management activities. Ultimately, the construction management team, working on behalf of the Com~nission, will be responsible for supervising the design and construction of the project and providing a turn key facility on time and within budget to the entity June 17, 1991 Page 3 hired to manage the facilities. Pre-construction management activities are crucial at this point so that the wishes of the design team are blended with what the utilization report recommends to achieve the most cost effective proposal on the Conference Center. This pre-construction phase of the management/construction contract is estimated to be $65,000. This work would be performed by Classic Properties. However, Classic has stated that they will defer $22,000. Classic will request that if and when the Conference Center Com~ission is established and if a construction management contract is signed with the Hotel Roanoke Commission it be reimbursed for the $22,000. If the project is never able to get beyond this first phase, then, that is money ($22,000) that Classic has put at risk. Bo It is anticipated that the Commission will not be established until later in the summer. In order not to lose time on this important phase of the project, the work on the Conference Center needs to proceed immediately on the same timetable as the Hotel. Virginia Tech Foundation is willing to be a 50/50 financial partner with the City of Roanoke on each of the three consulting and planning activities described above for the Conference Center. This makes the City's share of these three agreements $69,950. Co The Foundation and the City would ask to be reimbursed if and when the Commission is established and if and when the Conference Center project becomes a reality and financing for it is in place. III. Issues: A. Timing. B. Cost. C. Funding. D. Progress on the project. IV. Alternatives: A. Alternative 1 1) Recommend that Classic Properties be contracted with by the City of Roanoke and Virginia Tech Real Estate Foundation to do the pre-construction phase of construction management activities on the Conference Center. The cost of this phase will be $43,000 with $22,000 to be deferred by Classic. The cost will be split between Virginia Tech Real Estate Foundation and the City of Roanoke. June 17, 1991 Page 4 2) Recommend that Perez Architects be contracted with to do the schematic design phase on the Conference Center by the City of Roanoke and the Virginia Tech Foundation. The cost to be split between the Virginia Tech Foundation and the City of Roanoke. 3) Recommend that the City of Roanoke contract with Coopers & Lybrand to do its share phase of the market feasibility at a cost of $14,950. Cost of these three activities to the City is $69,950. The City and Virginia Tech Real Estate Foundation will ask the Conference Center Commission if and when it is established to consider reimbursing us for these expenses as a part of the overall development cost. Additional costs to support the development of the Conference Center, such as mapping or borings may be necessary during the next 90 days. Therefore, a total of $75,000 for the Conference Center project is being requested. ao Timing is crucial because this phase of the project must proceed simultaneously with the Hotel. b. Cost is estimated to be $75,000 to the City. c. Funding is from Contingency Reserve. do Progress on the project will be able to go forward. All the information generated on the Conference Center is necessary in order for construction to eventually occur. Alternative 2: Do not recommend that Classic Properties, Perez Architects and Coopers & Lybrand be contracted with by the City of Roanoke and Virginia Tech Real Estate Foundation to do the pre-construction management, schematic design or market feasibility activities on the Conference Center. Timing of the project is put in jeopardy. If the Conference Center work goes on after the Hotel analysis is in, three to four additional crucial months could be lost. b. Cost is not an issue. c. Funding is not an issue. d. Progress on the project will come to a halt. V. Recommendation: It is recommended that Council approve Alternative "A" as follows: June 17, 1991 Page 5 A. Authorize the City Manager to enter into a contract with Classic Properties of Virginia, Inc. and Virginia Tech Real Estate Foundation to do the pre-construction phase of construction management activities on the Conference Center. The total cost of this phase will be $43,000. Classic Properties will make a request to the Conference Center Com~nission if and when it is established, that it be reimbursed for this $22,000 if and when it signs a construction management contract with the Hotel Roanoke Commission. The $43,000 cost will be split between Virginia Tech Real Estate Foundation and the City of Roanoke. Maximum cost to the City is $21,500. B. Authorize the City Manager to enter into a contract with Perez Architects and Virginia Tech Real Estate Foundation for $67,000 to do the schematic design phase on the Conference Center. The cost to be split between the Virginia Tech Real Estate Foundation and the City of Roanoke. Maximum cost to the city is $33,500. Co Authorize the City Manager to contract with Coopers & Lybrand to conduct its share of market feasibility work on Conference Center. Maximum cost to the City is $14,950. D. Appropriate $75,000 from Contingency Reserve account number 001-002-9410-2199 to existing Conference Center capital account 008-002-9653-9055. This total includes an additional $5,050 for other support costs such as mapping and borings. WP~/kds cc: Assistant City Manager Director of Finance City Attorney Manager, Management and Budget Director, public works Chief, Economic Development Respectfully submitted, W. Robert Herbert City Manager MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 2'15 Church AvemJe, S W, Room 456 Roanoke, Virg~ma 24011 Te*ephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-63-184 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30574-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for the transfer of $65,249.00 from Contingency - General Fund to Workman's Compensation Medical, to provide funds for payment of existing Worker's Compensation medi- cal payments for the remainder of fiscal year 1990-91. Ordinance No. 30574-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, ,~Iary F. Parker, CMC/AAE City Clerk MFP:ra Enc . pc: Mr. W. Robert Herbert, City ~anager Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Kenneth S. Cronin, qanager, Personnel Management Ms. Lauren G. Eib, Risk Management Officer Mr. Barry L. Key, Manager, Office of Management and Budget the 1990-91 General emergency. WHEREAS, for Government of the exist. THEREFORE, IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. No. 30574-62491. AN ORDINANCE to amend and Fund reordain certain sections of Appropriations, and providing for an the usual daily operation of the Municipal City of Roanoke, an emergency is declared to BE IT ORDAINED by Roanoke that certain sections of the Appropriations, be, and the same are reordained to read as follows, in part: the Council of the City of 1990-91 General Fund hereby, amended and ADDropriations Non-Departmental Contingency ~ General Fund (1) ................... Public Safety Police Patrol (2) ................................ 1) Contingency (001-002-9410-2199) $(65,249) 2) Work,nan's Compensation Medical (001-050-3113-1140) 65,249 $ 12,866,502 537,748 28,704,128 6,198,620 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: city Clerk. RECEIVED CITY CLERKS ~')FF1CE '91 ,.IJN 12 Pi June 17, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: WORIuf~S' COI~I~ISATION Workers' Compensation is defined as "exclusive remedy, under law, for all covered employees for compensating injuries and occupational diseases arising in the course of and within the scope of employment." Bo Funds are budKeted each fiscal year to cover anticipated Workers' Compensation liability ($300,000 for wages and $300,000 for medical payments). Self-Insured - City is entirely self-insured for Workers' Compensation liability. Budget appropriation for Workers' Compensation is based on prior year history. During FY 89-90 medical payments for Workers' Compensation totalled $236,606. II. ~ SITUATION: Fundin~ to cover FY 90-91 Workers' Compensation medical liability is inadequate. Account has a projected shortfall of $65,429 for FY 90-91. Bo As of May 28t 1991, $92t071.73 has been billed to the city for a serious accident that occurred during FY 90-91. Accidents of this severity do not usually occur annually. Increased medical cost for physicians and medical treatments related to work related claims also resulted in higher Workers' Compensation expenses. Total cost for medical expenses is anticipated to be $412~738 for FY 90-91. All but $65~249 will be covered by the $300,000 budgeted in the Workers' Compensation Medical Account and a transfer of $47,489 from the Workers' Compensation Wage Account. Honorable Mayor and City Council Page 2 III. ISSDES: A. Mandated Pro,ram B. Cost C. Fund Availabilit~ Transfer funds from the Contingency Reserve Fund (account number 001-002-9410-2199) to provide medical payments for Workers' Compensation claims for the remainder of FY 90-91 in the amount of $65,249. These funds should be transferred to the Workers' Compensation Medical Account (# 001-050-3113-1140). Program mandated by state and federal regulations for the City of Roanoke to provide Workers' Compensation benefits to its workers. Increased cost of cla~m~ for Workers' Compensation would be funded in the fiscal year in which they occurred. Fund availability - Funds are available from the General Fund Contingency Account to provide for this recommendation. B. Take no action Program mandated by state and federal regulations for the City of Roanoke to provide Workers' Compensation benefits to its workers. Cost would be reflected in next year's account and deducted from next year's budget. Fund availability - Funds available during this fiscal year in the above account would not be expended for actual Workers' Compensation expenses. Honorable Mayor and City Council Page 3 V. RF~TiON: Council conc,r with Alternative "A" and transfer ~65,249 from the Contingency Reserve Account to the Workers' Compensation Medical Account to provide for payments of existing Workers' Compensation medical payments for the remainder of FY 90-91. WRH:tlw CC: Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Administration & Public Safety Manager, Department of Personnel Management Risk Management Officer MARY F. PARKER City C)erk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church A'~enue, S W ,Room 456 Roanoke, Wrg~ma 24071 Telephone: (70])981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #60-354 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear ~r. Schlanger: I am attaching copy of Ordinance No. 30575-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations. providing for an increase in the 1991-92 revenue estimate and appropriation of $15,500.00 to Fees for Professional Services, in connection with extension of the term of a contract between the City and Health 'East, Inc., for provision of Emergency Medical Services billing and collection services, for the period July 1, 1991, through June 30, 1993. Ordinance No. 30575-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerel ~ary F. Parker, CMC/AAE City Clerk MFP : ra pc: Mr. W. Robert Herbert, City Manager ~r. George C. Snead, Jr., Director of Administration and Public Safety ~s. Wanda B. Reed, Manager, Emergency Services Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. .No. 30575-62491. AN ORDINANCE to amend and reordain certain sections of the 1991-92 General Fund Appropriations, and providing for an emergency. WHEREAS, for Government of the exist. 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 1991-92 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADDroDriations Public Safety $ 27,522,681 Emergency Medical Services (1) ................... 995,920 Revenues Charges for Current Services $ 4,945,707 Miscellaneous (2) ................................ 500,500 1) Fees for Professional Services (001-050-3521-2010) $ 15,500 2) Emergency Medical Services (001-020-1234-0854) 15,500 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. RECEIVED CITY CLERKS OFFICE ~! ,lUll2 Pi ~9 Roanoke, Virginia -~. June 17, 1991 Honorable Mayor and City Council Roanoke, Virginia Subject: Emergency Medical Services Billing and Collection Renewal Contract I. Back~round: July 1, 1990, City Council billing user fee for citizens Emergency Medical Service for to a medical facility. approved a first-party who utilize the City's ambulance transportation July If 1990, City Council authorized the City Manager to enter into a contract with Health East, Inc. for provision of a billing and collection service for the period July 1, 1990 through June 30, 1991. The contract specifies a flat monthly rate of $5,750 plus 6.5% of net collections, with option to renew for two additional years at a rate to be negotiated. C. Revenue estimated for Fiscal Year 1990-91 from this user fee was $402,500. Revenue estimated for Fiscal Year 1991-92 from this user fee is $485,000. Ee Budgeted cost for billin~ service for Fiscal Year 1991-92 is $95,000. II. Current Situation: A. June 30, 1991, contract with Health East, Inc. expires. March 29f 1991, proposal received from Health East, Inc., for contract renewal rates to provide Emergency Medical Services billing and collections for a two-year period beginning July 1, 1991 as follows: Year 1 A flat rate of $6,500 per month plus 6.5% of net collections Year 2 A flat rate of $7,800 per month plus 9.0% of net collections C. Revenue estimate for Fiscal Year 1991-92 should be revised to $500,500, based on current fiscal year collections, for an increase of $15,500. Emergency Medical Services Billing and Collection Renewal Contract Page 2 of 3 Projected cost of billing service for Fiscal Year 1991-92 would be approximately $110,500 based on new proposal and revised revenue estimate, for an expenditure increase of $15,500. The revenue estimate as identified in II. C. above is anticipated to offset this expenditure. Adequate funds will be requested in Fiscal Year 1992-93 budget to provide for contractual obligations for second year of this contract. The projected cost increase based on a revised revenue estimate of $500,500 would be an additional $28,145. This increase will be addressed during the 1992-93 budget preparation process. III. Issues: A. Authority B. Need C. Cost to Citizens IV. Alternatives: Approve renewal of contract with Health East, Inc. for Emergency Medical Services billing and collection at a flat rate of $6,500 plus 6.5% of net collections for Fiscal Year 1991-92, and at a flat rate of $7,800 per month and a 9.0% fee of net collections for Fiscal Year 1992-93. Authority - in accordance with contract provi- sions, City Council authorize City Manager to renew this billing and collection service agree- ment with Health East, Inc. for two additional years. Need - contract for billing and collection service is necessary in order to collect user fees total- ing $500,500 in support of Emergency Medical Services. Cost to Citizens will remain unchanged. Ail insurances will continue to be billed with patient responsible for portion not paid by insurances. Emergency Medical Services Billing and Collection Renewal Contract Page 3 of 3 Do not authorize City Manager to renew contract with Health East, Inc. 1. Authority would not be an issue. Need - collection of user fees for Emergency Medical Services could not continue in the most effective and efficient manner, resulting in a potential loss of $500,500 in revenue. 3. Cost to Citizens would not be an issue. IV. Recommendation: A. City Council concur with Alternative "A" and Authorize the City Manager to renew the contract with Health East, Inc. for two additional years to provide a Billing and Collection Service for Emergency Medical Services effective July 1, 1991 through June 30, 1993 at the monthly rate of $6,500 plus 6.5% of net collections for the first year and at the monthly rate of $7,800 plus 9.0% of net collections for the second year. This contract shall be in a form approved by the City Attorney. 2. City Council increase the 1991-92 revenue esti- mate by $15,500 to $500,500 for Emergency Medical Services account. City Council appropriate $15,500 to Fees for Professional Services account 001-050-3521-2010, for payment of billing services. City Manager WRH/WBR/cw pc: City Attorney Director of Finance Director, Administration and Public Safety Manager, Emergency Services/EMS MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, V~rgln~a 2401 ~ Telephone: (703)981-2541 June 26, 1991 SANI~RA H. EAKIN Deputy C~ty C~erk File #60-268-79-468B-27-237 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30576-62491 amending and reordaining certain sections of the 1990-91 General and Capital Funds Appropriations, providing for appropriation of $375,000.00 in utility tax revenue to Roanoke River Flood Reduction Project accounts, in connection with Phase II of the Flood Reduction Project Flood Proofing of the Sewage Treatment Plant. Ordinance No. 30576-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. SineereZy, 7~~ Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. ~. Robert Herbert, City Manager Mr. Kit B. Kiser, Director of Utilities and Operations ~r. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. 'No. 30576-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Capital Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency exist. THEREFORE, BE IT ORDAINED by the Council of Roanoke that certain sections of the 1990-91 General Funds Appropriations, be, and the same are hereby, reordained to read as follows, in part: is declared to the City of and Capital amended and General Fund ADDroDriations Non-Departmental Transfers to Other Funds (1) ....................... Revenue Other Local Taxes Utility Consumer Tax (2-4) ......................... Capital Fund Appropriations Other Infrastructure Roanoke River Flood Reduction Phase II (5) ......... Local Cash Match Roanoke River Flood Reduction (6). $13,328,003 11,695,632 $38,105,000 9,113,000 $17,716,551 250,000 909,350 1) Transfer to Capital 2) Electric 3) Telephone 4) Gas 5) Approp. from General Revenue 6) Approp. from General Revenue (001-004-9310-9508) $ 375,000 (001-020-1234-0203) 200,000 (001-020-1234-0204) 75,000 (001-020-1234-0205) 100,000 (008-056-9622-9003) (008-056-9652-9003) 25,000 350,000 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia June 17, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Appropriations of Utility Tax Revenue to Roanoke River Flood Reduction Project Account I. Background: Local sponsor cash contribution for the project is estimated at $2~758~000 per letter dated June 29, 1990 from the Corps of Engineers. In addition to local cash contributions, we are responsible for all land and easement acquisition and for percentage of construction. $406t000 plus $3~350, for the expense of establishing a letter of credit, was appropriated per request of council report dated August 13, 1990. Letter of credit or establishment of escrow accounts may be used for cash drawdown rather than sending cash all at once. Phase II contract of the Flood Reduction Project, namely Flood Proofing of the Sewage Treatment Plant, is expected to be awarded during June or July, 1991. The City's local sponsor share is expected to be approximately $25t000. II. Current Situation: Ao $375,000 in revenue collected in excess of estimate from the designated 2% utility tax increase for the Flood Reduction Project needs to be appropriated to a capital fund projects account. III. Issues: A. Unfunded obliKations B. Appropriation of Utility Tax Revenue IV. Alternatives: Ao Council adopt the appropriate budget measure to accomplish the following: Appropriate and increase revenue estimate by $375~000 for utility tax for the year ending June 30, 1991 to transfer to the Capital Projects Fund, Account No. 001-004-9310-9508. Page 2 ii. Appropriation of $350t000 in the Capital Projects Fund to Account No. 008-056-9652-9003, Local Cash Match Roanoke River Flood Reduction. iii. Appropriation of $25~000 in the Capital Projects Fund to a new account to be established by the Director of Finance entitled Roanoke River Flood Reduction Phase II. Unfunded obliKations will partially be met in areas needing it the most. Appropriation of utility tax revenue to the proper account will be achieved. Council place the available revenue in the Roanoke River Flood Reduction Project Land Acquisition account. Unfunded obligations for land acquisition will partially be met, however, not in the areas needing it the most. Appropriation of utility tax revenue will be properly placed in the Roanoke River Flood Reduction project but not in the preferred accounts. Co Council refrain from appropriating available revenue to the Roanoke River Flood Reduction Project. Unfunded obliKations will continue to be unmet at the same level as currently exists. Appropriation of utility tax revenue will not be achieved as authorized by the referendum. Vo Reco~nendation: Council adopt a budKet ordinance to appropriate the $375t000 in available revenue to the Roanoke River Flood Reduction Project accounts as identified in Alternative "A". Respectfully 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, $ W, Room 456 Roat~oke, V~rg~ma 24011 Telephone: (703) 981-254~ June 26, 1991 SANDRA H. EAKIN DeputyC~zyClerk Fi le #233 Mr. ~. Robert Herbert City Manager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Resolution No. 30577-62491 authorizing execution of a written agreement with the Southwest Virginia Community Development Fund for implementation and administration of the ~estern Virginia Revolving Loan Fund program, and pro- viding for Community Development Block Grant funds, in the amount of $45,996.00, for said purpose, for the period beginning July 1, 1991, and ending June 30, 1992. Resolution No. 30577-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc, pc: Mr. Stanley R. Hale, President, Southwest Virginia Community Development Fund, 401 First Street, H. W., Roanoke, Virginia 24016 Mr. Joel M. Schlanger, Director of Finance Mr. ~illiam F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. Brian J. Wishneff, Chief of Economic Development Mr. James D. Ritchie, Director of Human Resources Us. Marie T. Pontius, Grants Monitoring Administrator IN THE COUNCIL OF THE CITY OF The 24th Day of June, 1991. NJ. 30577-62491. ROANOKE, VIRGINIA, A RESOLUTION authorizing the execution of a written agreement with the Southwest Virginia Community Development Fund for the implementation and administration of the Western Virginia Revolving Loan Fund program, and providing for certain Community Development Block Grant (CDBG) funds for the purpose, for the period beginning July 1, 1991, and ending June 30, 1992. BE 1. City Clerk are hereby attest, respectively, agreement, to provide IT RESOLVED by the Council of the City of Roanoke that: The City Manager or the Assistant City Manager and the authorized to execute, and to seal and for and on behalf of the City, a written for the implementation and administration of the Western Virginia Revolving Loan Fund program, which will provide iow interest loans to small businesses in greater North- west Roanoke and industrial areas of the City for the creation of jobs; provide for CDBG funds in the amount of $45,996; for the period beginning July 1, 1991, and ending June 30, 1992, as more particularly described in the report of the City Manager dated June 24, 1991; such contract to be approved as to form by the City Attorney. ATTEST: City Clerk. [~L,~,~ ~ ur, Honorable Mayor and Members of City Council Roanoke, Virginia Roanoke, Virginia June 24, 1991 Dear Members of Council: Subject: Contract for Services with Southwest Virginia Community Development Fund (SVCDF) Background: City Council authorized the third year of funding for the Western Virginia Revolving Loan Fund as part of the Community Development Block Grant (CDBG) application; approved by Council on May 13, 1991 by Resolution No. 30508-51391. City has received HUD approval of the CDBG application by letter dated June 19 1991. II. Current Situation: Western Virginia Revolving Loan Fund is a project operated by Southwest Virginia Community Development Fund (SVCDF) to provide iow interest loans to small businesses in greater northwest Roanoke and industrial areas of the city for the creation of jobs. (see Attachment A for more details) Local matching funds necessary for this program are provided by $20,000 in FY 1992 CDBG funds, plus $25,996 in CDBG funds from FY 1991. This will leverage a minimum of $516,956 additional funds from various sources for small businesses in Roanoke. An administrative agreement between the City and SVCDF is neccessary for the funds to be disbursed for business loans. III. Issues: A. Cost to the City B. Funding C. Administrative capacity D. Timing E. Compliance with applicable regulations Page 2 F. Legal issues. IV. Alternatives: Authorize the City Manager to execute the attached Agreement with the SVCDF for the administration and implementation of the Western Virginia Revolving Loan Fund. A. Cost to the City will be $45,996 in CDBG funds. Be Funding is available in CDBG accounts 035-089-8930- 5174 and 035-090-9030-5174. Ce Administrative capacity of SVCDF has been shown by the many successful loan programs they have adminisistered in the past 20 years, and in the federal Economic Development Administration's (EDA) confidence in granting SVCDF $500,000 to establish this loan fund. Timing is important since SVCDF has received several inquiries about the loan program, and would like to loan these funds to businesses to create jobs. Ee Compliance with applicable regulations is assured through contract review and project monitoring by the City's Office of Grants Compliance. Fe Legal issues will be addressed through contract review by the City Attorney. Do not authorize the City Manager to execute the attached Agreement with the SVCDF for the administration and implementation of the Western Virginia Revolving Loan Fund. ae Cost to the City would be nothing except in lost job opportunities. B. Funding would not be an issue. C. Administrative capacity would not be an issue. D. Timing would not be an issue. Compliance with applicable regulations would not be an issue. F. Legal issues would not be an issue. Page 3 Recc~maendatton: It is recommended that City Council concur in Alternative A and authorize the City Manager to execute the attached A~reement with the SVCDF for the administration and implementation of the Western Virginia Revolving Loan Fund. Respectfully submitted, W. Robert Herbert City Manager attachments WRH/mtp CC. Assistant City Manager City Attorney Director of Finance Director of Public Works Director of Human Resources Chief of Economic Development & Grants Chief of Community Planning Grants Monitoring Administrator President, Southwest Virginia Community Development Fund B:SVCDF.RPT This Agreement is made and entered into this day of · 1991, by and between the following parties: The Grantee - and the Subgrantee - City of Roanoke, Virginia 215 Church Avenue, S.W. Roanoke, Virginia 24011 Southwest virginia Community Development Fund 401 First Street, N.W. Roanoke, Virginia 24016 The Grantee has been authorized by its City Council pursuant to Resolution No. adopted June 24, 1991 to provide $45,996 in matching funds toward the Western Virginia Revolving Loan Fund. The parties hereto mutually agree as follows: 1. SCOPE OF SERVICES: SVCDF will operate a revolving loan fund for eligible small businesses within a targeted area of the City of Roanoke. Services will include management and technical assistance to borrowers. Program description is detailed further in Attachment A. 2. TIME OF PERFORMANCE: This Agreement shall be for the period of July 1, 1991 through June 30, 1992. Agreement may be extended with the written agreement of both parties. 3. BUDGET: The total budget for the portion of this project within the City of Roanoke will be $562,952 for a revolving loan fund. The City of Roanoke will provide $45,996 in CDBG funds as the local share. These funds will be matched with $516,956 as a minimum. The sources of funds will be as follows: Economic Development Administration grant $140,988 Local lending institutions and applicants $375,968 City of Roanoke CDBG Funds $ 45,996 TOTAL with CDBG funds $562,952 Agreement Page 2 e e PROPOSED PAYMENT SC~n~uUL~ AND PROCEDURES: Ail loan applications shall be approved and certified for payment by a review committee established by the City. Requests for payment will be submitted to the City's Office of Grants Compliance, accompanied by an approved loan application from the small business applicant. Payment will be made to the Subgrantee, based on the individual loan agreement, within ten (10) days from date of receipt. INDEMNIFICATION: The Subgrantee agrees to indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Subgrantee's intentional acts and negligent acts or omissions with respect to the rights and privileges granted by the City to the Subgrantee in this Agreement. COMPLIANCE WITH F~ERAL REGULATIONS: The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment B and all other applicable federal regulations relating to specific programs performed hereunder. Further, the Subgrantee agrees to require compliance with applicable federal regulations of the loan recipient by agreement. UNIFORM ADMINISTRATIVE REQUIREMENTS: The Subgrantee shall comply with the requirements and standards of OMB Circular No. A-122, "Cost Principles for Non Profit Organizations" and with the following Attachments to OMB Circular No. A-110, if applicable: Attachment A, "Cash Depositories"; Attachment B, "Bonding and Insurance"; Attachment C, "Retention and Custodial Requirements for Records"; Attachment F, "Standards for Financial Management Systems"; Attachment H, "Monitoring and Reporting Program Performance," paragraph 2; Attachment N, "Property Management Standards"; and Attachment O, "Procurement". PROGRAM INCOME: "Program income" means gross income received by the Grantee or Subgrantee directly generated from the use of CDBG funds. The Subgrantee may retain program income, generated by this agreement, to be revolved in subsequent loans having the same guidelines and restrictions as those covered by this agreement. The earned interest portion of such program income may also be used for certain administrative expenses of this program. All program income and expenses shall be reported to the Grantee on a quarterly basis. Agreement Page 3 9. RECOP/)SANDREPORTS: The Subgrantee shall maintain full and accurate records with respect to all matters covered under this Agreement. All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years after the expiration date of this Agreement or its amendments. Appropriate City and/or HUD personnel shall have free access to those records during the Agreement duration and the following three-year time period. The Subgrantee shall submit quarterly financial reports to the Grantee's Office of Grants Compliance. Such reports shall consist of a cumulative listing of loans made, the payment status of each loan, the amount available for loans, program income and expenses. Reports of jobs created or retained shall also be submitted for each loan including the number of such jobs for which low and moderate income persons have been employed. 10. CONFLICT OF Ih'£*~KEST: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activity, may obtain a personal or financial interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their tenure or for one (1) year thereafter. 11. SUSPENSION AND 'rF_~MINATION Suspension or termination may occur if the Subgrantee materially fails to comply with any term of this award, and the award may be terminated for convenience by the Grantee or Subgrantee upon written notification to the awarding agency (HUD), setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. 12. REVERSION OF ASSETS: Upon expiration of this agreement, or amendments thereto, the Subgrantee shall transfer to the city any CDBG funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. 13. ANNUAL AUDIT AND MONITORING: The Subgrantee shall provide for an annual independent audit of all CDBG expenditures covered by the Agreement. Copies of said audit report shall be furnished to the Grantee's City Manager and Director of Finance within thirty (30) days of completion of the audit. Agreement Page 4 14. THIP. D-PARTY CO~'-'KACTS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee. 15. AMENDMENTS. The Grantee, from time to time, may require changes in the obligations of the Subgrantee hereunder, or its City Council may appropriate further funds for the implementation of the Western Virginia Revolving Loan Fund project. In such event or events, such changes which are mutually agreed upon by and between the Subgrantee and Grantee shall be incorporated in written amendment to this Agreement. 16. GOVERNING LAW: This Agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as the day and year hereinabove written: ATTEST: CITY OF ROANOKE By By Mary F. Parker, City Clerk W. Robert Herbert, City Manager SUBGRANTEE By Witness By Mr. Stan Hale, President Southwest Virginia Community Development Fund ATTACHMENT B U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT GRANT AGREEMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM SPECIAL TERMS AND CONDITIONS FOR SUBGRANTEES (CONTRACTS OVER $10,000) "Section 3" Compliance in the Provision of Training, Employment and Business bpportunities: The work to be performed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170 lu. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. B. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and urban Development set forth in 24 CFR 135, and all appli- cable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. C. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers' representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous pla- ces available to employees and applicants for employment or training. D. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that ,the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued hereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, it successors and assigns to those sanctions specified by the grant or loan agreement or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. e Equal Emplo.~ment Opportunity: as amended. Such contracts Opportunity regulations at 24 construction contracts. Contracts subject to Executive Order 11246~ ~hall be subject to HUD Equal Employment CFR Part 130 applicable to HUD-assisted The Subgrantee shall cause or require to be inserted in full in any non- exempt contract and subcontract for construction work, or modification thereof as defined in said regulations, which is paid for in whole or in part with assistance provided under this Agreement, the following equal opportunity clause: "During the performance of this contract, the contrac- tor agrees as follows: A. The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and section for training, including apprenticeship. The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. B. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. C. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the Contract Compliance Officer advising the said labor union or workers' repre- sentatives of the contractor's commitment under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations and relevant orders of the Secretary of Labor. The contractor will furnish all information and reports required by .Executive Order 11246 of September 24, 1965, and by the rules, regula- tions and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the Department and the Secretary of Labor for purposes of investigation to asc~rtain compliance with such rules, regulations and orders. -2- In the. event of the contractor's noncompliance with the non- discrimination clauses of this contract or with any of such rules, regu- lations or orders, this contract may be canceled, terminated or suspended in whole or in part, and the contractor may be declared ineli- gible for further Government contracts or Federally-assisted construc- tion contract procedures authorized in Executive Order 11246 of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law. The contractor will include the portion of the sentence immediately pre- ceding paragraph (Al and the provisions of paragraphs (Al through (Gl in every subcontract or purchase order unless exempted by rules, regula- tions or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the Department may direct as a means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event a contractor becomes involved in or is threatened with litigation with a subcontractor or vendor as a result of such direction by the Dep~rtment, the contractor may request the United States to enter into such litigation to protect the interest of the United States." The Subgrantee further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in Federally-assisted construction work; provided, that if the Subgrantee so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instru- mentality or subdivision of such government which does not participate in work on or under the contract. The Subgrantee agrees that it will assist and cooperate actively with the Department and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of the Secretary of Labor; that it will furnish the Department and the Secretary of Labor such compliance; and that it will otherwise assist the Department in the discharge of its primary responsibility for securing compliance. The Subgrantee further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and Federally- assisted construction contracts pursuant to the Executive Order and will .carry out such sanctions and penalties for violation of the equal oppor- tunity clause as may be imposed upon contractors and subcontractors by the Department or the Secretary of Labor pursuant to Part II, Subpart D, of the Executive Order. In addition, the Subgrantee agrees that if it fails or refuses to comply with these undertakings, the Department may take any or all of the following actions: cancel, terminate or suspend in whole or in part the grant or loan guarantee; refrain from extending any further assistance to the Subgrantee under the Program with respect to which the failure or refusal occurred until satisfactory assurance of future compliance has been received from such Subgrantee; and refer the cause to the Department of Justice for appropriate legal proceedings. -3- e J Federal Labor Standards Provisions: Except with respect to the rehabilita- tion of residential property designed for residential use for fewer than eight families, the Subgrantee and all contractors engaged under contracts in excess of Two Thousand Dollars ($2,000.00) for the construction, prosecu- tion, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, governing the payment of wages and the ratio of apprentices and trainees to journeymen; provided that if wage rates higher than those required under such regulations are imposed by State or local law, nothing hereunder is intended to relieve the Subgrantee of its obligation, if any, to require payment of the higher rates. The Subgrantee shall cause or require to be inserted in full in any such contracts subject to such regulations, provi- sions meeting the requirements of 29 CFR 5.5. No award of the contracts covered under this section of the Agreement shall be made to any contractor who is at the time ineligible under the provisions of any applicable regulations of the Department of Labor to receive an award of such contract. Nondiscrimination Under Title VI of the Civil Rights Act of 1964: This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and HUD regulations with respect thereto, including the regulations under 24 CFR Part 1. In the sale, lease or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Subgrantee shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination upon the basis of race, color, religion, sex or national ori- gin, in the sale, lease or rental, or in the use of occupancy of such land or any improvements erected or to be erected thereon, and providing that the Subgrantee and the United States are beneficiaries of and entitled to enforce such covenant. The Subgrantee, in undertaking its obligation in carrying out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant and will not itself so discriminate. Obligations of Subgrantee with Respect to Certain Third-part~ Relationshipc: The Subgrantee shall remain fully obligated under the provisions of the Agreement, notwithstanding its designation of any third party or parties for the undertaking of all or any part of the program with respect to which assistance is being provided under this Agreement to the Subgrantee. Any Subgrantee which is not the Applicant shall comply with all lawful require- ments of the Applicant necessary to insure that the program, with respect to which assistance is being provided under this Agreement to the Subgrantee, is carried out in accordance with the Applicant's Assurances and certifica- tions, including those with respect to the assumption of environmental responsibilities of the Applicant under Section 104(h) of the Housing and Community Development Act of 1974. Interest of Certain Federal Officials: No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Agreement or to any benefit to arise from the same. -4- Interest of Members~ Officers Employees of Subgrante% Members of Local Government Bod~, or Other Publ~Offic]als: No member, officer or employee of the Subgrantee, or its designees or agents, no member of the governing body of the locality in which the program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure, or for one (1) year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under the Agreement. The Subgrantee shall incorporate, or cause to be incorporated, in all such contracts or subcontracts a provision prohibiting such interest pursuant to the purposes of this section. Prohibition Against Payments of Bonus or Commission: The assistance pro- vided under this Agreement shall not be used in the payment of any bonus or commission for the purpose of obtaining HUD approval of the application for such assistance, or HUD approval or applications for additional assistance, or any other approval or concurrence of HUD required under this Agreement, Title I of the Housing and Community Development Act of 1974, or HUD regu- lations with respect thereto; provided, however, that reasonable fees or bona fide technical, consultant, managerial or other such services, other than actual solicitation, are not hereby prohibited if otherwise eligible as program costs. "Section log": This Agreement is subject to the requirements of Section 109 of the Housing and Community Development Act of 1974, 42 U.S.C. 3535{d). No person in the United States shall on the ground of race, color, religion, sex or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds available under this title. 10. Access to Records and Site of Employment: This Agreement is subject to the requirements of Executive Order 11246, Executive Order 1375, Civil Rights Act of 1964, as amended. Access shall be permitted during normal business hours to the premises for the purpose of conducting on-site compliance reviews and inspecting and copying such books, records, accounts, and other material as may be relevant to the matter under investigation and pertinent to compliance with the Order, and the rules and regulations promulgated pur- suant thereto by the Subgrantee. Information obtained in this manner shall be used only in connection with the administration of the Order, the admi- nistration of the Civil Rights Act of 1964 (as amended) and in furtherance of the purpose of the Order and that Act. -5- 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 26, 1991 SANDRA H. EAKIN DeputyC~zyC~erk File #236-226 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Resolution ~o. 30578-62491 authorizing you to execute a grant agreement with Total Action Against Poverty in Roanoke Valley, Inc., to provide for the use of certain Community Development Block Grant funds, in the amount of $85,000.00, in connection with equipping a grocery store located at 1906 Orange Avenue, N. W. Resolution No. 30578-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra . Enc, po: Mr. Theodore J. Edlich, III, Executive Director, Total 4ction Against Poverty in Roanoke Valley, Inc., P. O. Box 2868, Roanoke, Virginia 24001 Mr. ~illiam E. Skeen, President, 19th and Melrose Corporation, 210 South Jefferson Street, Roanoke, Virginia 24011 Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. Brian J. Wishneff, Chief of Economic Development Mr. James D. Ritchie, Director of Human Resources Ms. Marie T. Pontius, Grants Monitoring Administrator IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. No. 30578-62491. A RESOLUTION authorizing the City Manager to execute a grant agreement with Total Action Against Poverty in Roanoke Valley, Inc., to provide for the use of certain Community Development Block Grant (CDBG) funds in connection with the equipping of the grocery store at 1916 Orange Avenue, N.W. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That the City Manager and the City Clerk are hereby author- ized, for and on behalf of the City, to execute and to seal and attest, respectively, a grant agreement with TAP, which agreement shall provide for the use of CDBG funds in the amount of $85,000 to be used in connection with the equipping of the grocery store at 1916 Orange Avenue, N.W., in accordance with the recommendation con- tained in the City Manager's report to Council, dated June 24, 1991. 2. The form of the grant agreement shall be approved by the City Attorney. ATTEST: City Clerk. RECEIVED CITY CLEP!<,S OFFICE Roanoke, Virginia 419 P4:20 June 24, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: subject: Grant Agreement with Total Action Against Poverty (TAP) and the 19th & Melrose Corporation I. Background: Former Kroger building, located at 1916 Orange Avenu~ NW, has been closed and vacant since October 1985, leaving a predominantly iow and moderate income neighborhood without essential grocery services. Total Action Against Poverty (TAP) has been working with City staff since that time to get a full-service grocery store reopened on the site. City Council originally approved $85,000 CDBG funding for the Northwest Supermarket at 19th Street and Melrose Avenue NW, as part of the FY 1990 CDBG budget by Resolution No. 29512 on April 12, 1989. City Council re-affirmed its support for the supermarket project by approving the continued allocation of $85,000 to the project as part of the FY 1992 CDBG program by Resolution No. 30508-51391 on May 13, 1991. Proposed grant is for an eligible activity per regulations of U.S. Department of Housing and Urban Development (HUD). Prior to executing a contract with TAP, City administration required TAP to meet three tests in order to assure the project's success: TAP must obtain ownership of the building from Kroger. Balance of financing for the renovation project must be confirmed from banks or other funding sources. An operator must be committed in writing to the project. II. Current Situation: A. TAP received the deed to the property from Kroger on September 25, 1990. Members of Council Page 2 Be Five local banks and the Southwest Virginia Community Development Fund have committed to provide loans for the cost of renovating and equipping the store. A ~rocery store chain has a~reed to lease the building and operate it for ten (10) years with a renewable lease. TAP has set up a subsidiary for-profit corporation, the 19th and Melrose Corporation, to own the building and control the supermarket project. III. Issues: A. Cost to the City B. Fundin9 C. Financial benefit to the City D. Community development objectives E. Legal IV. Alternatives: Authorize the City Manager to execute a 9rant a~reement, approved as to form by the City Attorney, with Total Action Against Poverty (TAP) and the 19th and Melrose Corporation to contribute toward the renovation and equipping of the grocery store at 1916 Orange Avenue, NW. Cost to the City would be a grant of $85,000 in CDBG funds. e Fundin9 is available in CDBG account 035-089-8930- 5177. Financial benefit to the City would be realized in business, sales and personal property taxes returned by the grocery; and in five years increased real estate taxes. Community development objectives would be achieved through the provision of needed service to a low/moderate income neighborhood having many senior citizens; as well as through the provision of an estimated 43 jobs. Be Legal issues will be addressed by a grant agreement meeting the approval of the City Attorney. B. Do not authorize the City Manager to execute a 9rant Members of Council Page 3 agreement with Total Action Against Poverty (TAP) and the 19th and Melrose Corporation. 1. Cost to the City would be nothing. 2. Funding would not be an issue. Financial benefit to the City would be only current property taxes since without renovation, the building would probably remain vacant for the foreseeable future. Community development objectives would not be achieved. Without the $85,000 grant, the project is not feasible. 5. Legal issues would not be a consideration. Recommendation: It is recommended that City Council concur in Alternative A and authorize the City Manager to execute a grant agreement, approved as to form by the City Attorney, with Total Action Against Poverty (TAP) and the 19th and Melrose Corporation to contribute toward the renovation and equipping of the grocery store at 614 Nineteenth Street NW. Respectfully submitted, City Manager attachment WRH/MTP CC: Assistant City Manager City Attorney Director of Finance Director of Public WOrks Director of Human Resources Chief of Economic Development Chief of Community Planning Grants Monitoring Administrator Executive Director TAP President, 19th and Melrose Corporation B:GROCERY.RPT MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room456 Roanoke. Virgm~a 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy CiTy Clerk File #22-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. ~erbert: I am attaching copy of Resolution No. 30579-62491 authorizing the City Manager to execute an Agreement with Mental Health Services of Roanoke Valley to provide for the use of certain Community Development Block Grant funds, in the amount of $30,225.00, for initiation of an Adolescent Detoxification Program. Resolution No. 30579-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Ertc. pc: Dr. Fred P. Roessel, Jr., Executive Director, Mental Health Services of Roanoke Valley, 301 Elm Avenue, $. W., Roanoke, Virginia 24016 Mr. Joel M. Schlanger, Director of Finance Mr. James D. Ritchie, Director of Human Resources Ms. Donna S. Norvelle, Human Resources Coordinator Ms. Marie T. Pontius, Grants Monitoring Administrator IN THE COUNCIL OF THE CITY OF The 24th Day of June, 1991. No. 30579-62491. ROANOKE, VIRGINIA, A RESOLUTION authorizing the City Manager to execute an Agree- ment with Mental Health Services of Roanoke Valley to provide for the use of certain Community Development Block Grant (CDBG) funds for initiation of an Adolescent Detoxification Program. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That the City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and to seal and attest, respectively, an Agreement with Mental Health Services of Roanoke Valley, which Agreement shall provide for the use of CDBG funds in the amount of $30,225 to be used to initiate an Adolescent Detoxification Program, which Program is aimed at reducing the inci- dence of youthful substance abuse and addresses recommendations set out in a report prepared by the City Manager's Drug Strategy Task Force, in accordance with the City Manager's report to Council, dated June 24, 1991. 2. The form of the Agreement shall be approved as to form by the City Attorney. ATTEST: City Clerk. RECEIVED CITY CLERI{S OFFICE ~1 JlJ%~ t9 P~ ">~ Roanoke, Virginia · '~ June 24, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Contract for Services with Mental Health Services of the Roanoke Valley (MHSrv) I. Background: City Council authorized funding for the Adolescent Detoxification program as part of the 1991-92 Community Development Block Grant (CDBG) application; approved by Council on May 13, 1991 by Resolution No. 30508-51391. City has received HUD approval of the CDBG application by letter dated June 19, 1991. II. Current Situation: Project is proposed by Mental Health Services of the Roanoke Valley (MHSrv) to initiate the Adolescent Detoxification program. Be The Adolescent Detoxification program, will provide medical detoxification from alcohol and other drugs for thirteen low to moderate income adolescents, ages 12 to 17. This activity is aimed at reducing the incidence of youthful substance abuse and addresses recommendations contained in Roanoke At Risk, the report prepared by the City Manager's Drug Strategy Task Force. FY 1991-92 CDBG funds, in the amount of $30~225 will be used to contract with a private medical facility for the provision of adolescent detoxification services. An administrative agreement between the City and MHSrv is necessary for the funds to be obligated to this project. III. Issues: A. Cost to the City B. Funding Timing Compliance with aDDlicable regulations Legal issues IV. Alternatives: Authorize the City Manager to execute the attached Agreement with MHSrv for the adolescent detoxification program. Cost to the City will be $30,225 in FY 1991-1992 CDBG funds. Funding is available in CDBG Account No. 035-091-9138- 5213. Timing is important to ensure prompt initiation of the adolescent detoxification program. Compliance with applicable regulations is assured through contract review and project monitoring by the City's Office of Grants Compliance. Legal issues will be addressed through contract review by the City Attorney. Do not authorize the City Manager to execute the attached Agreement with MHSrv for the activity outlined above. Cost to the City would be nothing, except that efforts to reduce the incidence of youthful substance abuse will be impeded. 2. Funding would not be an issue. 3. Timing would not be an issue. Compliance with applicable regulations would not be an issue. 5. Legal issues would not be an issue. V._~. Recomaendat;ion ~ It is recommended that City Council concur in Alternative A and authorize the City Manager to execute the attached Agreement with MHSrv for the Adolescent Detoxification program. Respectfully submitted, W. Robert Herbert City Manager attachments WRH:VLP CC: Assistant City Manager City Attorney Director of Finance Director, Human Resources Grants Monitoring Administrator Human Resources Coordinator Executive Director, Mental Health Services of the Roanoke Valley This Agreement is made and entered into this , 1991, by and between the following parties: The Grantee - City of Roanoke, Virginia 215 Church Avenue, S.W. Roanoke, Virginia 24011 day of and the Subgrantee Mental Health Services of the Roanoke Valley 301 Elm Avenue, S.W. Roanoke, Virginia 24016 The Grantee has been authorized by its City Council pursuant to Resolution No. 30508-51391, adopted May 13, 1991, to provide $30,225 in funds for the Adolescent Detoxification program, an activity which provides medical detoxification from alcohol and other drugs to low and moderate income adolescents, ages 12 to 17. The parties hereto mutually agree as follows: SCOPE OF SER~-~CES: Mental Health Services of the Roanoke Valley (MHSrv) will contract with a local private medical facility to purchase bed space for residential adolescent detoxification. (MHSrv will develop a request for proposals for per diem bed rates from regional inpatient programs. Negotiation of contract will be conducted by the Coordinator of MHSrv's New Directions Outpatient facility.) Adolescent clients in the New Directions - Outpatient Substance Abuse Program will be evaluated and recommended for alcohol or other drug detoxification as the need is identified. (Final decision for admission will be made by the attending physician, with parent or guardian consent.) CDBG funds will be used to cover the costs of 5 days of detoxification services for 13 adolescents, plus reimbursement of local travel for families and MHSrv counselors. Following detoxification, adolescents will participate in outpatient counseling at New Directions. TIME OF PERFOP/~3%NCE: This Agreement shall be for the period of July 1, 1991 through June 30, 1992. Agreement may be extended with the written agreement of both parties. 3. BUI~RT -- The total budget for this project will be $30,225. items are as follows: 13 adolescents x 5 bed days x $425/da¥ Local travel reimbursement for families and counselors $27,625 2,600 Budget 4e PROPOSED PAYMENT SC~R-nULE AND PROCEDURES: Requests for payment will be submitted to the assigned Project Manager, accompanied by an invoice from the medical facility and/or mileage records. Funds will be disbursed monthly, based on the invoices. Payment will be made to the Subgrantee within ten (10) days from date of receipt, if all compliance issues are met. IND~IFICATION: The Subgrantee agrees to indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Subgrantee's intentional acts and negligent acts or omissions with respect to the rights and privileges granted by the City to the Subgrantee in this Agreement. Se COMPLIANCE WITH FEDERAL REGULATIONS: The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment A and all other applicable federal regulations relating to specific programs performed hereunder. Further, the Subgrantee agrees to require compliance with applicable federal regulations of the contractor by agreement. e UNIFORM ADMINISTRATIVE RE~UIR]~qENTS: The Subgrantee shall comply with the requirements and standards of OMB Circular No. A-87, "Principles for Determining Costs Applicable to Grants and Contracts with State, Local and Federally recognized Indian Tribal Governments", OMB Circular A- 128, "Audits of State and Local Governments" and with all applicable sections of 24 CFR Part 85, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments". 8. PROCq%%M INCOME: "Program income" means gross income received by the Grantee or Subgrantee directly generated from the use of CDBG funds. The Subgrantee may retain program income, generated by this agreement, to be revolved in subsequent projects having the same guidelines and restrictions as those covered by this Agreement. All program income and expenses shall be reported to the Grantee on a quarterly basis. 9. RECORDS AND REPORTS: The Subgrantee shall maintain full and accurate records with respect to all matters covered under this Agreement. All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years after the expiration date of this Agreement or its amendments. Appropriate City and/or HUD personnel shall have free access to those records during the Agreement duration and the following three-year time period. The Subgrantee shall submit semi-annual reports (mid-term and final) to the Grantee's Office of Grants Compliance. Such reports shall consist of a narrative of accomplishments to date and a financial report of revenues, expenses and program income. 10. CONFLICT OF Ik~T~(EST: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activity, may obtain a personal or financial interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their tenure or for one (1) year thereafter. 11. SUSPENSION AND TERMINATION Suspension or termination may occur if the Subgrantee materially fails to comply with any term of this award, and the award may be terminated for convenience by the Grantee or Subgrantee upon written notification to the awarding agency (HUD), setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. 12. P.E~KSION OF ASSETS: Upon expiration of this agreement, or amendments thereto, the Subgrantee shall transfer to the city any CDBG funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. 13. ANNUAL AUDIT AND MONITORING: The Subgrantee shall provide for an annual independent audit of all CDBG expenditures covered by the Agreement. Copies of said audit report shall be furnished to the Grantee's City Manager and Director of Finance within thirty (30) days of completion of the audit. 14. THIRD-PARTY COB'£KACTS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee. 15. AMENDMENTS. The Grantee, from time to time, may require changes in the obligations of the Subgrantee hereunder, or its City Council may appropriate further funds for the Adolescent Detoxification project. In such event or events, such changes which are mutually agreed upon by and between the Subgrantee and grantee shall be incorporated in written amendment to this Agreement. 16. GOVERNING LAW: This Agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year hereinabove written: ATTEST: CITY OF ROANOKE By By Mary F. Parker, City Clerk W. Robert Herbert, City Manager SUBGRANTEE By Witness By Fred P. Roessel, Jr. Executive Director Mental Health Services of the Roanoke Valley S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT GRANT AGREEMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRA~ SPECIAL TERMS AND CONDITIONS FOR SUBGRANTEES (CONTRACTS $10,000 OR UNDER) ATTACHMENT A "Section 3" Compliance in the Provision of Training, Employment and Business Opportunities: The work to be performed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170 lu. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and urban Development set forth in 24 CFR 135, and all appli- cable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers' representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous pla- ces available to employees and applicants for employment or training. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the subcontractor has first provided it with a preliminary statement of ability to comply vith the requirements of these regulations. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued hereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, it successors and assigns to those sanctions specified by the grant or loan agreement or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. Equal Emplo~?ment Opportunity: Activities and contracts not subject to Executive Order 11246~ as amended: In carrying out the Program, the Subgrantee shall not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Subgrantee shall take affirmative action to insure that applicants for employ~nent are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shell include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Subgrantee shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the Government setting forth the provisions of this nondiscrimination clause. The Subgrantee shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The Subgrantee shall incorporate the foregoing requirements of this paragraph in all of its .contracts for Program Work, and will require all of its contractors for such work to incorporate such requirements in all subcontracts for Program work. The Subgrantee further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it par- ticipates in Federally-assisted construction work; provided, that if the Subgrantee so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or sub- division of such government which does not participate in work on or under the contract. The Subgrantee agrees that it will assist and cooperate acti- vely with the Department and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of the Secretary of Labor; that it will furnish the Department and the Secretary of Labor such compliance; and that it will otherwise assist the Department in the discharge of its primary responsibility for securing compliance. The Subgrantee further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and Federally-assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the Department or the Secretary of Labor pursuant to Part II, Subpart D, of the Executive Order. In addition, the Subgrantee agrees that if it fails or refuses to comply with these undertakings, the Department may take any or all of the following actions: cancel, terminate or suspend in whole or in part the grant or loan guarantee; refrain from extending any further assistance to the Subgrantee under the Program with respect to which the failure or refu- sal occurred until satisfactory assurance of future compliance has been received from such Subgrantee; and refer the cause to the Department of Justice for appropriate legal proceedings. -2- Federal Labor Standards Provisions: Except with respect to the rehabilita- tion of residential property designed for residential use for fewer than eight families, the Subgrantee and all contractors engaged under contracts in excess of Two Thousand Dollars ($2,000.00) for the construction, prosecu- tion, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, governing the payment of wages and the ratio of apprentices and trainees to journeymen; provided that if wage rates higher than those required under such regulations are imposed by State or local law, nothing hereunder is intended to relieve the Subgrantee of its obligation, if any, to require payment of the higher rates. The Subgrantee shall cause or require to be inserted in full in any such contracts subject to such regulations, provi- sions meeting the requirements of 29 CFR 5.5. No award of the contracts covered under this section of the Agreement shall be made to any contractor who is at the time ineligible under the provisions of. any applicable regulations of the Department. of Labor to receive an award of such contract. Nondiscrimination Under Title VI of the Civil Rights Act of 1964: This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and HUD' regulations with respect thereto, including the regulations under 24 CFR Part 1. In the sale, lease or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Subgrantee shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination upon the basis of race, color, religion, sex or national ori- gin, in the sale, lease or rental, or in the use of occupancy of such land or any improvements erected or to be erected thereon, and providing that the Subgrantee and the United States are beneficiaries of and entitled to enforce such covenant. The Subgrantee, in undertaking its obligation in carrying out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant and will not itself so discriminate. Obligations of Subgrantee with Respect to Certain Third-party Relationships: The Subgrantee shall remain fully obligated under the provisions of the Agreement, notwithstanding its designation of any third party or parties for the undertaking of all or any part of the program with respect to which assistance is being provided under this Agreement to the Subgrantee. Any Subgrantee which is not the Applicant shall comply with all lawful require- ments of the Applicant necessary to insure that the program, with respect to which assistance is being provided under this Agreement to the Subgrantee, is carried out in accordance with the Applicant's Assurances and certifica- tions, including those with respect to the assumption of environmental responsibilities of the Applicant under Section 104(h) of the Housing and Community Development Act of 1974. Interest of Certain Federal Officials: No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Agreement or to any benefit to arise from the same. -3- 7e 10. Interest of Members, Officers or Employees of Subgrantee, Members of Local Government Body, or Other Public Officials: No member, officer or employee of the Subgrantee, or its designees or agents, no member of the governing body of the locality in which the program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure, or for one (1) year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under the Agreement. The Subgrantee shall incorporate, or cause to be incorporated, in all such contracts or subcontracts a provision prohibiting such interest pursuant to the purposes of this section. Prohibition Against Payments of Bonus or Co~ission: The assistance pro- vided under this Agreement shall not be used in the payment of any bonus or commission for the purpose of obtaining HUD approval of the application for such assistance, or HUD approval or applications for additional assistance, or any other approval or concurrence of HUD required under this Agreement, Title I of the Housing and Community Development Act of 1974, or HUD regu- lations with respect thereto; provided, however, that reasonable fees or bona fide technical, consultant, managerial or other such services, other than actual solicitation, are not hereby prohibited if otherwise eligible as program costs. "Section 109': This Agreement is subject to the requirements of Section 109 of the Housing and Community Development Act of 1974, 42 U.S.C. 3535(d). No person in the United States shall on the ground of race, color, religion, sex or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds available under this title. Access to Records and Site of Employment: This Agreement is subject to the requirements of Executive Order 11246, Executive Order 1375, Civil Rights Act of 1964, as amended. Access shall be permitted during normal business hours to the premises for the purpose of conducting on-site compliance reviews and inspecting and copying such books, records, accounts, and other material as may be relevant to the matter under investigation and pertinent to compliance with the Order, and the rules and regulations promulgated pursuant thereto by the Subgrantee. Information obtained in this manner shall be used only in connection with the administration of the Order, the administration of the Civil Rights Act of 1964 (as amended) and in furtherance of the purpose of the Order and that Act. -4- 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 26, 1991 SANDRA H. EAKIN DeputyC~tyCler~ File #226-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30580-62491 authorizing you to execute an Agreement with Total Action Against Poverty in Roanoke Valley, Inc., to provide for the use of certain Community Development Block Grant funds, in the amount of $25,000.00, in connection with the Customized Job Training Program. Resolution No. 30580-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/A4E City Clerk MFP:ra Enc. pC: Mr. Theodore J. Edlich, rTI, Executive Director, Total Action Against Poverty in Roanoke Valley, Inc., P. O. Box 2868, Roanoke, Virginia 24001 Ms. Gloria Perkins, Director, TAP Employment Training Services, P. O. Box 2868, Roanoke, Virginia 24001 Hr. James D. Ritchie, Director of Human Resources Ms. Carolyn H. Barrett, Administrator, Fifth District Employment and Training Consortium, 310 Campbell Avenue, S. ~., Roanoke, Virginia 24016 Mr. Joel M. Schlanger, Director of Finance Ms. Marie T. Pontius, Grants Monitoring Administrator IN THE COUNCIL OF THE CITY OF ROANOKE, The 24th Day of June, 1991. No. 30580-62491. VIRGINIA, A RESOLUTION authorizing the City Manager to execute an Agreement with Total Action Against Poverty in Roanoke Valley, Inc., to provide for the use of certain Community Development Block Grant (CDBG) funds in connection with the Customized Job Training Program. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That the City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and to seal and attest, respectively, Poverty in Roanoke Valley, for the use of CDBG funds an Agreement with Total Action Against Inc. (TAP), which Agreement shall provide in the amount of $25,000 to be used in con- nection with TAP's Customized Job Training Program aimed at providing such training to 60 low to moderate income persons, in accordance with the recommendation contained in the City Manager's report to Council, dated June 24, 1991. 2. The form of the Agreement shall be approved as to form by the City Attorney. ATTEST: City Clerk. CIT, OFFi'CE '91 J¢119 P :21 Roanoke, Virginia June 24, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Contract for Services with Total Action Against Poverty in Roanoke Valley, Inc (TAP) Customized Job Training I. Background: ae City Council authorized funding for the TAP Customized Job Training project as part of the Community Development Block Grant (CDBG) application; approved by Council on May 13, 1991 by Resolution No. 30508-51391. Be City has received HUD approval of the CDBG application by letter dated June 19~ 1991. II. Current Situation: Project is proposed by Total Action Against Poverty in Roanoke Valley, Inc (TAP) to provide customized job training for 60 low to moderate income persons, 41 jobs openings are expected to be filled. Be TAP and three local businesses will work together to develop the curricula for this comprehensive job training program, which will include both classroom and on-the-job training. FY 1991-92 CDBG funds, in the amount of $25,000 will leverage $63,000 in additional monies from the Job Training Partnership Act (JTPA) and in-kind donations of equipment. An administrative agreement between the City and TAP is necessary for the funds to be obligated to this project. III. Issues: A. Cost to the City B. Funding Timing Compliance with applicable regulations Legal issues IV. Alternatives: Authorize the City Manager to execute the attached Agreement with TAP for the Customized Job Training program. 1. Cost to the City will be $25,000 in CDBG funds. Funding is available in CDBG Account No. 035-089-8938- 5218. Timing is important since TAP has obtained funding under the Job Training Partnership Act (JTPA) to implement this program beginning July 1, 1991. Compliance with applicable regulation~ is assured through contract review and project monitoring by the City's Office of Grants Compliance. Legal issues will be addressed through contract review by the City Attorney. Do not authorize the City Manager to execute the attached Agreement with TAP for the Customized Job Training program. Cost to the City would be nothing, except that the scope of an activity designed to provide job skills training and employment opportunities for low to moderate income persons would be significantly reduced. 2. Funding would not be an issue. 3. Timing would not be an issue. Compliance with applicable regulations would not be an issue. 5. Legal issues would not be an issue. V. Recomaendatton: It is recommended that City Council concur in Alternative A and authorize the City Manager to execute the attached A~reement with TAP for the Customized Job Training program. Respectfully submitted, W. Robert Herbert City Manager attachments WRH:VLP cc. Earl B. Reynolds, Jr., Assistant City Manager Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance Marie T. Pontius, Grants Monitoring Administrator Carolyn H. Barrett, Director, Fifth District Employment & Training Commission Theodore J. Edlich, Executive Director, Total Action Against Poverty, Inc Gloria Perkins, Director, TAP Employment Training Services AGREEMENT This Agreement is made and entered into this day of ., 1991, by and between the following parties: The Grantee - and the Subgrantee City of Roanoke, Virginia 215 Church Avenue, S.W. Roanoke, Virginia 24011 Total Action Against Poverty in the Roanoke Valley, Inc (TAP) 145 Campbell Avenue, S.W. Post Office 2868 Roanoke, Virginia 24001 The Grantee has been authorized by its City Council pursuant to Resolution No. 30508-51391, adopted May 13, 1991, to provide $25,000 in matching funds toward the TAP Customized Job Training project as part of its Community Development Block Grant program. The parties hereto mutually agree as follows: SCOPE OF SERVICES: TAP will work with three local businesses to develop the curricula for this comprehensive job training program. The training will be designed to address specific job opportunities in each of the companies. The training will be two-phased: Part I. This phase of the training will take place at TAP offices and will focus on fundamental skills such as math, English, word processing and office auto- mation. Part II. This phase of training will be an internship conducted on-site of the participating businesses. In this seg- ment of the program, students will learn and perform the specific duties required of positions within the company. (Internships will be conducted under the guidance and supervision of a company staff person, who will maintain contact with TAP personnel on the interns' progress). Upon completion of the formal training period, the business will use program graduates to fill permanent positions. When these positions are filled the remaining pool of graduates will be eligible for similar positions with other companies. 2. T~'~E OF This Agreement shall be for the period of July 1, 1991 through June 30, 1992. Agreement may be extended with the written agreement of both parties. e BUDGET: The total budget for this project will be $88,000. sources for this project are as follows: Job Training Partnership Act (JTPA) In-kind Donation of Equipment 1991-92 CDBG Funds $ 45,000 18,000 25,000 Funding PROPOSED PAYMENT SC~R~ULE AND PROCEDURES: Requests for payment will be submitted to the assigned Project Manager for initial review and approved for payment by the Office of Grants Compliance. Funds will be disbursed monthly, as needed. Payment will be made to the Subgrantee within ten (10) days from date of receipt. INDE~NIFICATION: The Subgrantee agrees to indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Subgrantee's intentional acts and negligent acts or omissions with respect to the rights and privileges granted by the City to the Subgrantee in this Agreement. COMPLIANCE WITH FEDERAL REGULATIONS: The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment A and all other applicable federal regulations relating to specific programs performed hereunder. Further, the Subgrantee agrees to require compliance with applicable federal regulations of the contractor by agreement. UNIFORM ADMINISTRATIVE REQUIREMENTS: The Subgrantee shall comply with the requirements and standards of OMB Circular No. A-122, "Cost Principles for Non Profit Organizations" and with the following Attachments to OMB Circular No. A-110, if applicable: Attachment A, "Cash Depositories"; Attachment B, "Bonding and Insurance"; Attachment C, "Retention and Custodial Requirements for Records"; Attachment F, "Standards for Financial Management Systems"; Attachment H, "Monitoring and Reporting Program Performance," paragraph 2; Attachment N, "Property Management Standards"; and Attachment O, "Procurement". PROGRAM INCOME: "Program income" means gross income received by the Grantee or Subgrantee directly generated from the use of CDBG funds. The Subgrantee may retain program income, generated by this agreement, to be revolved in subsequent projects having the same guidelines and restrictions as those covered by this Agreement. All program income and expenses shall be reported to the Grantee on a quarterly basis. 9. RECORDS AND REPORTS: The Subgrantee shall maintain full and accurate records with respect to all matters covered under this Agreement. All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years after the expiration date of this Agreement or its amendments. Appropriate City and/or HUD personnel shall have free access to those records during the Agreement duration and the following three-year time period. The Subgrantee shall submit semi-annual reports (mid-term and final) to the Grantee's Office of Grants Compliance. Such reports shall consist of a narrative of accomplishments to date and a financial report of revenues, expenses and program income. 10. CONFLICT OF IN'k~/%EST: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activity, may obtain a personal or financial interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their tenure or for one (1) year thereafter. 11. SUSPENSION AND '£K~MINATION Suspension or termination may occur if the Subgrantee materially fails to comply with any term of this award, and the award may be terminated for convenience by the Grantee or Subgrantee upon written notification to the awarding agency (HUD), setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. 12. ~EVERSION OF ASSETS: Upon expiration of this agreement, or amendments thereto, the Subgrantee shall transfer to the city any CDBG funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. 13. ANNUAL AUDIT AND MONITORING: The Subgrantee shall provide for an annual independent audit of all CDBG expenditures covered by the Agreement. Copies of said audit report shall be furnished to the Grantee's City Manager and Director of Finance within thirty (30) days of completion of the audit. 14. THIRD-PARTY COR'£KACTS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee. 15. AMENDMENTS. The Grantee, from time to time, may require changes in the obligations of the Subgrantee hereunder, or its City Council may appropriate further funds for the TAP Customized Job Training project. In such event or events, such changes which are mutually agreed upon by and between the Subgrantee and grantee shall be incorporated in written amendment to this Agreement. 16. ~OVE~NINGLAW= This Agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year hereinabove written: ATTEST: CITY OF ROANOKE By By Mary F. Parker, City Clerk W. Robert Herbert, City Manager SUBGRANTEE By Witness By Theodore J. Edlich Executive Director Total Action Against Poverty in Roanoke Valley, Inc U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT GRANT AGREEMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM SPECIAL TERMS AND CONDITIONS FOR SUBGRANTEES (CONTRACTS $10,000 .OR UNDER) ATTACHMENT A "Section 3" Compliance in the Provision of Training, Employment and Busines., Opportunities: The work to be performed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170 lu. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the 'project. B. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and urban Development set forth in 24 CFR 135, and all appli- cable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. C. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers' representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous pla- ces available to employees and applicants for employment or training. D. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued hereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, it successors and assigns to those sanctions specified by the grant or loan agreement or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. Equal Employment Opportunity: Activities and contracts not subject to Executive Order 11246~ as amended: In carrying out the Program, the Subgrantee shall not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Subgrantee shall take affirmative action to insure that applicants for employment are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Subgrantee shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the Government setting forth the provisions of this nondiscrimination clause. The Subgrantee shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The Subgrantee shall incorporate the foregoing requirements of this paragraph in all of its .contracts for Program Work, and will require all of its contractors for such work to incorporate such requirements in all subcontracts for Program work. The Subgrantee further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it par- ticipates in Federally-assisted construction work; provided, that if the Subgrantee so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or sub- division of such government which does not participate in work on or under the contract. The Subgrantee agrees that it will assist and cooperate acti- vely with the Department and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of the Secretary of Labor; that it will furnish the Department and the Secretary of Labor such compliance; and that it will otherwise assist the Department in the discharge of its primary responsibility for securing compliance. The Subgrantee further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and Federally-assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the Department or the Secretary of Labor pursuant to Part II, Subpart D, of the Executive Order. In addition, the Subgrantee agrees that if it fails or refuses to comply with these undertakings, the Department may take any or all of the following actions: cancel, terminate or suspend in whole or in part the grant or loan guarantee; refrain from extending any further assistance to the Subgrantee under the Program with respect to which the failure or refu- sal occurred until satisfactory assurance of future compliance has been received from such Subgrantee; and refer the cause to the Department of Justice for appropriate legal proceedings. -2- Federal Labor Standards Provisions~ Except with respect to the rehabilita- tion of residential property designed for residential use for fewer than eight families, the Subgrantee and all contractors engaged under contracts in excess of Two Thousand Dollars ($2,000.00) for the construction, prosecu- tion, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, governing the payment of wages and the ratio of apprentices and trainees to journeymen; provided that if wage rates higher than those required under such regulations are imposed by State or local law, nothing hereunder is intended to relieve the Subgrantee of its obligation, if any, to require payment of the higher rates. The Subgrantee shall cause or require to be inserted in full in any such contracts subject to such regulations, provi- sions meeting the requirements of 29 CFR 5.5. No award of the contracts covered under this section of the Agreement shall be made to any contractor who is at the time ineligible under the provisions of. any applicable regulations of the Department. of Labor to receive an award of such contract. Nondiscrimination Under Title VI of the Civil Rights Act of 1964: This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and HUD regulations with respect thereto, including the regulations under 24 CFR Part 1. In the sale, lease or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Subgrantee shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination upon the basis of race, color, religion, sex or national ori- gin, in the sale, lease or rental, or in the use of occupancy of such land or any improvements erected or to be erected thereon, and providing that the Subgrantee and the United States are beneficiaries of and entitled to enforce such covenant. The Subgrantee, in undertaking its obligation in carrying out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant and will not itself so discriminate. Obligations of Subgrantee with Respect to Certain Third-party Relationships: The Subgrantee shall remain fully obligated under the provisions of the Agreement, notwithstanding its designation of any third party or parties for the undertaking of all or any part of the program with respect to which assistance is being provided under this Agreement to the Subgrantee. Any Subgrantee which is not the Applicant shall comply with all lawful require- ments of the Applicant necessary to insure that the program, with respect to which assistance is being provided under this Agreement to the Subgrantee, is carried out in accordance with the Applicant's Assurances and certifica- tions, including those with respect to the assumption of environmental responsibilities of the Applicant under Section 104{h) of the Housing and Community Development Act of 1974. Interest of Certain Federal Officials: No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Agreement or to any benefit to arise from the same. -3- e e 10. e Interest of Members~ Officers or Employees of Subgrantee~ Members of Local ~vernment 8ody~ or Other Public OfficialR: No member, officer or employee the Subgrantee, or its designees or agents, no member of the governing body of the locality in which the program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure, or for one (1) year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under the Agreement. The Subgrantee shall incorporate, or cause to be incorporated, in all such contracts or subcontracts a provision prohibiting such interest pursuant to the purposes of this section. Prohibition Against Payments of Bonus or Con~ission: The assistance pro- vided under this Agreement shall not be used in the payment of any bonus or commission for the purpose of obtaining HUD approval of the application for such assistance, or HUD approval or applications for additional assistance, or any other approval or concurrence of HUD required under this Agreement, Title I of the Housing and Community Development Act of 1974, or HUD regu- lations with respect thereto; provided, however, that reasonable fees or bona fide technical, consultant, managerial or other such services, other than actual solicitation, are not hereby prohibited if otherwise eligible as program costs. "Section 109": This Agreement is subject to the requirements of Section 109 of the Housing and Community Development Act of 1974, 42 U.S.C. 3535(d). No person in the United States shall on the ground of race, color, religion, sex or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds available under this title. Access to Records and Site of Employment: This Agreement is subject to the requirements of Executive Order 11246, Executive Order 1375, Civil Rights Act of 1964, as amended. Access shall be permitted during normal business hours to the premises for the purpose of conducting on-site compliance reviews and inspecting and copying such books, records, accounts, and other material as may be relevant to the matter under investigation and pertinent to compliance with the Order, and the rules and regulations promulgated pursuant thereto by the Subgrantee. Information obtained in this manner shall be used only in connection with the administration of the Order, the administration of the Civil Rights Act of 1964 (as amended) and in furtherance of the purpose of the Order and that Act. -4- MARY F, PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 21S Chu?ch Avenue, S W ,Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 June 26, 1991 SANORA H, EAKIN Deputy City Clerk File #236-178-488 Hr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30581-62491 authorizing you to execute an Agreement with the Northwest Neighborhood Environmental Organization, Inc., (NNEO) to provide for the use of certain Coramunity Development Block Grant funds, in the amount of $23,225.00, along with funds of the qNEO for site preparation costs related to construction of three single family dwellings on Loudon Avenue, N. W. Resolution No. 30581-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc. pc: Ns. Florine Thornhill, President, Northwest Neighborhood Environmental Organization, 802 Loudon Avenue, N. W., Roanoke, Virginia 24016 Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Ms. Stephanie F. Cicero, Neighborhood Partnership Coordinator Ms. Marie T. Pontius, Grants Monitoring Administrator IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, Ihe 24th Day of Ju,e, 1991. 'No. 30581-62491. A RESOLUTION authorizing the City Manager to execute an Agreement with the Northwest Neighborhood Environmental Organization, Inc. (NNEO) to provide for ttle use of certain Community Development Block Grant (CDBG) funds for site preparation costs related to construction of three single family dwellings on Loudon Avenue, N. W. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That the City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and to seal and attest, respectively, an Agreement with the Northwest Neighborhood Environmental Organization, Inc. (NNEO), which Agreement shall provide for the use of CDBG funds in the amount of $23,225 along with funds of the NNEO for site preparation costs in connection with the Loudon Avenue New Houses Project, in which three single family dwellings will be constructed, which dwellings are proposed to be sold after completion to low to moderate income persons, in accordance with the recommen- dation contained in the City Manager's report to Council, dated June 24, 1991. 2. The form of the Agreement shall be approved as to form by the City Attorney. ATTEST: City Clerk. Roanoke, June 24, Virginia 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: contract for Services with the Northwest Neighborhood Environmental Organization (NNEO) I. Background: ke City Council authorized funding for the Loudon Avenue New Houses project as part of the Community Development Block Grant (CDBG) application; approved by Council on May 13, 1991 by Resolution No. 30508-51391. Be City has received HUD approval of the CDBG application by letter dated June 19,1991. II. Current Situation: ae Project is proposed by the Northwest Neighborhood Environmental Organization (NNEO) to continue the revitalization process on Loudon Avenue, N.W. and to provide low to moderate income persons with an opportunity for homeownership. Be NNEO and a local property owner will construct three single family houses (2 in the 800 block of Loudon Avenue, NW and 1 in the 900 block of Loudon Avenue), which when completed will be sold to low to moderate income families. Ce FY 1991-92 CDBG funds, in the amount of $23,225 for site preparation work, will leverage $120,000 in additional. monies for construction costs from the neighborhood organization, a HUD Neighborhood Development Demonstration Project grant and a bank loan. De ~_n administrative agreement between the City and NNEO is necessary for the funds to be obligated to this project. III. Issues: A. Cost to the City B. Funding D. E. F. Administrative capacity Timin9 Compliance with applicable regulations Legal issues IV. Alternatives: Authorize the City Manager to execute the attached Agreement with NNEO for site work costs related to the construction of three single family houses on Loudon Avenue, NW. 1. Cost to the City will be $23,225 in CDBG funds. Funding is available in CDBG Account No. 035-089-8920- 5217. Administrative capacity of NNEO has been shown by the many successful community development projects they have administered in the past 11 years. Timing is important since NNEO has obtained prelimi- nary cost estimates for the site preparation work which are subject to change at any time. Compliance with applicable regulations is assured through contract review and project monitoring by the City's Office of Grants Compliance. Se Legal issues will be addressed through contract review by the City Attorney. Do not authorize the City Manager to execute the attached Agreement with NNEO for site work costs related to the construction of three single family houses on Loudon Avenue. Cost to the City would be nothing, except that three vacant lots remain unused and the potential tax revenue is not realized. 2. Funding would not be an issue. 3. Administrative capacity would not be an issue. 4. Timing would not be an issue. 5. Compliance with applicable regulations would not be an issue. 6. Legal issues would not be an issue. Rec~,~ndation: It is recommended that City Council concur in Alternative A and authorize the City Manager to execute the attached Agreement with NNEO for the site work costs related to construction of three single family houses on Loudon Avenue, NW. Respectfully submitted, W. Robert Herbert City Manager attachments WRH:VLP cc. Assistant City Manager City Attorney Director of Finance Director of Public Works Chief of Community Planning Grants Monitoring Administrator Roanoke Neighborhood Partnership Coordinator President, Northwest Neighborhood Environmental Organization AGREEMENT This Agreement is made and entered into this day of , 1991, by and between the following parties: The Grantee and the Subgrantee ~ City of Roanoke, Virginia 215 Church Avenue, S.W. Roanoke, Virginia 24011 Northwest Neighborhood Environmental Organization (NNEO) 802 Loudon Avenue, N.W. Roanoke, Virginia 24016 The Grantee has been authorized by its City Council pursuant to Resolution No. 30508-51391, adopted May 13, 1991, to provide $23,225 in matching funds toward the Loudon Avenue New Houses project as part of its Community Development Block Grant program. The parties hereto mutually agree as follows: SCOPE OF SERVICES: NNEO and a local property owner will construct three single family houses, which when completed will be sold to low to moderate income families. Two of these houses will be built in the 800 block of Loudon Avenue, NW and one in the 900 block of Loudon. (Tax parcel nos. 2112004, 2112005, 2112006, 2112007 and 2111904). Construction costs for the two houses being built by NNEO will be covered by a combination of fund raising, a HUD Neighborhood Development Demonstration Project grant and a bank loan from Crestar. Costs for building the third property will come from a construction loan from Signet Bank. The CDBG funds in this project will cover the costs of site work, including excavating all three sites in preparation for construction. TIME OF PERFORMANCE: This Agreement shall be for the period of July 1, 1991 through June 30, 1992. Agreement may be extended with the written agreement of both parties. 3. BUDGET: The total budget for this project will be $143,225. Funding sources for this project are as follows: HUD Neighborhood Development Demonstration Project Grant NNEO Match Donations/Bank Financing CDBG (Site Preparation) $ 50,000 10,000 60,000 23,225 PROPOSED PAYMENT SC~KnULE AND PROCEDURES: Requests for payment will be submitted to the assigned Project Manager, accompanied by an invoice from the Subgrantee's contractor. Payment will be made to the Subgrantee, based on the invoices, within ten (10) days from date of receipt if all compliance issues are met. INDE~H~IFICATION: The Subgrantee agrees to indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Subgrantee's intentional acts and negligent acts or omissions with respect to the rights and privileges granted by the City to the Subgrantee in this Agreement. COMPLIANCE WITH FEDERAL REGULATIONS: The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment A and all other applicable federal regulations relating to specific programs performed hereunder. Further, the Subgrantee agrees to require compliance with applicable federal regulations of the contractor by agreement. FEDERAL LABOR STANDARDS PROVISIONS: The Subgrantee and all contractors engaged under contracts in excess of Two Thousand Dollars ($2,000.00) for the construction, rehabilitation, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, and more fully detailed in Attachment B to this Agreement. The Subgrantee shall cause or require to be inserted 2 in full any such contracts subject to such regulations, provisions meeting the requirements of 29 CFR 5.5. UNIFORM ADMINISTRATIVE REQUIREMENTS: The Subgrantee shall comply with the requirements and standards of OMB Circular No. A-122, "Cost Principles for Non Profit Organizations" and with the following Attachments to OMB Circular No. A-Il0, if applicable: Attachment A, "Cash Depositories"; Attachment B, "Bonding and Insurance"; Attachment C, "Retention and Custodial Requirements for Records"; Attachment F, "Standards for Financial Management Systems"; Attachment H, "Monitoring and Reporting Program Performance," paragraph 2; Attachment N, "Property Management Standards"; and Attachment O, "Procurement". PROGRAM INCOME : "Program income" means gross income received by the Grantee or Subgrantee directly generated from the use of CDBG funds. The Subgrantee may retain program income, generated by this agreement, to be revolved in subsequent projects having the same guidelines and restrictions as those covered by this Agreement. All program income and expenses shall be reported to the Grantee on a quarterly basis. 10. RECORDS AND REPORTS: The Subgrantee shall maintain full and accurate records with respect to all matters covered under this Agreement. All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years after the expiration date of this Agreement or its amendments. Appropriate City and/or HUD personnel shall have free access to those records during the Agreement duration and the following three-year time period. The Subgrantee shall submit semi-annual reports (mid-term and final) to the Grantee's Office of Grants Compliance. Such reports shall consist of a narrative of accomplishments to date and a financial report of revenues, expenses and program income. 11. CONFLICT OF INT~'%EST: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activity, may obtain a personal or financial interest in any contract, subcontract or agreement with respect 3 thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their tenure or for one (1) year thereafter. 12. SUSPENSION AND '£F_/{MINATION: Suspension or termination may occur if the Subgrantee materially fails to comply with any term of this award, and the award may be terminated for convenience by the Grantee or Subgrantee upon written notification to the awarding agency (HUD), setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. 13. REVERSION OF ASSETS: Upon expiration of this agreement, or amendments thereto, the Subgrantee shall transfer to the city any CDBG funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. A condition of this Agreement, and an obligation of the Subgrantee, shall be to ensure that the three (3) subject properties referenced in paragraph No. 1 shall be sold to low to moderate income persons as defined by HUD income schedule dated February 1, 1991. 14. THIRD-PARTY COB'£KACTS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee. 15. AMENDMENTS: The Grantee, from time to time, may require changes in the obligations of the Subgrantee hereunder, or its City Council may appropriate further funds for the Loudon Avenue New Houses project. In such event or events, such changes which are mutually agreed upon by and between the Subgrantee and grantee shall be incorporated in written amendment to this Agreement. 4 16. ~OVE~NINGLAW: This Agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year hereinabove written: ATTEST: CITY OF ROANOKE By By Mary F. Parker, City Clerk W. Robert Herbert, City Manager SUBGRANTEE By Witness By Mrs. Florine Thornhill, President Northwest Neighborhood Environmental Organization U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT GRANT AGREEMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM SPECIAL TERMS AND CONDITIONS FOR SUBGRANTEES (CONTRACTS $10,000 OR UNDER) ATTACHMENT A "Section 3" Compliance in the Provision of Training, Employment and Business Opportunities: The work to be performed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170 lu. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. B. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and urban Development set forth in 24 CFR 135, and all appli- cable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. C. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers' representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous pla- ces available to employees and applicants for employment or training. D. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued hereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, it successors and assigns to those sanctions specified by the grant or loan agreement or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. Equal Employment Opportunity~ Activities and contracts not subject to Executive Order 11246~ as amended: In carrying out the Program, the Subgrantee shall not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Subgrantee shall take affirmative action to insure that applicants for employment are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Subgrantee shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the Government setting forth the provisions of this nondiscrimination clause. The Subgrantee shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The Subgrantee shall incorporate the foregoing requirements of this paragraph in all of its .contracts for Program Work, and will require all of its contractors for such work to incorporate such requirements in all subcontracts for Program work. The Subgrantee further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it par- ticipates in Federally-assisted construction work; provided, that if the Subgrantee so participating is. a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or sub- division of such government which does not participate in work on or under the contract. The Subgrantee agrees that it will assist and cooperate acti- vely with the Department and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of the Secretary of Labor; that it will furnish the Department and the Secretary of Labor such compliance; and that it will otherwise assist the Department in the discharge of its primary responsibility for securing compliance. The Subgrantee further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and Federally-assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the Department or the Secretary of Labor pursuant to Part II, Subpart D, of the Executive Order. In addition, the Subgrantee agrees that if it fails or refuses to comply with these undertakings, the Department may take any or all of the following actions: cancel, terminate or suspend in whole or in part the grant or loan guarantee; refrain from extending any further assistance to the Subgrantee under the Program with respect to which the failure or refu- sal occurred until satisfactory assurance of future compliance has been received from such Subgrantee; and refer the cause to the Department of Justice for appropriate legal proceedings. -2- Federal Labor Standards Provisions: Except with respect to the rehabilita- tion of residential property designed for residential use for fewer than eight families, the Subgrantee and all contractors engaged under contracts in excess of Two Thousand Dollars {$2,000.00) for the construction, prosecu- tion, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, governing the payment of wages and the ratio of apprentices and trainees to journeymen; provided that if wage rates higher than those required under such regulations are imposed by State or local law, nothing hereunder is intended to relieve the Subgrantee of its obligation, if any, to require payment of the higher rates. The Subgrantee shall cause or require to be inserted in full in any such contracts subject to such regulations, provi- sions meeting the requirements of 29 CFR 5.5. No award of the contracts covered under this section of the Agreement shall be made to any contractor who is at the time ineligible under the provisions of. any applicable regulations of the Department. of Labor to receive an award of such contract. Nondiscrimination Under Title VI of the Civil Rights Act of 1964: This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and HUD regulations with respect thereto, including the regulations under 24 CFR Part 1. In the sale, lease or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Subgrantee shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination upon the basis of race, color, religion, sex or national ori- gin, in the sale, lease or rental, or in the use of occupancy of such land or any improvements erected or to be erected thereon, and providing that the Subgrantee and the United States are beneficiaries of and entitled to enforce such covenant. The Subgrantee, in undertaking its obligation in carrying out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant and will not itself so discriminate. Obligations of Sub~rantee with Respect to Certain Third-part~ Relationships: The Subgrantee shall remain fully obligated under the provisions of the Agreement, notwithstanding its designation of any third party or parties for the undertaking of all or any part of the program with respect to which assistance is being provided under this Agreement to the Subgrantee. Any Subgrantee which is not the Applicant shall comply with all lawful require- ments of the Applicant necessary to insure that the program, with respect to which assistance is being provided under this Agreement to the Subgrantee, is carried out in accordance with the Applicant's Assurances and certifica- tions, including those with respect to the assumption of environmental responsibilities of the Applicant under Section 104(h) of the Housing and Community Development Act of 1974. Interest of Certain Federal Officials: No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Agreement or to any benefit to arise from the same. -3- 10. Interest of Memberst Officers or Employees of Subgrantee~ Members of Local Government Bod~t or Other Public Officials: No member, officer or employee of the Subgrantee, or its designees or agents, no member of the governing body of the locality in which the program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure, or for one (1) year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under the Agreement. The Subgrantee shall incorporate, or cause to be incorporated, in all such contracts or subcontracts a provision prohibiting such interest pursuant to the purposes of this section. Prohibition Against Payments of Bonus or Coa~ission: The assistance 'pro- vided under this Agreement shall not be used in the payment of any bonus or commission for the purpose of obtaining HUD approval of the application for such assistance, or HUD approval or applications for additional assistance, or any other approval or concurrence of HUD required under this Agreement, Title I of the Housing and Community Development Act of 1974, or HUD regu- lations with respect thereto; provided, however, that reasonable fees or bona fide technical, consultant, managerial or other such services, other than actual solicitation, are not hereby prohibited if otherwise eligible as program costs. "Section [09': This Agreement is subject to the requirements of Section 109 of the Housing and Community Development Act of lg74, 42 U.S.C. 3535(d). No person in the United States shall on the ground of race, color, religion, sex or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds available under this title. Access to Records and Site of Employment: This Agreement is subject to the requirements of Executive Order 11246, Executive Order 1375, Civil Rights Act of 1964, as amended. Access shall be permitted during normal business hours to the premises for the purpose of conducting on-site compliance reviews and inspecting and copying such books, records, accounts, and other material as may be relevant to the matter under investigation and pertinent to compliance with the Order, and the rules and regulations promulgated pursuant thereto by the Subgrantee. Information obtained in this manner shall be used only in connection with the administration of the Order, the administration of the Civil Rights Act of 1964 (as amended) and in furtherance of the purpose of the Order and that Act. -4- Attachment B U. S. OEPARll4ENT OF HOUSING AND URBAN DEVELOPMENT FEDERAL LABOR STANDARDS PROVISIONS Applicability: The Project or Program to which the construction work covered by this contract pertains is being assisted by the United States of America and the following Federal Labor Standards Provisions are included in this Contract pursuant to the provisions applicable to such Federal assistance. A.l.(i) Minimum Wages: All laborers and mechanics employed or working upon the site of the work (or under the United States Housing Act of 1937 or under the Housing Act of 1949 in the construction or development of the project), will be paid unconditionally and not less often than once a week, and without subsequent deduction or rebate on any account (except such payroll deductions as are per- mitted by regulations issued by the Secretary of Labor under the Copeland Act (29 CFR Part 3), the full amount of wages and bona fide fringe benefits (or cash equivalents thereof) due at time of payment computed at rates not less than those contained in the wage determination of the Secretary of Labor which is attached hereto and made a part hereof, regardless of any contractural rela- tionship which may be alleged to exist between the contractor and such laborers and mechanics. Contributions made or costs reasonably anticipated for bona fide fringe benefits under Section 1(b)(2) of the Davis-Bacon Act on behalf of laborers or mechanics are considered wages paid to such laborers or mechanics, subject to the provisions of 29 CFR 5.5 (al(il(iv); also, regular contributions made or costs incurred for more than a weekly period (but not less often than quarterly) under plans, funds, or programs, which cover the particular weekly period, are deemed to be constructively made or incurred during such weekly period. Such laborers and mechanics shall be paid the appropriate wage rate and fringe benefits on the wage determination for the classification of work actually per- formed, without regard to skill, except as provided in 29 CFR Part 5.5(a)(4). Laborers or mechanics performing work in more than one classification may be compensated at the rate specified for each classification for the time actually worked therein: Provided, That the employer's payroll records accurately set forth the time spent in each classification in which work is performed. The wage determination (including any additional classification and wage rates con- formed under 29 CFR Part 5.$(a)(1)(ii) and the Davis-Bacon poster (WH-1321) shall be posted at all times by the contractor and its subcontractors at the site of the work in a prominent and accessible place where it can be easily seen by the workers. (ii)(a) Any class of laborers or mechanics which is not listed in thc wage determination and which is to be employed under the contract shall be classified in conformance with the wage determination. HUD shall approve an additional classification and wage rate and fringe benefits therefore only when the follow- ing criteria have been met: Attachment B (1) The work to be performed by the classification requested is not performed by a classification in the wage determination; and (2) The classification is utilized in the area by the construction industry; and (3) The proposed wage rate, including any bona fide fringe bene- fits, bears a reasonable relationship to the wage rates con- tained in the wage determination. (b) If the contractor and the laborers and mechanics to be employed in the classification (if known), or their representatives, and HUD or its designee agree on the classification and wage rate (including the amount designated for fringe benefits where appropriate), a report of the action taken shall be sent by'HUD or its designee to the Administrator of the Wage and Hour Division, Employment Standards Administration, U. S. Department of Labor, Washington, DC 20210. The Administrator, or an authorized representative, will approve, modify, or disapprove every additional classification action within 30 days of receipt and so advise HUD or its designee or will notify HUD or its designee within the.30-day period that additional time is necessary. (Approved by the Office of Management and Budget under OMB Control Number 1215-0140). (c) In the event the contractor, the laborers or mechanics to be employed in the classification or their representatives, and HUD or its designee do not agree on the proposed classification and wage rate (including the amount designated for fringe benefits, where appropriate), HUD or its designee shall refer the questions, including the views of all interested parties and the recommendation of HUD or its designee, to the Administrator for determination. The Administrator, or an authorized representative, will issue a determination within 30 days of receipt and so advise HUD or its designee or will notify HUD or its designee within the 30-day period that additional time is necessary. (Approved by the Office of Management and Budget under O(4B Control Number 1215-0140.) (d) The wage rate (including fringe benefits where appropriate) deter- mined pursuant to subparagraphs (1)(b) or (c) of this paragraph, shall be paid to all workers performing work in the classification under this contract from the first day on which work is performed in the classification. (iii) Whenever the minimum wage rate prescribed in the contract for a class of laborers or mechanics includes a fringe benefit which is not expressed as an hourly rate, the contractor shall either pay the benefit as stated in the wage determination or shall pay another bona fide fringe benefit or an hourly cash equivalent thereof. (iv) If the contractor does not make payments to a trustee or other third person, the contractor may consider as part of the wages of any laborer or mechanic the amount of any costs reasonably anticipated in providing bona fide fringe benefits under a plan or program, Provided, That the Secretary of Labor has found, upon the written request of the contractor, that the applicable stan- dards of the Davis-Bacon Act has been met. The Secretary of Labor may require the contractor to set aside in a separate account assets for the meeting of obligations under the plan or program. (Approved by the Office of Management and Budget under Of 4B Control Number 1215-0140.) -2- Attachment B 2. Withholding: HUD or its designee shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld from the contractor under this contract or any other Federal contract with the same prime contractor, or any other Federally- assisted contract subject to Davis-Bacon prevailing wage requirements, which is held by the same prime contractor so much of the accrued payments or advances as may be considered necessary to pay laborers and mechanics, including appren- tices, trainees and helpers, employed by the contractor or any subcontractor the full amount of wages required by the contract. In the event of failure to pay any laborer or mechanic, including any apprentice, trainee or helper, employed or working on the site of the work (or under the United States Housing Act of 1937 or under the Housing Act of 1949 in the construction or development of the project), all or part of the wages required by the contract, HUD or its designee may, after written notice to the contractor, sponsor, applicant, or owner, take such action as may be necessary to cause the suspension of any further payment, advance, or guarantee of funds until such violations have ceased. HUD or its designee may, after written notice to the contractor, disburse such amounts withheld for and on account of the contractor or subcontractor to the respective employees to whom they are due. The Comptroller General shall make such dis- bursements in the in the case of direct Davis-Bacon Act contracts. 3.(i)Pa)q~olls and Basic Records: Payrolls and basic records relating thereto shall be maintained by the contractor during the course of the work preserved for a period of three years thereafter for all laborers and mechanics working at the site of the work (or under the .United States Housing Act of 1937, or under the Housing Act of 1949, in the construction or development of the project). Such records shall contain the name, address, and social security number of each such worker, his or her correct classification, hourly rates of wages paid (including rates of contributions or costs anticipated for bona fide fringe benefits or cash equivalents thereof of the types described in Section l(b)(2)(B) of the Davis-Bacon Act), daily and weekly number of hours worked, deductions made and actual wages paid. Whenever the Secretary of Labor has found under 29 CFR 5.5 (a)(1)(iv) that the wages of any laborer or mechanic include the amount of any costs reasonably anticipated in providing benefits under a plan or program described in Section l(b)(2)(B) of the Davis-Bacon Act, the contractor shall maintain records which show that the co~m~litment to provide such benefits is enforceable, that the plan or program is financially respon- sible, and that the plan or program has been communicated in writing to the laborers or mechanics affected, and records which show the costs anticipated or the actual cost incurred in providing such benefits. Contractors employing apprentices or trainees under approved programs shall maintain written evidence of the registration of apprenticeship programs and certification of trainee programs, the registration of the apprentices and trainees, and the ratios and wage rates prescribed in the applicable programs. (Approved by the Office of Management and Budget under OMB Control Numbers 1215-0140 and 1215-0017.) (ill(a) The contractor shall submit weekly for each week in which any contract work is performed a copy of all payrolls to HUD or its designee if the agency is a party to the contract, but if the agency is not such a party, the contractor will submit the pa~q-olls to the applicant, sponsor, or owner, as the case may be, for transmission to HUD or its designee. The payrolls submitted shall set out accurately and completely all of the information required to be maintained under 29 CFR Part 5.5(a)(3)(i). This information may be submitted in any form desired. Optional Form WH-347 is available for this purpose and may be purchased from the Superintendent of Documents (Federal Stock Number -3- Attachment B 02~-005-00014-1), U. S. Government Printing Office, Washington' DC 20402. The prime contractor is responsible for the submission of copies of payrolls by all subcontractors. (Approved by the Office of Management and Budget under OMB Control Number 1215-0149.) (b) Each payroll submitted shall be accompanied by a "Statement of Compliance", signed by the contractor or subcontractor or his or her agent who pays or supervises the payment of the persons employed under the contract and shall certify the following: (1) That the payroll for the payroll period contains the information required to be maintained under 29 CFR Part 5.5(a)(3)(i) and that such infor- mation is correct and complete; (2) That each laborer or mechanic (including each helper, appren- tice, and trainee) employed on the contract during the payroll period has been paid the full weekly wages earned, without rebate, either directly or indirectly, and that no deductions have been made either directly or indirectly from the full wages earned, other than permissable deductions as set forth in 29 CFR Part 3; (3) That each laborer or mechanic has been paid not less than the applicable wage rates and fringe benefits or cash equivalents for the classifi- cation of work performed, as specified in the applicable wage determination incorporated into the contract. (c) The weekly submission of a properly executed certification set forth on the reverse side of Optional Form WH-347 shall satisfy the requirement for submission of the "Statement of Compliance" required by paragraph A.3.(ii)(b) of this section. (d) The falsification of any of the above certifications may subject the contractor or subcontractor to civil or criminal prosecution under Section 1001 of Title 18 and Section 231 of Title 31 of the United States Code. (iii) The contractor or subcontractor shall make the records required under paragraph A.3.(i) of this section available for inspection, copying or trans- cription by authorized representatives of HUD or its designee or the Department of Labor, and shall permit such representatives to interview employees during working hours on the job. If the contractor or subcontractor fails to submit the required records or to make them available, HUD or its designee may, after written notice to the contractor, sponsor, applicant, or owner, take such action as may be necessary to cause the suspension of any further payment, advance, or guarantee of funds. Furthermore, failure to submit the required records upon request or to make such records available may be grounds for debarment action pursuant to 2g CFR Part 5.12. 4.(i) Apprentices and Trainees - Apprentices: Apprentices will be permitted to work at less than the predetermined rate for the work they performed when they are employed pursuant to and individually registered in a bona fide appren- ticeship program registered with the U.S. Department of Labor, Employment and Training Administration, Bureau of Apprenticeship and Training, or with a State Apprenticeship Agency recognized by the Bureau, or if a person is employed in his or her first gO days of probationary employment as an apprentice in such an apprenticeship program, who is not individually registered in the program, but Attachment B who has been certified by the Bureau of Apprenticeship and Training or a State Apprenticeship Agency (where appropriate) to be eligible for probationary employment as an apprentice. The allowable ratio of apprentices to journeymen on the job site in any craft classification shall not be greater than the ratio permitted to the contractor as to the entire work force under the registered program. Any worker listed on a payroll at an apprentice wage rate, who is not registered or otherwise employed as stated above, shall be paid not less than the applicable wage rate on the wage determination for the classification of work actually performed. In addition, any apprentice performing work on the job site in excess of the ratio permitted under the registered program shall be paid not less than the applicable wage rate on the wage determination for the work actually performed. Where a contractor is performing construction on a project in a locality other than that in which its program is registered, the ratios and wage rates (expressed in percentages of the journeyman's hourly rate) specified in the contractor's or subcontractor's registered program shall be observed. Every apprentice must be paid at not less than the rate specified in the registered program for the apprentice's level of progress, expressed as a per- centage of the journeymen hourly rate specified in the applicable wage deter- mination. Apprentices shall be paid fringe benefits in accordance with the provisions of the apprenticeship program. If the apprenticeship program does not specify fringe benefits, apprentices must be paid the full amount of fringe benefits listed on the wage determination for the applicable classification. If the Administrator determines that a different practice prevails for the appli- cable apprentice classification, fringes shall be paid in accordance with that determination. In the event the Bureau of Apprenticeship and Training, or a State Apprenticeship Agency recognized by the Bureau, withdraws approval of an apprenticeship program, the contractor will no longer be permitted to utilize apprentices at less than the applicable predetermined rate for the work per- formed until an acceptable program is approved. (ii) Trainees: Except as provided in 29 CFR 5.16, trainees will not be per- mitted to work at less than the predetermined rate for the work performed unless they are employed pursuant to an individually registered in a program which has received prior approval, evidenced by formal certification by the U. S. Department of Labor, Employment and Training Administration. The ratio of trainees to journeymen on the job site shall not be greater than permitted under the plan approved by the Employment and Training Administration. Every trainee must be paid at ndt less than the rate specified in the approved program for the trainee's level of progress, expressed as a percentage of the journeyman hourly rate specified in the applicable wage determination. Trainees shall be paid fringe benefits in accordance with the provisions of the trainee program. If the trainee program does not mention fringe benefits, trainees shall be paid the full amount of fringe benefits listed on the wage determination unless the Administrator of the Wage and Hour Division determines that there is an appren- ticeship program associated with the corresponding journeyman wage rate on the wage determination which provides for less than full fringe benefits for appren- tices. Any employee listed on the payroll at a trainee rate who is not registered and participating in a training plan approved by the Employment and Training Administration shall be paid not less than the applicable wage rate on the wage determination for the work actually performed. In addition, any trainee performing work on the job site in excess of the ratio permitted under the registered program shall be paid not less than the applicable wage rate on the wage determination for the work actually performed. In the event the Employment and Training Administration withdraws approval of a training program, the contractor will no longer be permitted to utilize trainees at less than the applicable predetermined rate for the work performed until an acceptable program is approved. -5- Attachment B (iii) Equal Employment Opportunity: The utilization of apprentices, trainees and journeymen under this part shall be in conformity with the equal employment opportunity requirements of Executive Order 11246, as amended, and 29 CFR Part 30. 5. Compliance with Copeland Act Requirements: The contractor shall comply with the requirements of 29 CFR Part 3 which are incorporated by reference in this contract. 6. Subcontracts: The contractor or subcontractor will insert in any sub- contracts the clauses contained in 29 CFR 5.5(a)(1) through (10) and such other clauses as HUD or its designee may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all the contract clauses in 2g'CFR Part 5.5. 7. Contract Termination; Debarment: A breach of the contract clauses in 29 CFR 5.5 may be grounds for termination of the contract, and for debarment as a contractor and a subcontractor as provided in 29 CFR 5.12. 8. Compliance with Davis-Bacon and Related Act Requirements: All rulings and interpretations of the Davis-Bacon and Related Acts contained in 29 CFR Parts 1, 3, and 5 are herein incorporated by reference in this contract. 9. Disputes Concerning Labor Standards: Disputes arising out of the labor standards provisions of this contract shall not be subject to the general dispu- tes clause of this contract. Such disputes shall be resolved in accordance with the procedures of the Department of Labor set forth in 2g CFR Parts 5, 6, and 7. Disputes within the meaning of this clause include disputes between the contrac- tor (or any of its subcontractors) and HUD or its designee, the U. S. Department of Labor, or the employees or their representatives. lO.(i) Certification of Eligibility: By entering into this contract, the contractor certifies that neither it (nor he or she) nor any person or firm who has an interest in the contractor's firm is a person or firm ineligible to be awarded Government contracts by virtue of Section 3(al of the Davis-Bacon Act or 29 CFR 5.12(a)(1) or to be awarded HUD contracts or participation in HUD programs pursuant to 24 CFR Part 24. (ii) No part of this contract shall be subcontracted to any person or firm ineligible for award of a Government contract by virtue of Section 3(al of the Davis-Bacon Act or 29 CFR 5.12(a)(1) or to be awarded HUD contracts or par- ticipate in HUD programs pursuant to 24 CFR Part 24. (iii) The penalty for making false statements is prescribed in the U. S. Criminal Code, 18 U.S.C. 1001. Additionally, U. S. Criminal Code, Section 1010, Title 18, U.S.C., "Federal Housing Administration transactions", provides 'n part: "Whoever, for the purpose of ... influencing in any way the action of such Administration ... makes, utters or publishes any statement, knowing the same to be false ... shall be fined not more than $5,000 or imprisoned not more than two years, or both." 11. Complaints, Proceedings, or Testimony by Employees: No laborer or mechanic to whom the wage, salary, or other labor standards provisions of this Contract are applicable shall be discharged or in any other manner discriminated against -6- Attachment B by the Contractor or any subcontractor because such employee has filed any complaint or instituted or caused to be instituted any proceeding or has testified or is about to testify in any proceeding under or relating to the labor standards applicable under this Contract to his employer. B. Contract Work Hours and Safety Standards Act: As used in this paragraph, the terms "laborers" and "mechanics" include watchmen and guards. (1) Overtime Requirements: No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any work week in which he or she is employed on such work to work in excess of forty hours in such work week unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (2) Violation; Liability for Unpaid Wages; Liquidated Damages: In the event of any violation of the clause set forth in subparagraph (1) of this paragraph, the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and sub- contractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in subparagraph (1) of this paragraph, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in subparagraph (1) of this paragraph. (3) Withholding for Unpaid Wages and Liquidated Damages: HUD or its designee shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in subparagraph (2) of this paragraph. (4) Subcontracts: The contractor or subcontractor shall insert in any sub- contracts the clauses set forth in subparagraph (1) through (4) of this paragraph and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in subparagraphs (1) through (4) of this paragraph. C. Health and Safety: (1) No laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous to his health and safety as determined under construction safety and health standards promulgated by the Secretary of Labor by regulation. -7- Attachment B (2) The Contractor shall comply with all regulations issued by the Secretary of Labor pursuant to Title 29 Part 1926 (formerly part 1518) and failure to comply may result in imposition of sanctions pursuant to the Contract Work Hours and Safety Standards Act (Public Law 91-54, 83 Stat. 96). (3) The Contractor shall include the provisions of this Article in every sub- contract so that such provisions will be binding on each subcontractor. The Contractor shall take such action with respect to any subcontract as the Secretary of Housing and Urban Development or the Secretary of Labor shall direct as a means of enforcing such provisions. -8- MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virg~ma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~y Clerk File #55-65 Mr. W. Robert Herbert City ~anager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30583-62491 approving the issuance of Change Order No. 1 to the City's contract with W.E.L. Enterprises, for removal of underground tanks at the former Valley Metro Garage located at Twelfth Street and Campbell Avenue, S. E. Ordinance No. 30583-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary r. Parker, CMC/AAE City Clerk MFP : ra Eno. pc: Mr. Box Mr. Mr. Mr. Ms. Ms. Mr. William E. Litchford, Owner, W.E.L. Enterprises, P. O. 109, Concord, Virginia 24538 Joel M. Schlanger, Director of Finance Kit B. Kiser, Director of Utilities and Operations Stephen A. Mancuso, General Manager, Valley Metro William F. Clark, Director of Public Works Charles M. Huffine. City Engineer Sarah E. Fitton, Construction Cost Technician Dolores C. Daniels, Citizens' Request for Service Barry L. Key. Manager. Office of Management and Budget VIRGINIA, IN THE COUNCIL OF THE CITY OF ROANOKE, /he 24th Day of June, 1991. NO. 30583-62491. AN ORDINANCE approving the City Manager's issuance of Change Order No. 1 to the City's contract with W.E.L. Enterprises, for removal of underground tanks at the former Valley Metro Garage; and providing 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. 1 to the City's contract with W.E.L. Enterprises, related to removal of underground tanks at the former Valley Metro Garage. 2. Such Change Order shall provide for the following changes in the work to be performed: CONTRACT AMOUNT $ 17,493.00 CHANGE ORDER NO. 1 Removal, storage and disposal of contaminated soil and related work $ 337~500.00 CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. 1 $ 354,993.00 Additional calendar days resulting from Change Order No. 2 not to exceed 30 days municipal ordinance In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this shall be in full force and effect upon its passage. ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, V~rglma 24011 Telephone: (703) 981-2S41 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Cierk File #60-65-55 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: [ am attaching copy of Ordinance No. 30582-62491 amending and reordaininq certain sections of the 1990-91 General and Capital Funds Appropriations, providing for transfer of $337,500.00 from certain capital project accounts to Underground Storage Tanks, in connection with execution of Change Order No. 1 to the contract with W.E.L. Enterprises for removal and disposal of seven underground petroleum product tanks at the former Valley Metro Garaqe. Ordinance No. 30582-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, . Mary F. Parker, CMC/AAE City Clerk MFP : r a Eric. pc: Mr. W. Robert Herbert, City Manager Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Stephen A. Mancuso, General Manager, Valley ~etro Mr. William F. Clark, Director of Public Works Mr. Charles M. ~uffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Citizens' Request for Service Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. No. 30582-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Capital Funds 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 and Capital Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund ApproDriations Community Development Greater Roanoke Transit Company (1) .............. Public Works Building Maintenance (2) ......................... Non-Departmental Transfers to Other Funds (3) ..................... Capital Fund Appropriations General Government Campbell Avenue Historic Properties (4) ............ Other Infrastructure Underground Storage Tanks (5) ...................... $ 1,178,542 220,515 119,109,380 2,945,797 12,985,714 11,440,807 $ 7,331,503 662,217 18,282,701 337,500 1) Subsidies (001-056-8150-3700) $(48,001) 2) Maintenance 3rd Party (001-052-4330-3056) (29,000) 3) Transfer to Capital Fund . (001-004-9310-9508) 77,001 4) Appr. from General Revenue (008-052-9620-9003) (260,499) 5) Appr. from General Revenue (008-052-9675-9003) 337,500 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. RECE)VED ,~ Roanoke, Virginia CITY CLER~ S OFFICE June 24, 1991 Honorable Mayor and Members of City Cou~l ~ 79 P4:44 Roanoke, Virginia Dear Members of Council: Subject: Change Order No. 1 Remove and Dispose of Seven (7) Underground Petroleum Product Tanks For City of Roanoke at Old Valley Metro Garage Twelfth Street at Campbell Avenue, S.E. Roanoke, Virginia I. Back~round: City Council, at its December 17, 1990 meeting, approved the award of a contract to W.E.L. Enterprises, of Concord, Virginia, for the Removal and Proper Disposal of Seven (7) Underground Petroleum Product Tanks for the sum of $17,493.00 and 30 consecutive calendar days. Unit prices were also part of the Bid Form with W.E.L. Enterprises quoting the following unit prices for removal and disposal of contaminated soil. Cost per Cubic Yard for Contaminated Soil 0 to 500 ppm * 500 to 2000 ppm $185.00 $225.00 * ppm - parts per million W.E.L. Enterprises started removing the tanks during the second week in February, 1991. During removal, tanks were discovered to have leaked diesel fuel into the soil. As required by law, the Virginia State Water Control Board was notified. The contractor was instructed to stockpile the contaminated soil on the west side of the building and to protect surrounding areas as required by state law. Approximately 1~500 cubic yards of contaminated soil were required to be removed and stockpiled. All activities were documented and reported to the State Water Control Board. D. Fuel tank within building was removed without incident. Page 2 Ons (1) additional tank, 550 gallon capacity, was found on the west side of the building as tbs tanks that were known to sxist were being removed. This tank contained material that was analyzed by Central Virginia Laboratories and Consultants and classified as hazardous waats. This was documented, reported, and disposed of propsrly. F. W.E.L. Enterprises documented all of the findings and filed the required reports with the State Water Control Board. City of Roanoke is awaiting determination by the State Water Control Board on any further remedial action required for the site. H. Contractor has presented his final statement to the City of Roanoke as follows: The unit prices on all of the bid forms varied from $90.00 to $265.00 per cubic yard for treatment of contaminated soil up to 2,000 ppm with the average of seven quotations being $168.57 per cubic yard. The contamination level of the stockpiled soil (on the west side of the building) is from 120 ppm to a maximum of 7,825 ppm. The State Water Control Board requires treatment of any soil over 100 ppm. lt500 cubic yards of contaminated soil was removed and stock- piled on site and appropriate reports were filed with the State Water Control Board. Unit price of $225.00/cubic yard less $75.00 per cubic yard for not hauling and properly disposing of the contaminated soil. (1,500 cy x $150.00 = $225,000.00) The $75.00 per cubic yard has been reviewed and substantiated by quotation from independent sources. The total additional cost to properly dispose of the contaminated soil is $112~500.00 (1,500 cy x $75.00 = $112,500.00) II. Current Situation: W.E.L. Enterprises has completed the work under the contract, has stockpiled all of the contaminated soil as required by State regulations and has documented the portion of the unit price bid required to haul and properly dispose of the stock- piled contaminated soil. The contractor is entitled to payment for work performed to date. Page 3 Commonwealth of Virginia has set aside a portion of the gaso- line tax to assist municipalities in the removal and proper disposal of petroleum related contamination of this nature. State Water Control Board representatives have indicated that municipalities must submit to the State Water Control Board "Approved Corrective Actions" taken and the costs incurred. We are pursuing the information about this program and will return to Council for approval to submit our request for reimbursement to the State Water Control Board. III · Issues: A. Payment to contractor for contract obligation to this point. B. Funding C. Time D. Legal obligations IV. Alternatives Authorize the City Manager to execute a Change Order with W.E.L. Enterprises for work performed to date plus the hauling and proper disposal of the contaminated soil for the sum of $337,500.00. Payment would be made to contractor for work performed plus the contaminated soil will be hauled and properly disposed of. The project would be complete. 2. Funding is available as follows: Greater Roanoke Transit Company $48,001.00 (GRTC) Subsidy Account 001-056-8150-3700 b) Building Maintenance $29,000.00 Third Party Contract Account 001-052-4330-3056 Page 4 c) Campbell Avenue Historic Properties $260,499.00 Capital Project Account 008-002-9620-9003 (The rehabilitation of these buildings is no longer considered by City Council to be a viable option for the City to pursue.) TOTAL $337,500.00 J Time of completion would be extended by the amount of time required to haul and dispose of the contaminated soil. 4. Legal obligations known to exist at this time would be met and the project completed. Authorize the City Manager to execute a Change Order with W.E.L. Enterprises for work performed to date; the removal of the fuel tanks along with the contaminated soil, the testing and laboratory fees, the proper on-site storage of 1,500 cubic yards of contaminated soil at the rate of $150.00 per cubic yard for the sum of $225~000.00. 1. Payment would be made to contractor for work performed to date. 2. Fundin~ is available as follows: a) Greater Roanoke Transit Company $48,001.00 (GRTC) Subsidy Account 001-056-8150-3700 b) Building Maintenance $29,000.00 Third Party Contract Account 001-052-4330-3056 e) Campbell Avenue Historic Properties $147,999.00 Capital Project Account 008-002-9620-9003 (The rehabilitation of these buildings is no longer considered by City Council to be a viable option for the City to pursue.) TOTAL $225,000.00 Page 5 IV. WRH/LBC/mm 3. Time of completion was met by the contractor. Work was stopped with the site stockpiling of the contaminated soil by the City Engineer. 4. Legal obli~ations known to exist at this time would be met. However, the contaminated soil would remain stock- piled on site and remain a potential liability. Property would not be suitable for sale. C. Do not authorize a change order. 1. Payment would not be made to the contractor for all work performed to date. 2. Fundin~ would not be encumbered. 3. Time of completion will be extended. 4. Legal obligations would not be addressed at this time. Recommendation is that City Council take the following action: A. Authorize the City Manager to issue Change Order No. 1 to the contract with W.E.L. Enterprises in the sum of $337,500.00 based upon the unit prices as approved in the original contract. B. Authorize the Director of Finance to transfer the funding to a capital project account entitled - Underground Storage Tanks. Respectfully submitted, W. Robsrt Herbert City Manager City Attorney Director of Finance Director of Public Works Director of Utilities & Operations Citizens' Request for Service City Engineer Manager, Valley Metro 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~rgm~a 24011 Telephone: (703) 981-254~ June 26, 1991 SANDRA H. EAKIN Deputy C~zy Clerk File #468B Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30585-62491 approving issuance of Change Order No. 2, in the amount of $67,800.00, to the City's contract with Acorn Construction, Ltd., for renovation of the Falling Creek Water Treatment Plant. Ordinance No. 30585-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk ~FP:ra Enc . pc: Mr. J. W. Christenbury, Jr., President, Acorn Construction, Ltd., P. O. Box 625, Troutville, Virginia 24175 Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Mr. M. Craig Sluss, Manager, ~ter Department ~r. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Citizens' Request for Service Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. No. 30585-62491. AN ORDINANCE approving the City Manager's issuance of Change Order No. 2 to the City's contract with Acorn Construction, Ltd., for renovation of the Falling Creek Water Treatment Plant; 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 Acorn Construction, Ltd., related to renovation of the Falling Creek Treatment Plant. 2. Such Change Order shall in the work to be performed: ORIGINAL CONTRACT AMOUNT CONTRACT AMOUNT WITH PREVIOUS CHANGE ORDER CHANGE ORDER NO. 2 Construct Falling Creek Spillway to meet requirements of Commonwealth of Virginia CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. provide for the following changes $1~004~119.00 $1,010~563.00 $ 67,800.00 2 $1,078,363.00 Additional calendar days resulting from Change Order No. 2 0 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. MARY Ic. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-468B Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30584-62491 amending and reordaining certain sections of the 1990-91 Water Fund Appropriations, providing for the appropriation of $67,800.00 from Retained Earnings Unrestricted to Falling Creek Plant Rehabilitation, Phase I, in connection with execution of Change Order No. 2 to the contract with Acorn Construction, Ltd., for construction of the Falling Creek Spillway. Ordinance No. 30584-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eric. pc: Mr. W. Mr Ms Ms Mr Robert Herbert, City Manager Kit B. Kiser, Director of Utilities and Operations M. Craig Sluss, Manager, Water Department William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician Dolores C. Daniels, Citizens' Request for Service Barry L. Key, Manager, Office of Management and Budget IN '£~ COUNCIL OF '£~ CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. . No. 30584-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Water Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1990-91 Water Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: A ro riations Capital Outlay from Revenue Falling Creek Plant Rehab. $ 1,785,807 Ph. I (1) ............... 1,369,681 Retainc~ Earning~ Retained Earnings - Unrestricted (2) ............... 1) Approp. from General Revenue 2) Retained Earnings - Unrestricted (002-056-8325-9003) $ 67,800 (002-3336) (67,800) $15,803,578 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. CITY CLERF:~ ~FF!CE '91 19 P4:20 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order No. 2 Falling Creek Water Treatment Plant Renovations - Dam Spillway Roanoke, Virginia June 24, 1991 I. BackMround: Ae Phase II Construction Contract for the Renovation of the Falling Creek Water Treatment Plant was approved by City Council on June 25, 1990 for $1~004~119.00 with Acorn Construction, Ltd. Change Order No. 1, in the amount of $6;444.00 and five (5) additional calendar days was approved by Council on June 3, 1991. This Change Order, brings the contract amount to $1,010,563.00 with the completion date being August 18, 1991. II. Current Situation: Survey of all three City-owned dams was conducted in late 1990 as required by the Commonwealth of Virginia Department of Conservation and Historic Resources, Division of Soil and Water Conservation. Carvins Cove Dam and Beaver Creek Dam were found to be stable structures according to State requirements. Falling Creek Dam was determined to need a new design for the spillway and this was to be sized on the basis of possible maximum flood (PMF) and downstream impact in case of such an occurrence. Hayes, Seay, Mattern & Mattern~ Inc. had made the survey of the three (3) dams for the City and their contract was extended to include the new spillway design. Contract exten- sion was approved by Council on June 3, 1991. New spillway design was approved by the Dam Safety Division of Soil and Water Conservation, submitted to Acorn Construction, Ltd. for a quotation as an extension of their Falling Creek Filter Plant Renovations. Acorn Construction~ Ltd.'s quotation for the work was quoted for the sum of $67~800.00 with all work to be completed by August 18, 1991, the same as the filter plant construction. Page 2 III. Issues in order of importance are: A. En~ineerin~ concerns B. Funding C. Time IV. Alternatives: At Approve Change Order No. 2 with Acorn Construction, Ltd. to construct Falling Creek Spillway to meet the requirements of the Dam Safety Division of the Commonwealth of Virginia for the sum of $67~800.00. All work to be completed in conjunc- tion with Filter Plant construction on August 18, 1991. Engineering concerns would be met by the construction of a new spillway that would meet the requirements of the Commonwealth of Virginia Dam Safety Division. 2. Funding is available in the Water Fund Prior Years' Retained Earnings. Time of completion would be met and the facility can be placed into produetion. In fact, in accordance with previous reports to Council, the contractor has been notified to proceed as an emergency measure. Reject the issuance of Change Order No. 2 and do not authorize the additional work. En~ineerin~ concerns would not be met. The Dam would not meet the requirements of the Dam Safety Division and the reservoir could not be filled for use. 2. Fundin~ would not be required at this time. Time of completion of the spillway would be extended. This would mean the Filter Plant would be completed but could not be placed in use until the State approves the Dam and Spillway. We would also need to negotiate a price to pay the contractor for that work that has been completed thus far. V. Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative A. B. Authorize the appropriation of $67~800.00 from Prior Years' Retained Earnings to Account No. 002-056-8359-9065 for the additional construction. Page 3 WRH/LBC/mm City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer Manager, Water Department Citizens' Request for Service Construction Cost Technician Respectfully submitted, W. Robert Herbert City Manager 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) 9B1-2541 June 26, 1991 SANORA H. EAKIN DeputyOtyClerk File #24A-20-5 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance ~o. 30586-62491 amending and reordaining §20-68, Time limitations on parking, of the Code of the City of Roanoke--[-[979---~, as -~mended, providing an exemption for "time limit" parking spaces on the streets and highways of the City from normal enforcement of parking regulations on those holidays set forth in §20-77 of the City Code. Ordinance No. 30586-62491 was adopted by the Council of ~he City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc, pc: The Honorable G. O. Clemens, Chief Judge, Circuit Court, P. 0. Box 1016, Salem, Virginia 24153 The Honorable Roy B. Willett, Judge, Circuit Court The Honorable Clifford R. Weckstein, Judge, Circuit Court The Honorable Diane M. Strickland, Judge, Circuit Court The Honorable Kenneth E. Trabue, Judge, Circuit Court 305 East Main Street, Salem, Virginia 24153 The Honorable Joseph M. Clarke, II, Chief Judge, Juvenile and Domestic Relations District Court The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Fred L. Hoback, Jr., Judge, Juvenile and Domestic Relations District Court Mr. W. Robert Herbert June 26, 1991 Page 2 pc: The Honorable Edward S. Kidd, Jr., Chief Judge, General District Court The Honorable Julian H. Raney, Jr., Judge, General District Court The Honorable Richard C. Pattisal~ Judge, General District Court The Honorable Donald S. Caldwell, Commonwealth's Attorney The Honorable Patsy Testerman~ Clerk, Circuit Court ~s. Patsy Bussey, Clerk, Juvenile and Domestic Relations District Court Mr. Ronald Albright, Clerk, General District Court Mr. Wilburn C. Dibling, Jr., City Attorney Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. M. David Hooper, Chief of Police and ~r. Raymond F. Leven, Public Defender, Suite 4B, Southwest Virginia Building, Roanoke, Virginia 24011 ~r. Bobby D. Casey, Office of the Magistrate, P. 0. Box 13867, Roanoke, Virginia 24037 ~s. Clayne ~. Calhoun, Law Librarian ~r. Robert L. Laslie, Vice President - Supplements, ~unicipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32304 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. NO. 30586-62491. AN ORDINANCE amending and reordaining §20-68, Time limitations on parking, of the Code of the City of Roanoke (1979), as amended, providing an exemption for "time limit" parking spaces on the streets and highways of the City from normal enforcement of parking regula- tions on those holidays set forth in §20-77 of this Code, and provid- ing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that §20-68, Time limitations on parking, Code of the City of Roanoke (1979), as amended, is hereby amended and ordained to read and provide as follows: §20-68. Time limitations on parking. Whenever parking is limited to a specific length of time by this chapter or by rule or regulation of the City Manager pursuant to §20-7 of this chapter on certain streets and high- ways of the city, and such limitation has been duly posted by signs or markers erected on such streets so as to be clearly visible to a reasonably observant person, it shall be unlawful for any person to park a vehicle or allow the same to remain standing or stopped at any such place for a period of time in excess of that indicated on such sign or marker. This section shall not be construed to apply to any parking space at which the right of parking, at such time, is regulated, controlled or limited by a parking meter nor shall this section apply to any parking space on any holiday for which free metered parking is authorized pursuant to §20-77 of this chapter. 2. 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. RECEIVED CITY CLER~:S OFFICE ,J 19 P4:45 Honorable Mayor and Members of City Council Roanoke, Virginia Roanoke, Virginia June 24, 1991 Dear Mayor and Members of Council: Subject: Holiday Parking I. Background Section 20-77, "Parking Meter Zones", Code of the City of Roanoke (1979 as amended) authorizes parking meter zones and the times and days of operation. Exempted from enforcement are Saturdays, Sundays and eleven (11) recognized holidays, or the Friday preceding if the holiday falls on Saturday or Monday if it falls on Sunday. Section 20-68, "Time Limit" parking spaces is not controlled by Section 20-77 and is therefore not exempt from normal enforcement on holidays. Enforcement of time limit parking zones on holidays has, on several occasions, generated public criticism of the differential treatment between parking meters and time limit zones. II. Current Situation: The driving public is confused about where they can legally park free and without risk of penalty on holidays. Holiday enforcement of time limit zones is contrary to expectations of many drivers which creates frustration and resentment against the City and Downtown Roanoke. Request to exempt from enforcement "Time Limit" parking spaces similar to parking meter zones on eleven recognized holidays has been made by Downtown Roanoke, Inc. III. Issues: Equitable Enforcement Public Relations Public Safety Honorable Mayor and Members of City Council Page 2 IV. WRH:MDH:jmt Alternatives: Amend Section 20-68 of the City Code to exempt holidays enumerated in Section 20-77. Equitable enforcement will be achieved between metered and time limit parking zones on designated holidays. Public relations will be enhanced by eliminating inconsistency in public expectation reference holiday parking in downtown Roanoke. 3. Public safety will not be adversely affected. Do not amend Section 20-68 of the Code of the City of Roanoke to exempt holidays enumerated in Section 20-77. Equitable enforcement will not be achieved between metered and time limit parking zones on holidays. Public relations will not be enhanced and will likely deteriorate as a result of continued enforcement of time limit parking zones during holidays in downtown Roanoke. 3. Public safety will not be adversely affected. Recommendation: City Council adopt Alternative A and amend the City Code as an emergency measure in order that the exemption for time limit parking spaces will be in effect on the upcoming Independence Day. Respectfully submitted W. Robert Herbert City Manager MARY Ic. PARKER ¢~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChufchAvenue,$ W,Room4S6 Roanoke, Virg~ma 24011 Telephone: (703)981-2541 June 26, 1991 SANORA H. EAKIN Deputy CiTy Clerk File #67-33 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30587-62491 authorizing execution of a Host Agreement with the Amateur Athletic Union for the 1991 National Basketball Championship for boys 13 years of age and under, upon certain terms and conditions, to be held at the Roanoke Civic Center on July 14 - 21, 1991. Resolution No. 30587-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc, pC: Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Bob E. Chapman, Manager, Civic Center Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Mr. Owen M. Grogan, Jr., Recreation Superintendent Ms. Lauren G. Eib, Risk Management Officer Ms. Dolores C. Daniels, Citizens' Request for Service Mr. Carroll Swain, Director of Roanoke City School Plants and IN THE COUNCIL OF THE CITY OF ROANOKE, The 24th Day of June, 1991. 'No. 30587-62491. VIRGINIA, A RESOLUTION authorizing the execution of a Host Agreement with the Amateur Athletic Union for the 1991 National Basketball Championship for boys 13 years of age and under, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, a Host Agreement with the Amateur Athletic Union (AAU) for the 1991 National Basketball Championship for boys 13 years of age and under, to be held at the Roanoke Civic Center July 14 - 21, 1991, upon certain terms and conditions as more fully set forth in the City Manager's report to this Council, dated June 24, 1991. 2. The form of the Host Agreement shall be approved by the City Attorney. ATTEST: City Clerk. Roanoke, Virginia June 24, 1991 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: Host Agreement for 1991 Amateur Athletic Union (AAU) Boys' 13 end under National Basketball Championship. BACKGROUND: aJ Bid was submitted to AAU on September 19, 1989 for 1991 Boys' 13 and under National Basketball Championship. Roanoke was awarded the right to Host the July 14-21, 1991 Tournament. Approximately One Hundred (100) teams will represented from all parts of the United States. be Game Sites will be Roanoke civic Center (Tournament Headquarters), Salem High School, Hollins College, North Cross School and, if needed, Roanoke Catholic School. Practice Sites will be Jackson, Breckinridge, Madison, Ruffner, Wilson Middle Schools and Patrick Henry High School. Tournament Expenses are estimated and will be offset by revenue from: at $54,000.00 1. Team entry fees 2. Ticket sales 3. Proqram and novelty sales Mayor and Members of Council June 24, 1991 Page 2 Parks and Recreation selected Don Young and Gina Dunnavent to serve as Tournament Co-Directors, earlier this year. Tournament Committee was established and consist of: Ms. Ruth Wilkinson, Athletic Supervisor Ms. Alisa Barnette, Athletic Specialist Mr. Don Young, Tournament Co-Director Ms. Gina Dunnavent, Tournament Co-Director Mr. Owen Grogan, Recreation Superintendent Mr. Joe Gaither, Inner city Athletic Association Ms. Martha Mackey, visitor and Convention Bureau SupDort Staff will consist of: Mr. Gary Fenton, Manager, Recreation, Parks and Grounds Maintenance Mr. H. E. Culp, Acting Superintendent, Parks and Grounds Maintenance Mr. George Snead, Director of Administration and Public Safety Ms. Michelle Bono, Public Information officer Mr. Bob Chapman, civic Center Manager Mr. Chris Powell, Marketing & Sales, civic Center Mr. Carroll Swain, Director of Roanoke City School Plants Mr. Deke Andrews, Athletic Director, North Cross school Ms. Sandra Hadaway, Athletic Director, Salem High School Ms. Linda Calkins, Athletic Director, Hollins College II. CU~RENT SITUATION is that the city has received and must execute the attached 1991 Host Agreement and Operating Addendum. These are standard AAU documents that all "Host" organizations are required to execute. Typical provisions include: ae Four (4) workinq air-conditioned ~vms and a minimum of four (4) practice gyms. B. Emeraencv medical care available at every site. C. Each ~vm must have an official scorer and clock operator, (2 individuals). Mayor and Members of Council June 24, 1991 Page 3 E. F. G. MileaGe or airfare and housing for three (3) AAU Boys' National Basketball Officials. MileaGe or airfare for eight (8) outside officials. $25.00 per diem for these officials. game Opening Ceremony shall be planned and implemented by the Host. Awards provided bv Host: 1. First throuqh fourth team trophies. 2. Team sportsmanship trophy. 3. Final four coaches plagues. Aqreement by City to indemnify and hold harmless and defend the AAU and its Virginia Association from any claim or cause of action arising out of acts or omission by City occurring during the tournament at any of the sites. III. ISSUES: At B. C. D. Legal Reguirements. Cost. Economic Impact. AAU Relationship. IV. ALTERNATIVES: City Council authorize the city Manager to execute 1991 Host Agreement for AAU Boys' 13 and under National Basketball Championship. LeGal requirements as Host will be met with execution of the attached agreement, city has obtained AAU event insurance for Civic Center and other Tournament Sites. The AAU provides liability insurance that covers the Host and all sites of $1,000,000.00 aggregate. 2. Cost to city will be offset through team entry fees, ticket sales and program and novelty sales. Mayor and Members of Council June 24, 1991 Page 4 Be city 1991 1. 2. 3. 4. Economic Impact of Tournament on Roanoke Valley is estimated by the Chamber of Commerce to be Three Million ($3,000.000.00) Dollars, plus direct revenues generated through Tournament profits. AAU Relationship would remain strong for future events in the City. Council not authorize the City Manager to execute Host Agreement. Leqal requirement would be moot. Cost would not be an issue. Economic Impact would be zero. AAU Relationship with City to Host future National events would be damaged. The AAU needs would not be met and AAU would have to negotiate with other potential organizations nationwide on short notice. RECOMMENDATION is that City Council concur with Alternative "A" and authorize the City Manager to execute the 1991 AAU Host Agreement in a form approved by the City Attorney. Respectfully submitted, W. Robert Herbert City Manager WRH/RW:cvs Attachments cc: City Attorney Director of Finance Director of Administration and Public Safety Civic Center Manager Director of Roanoke city School Plants Manager, Recreation, Parks and Grounds Maintenance Risk Management officer citizens Request for Services Recreation Superintendent 1991 HOST AGREEMENT FOR AAU/CARRIER BOYS' 13:UNDER NATIONAL BASKETBALL CHAMPIONSHIP THIS AGREEMENT is made effective this 14th day of February, 1991, by and among AMATEUR ATHLETIC UNION OF THE UNITED STATES, INC., a New York not-for-profit corporation having its principal place of business in Indianapolis, Indiana (the "AAU"), VIRGINIA ASSOCIATION OF THE AMATEUR ATHLETIC UNION OF THE UNITED STATES (the Association) and, ROANOKE PARKS AND RECREATION, a member organization of the Association ("Host"). WITNESSETH: WHEREAS, Host wishes to conduct the AAU/Carrier Boys' 13:Under National Basketball Championship for 1991 (the "Championship"), an event awarded by the AAU; WHEREAS, the AAU agrees that Host shall conduct the Championship subject to the terms and conditions hereof; NOW, THEREFORE, in consideration of the foregoing premises and of the agreements and covenants contained herein, the AAU, the Association, and Host hereby agree as follows: 1. Grant of Right to Conduct Championship. Pursuant to Section 460.3 of the Official Code of the AAU (the "AAU Code"), the AAU hereby grants to the Association the right to conduct the Championship on July 24-21, 1991, at [o~noke c±.~ic Center, ~ollin~ College-, Salem High School and North Cross School Carter Athletic Center in the city of Roanoke (the "Venues"). The above-designated dates and location for the Championship shall not be changed without prior written consent of the AAU. Because the Association has, pursuant to Section 2 of this agreement, assigned the right to conduct the Championship granted herein, the AAU agrees that the Association shall have no further duties, obligations or liabilities under this Agreement. 2. Assignment. The Association hereby assigns to Host the right to conduct the Championship granted pursuant to Section I of this Agreement. In consideration for such assignment, Host agrees to indemnify and hold harmless the Association pursuant to Section 7 of this Agreement, 3. Payments to the AAU. Host shall pay to the AAU an award fee of $4,000.00 upon execution of this Agreement. ($750.00 paid October 31, 1989. $750.00 paid September 25, 1990. $2,500.00 paid October 10, 1990 Balance due - $0.) 4. Additional Obligations of Host. Host shall bear complete and, unless otherwise stated herein, sole responsibility for the following obligations in connection with the Championship: 4.1 To conduct all aspects of the Championship in accordance with all provisions of the AAU Code and the athletic sports rules of the AAU Boys' Basketball Sport Committee for the sport being contested in effect at the time of the Championship. 4.2 To collect entry forms and entry fees from all persons desiring to compete in the Championship, and to work in conjunction with the National Sport Committee to prevent persons who have not submitted official entry forms and paid entry fees from competing. 4.3 To provide such security at the Venues as the AAU may reasonably request. 4.4 To provide facilities and personnel at each Venue for first aid, medical care and ambulance service as specified in the Operating Addendum, or, if not specified, as appropriate. 4.5 To obtain and maintain liability insurance with coverage no less than the coverage currently provided by the AAU's voluntary accident insurance plan for athletes. Such insurance shall be underwritten by an insurance company or companies reasonably satisfactory to the AAU and shall cover all claims based on loss, injury, or damage to person or property at or adjacent to the Venues on the dates the Venues are in use for the Championship, where such loss, injury, or damage is due to the neglect or want of care of Hosts, its servants, agents or employees. Such policy or policies shall name as insured Host, the AAU, the National Sponsor, their respective boards, officers, agents, employees, and servants and assignees to this Agreement, if any. Host shall deliver to the AAU a certificate of such insurance at least thirty (30) days prior to the commencement of the Championship. 4.6 To identify the Championship as a "Championship of the Amateur Athletic Union of the United States" in all publicity, advertising, and promotion connected therewith. 4.7 To display the AAU/CARRIER Logo prominently at each Venue and on all printed materials (such as posters, flyers, news releases, and advertisements) distributed in connection with the Championship. 4.8 To ensure that the Championship is referred to as the "AAU/Carrier Boys' 13:Under National Basketball Championship" in every communication concerning the Championship. 4.9 To recognize and honor the rights for the national sponsor named in Exhibit A attached hereto (the "Rights of National Sponsors"), which rights are set forth in detail in Exhibit A attached hereto. 4.10 To provide the AAU with a reasonable number (not to exceed 20) of free passes to the Championship for use by VIP's. 4.11 To permit the AAU to install television, radio, and/or motion picture equipment at each Venue. 4.12 To furnish the AAU with detailed financial reports for the Championship within sixty (60) days after the conclusion of the Championship. Such financial reports shall include an itemized listing of all income and expenditures associated with the championship. 4.13 Except as otherwise provided herein, to bear all costs and expenses of every kind, nature and character pertaining to the holding and conducting of the Championship. 4.14 To fulfill all obligations set forth in the Operating Addendum, attached hereto and incorporated herein by this reference. 4.15 To perform all additional services and to provide all additional items not listed in this Agreement or in the Operating Addendum but which are requested by the AAU and which are reasonably necessary to ensure the quality and efficient conduct of the Championship. 4.16 To return all items furnished by the National AAU within thirty (30) days at Host expense. Items may include but are not limited to awards, banners, t-shirts. 5. Rights of Host. As the host for the Championship, Host shall be entitled to the following: 5.1 All AAU publicity concerning the Championship, including news releases, posters, and the like, shall identify Host as being responsible for conducting the Championship. 5.2 Host may refer to itself in any media as 'q'he Host for the AAU/Carrier Boys' 13:Under National Basketball Championship" or use other references of its connection with the Championship that have the prior written approval of the AAU. 5.3 Host shall be entitled to such number of VIP seats for the Championship as Host deems appropriate. 5.4 Host shall be entitled to have the program for the Championship, if any, contain advertising by Host and by local advertisers solicited by Host, provided that Host's solicitation of local advertisers does not infringe upon the rights of the National Sponsors set forth in Exhibit A. 5.5 Host shall be entitled to use the AAU/Carrier logo and the AAU/Carrier trade name and all abbreviations thereof (collectively the "AAU Designations"), Exhibit C, on or in connection with the writing, promotion, or advertisement of the Championship in any media (including television, radio, print, sculpture, and packages). Each AAU Designation must be used in its entirety and may not be modified in any manner. 5.6 Except as otherwise expressly provided herein, Host shall be entitled to any profits that accrue as a result of conducting the Championship (including, without limitation, entry fees, proceeds, from solicitation of local donors, ticket sales, concessions, and parking). 6. Prior to AAU Approval. Notwithstanding any other provision of this Agreement, all phases of Host's efforts to advertise and promote the Championship, Host's relationship with the AAU, and Host's relationship with the Championship, shall be subject to the prior written approval of the AAU, which approval shall not be unreasonably withheld. Host shall obtain the written approval of the AAU prior to any use of the AAU Designations. Host shall advise and obtain the approval of the AAU prior to commencing any communications with any person or firm regarding that person or firm becoming a local advertiser in conjunction with the Championship. Further, Host agrees that: a. Except as otherwise authorized in this Agreement, Host shall not represent in any oral or written form or in any communication medium that any product(s), service(s) or contribution(s) have been "endorsed," "selected," or "approved" by the AAU. Nor does permission to use any of the AAU/Carrier Designations expressly or by implication connote that any inquiry has been undertaken by the AAU to ascertain by use of standards or other criteria the relative merits of the products of Host in relation to other competitive products. b. The AAU/Carrier Designations shall not be used by Host to certify any goods or services furnished or provided by Host, except as approved by the AAU. c. All advertising and promotional material will comply with all applicable AAU rules and regulations, particularly with respect to rules and regulations designed to protect the amateur status of persons competing in the Championship. d. All advertising and promotional material will fully comply with all applicable regulations of the Federal Trade Commission or similar state agency and Host agrees to discontinue further use of any advertising or promotional material that is violative of the Federal Trade Commission Act or similar state laws. 7. Control of Venues; Indemnification. Host and/or the owner(s) of the Venues shall have full and complete control of the Competition Site. The AAU, the Association, and the National Sponsor shall not be liable for any act of neglect in connection with the conduct of the Championship or the management or control of the Venues. From the time the competitors, officials, coaches and other attendants arrive at said Competition Site, and until they leave the Competition Site, they shall be under the jurisdiction of Host and/or the owner(s) of the Venues. Host hereby indemnifies and holds harmless the AAU, the Association, the National Sponsor, and their respective directors, officers, employees, and agents against any and all losses, costs, expenses, and damages, including attorneys' fees, from any and all claims, demands, actions, or proceedings that may be instituted against the AAU, the Association or National Sponsor based on any act, omission, or occurrence incident to the conduct of the Championship or the management and control of the property at or adjacent to the Venues, other than the acts or omissions solely of the AAU, the Association or National Sponsor. Host agrees, at Host's own expense, promptly to defend and continue the defense of any such claim, demand, action, or proceeding that may be brought against the AAU, the Association, or National Sponsor provided that Host shall be promptly notified with respect thereto, and provided further that Host shall have such reasonable time as the exigencies of the situation may permit in which to undertake and continue the defense thereof. In any event, the AAU, the Association, and National Sponsor shall have the right to participate in the defense of any such suit or proceeding through counsel of their own choosing. 8. Media Coverage. The AAU expressly reserves the exclusive right to enter into contracts with respect to television, radio and/or motion picture coverage of the Championship. All revenues from such contracts shall belong solely to the AAU. Host hereby agrees that in the event of conflict between this Agreement and any contract between the AAU and any other organization for television, radio, and/or motion picture coverage of the Championship, the provisions of the latter contract and not of this Agreement shall prevail. 9. Responsibilities of the AAU. The AAU hereby agrees, at the AAU's expense: a. To make Host a party to the AAU's general liability insurance policy. b. To provide reasonable assistance to Host in order to ensure a high technical quality of the Championship. c. To fulfill any other obligations set forth in the Operating Addendum. 10. AAU Warranties. The AAU represents, warrants, and covenants to Host that: a. It will comply with all applicable federal, state and local laws, executive regulations, and orders in carrying out its obligations under this Agreement. b. It is a not-for-profit corporation duly organized, existing, and in good standing under the laws of the State of New York. c. It is not insolvent, it is not in bankruptcy proceedings or receivership, nor is it engaged in or threatened with any litigation, arbitration, or other legal or administrative proceedings or investigations of any kind which would have an adverse effect on its ability to perform its obligations under this Agreement. d. The execution and performance of this Agreement have been duly authorized and approved by the appropriate officers, board, and committees of the AAU and the undersigned persons of the AAU have full power and authority to enter into this Agreement. e. The consummation of the transaction provided for in this Agreement will not result in breach of any term or provision of, or constitute a default under any indenture, mortgage, contract, or agreement to which the AAU is a party. f. The AAU Designations authorized for use by Host are original in nature and are the sole property of the AAU and such designations do not infringe upon any trademark, copyright, trade name, or other proprietary interest. 11. No Entry Guaranties. Host acknowledges that the AAU does not warrant or represent that any particular person or team will compete in or otherwise be present at the Championship. 12. Assignment. Host shall not assign to another organization the right to conduct the Championship without prior written approval of the AAU. Notwithstanding an effective assignment approved by the AAU, Host agrees that it shall remain jointly and severally liable to the AAU for the performance of all obligations due under this Agreement. 13. Termination. The AAU may, upon reasonable notice, terminate this Agreement at any time: a. Upon due cause, or if Host should violate any material term or condition of this Agreement or any provision of the AAU Code; or b. In order to grant the right to conduct the Championship to another Association of the AAU. Upon termination pursuant to this Section 13, all terms and conditions of this Agreement shall expire and shall be of no further force or effect; provided, however, that any cause of action accruing prior to such termination shall not be affected thereby. In the event this Agreement is terminated pursuant to subsection (b) of this Section 13, the AAU shall reimburse Host for all expenses reasonably incurred by Host in planning or preparing for the Championship. Host shall not otherwise receive payment from the AAU upon termination pursuant to this Section 13. 14. Miscellaneous. a. This Agreement shall be governed by and construed and interpreted in accordance with the laws of the State of Indiana and the Federal Trademark Act of 1946, as amended. b. This Agreement constitutes the entire understanding between Host and the AAU with respect to the subject matter hereof and supersedes all prior agreements, representations, and communications. c. Notices and communications under this Agreement shall be sufficient if given in writing personally, by telegram, or by first class mail to: THE MU: THE ASSOCIATION: HOST: MU/CARRIER YOUTH SPORTS Amateur Athletic Union of the United States 3400 W. 86th Street P. O. Box 68207 Indianapolis, Indiana 46268 VIRGINIA MU c/o Gloria Thompson 8010 Cameron Rd. Richmond, VA 23229 ROANOKE PARKS AND RECREATION c/o Don Young 210 Reserve Ave., S.W. Roanoke, VA 24016 IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written. The "ASSOCIATION" The "MU" Virginia Association of the Amateur Athletic Union of the United States /~lo~ia Thor~pson ' ~ President, Virginia MU Amateur Athletic Union of the United States, Inc. Gussie Crawford President, Amateur Athletic Union "HOST" Roanoke Parks and Recreation Harold Heller Secretary, Amateur Athletic Union Ronald G. Crawford MU/USA Boys' Basketball Chairman Title EXHIBIT A RIGHTS OF NATIONAL SPONSOR No other commercial enterprise, institution or organization, other than the NATIONAL SPONSOR of the AAU/Carrier Program for the year 1991, shall be referred to as sponsor in its connection with the AAU/USA Boys' Basketball Program. On-site recognition at any venue is reserved for the National Sponsor and other national supporters or suppliers of AAU Boys' Basketball Committee. The only other marks, Iogos or insignia permissible at the Venues belong to the following organizations: a. The Amateur Athletic Union of the United States. b. The Host institution. Co Those marks, Iogos, or insignia that are already present as partofthe permanent installation. Signage must be placed in appropriate locations and approved by the National AAU Office. e. Any news releases must mention the National Sponsor of the program. EXHIBIT B RIGHTS OF LOCAL DONORS, LOCAL PATRONS, LOCAL HOSTS It is fully recognized that the local organizing committee and its volunteers need to enlist the support of countless volunteer organizations and business enterprises to carry on its work in the field. Such support may only be referred to as: local donor, local contributor, or local host. At the time such support is offered (or solicited) it should be made clear how this level of involvement will receive public recognition. The following are some ways in which public recognition may be given: a. Listing names and level of involvement in the official and souvenir programs for the event. Press releases to local media recognizing such support (referred to always as local donor, local contributor, or local hosts, not as a sponsor). Local press functions announcing the Championship, kicking off ticket sales, calling for volunteers, etc., with special invitations to all major local donors, hosts and contributors. Reception in recognition and appreciation of all major local donors, hosts, and contributors (Plaques, certificates, etc., may be presented). e. Signage at special events or by exclusive vendors other than at the Venues, for example: 1. "Burger King is proud to host the Athletes' party honoring the AAU Athletes." "APEX PHOTO STUDIOS... Approved Photographers for the XX AAU/Carrier National Championships." EXHIBIT C OFFICIAL LOGO The official logo for this National Championship may not be altered, changed and/or modified in any way. Logo must be used in its entirety. A';HLETIC OPERATING ADDENDUM FOR AAU/CARRIER BOYS' 13:UNDER NATIONAL BASKETBALL CHAMPIONSHIP THIS OPERATING ADDENDUM is part of the HOST AGREEMENT FOR THE AAU/CARRIER BOYS' 13:UNDER NATIONAL BASKETBALL CHAMPIONSHIP dated February 14, 1991, and is signed by the parties thereto. The AAU and Host hereby agree that they shall fulfill their respective obligations set forth below in connection with conducting the Championship. 1. Administrative 1.1. Host is responsible to work with the AAU Boys' Basketball Committee and its designated representatives to ensure that the competition is conducted under AAU Boys' Basketball rules and operating procedures. 1.2. Host understands that as this event is a championship of the AAU Boys' Basketball Program, the AAU Boys' Basketball Executive Board and/or its designated representative at the National Championship has final decision-making authority for AAU Boys' Basketball. 1.3. Host shall supply AAU with a list of working committees on or before February 1, 1991. The names and addresses of persons chairing such committees shall accompany this list. 1.4. Host shall obtain sanction for the Championship from its AAU Association, paying all required insurance and Association fees. 1.5. Host shall provide credentials/passes for the persons (maximum 10) designated by the AAU. 1.6. Host shall provide a facsimile machine to be located at the primary venue. It is recommended that facsimile machines be available at all venues. 1.7. Host shall, within ten (10) days after the completion of the Championship, collect and send to the AAU all Championship entry forms submitted by individual and team competitors. 1.8. Host shall, within ten (10) days after completion, gather, collate, and send to the AAU complete results of all events [pool play and championship bracket] conducted during the Championship. 1.9. Host shall consult Paul Campbell, Director of Competition, at least thirty (30) days prior to establishing the athlete registration area and athlete registration procedures. 1.10. Host shall provide air-conditioned facilities for the following administrative meetings and orientation sessions: 11 1.10.1. AAU Commissioner with officiating pool. (Saturday after Opening Ceremonies) This meeting is mandatory for all local and nationally-assigned officials. 1.10.2. AAU Commissioner with site coordinators. 1.10.3. AAU Commissioner and Tournament Director with head coaches before competition begins. 1.10.4. play. AAU Commissioner and Tournament Director with head coaches at the end of pool 1.10.5. AAU Complete Athlete Program. Room specifications will be provided. 1.11. Host shall use its best efforts to secure reduced housing rates for participating teams and coaches. 2. Financial 2.1. Host shall submit a rights fee of $4,000.00 to the AAU. 2.2. Host shall receive $225.00 of the $300.00 entry fee from each team entered in the National Championship. 2.3. Host shall provide the following: 2.3.1. Three (3) Double or King motel rooms for executive board or commissioners assigned to work the tournament. National director of competition will advise arrival and departure dates. 2.3.2. Air fare, or travel mileage ($.25 per mile), for three (3) members of the boys' basketball executive board or its commissioners assigned to the tournament. 2.3.3. Two (2) rental or complimentary cars for the duration of the tournament. 2.3.4. Per diem ($35.00 per day) for three (3) members of the Boys' Basketball Executive Board or its commissioners. 2.3.5. Two (2) cellular telephones for communications between the national tournament director and executive board members or its commissioners assigned to the tournament. 2.3.6. National awards to include team trophies, Ali-American awards and honorable mention All- American awards. 2.3.7. Any unusual expenses paid by the boys' basketball committee or its commissioners necessary to the success of the tournament. National tournament director to be advised in advance of these expenses. 12 2.4. Host organizations may charge a maximum of $16.00 per person for the tournament pass. The daily pass may be a maximum of $5.00 per adult. 2.5. Host may charge a maximum of $4.00 per copy for the National Championship program. 2.6. Host shall abide by AAU Code in using any profits derived from the tournament for amateur sports or for other not-for-profit organizations. AAU Code. Article 16, Section 16.5.1: "Any income derived from the promotion of any sport by members of the AAU must be used for future promotion of amateur sport, for a tax-exempt charitable organization, for the administrative or promotional expenses of the Association, or for the general welfare of the promoting organization as a whole." 3. Promotional 3.1. Host shall coordinate all promotional plans for the Championship with the AAU. 3.2. Host shall arrange for the design, printing and sale of suitable programs for the Championship. The programs shall include four pages of space for the AAU, plus three pages for Sponsors providing in-kind support at the National level, such space to be provided without cost to the AAU. Host shall provide the AAU with ten (10) copies of the program. 4. Competition Venues 4.1. Host shall provide facilities adequate to conduct a pool-play tournament - four courts required. The primary venue must have a minimum seating capacity of 2,500. 4.2. Each basketball court must be of standard high school dimensions with rectangular, glass backboards and seating for a minimum of five hundred spectators. 4.3. Each basketball court must be air-conditioned. 4.4. Host shall furnish all necessary equipment to conduct the Championship. AAU shall furnish the tournament basketballs (9 per basketball court). 4.5. Host shall provide adequate facilities to enable each team to practice before competition. [Practice facilities are not required to be air-conditioned.] A minimum of one hour of practice time on a half-court is guaranteed to each team on day of registration only. 4.6. Host shall have separate locker room facilities available to teams. 4.7. Host shall post results and updates at each venue. Information shall be kept current for all competition. 13 4.8. First aid and medical care shall be available at each venue. Certified athletic trainers are recommended. Ice shall be available for injuries and treatment at each venue. Emergency transportation shall be on-site or on-call. 4.9. Water coolers with water and cups shall be available at each bench. 4.10. Host shall provide a hospitality room for AAU coaches and college coaches that will operate from 10:00 a.m. until 8:00 p.m. at the primary venue. 5. Ceremonies 5.1. Host shall plan and execute an "Opening Ceremony," to be approved by the AAU Boys' Basketball Committee at a venue with a minimum seating capacity of 2,500. 5.2. Host shall plan and execute an "Awards Ceremony" (or "Closing Ceremony") as directed by the AAU Boys' Basketball Committee Representative present at the tournament. 6. Game Management 6.1. Host shall provide for an adult site coordinator for each tournament venue during the course of daily competition. 6.2. Host shall provide two (2) bench officials [scorekeeper and a timer] per game - minimum age 19. 7. Game Officials 7.1. Host shall submit a list of recommended local officials to the AAU Boys' Basketball designated representative by May 11, 1991, for approval. 7.2. All officials must have a minimum high school certification. 7.3. A maximum of eight (8) officials will be assigned by the AAU Boys' Basketball Executive Board from outside the host Association. 7.4. All officiating assignments will be made by the AAU Boys' Basketball Assisting Commissioner. The local assigning secretary will be an assistant in making these assignments and will be involved in the evaluation process of the officiating in the tournament. (Friendship tournament assignments will be the responsibility of the local assigning secretary.) 14 7.5. Outside game officials shall receive $40.00 per day or $20.00 per game, whichever is greater. Officials shall work a minimum of two (2) games and a maximum of three (3) games per day. Officials shall not work more than two (2) games in succession. Game fees shall be paid on the Friday before the start of semi-final games. All game fees shall be paid by Host. 7.6. All expenses of nationally-assigned officials except game fees will be handled by the AAU Boys' Basketball Executive Board. Local host will not be responsible for transportation, lodging or food for nationally-assigned officials. 7.7. Local host shall pay all agreed game fees and expenses of the local officials. 7.8. Local host shall provide adequate dressing and shower facilities for game officials. Officials shall have access to hospitality room or separate hospitality provisions made. 7.9. Local host shall provide nationally-assigned officials with two (2) complimentary tournament passes and programs. 8. Awards 8.1. Host shall purchase team awards [and Ali-American awards for Junior and Senior Divisions only] as specified by the AAU Boys' Basketball Committee. 8.2. F~)r Junior and Senior Divisions Only: Ali-American selection will be conducted as specified by the AAU Boys' Basketball Committee. "HOST" Roanoke Parks and Recreation The "AAU" Amateur Athletic Union of the United States, Inc. By: T'~le:. By:. Gussie Crawford AAU President By: Harold W. Helter AAU Secretary By: Ronald G. Crawford AAU/USA Boys' Basketball Chairman 15 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 26, 1991 SANORA H. EAKIN Deputy City Clerk File #60-67-33 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: [ am attaching copy of Ordinance No. 30588-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for appropriation of $30,000.00 from Contingency and Miscellaneous to Virginia Amateur Sports, Inc., in connection with a request from Virginia Amateur Sports, Inc., for financial support for the 1991 Commonwealth Games of Virginia. Ordinance No. 30588-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. Mr. Kenneth C. King, Jr., Chairman of the Board, Virginia Amateur Sports, inc., 412 Shenandoah Building, Roanoke, Virginia 24011 Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Mr. D. Darwin Roupe, Manager, General Services Mr. Barry L. Key, Manager, Office of Management and Budget Ms. Dolores C. Daniels, Citizens' Request for Service AN ORDINANCE the 1990-91 General emergency. WHEREAS, for IN '£~. COUNCIL OF T~ CITY OF ROANOKE, lhe 24th Day of June, 1991. .No. 30588-62491. to amend and reordain Fund VIRGINIA certain sections of Appropriations, and providing for an Government exist. the usual daily operation of the Municipal of the City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Roanoke that certain sections of the Appropriations, be, and the reordained to read as follows, same are in part: Council of the City of 1990-91 General Fund hereby, amended and Appropriations Parks, Recreation, and Cultural $ 3,882,193 Contributions (1) .................................. 826,841 Nondepartmental 12,313,910 Contingency - General Fund (2) ..................... 8,194 Miscellaneous (3) .................................. 103,894 1) Virginia Amateur Sports, Inc. (001-002-7220-3719) $ 30,000 2) Contingency (001-002-9410-2199) (10,666) 3) Miscellaneous (001-004-9140-2170) (19,334) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. RECE!¥ED CITY CL~S OFFICE JUN 19 P4'.20 Roanoke, Virginia June 24, 1991 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: SUBJECT: REQUEST FOR FINANCIAL SUPPORT FROM VIRGINIA AMATEUR SPORTS,INC., FOR THE 1991 COMMONWEALTH GAMES OF VIRGINIA. BACKGROUND: A. 1990 Virginia CorEast State Games were organized by Virginia Amateur Sports, Inc. (VAS) and were held in the Roanoke Valley. B. City provided $22,650.00 in support services and fee waivers in addition to a cash contribution of $30,000.00 and concession rights. C. 1990 Events attracted over 4000 athletes and their families to the Valley. II. CURRENT SITUATION: Commonwealth Games of Virginia are scheduled for June 26 through July 7, 1991. Athletic Events will be held in all four Roanoke Valley jurisdictions, as well as in other more distant locations. 1991 Games are expected to attract over 6000 athletes and their families, from all areas of Virginia. Roanoke City Council waived rental fees for certain City facilities and granted concession rights to VAS on April 22, 1991, in support of the 1991 Games. E. City support services and fees waived are estimated to be valued at $24,000.00, for the 1991 Commonwealth Games. Mayor and Members of Council June 24, 1991 Page 2 Private Sector Support of this year's Games through direct funding, sponsorship and in-kind services is valued between $125,000.00 and $175,000.00. Virginia Amateur Sports, Inc. has again requested City financial support in the amount of $30,000.00, in addition to miscellaneous support services. Roanoke County has committed financial support in the amount of $25,000.00. Refer to attached letter. III. ISSUES: A. Economic Benefit B. Governmental Financial SuDDort C. Fundin~ D. Timin~ IV. ALTERNATIVES: ADDrove request of Virginia Amateur Sports, Inc. for $30,000.00 in financial support. 1. Economic Benefit to the City would be realized in the form of lodging, transportation, meals and other purchases. 2. Governmental Financial SuDDort would be shared between City and County, the major host jurisdictions. 3. Fundin~ in the amount of $30,000.00 is available and would be appropriated from the following accounts: General Fund Contingency (001-002-9410-2199). $10,666.00 Miscellaneous Refunds (001-004-9140-2170). 19,334.00 TOTAL $30,000.00 4. Timin~ relative to providing requested financial support for 1991 Commonwealth Games would be met. Mayor and Members of Council June 24, 1991 Page 3 Deny request of VAS for $30,000.00 in financial support. 1. Economic Benefit to the City would still be realized in the form of lodging, transportation, meals and other purchases. e Governmental Financial SupDort would be provided exclusively by Roanoke County. Fundin~ would not be an issue at this time. Timin~ relative to providing financial support for the the 1991 Commonwealth Games of Virginia would not be met. Ve RECOMMENDATION: City Council concur with Alternative "A", appropriate $30,000.00 and authorize Director of Finance to establish a new account entitled "Virginia Amateur Sports, Inc.", (001-002-7220-3719) and transfer funds from the following accounts: General Fund Contingency (001-002-9410-2199) $10,666.00 Miscellaneous Refunds (001-004-9140-2170). · 19,334.00 TOTAL $30,000.00 City Manager WRH/gf Attachment CC: Douglas Fonder, Executive Director, VAS City Attorney Director of Finance Director of Administration and Public Safety Director of Public Works Manager, Office of Management and Budget Manager, Parks and Recreation Manager, General Services Citizens Request For Services VIRGINIA AMATEUR SPORTS, INC. OFFICERS Kenneth C. King, Jr. Chairman of tho Board H. Jerry Spruell Vice-Chairman Douglas J. Fonder President Dr. Elizabeth D. Lee Vice-President H. Bern Ewert January 15, 1991 The Honorable Noel C. Taylor Mayor, City of Roanoke Municipal Building Roanoke, Virginia 24016 412 Shenandoah Building Roanoke, Virginia 24011 (703) 343-0987 FAX (703) 343-7407 Secretary David C. Snyder Treasurer DIRECTORS Dr. Steven J. Danish Caroline B. Emswiler Virginia H. Foster Alfreeda Goff Barbara T. Immel Dr. Wallace R. Johnston Mac McCadden David R. Maraghy Dr. Harry C. Nickens Linwood L. Stubbs, Jr. James C. Stutts James M. Turner David T Van Covern Charles P. Wilbourne VAS, INC. STAFF Douglas J. Fonder Executive Director Robert S. Hartman Games Director Mary K. Rainey Marketing Director Paula J. Cawthon Administrative Assistant T Heather Harrell Receptionist SPONSOR OF RE: REQUEST FOR 1991-92 FUNDING Dear Mayor Taylor: I am delighted to report that the 1990 Virginia CorEast State Games were a tremendous success with an estimated economic impact of over $2.6 million. We are looking forward to an even bigger and better sports festival, June 26-July 7, 1991. Roanoke is the perfect host and we appreciate your support of our program. The commitment of the City of Roanoke through its funding of $30,000.00 toward these Games is an important element in their success. We greatly appreciate this gratitude. We are now committed with full state sanctioning to planning the Games for 1991 and 1992 in the Roanoke Valley. Accordingly, I write to ask consideration in the City of Roanoke budget for funding of $30,000.00 in the next year. Enclosed is a copy of the information packet for the current games. We will be happy to make a formal presentation to appropriate staff and committees in support of this request. sinc~y yours, Ken~, Jr. Chairman of the Board KCK/tgm Enclosure cc: W. Robert Herbert, City Manager, City of Roanoke Joel M. Schlanger, Director of Finance, City of Roanoke Martha Mackey, Executive Director, Roanoke Valley Convention and Visitors Bureau MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, Virginia 24011 Telephone: (703) 981~2§41 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Hr. Herbert: I am attaching copy of Resolution No. 30590-62491 accepting a certain Community Development Block Grant offer made to the City by the United States Department of Housing and Urban Development for funds amounting to $1,767,000.00 for Program Year 1991-1992; and authorizing execution of the City's acceptance of such grant and the agreement on behalf of the City to comply with the terms and conditions of the grant and applicable laws, regulations and requirements pertaining thereto. Resolution No. 30590-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. Mr. Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. Brian J. Wishneff, Chief of Economic Development Mr. Charles M. Huffine, City Engineer Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Ronald H. Miller, Administrator Ms. Marie T. Pontius, Building Commissioner/Zoning Grants Monitoring Administrator and IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. 'No. 30590-62491. A RESOLUTION accepting a certain Community Development Block Grant offer made to the City by the United States Department of Housing and Urban Development for funds for Program Year 1991-1992; and authorizing execution of the City's acceptance of such grant and the agreement on behalf of the City to comply with the terms and conditions of the grant and applicable laws regulations, and requirements pertaining thereto. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the offer of the United States Department of Housing and Urban Development, under date of June 19, 1991, of a grant of Community Development Block Grant funds for Program Year 1991-1992 amounting to $1,767,000, to fund certain community development activities and projects set out and described in the City's application for said funding, upon all of the terms, pro- visions and conditions therein set out. 2. The City Manager or the Assistant City Manager are hereby authorized and directed, for and on behalf of the City, to execute the required Grant Agreement, Funding Approval, and any other forms required by the United States Department of Housing and Community Development in order for the City to accept the aforesaid grant, upon all of the terms, conditions and requirements pertaining to the grant. ATTEST: City Clerk. MARY F. PARKER C,ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room456 Roanoke, Virg~nma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy Ot¥ Clerk File #60-236 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30589-62491 amending and reordaining certain sections of the 1990-91 Grant Fund Appropriations, providing for appropriation and transfer of cer- tain funds amounting to $1,767,000.00, in connection with accep- tance of the fiscal year 1991-1992 Community Development Block Grant entitlement. Ordinance No. 30589-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/~AE City Clerk MFP:ra Eno. pc: Mr. Mr. W. Robert Herbert, City Manager William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. Brian J. Wishneff, Chief of Economic Development Mr. Charles M. Huffine, City Engineer Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Ronald H. Miller, Administrator Ms. Marie T. Pontius, Building Commissioner/Zoning Grants Monitoring Administrator and IN T~E COUNCIL OF T~E CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. .No. 30589-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1990-91 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ApDroDriations Community Development Block Grant 89-90 (1-24) .... Community Development Block Grant 90-91 (25-26)... Community Development Block Grant 91-92 (27-90)... Revenue Community Development Block Grant 90-91 (91) ...... Community Development Block Grant 91-92 (92-99)... $2,652,499 2,122,009 2,282,090 $2,122,009 2,282,090 1) Azalea Gardens- Public Improvements 2) Demolition 3) Stabilize Old First Baptist 4) L/M Housing Down Payment Assistance 5) Loudon Avenue New Houses 6) Historic Building Loan Repair 7) TAP Customized Job Training 035-089-8937-5204) 035-089-8920-5108) $(156,000) 34,275 035-089-8920-5216) 50,000 035-089-8920-5217) 23,225 035-089-8937-5169) ( 25,000) 035-089-8938-5218) 25,000 035-089-8937-5215) 48,500 8) Neighborhood Plans 9) WVA Revolving Loan Fund 10) Private Loan 11) Neighbor Based Service Delivery 12) Home Ownership Assistance 13) Preservation Technical Assistance 14) Mini-Grants 15) Unprog. CDBG- Park Lot Income 16) Mod Rehab SRO Project 17) Unprog. CDBG- Williamson Road Garage 18) Unprog. CDBG- Park Lot Income 19) Unprog. CDBG- Other Loan Repayments 20) Unprog. CDBG- NNEO Loan Repayment 21) Unprog. CDBG- F&W Interest Payments 22) Unprog. CDBG- Other 23) Unprog. CDBG- Home Purchase (035-089-8937-5163) (035-089-8930-5174) . (035-089-8920-5105) (035-089-8925-5125) (035-089-8920-5115) 035-089-8937-5170) 035-089-8925-5122) 035-089-8940-5183 035-089-8920-5079 035-089-8940-5182 (035-089-8940-5183) (035-089-8940-5186) (035-089-8940-5187) (035-089-8940-5188) (035-089-8940-5189) Repayments (035-089-8940-5192) 24) Limited Critical Repair (035-089-8920-5101) 25) Unprog. CDBG- Williamson Road Garage (035-090-9040-5182) 26) Limited Critical Repair (035-090-9020-5101) 27) General Admin.- RRHA (035-091-9110-5035) 28) Limited Critical Repair Support (035-091-9110-5036) 29) Operation Paintbrush Support (035-091-9110-5048) 20,000) 20,000 21,000) 3,0O0) 24,000 10,000) 10,000 10,415) 10,415 7,175) 41,442) 6,324) 100) 12,750) 583) 200) 68,574 2,075) 34,552 65,856 136,980 26,440 30) Shaffer's Crossing 31) Home Ownership Assistance Support 32) Neighborhood Stabilization Support 33) Mod. Rehab. SRO Support 34) Downtown East (035-091-9110-5047) .(035-091-9110-5034) (035-091-9110-5072) (035-091-9110-5073) ) (035-091-9115-5081) (035-091-9115-5085) (035-091-9115-5095) Regular Employee Garage Support (035-091-9110-5074 35) Travel/Education Grants Compliance 36) Materials (Grants Compliance) 37) Consultant Services 38) Salaries 39) ICMA Retirement 40) FICA 41) Hospitalization Insurance 42) Dental Insurance 43) Life Insurance 44) Telephone 45) Expendable ($500) 46) Management Services 47) Travel/Educa- tion/Member- (035-091-9115-1002) (035-091-9115-1115) (035-091-9115-1120) (035-091-9115-1125) (035-091-9115-1126) (035-091-9115-1130) (035-091-9115-2020) (035-091-9115-2035) (035-091-9115-7015) ships(Housing) (035-091-9118-5088 48) Regular Employee Salaries (035-091-9118-1002 49) ICMA Retirement 50) FICA 51) Hospitalization Insurance 52) Dental Insurance 53) Life Insurance ) (035-091-9118-1115) (035-091-9118-1120) (035-091-9118-1125 (035-091-9118-1126 (035-091-9118-1130 (035-091-9120-5102 035-091-9120-5103 035-091-9120-5108 035-091-9120-5111) 54) 55 56 57 58 Limited Critical Repair (035-091-9120-5101 Operation Paintbrush Housing Marketing Demolition' Code Enforce- ment Non- Salary 26,965 24,035 72,095 26,445 54,746 2,884 4,720 10,000 58,804 5,775 4,472 2,904 192 515 4,000 331 3,670 1,894 35,716 3,215 2,732 2,983 192 314 36,874 30,000 7,000 5,725 8,250 59) Home Ownership Assistance 60) Neighborhood Stabilization and Enhance Program (035-091-9120-5078) 61) Mod. Rehab. SRO (035-091-9120-5079) 62) Regular Employee Salaries 63) ICMA Retirement 64) FICA 65) Hospitalization Insurance 66) Dental Insurance 67) Life Insurance 68) Supplies/ Telephone/ Printing 69) Program Dev. 70) Travel and Education - Staff 71) Travel and Education - Citizens 72) Equipment 73) Special Projects 74) Neighborhood Dev. Grants 75) Regular Employee Salaries 76) ICMA Retirement 77) FICA 78) Hospitalization Insurance 79) Dental Insurance 80) Life Insurance 81) Coca Cola Sec. 108 Repayment 82) Shaffers Crossing 83) Deanwood/ Shaffers 108 Repayment 84) Small Business Development (035-091-9120-5115) (035-091-9120-1002) (035-091-9120-1115) (035-091-9120-1120) (035-091-9120-1125) (035-091-9120-1126) (035-091-9120-1130) (035-091-9125-5120) (035-091-9125-5121) (035-091-9125-5123) (035-091-9125-5124) (035-091-9125-5090) 035-091-9125-5208) 035-091-9125-5028) 035-091-9125-1002) 035-091-9125-1115) 035-091-9125-1120) 035-091-9125-1125) 035-091-9125-1126) 035-091-9125-1130) (035-091-9130-5139) (035-091-9130-5145) (035-091-9130-5146) (035-091-9130-5178) 85) Emergency Assis- tance Fund (035-091-9138-5158) $126,000 195,000 134,585 49,554 4,450 3,783 2,904 192 435 2,000 5,400 3,000 9,000 300 8,950 10,000 70,477 6,300 5,340 3,978 288 670 529,873 138,000 191,508 10,000 45,000 86) Parent/ Community Drug Prevention 87) Operation Bootstrap Admin. 88 Adolescent Detoxification 89 Comprehensive Needs Assess- ment - Youth 90) Temporary Employee Wages 91) Parking Lot Income 92) CDBG Entitlement 93) Parking Lot Income 94) Other Program Income-RRHA 95) Lease Payment - Cooper Indus. 96) Loan Payment - NNEO - 810 Loudon 97) Coca Cola UDAG Repayment 98) Loan Payment - Chemical and Paper Service 99 Interest on Float Loan (035-091-9138-5210) (035-091-9138-5212) (035-091-9138-5213) (035-091-9138-5214) 035-091-9139-1004 035-035-1234-9102 035-035-1234-9201 035-035-1234-9202 035-035-1234-9203 035-035-1234-9206 6,375 10,969 30,225 5,000 5,810 32,477 1,767,000 16,667 60,000 13,333 (035-035-1234-9209) 2,881 (035-035-1234-9210) 400,000 (035-035-1234-9215) 564 (035-035-1234-9221) 21,645 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. CITY CLE !S OFF CE Roanoke, Virginia June 24, 1991 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Acceptance of 1991-92 Community Development Block Grant (CDBG) Entitlement and Appropriation of Funds for CDBG Activities Background: City Council authorized filing a CDBG application to the Department of Housing and Urban Development (HUD) for FY 1991-92 on May 13, 1991 by Resolution No. 30508-51391. HUD approval of the City's FY 1991-92 CDBG application was received in a letter dated June 19, 1991 (see Attachment A). Ce Grant approval is for the amount requested by the City, or $1,767,000. This report includes $515,090 in expected CDBG program income from parking receipts, Housing Authority rehabilitation loan repayments, Cooper Industries land lease, Coca-Cola UDAG loan repayment and interest payment from Downtown Associates for a short-term loan. CDBG Entitlement Program Income Total Appropriation $1,767,000 $ 515,090 $2,282,090 Additionally, $348,541 needs to be transferred from older projects and unprogrammed program income, to projects included in the FY 1991-92 CDBG program. II. Recommendation: Recommendation is that City Council: Adopt a resolution accepting the FY 1991-92 CDBG funds approved by HUD and authorizing the City Manager to execute the requisite Grant Agreement, Funding Approval, and any other forms required by HUD on behalf of the City in order to accept such funds; and Mayor and Members of City Council Page 2 Appropriate $2,282,090 to revenue and expenditure accounts in the Grant Fund to be established by the Director of Finance ($1,767,000 CDBG entitlement and $515,090 projected program income) as detailed in Attachment B; and Transfer $348,541 from older accounts to Grant Fund accounts as detailed in Attachment C. Respectfully submitted, W. Robert Herbert City Manager attachments WRH/MTP CC: Assistant City Manager City Attorney Director of Finance Director of Public Works Director of Human Resources Chief of Economic Development Chief of Community Planning City Engineer Building Commissioner Grants Monitoring Administrator FROM:US HUD RICH OFFICE TO: JUN 19. 1991 ?:2?AM ATTACHMENT A U.S. ~m~ o! #~u~ s.~ U~n P.O. ~x 10170 ~ N. 8~ S~elt, l~t RIc~d, VA ~240-~8 .Mr. W. Robert Herbert City Manager 215 Church Avenue, S. Roanoke, VA 24011 Dear Mr. Herbert: I am pleased to transmit to you the Fiscal Year 1991 Community Development Block Grant (CDBG) for the City of Roanoke in the amount of $1,783,000. This amount includes $16,000 of Fiscal Year 1990 that was held back from your previous award. The program year for Roanoke began on June l, 1991. Enclosed is the Grant Agreement and Funding Approval (three copies of HUD-?082), which constitutes the contract between the Department of Housing and Urban Development and City of Roanoke. Failure to execute and return the grant agreement within 60 days of the transmittal date may be~ deemed to constitute rejection of the grant and cause for HUD to determine that the funds are available for reallocation to other grantees. In order to establish a line of Credit for the Fiscal Year 1991 grant, it will be necessary for you to execute and return two copies of the Grant Agreement. In addition, if there is a need to delete or add individuals authorized to access the Voice Response System (VRS), a VRS Security Access Authorization For~ (HUD-27054) must be prepared, notari~ed, and returned to this office with the Grant Agreement. Also, if there is a need to establish or change the depository account to which these grant funds are to be wired, a Direct Deposit Sign-Up Form (SF-1199A) must be completed by you and your financial institution and mailed to this office. Upon receipt of the executed Grant Agreement (two copies) and other forms required to establish your Line of Credit, HUD will transmit to you the assigned Voice Response project number for this grant. You are reminded that ce=tain activities are subject to the provisions of 24 CFR Part 58 (Environmental Review Procedures for the Community Development Block Grant Program). Funds for such activities may not be obligated or expended unless the release of funds has been approved in writing by HUD. A request for the release of funds must be accompanied by an environmental certification. FROM:US HUD RICH OFFICE TO: JUN 19, 1991 ?:28AM ~241 P.03 You are also reminded that your Grantee Performance report for the 1990 Program Year is due in this office no later than August 30, 1991. If you have any question or desire assistance in connection with this letter or other items related to the CDBG program, please contact Linda Shively, Community and Economic Development Representative of this office at (804) 771-2986. Enclosures Very sincerely yours, Manage~ ATTACHMENT B Itemized Expenditures for CDBG Fiscal Year 1991-92 Funds Account No. Item Description Amount 035-091-9110-5035 5036 5048 5047 5034 5072 5073 5074 035-091-9115-0000 5081 5085 5095 1002 1115 1120 1125 1126 1130 2020 2035 7015 RRHA General Admin (RRHA) Limited Critical Repair Support Operation Paintbrush Support Shaffer's Crossing Home Ownership Assistance Support Neighborhood Stabilization Support Mod Rehab SRO Support Downtown East Garage Support City CDBG Admin Travel/Educ-Grants Compliance Materials (Grants Compliance) Consultant Services Personnel Services Etc. ICMA Retirement FICA Hospitalization Insurance Dental Insurance Life Insurance Telephone Expendable (<$500) Management Services $ 65856 $136 980 $ 26440 $ 26965 $ 24 035 $ 72095 $ 26445 $ 54 746 $433,562 $ 2,884 4,720 10,000 $ 58,804 5,775 4,472 2,904 192 515 4,000 331 3,670 $ 98,267 035-091-9118-0000 5088 1002 1115 1120 1125 1126 1130 Housing Development Administration Travel/Educ/Memberships (Housg) Salaries ICMA Retirement FICA Hospitalization Insurance Dental Insurance Life Insurance $ 1,894 $ 35,716 $ 3,215 $ 2,732 $ 2,983 $ 192 $ 314 $ 47,046 1 Attachment B Account No. 035-091-9120-0000 5101 5102 5103 5108 5111 5115 5078 5079 1002 1115 1120 1125 1126 1130 035-091-9125-0000 5120 5121 5123 5124 5090 5208 5028 1002 1115 1120 1125 1126 1130 Item Description Housing Limited Critical Repair Operation Paintbrush Housing Marketing Demolition Code Enforcement - Nonsalary Home Ownership Assistance Neigh Stabil & Enhance Prog Mod Rehab SRO Amount $ 36 874 30 000 7 000 5 725 8 250 $126000 $195 000 $134 585 Personnel Services Etc. (Code Enf) 49,554 ICMA Retirement $ 4,450 FICA $ 3,783 Hospitalization Insurance $ 2,904 Dental Insurance $ 192 Life Insurance $ 435 $604,752 Neighborhood Partnership Supplies/Telephone/Printing $ 2,000 Program Development $ 5,400 Travel and Education - Staff $ 3,000 Travel and Education - Citizens 9,000 Equipment 300 Special projects $ 8,950 Neighborhood Development Grants $ 10,000 Salaries ICMA Retirement FICA Hospitalization Insurance Dental Insurance Life Insurance 70,477 6,300 5,340 3,978 288 670 $125,703 035-091-9130-0000 5139 5145 5146 5178 Economic Development Coca Cola Secl08 Repayment Shaffers Crossing Deanwd/Shaffers 108 Repayment Small Business Development 529,873 138,000 191,508 10,000 $869,381 2 Attachment B 035-091-9138-0000 5158 5210 5212 5213 5214 Human Resources Programs Emergency Assistance Fund $ 45,000 Parent/Community Drug Prevent. 6,375 Operation Bootstrap Admin 10,969 Adolescent Detoxification 30,225 Comprehensive Assessment 5,000 $ 97,569 035-091-9139-0000 1004 Drug/Alcohol Abuse Council Temporary Employee Wages 5,810 5,810 $2,282,090 Sources of Funding 035-035-1234-9201 9202 9203 9206 9207 9209 9210 9215 9221 CDBG Entitlement $1,767,000 Parking Lot Income 16,667 Other Program Income - RRHA 60,000 Lease payment - Cooper Industries 13,333 Williamson Road Garage Income -0- Loan Payment - NNEO - 810 Loudon 2,881 Coca Cola UDAG Repayment 400,000 Loan Payment - Chem & Paper Serv 564 Interest on Float Loan 21,645 $2,282,090 ATTACHMENT C CDBG Account Transfers: Azalea Gardens-pub impr (035-089-8937-5204) $(156,000) Demolition (035-089-8920-5108) $ 34,275 Stabilize Old First Baptist (035-089-8937-5215) $ 48,500 L/M Housing Downpayment Asst (035-089-8920-5216) $ 50,000 Loudon Ave New Houses (035-089-8920-5217) $ 23,225 Historic Building Loans (035-089-8937-5169) $(25,000) TAP Customized Job Training (035-089-8938-5218) $ 25,000 Neighborhood Plans (035-089-8937-5163) WVA Revolving Loan Fund (035-089-8930-5174) $( 20,000) $ 20,000 Private Loan Program (035-089-8920-5105) $(21,000) Neighbor Based Service Deliv (035-089-8925-5125) $( 3,000) Home Ownership Assist (035-089-8920-5115) $ 24,000 Preserv. Tech. Assistance (035-089-8937-5170) $(10,000) Mini-grants (035-089-8925-5122) $ 10,000 Unprogrammed CDBG accounts transfers: Unprog CDBG - Wmsn Rd Garage (035-089-8940-5182) Unprog CDBG - Park Lot Income(035-089-8940-5183) Unprog CDBG - Other Loan Repay(035-089-8940-5186 Unprog CDBG - NNEO Loan Repay (035-089-8940-5187 Unprog CDBG - F&W Interest Pay(035-089-8940-5188 Unprog CDBG - Other (035-089-8940-5189) Unprog CDBG - Home Purchase (035-089-8940-5192) Limited Critical Repair (035-089-8920-5101) Unprog CDBG - Wmsn Rd Garage (035-090-9040-5182) Parking Lot Income (035-035-1234-9102) Limited Critical Repair (035-090-9020-5101) $( 7,175) $(41,442) $( 6,324) $( 100) $ 12,750) $ 583) $ 200) $ 68,574 2,075) 32,477) 34,552 Unprog CDBG - Park Lot Income (035-089-8940-5183 $(10,415) Mod Rehab SRO Project (035-089-8920-5079) $ 10,415 MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue. S w, Room 456 Roa0oke, Virgm~a 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C*:y Clerk File #60-246-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30591-62491 amending and reordaining certain sections of the 1990-91 Consortium Fund Appropriations, providing for appropriation of additional funding, in the amount of $2,500.00, to provide funds for the purchase of a personal computer for the Fifth District Employment and Training Consortium to be used for the Adult Literacy Training Program. Ordinance No. 30591-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP:ra E~C. pc: Mr. W. Robert Herbert, City Manager Mr. James D. Ritchie, Director of Human Resources Ms. Carolyn H. 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 IN THE COUNCIL OF THK CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. ' No. 30591-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Consortium 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 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 (1) ........................................... $2,023,869 Revenue Fifth District Employment & Training Consortium - FY91 (2) ........................................... 1) Equipment 2) Adult Literacy Grant State Revenue (034-054-9171-8019) $2,500 (034-034-1234-9175) 2,500 $2,023,869 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. C.~l¥ CL£~tC~ OFFICE '91 ,IL 20 June 24, 1991 Roanoke, Virginia Honorable Mayor and City Cooncil Roanoke, Virginia Members of Council: Funding for the Fifth District Employment and Training Consor tiun Total Action Against Poverty (TAP) is providing Adult Literacy Training for the State Departmmnt of Education (DOE) to certain jurisdictions within the Fifth Plar~aing District. The Fifth District Employment and Training Consorti~n (FDETC) is the administrative pass through of funds for operation. Jurisdictions include Roanoke and Alleghany Counties, as well as the cities of Salem, Covington and Clifton. The school divisions of Roanoke City, Craig and Botetourt Counties elected to directly serve persons residing within their respective jurisdictions. City of Roanoke is the grant recipient for Consorti~n funding. City Council must appropriate the funding for all grants the Consortium receives. II. CURRENT SITUATION State Department of Education has awarded additional funding to the FDETC for grant administration in the amount of $2 500.00 to purchase a personal computer for recordkeeping of DOE's required data. III. ISSUES A, Program O~erations City Council Rmport June 24, 1991 Page 2 IV. AI~I'~LNATIVE S Appropriate the Consortium's additional fundin~ of $2,500.00 and increase the revenue estimate by $2,500.00 in accounts to be established by the Director of Fipmnce. Program Operation - Existing programs will continue, planned programs will be implemented and new programs will be initiated by the Consortium's Policy Board and Private Industry Council. Fundin~ - Increased funding is available from the grantor agencies, at no cost to the city. 3. ~ - Irmmdiate action will allow progr~ns to continue and be ccmpleted in planned timefrmnes. Do not appropriate the Consortium's additional funding of $2,500.00 and increase the revenue estimate by $2,500.00 in accounts to be established by the Director of Finance. 1. Program Operation - Planned and additional programs to serve participants would be delayed. 2. Funding - Not a factor. 3. Timing - Delay will cause late start-up of progr~ns and under- expenditure of available funds. V. RE~TION Approve Alternative A: Appropriate the Consorti~n's additional fundin~ of $2,500.00 and increase the revenue estimate by $2,500.00 in accounts to be established by the Director of Finance. JDR:nd cc: Director of Finance City Attorney Respectfully submitted, W. Robert Herbert City Manager 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 June 26, 1991 SANORA H. EAKIN Deputy CiTy Clerk File #60-27-405 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30592-62491 amending and reordaining certain sections of the 1990-91 General, Sewage, and Capital Funds Appropriations, providing for appropriation of cer- tain funds in connection with services of a consultant for a Stormwater Management Survey and Storm~ater Discharge Permits. Ordinance No. 30592-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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. Charles ~. Huffine, City Engineer Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Barry L. Key, Manager, Office of Management and Budget IN '£~ COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. . No. 30592-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General, Sewage, and Capital Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to Government of the exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1990-91 General, Sewage, and Capital Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund A ro iat'ons Nondepartmental Miscellaneous (1) ................................. Contingency - General Fund (2). Transfers to Other Funds (3)...~]]~]~]~ $12,953,003 69,781 599,005 11,429,213 Sewa e Fund A ro 'at'ons NPDES Industrial Permit Applications (4) .......... Retained Earninqs Retained Earnings - Unrestricted (5) .............. $ 10,000 $14,837,567 A ro r'ations Sanitation NPDES Industrial Permit Applications (6-7) ........ Capital Improvement Reserve Capital Improvement Reserve (8) ................... Public Improvement Bonds - Series 1988 (9) ........ $17,716,551 191,000 (7,746,014) 519,824 805,759 1) Miscellaneous 2) Contingency 3) Transfers to Capital 4) Approp. from General Revenue 5) Retained Earnings - Unrestricted 6) Approp. from Bonds 7) Approp. from 8) 9) (001-004-9140-2170) (001-002-9410-2199) (001-004-9310-9508) (003-056-8455-9003) (003-3336) (008-052-9673-9001) General Revenue (008-052-9673-9003) Storm Drain (008-052-9575-9176) Storm Drain (008-052-9603-9176) $( 53,447) (55,134) 108581 10 000 ( 10 000) 54 070 127 017 (18,436) ( 54 o70) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Individual Industrial Stormwater Discharge Permits, Fund Transfer Roanoke, Virginia June 24, 1991 I. BackMround: EPA Regulations on stormwater quality were published in the Federal Register on November 16, 1990. These regulations require certain municipalities (100,000 + population) to sub- mit Municipal Stormwater Discharge Permit Applications. Additionally, a number of industrial categories, including municipal operations, must submit Individual Industrial Permit Applications by May 18, 1992. Briefing report was submitted to City Council on May 20, 1991 on the EPA Stormwater Discharge Permit process and funding required for consultant services. Total cost of the Stormwater Management Survey and Stormwater Permits is $201~000.00. Funding sources are identified in Attachment A. II. Current Situation: A. Request for Proposals were advertised on May 26, 1991 for mapping services and for permit consultants. Recommendations for consultants requiring City Council appro- val will not be completed until after July 1, 1991. Therefore, funds need to be transferred into a capital account to ensure adequate funds are available when needed. III. Issue~: A. LeEal B. Availability of funds IV. Alternatives: Authorize the Director of Finance to transfer funds as iden- tified in Attachment A to a capital account entitled NPDES Industrial Permit - Applications. 1. Legal requirements for completing applications by May, 1992 will not be jeopardized. 2. Availability of funds when staff recommends the reten- tion of consultant will be ensured. Page 2 Ve WRH/JAP/mm Attachment A Be Do not authorize the Director of Finance to transfer funds into an account entitled NPDES Industrial Permit-Applications. Legal requirement to complete applications by May, 1992 could be jeopardized; possibly resulting in fines up to $10~000.00 per day. Availability of funds when staff recommends the reten- tion of consultant would not be ensured. Recommendation is Alternative "A" to appropriate funds as iden- tified in Attachment A to a new capital project fund account to be entitled "NPDES Industrial Permit - Applications". Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer ATTACHMENT A Stormwater Management Survey and Permits a) Miscellaneous Refunds #001-004-9140-2170 b) Contingency Reserve #001-002-9410-2199 c) Capital Improvement Reserve - Storm Drain Account #008-052-9575-9176 d) Public Improvement Bond - Series 1988 Storm Drain Account #008-052-9603-9176 e) Sewage Fund ADDITIONAL FUNDS REQUIRED FUNDS PREVIOUSLY EXPENDED TOTAL COST $53,447.00 $55,134.00 $18,436.00 $54,070.00 $10,000.00 $191,087.00 9,913.00 $201,000.00 * $9~915.00 has already been expended from Account #008-052-9582 to fund a portion of the Stormwater Project. The expenditures incurred should be transferred to a new capital project account entitled "NPDES Industrial Permit - Applications". 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 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-27 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30593-62491 amending and reordaining certain sections of the 1990-91 Sewage Fund Appropriations, providing for appropriation of $350,000.00 from Sewer Fund Retained Earnings Unrestricted to Utility Line Services and Meter Maintenance, in order to balance Sewer Lateral Maintenance accounts for the remainder of fiscal year 1990-91. Ordinance No. 30593-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, · Mary F. Parker, CMC/AAE City Clerk MFP : r a 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. Jessee ~. Perdue, Manager, Utility Line Services Mr. Barry L. Key, Manager, Office of Management and Budget IN '£~ COUNCIL OF T~i~ CItY OF ROBOI~, VIRGINIA The 24th Day of June, 1991. 'No. 30593-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Sewage 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 Sewage Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: A r r'ations Sewage Lateral Maintenance Internal Services (1-2) ............................ $ 1,565,300 1,410,000 Retained Earnings Retained Earnings - Unrestricted (3) ............... 1) Utility Line Services 2) Meter Maintenance 3) Retained Earnings - Unrestricted (003-056-3170-7020) (003-056-3170-7026) (003-3336) $ 230,000 120,000 (350,000) $14,497,567 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. RECEJYED CITY CL?',-~S OFFICE Pa:51 Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Balancing of the Sewer Lateral Maintenance Accounts for Remainder of FY 90-91 I. BackKround: mo Sewer Lateral Maintenance accounts in the Sewer Fund will need $350t000 to be adequately funded for the remainder of FY 90-91. These funds are used to reimburse the Utility Line Services Department for sewer maintenance work. Fundin~ fell short due to the Utility Line Services Department's billing rate increase effective July 1, 1990 and increased sewer maintenance activity for infiltration and inflow abatement. Unusual warm winter permitted an increase in sewer maintenance activities. Funds need to be appropriated from Sewer Fund Retained Earnings to the Sewer Maintenance accounts. Council authorization is needed to appropriate the necessary funds. II. Issues in order of importance: 1. TiminK 2. Need 3. Fundin~ III. Alternative: Council appropriate $350t000 from Sewer Fund Retained Earnings to Sewer Line accounts as follows: Utility Line Services 003-056-3170-7020 Meter Maintenance 003-056-3170-7026 $230,000 $120,000 TiminK is essential to fund these accounts before the remainder of FY 90-91 expires. Page 2 o Need to have necessary funds available and balance the Sewer Maintenance accounts will be met. 3. Funding is available in the Sewer Fund Retained Earnings. Council not authorize the appropriation of $350~000 from Retained Earnings to balance the Sewer Line Maintenance accounts. 1. Timing is a moot issue. 2o Need to properly fund the accounts for the remainder of FY 90-91 will not be met. 3. Funding is not needed. IV. Recommendation: Council concur with Alternative "A" appropriating $350,000 from Sewer Fund Retained Earnings to Utility Line Services account 003-056-3170-7020 in the amount of $230~000 and Meter Maintenance account 003-056-3170-7026 in the amount of $120,000. Respectfully submitted, City Manager WRH:SLW:afm CC: City Attorney Director of Finance Director of Utilities & Operations Manager, Sewage Treatment Plant Manager, Utility Line Services MARY F. PARKER Oty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 21S Church Avenue, S W, Room 4S6 Roanoke, Virginia 24011 Telephone: {703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-183 Mr. Joel ~. $chlanger Director of Finance Roanoke, Virginia Dear Mr. Sc~langer: I am attaching copy of Ordinance No. 30594-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for the transfer of $77,000.00 from certain accounts to Motor Vehicle Maintenance, to provide ade- quate funds for motor vehicle maintenance fees for the remainder of fiscal year 1990-91. Ordinance No. 30594-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc. pc: Mr. W. Robert Herbert, City Manager ~r. William F. Clark, Director of Public Works Mr. Donald E. Keaton, Manager, Refuse Collection ~r. James A. McClung, Manager, Motor Vehicle Maintenance Mr. Barry L. Key, Manager, Office of Management and Budget RECEIVED CITY CLEP~$ '91 dUN 1~ P4:44 Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Funds for Motor Vehicle Maintenance I. Background: ae Refuse Collection Department has approximately 45 pieces of mechanical equipment requiring maintenance. Funds of $455,245 were appropriated in the Motor Vehicle Maintenance Account for FY 90-91 to cover projected average repair costs. II. Current Situation: Refuse Department has several older model vehicles that required repairs to engines, transmissions, rear axles and tailgates on bodies. The replacement of older vehicles has been reduced the past 2-3 years requiring unexpected major repairs to our fleet. Be Major repair bills have caused a budget shortfall of $77,000. III. Issues: A. FundinK. B. TiminK. IV. Alternatives: ao Transfer adequate fundin~ for Motor Vehicle Maintenance in the amount of $77,000 to Account No. 001-052-4210-7025. FundinK is available from under-expenditures in Motor Vehicle Maintenance accounts in other departments which can be transferred to the Refuse Collection department. These other departments include: Street Maintenance, Building Maintenance, Police Patrol, Fire Department Operations, and Grounds Maintenance. Honorable Mayor and City Council Page 2 2o Timin~ is critical in that outstanding Motor Vehicle Maintenance fees must be paid during this fiscal year. B. Do not transfer adequate funding. Funding is not adequate, Motor Vehicle Maintenance fees would not be paid. Refuse Department budget would be in deficit status. Timin~ - Motor Vehicle Maintenance fees would not be paid when due. Recommendation is that City Council transfer $77,000 to Refuse Department Motor Vehicle Maintenance Account 001-052-4210-7075 from the following accounts: Street Maintenance Department Account No. 001-052-4110-7025 $33,000 Building Maintenance Department Account No. 001-052-4330-7025 13,000 Police Patrol Account No. 001-050-3113-7025 15,000 Fire Department Operations Account No. 001-050-3213-7025 12,000 Grounds Maintenance Account No. 001-050-4340-7025 4~000 $77~000 Respectfully submitted, W. Robert Herbert City Manager WRH:DEK:pr CC: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Donald E. Keaton, Manager, Refuse Collection IN '1'1-1.~ COUNCIL OF '£~ CITY OF ROANOKe, VIRGINIA lhe 24th Day of June, 1991. 'No. 30594-62491. 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 hereby, amended and reordained to read as follows, same are in part: Appropriations Public Safety Police Patrol (1) .... Public Works Street Maintenance (3) Building Maintenance (5) ........................... Grounds Maintenance (6) ............................ $28 612,429 6 117,230 10 028,450 19 165,380 2 511,747 4 460,753 2 961,797 3 039,575 1) Motor Vehicle Maintenance 2) Motor Vehicle Maintenance 3) Motor Vehicle Maintenance 4) Motor Vehicle Maintenance 5) Motor Vehicle Maintenance 6) Motor Vehicle Maintenance 001-050-3113-7025' 001-050-3213-7025 001-052-4110-7025 001-052-4210-7025 001-052-4330-7025 001-050-4340-7025 $(15,000) (12,000) (33,000) 77,000 (13,000) ( 4,000) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room456 Roanoke, V~rgm~a 2401 ~ Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #472-282-144 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Resolution No. 30596-62491 accepting the bid of Solid Waste Equipment Company to supply one new recycling truck, in the total amount of $76,755.00. Resolution No. 30596-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP:ra Enc. pc: Mr. Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Mr. Donald E. Keaton, Manager, Refuse Collection Ms. Laura K. Wasko, Recycling Coordinator 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 ~anagement and Budget MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, Vlrglnla 24011 TeJephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #472-282-144 ~r. C. V. Hall, III Vice President - Operations Solid Waste Equipment Company 306 South Leadbetter Road Ashland, Virginia 23005 Dear .Mr. Hall: I am enclosing copy of Resolution No. 30596-62491 accepting the bid of Solid ~aste Equipment Company to supply one new recycling truck, in the total amount of $76,755.00. Resolution No. 30596-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/aAE City Clerk MFP : r a Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chu?ch Avenue, S W, Room 456 Roanoke, V~rg~n~a 24011 Telephone: (703) 9B~-2541 June 26, 1991 SANDRA H, EAKIN Deputy C~ty Clerk File #472-282-144 Mr. Henry F. Holloman President Wilbur Truck Equipment, [nc. 8100 Alban Road Springfield, Virqinia 22150 Dear Mr. Holloman: I am enclosing copy of Resolution No. 30596-62491 accepting the bid of Solid Waste Equipment Company to supply one new recycling truck, in the total amount of $76,755.00. Resolution No. 30596-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the Mayor and Members of City Council, [ would like to express appreciation for submitting your bid 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, $ W, Room 456 Roanoke, Vsrgm~a 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #472-282-144 Mr. Timothy Fondy Product Manager Dempster, Inc. P. O. Box 1388 Highway 123 Toccoa, Georgia 30577 Dear Mr. Fondy: I am enclosing copy of Resolution No. 30596-62491 accepting the bid of Solid Waste Equipment Company to supply one new recycling truck, in the total amount of $76,755.00. Resolution No. 30596-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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, ~~ Mary F. Parker, 04C/.4AE City Clerk MFP:ra Enc. IN THE COUNCIL OF THE CITY OF The 24th Day of June, 1991. No.' 30596-62491. ROANOKE, VIRGINIA, A RESOLUTION accepting a certain bid made to the City for furnishing and delivering one new recycling truck, and rejecting all other bids made to the City. one and as set forth in which bid is on ACCEPTED. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The bid of Solid Waste Equipment Co., offering to supply new recycling truck, meeting all of the City's specifications requirements therefor, for the total bid price of $76,755.00, the City Manager's report dated June 24, 1991, file in the Office of the City Clerk is hereby 2. The City's Manager of General Services is hereby author- ized to issue the requisite purchase order therefor, incorporat- the terms of said of this resolu- ing into said order the City's specifications, bidder's proposal and the terms and provisions tion. 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 C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, V~rg~n~a 24011 Telephone: (703) 981-2541 June 26, 1991 SANORA H. EAKIN Deputy C~:y Clerk File #60-472-282-144 Mr. Joel ~. Schlanqer Director of Finance Roanoke, Virginia Dear Mr. Schlanger: ! am attaching copy of Ordinance No. 30595-62491 amending and reordaining certain sections of the 1990-91- General Fund Appropriations, providing for the appropriation and transfer of certain funds, in connection with the purchase of one new recycling truck, one radio and a car vision system. Ordinance No. 30595-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eric . pc: Mr. W. Robert Herbert, City ~anager Mr. William F. Clark, Director of Public Works Mr. Donald E. Keaton, Manager, Refuse Collection Ms. Laura K. Wasko, Recycling Coordinator 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 IN THE COUNCIL OF THE CI1~ OF ROANOKE, VIRGINIA The 24th Day of June, 1991. .No. 30595-62491. 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 o~ 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) .................... Revenue Accounts Receivable - Regional Solid Waste Management Board (3) ............................. Misc. Revenue - Regional Solid Waste Management Board (4) ........................................ 1) Other Equipment 2) Equipment Replacement Contingency 3) Accounts Receivable - RSWMB 4) Misc. Revenue - RSWMB (001-052-4210-9015) $ 79,970 (001-002-9410-2202) (53,106) (001-1257) 26,864 (001-020-1234-0859) 26,864 $19,267,115 4,512,488 12,253,736 78,020 $ 26,864 26,864 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. RECEIVED I~iTY CLERKS OFFICE ,J 19 P4:45 Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bids on Recycling Truck, Bid Number 91-5-102 and Appropriation of Funds This is to concur in the Bid Committee,s report relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager DEK:mc pc: City Attorney Director of Finance Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bids on Recycling Truck, and Bid Number 91-5-102 and Appropriation of Funds I. Backaround: December 17, 1990 City Council designated Funds in the Capital Maintenance and Equipment Replacement Program to provide for the purchase of a recycling truck. Included in those designated funds is appropriate radio equipment and a car vision system. May 30, 1991 specifications were developed on. the recycling truck and along with request for quotations, were sent to seventeen (17) vendors currently listed on the City's bid list. A public advertisement was also published in the Roanoke Times and World News. Radio, necessary for appropriate communications, is available under an existing price agreement for the cost of $1.240.00. Car vision system for the recycling truck, a system that allows the truck driver to see what is behind the truck, is available from a sole source supplier for the amount of $1.975.00. Bids, for the recycling truck, were received after due and proper advertisement until 2:00 p.m. Monday June 10, 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. Four (4) bids were received for the recycling truck. Bid tabulation is attached. Honorable Mayor and City Council Bid Number 91-05-102 Page 2 Be Ce Ail bids received were evaluated in a consistent manner by representatives of the following departments: Refuse Collection Fleet Maintenance General Services The lowest bid on the recycling truck, an alternate bid number 1, as submitted by Dempster Systems took exceptions to the engine horsepower, transmission, front and rear axle rating, front and rear axle air pressure gauge, no spare wheel and tire, no premium off road tires, no engine coolant and air driver, which is substantial and cannot be waived as an informality. The second lowest bid was an alternate bid number 2 submitted by Dempster Systems took exception to engine coolant heater, front and rear axle air pressure gauges, engine horsepower, transmission and hydraulic system, which is substantial and cannot be waived as an informality. The third lowest bid to meet specifications is submitted by Solid Waste Equipment Company to provide one (1) new recycling truck, including bond, for a total cost of $76.755.00. III. Issues: A. Need B. Compliance with Specifications C. Fund availability IV. Alternatives Council accept the lowest bid that meets specifications, as submitted by Solid Waste Equipment Co. to provide and deliver one (1) new recycling truck in accordance with City specifications for the total amount, including bond, of $76.755.00. Council also authorize the appropriation of funds to purchase a radio and a car vision system for the combined cost of $3,215.00. Honorable Mayor and City Council Bid Number 91-05-102 Page 3 Ve 1. Need - The recycling truck will provide the continuation of an efficient and effective recycling program. The radio and car vision system provides for effective communications and safety. 2. Compliance with specifications. The bid from Solid Waste Equipment Co. on the recycling truck, the radio and the car vision system meets all required City specifications e Fund availability - Total cost of the recycling truck, including radio and vision system is $79.970.00. A grant sponsored by the Regional Solid Waste Management Board will provide 35% of the funds needed, or $26,864.00. The'remainder of the funds $53,106.00 necessary for purchase of the recycling truck with radio and vision system is designated in the General Fund Contingency Equipment Replacement Account. Be Reiect bids on recvclin~ truck and not appropriate funds for radio and car vision system. Need - The continuation of the recycling program would not be accomplished in the most effective.and safest manner. 2. Compliance with specifications would not be an issue in this alternative. Fund availability designated funds would not be expended with this alternative. Be Council concur with A%ternat~ve "A" - accept the lowest bid that meets specifications as submitted by Solid Waste Equipment Co. and authorize the issuance of a purchase order for one (1) new recycling truck for a total cost, including performance bond of ~_~. Transfer $53,106.Q0 from General Fund Contingency Equipment Replacement Account Number 001-002-9410-2202 to Refuse Collection Account Number 001-052-4210-9015 to provide for the purchase of a recycling truck, one (1) radio and car vision system. Honorable Mayor and City Council Bid Number 91-5-102 Page 4 Ce Appropriate an additional $26,~64.00 to Refuse Collection Account Number 001-052-4210-9015 and establish an accounts receivable for that amount. Respectfully submitted, Committee: Donald E. Keaton D. Darwin Roupe ~ DEK:mc pc: City Attorney Director of Finance 4-(> 00~ > a, WO m I OLd >-7 W"O n © 0 MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W ,Room 456 Roanoke, Vlrglma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #472-282-144 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Resolution No. 30598-62491 accepting the bid of Zarn Inc., to provide and deliver to the City 4,500 - 32 gallon, two-pod recycling carts, in the total amount of $95,400.00; and accepting the bid of Piper Casepro to provide and deliver to the City 3,000 - 18 to 20 gallon recycling bins, in the total amount of $12,600.00. Resolution No. 30598-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, ~ary F. Parker, G~IC/AAE City Clerk MFP:ra Enc. pc: Mr. Mr. Joel ~. Schlanger, Director of Finance William F. Clark, Director of Public Works Mr. Donald ~. Keaton, Manager, Refuse Collection ~s. 5aura K. Wasko, Recycling Coordinator 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, S W,Room456 Roanoke, Virg~ma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy CiTy Clerk File #472-282-144 Ur. Frank J. Carney Vice President Zarn, Inc. P. O. Box 1350 Reidsville, North Carolina 27320 Dear Mr. Carney: ~ am enclosing copy of Resolution No. 30598-62491 accepting the bid of Zarn Inc., to provide and deliver to the City 4,500 32 gallon, two-pod recycling carts, in the total amount of $95,400.00. Resolution No. 30598-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. $incereZy, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eric. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room456 Roapoke. Virginia 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #472-282-144 Ms. Mary T. Vitulli Recycling Manager Piper Casepro 2517 Highway 35, Suite 101N Manasquan, New Jersey 08736 Dear Ms. Vitulli: I am enclosing copy of Resolution No. 30598-62491 accepting the bid of Piper Casepro to provide and deliver to the City 3,000 - 18 to 20 gallon recycling bins, in the total amount of $12,600.00. Resolution No. 30598-62491 was adopted by the Council of the City of Roanoke at a regular $eeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, C~C/AAE City Clerk ~IFP : ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chlafch Avenue, S W, Room 456 Roanoke. Virginia 24011 Telephone: (70]) g81-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #472-282-144 Ms. Deborah D. Bergen Sales Administrator Rehriq Pacific Company 1738 West 20th Street Erie, Pennsylvania 16502 Dear Ms. Bergen: I am enclosing copy of Resolution No. 30598-62491 accepting the bid of Zarn Inc., to provide and deliver to the City 4,500 32 gallon, two-pod recycling carts, in the total amount of $95,400.00; and accepting the bid of Piper Casepro to provide and deliver to the City 3,000 18 to 20 gallon recycling bins, in the total amount of $12,600.00. Resolution No. 30598-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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, 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, Virgm~a 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Del)uty City Clerk File #472-282-144 Ms. Rebecca L. Brandl Product Manager Lewis Systems 128 Hospital Drive ~atertown, ~isconsin 53094 Dear Ms. Brandl: I am enclosing copy of Resolution No. 30598-62491 accepting the bid of Zarn Inc., to provide and deliver to the City 4,500 32 gallon, two-pod recycling carts, in the total amount of $95,400.00; and accepting the bid of Piper Casepro to provide and deliver to the City 3,000 - 18 to 20 gallon recycling bins, in the total amount of $12,600.00. Resolution No. 30598-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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, 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, V~rgm~a 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #472-282-144 Mr. Robert A. Bankert Vice President Mid-State Equipment Company P. O. Box 249 Buchanan, Virginia 24066 Dear Mr. Bankert: I am enclosing copy of Resolution No. 30598-62491 accepting the bid of Zarn Inc., to provide and deliver to the City 4,500 - 32 gallon, two-pod recycling carts, in the total amount of $95,400.00; and accepting the bid of Piper Casepro to provide and deliver to the City 3,000 - 18 to 20 gallon recycling bins, in the total amount of $12,600.00. Resolution No. 30598-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday. June 24, 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, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. IN THE COUNCIL OF THE CITY OF The 24th Day of June, 1991. No. 30598-62491. ROANOKE, VIRGINIA, A RESOLUTION accepting certain bids made to the City for furnishing and delivering recycling carts and recycling bins, and rejecting all other bids made to the City. BE 1. The bid of Zarn Inc., to the City 4,500 - 32 gallon, total bid price of $95,400.00, IT RESOLVED by the Council of the City of Roanoke that: offering to provide and deliver two-pod recycling carts, for the which bid is on file in the Office of the City Clerk is hereby ACCEPTED. 2. The bid of Piper Casepro to provide City 3,000 - 18 to 20 gallon recycling bins, price of $12,600.00, which bid is on file in City Clerk is hereby ACCEPTED. 3. The City's Manager of General Services is hereby author- ized to issue the requisite purchase orders therefor, incorporat- ing into said order the City's specifications, the terms of said bidders' proposal, as more particularly set forth in the City Manager's report dated June 24, 1991, 4. Any and all other bids made said procurement are hereby REJECTED, directed to notify each such bidder and to express City's appreciation for such bid. and deliver to the for the total bid the Office of the to this Council. to the City for the afore- and the City Clerk is to each the ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Vlrglma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~y Clerk File #60-472-282-144 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30597-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for transfer and appropriation of cer- tain funds in connection with the purchase of recycling carts and recycling bins. Ordinance No. 30597-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. Mr. W. Robert Herbert, City Manager William F. Clark, Director of Public ~rks Mr. Donald E. Keaton, Manager, Refuse Collection Ms. 5aura K. Wasko, Recycling Coordinator 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 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. .No. 30597-62491. AN ORDINANCE to amend and reordain certain sections the 1990-91 General Fund Appropriations, and providing for emergency. WHEREAS, for Government of the exist. of 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: ADDroDriations Public Works Refuse Collection (1) ............................. Non-Departmental Contingency - General Fund (2) .................... Revenue Accounts Receivable - Regional Solid Waste Management Board (3) ............................. Misc. Revenue - Regional Solid Waste Management Board (4) ........................................ 1) Other Equipment (001-052-4210-9015) $108,000 2) Equipment Replacement Contingency (001-002-9410-2202) (70,200) 3) Accounts Receivable - RSWMB (001-1257) 37,800 4) Misc. Revenue - RSWMB (001-020-1234-0859) 37,800 $19,246,380 4,491,753 12,235,516 59,800 $ 37,800 37,800 BE IT FURTHER ORDAINED that, an emergency Ordinance shall be in effect from its passage. existing, this ATTEST: City Clerk. JUt4 19 p4:21 Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bids on Recycling Carts and Bins, Bid Number 91-5-26 and Appropriation of Funds This is to concur in the Bid Committee's report relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert city Manager DEK:mC pc: City Attorney Director of Finance Roanoke, virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bids on Recycling Carts and Bins, Bid Number 91-5-26 and Appropriation of Funds I. Backqround: ae December 17. 1990 City Council designated funds in the General Fund Contingency Equipment Replacement Account to provide for the purchase of recycling carts and bins. Be May 10. 1991 specifications for the recycling carts and bins, along with request for quotations, were sent to five (5) vendors currently listed on the City's bid list. A public advertisement was also published in the Roanoke Times and World News. Bids, for the recycling carts and bins were received after due and proper advertisement until 2:00 p.m. Friday, May 31, 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. Five (5) bids were received for the recycling carts and bins. Bid tabulation is attached. B. Ail bids received, were evaluated in a consistent manner by representatives of the following departments: Refuse Collection General Services The lowest bids meeting specifications is submitted by Zarn Inc. to provide 4,500 - 32 gallon, two pod recycling carts at a cost of $95.400.00 and by Piper Casepro to provide 3,000 - 18 to 20 gallon, recycling bins for a cost of $12,600.00. Total cost $108,000.00. Bids on Recycling Carts and Bins Bid Number 91-5-26 Page 2 III. Issues: IV. A. Need B. Compliance with Specifications C. Fund Availability Alternatives: Council accept the lowest responsible bids, as submitted by Zarn Inc. to provide and deliver 4,500 - 32 gallon, two pod recycling carts for the cost of $95.400.00, and by Piper Casepro to provide and deliver 3,000 - 18 to 20 gallon recycling bins for a cost of $12.600.00. Total cost $108,000.00. 1. Need - The recycling carts and bins will provide for the continuation of an efficient and effective recycling program. Compliance with specifications - The bids from Zarn Inc. and Piper Casepro on the recycling carts and bins meets all required City specifications. Fund availability - Total cost of the recycling carts and bins is $108.000.00. A grant sponsored by the Regional Solid Waste Management Board will provide 35% of the funds needed, or $37,800.00. The remainder of the funds $70,200.00 necessary for purchase of the recycling carts and bins is designated in the General Fund Contingency Equipment Replacement Account. B. Reject bids on recvclina carts and bins. Need - The continuation of the recycling program would not be accomplished in the most effective manner. 2. Compliance with specifications would not be an issue in this alternative. 3. Fund availability - designated funds would not be expended with this alternative. Bids on Recycling Carts and Bins Bid Number 91-5-26 Page 3 Ve Recommendation: ae Council concur with Alternative "A" - accept the lowest responsible bid as submitted Zarn Inc. and authorize the issuance of a purchase order for 4,500 - 32 gallon two pod recycling carts for a cost of $95.400.00 and to Piper Casepro to provide 3,000 - 18 to 20 gallon recycling bins for a cost of $12.600.00. Total cost $108.000.00. Be Transfer $70.200.00 from General Fund Contingency Equipment Replacement Account Number 001-002-9410-2202 to Refuse Collection Account 001-052-4210-9015 to provide for the purchase of recycling bins. ApproDriate an additional $37.800.00 to Refuse Collection Account 001-052-4210-9015 and establish an accounts receivable from the Roanoke Regional Solid Waste Management Board for that amount. Committee: Respectfully submitted, William F. Clark DEK:mc pc: city Attorney Director of Finance Donald E. Keaton D. Darwin Roupe .I J::: U u,~ ,,.-', ,,8 rU('d Z Z OJ ~ ~ U I 0 ,.3' rn u O r, >., ¢ >, r~ 0 >., '0 J ira o 0 U r~ U MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, $ W, Room 456 Roaooke, Vlrglma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #122 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30600-62491 accepting the bids of Safety Roads Material Company, Inc., for guard rails; Reeves Steel, Inc., for aluminum seating planks; and ~illiams Painting and Remodeling, Inc., for painting at the National Guard Armory. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Ur. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Nelson M. Jackson, Manager, Building Maintenance/ Custodial Services Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Mr. D. Darwin Roupe, ,Manager, General Services Mr. Barry L. Key, Manager, Office of Management and Budget MARY E. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, V~rgmla 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA Iq. EAKIN Deputy C~ty Clerk File #122 Ms. Irene Nicholson Sales Manager Safety Roads Material Company, P. O. Box 1021 Goshen, New York 10924 Inco Dear Ms. Nicholson: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Safety Roads Material Company, Inc., for guard rail to be used at the National Guard Armory, in the total amount of $18,800.00. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, ~Iary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY E. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 ChurchAYenue, S W,Room456 Roanoke, V~rgm~a 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #122 Hr. J. Thomas Gibney President Patron International P. O. Box 1421 Bristol, Tennessee 37621 Dear Mr. Gibney: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Reeves Steel, Inc., for aluminum seating planks to be used at the National Guard Armory, in the total amount of $13,470.75. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the ~ayor and Members of City Council, I would like to express appreciation for submitting your bid on aluminum seating planks. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY Ic. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, $ W , Room 456 Roanoke, V~rgm~a 24011 Teieplqone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy Cgy Clerk File #122 Hr. Gary Bliss Sales Representative Reeves Steel, Inc. P. 0. Box 1163 Tampa, Florida 33601 Dear Hr. Bliss: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Reeves Steel, Inc., for aluminum seating planks to be used at the National Guard Armory, in the total amount of $13,470.75. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 1991. Sincerely, Nary F. Parker, CMC/AAE City Clerk MFP : ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chu¢ch Avenue, S W ,Room 456 Roanoke. V~rgm~a 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #122 Mr. ~dward Spears Estimator Outdoor Aluminum P. O. Box 118 Geneva, Alabama 36340 Dear Mr. Spears: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Reeves Steel, Inc., for aluminum seating planks to be used at the National Guard Armory, in the total amount of $13,470.75. Ordinance No. 30600-62491 wa~ adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 1991. On behalf of the ~ayor and ~embers of City Council, I would like to express appreciation for submitting your bid on aluminum seating planks. ~FP:ra Sincerely, ~4ary F. Parker, C~4C/AAE City Clerk Enc. 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) 981-25~ June 26, 1991 SANDRA H. EAKIN Depu:y C~y Clerk File #122 Mr. Patrick J. Whealan ~anager Safeway Steel Products P. O. Box 11308 Richmond, Virginia 23230 Dear ~4r. Whealan: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Reeves Steel, Inc., for aluminum seating planks to be used at the National Guard Armory, in the total amount of $13,470.75. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 1991. On behalf of the ~ayor and Members of City Council, I would like to express appreciation for submitting your bid on aluminum seating planks. 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 ChurchAvenue, S W,Room456 Roanoke. Virglma 24071 Telephone: (703)981-2541 June 26, 1991 SANDRA H, EAKIN Deputy C~ty Clerk Fi le #122 Hr. Glenn Hubbard President Glenn Hubbard Associates 1820 Parma Road Richmond, Virginia 23229 Dear Mr. Hubbard: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Reeves Steel, Inc., for aluminum seating planks to be used at the National Guard Armory, in the total amount of $13,470.75. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the Mayor and Members of City Council, [ would like to express appreciation for submitting your bid on aluminum seating planks. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, V~rglnla 24011 Telephone: (?03) 981-2541 June 26, 1991 SANDRA H. EAKIN DeputyC~tyCler~ File #122 Mr. E. C. Garbee, Jr. President Currier Steel, Inc. P. 0. Box 11438 5ynchburg, Virginia 24506 Dear ~r. Garbee: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Reeves Steel, Inc., for aluminum seating planks to be used at the National Guard Armory, in the total amount of $13,470.75. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24. 1991. On behalf of the Mayor and ~embers of City Council, [ would like to express appreciation for submitting your bid on aluminum seating planks. Sincerely, ~ary 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, V~rg~ma 24011 Telephone; {703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #122 Mr. James Burke Sales Representative Cunninqham Associates, Inc. P. O. Box 240981 Charlotte, North Carolina 28224 Dear Mr. Burke: ~ am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Reeves Steel, Inc., for aluminum seating planks to be used at the National Guard Armory, in the total amount of $13,470.75. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on aluminum seating planks. 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,Roorr~456 Roanoke, V~rg~ma 24011 Telephone: {703) 981-254~ June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #122 Mr. C. ~. Powers President Guard Rail of Roanoke, Inc. P. 0. Box 12068 Roanoke, Virginia 24022 Dear Mr. Powers: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Safety Roads Material Company, Inc., for guard rail to be used at the National Guard Armory, in the total amount of $18,800.00. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 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 item. 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 Chuf(:h Avenue, S W,Room450 Roanoke, V~rg~ma 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy Clzy Clerk File #122 Mr. George H. Williams, Jr. Vice President Williams Painting & Remodeling, 2314 Ridgefield Street, N. E. Roanoke, Virginia 24019 Inc . Dear Mr. Williams: I am enclosing copy of Ordinance No. 30600-62491 accepting the bid of Williams Painting & Remodeling, Inc., for painting at the National Guard Armory, in the total amount of $40,000.00. Ordinance No. 30600-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. t'~ ~1~4'Sincerely' Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc. IN THE COUNCIL OF THE CITY OF The 24th Day of June, 1991. No. 30600-62491. ROANOKE, VIRGINIA, AN ORDINANCE accepting bids for guard rail, seating planks, painting at the National Guard Armory; rejecting all other bids; and providing for an emergency. and BE 1. The bids in nish to the City the generally described, IT ORDAINED by the Council of the City of Roanoke that: writing of the following named bidders to fur- items or services hereinafter set out and such items being more particularly described in the City's specifications and any alternates and in each bid- der's proposal, with each item: Item Number are hereby ACCEPTED, at the purchase prices set out Description 1 Guard Rail Safety Roads Material Company, Inc. Successful Purchase Bidder Price 2 Aluminum Seating Reeves Steel, Inc. Planks 3 Painting at Williams Painting and National Guard Remodeling, Inc. Armory $ 18,800.O0 $ 13,470.75 $ 40,000.00 2. The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase orders or contracts for the above mentioned items, said purchase orders or contracts to be made and filed in accordance with the City's speci- fications, the respective bids made therefor and in accordance with this ordinance. 3. Any and all other bids made to the City for the aforesaid items are hereby REJECTED; and the City Clerk is directed to so notify each such bidder and to express to each the City's appre- ciation for each bid. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, 5 W,Room456 Roanoke, Virg~ma 24011 Telephone: (703) 981-254~ June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-122 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30599-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for appropriation of $84,524.00, in connection with acceptance of the lowest responsible bids sub- mitted for guard rails, seating planks, and painting at the National Guard Armory. Ordinance No. 30599-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely,g~,,,N ~ ~. Mary F. Parker, C~C/AAE City Clerk MFP : ra Enc. pc: City Manager Director of Public Works Manager, Building Maintenance/ Director of Administration Parks and Recreation/Grounds Mr. W. Robert Herbert, Mr. William F. Clark, Mr. Nelson M. Jackson, Custodial Services Mr. George C. Snead, Jr.. Public Safety Mr. Gary N. Fenton, Manager, Maintenance Mr. D. Darwin Roupe, Manager, General Services Mr. Barry L. Key, Manager, Office of Management and Budget and IN T-W. COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. No. 30599-62491. 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 read as follows, in part: Appropriations Public Works Building Maintenance (1-2) ......................... Nondepartmental Contingency - General Fund (3) ..................... $19,214,916 3,059,321 12,414,480 85,726 1) Maintenance - General Fund 2) Maintenance - Third Party Contracts 3) Maintenance of Fixed Assets Contingency (001-052-4330-3050) $ 33,271 (001-052-4330-3056) 51,253 (001-002-9410-2201) (84,524) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bid Committee Report and Fund Appropriation I concur with the committee report 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 June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bid Committee Report and Fund Appropriation I. Back~round FY 90-91 budget designated Funds to provide for Maintenance of Fixed Assets· Building Maintenance department is responsible for the maintenance of Fixed Assets. the City's April, 1991, specifications were developed and sent to all vendors listed on the City's bid list. Public advertisements were also published for those items that are anticipated to exceed $15,000.00. Bids were received, after due and proper advertisement, and were publicly opened and read in the Office of General Services as follows: Bids on Guard Rail, opened at 2:00 p.m. on May 7, 1991. Bid tabulation is attached. Bids on Seating Planks, opened at 2:00 p.m. on May 31, 1991. Bid tabulation is attached. Bid on Paintin~ at National Guard Armory, opened at 2:00 p.m. on June 1991. Bid Committee Report and Fund Appropriation Page 2 II. Single Purchases, from the approved expenditure list of Fixed Asset Maintenance Projects, which will cost less than $15,000.00 is shown on Attachment "A". Those items will be procured through the competitive process as identified in the Code of the City of Roanoke. Current Situation A. Bid responses are as follows: 1. Guard Rail - 2 responses 2. Seating Boards - 7 responses Painting at National Guard Armory - 1 response All bids received were evaluated in a consistent manner by representatives of following departments: the General Services Building Maintenance C. Bid Evaluations are as follows: 1. Guard Rail - Bid No. gl-4-g0 a) The lowest bid meeting specifications, including alternate bid on used material, is submitted by Safety Roads Material Company, Inc. 2. Seatinq Planks - Bid No. 91-5-27 a~ The lowest bid submitted by Safeway Steel Products will not accomplish the extended purpose due to the design of the seating planks. b) The second lowest bid submitted by Reeves Steel, Inc. meets all required specifications. Bid Committee Report and Fund Appropriation Page $ III. IV. Do Painting at National Guard Armory - Bid Job No. 03-91B a) The only bid submitted by Williams Painting and Remodeling Inc. meets all required specifications. Council appropriations are requested to allow for the procurement of those projects listed on Attachment "A", all of which are single projects that will be less than $15,000.00 each. A. Need B. Timeliness C. Compliance with Specifications D. Fund availability Alternatives Council accept bids and approve request for Fund Appropriations as follows: Guard Rail - from Safety Roads Material Company, Inc. for the total amount of $18,800.00. Seating Planks - from Reeves Steel, Inc. for the total amount of $13,470.75. Painting at National Guard Armory - from Williams Painting and Remodeling, Inc. for the total cost of $40,000.00. 4. Appropriate $12,255.00 to allow for the procurement of those items shown on Attachment "A". a) Need - Requested items are necessary to address Maintenance of Fixed Asset needs. Bid Com~ittee Report and Fund Appropriation Page 4 b~ Timeliness - requested items can be expediently procured in the most timely fashion with this alternative. c) Compliance with Specifications - Those bid items recommended by this alternative meets all required specifications. d) Fund availability - designated Funds are available in Fixed Asset Contingency account 001-002-9410-2201 to provide for the request in this alternative. Reject all bids and not approve request to appropriate Funds. Need - appropriate maintenance of Fixed Assets would not be accomplished. Timeliness - would not be an issue in this alternative. Compliance with Specifications - would not be an issue in this alternative. Fund availability - designated Funds would not be expended with this alternative. Recom~endation Council concur with Alternative "A" - to accept bids and approve Fund Appropriations as follows: Guard Rail - from Safety Roads Material Co., Inc. for the total amount of $18,800.00. 2. Seating Planks - from Reeves Steel, Inc. for the total amount of $13,470.75. Bid Committee Report and Fund Appropriation Page 5 Painting of National Guard Armory - from Williams Painting and Remodeling, Inc. for the total cost of $40,000.00. o Appropriate $12,255.00 to allow for the procurement of those items shown on Attachment "A". B. Reject all other bids Appropriate $84,523.75 from Maintenance of Fixed Asset Contingency account no. 001-002-9410-2201 to Building Maintenance accounts as follows: $35,270.75 to account no. 001-052-4330-3050 $51,253.00 to account no. 001-052-4330-3056 Respectfully Submitted, Committee: William F. Clark Nelson Jacksg(~ D. Darwin Roupe City Attorney Director of Finance Attachment "A" 1. Kitchen Remodeling on No. 5 Fire Station $5,358.00 2. Refinishing Floors in Villa Heights Recreation Center $2,100.00 3. Radon Gas Detection Kite $1,000.00 4. Walk-in Refrigerators at City Nursing Home $3,795.00 Total $12,253.00 0 'ti 0 0 0 0 0 0 0 0 o 0 0 0 0 0 0 0 0 u~ 0 MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,$ W,Room456 Roanoke, V~rglnla 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H~ EAKIN Deputy C~ty C~erk File #60-236 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30601-62491 amending and reordaining certain sections of the 1990-91 Grant Fund Appropriations, providing for transfer of unspent funds, in the amount of $332,241.00, to Cotr~unity Development Block Grant year B-89-MC-51-0020, and close out Community Development Block Grant year B-88-MC-$1-0020. Ordinance No. 30601-62491 wos adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, , Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. Barry L. Key, Manager, Office of ~anagement and Budget Ms. Marie T. Pontius, Grants Monitoring Administrator IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. N0. 30601-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1990-91 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ApPropriations Community Development Block Grant Community Development Block Grant Revenue Community Development Block Grant Community Development Block Grant (88-89) (1-23).. (89-90) (24-46). $2,644,416 2,652,499 1) Consultant Services 2) Mini Grants 3) NNEO - Lot Purch. and Wall 4) Program Develop. 5) Vacant Lot Homesteading 6) Home Purch. Loan Program - RRHA 7) Postage-Housing 8) Emergency Home Repair 9) Neighborhood Based Service Delivery 10) Deanwood - RRHA (035-088-8815-5095) (035-088-8825-5122) 035-088-8825-5193) 035-088-8815-5096) 035-088-8820-5104) 035-088-8820-5115) 035-088-8820-5116) 035-088-8820-5168) 035-088-8825-5125) 035-088-8830-5131) $( ( 3,354) 750) 2,000) 230) 213) 5,845) 478) 21,463) 3,000) 66,473) (88-89) (47) .... $2,644,416 (89-90) (48) .... 2,652,499 11) Urban Renewal Disposition - RRHA 12) First St./Henry St. - RRHA 13) Shaffers Cross- ing - RRHA 14) Henry St.-City 15) Deanwood Addi- tion - RRHA 16) Neighborhood Plans 17) Historic Bldg. Loan Repair 18) Preservation Tech. Assist. 19) Downtown Facade Grants 20) Unprog. CDBG - Park Lot Income 21) Unprog. CDBG Other Loan Repayment 22) Unprog. CDBG - NNEO Loan Repayment 23) Unprog. CDBG - Other 24) Consultant Services 25) Mini Grants 26) NNEO - Lot Purchase & Wall 27) Program Develop. 28) Vacant Lot Homesteading 29) Home Purchase Loan Program - RRHA 30) Postage-Housing 31) Emergency Home Repair 32) Neighborhood Based Service Delivery 33) Deanwood - RRHA 34) Urban Renewal Disposition ~ RRHA 35) First St./Henry St. - RRHA 36) 37) (035-088-8830-5138) (035-088-8830-5144) (035-088-8830-5145) (035-088-8830-5156) (035-088-8830-5157) (035-088-8837-5163) (035-088-8837-5169) (035-088-8837-5170) 035-088-8837-5201) 035-088-8840-5183) $( 1,017) ( 3,986) 85,921) 462) 12,891) 17,977) 21,048) 23,959) 4O,O00) 16,606) 035-088-8840-5186) ( 3,885) 035-088-8840-5187) ( 100) 035-088-8840-5189) ( 583) 035-089-8915-5095) 3,354 035-089-8925-5122) 750 (035-089-8925-5193) 2,000 (035-089-8915-5096) 230 (035-089-8920-5104) 213 (035-089-8920-5115) 5,845 (035-089-8920-5116) 478 (035-089-8920-5168) 21,463 (035-089-8925-5125) 3,000 (035-089-8930-5131) 66,473 (035-089-8930-5138) (035-089-8930-5144) Shaffers Crossing RRHA (035-089-8930-5145) Henry St. - City (035-089-8930-5156) 1,017 3,986 85,921 462 38) Deanwood Addition -RRHA 39) Neighborhood Plans 40) Historic Bldg. Loan Repair 41) Preservation Tech. Assist. 42) Downtown Facade Grants 43) Unprog. CDBG - Park Lot Income 44) Unprog. CDBG - Other Loan Repayment 45) Unprog. CDBG - NNEO Loan Repayment 46) Unprog. CDBG - Other 47) CDBG Entitlement B88MC510020 48) CDBG Carryover - 1989 035-089-8930-5157) $ 12,891 035-089-8937-5163) 17,977 035-089-8937-5169) 21,048 035-089-8937-5170) 23,959 035-089-8937-5201) 40,000 035-089-8940-5183) 16,606 (035-089-8940-5186) 3,885 (035-089-8940-5187) 100 (035-089-8940-5189) 583 (035-035-1234-8901) (332,241) (035-035-1234-9023) 332,241 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. June 17, 1991 FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Closeout of Community Development Block Grant Year (B-88-MC-51-0020) The Community Development accounted for on the City's financial Three years are currently appropriated. Block Grant program is records by program year. HUD allows localities to determine the number of CDBG program years to retain on their records. Reprogramming these funds allows the City to maintain a minimum number of program years on its records. The earliest Community Development Block Grant year (B~88-MC-51-0020) may be closed by reprogramming the unspent funds in this program year to the next subsequent program year, (B-89-MC-51-0020). These unspent funds totaling $332,241 will be used for the same activities for which they are currently appropriated. Recommendations: ae Transfer unspent funds of $332,241 to Community Development Block Grant year B-89-MC-51-0020 as shown on the accompanying budget ordinance. Close Community B-88-MC-51-0020. Development Block Grant year JMS/kp -Director of Fin~ MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK June 26, 1991 SANDRA H. EAKIN Deputy Cl,.y Clerk File #60-270 Mr. Joel M. Schlanqer Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30602-62491 amending and reordaining certain sections of the 1990-91 Capital Fund Appropriations, providing for transfer of certain funds into the appropriate capital improvement reserve accounts in order to clo- seout completed capital projects, Ordinance No. 30602-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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. Kit B. Kiser, Director of Utilities and Operations Mr. James D. Ritchie, Director of Human Resources Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Barry L. Key, Manager, Office of Management and Budget IN '1'~ COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. 'No. 30602-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Capital Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation Government of the City of Roanoke, an emergency is exist. THEREFORE, BE IT ORDAINED by the Council of of the Municipal declared to 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: Appropriations Education Renovation of Oakland Elementary School (1) ........ Renovate Crystal Springs Elementary (2) ............ Parks and Recreation Renovation Wasena/Eureka/Jackson/Washington (3) .... Jackson, Norwich, Wasena Improvements (4) .......... Improvements to Seven Parks (5-6) .................. Streets and Bridges Roadway System at RCIT (7) ......................... Franklin Road Bridge Rehabilitation (8) ............ Hollins (Read) Road Bridge Replacement (9) ......... Brandon Avenue Widening (10) ....................... Old Mountain Road Bridge Repairs - Engineering (11) Old Mountain Road Bridge Repairs (12) .............. Sanitation Central Business District Storm Drain (13) ......... Lick Run Retention Pond (14) .... Williamson Road Retention Basin (16) .............. Williamson Road Storm Drain Ph. 2, Cont. IE (17).. Williamson Road Storm Drain Ph. 2, Cont. IF (18).. Williamson Road Storm Drain Ph. 2, Cont. IG (19).. Hemlock Hills Storm Drain (20) .................... Plantation Road/Hollins Road Storm Drain (21) ..... $12,670,049 1,293,802 4,165,833 792,000 518,789 112,973 160,238 7,695,589 144,944 706,265 766,942 131,778 15,809 120,069 6,094,277 11,659 633,319 6,243 634,491 1,500,843 866,633 588,694 101,566 407,846 Other Infrastructure Special Capital Projects FY91 (22) ................. Capital Improvement Reserve Capital Improvement Reserve (23-25) ................ Public Improvement Bonds - Series 1988 (26) ........ $17,915,635 5,817 (7,591,820) 650,872 882,975 1) Approp. from Bonds 2) Approp. from Bonds 3) Approp. from General Revenue 4) Approp. from Bonds 5) Approp. from Bonds 6 Approp. from General Revenue 7 Approp. from General Revenue 8 Approp. from General Revenue 9 Approp. from General Revenue 10 Approp. from General Revenue 11 Approp. from General Revenue 12 Approp. from General Revenue 13 Approp. from General Revenue 14 Approp. from General Revenue 15 Approp. from General Revenue 16) Approp. from Bonds 17) Approp. from Bonds 18) Approp. from General Revenue 19) Approp. from General Revenue 20) Approp. from Bonds 21) Approp. from Bonds 22) Approp. from General Revenue 23) Buildings and Structures 24) Storm Drains (008-060-6067-9001) (008-060-6073-9001) (008-050-9632-9003) (008-050-9634-9001) (008-050-9636-9001) (008-050-9636-9003) (008-052-9512-9003) (008-052-9602-9003 (008-052-9620-9003 (008-052-9638-9003 (008-052-9646-9003 (008-052-9664-9003 (008-052-9572-9003 (008-052-9582-9003 (008-052-9584-9003 (008-052-9622-9001 (008-052-9634-9001 (008-052-9635-9003 (008-052-9639-9003 (008-052-9655-9001} (008-052-9658-9001) (008-052-9608-9511) (008-052-9575-9173) (008-052-9575-9176) $(2,151,848) 2,151,848 ( 211) ( 27) 27 211 ( 7,056) ( 2,813 ( 31,239 ( 9,780 ( 91 ( 14,946 ( 41,654 ( 502 ( 1 ( 3,070 ( 51,000 ( 24,028 ( 5,138 ( 3,035 ( 19,797 ( 29,566) 29,566 71,323 25) Streets and Bridges (008-052-9575-9181) $ 65,925 26) Storm Drains (008-052-9603-9176) 76,902 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. DEPARTMENT OF FINANCE CII'Y OF ROANOKE, VA. June 24, 1991 RECEtVED~ CITY CLERKS OfFiCE ,JJN20 A9:32 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Closeout of Accounts for Completed Capital Projects i. Backaround: Capital projects of various types have been approved by Council for construction over the past years. These projects have included construction in major categories for buildings, parks, highways, sanitary sewers, and storm drains. Funding is established for each project when Council approves the construction based on the costs and contingency amount. Projects are normally completed within the established budget and have relatively small amounts of contingency funds remaining unspent. II. Current Situation: Council authorization to closeout projects is needed in order to clear the completed projects from the current project listing. Remaining funds need to be transferred from the completed projects to capital improvement reserve accounts for other future construction. III. Recommendations: A. City Council authorize the closeout of completed projects. Transfer funds into appropriate capital improvement reserve accounts as included on the accompanying budget ordinance. JMS/kp ' bir'ector of Fina~ MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chu¢ch Avenue, S W, Room 456 Roanoke. ¥~rgm~a 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C;ty Clerk File #60-184 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Qrdinance No. 30603-62491 amending and reordaining certain sections of the 1990-91 General and Internal Service Funds Appropriations, providing for the transfer of appropriations for fringe benefits. Ordinance No. 30603-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F~. Parker, CMC/AAE City Clerk MFP:ra Eric. pc: Mr, Mr. W. Robert Herbert, City Manager Barry L. Key, Manager, Office of Management and Budget IN T.~ COUNCIL OF '£~g CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. . No. 30603-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Internal Service Funds 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 and Internal Service Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: A ro iations General Fund (1-91) .............................. $158,231,402 Internal Service A ro riations Internal Service Fund 1) Workmen,s Comp Wages 2) Workmen's Comp Wages 3) Workmen,s Comp Wages 4) Workmen,s Comp Wages 5) Workmen's Comp Wages 6) Workmen's Comp Wages (92-105) ................... $ 8,412,666 (001-004-1232-1135) $ 1,007 (001-004-1231-1135) 5,000 (001-024-3310-1135) 16,803 (001-050-3112-1135) 10,932 (001-050-3113-1135) 97,164 (001-050-3114-1135) 289 7) Workmen,s Wages 8) Workmen,s Wages 9) Workmen,s Wages 10) Workmen,s Wages 11) Workmen's Wages 12) Workmen's Wages 13) Workmen's Wages 14) Workmen's Wages 15 Workmen's Wages 16 Workmen's Wages 17 Workmen's Wages 18 Workmen,s Medical 19 Workmen's Medical 20 Workmen's Medical 21) Workmen's Medical 22) Workmen's Medical 23 Workmen's Medical 24 Workmen,s Medical 25 Workmen,s Medical 26 Workmen's Medical 27 Workmen's Medical 28 Workmen's Medical 29' Workme~'s Medical 30 Workmen,s Medical 31 Workmen's Medical 32 Workme~'s Medical Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp Comp (001-050-3213-1135) $ 80,278 (001-050-3521-1135) 24,083 (001-050-3530-1135) 39 (001-050-4340-1135) 4,215 (001-052-3410-1135) 3,329 (001-052-4110-1135) 3,713 (001-052-4210-1135) 7,150 (001-052-4220-1135) 83 (001-052-4330-1135) 5,904 (001-054-3320-1135) 480 (001-054-5340-1135) 5,701 (001-002-1212-1140) 230 (001-004-1232-1140) 2,113 (001-020-1234-1140) 58 (001-023-1235-1140) 1,004 (001-024-2140-1140) 629 (001-024-3310-1140) 7,973 (001-050-1261-1140) 99 (001-050-3112-1140) 5,286 (001-050-3113-1140) 67,638 (001-050-3114-1140) 5,493 (001-050-3212-1140) 18 (001-050-3213-1140) 115,078 (001-050-3214-1140) 48 (001-050-3521-1140) 7,166 (001-050-3530-1140) 871 33 Workmen,s Comp Medical 34 Workmen's Comp Medical 35 Workmen's Comp Medical 36 Workmen's Comp Medical 37 Workmen's Comp Medical 38 Workmen's Comp Medical 39 Workmen's Comp Medical 40 Workmen,s Comp Medical 41' Workmen's Comp Medical 42 Workmen,s Comp Medical 43 Workmen,s Comp Medical 44 Workmen's Comp Medical 45 Workmen's Comp Medical 46 Workmen's Comp Medical 47 Workmen's Comp Wages 48 Workmen's Comp Medical 49' Unemployment Wages 50 Unemployment Wages 51 Unemployment Wages 52 Unemployment Wages 53 Unemployment Wages 54 Unemployment Wages 55 Unemployment Wages 56 Unemployment Wages 57 Unemployment Wages 58 Unemployment Wages 59 Unemployment Wages (001-050-4340-1140) 001-050-7110-1140) 001-052-3410-1140) 001-052-4110-1140) 001-052-4130-1140) 001-052-4210-1140) 001-052-4220-1140) (001-052-4310-1140) (001-052-4330-1140) (001-054-3320-1140) (001-054-3350-1140) (001-054-3360-1140) (001-054-5314-1140) 001-054-5340-1140) 001-004-9110-1135) '001-004-9110-1140) 001-001-1120-1145) 001-024-3310-1145) 001-050-4340-1145) 001-050-7110-1145) 001-052-4110-1145) 001-052-4130-1145) 001-052-4210-1145) '001-052-4220-1145) 001-054-3320-1145) 001-054-3360-1145) 001-054-5311-1145) $ 24,893 260 8,357 4,098 2,079 31,407 207 481 9,186 6,534 20O 566 850 14,560 (283,552) (300,00O) 3,680 157 14,273 414 3,515 2,571 99 723 2,664 1,760 446 60) Unemployment Wages 61' Unemployment Wages 62' Unemployment Wages 63 Unemployment Wages 64 Unemployment Wages 65 Termination Leave Wages 66 Termination Leave Wages 67 Termination Leave Wages 68 Termination Leave Wages 69 Termination Leave Wages 70 Termination Leave Wages 71 Termination Leave Wages 72 Termination Leave Wages 73 Termination Leave Wages 74 Termination Leave Wages 75) Termination Leave Wages 76 Termination Leave Wages 77 Termination Leave Wages 78 Termination Leave Wages 79 Termination Leave Wages 80 Termination Leave Wages 81 Termination Leave Wages 82 Termination Leave Wages 83) Termination Leave Wages 84) Termination Leave Wages 85) Termination Leave Wages 86) Termination Leave Wages (001-054-5313-1145) (001-054-5314-1145) (001-054-5316-1145) (001-054-5317-1145) (001-054-5340-1145) (001-001-1120-1150) (001-004-1232-1150) (001-005-1240-1150) (001-023-1235-1150) (001-024-3310-1150) (001-050-3112-1150 (001-050-3113-1150 (001-050-3115-1150 (001-050-3211-1150 (001-050-3213-1150 (001-050-3521-1150 (001-050-4340-1150 (001-052-3410-1150) (001-052-4110-1150 (001-052-4130-1150' (001-052-4210-1150 (001-052-4220-1150 (001-052-4330-1150 (001-054-3360-1150 (001-054-5313-1150 (001-054-5314-1150 (001-054-5316-1150 4,198 138 1,371 12 405 1,694 47 6,346 6,115 5,387 4,478 1,766 123 5,278 12,380 1,253 3 150 5,951 3,059 287 6,138 1,678 1,554 7,857 1,289 517 87 Termination Leave Wages 88 Termination Leave Wages 89 Termination Leave Wages 90 Unemployment Wages 91 Termination Leave Wages 92 Workmen,s Comp Wages 93) Workmen's Comp Wages 94 Workmen's Comp Medical 95 Workmen's Comp Medical 96 Workmen'$ Comp Medical 97 Workmen's Comp Medical 98 Unemployment Wages 99 Termination Leave Wages 100 Termination Leave Wages 101) Termination Leave Wages 102) Workmen,s Comp Wages 103) Workmen's Comp Medical 104) Termination Leave Wages 105) Termination Leave Wages (001-054-5340-1150' (001-054-7310-1150' (001-072-2110-1150 (001-004-9110-1145 (001-004-9110-1150 (006-052-2641-1135 (006-056-2625-1135 (006-002-1617-1140) 006-050-1613-1140) 006-052-2641-1140) 006-056-2625-1140) 006-056-2625-1145) 006-050-1601-1150) 006-052-2641-1150) (006-056-2625-1150) (006-004-9111-1135) (006-004-9111-1140) (006-002-1617-1150) (006-004-9111-1150) 1,569 753 1,163 (35,000) ( 78,261) 3,678 2,347 132 78 6,237 13,785 3,070 1,735 597 199 (10,000) (10,000) ( 137) ( 11,721) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. ¢ ?EPARTMENT OF FINANCE RECEIYF_u~hr, ' c.~ OF ROA.OKE. VA. cITY CLEf~i4S c, F1CE June 24, 1991 J 20 P1:48 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Transfer of Appropriations for Fringe Benefits The fiscal year 1990-91 General Fund and Internal Service Fund budgets included funds in the nondepartmental category for payment of termination leave, unemployment compensation, workmen's compensation wages, and workmen's compensation medical expenses. These types of fringe benefits are budgeted in the nondepartmental category because annual charges for each department are difficult to accurately project. The actual costs are charged to the applicable department in anticipation of periodic budget transfers to cover these costs. The attached budget ordinance transfers funds from the nondepartmental category to the applicable departmental budgets. A summary of the total transfers is as follows: Internal General Service Fund Fund Workmen's Compensation Wages Workmen's Compensation Medical Termination Leave Wages Unemployment Wages $ 283,552 $ 10,000 300,000 10,000 78,261 11,858 35.000 0 Total $ 696,813 $ 31,858 JMS/kp I recommend the attached ordinance for your approval. . ~ -D-irector-of Finance (~ June 24, 1991 R£CEtVEO CITY CLERKS OFFICE ~1 JIJl~20 P1:48 FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Monthly Financial Report Attached is a copy of the financial report for the month of May, 1991. JMS/pac D~ctor of Finance GENERAL FUND CONTINGENCY BALANCE AS OF MAY 31, 1991 General Ord. No. 30089 CMT CMT (/MT CMT CMT CMT CMT 30244 30271 CMT CMT CMT CMT 30435 30441 CMT 30475 30494 Contingency: Balance July 1, 1990 Department Emergency Med. Services Management and Budget Custodial Services Custodial Services Custodial Services Director of Human Resources City Treasurer Management and Budget Commonwealth Attorney Animal Control Management and Budget City Manager Management and Budget City Manager Transfer to Capital Fund Transfer to Capital Fund Personnel Management Employee Uniform Contingency TAP Purpose Billing & Collection Srvc. Consolidation Study Expenses Excess Custodial Contract Funds Excess Custodial Contract Funds Excess Custodial Contract Funds Rent for Health Department Filing Unit Consolidation Study Expenses Secretarial Position S.P.C.A. Contract Consolidation Study Expenses Community Relations Task Force Consolidation Study Expenses Community Relations Task Force Old Mt. Road Bridge Old Mt. Road Bridge Employment Recruitment Reclassified Remaining Contingency Subsidy $ 426,895 22,500) 2,393) 5,000 5,000 944 3,100 1,865 533 1,697 6,800 1,273 ( 5,000 ( 1,368 ( 5,000 ( 15,900 (135,000 ( 1,400 73,305 40,000) $267,315 Maintenance of Fixed Assets Contingency: Balance July 1, 1990 30372 Juvenile Detention Home Security Doors 200,000 9¢004) 190,996 GENERAL FUND CONTINGENCY BALANCE AS OF MAY 31, 1991 (continued) Equipment Replacement Contingency: Balance July 1, 1990 Ord. No. Department CMT 30226 30426 30428 30457 30459 30469 30496 CMT 30511 30540 30540 30540 30540 Sheriff Building Maintenance Social Services Grounds Maintenance Refuse Collection Street Maintenance Transfer to Capital Fund REMS City Treasurer Refuse Collection City Clerk City Manager City Attorney Engineering Purpose Equipment Fire Station Alterations Vehicle Street Sweeper Refuse Truck Paint Striping Machine Fire Alarm System Ambulance Personal Computer Recycling Truck Personal Computer Personal Computer Personal Computer Personal Computer $ 600,000 2,000 3,732 12,993 68,700 75,580 123,375 20,000 40,000 3,599 54,193) 20,265) 10,380) 13,758) 6r739) $144,686 Supplemental Budget - Employee Uniforms: Balance July 1, 1990 89,700 Ord. No.. Department 30475 Various 30475 General Contingency Purpose Employee Uniforms Reclassified to General Contingency 16,395) 73,305) -0- Supplemental Budget - Employee Compensation: Balance July 1, 1990 30514 Various Departments Personnel Lapse 139,713 (139,713) -0- Total Contingency Balance ~602~997 CITY OF ROANOKE GENERAL FUND STATUS OF C~ERP MAY 31, 1991 City School Balance July 1, 1990 Appropriations: $1,667,297 $670,361 Ord. No. 30210 30248 30261 30295 30308 30309 30323 30376 30380 30449 30525 Total Department School Board Cable TV Contract UPS Project Equipment for P/P Proration School Board Law Library - Prior Year Carryover Civic Center Renovations Police Vehicles School Board - Equipment Fire Trucks School Board - Equipment Appropriations Unappropriated Balance - 171,700 13,930 - 125,000 - 25,891 - 13,550 30,704 260,000 225,000 125,000 926,621 360~111 1~607~146 670~361 60,151 $ 3 CITY OF ROANOKE GENERAL FUND STATEMENT OF ~ General Property Taxes Other Local Taxes Permits, Fees, and Licenses Fines and Forfeitures Revenue Fr~m Use of' Money & Proper~y Eduction Grants-in-Aid C<~nmalth Hrmts-in-~id Fed~al 6ove~nent Ch~ges for Curr~nt Servi~s Miecall~enus Revenue Internal Services Total Y~r lo D~ f~- the Period July 1-t,{al 31 July 1-#ay 31 1989-90 1990-91 $ 44,234,942 $47,945,338 8.39% $ 48,816,705 98.22% 30,989,553 33,512,731 8.14% 37,730,000 88.82% 423,610 484,786 14.44% 570,218 85.02% 555,978 626,717 12.72% 593,000 105.69% 1,245,526 1,179,782 (5.28%) 1,596,170 73.91% 26,682,216 28,057,968 5.16% 33,633,379 83.42% 19,173,883 20,344,956 6.11% 24,460,834 83.17% 28,931 38,631 33.53% 28,000 137.97% 2,096,402 2,662,459 27.00% 3,003,046 88.66% 295,244 488,994 65.62% 626,711 78.03% 1,251,926 1,433,302 14.49% 1,588,800 90.21% $126,978,211 $136,775,664 7.72% $152,646,863 89.60% 4 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to B~te for t~e P~riu~ July 1-~ay 31 ~ 1-~) 31 ~ 1~-91 ~ ~ General ~overnmeat $ 7,337,614 $ 7,826,011 6.66% Judicial Administration 2,832,613 3,122,832 10.25% Public Safet~ 23,632,615 26,252,056 11.08% Public Works 17,715,438 17,086,671 (3.55%) Health and Wolfare 10,599,261 12,502,806 17.96% Parks, Recreation & Cultural 3,309,313 3,506,049 5.94% Cc~muaity Development 1,126,347 1,074,783 (4.58%) Education 57,215,337 59,172,530 3.42% Debt Service 8,074,044 8,051,862 (0.27%) Non-Departmental 5,362,619 1,230,717 (77.05%) Total $137,205,201 $139,826,317 1.91% $ 788,708 $ 8,614,719 90.84% 279,626 3,402,458 91.78% 2,386,823 28,638,879 91.67% 2,043,721 19,130,392 89.32% 1,320,221 13,823,D27 90.45% 346,144 3,852,193 91.01% 144,488 1,219,271 88.15% 7,446,182 66,618,712 88.82% 259,038 8,310,900 96.88% 3,390,134 4,620,851 26.63% $18,405,085 $158,231,402 88.37% CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF MAY 31, 1991 Prior Year ~eneral ~overnment $ 5,459,444 $ 2,132,558 $ 7,592,002 $ 4,314,372 $ 3,277,630 $ 83,243 $ 3,194,387 Education 9,690,126 2,979,923 12,670,049 8,724,558 3,945,491 181,358 3,764,133 Recreation 660,000 132,000 792,000 639,716 152,284 140,911 11,373 Streets and Bridges 5,260,373 2,501,141 7,761,514 5,185,680 2,575,834 1,174,876 1,400,958 Sanitation Projects 5,182,229 1,060,587 6,242,816 5,905,376 337,440 130,505 206,935 Traffic Engineering & Co~mlnication 1,305,076 1,305,076 1,061,542 243,534 28,855 214,679 Other Infrastructure Projects 14,555,689 3,389,512 17,945,201 1,803,717 16,141,484 12,138,174 4,003,310 Capital Improvement Reserve 4,145,090 (11,872,668} (7,727,578) (7,727,578) (7,727,578) Total CaDitalProjects Fund $46,258,027 $ 323,053 $ 46,581,080 $27,634,961 $ 18,946,119 $13,877.922 $ 5.068.197 6 CITY OF ROANOKE WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 11 MONTHS ENDED ~A¥ 31, 1991 Operating Revenue: Corm~ercial Sales Domestic Sales Industrial Sales Town of Vinton Roanoke County Customer Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services General Expenses Pumping Stations and Tanks Purification Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Rents Miscellaneous Sale of Land Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses 1991 $1,107,550 1,505,136 81,423 19,096 880,073 423~140 4~016r418 815,707 1,194,443 305,672 251~640 2~567r462 1,448,956 644~067 804~889 131,655 12,167 3,428 484~982 632~232 1,437,121 3~667 3~667 1990 $ 982,743 1,322,896 93,672 40,265 889,940 234~826 3~564~342 772,852 1,237,029 329,712 174~720 2~514~313 1,050,029 630{757 419~272 177,551 4,077 6,248 187~876 607,148 9~167 9~167 Net Income ~1~433~454 $ 597~981 WATER FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project New Services, Hydrants, Lines Unidentified Plant Replacement Fire Hydrants Water Maintenance - Painting Expand Carvins Cove Plant Realignment of Thirlane Road FC Plans and Specs FY 86 Project Design Edgewood Replacement Falling Creek Plant Rehab. Ph. I Thirlane Road Realignment Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 498,507 334,565 12,632 3,391 855 9,803 131,541 12,103 9,007 749,471 103,642 1,865,517 126,137 $1~739~380 NOTE: Some of these projects are continued from prior years with inception to date totals. 8 CITY OF ROANOKE SEWAGE TREATMENT FUND COMPARATIUE INCOME STA~ FOR THE 11 MONTHS ENDED MAY 31, 1991 Operating Revenue: Sewage Charges - City Sewage Charges - County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Administrative and Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Miscellaneous Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses 1991 $ 3,884,907 726,234 206,912 797,461 60,530 88,775 12~122 5r776~941 1,260,468 3r587{803 4~848~271 928,670 870~148 58{522 117,439 82~615 200{054 258,576 61~233 61~233 1990 $ 3,509,789 880,446 278,312 1,277,492 51,473 123,648 15~147 6~136{307 1,188,307 3{398~576 4r586~883 1,549,424 848r472 700~952 205,158 43~527 248~685 949,637 77~344 77~344 Net Income $ 197r343 $ 872~293 9 SEWAGE TREATMENT FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Unidentified Construction Vehicular Equipment Other Equipment FY 86 Projects Design STP Land Acquisition STP - Dechlor Facility Williamson Road Storm Drain Ph. 2, Cont. IIE Williamson Road Storm Drain Ph. 2, Cont. IF Roanoke Diesel Engine #7 Williamson Road Storm Drain Ph. 2, Cont. IG Realignment of Thirlane Road Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 105,027 12,993 19,874 36,097 25,721 400,502 161,133 27,668 771,610 322,484 34~692 1,917,801 557~638 $1~360~163 NOTE: Some of these projects are continued from prior years with inception to date totals. 10 ROANOKE REGIONAL AIRPORT CO~IHSION COMPARATIVE INCOME STATE/4ENT FOR THE 11 MONTHS ENDED MAY 31, 1991 Operating Revenue: 1991 1990 Landing Fees Building and Equipment Rentals Terminal and Other Property Rentals Advertising Com~issions Miscellaneous Fees Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments interest Income - Airport Debt Service Accounts Miscellaneous State Promotion Grant Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Paying Agent Fees Interest Expense 88 Revenue Bond Issue Total Non-Operating Expenses $ 739,062 164,996 1,122,541 41,667 1,648,894 90,972 3~808,132 940,959 1,251~525 2~192~484 1,615,648 985,169 630~479 216,186 55,630 3,430 15,000 290,246 920,725 86,021 2,304 455~638 543,963 $ 455,607 153,308 804,986 29,282 1,682,782 37,866 3~163~831 792,883 1,207~771 2,000~654 1,163,177 896~560 266,617 203,334 35,368 238~702 505,319 92,006 3,104 364,273 459~383 Net Income $ 376~762 $ 45,936 11 RO~OKE REGIONAL AIRPORT COMMISSION CONTINUED Capital Outlay Not Included in Operating Expenses: Project Furniture and Equipment Vehicular Equipment Other Equipment Paint Hangers Unidentified Construction Repaint R/W & T/W Markings Roof Repairs - Replacement Repairs to Hangers Rework Security Gates Airside Inspect Testing Analysis Environment Safety Assessment Replace Security Fencing Satellite Weather System Upgrade Runway Extension #23 New Terminal Building Terminal Related Projects General Aviation Development FAR Part 150 Noise Study Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 6,794 29,351 29,893 7,000 9,490 2,014 28,576 5,325 3,197 2,500 1,445 8,550 2,213 283,886 24,341,726 81,424 23,768 107r710 24,974,862 24~128r842 ~ 846~020 NOTE: Some of these projects are continued from prior years with inception to date totals. 12 CITY OF ROANOKE CIVIC CENTER FUND COMPARATIVE INCOME STATE}~/4T FOR THE 11 MONTHS ENDED MAY 31, 1991 Operating Revenue: Rentals Parking Fee Event Expenses Advertising Admissions Tax Comxnissions Total Operating Revenue Less: Operating Exp. Before Depreciation Administrative: Personal Services Utilities and Communications Administrative Expenses Promotional Expenses: Personal Services Services and Charges Total Operating Exp. Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Supplement from General Fund Interest on Investments Miscellaneous Total Non-Operating Income 1991 $ 353,056 7'7,163 111,269 2,344 81,788 74,849 700t469 560,477 272,889 764,727 61,626 4,270 1,663,989 ( 963,520) 321t459 (1~284,979) 902,620 9,958 571,187' 1~483~765 1990 354,235 77,056 127,645 2,700 114,760 126,907 803,303 515,953 262,636 612,544 81,817 9t031 lr481,981 678,678) 314,474 993,152> 655,650 35,285 4,436 695,371 Net Income (Loss) $ 198r786 297,781) *Significant increase due to reimbursement for fire damage. 13 CIVIC CEN~ER FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Other Equipment Trade Center Fire Alarm System Asbestos Abatement Auditorium Auditorium Fire Damage Auditorium Interior Renovation New Toilet Floors - Coliseum Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 109,429 50,000 29,541 76,270 577,616 240,364 22~422 $1,105,642 78~063 $1~027,579 NOTE: Some of these projects are continued from FY90 with inception to date totals. 14 CITY OF ROANOKE INTERNAL SERVICE FUND COMPARA?IVE INCOME STA~EMEN~ FOR THE 11 MON~S ENDED MAY 31, 1991 Operating Revenue: Charges for Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Total Non-Operating Income Net Income 1991 $6r959~849 6~959~849 3,868,435 1~750~125 5~618~560 1,341,289 469~163 872,126 110~236 110~236 $ 982r362 1990 $6~040~930 6~040r930 3,597,409 lr814r211 5r411~620 629,310 611~596 17,714 131~137 131~137 $ 148~851 15 INTERNAL SERVICE FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project MS - Furniture and Equipment CIS - Other Equipment CIS - Automated Library Equipment MC - Other Equipment MVM - Other Equipment ULS - Vehicular Equipment ULS - Other Equipment Year to Date Expenditures $ 95,068 42,257 795,204 14,779 10,271 105,202 69r121 Total $1r131~902 16 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENEF~N. STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED MAY 31, 1991 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CiTY TREASURER OF THE CITY OF ROANOKE. VIRGINIA FOR THE FUNDS OF SAID CiTY THE MONTH ENDED MAY 31, 1991. GENERAL $6,542,005.50 $23,493,762.62 $11,617,171.28 $1~B~ ~l~l~! e~ $10,382,007.24 WATER 1,814,908.51 684,053.40 160,488.61 2 3,~;~73.30 2,102,993.87 SEWAGE 1,837,6!6.72 723,170.85 630~039.83 i~,7~54 2,487,053.68 AIRPORT 4,044,988.06 367,283.22 245,97496 ~ 2,932,733.83 CIVIC CENTER {876,863.72) 984,600.07 90~413.30 585,139.30 INTERN~ SERVICE 2,193,427.10 646,792.52 293,654.12 1,805,63590 CAPITAL 16,517,153.37 20,00000 6,933~697.45 9~.~ ~ 18,352,750. ~ 7 DEBT SERVICE 376,93737 6,001,804.15 160.58 6 3~ 747,359.80 FDiC (51,999.35) 197,282.03 56,323.05 ~;~ (85,028.72~ G~NT PROG~MS (809,956.73) 990,23996 747,184.41 (~,~ ~!~ (1,109,395.27~ WELFARE 0.00 0.00 0.00 (362,166.76~ PAYROLL {3,497,707.45) 7,437,949.67 10,214,153.t2 (1,548,000.61) R~IREMENT (20,621.70) 479,968.78 576,182.17 ;; 4~6.~5~ 0.00 TOTAL $28,069,887.68 $42,026,927.07 $31,565,442.88 $36,291,082.43 CERTIFICATE i'HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDING MAY 31, 1991 THAT SAID FOREGOING: CASH: CASH IN HAND CASH IN SANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: CERTIFICATES OF DEPOSIT UNITED STATES SECURITIES CENTRAL FIDELITY $10,750,000.00 DOMINION 6.000 000.00 SIGNET 6,000,000.00 SOVRAN '~ 1,000,000.00 TOTAL ~.~ $:3l),531,371 ,B?__ DATE: JUNE 10. 1991 GORDON E. PETERS, ROANOKE CITY TREASURER 17 CITY OF ROANOKE PENSION PLAN STATEMENT OF ~ AND EXPENSES FOR THE 11 MONTHS ENDED MAY 31, 1991 City's Contributions Investment Income Gain on Sale of Investments Income from Bond Discount Amortization Total Revenue 1991 $ 4,906,191 5,368,394 1,350,382 137f958 $11f762~925 1990 $ 5,023,809 4,841,096 1,258,539 253~505 $11~376~949 EXPENSES Pension Payments Fees for Professional Services Active Service Death Benefit Expense from Bond Premium Amoritzation Administrative Expense $ 4,702,423 468,285 41,436 145,719 131~139 4,375,248 422,354 8,023 171,373 162~341 Total Expenses Net Income Year to Date 5~489~002 $ 6~273{923 5~139f339 $ 6~237~610 18 CITY OF ROANOKE PENSION PLAN BALANCE SHEET AS OF MAY 31, 1991 ASSETS Cash Investments: (market value - 1991 $127,741,697 1990 $111,825,867) Total Assets 1991 117,561)(1) 111~238~718 $ 111,121,157 1990 $ 1,581 102r045~103 $102,046,684 LIABILITIES AND FUND BALANCE Due to Other Funds Total Liabilities 423,514(1) 423{514 Fund Balance, July 1 Net Income Year to Date Fund Balance Total Liabilities and Fund Balance 104,423,720 6~273~923 110~697~643 $ 111~121~157 95,809,074 6~237~610 102~046~684 $102~046~684 (1) Balance reflects the consolidation of the Pension Plan accounting into the general ledger accounting system on July 1, 1990. 19 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)981o2541 June 26, 1991 SANDRA H. EAKIN Deputy C~zy Clerk File #24A Mr. W. Robert Herbert City qanager Roanoke, Virginia Dear Hr. Herbert: I am attaching copy of Ordinance No. 30604-62491 readopting and reenacting the Code of the City of Roanoke (1979), as amended. Ordinance No. 30604-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Nary F. Parker, CM_C/AAE City Clerk MFP:ra Eric, pc: The Honorable G. O. Clemens, Chief Judge, Circuit Court, P. O. Box 1016, Salem, Virginia 24153 The Honorable Roy B. Willett, Judge, Circuit Court The Honorable Clifford R. Weckstein, Judge, Circuit Court The Honorable Diane q. Strickland, Judge, Circuit Court The Honorable Kenneth E. Trabue, Judge, Circuit Court 305 East Main Street, Salem, Virginia 24153 The Honorable Joseph q. Clarke, II, Chief Judge, Juvenile and Domestic Relations District Court The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Fred L. ~oback, Jr., Judge, Juvenile and Domestic Relations District Court The gonorable Edward S. Kidd, Jr., Chief Judge, General District Court The Honorable Julian H. Raney, Jr., Judge, General District Court Mr. Wo Robert Herbert June 26, 1991 Page 2 The Honorable Richard C. Pattisal, Judge, General District Court The Honorable Donald S. Caldwell, Co~onwealth's Attorney The Honorable Patsy Testerman, Clerk, Circuit Court Hs. Patsy Bussey, Clerk, Juvenile and Domestic Relations District Court Hr. Ronald Albright, Clerk, General District Court Mr. Wilburn C. Dibling, Jr., City Attorney Hr. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Mr. James D. Ritchie, Director of Human Resources Hr. George C. Snead, Jr., Director of Administration and Public Safety Mr. M. David Hooper, Chief of Police Mr. Raymond F. Leven, Public Defender, Suite 4B, Southwest Virginia Building, Roanoke, Virginia 24011 Hr. Bobby D. Casey, Office of the Magistrate, P. 0. Box 13867, Roanoke, Virginia 24037 Hs. Clayne H. Calhoun, Law Librarian Mr. Robert L. Laslie, Vice President Supplements, Municipal Code Corporation, P. 0. Box 2235, Tallahassee, Florida 32304 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. No. 30604-62491. AN ORDINANCE to readopt and reenact the Code of the City of Roanoke (1979), as amended; and providing for an emergency. WHEREAS, by Ordinance No. 25043, adopted April 7, 1980, this Council adopted and enacted a new code for the City of Roanoke entitled the Code of the City of Roanoke (1979) (hereinafter sometimes referred to as "City Code"); WHEREAS, said Code, as amended, contains certain provi- sions which incorporate by reference portions of the Code of Virginia (1950), as amended, WHEREAS, from time to time~ sections which are incorporated (hereinafter "State Code"); certain of these State Code by reference in the City Code have been amended by the General Assembly; WHEREAS, such amendments are a matter of public record which are set forth in the Acts of Assembly and supplements and replacement volumes of the State Code; and WHEREAS, it is the desire of this Council that those provisions of the City Code which adopt by reference State Code provisions shall be fully consistent with the appli- cable State Code sections, as amended; THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that: 1. The Code of the City of Roanoke (1979), as amended, a copy of which is on file in the City Clerk's Office, con- sisting of Chapters 1 through 36, each inclusive, is hereby readopted and reenacted. Such Code and amendments hereto- fore and hereafter adopted shall continue to be known as the Code of the City of Roanoke (1979), as amended. 2. With respect to sections or provisions of the State Code incorporated by reference in the City Code, Council recognizes any amendments made to such sections or provi- sions of the State Code by the most recent Session of the General Assembly and hereby expresses the intent and ordains that such amendments to sections or provisions of the State Code incorporated by reference in the City Code shall be included in the City Code verbatim as enacted by the most recent Session of the General Assembly. 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. WILBURN C. DIALING, JR. CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY 464 MUNICIPAL BUILDING ROANOKE, VIRGIN~A 24011-1595 June 24, 1991 RECEIVED CiTY CLE~S 8FFICE JUN IB RO:03 WILLIAM X PARSONS MARK ALLAN WILLIAMS STEVEN J. TALEVI KATHLEEN MARIE KRONAU ASSISTANT CITY A~FORNEY$ The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Reenactment of City Code Dear Mrs. Bowles and Gentlemen: Since 1982, City Council has reenacted and recodified the City Code on an annual basis in order to properly incorporate in the Code amendments made by the General Assembly at the previous Session to State statutes that are incorporated by reference in the City Code. This procedure ensures that the ordinances codified in our Code incor- porate the current provisions of State law. Incorporation by reference is frequently utilized in local codes in order to prevent having to set out lengthy provisions of state statutes in their entirety. In addition, the technique ensures that local ordinances are always consistent with the State law as is generally required. The procedure whereby a local governing body adopts statutes by reference after action of the General Assembly has been approved by the Attorney General. See Report of the Attorney General (1981-1982) at 272. I recommend that Council adopt the attached ordinance to readopt and reenact the Code of the City of Roanoke (1979). If the attached ordinance is not adopted, City Code sections incorporating provisions of the State Code amended by the last Session of the General Assembly may be impermissibly inconsistent which could result in the dismissal of criminal prosecutions under such City Code sections. With kindest personal regards, I am Since. rely yours Wilburn ¢ .'~bl lng , City Attorney WCD:ff Attachment The Honorable Mayor of City Council June 24, 1991 and Members Page 2 cc: W. Robert Herbert, City Manager George C. Snead, Jr., Director, Administration and Public Safety Donald S. Caldwell, Commonwealth's Attorney M. David Hooper, Chief of Police Mary F. Parker, City Clerk MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Roon'~456 Roaqoke. Virginia 24011 Tetephone: (703)981-2541 June 26, 1991 SANDRA H, EAKIN Deputy Oty Clerk File #24A-285 Mr. Joel W. Schlanger Director of Finance Roanoke, Virginia Dear Wr. Schlanger: I am attaching copy of Ordinance No. 30606-62491 amending and reordaining subsection (a)(1) of §21-68, Requirement of issuance of permit; where valid; duration; permits subject to regulations; subsection (d) of §21-71, Reports '~f gross receipts and disburse- ments required; form of reports; ~ailure to file; certificate o~ compliance; right of entry upon premises; records; independent accounting procedure; and subsection (1) of §2~-73, Prohibited practices, of the Code of the City of Roanoke (1979), as amended, said amendments relating to organizations applicable to apply for permit, threshold for requirement of report of independent cer- tified public accountant and conduct of bingo by organizations composed of or for blind persons. Ordinance Ho. 30606-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Wonday, June 24, 1991, and shall be in full force and effect on and after July 1, 1991. Wary F. Parker, CMC/AAE City Clerk MFP : ra Enc, pc: The Honorable G. O. Clemens, Chief Judge, Circuit Court, P. 0. Box 1016, Salem, Virginia 24153 The Honorable Roy B. Willett, Judge, Circuit Court The Honorable Clifford R. Weckstein, Judge, Circuit Court The Honorable Diane M. Strickland, Judge, Circuit Court The Honorable Kenneth E. Trabue, Judge, Circuit Court 305 East Wain Street, Salem, Virginia 24153 Mr. W. Robert Herbert June 26, 1991 Page 2 pc: The Honorable Joseph M. Clarke, II, Chief Judge, Juvenile and Domestic Relations District Court The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Fred L. Hoback, Jr., Judge, Juvenile and Domestic Relations District Court The Honorable Edward S. Kidd, Jr., Chief Judge, General District Court The Honorable Julian ~. Raney, Jr., Judge, General District Court The Honorable Richard C. Pattisal, Judge, General District Court The Honorable Donald S. Caldwell, Commonwealth's Attorney The Honorable Patsy Testerman, Clerk, Circuit Court Ms. Patsy Bussey, Clerk, Juvenile and Domestic Relations District Court Mr. Ronald Albright, Clerk, General District Court Mr. W. Robert Herbert, City Manager Ms. Deborah J. Moses, Chief of Billings and Collections Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Raymond F. ~even, Public Defender, Suite 4B, Southwest Virginia Building, Roanoke, Virginia 24011 Mr. Bobby D. Casey, Office of the Magistrate, P. O. Box 13867, Roanoke, Virginia 24037 Ms. Clayne M. Calhoun, Law Librarian Mr. Robert L. Laslie, Vice President Supplements. Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32304 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. No. 30606-62491. AN ORDINANCE amending and reordaining subsection (a)(1) of §21-68, Requirement of issuance of permit; where valid; durationi permits subject to regulations; subsection (d) of §21-71, Reports of ~ross receipts and disbursements required; form of reports; failure to filei certificate of compliance; right of entry upon premises; records; and subsection (1) of §21-73, of the City of Roanoke (1979), independent accountin~ procedure; Prohibited practices, of the Code as amended, the amendments relating to organizations applicable to apply for permit, threshold for requirement of report of independent certified public accountant and conduct of bingo by organizations composed of or for blind persons; and providing for an emergency and an effective date. BE IT ORDAINED by the Council of the City of Roanoke that: 1. Subsection (a)(1) of §21-68, Requirement of issuance of permit; where valid; duration; permits subject to regulations, of the Code of the City of Roanoke (1979), as amended, is hereby amended and reordained to read and provide as follows: §21-68. Requirement of issuance of permit; where valid; duration; permits subject to regulations. (a) Prior to the issuance of any permit, the applicant organization shall meet each of the following require- ments: (1) Except for recently established volunteer fire and rescue companies or departments, as defined in this article, the organization shall have been in exis- tence and met on a regular basis in the City of Roanoke, City of Salem, County of Roanoke or Town of Vinton for a period of at least two years immedi- ately prior to applying for a permit. In no case shall the organization apply for or receive more than one permit. However, this requirement shall not apply (i) to any lodge or chapter of a national or international fraternal order or a national or international civic organization which is exempt under §501(c)(3) of the United States Internal Revenue Code and which has a lodge or chapter hold- ing a bingo permit issued under the provisions of this article anywhere within this Commonwealth, or (ii) where the director of finance provides for the issuance of a bingo or raffle permit for school sponsored activities to booster clubs which have been operating for less than two (2) years, in public schools which are less than two (2) years old. 2. Subsection (d) of §21-71, Reports of gross receipts and disbursement required; form of reports; failure to file; cer- tificate of compliance; risht of entry upon premises; records; independent accountin$ procedure, of the Code of the City of Roanoke (1979), as amended, is hereby amended and reordained as follows: §21-71. Reports of gross receipts and disbursement required; form of reports; failure to file; certificate of compliance; right of entry upon premises; records; independent accounting procedure. (d) Any organization having annual gross receipts from bingo games or raffles in excess of two hundred fifty thousand dollars ($250,000.00), as shown on its annual financial report, shall attach to such report an opinion of a licensed independent certified public accountant that (i) the annual financial report presents fairly, in all material respects, beginning cash, receipts, operat- ing cost, use of proceeds, and ending cash; (ii) the pro- ceeds of any bingo games or raffles have been used, in all material respects, for those lawful, religious, charitable, community, or educational purposes for which the organization is specifically chartered or organized; and (iii) the gross receipts have been used in all - 2 - material respects in accordance with the provisions of this article. The failure to file the opinion of a licensed independent certified public accountant, when required, shall cause the automatic revocation of the permit and no organization shall conduct any bingo game or raffle thereafter until the opinion required by this subdivision is'properly filed with the report and a new permit is obtained including payment of application and processing fee. The opinion required by this section is in addition to the audit and audit fee required by sec- tion 21-72. 3. Subsection (1) of §21-73, Prohibited practices, of the Code of the City of Roanoke (1979), as amended, is hereby amended and reordained as follows: §21-73. Prohibited practices. (1) Except for persons employed as clerical assistants by organizations composed of or for deaf or blind persons, no organization shall enter into a contract with or otherwise employ for compensation any per- son, firm, association, organization, partnership or corporation of any classification whatsoever for the purpose of organizing, managing or conducting bingo games or raffles. Persons employed by organizations composed of or for deaf or blind persons may receive remuneration not to exceed thirty dollars ($30.00) per event for providing clerical assistance in the conduct of bingo games or raffles only for such organizations. Any organization composed of or for deaf or blind persons that employs a person not a member to provide clerical assistance in the conduct of bingo games or raffles shall have in force fidel- ity insurance written by an insurer licensed to do business in the Commonwealth of Virginia. However, this subsection shall not prohibit the joint opera- tion of bingo games under section 21-77. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect on and after July 1, 1991. ATTEST: City Clerk. MARY F. PARKER C~t¥ Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S W, Room 456 Roanoke, Vlrglma 24011 Teiept~one: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~y Clerk File #24A-183-53B Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30605-62491 amending and reordaining subsection (b) of §23.1-18, Alternate Forms of ~ecur~t_~, of the Code of the City of Roanoke (1979), as amended, to preclude the use of certain alternate forms of security in lieu of a performance or payment bond. Ordinance No. 30605-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991, and shall be in full force and effect on and after July 1, 1991. ~ary F. Parker, CMC/AAE City Clerk ~4FP : r a Eno. pc: The Honorable G. O. Clemens, Chief Judge, Circuit Court, P. O. Box 1016, Salem, Vi?ginia 24153 The Honorable Roy B. Willett, Judge, Circuit Court The Honorable Clifford R. Weckstein, Judge, Circuit Court The Honorable Diane M. Strickland, Judge, Circuit Court The Honorable Kenneth E. Trabue, Judge, Circuit Court 305 East Main Street, Salem, Virginia 24153 The Honorable Joseph M. Clarke, Il, Chief Judge, Juvenile and Domestic Relations District Court The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Fred L. Hoback, Jr., Judge, Juvenile and Domestic Relations District Court ~r. W. Robert Herbert June 26, 1991 Page 2 The Honorable Edward S. Kidd, Jr., Chief Judge, General District Court The Honorable Julian H. Raney, Jr., Judge, General District Court The Honorable Richard C. Pattisal, Judge, General District Court The Honorable Donald S. Caldwell, Commonwealth's Attorney The Honorable Patsy Testerman, Clerk, Circuit Court Ns. Patsy Bussey, Clerk, Juvenile and Domestic Relations District Court ~r. Ronald Albright, Clerk, General District Court ~r. Wilburn C. Dibling, Jr.~ City Attorney Mro William F. Clark, Director of Public Works ~r. Charles M. Huffine, City Engineer Mr. Kit B. Kiser, Director of Utilities and Operations ~r. James D. Ritchie, Director of Human Resources Mr. George C. Snead, Jr., Director of Administration and Public Safety ~r. D. Darwin Roupe, ~anager, General Services Mr. Raymond F. Leven, Public Defender, Suite 4B, Southwest Virginia Building, Roanoke, Virginia 24011 ~r. Bobby D. Casey, Office of the Magistrate, P. O. Box 13867, Roanoke, Virginia 24037 Ms. Clayne ~. Calhoun, Law Librarian Hr. Robert L. ~aslie, Vice President Supplements, Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32304 IN THE COUNCIL OF THE CITY OF The 24th Day of June, 1991. No. 30605-62491. ROANOKE, VIRGINIA, An ORDINANCE amending and reordaining subsection (b) of §23.1-18, Alternate Forms of Security, of the Code of the City of Roanoke (1979), as amended, to preclude the use of certain alternate forms of security in lieu of a performance or payment bond; and providing for an emergency and an effective date. of the amended BE IT ORDAINED by the Council of the City of Roanoke that: 1. Subsection (b) of ~23.1-18, Alternate Forms of Security Code of the City of Roanoke (1979), as amended, is hereby and reordained to read and provide as follows: §23.1-18. Alternate Forms of Security. (b) If approved by the city attorney, a bidder may fur- nish a personal bond, property bond, or bank or savings and loan association's letter of credit on certain designated funds in the face amount required for the bid bond. Approval shall be granted only upon a determina- tion that the alternative form of security proffered affords protection to the city equivalent to a corporate surety's bond. 2. In order to provide for the usual daily operation of the municipal ordinance 1991. government, an emergency is deemed to exist, and this shall be in full force and effect on and after July 1, ATTEST: City Clerk. WILBURN C. DIBLING, JR. CITY ATTORNEY CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY 464 MUNICIPAL BUILDING ROANOKE, VIRGINIA 24011-1595 June 24, 1991 RECEIVED CITY CLER .- OFFICE '91 19 P2.50 WILLIAM X PARSONS MARK ALLAN WILLIAMS STEVEN J. TALEVI KATHLEEN MARIE KRONAU The Honorable Mayor and Members Roanoke City Council Roanoke, Virginia Re: Amendments to City Code required by action of 1991 Session of General Assembly Dear Mrs. Bowles and Gentlemen: The Office of the City Attorney carefully reviews bills enacted by each Session of the General Assembly to determine any amendments required to the Code of the City of Roanoke (1979), as amended ("City Code"). As a general rule, it is impermissible for provisions of the City Code to be inconsistent with the State Code. The 1991 Session of the General Assembly enacted certain State Code amendments which require conforming our City Code. The balance of this letter outlines the recommended changes to the City Code. Section 11-61 of the State Code was amended to eliminate the use of certain alternative forms of security in lieu of the payment or performance bonds required of contractors. Prior to the amendment, the bidder could furnish a personal bond, property bond, or bank or savings and loan association's letter of credit for these purposes. The new legislation forbids the use of these alternate forms of security in lieu of payment and performance bonds. The first ordi- nance which is enclosed will conform the City Code to this mandatory provision of the State Code. Changes to the City Code provisions concerning bingo are also required to conform to amendments to the State Code. The first State Code amendment permits organizations which have been in existence and have met on a regular basis in an adjoining city, county or town to apply for a bingo permit in the City. The second amendment raises from $200,000 to $250,000 the amount of annual gross receipts which an organization must have before the organization is required to have a licensed independent certified public accountant to provide an opinion concerning the records of the organization. Finally, in order to con- form to the language in the State Code, I recommend amending the City Code to provide that organizations composed of or for deaf or blind persons may compensate individuals for participating in the bingo games or raffles. An ordinance incorporating these amendments to the City Code is attached. The Honorable Mayor and Members June 24, 1991 Page 2 I recommend adoption of the two attached ordinances to City Council. I will be pleased to respond to any questions which members of Council may have about this matter. With kindest personal regards, I remain Very truly yours, Wilburn C. Dibling, Jr. City Attorney WCDJr:dlj W. Robert Herbert, City Manager Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Mary F. Parker, City Clerk MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenuer S W , Room 456 Roanoke, Virg~ma 2401 ~ Telephone: (703)981-2541 June 26, 1991 SANORA H. EAKIN De~utyC~tyClerk File #60-318 Hr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Hr. Schlanger: I am attaching copy of Ordinance No. 30607-62491 amending and reordaining certain sections of the 1991-92 General Fund Appropriations, allocating certain funds to qualified agencies, pursuant to recommendations of the Citizens' Services Committee for fiscal year 1991-92. Ordinance No. 30607-62491 aqs adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 1991. Sincerely, p~j,~,,, ~~. Mary F. OParker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, Mr. James D. Ritchie, Mr. Barry L. Key, City Manager Director of Human Resources ~anager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. No. 30607-62491. AN ORDINANCE to amend and reordain certain sections of the 1991-92 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 1991-92 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Health and Welfare Citizen Services Committee (1-31) ................. $13,965,421 285,000 1 2 3 4) 5) 6) 7) 8) 9) 10) 11) Subsidies Fifth District Training Consortium Presbyterian Community Center Family Services Protective Services Free Clinic League of Older Americans Roanoke Area Ministries Association for Retarded Citizens Bethany Hall Big Brothers/ Big Sisters (001-054-5220-3700) (001-054-5220-3711) 001-054-5220-3719 001-054-5220-3720 001-054-5220-3721 001-054-5220-3722 001-054-5220-3723 001-054-5220-3725 001-054-5220-3726 001-054-5220-3728 001-054-5220-3729 $(285,000) 5,315 1,200 35,500 17,800 24,000 25,500 22,000 29,300 5,000 4,200 12) Child Abuse Prevention Council 13) CORD 14) Information and. Referral 15) Blue Ridge MS (001-054-5220-3730) (001-054-5220-3731) (001-054-5220-3732) (001-054-5220-3733) 16) NW Child Develop- ment Center (001-054-5220-3734) 17) Roanoke Symphony Society 18) Arts Council of Roanoke Valley 19) Roanoke Valley Speech and Hear- ing Center (001-054-5220-3738) 20) TRUST (001-054-5220-3740) 21) Western Virginia Emergency Med. Services 22) Inner City Athletic Assoc. 23) West End Community Center 24) Adult Care Center 25) Tinker Mountain Industries 26) Conflict Resolu- tion Center,Inc. 27) Mill Mountain Theatre 28) Roanoke Museum of Fine Art 29) Roanoke City Health Dept. 30) The Salvation Army 31) Fees for Pro- fessional Svcs. (001-054-5220-3736) (001-054-5220-3737) $ 2,500 1,850 5,500 1,200 12,500 4,000 2,640 2,200 7,000 (001-054-5220-3741) 6,645 (001-054-5220-3744) 1,800 001-054-5220-3745) 3,600 001-054-5220-3746) 4,150 001-054-5220-3747) 20,000 001-054-5220-3748) 2,500 001-054-5220-3749) 1,000 001-054-5220-3750) 500 001-054-5220-3751) 5,000 001-054-5220-3752) 22,600 001-054-5220-2010) 8,000 BE IT FURTHER Ordinance shall be in ORDAINED that, an emergency existing, effect from its passage. ATTEST: this 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 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-318 Mr. Stuart Israel TRUST 360 ~ashington Avenue, S. W. Roanoke, Virginia 24016 Dear Mr. Israel: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $7,000.00 to TRUST for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, 5 W, Room 456 Roanoke. Virginia 24011 Telephone: (703) 981o2541 June 26, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #60-318 Mr. Curtis Andrews RADAR 306 Sixth Street, S. W. Roanoke, Virginia 24016 Dear Mr. Andrews: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $22,000.00 to RADAR for fiscal year 1991-92. Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP : ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue. S W,Room456 Roanoke, Virg~ma 24011 Telephone: (703)981-2541 June 26, 1991 SANORA H. EAKIN Deputy C~ty C(erk File #60-318 Mr. Garry Lautenschlager Western Virginia Emergency Medical Services P. 0. Box 926 Salem, Virginia 24153 Dear Mr. 5autenschlager: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92. was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, concurred in the recommendations of the Citizens' Committee and allocated $6,645.00 to Western Virginia Medical Services for fiscal year 1991-92. Council Services Emergency Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue,$ W,Roorr~4S6 Roanoke, Virginia 24011 Telephone: (703) 981-2S41 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-318 ~s. Katheryn Hale West End Community Center P. O. Box 4562 Roanoke, Virginia 24015 Dear ~s. Hale: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens~ Services Committee and allocated $3,600.00 to West End Community Center for fiscal year 1991-92. g'~ a~.~ 4Sincerely' ~4ary F. Parker, C~C/AAE City Clerk MFP:ra 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 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-318 Ms. Carolyn H. Barrett Administrator Fifth District Employment and Training Consortium 310 West Campbell Avenue Roanoke, Virginia 24011 Dear ,~s. Barrett: ~ report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $5,315.00 to the Fifth District Employment and Training Consortium for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, $ W, Room 456 Roanoke, V~rglnla 24011 Telephone: (703) 981-25~11 June 26, 1991 SANDRA H* EAKIN Deputy City Clerk File #60-318 Mr. Joseph Gaither Inner City Athletic Association 419 Rutherford Avenue, N. E. Roanoke, Virginia 24011 Dear Mr. Gaither: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $1,800.00 to the Inner City Athletic Association for fiscal year 1991-92. ~ d~ ~'Sincerely' ~O,,a~,~ Mary F. Parker, CMC/AAE City Clerk MFP : ra MARY F. PARKER C;ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, $ W, Room Roanoke. Virginia 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #60-318 Dr. Ruth $. Appelhof Executive Director Roanoke ~useum of Fine Arts One .Market Square Roanoke, Virginia 24011 Dear Dr. Appelhof: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agoncies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $500.00 to the Roanoke Museum of Fine Arts for fiscal year 1991-92. Sincerely, ~ary F. Parker, CVIC/AAE City Clerk MFP:ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church ~venue, S W, Room 456 Roanoke, V~rglnla 24011 Telephone; (703) g81-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-318 Mr. George Pollash Presbyterian Community Center 1228 Jamison Avenue, S. E. Roanoke, Virginia 24013 Dear qr. Pollash: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $1,200.00 to the Presbyterian Community Center for fiscal year 1991-92. Sincere ly, qary F. Parker, C~4C/AAE City Clerk MFP : ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, V~rg~ma 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~:y Clerk Fils #60-318 Dr. H. Preston Boggess, Chairman CHIP Council 402 Luck Avenue, S. W. Roanoke, Virginia 24016 Dear Dr. Boggess: A report of the Citizens' Services Committee transmittinq recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens~ Services Committee and allocated $5,000.00 to the CHIP Council for fiscal year 1991-92. Sincerely, PO.~.~,~,.._ ~ary F. Parker, CMC/AAE City Clerk MFP : ra 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 June 26, 1991 SANIDRA H. EAKIN Deputy C~ty C~erk File #60-318 Ms. Betty Burris Adult Care Center 2707 Williamson Road, N. E. Roanoke, Virginia 24012 Dear Ms. Burris: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly Council concurred in the Services Committee and allocated $4,150.00 to the Adult Care Center for fiscal year 1991-92. seconded and unanimously adopted, recommendations of the Citizens' Sincerely, ~ary F. Parker, CMC/AAE City Clerk MFP:ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room456 Roanoke, Virginia 24011 Telephone: (703)981-2541 June 26, 1991 SANORA H. EAKIN Deputy CiTy C~erk File #60-318 Mr. Richard Dickson ARC/CHD Industries P. O. Box 6157 Roanoke, Virginia 24017 Dear Mr. Dickson: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $29,300.00 to ARC/CHD Industries for fiscal year 1991-92. ~..,~ d.~ ~. ~t~...~..Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP:ra MARY F. PARKER CiTy Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chur(h Avenue, S W, Room 456 Roanoke. Virginia 24011 Telephone: {703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-318 Ms. Gail Burruss Bethany Hall 1109 Franklin Road, S. W. Roanoke, Virginia 24016 Dear Ms. Burruss: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $5,000.00 to Bethany Hall for fiscal year 1991-92. Sincerely, Mary F. Parker, C~4C/AAE City Clerk MFP:ra MARY F. PARKER CiTy Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chu¢ch Aqenue, $ W , Room 456 Roanoke, Virglma 24011 Telephone: (703) 981-2541 June 25, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-318 Mr. Chet E. Hart Executive Director Big Brothers/Big Sisters of Roanoke Valley 112-A West Kirk Avenue Roanoke, Virginia 24011 Dear Mr. Hart: A report of the Citizens' Services Committee transmittinq recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $4,200.00 to Big Brothers/Big Sisters of Roanoke Valley for fiscal year 1991-92. Sincerely, Mary F. Parker, ~IC/AAE City Clerk MFP:ra 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 26, 1991 SANDRA H. EAKIN Deputy C~zy Clerk File #60-318 Ms. Kathy J. Jarrell Child Abuse Prevention Council of Roanoke Valley 325 Campbell Avenue, S. W. Roanoke, Virginia 24016 Dear Ms. Jarrell: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $2,500.00 to the Child Abuse Prevention Council of Roanoke Valley for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra MARY F. PARK£R City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Cnur£h Avenue. S W, Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-318 Ms. Kathleen Ross Community Organization for Research and Development, Inc. 401 First Street, N. W. Roanoke, Virginia 24016 Dear Ms. Ross: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $1,850.00 to the Community Organization for Research and Development, Inc. for fiscal year 1991-92. Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP:ra MARY F. PARKER Ci:y Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215Church~,venue, S W,Room456 Roar~oke, Virgm~a 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-318 Mr. John Pendarvis, Director Family Service of Roanoke Valley P. 0. Box 6600 Roanoke, Virginia 24017 Dear Mr. Pendarvis: A report of the Citizens' Services Committee transmittinq recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $35,500.00 to Family Service of Roanoke Valley for fiscal year 1991-92. Sincerely, . Mary F. Parker, C~C/AAE City Clerk MFP:ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, $ W, Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN DeDuty CiTy Clerk File #60-318 Ms. Estelle K. Nichols Bradley Free Clinic of Roanoke Valley, Inc. 1240 Third Street, S. W. Roanoke, Virginia 24016 Dear ~s. Nichols: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $17,800.00 to the Bradley Free Clinic of Roanoke Valley, Inc. for fiscal year 1991-92. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP:ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, ROO~T~ 456 Roanoke, Vlrglma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-318 Ns. Susan Williams League of Older Americans P. O. Box 14205 Roanoke, Virginia 24038 Dear Ms. Williams: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Nonday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $24,000.00 to the League of Older Americans for fiscal year 1991-92. Sincerely, Nary F. Parker, CMC/AAE City Clerk MFP : ra MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virg~ma 24011 Telephone: (703)981-2541 June 26, 1991 SANORA H. EAKIN Deputy CiTy Clerk File #60-318 Ms. Kathy Stockburger Executive Director Conflict Resolution Center, P. 0. Box 1185 Roanoke, Virginia 24006 1nc, Dear Ms. Stockburger: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $2,$00.00 to the Conflict Resolution Center, Inc., for fiscal year 1991-92. Sincerely, ~4ary F. Parker, CMC/AAE City Clerk MFP:ra 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 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-318 Ms. Fay Painter National Multiple Sclerosis Society Blue Ridge Chapter P. O. Box 6808 Charlottesville, Virginia 22906 Dear .MS. Painter: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $1,200.00 to the National Multiple Sclerosis Society, Blue Ridge Chapter for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room456 Roanoke, Virg~ma 24011 Telephone; (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City C~erk File #60-318 Ms. Harriet Lewis Northwest Child Development 1523 Melrose Avenue, N. W. Roanoke, Virginia 24017 Center Dear Ms. Lewis: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $12,500.00 to the Northwest Child Development Center for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra 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 26, 1991 SANDRA H. EAKIN DeputyC~t¥Clerk File #60-318 Ms. Julie Hollingsworth Roanoke Area Ministries 824 Campbell Avenue, S. Roanoke, Virginia 24016 Dear Ms. Hollingsworth: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 199i. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $25,$00.00 to Roanoke Area Ministries for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra MARY F. PARKER C*ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK June 26, 1991 SANDRA H. EAKIN Deputy Ctty Clerk File #60-318 Ms. Margarite Fourcroy Roanoke Symphony Society, Inc. P. O. Box 2433 Roanoke, Virginia 24010 Dear Ms. Fourcroy: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $4,000.00 to the Roanoke Symphony Society, Inc., for fiscal year 1991-92. Sincerely, ~ary F. Parker, C~C/AAE City Clerk MFP:ra MARY E. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room456 Roar~oke, Virglma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-318 Ms. Susan J. Cole Executive Director The Arts Council of the Roanoke Valley 20 East Church Avenue Roanoke, Virginia 24011 Dear Ms. Cole: 4 report of the Citizens' Services Committee transmitting reco~endations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Co~ittee and allocated $2,640.00 to The Arts Council of the Roanoke Valley for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : r a MARY F. PARKER C~t¥ Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chu¢¢h Avenue, S W,Room456 Roanoke, Virginia 2401 ~ Telephone: (703)981-2541 June 26, 1991 SANORA H. EAKIN Deputy City Clerk File #60-318 Mr. Richard Hawkins Roanoke Valley Speech and Hearing 2030 Colonial Avenue, S. W. Roanoke, Virginia 24015 Dear Mr. Hawkins: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $2,200.00 to Roanoke Valley Speech and Hearing for fiscal year 1991-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra MARY F. PARKER C;t¥ Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virg*n~a 24011 Telepr, one: (703)981-2541 June 26, 1991 SANORA H. EAKIN Deputy City Clerk File #60-318 Captain H. Dean ginson The Salvation Army P. O. Box 1631 Roanoke, Virginia 24008 Dear Captain Hinson: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $22,600.00 to The Salvation Army for fiscal year 1991-92. F~'~'~'~~'Sincerely' Mary F. Parker, C~C/AAE City Clerk MFP : ra MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, Virginia 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-318 Mr. Rodney Byrd Tinker qountain Industries P. O. Box 458 Troutville, Virginia 24175 Dear qr. Byrd: A report of the Citizens' Services Committee transmitting recommendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Citizens' Services Committee and allocated $20,000.00 to Tinker Mountain Industries for fiscal year 1091-92. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra MARY F. PARKER City CJerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy Oty Clerk File #60-318 Mr. Raleigh Campbell Information and Referral Council of Community Services P. O. Box 598 Roanoke, Virginia 24004 Dear Mr. Campbell: A report of the Citizens' Services Committee transmitting recom- mendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council con- curred in the recommendations of the Citizens' Services Committee and allocated $5,500.00 to Information and Referral, Council of Community Services, for fiscal year 1991-92. Sincerely, Ma,fy F. Parker, CMC/AAE City Clerk MFP:ra 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 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-318 Ms. Judy Mitchell Director of Marketing & Development Mill Mountain Theatre One Market Square Roanoke, Virginia 24011 Dear Ms. Mitchell: A report of the Citizens' Services Committee transmitting recom- mendations for funding of certain qualified agencies for fiscal year 1991-92, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On motion, duly seconded and unanimously adopted, Council con- curred in the recommendations of the Citizens' Services Committee and allocated $1,000.00 to Mill Mountain Theatre for fiscal year 1991-92. Sincerely, Mary F. Parker, C-~IC/AAE City Clerk MFP:ra June 17, lggl Roanoke, Virginia Honorable Mayor and City Council Roanoke, Virginia Members of Council: SUBJECT: RECO~ENDATIONS FOR CITIZENS SERVICES CO. Il-FEE FOR FUNDING OF QUALIFIED AGENCIES I. BACKGROUND Ao The Citizens Services Committee budget was established by City Council, Ordinance #30515-51391, by which the General Fund Budget for Fiscal Year 1991 - 1992 was adopted May 13, 1991. B. Requests from 29 agencies were received for $555,146.51. C. Individual study of each application was made by Committee members, and public hearings were held April 10 12, 1991 to consider the requests and hear applicants. Agencies were notified of tentative allocation recommendations and advised they could appeal the Committee's tentative recommendations. II. CURRENT SITUATION The budget for Fiscal Year 1991 - 1992, approved by City Council for the Citizens Services Committee, provides for the same funding as allocated in Fiscal Year 1990 1991. Total funds available for allocation in Fiscal Year 1991 - 1992 are $285,000.00. Performance audits are conducted for each agency receiving funds through the Committee to evaluate the effectiveness and efficiency of funded programs. Citizens Services Committee requests that $8,000.00 be transferred to the Director of Human Resources' budget upon approval of City Council to cover monitoring expenses. Performance audits will be conducted by the Council of Community Services in conjunction with the City's Director of Human Resources. Performance audits were adopted in 1981 to ensure City funds are being used for the purpose for which they are requested and to further assure that citizens of the City are benefitting from their use. 3. The Committee is pleased with the contents and accuracy of the audits performed during the past year. Eo Ho Agencies submit a budget by objective and activity when applying for funds through the Citizens Services Committee. Agency plan of objectives and activities to be accomplished with City funding. Total agency budget and amount of funds generated to the agency by City funding. Regional agencies are required to apply for funding from other localities. The Committee is concerned that some regional agencies are not funded by the other localities (Attachment B). Attached schedule shows recommended funding for allocation to the various agencies. 1. Most agencies are funded for less than their request. Recommended funding amounts reflect the best judgment of the Committee in serving the citizens of the City of Roanoke through these programs. Committee deliberations are contained in minutes of meetings on file with the City Clerk. Appeals of Committee recommendations, as provided by Council policy, were received after notification to each agency of its tentative recommended allocation. One {1} appeal was filed and was heard May 22, 1991. Roanoke Museum of Fine Arts requested an appeal to secure an additional $250.00 for scholarships, and $300.00 for materials for summer Artcamps proposal. Bethany Hall -- $5~000.00. The Committee recommends a payment of $20.00 per day for Roanoke City residents, up to a maximum of $5,OOO.OO. The Salvation Army -- $22~600.00. The Committee recommends that $22,600.00 be allocated to The Salvation Army and a contract be executed with The Salvation Army for the provision of services to City citizens under the Homeless Housing Program and/or Abused Women's Shelter. Unified Human Transportation Systems~ Inc. (RADAR) -- $22~000.00. The Committee recommends that $22,000.00 be allocated to Unified Human Transportation Systems, Inc. (RADAR) through Valley Metro in order that Valley Metro may receive credit for providing transportation to the handicapped. III. RECOMMENDATXONS City Council concur with the funding of agencies in the amounts recommended as indicated on the attached schedule (Attachment A). Be City Council authorize the Chairman of the Citizens Services Committee and the Director of Finance to not release funds to any agency until objectives, activities, and other reasonable requests of the monitoring staff are submitted and accepted. Transfer }285~000 from the Citizens Services Committee account #001-054-5220-3700, to new line items to be established within the Citzens' Services Committee budget by the Director of Finance. Authorize the City Manager or his designee to negotiate a contract for $22,600.00 with The Salvation Army for the provision of services to City citizens under the Homeless Housing Program and/or Abused Women's Shelter. Council will be asked to authorize the execution of the contract after it has been negotiated. Respectfully submitted, dam~,~ . 'tchie, Chairman Citizl)ns Services Committee Harold Kyle, Vice Chairman Raleigh Campbell Reverend Frank Feather Stanley Hale Bernice Jones A1McCain JDR/gr Attachments CC: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance Barry L. Key, Office of Management and Budget NZ r~ o o o ~ c; o o o ~ 0 0 0 0 0 0 0 0 0 C) CD 0 CD 0 0 o c~ ~ ~ o o o MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W ,Room 456 Roa/~oke. Virgm~a 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #514 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30609-62491 accepting the bid of Virginia Asphalt Paving Company, Inc., for paving and pro- filing of various streets within the City, in the total amount of $1,071,723.00. Ordinance No. 30609-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. I""~ ~ ~'Sincerely' Mary F. Parker, C~C/AAE City Clerk MFP : ra F~nc. pc: Mr. Joel M. Schlanger, Director of Finance ~r. William F. Clark, Oirector of Public Works ~r. 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 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: (702)981-2541 June 26, 1991 SANORA H, EAKIN Deputy C~y Clerk File #514 Mr. Walter C. Hopkins Vice President Virginia Asphalt Paving Company, P. O. Box 8395 Roanoke, Virginia 24014 [nC o Dear ~r. gopkins: I am enclosing copy of Ordinance No. 30609-62491 accepting the bid of Virginia Asphalt Paving Company, Inc., for paving and pro- filing of various streets within the City, in the total amount of $1,071,723.00. Ordinance No. 30609-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. ~"'~N ~ 4' ~Sincerely' ~ary F. Parker, CMC/AAE City Clerk ~4FP : r a Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S w, Room 456 Roanoke, V~rglnla 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy Cgy C(erk File #514 Mr. Stanley H. Puckett Vice President L. H. Sawyer Paving Company, 496 Glenmore Drive Salem, Virginia 24153 Inc · Dear Mr. Puckett: I am enclosing copy of Ordinance No. 30609-62491 accepting the bid of Virginia Asphalt Paving Company, [nc., for paving and pro- filing of various streets within the City, in the total amount of $1,071,723.00. Ordinance No. 30609-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 project. 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 C~urch Avenue, S W, Room 456 Roanoke. Virgln,a 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #514 Mr. M. Wayne Hylton, Jr. Vice President S. R. Draper Paving Company 4742 Old Rocky Mount Road, S. W. Roanoke, Virginia 24014 Dear Hr. ~ylton: I am enclosing copy of Ordinance No. 30609-62491 accepting the bid of Virginia Asphalt Paving Company, Inc., for paving and pro- filing of various streets within the City, in the total amount of $1,071,723.00. Ordinance No. 30609-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 project. 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, $ W, Room 456 Roanoke, V~rgm~a 240~ 1 Telephone: (703) 981-2545 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #514 Mr. Paul D. Rotenberry Vice President Adams Construction Company P. O. Box 12627 Roanoke, Virginia 24027 Dear Mr. Rotenberry: I am enclosing copy of Ordinance No. 30609-62491 accepting the bid of Virginia Asphalt Paving Company, Inc., for paving and pro- filing of various streets within the City, in the total amount of $1,071,723.00. Ordinance Ho. 30609-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the Mayor and Members of City Council, [ would like to express appreciation for submitting your bid on the above- described project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, The 24th Day of June, 1991. No. 30609-62491. VIRGINIA AN ORDINANCE accepting the bid of Virginia Asphalt Paving Co., Incorporated for paving and profiling of various streets upon certain terms and conditions, and awarding a contract there- for; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of 1. The Bid of Virginia Asphalt Paving Co., to the City in the total amount of $1,071,723.00 profiling of various streets within the City particularly set forth in the report to this 1991, such bid being in full compliance with specifications made therefor and as provided Roanoke that: Incorporated made for paving and of Roanoke as more Council dated June 17, the City's plans and in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the suc- cessful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the afore- said work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appre- ciation for such bid. e municipal ordinance In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this shall be in full force and effect upon its passage. ATTEST: City Clerk. MARY F. PARKER CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN DeputyO~yClerk File #60-514 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30608-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for the transfer of $773,524.00 from certain accounts to the Annual Street Paving Program, in connec- tion with award of a contract to Virginia Asphalt Paving Company, Inc., for bituminous concrete overlays and pavement profiling of various streets within the City. Ordinance No. 30608-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc, pc: Ur. W. Robert Herbert, City ~anager Mr. William F. Clark, Director of Public Works Hr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Hr. Kit B. Kiser, Director of Utilities and Operations Mr. Barry L. Key, Manager, Office of Management and Budget Roanoke that certain sections of the Appropriations, be, and the same are reordained to read as follows, in part: IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. No. 30608-62491. 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 1990-91 General Fund hereby, amended and ADproDriations General Government Billings and Collections (1) ...................... Municipal Auditing (2) ............................ Public Safety Police - Administration (3) ..................... Police Investigation (4) ..................... Police - Patrol (5) ............................ Police Services (6) .......................... Police - Training (7) .......................... Fire - Administration (8) ...................... Fire - Operations (9) .......................... Building Inspection (10) ....................... Public Works Grounds Maintenance (11) .......................... Street Maintenance (12) ........................... Street Paving (13) ................................ Snow Removal (14-18) .............................. Refuse Collection (19) ............................ Custodial Services (20) ........................... Building Maintenance (21) ......................... Health and Welfare Income Maintenance (22) ........................... Social Services - Services (23) ................... Non-Departmental Contingency - General Fund (24-26) ................ $ 8,607 219 2,312 786 390 516 28,590 285 198 980 2,451 267 6,179 777 1,344 710 187 415 257 121 10,033 875 640 259 19,026 393 3,022 675 2,477 447 1,716 135 71 632 4,373,753 852,708 2,949,797 13,763,027 3,487,867 6,053,426 12,830,320 501,566 Revenues General Property Taxes Public Service Tax (27) ........................... Other Local Taxes Franchise Taxes (28) .............................. Grants-in-Aid Commonwealth Welfare (29-30) ................................... $ 49,116,705 2,773,500 37,930,000 1,375,000 54,154,952 8,367,697 1) Regular Employee Salaries 2) Regular Employee Salaries 3) Regular Employee Salaries 4) Regular Employee Salaries 5) Regular Employee Salaries 6) Regular Employee Salaries 7) Regular Employee Salaries 8) Regular Employee Salaries 9) Regular Employee Salaries 10) Regular Employee Salaries 11) Regular Employee Salaries 12) Regular Employee Salaries 13) Fees for Prof. Services 14) Overtime Wages 15) Motor Fuels and Lubricants 16) Chemicals 17) Materials Control 18) Motor Vehicle Maintenance 19) Regular Employee Salaries 20) Regular Employee Salaries 21) Regular Employee Salaries 22) Regular Employee Salaries 23) Regular Employee Salaries 001-004-1232-1002 001-005-1240-1002 001-050-3111-1002 001-050-3112-1002 001-050-3113-1002 001-050-3114-1002 001-050-3115-1002 001-050-3211-1002 001-050-3213-1002' 001-052-3410-1002 001-050-4340-1002 001-052-4110-1002 001-052-4120-2010 001-052-4140-1003) 001-052-4140-2038) 001-052-4140-2045) 001-052-4140-7010) 001-052-4140-7025) 001-052-4210-1002) 001-052-4220-1002) 001-052-4330-1002) 001-054-5313-1002) 001-054-5314-1002) 250O) 5000) 30 000 10 000 46 406 15 000 15 000 10 000 12 500) 10,000) 1,300) 10,000) 773,524 25,954) 8,137) 10,347) 1,261) 2,000) 25,000) ( 10,000) ( 2,500) (35,000) (25,000) 24 25 26) 27) 28) 29) 30) Contingency Maintenance of Fixed Assets Contingency Equipment Replacement Contingency Public Service Corportation Bank Stock Franchise General Administration Purchased Services (001-002-9410-2199 (001-002-9410-2201 (001-002-9410-2202 (001-020-1234-0140 (001-020-1234-0235 (001-020-1234-0676 (001-020-1234-0683 $( 26,932 ( 59,813 ( 14,686 300,000 200,000 ( 28,000 ( 20,000 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Office of the City Manager June 24, 1991 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Taylor and Council Members: Subject: Annual Paving Program At the regular meeting of City Council on Monday, June 17, Councilman David Bowers requested information on the schedule for repaving Memorial Avenue, S. W., between Grandin Road and 13th Street, S. W. The City administration adheres to a procedure of annually evaluating all City streets when developing a program for repaving. Engineering inspectors tour the community in late winter and submit a list of recomsnended streets for further review by department engineers. Taking into account such factors as traffic volume, rideability, and appearance, all streets are then rated and assigned a priority. The City administration thus attempts to develop a repaying program which will make the best use of available funds, keeping in mind City Council's adopted policy of repaving streets on an average twenty year cycle. This year's recommended program will pave 73 lane miles and provide for the paving of all streets rated as "A" or "A+" on our priority list. Memorial Avenue between Grandin Road and 13th Street rated, in our evaluation, an "A-." This would indicate that it should be repaved but is not in as poor condition as Grandin Road between Memorial Avenue and Brandon Avenue, for example, which section is in the recommended program. If it could be predicted with any certainty that approximately the same amount of funds will be available for repaying streets next year, I would not hesitate to assure Council that Memorial Avenue will be included in next year's program. Such prediction twelve months in advance under the present uncertain economic conditions cannot be made with confidence. At unit prices bid in the proposed contract, it would cost approximately $45,000 to repave Memorial Avenue between Grandin Road and 13th Street. This estimate includes the cost of milling approximately one and one-half inches (1 1/2") of the old pavement off before repaying. This will be required due to the fact that previous paving layers have raised the surface to a level that curbside drainage provisions have reached minimal dimensions. Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 240t I (703) 981-2333 Mayor Taylor and Council Members June 24, 1991 Page 2 In sunmmry, every effort will be made to include Memorial Avenue in next year's repaving program, based on available funds and other conditions not currently predictable. WRH:WFC:pr Respectfully, W. Robert Herbert City Manager cc: Mr. William F. Clark, Director of Public Works Mr. Robert K. Bengtson, Traffic Engineer RECEIVED CITY CLERKS OFFICE P1:30 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Bituminous Concrete Overlays and Pavement Profiling of Various Streets Within the City of Roanoke Roanoke, Virginia June 17, i99i Ae Bid Committee Report attached is for paving and profiling of various streets within the City of Roanoke. The $9t960 tons of asphalt will pave 73 lane miles of streets. City street Devine proEram's sixteen-year average is shown on Attachment I. The average number of lane miles paved during this sixteen year period is 60 which is greater than the 57 lane-miles desired each year. Recommendation is that City Council approve the recommendations of the Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/RKB/fm Attachments City Attorney Director of Finance Director of Public Works City Engineer Honorable Mayor and City Council Roanoke, Virginia RECEIVED Roanoke, Virginia June 17, 1991 Dear Members of Council: Subject: Bids for Bituminous Concrete Overlays and Pavement Profiling of Various Streets Within the City of Roanoke I. Back~round on the project includes: Ae Bids were received by City Council at its May 13, 1991 meeting. These bids were publicly opened and read aloud for Bituminous Concrete Overlays and Pavement Profiling of Various Streets Within the City of Roanoke. Four (4) bids were received and referred to the bid committee for review and report back to Council. The low bid, in the amount of $815~922.85 was submitted by Virginia Asphalt Paving Co., Incorporated. Adding Alternate No. 1 (raising manholes), which was bid at $41~600.00, the total bid amounts to $857~522.85. Be City Council, at its October 1, 1979 meeting, directed the Administration to give "every consideration" to maintaining a 20-year paving cycle on City Streets. The 20-year paving cycle requires that 57 lane-miles be paved each year within the City of Roanoke. (See Attachment I.) Ce Street condition investigation by City Engineering Department indicates that 73 lane miles of streets are rated in the "A" category. This category includes streets which are identified as being in the greatest need of resurfaoing. These determin- ations are based upon professional field judgement which examines the extent of various types of pavement deterioration such as cracking, rutting, and raveling. Funding sources totalin~ $1~076,725 are listed on Attachment II and would provide a contract of $1,071,723 and a contin- gency of $5~000 for 39,960 tons of asphalt. This would pave 73 lane miles of streets, at prices contained in the low bid shown on Attachment III. As part of the funding strategy, Public Service Tax ($300,000) and Bank Stock Tax ($200,000) Revenue Estimates for Fiscal Year 1991 are recommended by the Director of Finance to be increased. Public Service Tax increase is related to a change in State Corporation Commission Assessment method of railroad property and a 5~ increase in the City's assessment sales ratio study completed by the State Department of Taxation. The Bank Stock Tax increase is primarily due to the deflated value of bank stocks as of December 31, 1990, which is deducted from total bank capital to determine taxable value of bank capital. Bituminous Concrete Overlays Page 2 Contract amount which will allow the City to pave 73 lane- miles is $214,200.15 more than the low bid total (including Alternate No. 1). The Engineering Department has increased the appropriate quantities, as bid on a unit price basis. Project specifications state that the City reserves the right to add to or to decrease the quantities listed in the Bid Form in an amount that would not exceed 25 percent of the total accepted Base Bid, without renegotiations of the unit prices. II. III. Issues in order of importance are: A. Compliance of the bidders with the requirements of contract documents. B. Amount of the low bid. C. Fundin$ for construction. D. Time of completion. Alternatives are: A. Award the contract to Virginia Asphalt Paving Co., Incorpo- rated and transfer the $848,524 necessary to provide a contract sum of $1,071,723 for street paving, and establish a contingency in the amount of $5~000.00 in a form acceptable to the Director of Finance. 1. Compliance of the bidder with the requirements of the contract documents was met. 2. Amount of the low bid is acceptable. The $21.77 price per ton of asphalt is 11.5% lower than last year's price of $24.61. 3. Funding for the project is available in the accounts listed in Attachment II. 4. Time of completion of the project is 180 days. B. Reject all bids and do not pave the City streets this year. 1. Compliance with requirements of the contract documents would not be an issue. Bituminous Concrete Overlays Page 3 Amount of the bid price would probably be higher if rebid at a later date. Funding would not be spent at this time. Time would become a factor in the deterioration of streets that need paving now. IV. Recommendation is that City Council take the following action: Ae Approve Alternative "A" and award the contract to Virginia Asphalt Paving Co., Incorporated, in the sum of $1,071,723 and establish a contingency in the amount of $5,000.00 for a total of $1,076.723. Be Transfer $775~524 from the accounts listed in Attachment II (Part A) to the Annual Paving Program Account (No. 001-052-4120-2010). C. Reject the other bids received. WWSr/RKB/fm Attachments: Respectfully submitted, William White, Sr., Chairman William F. Clark 16 Year Summary (Attachment I) Tabulation of Bids (Attachment II) Funding sources (Attachment III) Street Paving/Profiling List Street Paving Map City Attorney Director of Finance City Manager ATTACHMENT I CITY OF ROANOKE STREET PAVING PROGRAMS 16 YEAR PERIOD APPROXIMATE COST YEAR LANE MILES PER TON 1976 15 $14.97 1977 39 19.89 1978 28 21.76 EDA 1977-78 65 21.95 1979 123 22.75 1980 63 21.75 1981 38 23.96 1982 58 22.44 1983 58 23.81 1984 50 28.73 1984' 7 29.54 1985 50 31.77 1985' 7 31.77 1986 40 28.78 1987 45 27.52 1988 57 26.77 1989 98 24.61 1990 57 24.61 1991'* 7~ 21.77 TOTAL CONTRACT $ 129,353.20 432,289.10 375,733.76 809 667.79 1,679 143.58 805 128.29 525 000.00 765 000.00 862 620.86 980 000.00 126,000.00 1,020,000.00 132,000.00 794,000.00 856,064.70 993,618.15 1,641,000.00 901,532.60 1,071,722.10 TOTAL 971 $14,899,874.13 16-Year 60 $ 931,242.13 Annual Average * Change order for additional paving ** Paving Program proposed by this report ATTACf~IENT II FY 1991-1992 PAVING PROGRAM Total Funding Required Funding Sources: PART A (Fiscal Year 1991) Personnel Lapse (Per Schedule 1) Revenue Adjustment - FY 1990-91 Public Service Tax 001-020-1234-0140 Bank Stock Tax 001-020-1234-0235 Contingency Reserve 001-002-9410-2199 Fixed Asset Maintenance 001-002-9410-2201 Equipment Replacement Snow Removal 001-052-4140-1003 001-052-4140-2038 001-052-4140-2045 001-052-4140-7010 001-052-4140-7025 Annual Paving Program 001-052-4120-2010 $300,000 $200,000 .......... $ 25,954 ........... 8,137 ........... 10,347 ........... 1,261 ........... 2,000 PART B (Fiscal Year 1992) Annual Paving Program 001-052-4120-2010 $ 124,394 500,000 26,932 59,813 14,686 47,699 16,498 790,022 286,701 $1,076,723 1,076,723 SCHEDULE 1 Personnel Lapse Recommendations - 4th Quarter FY 1991-92 Dept. No. 1232 1240 3111 3112 3113 3114 3115 3211 3213 3410 4110 4210 4220 4330 4340 5313 5314 Department Name Billings & Collections Municipal Auditing Police-Administration Police-Investigation Police-Patrol Police-Services Police-Training Fire-Administration Fire-Operations Building Inspection Street Maintenance Refuse Collection Custodial Services Building Maintenance Grounds Maintenance Social Services-Income Maintenance Social Services-Services TOTALS - GENERAL FUND 4th Quarter Lapse Adjustment (2,500.00) (5,000.00) (30,000.00) (10,000.00) 46,406.00 (15,000.00) (15,000.00) (10,000.00) (12,500.00) (10,000.00) (10,000.00) (25,000.00) (10,000.00) (2,500.00) (1,300.00) (35,000.00) (25,000.00) (172,394.00) (1) Revenue Adjustment (28,000.00) (20,000.00) (48,000.00) (1) Increase recommended in Police-Patrol is related to transfer of positions from other Police Department cost centers as required to meet public safety requirements. Reductions in other Police cost centers offset the increase in Patrol. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W. Room 456 Roanoke, Virgm~a 24011 Telephone: (703) 9R1-2541 May 15, 1991 SANDRA H. EAKIN Deputy Oty Clerk File ~514 Mr. William Nhite, Sr., Chairman ) Mr. William F. Clark ) Committee Mr. Kit B. Kiser ) Gentlemen: The following bids for bituminous concrete overlays and pavement profiling of various streets within the City of Roanoke, were opened and read before the Council of the City of Roanoke at a regular meeting held on Monday, May 13, 1991: BIDDER EASE BID TOTAL ALTERNATE BID Virginia Asphalt Company, Inc. S. R. Draper Paving Company L. H. Sawyer Pavin$ Company, Inc. Adams Construction Company $815,922.85 884,759.50 ~891,545.85 954,340.80 $41,600.00 41,600.00 44,200.00 43,640.00 On motion, duly referred to you Council. seconded and unanimously adopted, the bids were for tabulation, report and recommendation to Sincerely, pg~.~.... Mary F. Parker, CMC/AAE City Clerk MFP:ra pc: Mr. Wilburn C. Dibling, Jr., City Attorney MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church ri, venue, S W, Roam 456 Roanoke. Virgm~a 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #67-122-123 Mr. ~. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30611-62491 acceptinq cer- tain bids and awarding certain contracts for roof repair to various City-owned facilities, in the total amount of $46,285.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, ~CI~E City Clerk MFP:ra Enc. pc: ~r. Mr. Joel M. Schlanger, Director of Finance Nelson Jackson, Manager, Building Maintenance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Mr. James D. Ritchie, Director of Human Resources Ms. Beverly A. Bury, City Librarian Ms. Dolores C. Daniels, Citizens' Request for Service Mr. Barry L. Key, .Manager, Office of Management and Budget MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 2 ~ 5 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #67-122-123 Ms. Cynthia M. Shelor Vice President John T. Morgan Sheet Metal Company, Inc. 1620 Sixth Street, N. E. Roanoke, Virginia 24012 ~r. Walter O. McCully President Consolidated Industrial Roofing, P. O. Box 3277 Roanoke, Virginia 24015 Inc . Mr. Charles R. Akers Representative Shen Valley Roofing, Inc. P. 0. Box 47 Bridgewater, Virginia 22812 Dear Ms. Shelor and Gentlemen: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. Morgan Sheet Metal Company, Inc., for roof repairs at the National Guard Armory, in the amount of $7,937.00, and the Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, City Clerk MFP:ra Enc. MARY F. PARKER C,t¥ Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chw'ch Avenue, S W, Room 456 Roanoke, V~rgm~a 24071 Telephone: (703) 951-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #67-122-123 Ms. Cynthia M. Shelor Vice President John T. Morgan Sheet Metal Company, Inc. 1620 Sixth Street, N. E. Roanoke, Virginia 24012 Mr. Walter O. McCully President Consolidated Industrial Roofing, P. O. Box 3277 Roanoke, Virginia 24015 [nc · Mr. Charles R. Akers Representative Shen Valley Roofing, Inc. P. O. Box 47 Bridgewater, Virginia 22812 Dear Ms. Shelor and Gentlemen: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. Morgan Sheet Metal Company, Inc., for roof repairs at the National Guard Armory, in the amount of $7,937.00, and the Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. 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,Room456 Ruanoke, Virginia 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~zy Clerk File #67-122-123 Ms. Cynthia M. Shelor Vice President John T. Morgan Sheet Metal Company, Inc. 1620 Sixth Street, N. E. Roanoke, Virginia 24012 Mr. Walter O. McCully President Consolidated Industrial Roofing, P. 0. Box 3277 Roanoke, Virginia 24015 Inc. Mr. Charles R. Akers Representative Shen Valley Roofing, Inc. P. O. Box 47 Bridgewater, Virginia 22812 Dear Ms. Shelor and Gentlemen: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. Morgan Sheet Metal Company, Inc., for roof repairs at the National Guard Armory, in the amount of $7,937.00, and the Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 'was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, .Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215Church~,venue, S W,Room456 Roanoke, Virginia 24011 Teiephone: (703) 981-2S41 June 26, 1991 SANDRA H. EAKIN Deputy Cny Clerk File #67-122-123 Ms. Deborah W. Morgan Secretary/Treasurer Melvin T. Morgan Roofing and Sheet ~etal Company, Inc. P. O. Box 13894 Roanoke, Virginia 24038 Dear Ms. Morgan: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. Morgan Sheet Metal Company, Inc., for roof repairs at the National Guard Armory, in the amount of $7,937.00, and Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 roof repairs. Sincerely,_ Mary F. Parker, C~C/AAE City Clerk MFP:ra Enc. MARY F. PARKER C~t¥ Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 2~5 Church Avenue. S W, Room 456 Roanoke, V~rglnla 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #67-122-123 Mr. William S. Sanford Project Manager AAR of North Carolina, Inc. 306 Nelson Street Kernersville, North Carolina 27284 Dear Mr. Sanford: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. Morgan Sheet Metal Company, Inc., for roof repairs at the National Guard Armory, in the amount of $7,937.00, and Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 roof repairs. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY F. PARKER Crty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK June 26, 1991 SANDRA H. EAKIN Deputy CiTy Clerk File #67-122-123 Mr. Michael R. Davis Manager Karl ~. Frye, Inc. 1217 Bluefield Avenue Bluefield, West Virginia 24701 Dear Mr. Davis: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. Morgan Sheet Metal Company, Inc., for roof repairs at the National Guard Armory, in the amount of $7,937.00, and Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 roof repairs. 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 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #67-122-123 Mr. John O. Williams Estimator I. N. McNeil Roofing & Sheet Company, Inc. 5920 Starkey Road, $. W. Roanoke, Virginia 24014 Metal Dear Mr. Williams: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. ~organ Sheet Metal Company, Inc., for roof repairs at the National Guard Armory, in the amount of $7,937.00, and Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 roof repairs. t"~ ~.,f ~,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 Aqenue, $ W ,Room 456 Roanoke, Virginia 24071 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #67-122-123 Mr. Robert b. Honeywell Estimator Dominion Roofing Corporation 2745 Shenandoah Avenue, N. E. Roanoke, Virginia 24017 Dear Mr. Honeywell: I am enclosing copy of Ordinance No. 30611-62491 accepting the bids of John T. Morgan Sheet Metal Company, Inc.. for roof repairs at the National Guard Armory, in the amount of $7,937.00, and Raleigh Court Library, in the amount of $11,916.00; Consolidated Industrial Roofing, Inc., for roof repairs at the Parks and Recreation Gymnasium, in the amount of $15,620.00, and the Williamson Road Library, in the amount of $9,415.00; and Shen Valley Roofing, Inc., for roof repairs to the Mill Mountain Caretaker's House, in the amount of $1,397.00. Ordinance No. 30611-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the Mayor and ~embers of City Council, I would like to express appreciation for submitting your bids on the above- described roof repairs. Sincerely, Mary F. Parker, C~C/AA~ City Clerk MFP : ra ~nc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 24th Day of June, 1991. No. 30611-62491. AN ORDINANCE accepting certain bids and awarding certain contracts for roof repair to various City-owned facilities, and rejecting all other bids; and providing for an emergency. BE IT ORDAINED.by the Council of the City of Roanoke that: 1. The bids in writing of the following named bidders to make roof repairs on various City-owned facilities, hereinafter set out and generally described, are hereby ACCEPTED, in the contract amounts set out with each project for a total bid price of $46,285.00: Facility Bidder Amount Parks and Recreation Gymnasium Consolidated Industrial Roofing, Inc. $15,620.00 National Guard Armory Williamson Road Library John T. Morgan Sheet Metal Company, Incorporated, t/a John T. Morgan Roofing & Sheet Metal Co., Inc. Consolidated Industrial Roofing, Inc. $ 7,937.00 $ 9,415.00 Raleigh Court Library John T. Morgan Sheet Metal Ccmpany, Incorporated, t/a John T. Morgan Roofing & Sheet Metal Co., Inc. $11,916.00 Mill Mountain Caretaker's House Shen Valley Roofi.~, Inc. $ 1,397.00 2. The City Manager or the Assistant City Manager, and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, the requisite contracts for the above projects, in form approved by the City Attorney, with said bidders, incorporating the terms and conditions as more particular- ly set forth in rep6rt of the City Manager, dated June 17, 1991, to this Council. 3. Any and all other bids made to the City for the afore- said work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appre- ciation for such bid. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roanoke, Virgmnla 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-67-122-323 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30610-62491 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for transfer of $46,285.00 from Maintenance of Fixed Assets to Building Maintenance -Maintenance Third Party, in connection with award of contracts for roof repair to various City-owned facilities. Ordinance No. 30610-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eric. pc: Mr. Mr. W. Robert Herbert, City Manager Nelson Jackson, Manager, Building Maintenance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Mr. James D. Ritchie, Director of Human Resources Ms. Beverly A. Bury, City Librarian Ms. Dolores C. Daniels, Citizens' Request for Service Mr. Barry L. Key, .Manager, Office of Management and Budget and IN THE COUNCIL OF THE CItY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. ,No. 30610-62491. 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 hereby, amended and reordained to read as follows, same are in part: Appropriations Public Works Building Maintenance (1) ......................... Non-Departmental Contingency - General Fund (2) ................... 1) Maintenance 3rd Party 2) Maintenance of Fixed Assets (001-052-4330-3056) (001-002-9410-2201) $ 46,285 (46,285) $ 19,129,402 3,020,879 607,854 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. RECEIYED CITY CLERKS OFFICE '91 ~JN 12 P1:32 Roanoke, Virginia June 17, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council Subject: Bid Committee Report 1991 Roof Projects at Parks and Recreation Gymnasium, National Guard Armory, Williemson Road Library, Raleigh Court Library, and Mill Mountain Caretaker's House Roanoke, Virginia I. Background: Bids, following proper advertisement, were publicly opened and read aloud before City Council on May 28, 1991, for 1991 Roof Projects as listed above. B. Eight (8) bids were received with the following firms low on the listed projects: 1. Parks and Recreation Gymnasium Consolidated Industrial Roofing, Ine.- $15,620.00 2J National Guard Armory John T. Morgan Sheet Metal Company, Incorporated, t/e John T. Morgan Roofing & Sheet Metal Co., Inc. - $7,937.00 3. Williamson Road Library Consolidated Industrial Roofing, Inc. - $9,415.00 Raleigh Court Library John T. Morgan Sheet Metal Company, Incorporated, t/e John T. Morgan Roofing & Sheet Metal Co., Ine. - $11,916.00 5. Mill Mountain Caretaker's House Shen Valley Roofing, Inc. - $1,397.00 C. Work eonsists of the following: Parks and Recreation Gymnasium: An adhered single ply rubber roof over Gymnasium only with new gutters and downspouts. A new metal edge on four sides of the roof area is also included. Page 2 2e National Guard Armory: A new loose-laid ballasted single ply rubber roof over the second floor office Williamson Road Library: A new loose laid ballasted single ply rubber roof over the old portion of the Library. 4. Raleigh Court Library: Same as the Williamson Road Library. Mill Mountain Caretaker's House: The removal of the existing shingle roof, gutter and downspouts and their replacement. D. Division of the work into individual projects results in a savings of $1~746.00 from the low combined bid. II. Issues in order of importance are: A. Compliance of the bidders with the requirements of the contract documents. B. Amount of the low bid. C. Funding for the project. D. Time of completion. III. Alternatives are: Award a contract to each of the low bidders for the sums as recorded and the calendar days listed for the 1991 Roof Projects: Parks and Recreation Gymnasium to Consolidated Industrial Roofing, Inc. in the amount of $15~620.00 and 25 consecutive calendar days. National Guard Armory to John T. Morgan Sheet Metal Company, Incorporated, t/a John T. Morgan Roofing & Sheet Metal Co., Inc. in the amount of $7.937.00 and 10 consecutive calendar days. Williamson Road Library to Consolidated Industrial Roofing, Inc. in the amount of $9~415.00 and 20 con- secutive calendar days. Page 3 IV. Raleigh Court Library to John T. Morgan Sheet Metal Company, Incorporated, t/a John T. Morgan Roofing & Sheet Metal Co., Inc. in the amount of $11,916.00 and 1~0 consecutive calendar days. Mill Mountain Caretaker's House to Shen Valley Roofing, Inc. in the amount of $1,397.00 and ~ consecutive calen- dar days. Total of all five bids is $46,285.00. All work shall be per- formed in accordance with the contract documents as prepared by the Office of City Engineer, Roanoke, Virginia. 1. Compliance of the bidders with the requirements of the contract documents was met. 2. Amount of the low bidders is acceptable. 3. Fundin~ for these projects is available in the General Fund 1991 Fixed Asset Maintenance Account No. 001-002-9410-2201. 4. Time of completion as quoted for each project is accep- table. B. Reject all bids and do not award a contract at this time. 1. Compliance of the bidders with the requirements of the contract documents would not be an issue. 2. Amount of the low bids(s) would change if re-bid at a later date. 3. Fundin~ would not be encumbered at this time. 4. Time of completion would be extended and rain water would continue to penetrate these roof structures. Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative A. B. Authorize the City Manager to enter into a contractual agreement with each of the low bidders as listed above in a total amount of $46t285.00 and the number of calendar days as listed for each project. Page 4 Transfer $46~285.00 from General Fund Fixed Asset Maintenance Account, 001-002-9410-2201, to the Building Maintenance Department Account No. 001-052-4330-3056. D. Reject the other bids received. Respectfully submitted, William White, Sr.-, ~a~rman William F. Clark WW/LBC/mm Attachment: Tabulation of Bids City Attorney Director of Finance City Engineer Citizens' Request for Service Manager, Building Maintenance Construction Cost Technician 0 d RECEIVED CITY CLERF~.~ DFFICE '9! gl, IN i2 P ! :32 Roanoke, Virginia June ~7, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council Subject: Bid Committee Report 1991 Roof Projects at Parks and Recreation Gymnasium, National Guard Armory, Williamson Road Library, Raleigh Court Library, and Mill Mountain Caretaker's House Roanoke, Virginia I concur with the recommendations of the attached Bid Committee Report. RespectfuIly submitted, W. Robert Herbert City Manager WRH/LBC/mm Attachment: Bid Committee Report co: City Attorney Director of Finance Director of Public Works Director of Administration & Public Safety City Engineer Citizens' Request for Service Manager, Building Maintenance Construction Cost Technician MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,$ W. Room 456 Roanoke, Virg~ma 24011 Telephone: (703) 981-2541 May 29, 1991 SANDRA H. EAKIN Deputy C;ty Clerk File #67-122-323 Mr. William ~hite, Sr., Chairman ) Mr. George C. Snead, Jr. ) Committee Mr. William F. Clark ) Gentlemen: I am attaching a bid tabulation for 1991 roof projects at the Parks and Recreation Gymnasium, National Guard Armory, Williamson Road Library, Raleigh Court Library, and Mill Mountain Caretaker's House, which bids were opened and read before the Council of the City of Roanoke at a regular meeting held on Tuesday, May 28, 1991. On motion, duly seconded and adopted, the bids were referred to you for tabulation, report and recommendation to Council. Sincerely,_~ Mary F. Parker, C~IC/AAE City Clerk MFP:ra pc: Mr. Wilburn C. Dibling, Jr., City Attorney MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215ChurchAvenue, S W,Room456 Roaqoke, Virginia 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN DeputyC~tyC~erk Fi le #305 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30613-62491 accepting the bid of Williams Painting and Remodeling, Inc., for construction and other work related to the Cr~:' D~tervention Center at Coyner Springs, upon certain terms a~ nditions, in the total amount of $487,232.00. Ordinance No. 306~3-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eno . pc: Mr. Mr. Mr. MS. Mr. MS. Ms. Mr. Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician James D. Ritchie, Director of Human Resources Annie Krochalis, Manager, Crisis Intervention Center Dolores C. Daniels, Citizens' Request for Service Barry L. Key, Manager, Office of Management and Budget MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #305 ~r. George H. Williams, Jr. Vice President Williams Painting & Remodeling, 2314 Ridgefield Street, N. E. Roanoke, Virginia 24012 [nc. Dear ~r. Williams: I am enclosing copy of Ordinance No. 30613-62491 accepting the bid of Williams Painting and Remodeling, Inc., for construction and other work related to the Crisis Intervention Center at Coyner Springs, upon certain terms and conditions, in the total amount of $487,232.00. Ordinance No. 30613-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. ~X l~~'Sincerely' ~~ qary F. Parker, C~C/AAE City Clerk MFP : ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK June 26, 1991 SANDRA H. EAKIN DeDuty C~ty Cierl~ File #305 Mr. Gary Graves Secretary Graves Construction Company, Inc. 860 Peppers Ferry Road Christiansburg, Virginia 24073 Dear Mr. Graves: I am enclosing copy of Ordinance No. 30613-62491 accepting the bid of Williams Painting and Remodeling, Inc., for construction and other work related to the Crisis Intervention Center at Coyner Springs, upon certain terms and conditions, in the total amount of $487,232.00. Ordinance No. 30613-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, June 24, 1991. On behalf of the Mayor and qembers of City Council, I would like to express appreciation for submitting your bid on the above- described project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY F. PARKER City C)erk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Chu?ch Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 June 26, 1991 SANORA H. EAKIN Deputy City Clerk Fi le #305 Mr. David F. Radford President Radford & Company Builders 2740 Franklin Road, S. W. Suite 3 Roanoke, Virginia 24014 Dear Mr. Radford: I am enclosing copy of Ordinance No. 30613-62491 accepting the bid of Williams Painting and Remodeling, Inc., for construction and other work related to the Crisis Intervention Center at Coyner Springs, upon certain terms and conditions, in the total amount of $487,232.00. Ordinance No. 30613-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 project. Sincerely, ~ary F. Parker, (~tIC/AAE City Clerk MFP:ra Enc. MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 2!5 Church Avenue, S W, Ruom 456 Roanoke, Virginia 24071 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #305 Mr. Robert L. Price, Jr. President R. L. Price Construction, P. 0. Box 21383 Roanoke, Virginia 24018 Inc. Dear Mr. Price: I am enclosing copy of Ordinance No. 30613-62491 accepting the bid of William~ Painting and Remodeling, [nc., for construction and other work related to the Crisis Intervention Center at Coyner Springs, upon certain terms and conditions, in the total amount of $487,232.00. Ordinance No. 30613-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the Mayor and qembers of City Council, I would like to express appreciation for submitting your bid on the above- described project. Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP : ra Enc. MARY F. PARKER C;ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK Roanoke, Virginia 24011 Telephone: (703)981-2541 Fi le #305 SANDRA H. EAKIN Deputy Cl~y Clerk Mr. Bobby M. Smith President Gardner-Smith, Inc. P. 0. Box 866 Salem, Virginia 24153 Dear Mr. Smith: I am enclosing copy of Ordinance No. 30613-62491 accepting the bid of Williams Painting and Remodeling, Inc., for construction and other work related to the Crisis Intervention Center at Coyner Springs, upon certain terms and conditions, in the total amount of $487,232.00. Ordinance No. 30613-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 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 project. Sincerely, ~d~,t.~. Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY F. PARKER C;t¥ Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church AvemJe, S W,Room456 Roanoke, Virg~nsa. 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy City Clerk File #305 Mr. Ronald L. Lucas President Lucas Construction Company 2030 Shenandoah Valley Avenue, N. W. Roanoke, Virginia 24012 Dear Mr. Lucas: I am enclosing copy of Ordinance No. 30613-62491 accepting the bid of Williams Painting and Remodeling, Inc., for construction and other work related to the Crisis Intervention Center at Coyner Springs, upon certain terms and conditions, in the total amount of $487,232.00. Ordinance No. 30613-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. On behalf of the Mayor and ~embers of City Council, I would like to express appreciation for submitting your bid on the above- described project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. No. 30613-62491. AN ORDINANCE accepting the bid of Williams Painting and Remodeling, Inc., and awarding a contract for the construction and other related work of the Crisis Intervention Center at Coyner Springs, upon certain terms and conditions, and rejecting all other bids made therefore; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bid of Williams Painting and Remodeling, Inc., made to the City, offering to construct the Crisis Intervention Center, perform site work, and install utilities and construct the attic storage space provided for in Alternate No. 1, said bid meeting all of the City's specifications and requirements there- for, in the amount of $487,232.00, within 210 consecutive calen- dar days, is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager, and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, the requisite contract, in form approved by the City Attorney, with said bidder, incorporat- ing the terms and conditions as more particularly set forth in report of the City Manager, dated June 17, 1991, to this Council. 3. Any and all other bids made to the City for the afore- said work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appre- ciation for such bid. municipal government, ordinance shall be in In order to provide for the usual daily operation of the an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church ~venue, $ W, Room 456 Roanoke. Virgm~a 24011 Telephone: (703) 981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-305 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30612-62491 amending and reordaining certain sections of the 1990-91 General and Capital Funds Appropriations. providing for the transfer of $34,334.00 from Contingency Reserve to the Crisis Intervention Center, in connection with award of a contract to Williams Painting and Remodeling, Inc., for construction of the Crisis Intervention Center and other related work. Ordinance No. 30612-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday. June 24, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra pc: Mr. Mr. Mr. Ms. Mr. Ms. Mr. W. Robert Herbert, City Manager William F. Clark, Director of Public Works Charles M. guffine, City Engineer Sarah E. Fitton, Construction Cost Technician James D. Ritchie, Director of Human Resources Dolores C. Daniels, Citizens' Request for Service Barry ~. Key, Manager, Office of Management and Budget IN '£~ COUNCIL OF 'rM CITY OF ROANOKE, VIRGINIA The 24th Day of June, 1991. · No. 30612-62491. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Capital Funds 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 and Capital Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund A ro riations Nondepartmental $12 298,864 Contingency - General Fund (1) ............... ... ... · '619,805 Transfers to Other Funds (2) ........................ 11,354,966 Capital Fund A ro ria 'ons General Government $ 7,376,336 Crisis Intervention Center (3) ...................... 582,184 1) Contingency (001-002-9410-2199) $(34,334) 2) Transfers to Capital Fund (001-004-9310-9508) 34,334 3) Approp. from General Revenue (008-052-9637-9003) 34,334 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: city Clerk. Roanoke, Virginia June 17, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Crisis Intervention Center Route 660, Coyner Springs For City of Roanoke I. Background: Bids, following proper advertisement, were publicly opened and read aloud before City Council on June 3, 1991, for the Crisis Intervention Center to be constructed at Coyner Springs. Six (6) bids were received with Williams Painting and Remodeling, Inc. submitting the low bid in the amount of $4747681.00 and 210 consecutive calendar days for construc- tion. The low bid includes the building construction, site work, and utilities. The alternate price of $12,555.00 for construction of attic storage needs to be accepted bringing the total contract amount to $487,254.00. Work consists of the construction of the Crisis Intervention Center to house up to 15 youth, facilities for the outreach workers, the exteneion of water and sewer mains from existing utilities at the Detention Home and the construction of the road from near the Nursing Home down to the new Center. II. Issues in order of importance are: A. Compliance of the bidders with the requirements of the contract documents. B. Amount of the low bid. C. Fundin~ for the project. D. Time of completion. Page 2 III. Alternatives are: Award a lump sum contract to Williams Painting and Remodeling, Inc. in the amount of $487f254.00 and 210 con- secutive calendar days for construction of Crisis Intervention Center building, site work, and utilities and the attic storage space under Alternate No. 1. Compliance of the low bidder with the requirements of the contract documents was met. Williams Painting and Remodeling, Inc. is a local firm licensed as a Class A contractor with the State. 2. Amount of the low bid is acceptable· 3- Fundin~ is as follows: Appropriated By Council Report of 2-11-91 Present Estimates Building Sitework Alternate No. Contingency Miscellaneous Furnishings A/E Fee $413,000.00 49,000.00 1 25,000·00 (5~) 1,450.00 15,000.00 44,400.00 $547,850.00 $410,120·00 64,561.00 12,553·00 34,100.00 (7~) 1,450.00 15,000.00 44,400.00 $582,184.00 Additional funding required - $34,334.00. Appropriated on 2-11-91 From City of Roanoke From Virginia Department of Corrections $267,850.00 $280,000·00 $547,850.00 From Contingency Reserve Account $$4,334.00 $582,184.00 4. Time of completion is quoted as 210 consecutive calendar days which is acceptable. Page 3 B. Reject all bids and do not award a contract at this time. Compliance of the bidders with the requirements of the contract documents would not be an issue. Amount of the low bid would probably change if re-bid at a later date. Funding would not be encumbered at this time· However, the State Department of Corrections has informed the City of Roanoke that their portion of the funding will no longer be reserved for this project after June 30, 1991. 4. Time of completion would be extended. IV. Recommendation is that City Council take the following action: Concur with the implementation of Alternative "A". Authorize the City Manager to enter into a contractual agreement, in form approved by the City Attorney, with Williams Painting and Remodeling, Inc. to construct the Crisis Intervention Center along with site work and Alternate No. 1 in the amount of $487~254.00 and 210 consecutive calen- dar days. Authorize the Director of Finance to transfer $$4,334.00 from Contingency Reserve Account, Account No. 001-002-9410-2199 to the Crisis Intervention Center Account No. 008-052-9637-9005. D. Reject the other bids received. Page 4 WW/LBC/mm Attachment: Tabulation of Bids City Attorney Director of Finance City Engineer Citizen's Request for Service Construction Cost Technician Respectfully submitted, Willia~ ~ite, Sr., Chai/rman William F. Clark 0 R£CEI¥£O CITY CLERKS OFFICE ~1 ~Itt2 P1:28 Roanoke, Virginia June 17, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Crisis Intervention Center Route 660, Coyner Springs For City of Roanoke I concur with the recommendations of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/LBC/mm Attachment: Bid Committee Report cc: City Attorney Director of Finance Director of Public Works Director of Human Resources City Engineer Citizen's Request for Service Construction Cost Technician 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 June 5, 1991 SANDRA H. EAKIN Deputy CIzy Clerk File #305 Mr. William White, Sr., Mr. James D. Ritchie Mr. William F. Clark Chairman ) ) Committee Gentlemen: The following bids for construction Center for the City of Roanoke were Council of the City of Roanoke at Monday, June 3, 1991: of the Crisis Intervention opened and read before the a regular meeting held on BIDDER BASE BID TOTAL Williams Painting & Remodeling, Inc. R. L. Price Construction, Inc. Radford & Company Builders* Gardner-Smith, Inc. Lucas Construction Company Graves Construction Company, Inc. *See alteration to bid form $474,681.00 507,000.00 525,000.00 527,400.00 544,400.00 640,000,00 On motion, duly seconded and adopted, the bids were referred to you for tabulation, report and recommendation to Council. Sincerely, . Mary F. Parker, CMC/AAE City Clerk MFP:ra pc: Mr. Wilburn C. Dibling, Jr., City Attorney 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 26, 1991 SANDRA H. EAKIN Deputy CiTy Clerk File #27 ~r. W. Robert Herbert City ~anager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Ordinance No. 30615-62491 authorizing an amendment to the City's contract with Bio-Gro Systems, Inc., for the third year of removal and disposal of sludge from the Water Pollution Control Plant, and authorizing the proper City offi- cials to execute the requisite contract documents. Ordinance No. 30615-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP:ra Enc. pc: ~r. Mark A. Weidman, P.E., Bio-Gro Systems, Inc., 180 Admiral Cochran Drive, Suite 305, Annapolis, Maryland 21401 Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Steven L. Walker, Manager, Sewage Treatment Plant Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City ~ngineer Ms. Sarah E. Fitton, Construction Cost Technician IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 24th Day of June, 1991. No. 30615-62491. A RESOLUTION authorizing an amendment to the City's contract with Bio-Gro Systems, Inc., for the third year of removal and disposal of sludge from the Water Pollution Control Plant, and authorizing the proper City officials to execute the requisite contract documents. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager or Assistant City Manager and the City Clerk are authorized for and on behalf of the City to execute and attest, respectively, the requisite unit price contract amendment, on such form as is approved by the City Attorney, with Bio-Gro Systems, Inc., for furnishing all tools, labor, machinery and materials necessary to remove, transport and dispose of a minimum of 6,000 dry tons to a maximum of 10,000 dry tons, subject to approval by the City based upon funding and available volume, of digested sludge from the Water Pollution Control Plant, at the unit price of $84.22 per dry ton for a total sum of $505,320.00 for 6,000 dry tons up to $842,200.00 for 10,000 dry tons, in a total time frame of one year from execution of the amendment but not later than July 1991, such amendment to include provisions for additional hauling as approved up to 10,000 dry tons, and additional one year extensions of the contract, as well as appropriate bonding and liability insurance, all in accordance with the City's plans and specifications made for such work, the terms of the proposal made to the City and any other provisions which the City Manager may deem necessary, the cost of said work to be paid for out of funds heretofore or ticularly set 1991. simultaneously appropriated by Council, as more par- forth in the report to this Council dated June 24, ATTEST: City Clerk. Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Renewal of Third Year Option - Sludge Hauling by Bio-Gro Systems, Inc. (Bio-Gro) The attached staff report was considered by the Water Resources Committee at its meeting on June 17, 1991. The Committee recommends that Council authorize the City Manager to execute a contract amendment with Bio-Gro Systems, Inc. for the third year's quantity of sludge disposal at $84.22 per dry ton in accordance with conditions stated in the attached report. ETB:KBK:afm Attachment cc: City Manager City Attorney Director of Finance Director of Utilities & Operations Manager, Water Pollution Control Plant City Engineer Construction Cost Technician Bio-Gro Systems, Inc. Respectfully submitted, Bowles, Chairman Water Resources Conm~ittee INTERDEPARTMENTAL CO~4UNICATION DATE: TO: FROM: SUBJECT: June 17, 1991 M~embera, Water Resource Co.mitt.,. ~B. Kiser thru W. Robert Herbert Renewal of Third Year Option Sludge Hauling by Bio-Gro Systems, Inc, (Bio-Gro) I. Back,round: Renewal contract for yearly quantity sludge hauling with Bio-Gro expires in July 1991. This will be the third contract negotiated for one year with the option to renew for a total of five (5) years. Last year's contract was signed on the basis of a minimum of 6~000 dry tons to a maximum, subject to funding and available volume of 10,000 dry tons. The cost per ton last year was $77.62 per dry ton. Council approved an additional charge of $2.67 per dry ton on October 1, 1990, because of the added requirement from the State that fields should be limed before sludge application to assure a pH of 6.5. The total cost per dry ton at pre- sent is $80.29. First year contract stipulated that the contract be reviewed each year and the new coat per dry ton would relate to the Consumer Price Index which is aa follows: Consumer Price Index - April, 1990 Consumer Price Index - April, 1991 128.9 135.2 6.3 divided by 128.9 = 4.9~ increase. The 1991-92 sludge volume should be established at a minimum of 6~000 dry tons to a maximum, subject to funding and available volume of 10~000 dry tons. Page 2 II. Current Situation: Council authorization is desired to execute a contract agreement with Bio-Gro Systems, Inc. to contract for the third year's quantity of sludge removal, hauling, and land application. Bio-Gro Systems~ Inc. also wishes to renew the contract for a third year according to their statement at a meeting for the purpose of contract renewal at the Water Pollution Control Plant on May 15, 1991. (Letter to follow.) III. Issues in order of consideration are: A. SludEe disposal contract B. SludEe quantity C. Contract price D. FundinE E. Time period IV. Alternatives: Committee recommend to Council that it authorize the City Manager to execute the Third Year Sludge Disposal Contract with Bio-Gro Systems, Inc. for a minimum quantity of 6~000 dry tons and a maximum quantity of 10,000 dry tons at $84.22 per dry ton with the twelve month term of the amendment time period to run from the execution of the renewed contract (but not later than July, 1991). 1. Sludge disposal contract will remain valid. 2. SludRe quantity will be (at the City's option): Minimum - 6,000 dry tons - Cost $505,320.00 Maximum - 10,000 dry tons - Cost $842,200.00 3. Contract price will be $84.22 per dry ton. Fundin$ is available in the FY 90-91 and the FY 91-92 Sewage Fund Account Number 003-056-3150-2010 for the required funding. Time period is established to consider the shut-down during the winter months for climate reasons which impact field application. Page 3 Committee not recommend to Council that it authorize the City Manager to execute the Third Year Sludge Disposal Contract with Bio-Gro Systems, Inc. 1. Sludge disposal contract will need to be advertised for proposals. 2e Sludge quantity will accumulate in the holding/ageing lagoons until a new contractor is selected and starts to work. 3. Contract price will be unresolved. 4. Fundin~ as currently exists will remain unless reappropriated. 5. Time period would need to be established with the new contractor. Recommendation: Committee recommend to Council that it authorize the City Manager to execute a contract amendment, in form approved by the City Attorney, to include appropriate bonding and insurance, with Bio-Gro Systems, Inc. for the third year's quan- tity of sludge disposal at $84.22 per dry ton in accordance with Alternative "A". WRH/LBC/mm City Attorney Director of Finance Director of Public Works Director of Utilities & Operations Manager, Water Pollution Control Plant City Engineer Construction Cost Technician Bio-Gro Systems, Inc. MARY E. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room z~56 Roanoke, V~rg~ma 24011 Telephone: (703)981-2541 June 26, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #60-468B Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance ~o. 30616-62491 amending and reordaining certain sections of the 1990-91 Water Fund Appropriations, providing for appropriation of $105,000.00 from Retained Earnings Unrestricted to Purchased Water, to provide funds for purchase of water from the City of Salem and the Town of Vinton during fiscal year 1991-92. Ordinance No. 30616-62491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 24, 1991. Sincerely, ~~. Mary F. Parker, City Clerk MFP : r a 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 24th Day of June, 1991. .No. 30616-62491. AN ORDINANCE to amend and reordain certain sections of the 1991-92 Water Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1991-92 Water Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ApPropriations Purification Other Charges $ 946,318 316,500 Retained Earnings Retained Earnings - Unrestricted (2) ............... 1) Purchased Water (002-056-2170-2055) $ 105,000 2) Retained Earnings - Unrestricted (002-3336) (105,000) $15,766,378 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. .... RECE,!V~ED · M JDN m NO:O Roanoke, Virginia June 24, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Appropriation of Funds to Purchase Water from Salem and Vinton during FY 92 The attached staff report was considered by the Water Resources Committee at its meeting on June 17, 1991. 'D~e Committee reco~nends that Council authorize the appropriation of $105,000 from previous years' retained earnings to Water Fund Account 002-056-2170-2055, Purchased Water, to purchase water this summer. Respectfully submitted, beth T. Bowles, Chairman Water Resources Committee ETB:KBK:afm Attachment CC: City Manager City Attorney Director of Finance Director of Utilities & Operations Manager, Water Department June 17, 1991 Mrs. Bowles and Members, Water Res~ur~om~nittee thru ~.~R~ert Herbert, City Manager~-~ Kit B. Kiser, Director of Utilities & Operations SUBJECT: Appropriation of Funds to Purchase Water from Salem and Vinton during FY 92 I. Background: ao Authorization to purchase water from Salem and Vinton and appropriation of funds for FY 91 was approved by the Committee on May 20, 1991 and by City Council on May 28, 1991. Fallin~ Creek Filter Plant construction will not be completed earlier than the contract time limit. This means the plant will likely not go back into operation until approximately September, 1991. Highest demand for water will likely occur between now and fall. Funds need to be appropriated in the FY 92 budget to permit continued purchase of water from Salem and Vinton as that water is needed and subject to its availability. II. Issues: A. Need B. Fundin8 III. Alternatives: Committee recommend that Council authorize the appropriation of $105~000 from previous years' retained earnings to Water Fund Account 002-056-2170-2055, Purchase Water. Need to be able to purchase an average of 1,000,000 gallons of water per day for three (3) months will be met. 2. Fundin8 will be provided. Page 2 B. Committee recommend that Council not provide supplemental fundin~ to purchase water to meet this summer's water demand. 1. Need to be able to purchase water will not be provided. 2. Fundin~ becomes a moot issue. Recommendation: Committee recommend Council appropriate $105,000 to purchase water this summer in accordance with Alternative "A". IV. KBK:afm cc: City Attorney Director of Finance Water Department Manager 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 26, 1991 SANDRA H. EAKIN Deputy CiTy Clerk Fi le #122 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 24, 1991, Mr. Donald F. Taylor requested that Council authorize auto racing at Victory Stadium to commence at 7:00 p.m., instead of 5:00 p.m., on Friday, July 5, 1991, only. On motion, duly seconded and unanimously adopted, curred in Mr. Taylor's request, upon condition that to make the necessary adjustments. Sincerely, Mary F. Parker, CMC/AAE City Clerk Council con- you are able MFP:ra pc: Mr. Donald F. Taylor, 2823 Williamson Road, Roanoke, Virginia 24012 N. W., Suite 8,