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Council Actions 11-04-91
WHITE (30767) REGULAR WEEKLY SESSION .... ROANOKE CITY COUNCIL November 4, 1991 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. All P~esent. The invocation will be delivered by The Reverend Everett Kier, Pastor, Grace Church. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. C-1 C-2 CONSENT AGENDA (APPROVED 6-0) 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 DISCUSSION 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 vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. A report of the City Manager recommending that a public hearing be scheduled for Monday, November 11, 1991, to receive comments on proposed amendments to the 1991-92 Community Development Block Grant Program, relating to funding for Total Action Against Poverty's Transitional Living Center. C-3 RECOMMENDED ACTION: Concur in recommendation. A list of items pending from July 10, 1978, through October 28, 1991. RECOMMENDED ACTION: Receive and file. REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Communications: None. Reports of Officers: a. City Manager: Briefings: 1. A report with regard to the Urban Forestry Program. No action. Council Member Fitzpatrick entered the meeting at 2:20 p.m. 2. A report with regard to activities of the Roanoke City Health Department. No action. Items Recommended for Action: A report notifying Council with regard to pledges of financial support, in the amount of $72,500.00, from a combination of public and private sources, for Total Action Against Poverty's Transitional Living Center. Council agreed that any additional requests of human service organizations funds during fiscal year 1991-92 will be referred to 1992-93 budget study for consideration. Council Member Fitzpatrick voted no. Adopted Ordln~nce No. 30767-110491. (6-0, Council Member White abstained from voting. ) A report with regard to selection of a health care provider for City employees, following expiration of the current contract on December 31, 1991. Adopted Resolution No. 30768-110491. (7-0) A report recommending authorization to execute a contract with the Commonwealth of Virginia, Department of Social Services, in order to extend the contract period to March 31, 1993. Adopted Resolution No. 30769-110491. (7-0) 2 o A report recommending execution of an amendment to the Contract for Services with the Southwest Virginia Community Development Fund; and transfer of funds therefor. Adopted Olwlinance No. 30770-110491 and Resolution No. 30771- 110491. (7-0) A report recommending issuance of Change Order No. 6 to the contract with Acorn Construction, Ltd., in the amount of $14,335.00, in connection with renovation of the Falling Creek Water Treatment Plant. Adopted Olwllnance No. 30772-110491. (7-0) b. Director of Finance: A report with regard to issuance of bonds for Water Capital Projects. The City Clerk was authorized to advertise a public hearing to be held on Monday, November 25, 1991, at 7:00 p.m., or as soon thereafter as the matter may be heard. Reports of Committees: ao Minutes of the Audit Committee of Roanoke City Council which meeting was held on Monday, October 21, 1991. Council Member David A. Bowers, Chair. Received and filed. A report of the Roanoke Civic Center Commission recommending that the City Manager be authorized to execute an agreement with Ticketmaster to provide for a computerized ticketing service for the Roanoke Civic Center. Mr. John S. Edwards, Chair. Adopted Resolution No. 30773-110491. (7-0) 2. A report of the City Manager concurring in the above recommendation. Received and filed. Unfinlghed Business: None. Introduction and Consideration of OrcllnRnces and Resolutions: None. Motions and Miseel!Rneous Business: Inquiries and/or comments by the Mayor and Members of City Council. b. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. Other Hearings of Citizens: Certification of Executive Session. (7-0) Appointed the following persons: Kathy S. Hill - Flood plain Committee E. Ann Hill - Youth Services Citizen Board Sloan H. Heepes - War Memorial Committee Reappointed the following persons: Stanley G. Breakell - BuildlnE Maintenance Division of the Board of BuDding Code Appeals Grsdy P. Gregory - BuDding Maintenance Division of the Board of Bulldln~ Code Appeals Elizabeth H. Fetter - Advisory Board of Human Resources 4 NOEL C. TAYLOR Mayor CITY OF ROANOKI OFFICE OF THE MAYOR 215 Church Avenue, S.W., Room 452 Roanoke, Vffginia 24011 Telephone: (703) 981-2444 November 4, 1991 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 vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1- 344 (A) (1), Code of Virginia (1950), as amended. · - Sincerely, aO;loT. *aylo NCT: se Roanoke, Virginia ~ ~ 30 P4~35 November 4, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Request for Public Hearing - Amendment #1 to the 1991-1992 C~m~unit¥ Development Block Grant Program I. Background: City Council approved the CDBG FY 1992 budget and Statement of Objectives on May 13, 1991 by Resolution No. 30508-51391. Total Action Against Poverty (TAP) has requested funds to provide support for its Transitional Living Center, which benefits homeless individuals and families. City administration has recommended to Council that $20,000 in unprogrammed CDBG program income be used as part of the funding toward TAP's request. II. Current Situation: Citizen participation requirements call for an evenin~ public hearing to amend the CDBG program and budget to add any new activities or programs. Presentation of the amended FY 1992 CDBG program and budget to include the Transitional Living Center will be proposed to City Council on November 11, 1991. III. Recommendation: WRH/MTP It is recommended that City Council authorize a public hearing to be held on November 11, 1991, to hear public comments on the proposed amendments to the 1991-1992 Community Development Block Grant program. Respectfully submitted, W. Robert Herbert City Manager cc: Assistant City Manager City Attorney Director of Finance Director of Human Resources Grants Monitoring Administrator Executive Director, TAP Pending Items from July 10, Referral Date Referred To 7/10/78 City Manager 1978, 7/9/90 8/27/90 City Manager Director of Finance City Manager through October 28, 1991. Item Recommendation No. 11 contained in the Mayor's 1978 State of the City Message. (Development of a hotel on Mill Mountain.) Matter with regard to the Pay Plan for Roanoke employees. City Request to investigate the feasibility of instituting a "Adopt-A-Program," an arrangement whereby businesses could fund a specific City program for a certain period of time. 2/4/91 City Manager Matter with regard to placement of banners and flags in the downtown area of the City, as well as tourism signs for downtown Roanoke. 2/11/91 3/4/91 Architectural Review Board City Manager School Administration Request to review Section 36.1-345(b) of the City Code and after conducting a public hearing on the matter, to submit a report and recommendation to Council with regard to clarification of the language contained therein. Request to submit a joint report to Council and the School Board relative to the three schools proposed to be renovated after Forest Park Elementary School renovations have been completed to determine if there remains a need to renovate said facilities as elementary schools. (Note: See City Pending Items from July 10, Referral Date Referred to 3/4/91(continued) 1978, 4/8/91 City Manager 5/13/91 City Manager 1992-93 Budget Study 5/13/91 City Manager 5/13/91 City Attorney 5/28/91 City Manager through October 28, 1991. Item Manager's communication under date of March 22, 1991, suggesting that the study process on the matter begin in July, 1991; and City Manager's communication to Dr. Tota under date of August 26, 1991, requesting a response to certain questions by September 16, 1991.) Matter with regard to rental fees proposed to be charged by the Department of Parks and Recreation for use of City recreation facilities. Request to confer with the City's Pay Plan consultant with regard to salaries for certain positions which appear to be out of line with comparable positions in the Pay Plan. Request to investigate the feasibility of retaining a consultant to review areas of joint cooperation where the City and the school system could combine activities in an effort to save money. Request to obtain information with regard to a Sales Tax Rebate Program. (See City Attorney's communication under date of May 17, 1991, to the Honorable David A. Bowers.) A communication from Council Member David A. Bowers requesting consideration of a proposal to allow a real estate property tax rebate for developers or homeowners who build single family residences on inner-city vacant lots. 2 Pending Items from July 10, Referral Date Referred To 6/17/91 City Attorney 8/12/91 City Manager 8/12/91 City Manager 8/12/91 City Manager 1978, through October 28, 1991. Item A communication from Mr. Edward S . Grandis, Attorney, representing Mr. John P. Cone, Jr., advising of his client's appeal to the Circuit Court of the City of Roanoke, in connection with Council ' s denial of a petition to appeal a decision of the Architectural Review Board regarding an application for a Certificate of Appropriateness for property located at 526 Mountain Avenue, S. W. Mayor's 1991 State of the City Recommendation No. 1 that the City of Roanoke make an all-out effort and call upon its citizens to volunteer with reading programs to assist those persons who are unable to read. Mayor's 1991 State of the City Recommendation No. 2 that the City continue to emphasize the establishment of jobs for its citizens, and to assure that education and training programs are in place that will prepare all citizens for meaningful work within their capabilities. Mayor's 1991 State of the City Recommendation No. 3 to establish a committee to report back to Council before the end of the year as to whether the Roanoke area has adequate facilities and support to compete in an even greater way in the area of attracting amateur sporting events to the Roanoke Valley. 3 Pending Items from July 10, 1978, through October 28, 1991. Referral Date Referred To Item 8/12/91 City Manager Director of Finance Mayor's 1991 State of the City Recommendation No. 4 that the necessary steps be taken to reduce the real estate tax rate from $1.25 per $100.00 of assessed value to $1.20 per $100.00 of assessed value during the next five years. 8/12/91 City Manager Mayor's 1991 State of the City Recommendation No. 5 to provide employees of Roanoke City Government and the Roanoke City School System with a salary increase during fiscal year 1992-93. 8/12/91 City Manager City Planning Commission Request of the Wright- Creston-Rosewood Association that Creston Avenue and Rosewood Avenue, S. W., rights- of-way be barricaded by way of traversable barricades across Creston Avenue at the intersection of Strother Road and Creston Avenue, and across Rosewood Avenue southeast of its intersection with Sweetbriar Avenue. 8/12/91 City Manager City Attorney Remarks of Mr. Ted H. Key, Director of the Northwest Revitalization Corporation, with regard to consideration of a measure prohibiting the owners of motels or other living facilities from renting rooms to the general public when other portions of the same facility are being used by prisoners on work release, parole or half-way house. 9/9/91 City Manager Request to investigate the feasibility of relocating the loud speakers at Victory Stadium and associated costs. Pending Items from July 10, 1978, through October 28, 1991. Referral Date Referred To Item 9/23/91 1992-93 Budget Study Matter regarding holiday seasonal outlining of City- owned buildings. 10/21/91 City Manager Legislative Committee Matter with regard to a new beverage container deposit bill which will be submitted to the General Assembly by Senator Joseph Gartlan in January 1992. 10/28/91 William White, Sr., Ch. George C. Snead, Jr. William F. Clark Bids for ballfteld renovations at Huff Lane, Westside, Garden City and Strauss Parks. 10/28/91 City Manager Request to report to Council with regard to the impact on the City of Roanoke as a result of the continuing downturn of the economy as it relates to the expenditure side of the City of Roanoke Budget. 10/28/91 City Manager Request to report to Council by November 11, 1991 with regard to specific facts in connection with all reasonable alternatives for devising a voting plan or plans for election of City Council members, along with a timetable for accomplishing the required actions. 5 '9t ~30 Roanoke, Virginia November 4, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Please reserve space on Council's agenda on Monday, November 4, 1991, for a briefing on the Urban Forestry Program. Respectfully submitted, W. Robert Herbert City Manager WRH/GCS/hw cc: City Attorney Director of Finance (:tTY '9t Ogl 30 /~9 53 Roanoke, Virginia November 4, 1991 Honorable Mayor and City Council Roanoke, Virginia Members of Council: Please reserve space on Council's Agenda Monday, November 4, briefing report on the activities of the Roanoke City Health Department. Respectfully submitted, W. Robert Herbert City Manager WRH:gr 1991, for a ROANOKE CITY HEALTH DEPARTMENT MA,JOR COMMUNITY PUBLIC HEALTH ISSUES 1§§1 TABLE OF CONTENTS Teen Pregancy in Roanoke City ................ 1 Sexually Transmitted Diseases ................ 7 School Health Services ................... 12 The City Health Department Pharmacy ............. 16 TEEN PREGNANCY IN ROANOKE CITY In 1989, there were 507 teenage pregnancies in Roanoke City. Of these 507 pregnancies, ]90 (38%) ended in abortion, 282 (56%) resulted in live births and the remaining 35 ended in a natural fetal death. 224 (79%) of these 282 live births to teens were to single teenage If you compare Roanoke City teen pregnancy rate (the number of pregnancies per 1,O00 teen females) with that of Virginia, the findings are impressive. The total Virginia teen pregnancy rate for 1989 was 48.4. That is, there were 48.4 teen pregnancies for every 1,O00 teenage females in Virginia. In 1989 the teen pregnancy rate for Roanoke City was 78.9. The Roanoke City rate is approximately twice the state average! (See Diagram 1) This represents approximately 100 pregnancies at Patrick Henry High School and 100 pregnancies at William Fleming High School in 1989. This teen pregnancy problem crosses all socioeconomic and racial barriers. Of the 282 liw? births in the Roanoke City, 146 (52%) were to white teens and 136 (48%) were to nonwhite ~eens. For those 224 live births to single teen mothers, 94 (42%) were white teens and 130 (58%,) were nonwhite. Therefore, 64% of the white births to teens were horn lo wo.l~,,i who were not married at the time of birth. And 96% of the nonwhite births to teens were born to women who were not married at the time of birth. This trend towards being single at the ~ime of birth in increasing. (See table) Several groups in the Roanoke Valley have brought attention to this issue. Yet, the teen pregnancy rate continues to climb. The September 1988 report of the Roanoke Committee of the Office on Youth entitled Children Who Have Children: The High Price of Adolescent Pregnancy identified the problems associated with teen pregnancy from a health, educational and economic point of view and provided some eight recommendations for addressing this issue. The Better Beginnings Coalition of Roanoke Valley, Inc. June 30, I990 report, Teen Pregnancy Prevention: Creating Responsibility, noted the teen pregnancy issue in the Roanoke Valley is not significantly different than in the nation and is disturbing, q'bre~, The 1990 GAPS report prepared by the Bradley Free Clinic of Roanoke Valley, Inc. witb contributions by representatives of the Free Clinic, CHIP Program, Community Hospital, Roanoke Memorial Hospital, Roanoke City health department, United Way, Veterans Administration, Alleghany Health District, and Department of Social Services also addressed teen pregnancy. Of the multiple basic health care issues addressed in this report, teen pregnancy was ranked fourth overall as one of the issues that needed to be addressed in the Roanoke Valley. The Council of Community Services and the Junior League of Roanoke Valley September 1990 report from the Adolescent Health Issues Committee ranked the consequences of sexual behavior such as sexually transmitted disease and unplanned pregnancies as one of the top five issues regarding adolescent health. Tbe Council of Community Services November 14, 1990 report on Human Services Assembly and Public Policy Forum listed, as the second priority on children and youth welfare issues, access to comprehensive/preventive health care services for all ages 0-21. These preventive health care services are those services needed to address the "new Morbidity" of adolescents. The morbidity which is challenging use today includes teen pregnancy, drug abuse, suicide, homicide and preventable injuries such as those sustained in motor vehicle crashes. Ed 0 0 O0 1'-- 0 0 0 LO u'b ~ I I 0 0 0 r,O c',,I ~H&HI8 Ill LLJ LLJ 0 Z ,,~ 0 SN33_L 000 L 6 ROANOKE CITY HEALTH DEPARTMENT SEXUALLY TRANSMITTED DISEASE (STD) PROGRAM In 1990, 856 cases of gonorrhea and 59 cases of early syphilis were reported in Roanoke City. In 1989, Roanoke was the first area in the state to have a significant increase in early syphilis. Because of diligent and creative efforts of local and regional h~,altb department staff, Roanoke has also seen the first significant decrease (27%) in early syphilis in 1990, compared to a state-wide increase of (43%). The attached gr~lphs depict the trends of these diseases since 1987, as well as the number of clients who received STD clinic services. Staff spent 2879 hours in clinic activities alone in fiscal year 1989-90. For th~s same period, 135 hours were spent in case and contact tracing and fei}ow-up. Wi~b a caseload el 925, this equates to approximately .3 hours (18 minutes) of clinic or field time to case manage each client. To appropriately interview, counsel, obtain contact information, examine and treat a client requires approximately 45-60 minutes fo~ unc:omplicated cases. This is three times the amount of staff tim(, currently avail~ble. According to the VDH Program for Excellence, STD services should be available 5 times a week if the district gonorrhea rate is higher than the state rate. Therefore, another STD clinic is needed so that clients have access to STD services Monday-Friday the Roanoke Valley. Currently, there is inadequate space and staff to add additional ST[) clinics. Another significant problem has been the emergence of resistant strains of gonorrhea. In the past, clients could be treated with a drug costing approximately 59¢. Today, the drug of choice by the Centers for Disease Control (CDC) guidelines costs $8.25. Because of budget restrictions, the third CDC drug of choice, costing $2.00 per client, is currently being used. Also in 1990, health department clinics diagnosed 204 cases of chlamydia, a "silent STD", because it can occur without symptoms. Because of the prew~lence of chlamydia occurring concurrently with gonorrhea, CDC recommends that all gonorrhea clients be also treated for chlamydia. Contacts to chlamydia should also be treated. There is no staff lo~ cblamydia contact tracing. A total of 1083 clients in STD clinics were HIV tested in 1990. Twenty-two (2%) wer~ positive. In the Alternate Test Site (ATS) clinic 580 clients were HIV tested. Of this total, 20 (3.4%) were positive. The AIDS' nurse is currently offering case managem~,n[ services to over 100 HIV positive clients. Community education regarding STDs needs to reach high professionals. There needs to be a strong, direct STD educational City School Family Life Education Program (FLE). risk groups and bealth component of the Roanoke Staff development about drug abuse, sex for drugs, and the recognition of signs and symptoms of drug abuse needs to be provided as well as how to reach and serw~ these bigh risk groups with regard to patient compliance and staff safety in field activities in "drug infested" areas. A very critical need in the STD program is for clerical staff support nursing and epidemiology staff activities. In summary, needs are: l) more staff to case manage STD clients and to increase clinic and community educational services; 2) space to add clinic services; 3) funds }or STD medications and condoms; 4) staff development; 5) participation in FLE programs; and 6) clerical support staff. 7 E~ 10 Virginia AIDS Surveillance,Program Demographics on Selected Locality Locality = Roanoke City Includes cases entered through: 07/01/91 This report was printed on: 07/01/91 Total cases reported from this locality: 51 DISEASE PCP 22 KS 2 PCP + KS 0 Other 26 VITAL STATUS Alive 18 Dead 33 RACE White 32 Black 19 Hispanic 0 Asia/Pac 0 Am Indian 0 Unspecified 0 SEX Male 42 Female 9 TRANSMISSION MODE Gay/bi 32 IV Drug 5 Fransfus. 2 Gay/IV 3 Gay/Trans 0 Pediatric 0 Hemophil. 0 Hereto 4 N£R 5 AGE 00-12 13-19 ]. 20-29 13 30-39 18 40-49 15 Over 49 7 By Year of Report 1982 0 1983 0 1984 0 1985 1 1986 4 1987 4 1988 5 1989 8 1990 13 1991 16 SCHOOL HEALTH SEHVICES TAIIGET P~PUL^TTON: 12,676 students in the Rosnoke City Schools (~,280 hi&h school, 2,868 m~ddle school, and &,$2B elementary), 44Z of student population is considered disadvantaged (students on free or reduced lunch and free textbooks), SCOPff OF SERVICES: A part-time Public Health Nurse Supervisor was hired 12/89 to provide nurses employed by the Roanoke City Schools and the public health nurses assigned to Lhe 16 Pnblic Ilealth Nurses are assigned to visit schools on a.~limited basis - usually week to provide school nurse services: Health screenin& and £oilf)w-up (visioe, huarln[:, dental, and scoliosis): Counseling students/referrals for health problems or rela~ed p~rsonnel on health laws and policies, communicable disease control, family CONCERNS: (1) Fundinl; Jn the supplemental budget is requnste_d Cor full-time school enc~al. Both Public Health Nurses and Chapter I Nurses have expr,~ss,d the need for continuing this position. School nurse perfo~ance levels have already improved since thc School ][calth Supervisor posi[ion ~as established in December [989. Durinll the 1989-1990 school' year. 5~1 public health nursing hours were spent in thc llealth Program. For the first six months of the current school year, a total of public health nursina hours are attributed to school health services. The projected total for 1990-1991 is 1300 hours, an increase of almost 130~ over 1989-1990. (2) Nurses ~x~,r'iencin~f. an increase Jn the number and complex~.ty of studnnt health re~,rrals. Studeut needs are il,,~ea,~e,r, t~n, our,,,d,epartment can adeqnately address with present J.~v~,l~. In addition to routine health problems, nurses are encountering students with sexual 1~ transmitted diseases, unplanned pregnancies, child abuse/neglect, ~n~,lica] dimbled in ten years to 60~ in 1990. Sch~ol healLh is not a Virginia Department of Health state mandated service. Ree,,nC I,,/;i. slative .studies (Senate D.nc~u~ent. 112~-1987 ThoN~alt~ Needs or Schoo~-~i;e Chi)altec and_ Docume~'i~:,,,. /1,,1q-19~{,7 - ~,t,udy tO I{ecollnize the l~)ortance of Schonl Nlirse~ a,id health s,~rvices and specifically recommended tha~ the number o[ school nurses be at a ratio of I nurse per 1,000 students. ~oanoke's ratio is 0.22 FTR school nurse per 1,000 sLudents. The City Ilnal~h Department has provided public health nurstnc services to :he. Ituanuke CiLy Schools for over 25 years. More school nurses are needed Lo be available to s~udenLs fur healch counselinG, referral, and follo~-up. (3) Preven:.:ion/llealth Education needs to be,.'focus of the sehoo, l~,.h.ealth, pror~ram ins, lead of education, first ald, etc. $1nce time is limited for school visits, nurses must focus ou the most uraent student referrals. 12 0 0 C~ Z THE CITY HEALTH DEPARTMENT PHARMACY Currently the Pharmacy is exp%riencing tremendous increases in demand for services, medicatlon~, and clerical support which all mean a need for more money. As more of our citizens feel the burden of too little money and/or insurance for their health needs, the Health Department becomes a lifesaver in a rising sea of their medical problems. This year it became dramatically clear our money supply is not endless. The present budget restrictions/cuts at all levels of government have of course magnified the need of our citizens. The accompanying graphs and charts will hopefully shed some light on our situation. The 1991 values dealing with complete fiscal years are projected values. The accompanyin~ charts are are of these projected values except the chart labelled "COST" which is the actual dollars from July 1, 1990 through February 28, 1991. Presciption number for 7/1/90 thru 2-28-91 General Med. Clinic 10,122 Rke. City Jail 950 Comp. Health Inv. Prog. (CHIP) 1,245 Children Spec. Services(CSS) 211 Family Planning 6,287 Tuberculosis 141 Coyner Springs Det..Cntr. 50 Other areas of prescriptions, sexual transmitted diseases, such as overseas travel, and home health services, pediatric, are not kept and any number would only be an educated guess. These prescriptions are tallied under the non-general medical clinic in a non-specific format. 16 0 0 S(INV$_Q_OH£ 17 Z © JO ~T~PIN 18 I Ld 0 C) 0 0 0 0 0 0 0 ~ 0 ~ ~ ~ 0 ~ ~ ~ ~ I I SON¥SNOHI NI SS¥1100 19 ROANOKE CITY HEALTH ~EFARTREXT TOTAL DNGO COSTS PERCNNT YEAH COST CHANGE TX ~t S472,I4G 32.4~ CHAHGE ROAHORE CITT HEALTH DEPARTRENT FUARKACY RETINUE TRRND5 FT N~-9t PERCENT YEAR REVENUE CHAHGE FY EG PT N? $1eH,?Ns PT N8 SJi4,~O? 4,4% FY 9t $2X1,981 7.41 TOTAL $9H,321 1~.51 CUAUG! LOSS FY 87 $61,t1& -2H.4% PT 88 $8S,324 80.91 'TOTAL CFlAHGE ROAXOHE CITY WEALTH DEPAHTRENT GEHENAL NEDICAL PHESCNIPYIOHE TAEHDS FY H~ - FY ti PERCENT YEAR NUMBER CHAHOE rY H1 tH,12( 25.N1 fY 88 H,3¢1 PT 89 13o293 17.21 ~Y 91 l$,18Z 6.11 TOTAL CHANGE ROAHOEE CITT WEALTH DEFARTKENT PHESCHIgTIQXS OTHER TRAm GENERAL REDICAL rHiNOS PT NG - ti TSAR RUXHIR CHANGE FY 8E 21,61S PT fl7 l$,2lJ -lO.It PT 88 18,647 -6.IX PT fig it,Ill 1.61 rY ge 26,424 6.81 YY 91 21,NIH ' Lei TOTAL 3tis -l. Sl CHANGE ROAHOEE CITY WEALTH DEPARTMENT PHARMACY ACTIVITY PY ~l COST REVERUI DI~T. SEIUALLT TRANS. DIS. tHiO8 3IT ;rANILY PLANNING 9,164 51S IHNOHIZATIONS le,Ha~ 7,e3e T~FlERCULOSI~ CONTROL 1,5~0 ~38 -1,222 CHILOREX SPECIALTY SEN. 3,94~ 3,~4~ 6 JAIL 11,18~ 12,301 1,112 SArERMITY 1,213 ~S -518 DET~TIO~ 281 485 Z04 A]DS (xZLXt~orat,Sycelez,etc.) 14,848 le,SJ3 GIXESAL XEDICAL l~l,e~2 5e,xe~ -Ile,943 ~O~g ~EALTH D,4ll 3,325 'I~,OH Of C'S (SOL On PresctiptionJ lZ,33~ 12,440 105 DENTAL 3,707 t72 fllsc.~O.S.,SR box,DE sup.,etc) 3,$37 2,~73 TOTAL 31~,~08 15],e5? 'tGI,SSI 20 MARY F. PARLOR City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W.. Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 November 6, 1991 File #60-72 SANDI~- H. F. AKIN Deputy City Clerk 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, November 4, 1991, on motion, duly seconded and adopted, Council agreed that any additional requests of human service organizations for funds during fiscal year 1991- 92 will be referred to 1992'93 budget study for consideration. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: ra pc: Mr. Joel M. Schlanger, Director of Finance MARY F. PA~JKE;R City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 November 6, 1991 File #60-226-72 SANDI~. H. EAKIN Deputy City Clerk Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30767A-110491 amending and reordaining certain sections of the 1991-92 Generai Fund Appropriations, providing for transfer of $37,500.00 from Generai Fund Contingency to Total Action Against Poverty for operating costs of the Transitional Living Center. Ordinance No. 30767A-110491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: ra Enc. pc: Mr. Theodore J. Edlich, III, Executive Director, Total Action Against Poverty In Roanoke Valley, Inc., P. O. Box 2868, Roanoke, Virginia 24001 Mr. W. Robert Herbert, City Manager Mr. Barry L. Key, Manager, Office of Management and Budget AN 1991-92 emergency. WHEREAS, Government of exist. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th Day of November, 1991. No. 30767A-110491. ORDINANCE to amend and reordain General Fund Appropriations, certain sections of the and providing for an for the usual daily operation of the Municipal the 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: A o ri&tione Health and Welfare Total Action Against Poverty (1) ............... Nondepartmental Contingency - General Fund (2) ................. 1) Subsidies (001-054-5230-3700) $ 37,500 2) Contingency (001-002-9410-2199) (37,500) $14,380,841 179,448 11,967,785 283,890 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Honorable Mayor Noel C. Members of City Council Roanoke, Virginia Taylor and ~ TY ~! ~??~er 4~ ~991 ..... Roanoke, Virginia OCT 31 8:53 Members of Council: SUBJECT: REQUEST FOR FUNDING FOR TOTAL ACTION AGAINST POVERTY'S TI~ANSITIONAL LIVING CENTER (TLC) I. BACKGROUND ae In response to the City's study, "No Place To Call Home: A Study of Housing and Homelessness in Roanoke, Virginia", published in April, 1987, Total Action Against Poverty (TAP) established the Transitional Living Center (TLC) in September 1988 to provide comprehensive services enabling the homeless to stabilize their lifestyle and become self-sufficient. Be Since 1988, $1,122,197.00 in City funds have been allocated for homeless assistance, homeless prevention, and to Total Action Against Poverty's general budget. An additional $321,465.00 from federal and state grants have been allocated to individuals and local agencies for homeless assistance and prevention. See Attachment A. TAP was awarded a five-year Supportive Housing Demonstration Program Grant from the United States Department of Housing and Urban Development (HUD) in the amount of $808,635.00 ($161,727.00 per year) to assist with operating costs of the TLC. Since opening, 800 clients have successfully completed the TLC program and have secured permanent housing. De This grant from HUD requires matching funds. TAP must secure funds and pledges to match the Supportive Housing Demonstration Program Grant by November 15, 1991. Ee City Council has authorized the appropriation of $87,847.00 to TAP's Transitional Living Center since 1988. November 1988 (Ordinance No. 29373) $17,847 September 1989 (Ordinance No. 29777-92589) 30,000 May 1991 (Resolution No. 30494-50691) 40,000 $66,790 from the Emergency Shelter Resource Fund has been authorized from City Council for TAP's Transitional Living Center. November 1987 (Resolution # 28963) May 1988 (Resolution # 29186) April 1989 (Resolution # 29576) June 1990 (Resolution # 30100-61890) May 1991 (Resolution # 30530-52091) $20,000 1,700 10,000 17,090 18,000 Since 1988, the City of Salem, and the Counties of Botetourt and Roanoke provided or committed financial support to the TLC as follows: Roanoke County $40,000 Salem 29,000 Botetourt County 5,500 See Attachment B - Summary of Local Governmental Contributions to TAP; Attachment C - Summary Of Local Governmental Contributions to TLC; and Attachment D - Requests Made To Local Governments TAP requested $37,452 for the Transitional Living Center from the City of Roanoke as a supplemental budget request in January 1991. This request is pending with no funding source identified. II. CUP/~ENT SITUATION TAP must secure funds and pledges to match the Supportive Housing Demonstration Program award for FY 91-92 by November 15, 1991. (See attached letter, dated October 11, 1991.) B. TAP is $87,000 short of the total match required. Private donations to the Transitional Living Center from business have been drastically reduced. (See Attachment E - Summary Of Private Contributions To TLC) 1988-1989 $92,000 1989-1990 $90,000 1990-1991 $54,000 TAP has submitted additional requests to the four Roanoke Valley governments to supply the balance needed to make the HUD match. The amounts requested are: Roanoke City Roanoke County Salem Botetourt County $37,500 $10,000 $ 5,0O0 $ 2,500 III. TAP has documented that approximately 61% of the current TLC clients are Roanoke City residents. See Attachment F- TAP/TLC Application For Assistance; Attachment G - Residency Status of TLC Clients on October 25, 1991; and Attachment H - Locality In Which Non-City Residents Lived Prior To Entering TLC Ee Since this request, $15,000 has been pledged by the private sector. ISSUES A. Need For Fundinq B. Timing C. Services To citizens D. Cost To The City E. Future Funding IV. ALTERNATIVES City Council appropriate $57,500 to Total Action Against Poverty for operating costs of its Transitional Living Center. Need for funding. The Transitional Living Center fills an identified need. Individuals and families receive supportive housing for up to 24 months, as well as comprehensive services (medical care, education, employment counseling, housing counseling, and budgeting skills). There is a need for transitional bed spaces in the City. The TLC has a current capacity of 75 transitional bed spaces. Due to the tardiness of 1990-1991 pledges, TLC has already been forced to reduce the number of rooms used and the number of staff hours as of September 1, 1991. An estimated 300 individuals per year receive the comprehensive services of the TLC. e Timing. Total Action Against Poverty must document contributions and pledges to match the Supportive Housing Demonstration Program Grant award to the United States Department of Housing and Urban Development by November 15, 1991. Services To Citizens. At least 61% of these people indicate Roanoke City as their home. Cost To The City. The cost to the City will be the $57,500 appropriation. $37,500 is available in the General Fund (Contingency Account Number 001-002-9410-2199). $20,000 is available in Community Development Block Grant (CDBG) unprogrammed program income accounts. Council will be asked to amend the CDBG budget to add this new project. Future Fundinq. TAP officials expect the Supportive Housing Demonstration Grant program to be continued. It is anticipated that matching funds will be necessary every year. If TAP does not receive the grant, TLC may be forced to close. City Council not appropriate $57,500 to Total Action A~ainst Poverty for operatin~ costs of its Transitional Livin~ Center. Need For Fundinq. There is an insufficient number of transitional housing beds in the Roanoke Valley. More individuals and families seeking assistance will be turned away if the Transitional Living Center has to reduce services due to the lack of matching funds for the Supportive Housing Demonstration Grant. 2. Timing. Timing would not be an issue. Services To citizens. The TLC serves approximately 300 individuals per year. An estimated 180 City residents may be at risk of losing the comprehensive services that the Transitional Living Center offers. 4. Cost To The City. The City will incur no cost. Future Fundinq. TAP officials expect the Supportive Housing Demonstration Grant program to continue. Future funding may be reduced if matching funds for 1991-1992 are not secured. RECO~4ENDATIONS City Council concur with Alternative A and transfer $37,500 to Total Action Against Poverty's Transitional Living Center (Account Number 001-054-5239-3700) from the General Fund Contingency Account (001-002-9410-2199) and to consider amending the CDBG program and budget on November 11 to provide $20,000 in CDBG funds. Respectfully submitted, W. Robert Herbert City Manager WRH/DSN/dsn Attachments: A through I CC: City Attorney Finance Director Director of Human Resources ATTA~ff~ENT A HON~.~-~S PREV]gF~ION AND ASSISTANCE RESOURCE ~Y.rOCATION Su~ARY Fiscal Year 1988 - Fiscal Year 1992 GENERAL FUND Ar.T~CATIONS $1,122,197 Citizen Services Committee $245,100 Description: The Citizen's Service Committee was established in the early 1970's to provide a vehicle for the distribution of City funds to human service agencies. Currently, four recipient agencies are utilizing City funding for homeless prevention and assistance. 2. Recipients and Time Frame: ae Presbyterian Community Center TOTAL $1,200 FY 1992: $1,200 Roanoke Area Ministries TOTAL $122,300 FY 1988: $22,000 FY 1989: 23,500 FY 1990: 25,000 FY 1991: 26,300 FY 1992: 25,500 Salvation Army TOTAL $107,600 FY 1988: $17,500 FY 1989: 21,500 FY 1990: 23,000 FY 1991: 23,000 FY 1992: 22,600 Roanoke Valley Trouble Center, (TRUST) TOTAL $14,000 FY 1988: $2,000 FY 1989: 3,000 FY 1990: 3,000 FY 1991: 3,000 FY 1992: 3,000 Inc. II. Emergency Assistance Fund $115,000 1. Description: See Item II, C, 1 below. 2. Time: 1968 - present (It should be noted that for consistency sake, only the amounts contributed since fiscal year 1988 have been noted in this report.) Local Funding For Total Action Against Poverty (See Exhibit A - Attachment 1: Summary of TAP Appropriations) $762,197 TAP's General Budget TOTAL $674,350 FY 88 125,208 FY 89 128,898 FY 90 136,348 FY 91 141,948 FY 92 141,948 Supplemental and Special Requests a) Total Action Against Poverty,s Transitional Living Center TOTAL $87,847 FY 89 $17,847 FY 90 30,000 FY 91 40,000 Federal and State Gran~ A. Emergency Shelter Grant Program $134,000 (ESGP) $321,465 Description: The Emergency Shelter Grant Program is federal entitlement funding allocated under the Stuart B. McKinney Homeless Assistance Act, from the United States Department of Housing and Urban Development to provide services to the homeless. Upon acceptance of the entitlement, funds are deposited to the Emergency Shelter Grant Resource Fund. Agencies may apply to the City for funding. See Attachment 2 for description of recipients and agency allocations. 2. Time: November 16, 1987 - Present Virginia Shelter Grant Program (VSGP) $34,465 Description: The Virginia Shelter Grant Program was authorized in 1986 by Governor Bailes to respond to the shelter needs of the State,s homeless. Administered by the Department of Housing and Community Development, the program was modified to allow agencies to apply directly to DHCD in 1989. 2. Time: 1988 3. Recipients: Total Action Against Poverty,s TLC ($25,000) Roanoke Valley Trouble Center/TRUST ($9,465) Community Development Block Grant - "Emergency Assistance Fund" $153,000 DescriPtion: The Emergency Assistance Fund provides immediate financial assistance for low and moderate income City residents who are at imminent risk of eviction, foreclosure or loss of utility service. The program provides a safety net to insure that all low-income resident receive assistance to prevent disruption of homes and families. Prior to Community Development Block Grant involvement, this program operated for 20 years utilizing local discretionary funds. The City continues to contribute local funds to this program. See Item I, A below. Time: July 1988 - Present Recipients: Approximately 1,685 men, women, and children received assistance from this program during the first three years of operation. (It is estimated that 9% of the clients have received assistance from the program more than once.) Federal Emergency Management Agency (FEMA) 1. Description: FEMA funds are administered by the United Way of the Roanoke Valley. They distributed to local agencies to provide emergency assistance to individuals and families in need. 2. Time Frame: October 1, 1987 - September 30, 1991 3. Recipients: Presbyterian Community Center Roanoke Area Ministries Total Action Against Poverty Salvation Army 4. Amount Expended: Rent/Mortage - Utilities - Emergency Shelter TOTAL $48,085.47 53,554.60 $122,383.97 ATTACH~NTA EXHIBIT - i SUMMARY OF ROANOKE CITY APPROPRIATIONS TO TOTAL ACTION AGAINST POVERTY (TAP) FY 1988 - FY 1992 General Fund Allocations FY 88 $125,208 FY 89 128,898 FY 90 136,348 FY 91 141,948 FY 92 141.948 TOTAL $674,350 II. Supplemental and Special Requests From The General Fund a) Transitional Living Center FY 89 $17,847 FY 90 30,000 FY 91 40.000 TOTAL $87,847 III. IV. Emergency Shelter Grant Program a) Transitional Living Center November 1987 $20,000 May 1988 1,700 April 1989 10,000 June 1990 17,090 May 1991 18.000 TOTAL $66,790 Virginia Shelter Grant Program a) Transitional Living Center February 1988 $25.000 TOTAL $25.000 TOTAL AMOUNT OF CITY APPROPRIATIONS TO TAP S853.987 ATTACHMENT A EXHIBIT - 2 City of Roanoke Emergency Shelte~ Crant ~llocatfor~ 1987 - 1991 D~TE OF AILOC~TIOM RECE~PI~T November 16, 1987 TAP/TLC RAM House $20,000 6,000 May 9, 1988 TAP/TLC RAM House 1,700 2,300 April 3, 1989 TAP/TLC RAM House TRUST 10,000 8,500 5,500 June 3, 1990 TAP/TLC RAM House TRUST 17,090 11,790 10,120 May 20, 1991 TAP/TLC RAM House TRUST 18,000 12,000 TOTAL At?~CATIONS: Total Action Against Poverty/TLC Roanoke Area Ministries TRUST $66,790 (50%) 40,590 (30%) ~ (20%) (100%) Summary of Government Contributions to Total Action Against Poverty Fiscal Year 1989 through Fiscal Year 1992 (As of October 1, 1991) ATI'ACHMENT B Locality Roanoke City Roanoke County Salem Botetourt FY 1989 FY 1990 FY 1991 FY 1992 $128,898 $136,348 $141,948 $141,948 25,000 25,000 25,000 25,000 10,608 11,032 12,000 12,000 3,710 3,896 4,100 4,264 Locally Total $549,142 100,000 45,640 15,970 YEARLY TOTALS $198,216 $176,276 $183,048 $183,212 $710,752 Summary of Government Contributions to Total Action Against Poverty's Transitional Living Center Fiscal Year 1989 through Fiscal Year 1992 (As of October 1, 1981) ATrACHMENT C Locality FY 1989 FY 1990 FY 1991 FY 1992 FY 1993 Roanoke City $17,847 $30,000 $40,000 S-O- Roanoke County 1 O, 000 * 15,000 15, 000 Salem 5,000 7,000 7,000 5,000 Botetourt * 1,500 2,000 2,000 $5,000 Locality Total $ 87,847 40,000 5,500 YEARLY TOTALS $32,847 $38,500 $64,000 $22,000 $5,000 $162,347 Requests made to Local Governments from Total Action Against Poverty's Transitional Living Center A1TACHMENT D Locality o Roanoke C~ty: Amourit Requested Allocation Subtotal FY 1989 $17,847 $17,847 FY 1990 30,000 30,000 FY 1991 40,000 40,000 FY 1992 37,452 -O- o Roanoke County: $126,296 $ 87,847 Subtotal o S~em: FY1989 $10,000 $10,000 Subtotal FY1990 -0- .0- FY1991 15,000 15,9O0 FY1992 15,000 15,000 $40,000 $40000 FY1989 $ 5,000 $ 6,000 FY 1990 7,000 7,00O FY 1991 7,000 7,000 FY 1992 7,000 5,000 FY 1993' 8,000 5,000 $ 34,oo0 $ 2e,ooo Comment~ Due to funding cycle, contribution wes made at end of year. Tentative. Due to funding cycle differences, tax made propoesl~FY92-93inend of 1991. FY I~9 $~ $~ FY lg~ 1,59O 1,5~ FY19O1 2,0~ 2,000 FY I~2 2,000 2,9O0 Subtotal $ 5,5(X) $ 5,600 Total - Local Government Requests and allocations $204,799 $162,347 ATTAC]~ENT E ~U~Y OF PP~VATE COk'£~LIBOTIONS TO TOTAL ACTION AGAINST POV~a~TY'S TRANSITIONAL I~ITVING CENTF~ YEAR AMOUNT COMMENTS 1988-1989 $92,000 This figure includes $10,000 from the local United Way. TAP officials indicate that individuals donated approximately half and businesses contributed the other half. 1989-1990 $90,000 1990-1991 $54,000 Businesses and individuals contributed equally again this year. No United Way funds were allocated. It should be noted that $30,000 in pledges has not been received. This figure includes $28,000 from the United Way. Almost all of the remaining $26,000 was donated by individuals. Note: The Transitional Living Center's budget year is December 1st through November 30th. ATTACHMENT F Term. D&~el ............. Application Date~ . Sexl M___ F___ Race: B___ Age: ..... D.O.B.: SSN: W Other ..... Lst K~n Res: .............................................. How long? ............ Perm. Add: Next of Kin: .................................. Em. Tel #: .................... .ADO.: Family Size: ....... (~ c,f pe~'~c,r~s ir~ family ir~cludin~t Family Type: ...... Two Pa¥'er, t Family ..... Sir. q ie w/o ___Sir~g 1 e w/ .... S i n~ I e~ ....... ElOerly Non-elderly ( c,.ver 6D) List r. arnes, ages, D.O.D,, ar,~ S,~N c.f each chilO: ................ Evic~io~ Family Where clid you s~ay }.:~'~t r~ightO ........................................ Do you kr,i,w anyor~e ~?~:~e s~a¥ir,~ a~ the TLC? ................... Last Job Held: ......................... How 1prig? ............ Occupatior~a,1 Skills: ............................................... Technical/Vc~cational. Trr,~: ..................... ~ .......... . .... ___lst-9th Grade ........ lOth-l~th Grads (No diploma) ___H, S. Diploma .... GED ___College ~ Last S~ho¢,l Attended: ................................................ ~ .... J.T.P.A. Case Mar, aQsr: ........................ Phons #,1 .......... G.E.D. Instructor: ............................ Phone #: .......... Versa'an? Yes Bt-ar,ch c,~"-~rvi~e: .............. Dates of Active Duty: ......... Reserve Status: ....................... Type of Dis~a~Be~ ............ Typ~ of medical cape/follow up you pensive ~pom ~he V~i ..... P~esently c,r, Pro~a~i~n? . Patois? __ Name of P.O. : ....................... ~ .......... Phone ~ .......... E~-~n~r Cc,,.~n~m 1 ~ ~ ....................... ~h~. ~ .......... ' DruG(s) of Ch¢,ics~ .......................................................... Cst, reP: .................... DaCes: ................ AftePcaPs Cour,~elor~ ........................ Diagnosis: - ......... M~di~atior, s: .. Pa~t TreaCrnen~ Hospital: .............. DaCes: ....... AGsr,~Y= Da~es: ....... Dp/Counselo~ ......... · · .............. Phone #~ ...... ~eF~ta[ Health C¢,u~se[c,~= ........................ -- - Pepeonal Do=tot op p~a=e you receive medical caPem .......... Known Illnesses: Known AllePgies: Medicat ions: Prenatal Care Do=toP~ .......................... Phone m! ___Wagea/Salary~ ___SSI~ .... RSDI: ..... ADC: ___Food ~t arn~ ..... Child Sup~ort/Alirnor,y: ___Retipemer,~ Benefits~ ___Or hep ~ ............ ~_ ___MedicaPe ___Medicaid $ .................. Application Datem___'__.__~ $ ...................... Application Date! ............. $ ............. Application Date! ............. $ A~pli=a~ion Da!em ......... $ ............... Application Da!em ............. $ $ $ RDC Wopkep:£ .................................... Phone mm .......... Food ~tamp Workept .......................... Phone m! Medicaid WoPker: ..... = ............................ Phone ~ocial Wo~kep: ................................ making false stat~mer,~s may ,'e~ult in ~y denia'l op subsequ~ · eviction. My sigr, atu~e below aut~opizes the TAP-T~ staff to obtain ar, y verifications nec~msary to establish my eligibilit~ cc, opepate in obtalr, ir~g these verifications may Applicant Sigr, atupe Signatupe of Person Completing on behalf of Applicant Date Date Ir, compliance with Title IV of the Civil Righta Act of 1964~ Title VIII ¢,f the Civil Right~ Act of 1968, a~d o~hep fedepal l~gislatic, r, arrd req,..~la~ior, s, employment c, ppoPtuni~ies and TLC A'I-rACHMENT G Residency Status of TLC Clients on Friday, October 25, 1991 The addresses of all Transitional Living Center clients on Friday, October 25, 1991, were submitted to Roanoke City staff. A total of 44 adults and children were reported to be residing at the TLC. Of the 44 people reported, 27 individuals, or 61% of the TLC population, appears to be Roanoke City residents. City staff ver~ed addresses submitted as being in Roanoke City. Roanoke City residents were asked by TAP staff how long they had lived in the City. The following chart summarizes those responses: ATTACHMENT H Locality In Which Non-Roanoke City Residents Live~ Prior To Entering The Transitional Living Center (TLC Residents Enrolled On Friday, October 25, 1991) OF TLC CLIENTS TOTAL 17 Roanoke County 1 Vinton 1 Salem 2 New Castle 1 Galax 1 Wytheville 2 Richmond 1 Raleigh, North Carolina 1 Winston Salem, North Carolina 1 South Dakota 2 Connecticut 1 Cambodia 1 No Address Listed ~ TAP ATTACHMENT I Education £mpJowment Health Housing and Homalessfless Neighborhoods Economic Developmera Crime Prevention Cabell Brand, Georgia Meadows, El~zal~etl~ Bowles, Lewis Peen/, Momv P~vrnale, Post Office Box 2868 Roanoke, Virginia 24001-2868 (703) 345-6781 Fax (703J 345-4461 October I1, 1991 W. Robert Herbert Roanoke City Manager 215 W. Church Avenue Roanoke, Virginia 24011 Dear Bob: This year, as in the past, TAP has gone to local governments requasting support for thc Transitional Living Center. These requests, made as supplemental Rr?c anuests to TAP's annual rgfunding requests, were: Roanoke City - S37 4~'~- oke County - $15,000; Salem - $8,000; and Botetoun Coun-~ --$2,'~.' At .t~ijs time .we have received commim~ents from Roanoke C.0unty f~ S15,000 ana ri'om Salem xor $5,000. Botetourt County will conFu-m xts suppox of $2,000 once ail other localitius have committed. Yet, to date we have not received a commitmont from Roanoke City on our supplemental budget request for the TLC. Our Supportive Housing Demonstration Program contract with the U. S. Depa~iment of Housing and Urban Development requires us to coo. firm matching funds for FY 91-92 by September 30, 1991. We have requested and received an extension from HUD until November 15, 1991. We need written commiUnent from the City of its conlribution in order to document the match to HUD. Be apprised of the fact that, due to drastic decreases in local private charitable conlributions, Roanoke City's commitment of $37,542 will still leave us $50,000 short of the total match requ_ired. The TAP Boant has decided to go back to each locality to request an additional emergency contributioo based on the pcrcentage of last year's TLC residents from their 1ocaliti~. According to TLC ints~ records, 93~, of the TLC's 274 residents last year indicated that they were from Roanoke City. Taking into ~CvOUnt that persons native to surrounding localities move into the City to tnt~ antage of more plentiful jobs and easier access to human services.'w~ ~ reduced this percentage to 7:5%, which is more in ~ with the residential demographics of the total TAP participant population. Therefore we arc requesting from the City of Roanoke an additional amount of $37,500 as their share of the balance needed to make the HUD match. I will be appearing before City Council on Monday night with a pt~entation on ~oe.. ,TL.~C a~,.d ~e req. u..e. st for a..to_~l__o_f $74,952, which includes the original ~ot,,oz p~us me additional ~,~7,~uo.. w. Robert Herbert p. 2 Thc TLC has been a godsend to homeless people, helping them to get on their feet. Over the last three years, we have served more than 700 residents. Of the 274 residents served last year, C~0% were assisted in obtaining income, either through employment or eligibility for benefits, and one-third of the residents who left the TLC were tr~ansitioned into permanent housing. Meeting the HUD match is imperative if the TLC is to continue to provide critically needed services to the homeless in our community. Roanoke City's fmanciai commitment to the program is crucial if the match is to be met. Sincerely, E. Cabell Brand cc Mayor Taylor and Members of City Council of Roanoke Valley CITY NOV -4 AP :49 November 4, 1991 The Honorable Mayor and Members of Roanoke City Council 215 Church Avenue, SW Roanoke, VA 24011 Dear M_rs. Bowles and Gentlemen: The YWCA of Roanoke Valley is pleased to learn that TAP is receiving funding from Roanoke City Council to meet the financial shortfall experienced by their Transitional Living Center. Since 1914, the YWCA of Roanoke Valley has provided safe, affordable housing for women in need of shelter on an emergency basis or for a period not to exceed two years. Recognizing the challenges faced by women who live at or below the poverty level has been a primary focus of our association since that time. In fact, in 1925 Roanoke City Council listed a "new" YWCA building that would have 25 residence rooms available for women in need as being one of the City's top 10 priorities. (That "new" building is now 65 years old). We are glad that you look favorably upon the economic challenges faced by TAP as they work to meet the needs of the homeless. The YWCA is also economically challenged to meet the needs of women in need of emergency and temporary housing. It is our hope that you would consider extending the same type of assistance provided to TAP to other agencies of long-standing that have traditionally provided such services to the homeless. Sincerely yours, Wendy 0 'Nell Executive Director Mr. Robert Herbert Roanoke City Manager Mr. Jim Ritchie Director of Human Resources 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 November 6, 1991 File #184-58 ,~2~IDRA H. EAI~N Deputy City Clerk Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30768-110491 authorizing execution of a contract and related documents with Blue Cross and Blue Shield of Virginia to provide group hospitalization and health insurance for employees of the City and members of their families. Resolution No. 30768-110491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1991. Sincerely, ~f~.~ Mary F. Parker, CMC/AAE City Clerk MFP: ra Enc. pc: Mr. Thomas Alcoke, Blue Cross and Blue Shield of Virginia, P. O. Box 13047, Roanoke, Virginia 24045 Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Kenneth S. Cronin, Manager, Personnel Management IN THE COUNCIL OF THE CITY OF ROANOKE, lhe 4th Day of November, 1991. No. 30768-110491. VIRGINIA, A RESOLUTION authorizing the execution of a contract and related documents with Blue Cross and Blue Shield of Virginia to provide group hospitalization and health insurance for employees of the City and members of their families. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager is hereby authorized, for and on behalf of the City, to execute a contract with Blue Cross and Blue Shield of Virginia, for group hospitalization and health insurance for a term of one year beginning January 1, 1992, and ending December 31, 1992, and any other necessary and appropriate documents setting forth the obligations of each party thereto, and setting forth such terms as shall be consistent with the terms negotiated by and between the City and Blue Cross and Blue Shield of Virginia and described in a report to Council by the City Manager dated November 4, 1991, and the attachments thereto. 2. Said contract shall be delivered, if possible, to the City not later than December 1, 1991, fully executed by Blue Cross and Blue Shield of Virginia and ready for execution by the City. Such contract and any other necessary and appropriate documents shall be in form approved by the City Attorney. ATTEST: City Clerk. RECE!~'EO CITY C! S!' <': 'F=~.~E Roanoke, Virginia November 4, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Selection of Health Insurance Provider following the expiration of the current contras on D~ce~l:~ 31, 1991. BACKGROUND ae The present Comprehensive Health Insurance contract with Blue Cross and Blue Shield of Virginia (BC/BS) expires December 31, 1991. Be city currently contributes 90% towards the "employee only" rate. Specifications were developed to obtain competitive proposals for the City's Group Health Plan. Request for Proposals were completed which included a one year contract for the existing Health Insurance Plan. Ee Advertisement of the Request for Proposals was published in the Roanoke Times and World News on September 22, 1991. Thirty-one (31) aqents/brokers were mailed Requests for Proposals on September 27, 1991. A listing of those agents/brokers is attached. (Attachment A) Ge Three (3) responses for health insurance were received and publicly opened at 2:00 p.m. on Friday, October 18, 1991 in the office of the Manager of General Services. (See Attachment B) II. CuKRENT SITUATION Medical Costs have escalated in recent years causing a direct increase in health insurance premiums. Health insurance providers are projecting a 21.5% regional cost trend increase in 1991 assuming a break even point between premiums and claims experience. As such, assuming a break even between premiums and claims, a 21.5% rate could be expected. Honorable Mayor and City Council Page 2 Employee's Share of Health Care Premiums has been the same during the past two contract years. Claims Experience for the City of Roanoke between August 1, 1990 and July 31, 1991 is very close to the level of premiums for the same time period. Claims paid out during this period were $3,304,471 compared to $3,389,813 paid in premiums. Health Benefits Awareness Committee members played an active role in reviewing the City proposed options. Upon adoption of rates, the Committee will play an important role in communicating plan information to employees in all departments. Ee Bid Committee was appointed by the City Manager to evaluate the current situation, review proposals and make recommendations. Initial evaluations were made by the Bid Committee and the Department of General Services on the proposals. The health care proposals met specifications. City Attorney has advised that, in accordance with the City of Roanoke procurement code, negotiations are permissible under Section 23.1-6 for the procurement of Health Insurance Services. Informational meetinas were conducted with Blue Cross and Blue Shield of Virginia which was deemed fully qualified to meet the City's needs and which offered to provide the requested services for lowest cost. Neqotiations were conducted with Blue Cross and Blue Shield of Virginia for health insurance following the guidelines of the City's procurement code. III. ISSueS A. Coveraqe B. Compliance with Specifications C. Oualifications of the Selected Health Care Company D. Cost E. Fundinq Honorable Mayor and City Council Page 3 IV. ALTERNATIVES Council A rove the award of a contract for Health Care Insurance to Blue Cross and Blue Shield of Virginia for the period of one (1) year beginning January 1, 1992 and ending December 31, 1992. The city contribution will continue to be 90% of the "employee only" premium cost; however, due to the financial impact of this increase, current rates will remain in effect for employees through March, 1992. The employee's share of new rates will be deducted beginning April 8, 1992. This means that the city is absorbing the increased share of health care plan costs from December 1991 through March 1992 which would normally be passed on to employees beginning with their first payroll check in December. Coveraqe provides for the same benefits including a comprehensive range of health maintenance benefits or "wellness" benefits such as well baby care coverage while at the same time encouraging cost awareness. (See Attachment C) Compliance with specifications have been deemed fully responsive by Blue Cross and Blue Shield of Virginia. Qualifications of the selected health care companies: a. Blue Cross and Blue Shield of Virginia Local marketing representatives to service the account by providing up-to-date information on benefits, trouble shooting problem areas and establishing a contact between physicians and employees. Established workinq relationship with the city and a clear understanding of the group's needs. Participatinq Network of doctors, hospitals and other providers of health care services that file and accept Blue Cross and Blue Shield's determination of the usual, customary, and reasonable fee as payment in full. Special Customer Service Unit to specifically handle city claim problems on a timely basis. Honorable Mayor and City Council Page 4 Cost a. Se COBRA Administration which allows employees who leave the City and their dependents to continue their coverage for eighteen or thirty-six months under the City's plan would be provided for 2% of each continuing participant's monthly premium. Monthly rates for the new contract are as follows: Employee $159.94 Employee/Child 230.36 Family 374.34 Employee Cost after City Contribution effective April 8, 1992 would be as follows: PROPOSED PROPOSED MONTHLY BI-WEEKLY ADDITIONAL BI-WEEKLY COST Employee $ 15.94 $ 7.97 1.24 Employee/Child 86.36 43.18 6.85 Family 230.34 115.17 18.32 Present City contribution toward health insurance is $121.00 per participating employee per month. The new contribution based on the "employee only" cost is $144.00 which represents a $23.00 increase per participating employee per month. Maximum Potential Cost - The health insurance premiums for 1992 are projected at $5,573,333 based on the current enrollment data. This includes a reserve account to be held by the City to provide for any claims cost that would be incurred within twenty-four months of the termination of this contract. BudGet Impact - The additional funds required to absorb increased rates for four months is $88,316. Funding is available in the adopted 1991-92 operating budgets for the increased cost of health insurance to provide for the City's portion of the expense of this alternative. Honorable Mayor and City Council Page 5 Council APProve the award of a contract for Health Care Insurance to Blue Cross and Blue Shield of Virginia for the period of one (1) year beginning January 1, 1992 and ending December 31, 1992. The City contribution will continue to be 90% of the "employee only" premium cost. The employee's share of the new rates will be deducted beginning on December 4, 1991. Coverage provides for the same benefits including a comprehensive range of health maintenance benefits or "wellness" benefits such as well baby care coverage while at the same time encouraging cost awareness. (See Attachment C) Compliance with specifications have been deemed fully responsive by Blue Cross and Blue Shield of Virginia. Qualifications of Blue Cross and Blue Shield of Virginia would remain the same as in Alternative A. 4. Cost Monthly rates for the new contract are as follows: Employee - Employee/Child - Family - $159.94 230.36 374.34 Employee Cost after City Contribution would be as follows: REDUCED PROPOSED PROPOSED BI-WEEKLY MONTHLY BI-WEEKLY __COST__ Employee $ 15.94 $ 7.97 1.24 Employee/Child 86.36 43.18 6.85 Family 230.34 115.17 18.32 Present City Contribution is $121.00 per participating employee per month. The new contribution based on "employee only" cost, is $144.00, which represents a $23.00 increase per participating employee per month. Honorable Mayor and city Council Page 6 de Maximum Potential Cost - The health insurance premiums for 1992 are projected at $5,573,333 based on the current enrollment data. This includes a reserve account to be held by the city to provide for any claims cost that would be incurred within twenty-four months of the termination of this contract. Budqet Impact - No additional funds are required. Fundin~ is available in the adopted 1991-92 operating budgets for the cost of health insurance to provide for the City's portion of the expense of this alternative. ~ECO~ENDATIONS Council Approve the award of the contract for Health Care Insurance to Blue Cross and Blue Shield of Virginia for the period of one (1) year beginning January 1, 1992 and ending December 31, 1992 for the coverage and rates described under Alternative A of this report, and under the terms and conditions contained in the City's present contract with such firm, except as otherwise noted in said report, and authorize the City Manager to execute the same in form as approved by the City Attorney and with the understanding that Blue Cross and Blue Shield of Virginia provide the City Manager with said contract, ready for execution no later than December 15, 1991. WRH:jh Respectfully submitted, W. Robert Herbert City Manager ATTACHMENT A INSURANCE BID LIST 1992 Bid Opening - October Bid Number - 91-9-72 18, 1991 Aetna Attn: Kathy Coleman P. O. Box 1538 Lynchburg, VA 24505 Benefit Consultant Service Attn: Charles Lascola P. O. Box 6096 Newport News, VA 23606 Benefit Plan Administrators Attn: Arnold Masinter 101 South Jefferson Street Roanoke, VA 24011 Blue Cross & Blue Shield of VA Attn: Tom Alcoke P. O. Box 13047 Roanoke, VA 24045 Blue Cross & Blue Shield (TPA) Attn: Roy Allison P. O. Box 32070 Richmond, VA 23260 CNA Attn: Larry Cummings 1601 Rolling Hills Drive, Richmond, VA 23288 Suite 101 Chaney, Thomas Stephenson & Hill P. O. Box 1600 Roanoke, VA 24007 Charles Lunsford Frank B. Hall Co. P. O. Box 2571 Roanoke, VA 24010 D & S Life Insurance Attn: Bill Kite P. O. Box 629 Roanoke, VA 24004 Duke and Company Attn: Henry Duke Seven South Jefferson Street Roanoke, VA 24011 First Financial Enterprises Incorporated 2100 Charlotte Plaza Charlotte, NC 28210 General American Life P. O. Box 470187 Charlotte, NC 28226-0187 Hartford Insurance Group 7800 Carousel Lane Richmond, VA 23229 Insurance Associates Attn: Carter Garrett P. O. Box 4607 Roanoke, VA 24015 Jefferson Pilot Life Ins. Attn: Group Department P. O. Box 20727 Greensboro, NC 27420 Co. Life Insurance Co. of Georgia Attn: Glenn Bowman 4530 Park Road Suite 323D Charlotte, NC 28209 Life of Georgia Attn: Jim Huffman P. O. Box 7457 Roanoke, VA 24019 McDonough Caperton Employee Benefits Attn: Patton Coles P. O. Box 1300 Roanoke, VA 24006 A'.t.-£ACHMEIq~ A PAGE 2 Metropolitan Life Attn: Donald Pierce P. O. Box 4527 Roanoke, VA 24015 Mutual of New York 34 Campbell Avenue, SW Suite 110 Roanoke, VA 24011-1302 Mutual of Omaha Insurance Co. P. O. Box 20569 Roanoke, VA 24018 National Capital Administrative Services Attn: Dave Kreager 3702 Pender Dr. suite 200 Fairfax, VA 22030 New York Life Insurance Co. P. O. Box 3160 Roanoke, VA 24038 John P. Pearl Attn: Linda Herbert 6620 West Broad, Suite 300 Richmond, VA 23230-1720 Provident Life and Accident Attn: Jess Tincher Chantilly Executive Offices 14325 Willard Road Chantilly, VA 22021 Providers Allcare Attn: Susan Lynch 110 Campbell Avenue, Roanoke, VA 23225 SW Prudential Insurance Company Thomas G. Karrasch, CLU 1802 Electric Road, SW Roanoke, VA 24018 The Benefits Group P.O. Box 13526 Roanoke, VA 24035 Travelers Attn: Dave Larson P.O. Box 8368 Roanoke, VA 24014 Tucker Administrators Attn: Benji Craft P.O. Box 470068 Charlotte, NC 28226-0068 R. L. Wood Insurance Agency Attn: R. L. Wood 2929 Melrose Avenue Roanoke, VA 24017 Attachment B COMPANIES RESPONDING TO REQUEST FOR PROPOS~T-~ Blue Cross and Blue Shield of Virginia Total Program Administrators Insurance Associates Attachment C ¢ 1992 ~ALTHBEN~FITS Lifetime Maximum Individual Calendar Year Deductible Family Calendar Year Deductible (aggregate) Payment Level Individual Out-of-Pocket Maximum Family Out-of-Pocket Maximum (aggregate) Inpatient Mental Health Care/Substance Abuse Outpatient Mental Health Care Outpatient Treatment of Accidental Injuries Outpatient Surgery Emergency Room Deductible Second Surgical opinion (Voluntary) Chiropractic Services Well-Baby Care Prescription Drugs Managed Care $1,000,000 $100 $200 80% $750 $1,500 30 days per calendar year 50% payment up to $1,000 per calendar year 100% payment of first $300 per calendar year; then 80% after calendar year deductible 90% payment (deductible applies) $30 (applies to all Emergency Room visits unless admitted directly from the Emergency Room) 80% (deductible applies) 80%; $500 maximum per calendar year for spinal manipulations 80% (deductible applies) (thru end of calendar year in which child turns five) 80% (deductible applies) Birth Control Pills and Nicorettes included Required; $250 penalty for circumvention of reviews MARY F. PARI/ER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue. S.W., Room 456 Roanoke. Virginia 24011 Telephone: (703)981-2541 November 6, 1991 File #72-305 SANDRA H. EAKIN .Deputy City Clerk Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Sincerely, I am attaching copy of Resolution No. 30769-110491 authorizing a contract to be entered with the Commonwealth of Virginia Department of Social Services for the procurement of certain services at Youth Haven I by the County of Roanoke's Department of Social Services, for a term ending March 31, 1993. Resolution No. 30769-110491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1991. Mary F. Parker, CMC/AAE City Clerk MFP: ra Enc. pc: Mr. James D. Ritchie, Director of Human Resources Ms. Corinne B. Gott, Superintendent of Social Services Mr. Jack E. Trent, Group Home Program Manager IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 4th Day of November, 1991. No. 30769-110491. A RESOLUTION authorizing Commonwealth of Virginia Department of Social procurement of certain services at Youth Haven Roanoke's Department of Social Services. a contract to be entered with the Services for the I by the County of BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager be, and is hereby authorized and directed, for and on behalf of the City, to enter into a written contract with the Commonwealth of Virginia Department of Social Services for the procurement of certain services for eligible youth at Youth Haven I by the County of Roanoke's Department of Social Services, for a term ending March 31, 1993, with payment for such services to be made by the County of Roanoke's Department of Social Services to the City from Title II funds, as more particularly described in the City Manager's report dated November 4, 1991. 2. The form of the contract shall be approved by the City Attorney. ATTEST: City Clerk. (:ITT ~! ~'= = ..... November 4, 1991 Roanoke, Virginia Honorable Mayor and city Council Roanoke, Virginia Members of Council: SUBJECT: AUTHORIZATION TO EXECUTE A CONTRACT WITH THE COMMONWEALTH OF VIRGINIA'S DEPARTMENT OF SOCIAL SERVICES EXTENDING THE CONTRACT PERIOD TO MARCH 31, 1993 I: BACKGROUND The City of Roanoke. County of Roanoke· and City of Salem entered into a contract in January 1987, where- by these localities would jointly use Youth Haven I and Youth Haven II to provide non-secure residential care for youth of the Roanoke Valley. Under these terms of this contract, the per diem rate was set at $25.00 for the first eighteen months of operation. The three Jurisdictions have negotiated a new con- tract which bases the per diem rate on the actual local operating expenses for the prior fiscal or based on a per diem established by any federal or state agency for the facility or program. Title XX are those federal funds received by the Department of Social Services to provide care for our citizens. Title XX vendor desianation will permit youth who are wards of the local Department of social Services to be placed at the facility and to be reimbursed under Title XX monies allocated to the local departments. The City of Roanoke, on behalf of Youth Haven I, and the County of Roanoke, on behalf of Youth Haven II, received Title XX vendor status in 1989 as establish- ed by the Commonwealth of Virginia's Department of of Social Services' Interdepartmental Committee on Rate Setting. -2- III. These rates are calculated after considering the operating expenses, less any grants and monies received from state and federal agencies. Th~ rate established by the committee for the 1991-1992 fiscal year for Youth Haven I is $30.41. The rate for 1990-91 was $29.44. The rate established by the committee for the 1991-1992 fiscal year for Youth Haven II is $37.50. The rate for 1990-91 was $34.55. The contract period was extended for nine months on August 27, 1991, by the Commonwealth of Virginia Department of Social Services in order to establish a new application cycle due to an overload of fiscal year application reviews. II. CURRENT SITUATION Youth Haven II, operated by the County of Roanoke, has executed a contract with the Commonwealth of Virginia's Department of Social Services and is currently eligible to receive children from Roanoke City's Department of social Services using Title XX funding for reimbursement. Youth Haven I has received a new contract from the Commonwealth of Virginia's Department of Social Services. This contract has been reviewed by the city Attorney's office and needs to be duly executed and returned to the State Department of Social Serv- ices. It extends the current contract to March 31, 1993, (a nine-month extension). ISSUES A. Jurisdictional EGuitv. B. Time. C. Local Cost· -3- IV. ALTERNATIVES Authorize the City Manager to execute the contra~ with the Commonwealth of Virginia's Department of Social Services extending the contract to March 3~, 1993 Jurisdictional E~uitv. This executed contract would continue to allow the Roanoke County Department of Social Services to be reimbursed for Youth Haven I placements from Title XX funds, just as the Roanoke City Department of Social Services is currently eligible for reimbursement from Title XX funds for girls placed at Youth Haven II. Time. The established per diem rate of the contract is for an extension of 9 (nine) months beyond this fiscal year (July 1, 1992- March 31, 1993). ~ for City youths that are wards at Youth Haven II and are Title XX eligible will continue to be reduced from 100 percent of the per diem rate to 20 percent of the per diem rate. Do not authorize the Citv Manager to execute tb~ contract with the Commonwealth of Virginia's Depart- ment of Social Services for extension of the contract for an additional nine months. Jurisdictional Euuitv. Some Roanoke County boys may be denied treatment/services at Youth Haven I, due to funding limitations since Title XX funds cannot be used. Time. Future use of Title XX funding will require reapplication to the Interdepartmental Committee on Rate Setting. The new application cycle will be for an annual period April through March. 3. L_q~ would not be affected· -4- V. RECOMMENDATION Authorize the City Manaaer to execute the contract with the Commonwealth of Virainia's Department of Social Services extending the contract period to March 31. 1993. Respectfully submitted, W. Robert Herbert City Manager WRH/JDR/JET/t cc: Joel M. Schlanger, Director of Finance Wilburn C. Dibling, Jr., city Attorney James D. Ritchie, Director, Human Resources Jack E. Trent, Group Home Program Manager AGREEHENT FOR PURCHASE OF SERVICES THIS AOREE#EHT is entered into by and betHeen the ConlnonNeaith of Virginia Department of Social Servicer with LocaL Departments of WeLfare/SociaL Services acting aa its agents, referred to as the ..Buyer,- and Roanoke City, hereinafter referred to as the .vendor.. Subject to its other provisions, the tar/as of this Agreefae~t sha[I coalltence on October 1, 1~91, and terminate on #arch 31, 1993. ~HEREAS the Buyer is responsible for providing social services by authority of TitLe 63.1 of the Code of Virginia, and has been appointed by the Governor as administering agenoy for social services delivered pursuant to TitLe XX of the Social Security Act as amended by Section 2352 of the Omnil~s Budget Reconciliation Act of 1981 (PubLic LOW WHEREAS the Vendor has established itself as a qualified provider of social services and meets aLL appLicabLe State and federal st&ndarde relative to the services to be provided herein; NO~, THEREFORE, the parties hereto de mutuaLLy agree aa foL[oua: 1. This Agreefaent is subject to the provision~ the Code of Federal Regu[atior~, amendments thereof, and reLevant State Laws and regulations. This Agreement shaLL be governed in alt respects, ~nether as to validity, construction~ capacity, performance or otherwise, by the laws of the Commanues[th of Virginia. 2. The failure of the Buyer to enforce at any time any of the provisions of this Agreement, or to exercise any option k~nich is herein p~ovided, or to require at any time performance by the vendor of any of the provisions hereof, shaLL in no way affect the validity of this Agrecme~t or any part thereof, or the right of the Buyer to thereafter enforce each and every provision. ALL remedies afforded in the Agreement shall be taken and c~trued aa c~lJLstive, that is, in addition to every other remedy provided herein or by Law. If any part, term, or provision of this Agrlmaent is held by a court to be in conflict with any State or federal Law, the validity of the remaining purtiona or provtatona shaLL be construed and enforced as if the Agreement did not contain the particular part, term or provision held to be invalid. 3. Any dec~nents referred to fn this Agreement PUt not attached hereto, ere incorporated by reference as part of this Agreement. HO other ~l'd~erstandi~gs, oral or uritten, are deeered to exist or to bind any of tho parties hereto. Any alterations, variations, modifications or waivers of provisions of this Agreement shaLL only be valid then they have been reduced to writing, duly signed by the Contracting Officer of the Buyer end the Authorized Representative of the Vendor, and attached to this Agreement. there there exists any inconsistency betuesn this Agreement ~ other provisions of coLLateraL contractuaL agreements thich ore made a part of this Agremaent by reference or otherwise, the provisions of this Agreement shaLL controL. 4. This is a term agreement for requirements and does not involve a definite financial obligation on the part of the Buyer, although the Buyer sheLL use this Agrec~ent in the procurement of services aa specified end for ~hich payment shaLL be made by the Buyer. The vendor shaLL only charge the Buyer for those services Listed and described in tho Vendor Znformation form of the ProfiLe of Services and Prices, relevant portions of ~hich ere attached, and only ~hen and as authorized by a Purchase of Services Order signed by the Buyer~ Fiscal Officer and Service Worker. Such Purchase of Services Orders are incorporated into this Agrecn~t by refererN:e. Tho Vendor has the right to refuse to accept the Buyer's Purchase of Services Orders. 5. The authorized services shaLL be provided at or above the quality Level in effect at the time of the description and/or evaluation written on the Vendor Information form of the ProfiLe of Services and Prices. The Vendor ahaL[ permit representatives authorized by the Buyer to conduct program and facility reviews in order to assess service quality. Such reviews may fnoLude, but ore not Limited to, meetings with consuners, revise of service records, revise of service policy and procedural issuances, revie~ of staffing ratios and job descriptions, and meetings Hith any staff directly or indirectly involved in the provision of services. Such revieua may occur as often as deemed necessary by the Buyer and 6. substantial changes in the proposed delivery of services from that stated in the application subnitted by the Vendor or that stated in the Vendor information form of the ProfiLe of Services ~ Prices, Nhether actual or anticipated, such aa, but not Liaited to, changes in service quality, key personneL, ability to vend specified voLmaec of services, subaitted budgetary data, or cofr~liance with appLicabLe State and/or federaL standards sbeiL bo reported in writing to the Buyer within five (5) calendar days of occurrence. Page 2 of & 7. The Vendor egress that eny information and data to be used in negotiations to modify or exter~l the Vendor's prices ~x]er this Asreeme~t shall be s[d~mittnd to the Buyer at Least one hurxJred and twenty four (12&) calera:let da~ p~ior to the proposed "Effective Date" of the changes. 8. The Var~ior shall i,~,edlateLy subait writt~ reports to the Buyer indicating significant daviatione from anttcfpoted client progress as agreed by the Ver~or end the Buyer. The Verx~or shell provide the Buyer with · copy of ~ requtrmcl reports of ennueL physical exaalioatior~ and poychoLogica[ or psychiatric examinations of the client "hiIe tz-~er the care of the V~r. 9. The Vendor shall submit to the Buyer · writtef treatment plan and progress report regarding the cLiont at Least quarterly and ~ terminetian of service to the client. Said plan and report shall irtcL~x~e at Least the following informatian: short end Long term goals, anticipated time of completion, prognosis, medications adainistered, progress or Lack of progress of client ~ reasons, significant incidents or accidents and any post or planned special eye,ts. If the Vendor faits to provide any writtaef treatment plan end progress report in · timely meaner, the Buyer may withhold payment of Vondor Invoices until they are received. 10. The Vendor shall not charge the Buyer more for a service than the price specified on the Vandor Informatief form of the Profile of Services and Prices. The Vendor shall not charge or accept frme the Suyer mere than the Vandor charges or accepts from other b[P/ere of the eae~ service. The Vendor she[[ not charge any ~ alt btm/ers mrm than the mexi,~ number of units of service as stated ef the Vendor Information form of the Profile of Services end Prices. Additiooatiy, the Vender shall not invoice the Buyer for a greater nuaber of units of any service than that specified in the Purchase of Services Order un[ess the Suyer spocificaL[y authorizes such increased units in writing. The Vendor shall invoice the Buyer only for services actually delivered. The vendor shall not sul3ait any billings for services provided prior to the "Effective Date" or s"h~t to the "Renewal Date" sho~ on the Verx~or infor,mtion form of the Profile of Services ~ Prices. 11. The ver~ior shell invoice the Suyer for each caLefdar month an Vendor Invoice forms supplied by the Buyer, and "hall submit · Vender Invoice shouing no services dalivered pursuant to · Purchase of Services order if that is the case in any .~th. The Suyer shall be ~tigated to poy for services pursuant to an authorized Purchase of Services Order .hen the ver~or lefts to eu~x~it · Verx]o~ Invoice for such services within forty-five (~5) ceLefx~ar days after the close of the ca[enclar month in .hich services were da[ivored. Vendor Znvoices .hich are correct end are received by the Buyer within tan (10) ca[efdar days after the close of the ,~x~th shell be processed and paid no Later than thirty (~0) caLer~lar days after the close of the mefth. Those Vendor Invoices received Later shall be processed and paid with the next month.s Vefdar Znvoices. Vondor Invoices received .hich are not correct shall be returned to the Vendor for 12. if the Vendor f,Ls that the paymeft received for services invoiced was mn underpa=t, thef it is the Vefdar's responsibility to notify the Buyer in writing of the questianabLe paymont within forty-fivo (~5) calendar days after receipt of the pay.~t. S~rttng evi~e ,~Jst accofl~oany such notification. The Buyer I~t correct ~ error fo~ or respond in writing to the Ver~ior .hy no error exists within forty-five (~5) ce[order days after receipt of the Vandorls notification. If the Vefdor's nctificmtian and supporting evidence are not received by the Suysr within the forty-five (45) calendar day Limit, than the Suyer is not ob[isated to make any epjustmants in the questionable payment. If the Ve~x~or feels that the pay~aeflt received for services invoiced ~as an overpaya~nt, theft the Vest,or m~t notify the Buyer immediately. 1~. The Buyer shell hove thirty ($0) celefdar days from the date of the Service Worker's or Fiecai Officer's sigoature an a Purchase of Services Order, .htchover is Later, to terminate or adjust said Purchase of Services Order without penalty to the Buyer; ho~er, the Suyer shall ,take pay.~lt for any services re~]ered ~Jring said thirty (~0) day period, subject to the other ter,l~ of this Agreement. 14. The Suyer'e Purchase of Services Orders may be adjusted or ter~,ineted at ~ time for client-related cues to include, but not Limited to, changes in eligibility and changes in client progress. The Suysr =ay not terminate or adjust Purchase of services Orders arbitrarily and without cause. The vendor may efiy terminate service Fovtsief for client-related causes ar~] ef[y .hoe a fifteen (15) calendar day advance notice is siren to the B~r. 15. In the event that the Suyer becomes unable to honor approved Purchase of Services Orders for causes beyond the Buyer's ressonab[e ceftrol, including but oat Limited to, failure to receive promised reveille from federal, State or Local government sources or defor default in providing matching funds, the Buyer may terminate or modify any or al[ Purchase of Services Orders pursuant to this Agreoment as necessary to avoid delivery of service for .hJch the Suyer cannot make pa~aeft. The Buyer she[L, upon cognizance of any such cause, notify the Vendor immediate[y. Agreement for Purchase of Services Page $ of 4 16. The Vendor guarantees that any coats incurred pursuant to this AQree~nt shall not be included or allocated es s cost of any other federal, state or Locally financed program in either the currant or a prior beried. 17. The Vendor shell not enter into s~ontracts for ~ of the aervic, approved t~nder this AQr~t without obtaining prior writ[an ~roveL fro~ the guyer. Said approval shall be indicated by the attachment to this AQr~t of s V~r Info~tton fora for the s~ontractor. Such s~antrectors shall be s'~ject to the r~ir~ts, c~itiona, and provisions the Suyer may dame necessary. The V~r is readable for the berfo~nca of its s~ontrectors. However, prior written approval shall not be r~quired for the purchase by the V~r of articles, s~Lies ~ ~i~t shich are inci~tsL but necessary for the berformance of the ~ork r~ired ~r this AQr~t. The V~r shall not asai~ this Agra[ without prior uritten approval of the Buyer, ~ich approval shall be attached to this 4gremeent and subject to such conditions 8nd pro¥isi~n~ as the Buyer may deme necessary. Nothing in this Asres~ent shaLL be construed ss authority for either party to me~e con~it~ents ~Jlich uiLL bind the other party beyond the scope of service contained herein. 18. The Vendor and any subcontractor shall maintain an accounting systme and supporting records adequate to assure that claim for funds are in accordance uith applicable State encl federal re~uiremaflts. Such supporting records shall reflect all direct and indirect costs of any nature exl~led in the performnce of this Asresment and all income frme any source. The Vendor shall also collect and maintain fiscal and statistical data on form designated by the Buyer. The Vendor shall maintain progrme records required by the Buyer. The vendor agrees to retain all books, records and other dac~nents relative to this Agreement for five ¢5) years after final paymflt, unless necessary for purposes of an unresolved federal or state audit. The Buyer, its authorized agents, and/or federal auditors shall have full ~ccesa to ~ the riehl to exmeina any of said materials during said period. 19. if the Vendor is to provide Emergency SheLter as s coe~oor~t of Protective Services for ChiLdren and the Buyer wishes to reserve space, then the Buyer wiLL authorize a ~4Reservstion. type of Purchase of Services Order st the price specified in the Vendor information fom of the ProfiLe of Services and Prices. if the Vel~dor accepts the Purchmae of Services Order and holds apace, the Vendor shaLL invoice the Buyer, for the time period in Mlich space wes not occupied, at the percentage of the fuLL price specified on the vendor Information form of the ProfiLe of Services and Prices. This percentage shaLL not exceed seventy-five percent (?~). if s client is placed by the Buyer and occupies a reserved space, the Vendor shaLL invoice st the fuLL price for the period of time in ~nich said client received service, if some space is reserved, and is occupied for part of the month but vacant for the other part, then the Vendor shaLL Lnvoice individually for each client served and separately for all of the unoccupied reserved space. The Vendor shill SU~liit each manth's Vendor invoices at the smee time and together. 20. No fee shall be imposed by the Vendor upon individuats served pursuant to this Agreement. 21. Any information obtained by the Vendor concerning applicants and clients pursuant to this Agreement shall be treated as confidential. Use and/or disclosure of such information by the vendor shall be Limited to purposes directly connected with the Vendor,s responsibilities for services under this Agresment. It is further agreed by both parties that this information shall be safeguarded in accordance with the provisions of Title 45 CFR 205.50 and Title 63.1, Sections 53 and 126 of the Code of Virginia C1950), as enter[dad, and any other relevant provisions of State and federal Law. 22. tn the event that a service al~oLicant or client registers s grievance, requests a fair hearing, or submits an appeal, the vendor, its agents and mapLoyees agree to appear off request of the Buyer in any proceedings arising from such claim and provfda all verbal or written inform[etlon or docueentary evidence uithtn their control relevant to such claim. 23. Neither the Vendor nor any subcontractor shall discriminate against eRoLoyees or applicants for empLoy~ant or deny any individual any service or other bar,fit provided under this Agreement pursuant to att requirable of the Rational Civil Rights Act of 196~ as emended, 45 CFR, Parts 80, 81, 8~, and 90, and Section 50~ of the Rehabilitation Act of 19Z3. 24. The Vendor does hereby agree to indemnify and hold harmless the Buyer from any and all claim for damages, either in Law or in equity, directly or indirectly arising out of or by virtue of the actions or inactior~ of the Vendor or JLa agents, servants, or mepLoyees in connection utth this Agreement. 25. Neither party hereto wy be held responsible for delay or failure to perfor~ hereunder ~hon such da[ay or failure is due to acts of GOd, flood, severe ~eather, fire, epidemic, strikes, the ~tic ~, [~8t acts of the ~tic authorfti~ or ~[ays or ~fauLts of ~[ic carriers, ~ich c~t ~ reas~bty forecast or provi~ agatmt. Agreenent for Purchase of Service· Page ~ of ~ 26. Neither the Ve~or nor employees, ··signees or sub-contractors ·haLL be deemed en~Loyeee of the B~yer ~hJLe perfoming under thi· Agreeaent. 27. If the V~-~G~ fails to comply with ~y p~rt of this Agree.ant the Suyer may, by written not[ce of default to the Vendor, term[nat· or revise the ~hote or any pert of th[· Agreene~t and collect from the Vendor any funds paid by the Buyer ~hich are related to the Vendor.s is[Lure to comply. 28. The Ve~or .~y Laminate the ~hoLe of this Agreen~t up~ thirty (30) calendar days advance written notice to the Buyer and only upon just c·use. 29. Except aa otherwise provLdad in this Agreement, any dispute concerning a question of fact ·rising under this AQreement ~hich i· nat dispeeed of by nagoti·tions ·nd agrecmflt shall be decided by the Contracting Officer, sho sh·LL reduc· hi· beci·ion to writing ~ furnish a cop,/ thereof to the Vendor. This provision shall nat preclude the Vondor from exercising any rights under Law for failure of the Buyer to ccx,pLy with the [·rom of this Agra·neff[. 30. Ho children being eerved under this Agreement shall be taken out of the United States of ~J,erice until the Vendor ha·: I. secured written approve[ from the Oirector of the Lec·L d~artnwnt of ·ucia[ services for each child going out of the country; 2. ·ecurnd written ·oprove[ from the child'· parents if their ~here~_~,_Jt· are kno#n and their parental rights have not been terminated; 3. provided the Loc·L department of social services and the Inter·t·[· coff~oact Office of the Virginia Department of social Services notification of intent to travel bdt[ch includes day to day itinar·ry and telephone n~ber· ~here the group may be reeched; ~. provided the Interstate Co~pect Office of the Virginia Department of Social Services with the names of ·L[ children going out of the country, the Local department of soci·L services holding custody of each child, copies of the approval Letters from the Local department of social services it[el/or parent(s) of each child, written assurances that the proper pessperts, visas, or other requiremflta for entering the foreign co~Jltry ha· been met, and written assurances that the f·ciLity wit[ provide for the health, safety, and [eg·L needs of each child. The Vm~lor agrees th·t medical costs ~ot covered by #edicaid and ·LL Leg·L cost· incurred during or as · result of travel outside the United States of /~erica shall be the responsibility of the Vendor. 31. The Ve~or agrees that if the vendor or his erpLoyees are named in the CPS Central Registry, theft this information shall be made ·va[[able to the appropri·te child placement and regulatory personnel of the Department· of Youth and Family Services, Educe[ion, #ent·L Health end Hen[al Retardation, and the Local da~rtmenta of ·octal services by the Buyer. 32. The term ·nd condLtions of this Agreement ere renewable for successive three month periods un[es· ·nd until · rate change ia mutually ·greed on by the Buyer ·nd the Vendor thirty (30) days prior to the termination date of this Agreenw~t as evidenced by a nee Agreenent signed by beth parties. The rate(s) specified on the Vendor Inform[ion form of the Profile of Services ·nd Price· for the period of this Agreement shall remain in effect during the subsequent three n~flth periods of refusal. The Vondor Inform[ion form shall be prepared for each three month period. Any future rate changes must be ·greed to and eckrKrdLedged by the signing of · ney Agreenent for Purchase of Services for the appropriateberiod. IH ~LTHESS THEREOF the parties have caused this Agrecneflt to be executed by officials thereunto duly authorized. Authorized Representative of V~-~O~ C~trecting Officer of Buyer, an Authoriznd g~eeentatlve of the Cmmotvaeetth of Virginia O~art~t of Social Servicee TftLe Title Date Date AGREEHENT FO~ PURCHASE OF SERVIC~ THIS AGREE#E#T is entered into by and between the CommonweaLth of Virginia Department of Social Services with local Departments of we[fare/sociaL Services actin~ as its agents, referred to as the "Buyer,- and Ros~oke City, hereinafter referred to as the ',vendor.- Subject to its other proviai~s, the terms of this Agreement shale commmnce on October 1, 1991, and terminate on#etch 31, 1993. WHEREAS the Suyer is responsible for providing sac[st services by authority of TitLe 6~.1 of the Code of Virginia, and has been appointed by the Governor as ackainisterfng agency for social services delivered pursuant to TitLe XX of the Social Security Act aa amended by section 2352 of the Omnibus Budget ReconciLiation Act of 1981 (Pob[fc Law 97-35); WHEREAS the Vendor has established itself es ·qus[ifted provider of social services and mats eLL appLicabLe State end federal star~arde relative to the services to be provided herein; gov, THEREFOgE, the parties hereto do ~utuslty agree as foLLous: 1. This AQreeMnt ia subject to the provisions the Code of Federal Resutatf~, mi[elements thereof, and relevant State Laws end regulations. This Agrecment shaLL be governed in alt respects, whether aa to validity, construction, capacity, performance or otherwise, by the Laws of the cmmm~aee[th of Virgfnia. 2. The failure of the Buyer to enforce et any time any of the proviaJon~ of this Agreement, or to exercise any option which is herein provided, or to require at any time berfor~mnoe by the vendor of any of the provisions hereof, she[[ in no way affect the validity of this Agreement o~ any port thereof, or the right of the Buyer to thereafter enforce each and every provision. ALL remedies afforded in the AQrem~ent shat[ be taken and construed ee c~mu[etive, that is, in addition to every other rea~dy provided herein or by [aw. [f any port, term, or provision of this Agreement ia held by a court to be in conflict with any State or federal Leu, the validity of the remaining portions or provtmiono shaLL be construed end enforced ee if the Agreement did not contain the port[outer port, tam or provision held to be invalid. 3. Any doc~m~e~ta referred to in this Agreement but not attached hereto, are incorpureted by reference es port of this Agreement. NO other understandings, erst or written, are deemed to exist or to bind any of the par[tee hereto. Any alterations, varietiona, modifications or waivers of provisions of this Asreemant shat[ only be valid when they have been reduced to writing, duly sisned by the Contracting Officer of the Buyer and the Authorized gepreeentsttve of the vefldor, and attached to this Agreement. Where there exists any inconsistency between this Agreement and other provisions of coLLateraL contractual agreements which are made e port of this Agreement by reference or otherwise, the provisi~ of this Agreement shaLL controL. 4. This ia s term esremeent for requirements and does not involve · definite financial obligation on the port of the Buyer, although the Buyer aha[[ use this Agreement in the procurmeent of services aa specified ~ for which payment shaLL be mede by the Buyer. The Vendor she[[ only charge the Buyer for those services Listed end described in the Vendor Information lam of the Profits of Services and Prices, re[event portions of which ere attached, and only when end os authorized by a Purchase of Services Order signed by the Suyer[e Fiscal Officer end Service Worker. Such Purchase of Servlcee Orders ere incorporated into this Agreement by reference. The Vendor has the right to refuse to accept the Buyer's Purchase of Services Orders. 5. The authorized services shah be provided st or above the qustity [eve[ in effect st the time of the description end/or evaluation written on the Vendor Information form of the ProfiLe of Services and Prices. The vef~or shat[ permit representatives authorized by the Buyer to conduct program end facility reviews in order to assess service quality. Such po[icy end procndurai issuances, review of staffing ratios and job descriptions, end matings with any staff directly or indirectly involved in the provision of services. Such revieus may occur es often as deemed necessary by the Buyer a~l 6. Substantial changes in the proposed delivery of services from that stated in the application sub, it[ed by the Vm'~or or that stated in the Vendor inforamtion form of the ProfiLe of Services and Prices, whether actual or anticipated, such os, but not Limited to, changes in service quality, key personneL, ability to vend specified valises of osrvicee, submitted budgetary data, or comp[lance with applicable State a~d/or federal stendard~ shall be reported in writing to the Buyer within five (5) calendar days of occurrence. Page 2 of & 7. The Vandor agrees that any interne(tan end date to be used in nagotistione to .~lify or exter~ the Vendor's prtcam under this Agramem~t ~haiL be sSi(ted to the Buyer at least one hundred and twenty four (12&) oaLender days prier to the proposed "Effective Date" of the changes. D. The Vendor shaLL in,sadie(eLy aul~it written reports to the Buyer indicating significant davietian~ from anticipated client progress as agreed by the Yendar and the Buyer. The Vendor shall provide the Buyer with ·cepy of any required reports of an~aL physical examinations and poychoLogtcaL or poychietric exmai~ations of the client .biLe under the care of the Vender. 9. The Vendor shaLL sufomtt to the Buyer a written treatment plan and progress report regarding the client et least quarterly and upon termination of service to the client. Said plan and report shall fnciuda at Least the foiLo~tng information: short end lang term goals, anticipated tine of compiettan, prognosis, medications administered, programs or Lack of progress of client and reasons, significant inoidante or accidents and any poet or planned special events. If the Vendor fails to provide any written treatment plan and progress report in a timely nennar, the Buyer may withhold poymant of Yendor Invoicam until they are received. 10. The Vendor shaLL not charge the Buyer nere for s service than the price specified an the Ve~y~or Informt|an form of the Profile of Servicam and Prices. The Vendor shell not charge or accept frne the Buyer more then the Vendor charges or accepts from other buyers of the same service. The Ve~dor shall net charge any and all buyers more then the nexieu, nuaber of units of service am stated on the Vendor information form of the Profile of Services and Prices. AdditionaLLy, the Vendor shell not invoice the Buyer for · greater r~a~ber of units of any service than that specified in the Purchame of Services Order unLams the Buyer specifically authorizes such increased units in writing. The Vendor shell invoice the Buyer only for servicam actuaLLy delivered. The vendor shell not sul3ait any billings for services provided prior to the "Effective Oats" or subsequent to the "Rane~al Oats" sho~m on the vendor Informtian form of the Profile of Services and Prices. 11. The Vendor shaLL invoice the Buyer for each calendar month on Vendor Invoice forms supplied by the Buyer, and ~halL sul3nit a Vendor Invoice sho~ing ne services delivered pursuant to a Purchase of Services Order if that is the came in any month. The Buyer shaLL be unobLtgated to pay for services pursuant to an authorized Purchase of Servicam Order ~hen the Vet,Jar fails to aulamit a Vender ]nvotoa for such services within forty*five (&5) csiandar days after the close of the calet~ar month in ~hich services .ere delivered. Vendor Invoices ~hich are correct end ere received by the Buyer within ten (10) oaLe~dar days after the ciooa of the month shell be processed and paid no later than thirty (]0) calendar days after the close of the month. Those Vender Invoices received later shall be procamsed and paid with the next month.s Vendor Invoices. Vendor invoices received .hich ere not correct shaLL be returned to the Vendor for correction. 12. ]f the Vendor feels that the poymant received for services invoiced wes an underpoynent, the~ It is the Vendor's ramponaibility to notify the Buyer in writing of the duamtianable payment within forty-five (45) calendar days after receipt of the payment. Supporting evidence must acceeAoany such notification. The Buyer must correct any error fcxa~d or respond in writing to the Vendor ~hy no error exists within forty-five (45) oalandar days after receipt of the Vendor's netifioatton. If the Vendor's notification and supporting evidence ere net received by the Buyer within the forty-five (45) calendar day Limit, than the Buyer ts not obligated to make any adjustne~ts in the qusstlanepie polaaant. if the Vendor feels that the payment received for servicam invoiced was an overpoywent, than the Vander must notify the Suyer i,m.ediately. 13. The Buyer shaLL have thirty (~0) calendar days from the date of the Service Worker's or Fiscal Officer's signature an a Purchase of Services Order, ,hichever is later, to terminate or adjust said Purchase of Services Order without penalty to the Buyer; honever, the Buyer shall make payment for any services rendered during said thirty (30) day period, subject to the other tern~ of this Agreement. 14. The Duyer'e Purchase of Services Orders ney be adjusted or Laminated st any tine for cLient-reLated oausam to include, but not Limited to, changes tn eligibility and chengam in cLient programs. The Buyer ney net terminate or adjust Purchase of $ervicam Orders arbitrarily and without cause. The Vendor may only terminate service provision for cLient-reLated oausam end onLy kiten a fifteen (15) oaLe~dar day advencenotice ia given to the Buyer. 15. %n the event that the Buyer becomam unable to honor a~proved Purchase of Servicam Orders for cousam beyond the euyerOs reasonable controL, including but not Limited to, failure to receive promised revenue from federaL, State or Local goverrmeqt s~arcam or donor default in providing matching funds, the Buyer may terminate or modify any or ali Purchase of Servicam Orders pursuant to this Agreement am necessary to avoid delivery of service for ~hfch the Buyer cannot make payment. The Buyer shell, upon cognizance of any such cause, notify the Vendor tn~edtateLy. Page 3 of 4 16. The Vendor guarantees that any costa incurred pursuant to this Agreement shall not be included or allocated es · coat of any other federml, State or Locally finanoed program in either the currant or · prior period. 17. The Vendor shs£t not enter into subcontract· for any of the services approved under this Agreement without obtaining prior written approval from the Buyer. Said approval shall be indicated by the attachment to this Agreement of · Vendor Information form for the subcontractor. Such subcontractors shall be subject to the requirements, cor~litfoe~, and provisions the Buyer may deem necessary. The Vendor i· respeneibLe for the performance of its subcontractor·. However, prior written approval shall not be required for the purchase by the Vendor of articles, · ul~oLies and equipment ~hich are incidental but necessary for the performance of the ~ork required under this Agreement. The Ve~or ·hall net assign this Agreeee~t without prior written approval of the Buyer, ~hich at~rov·l ·hall be attached to this Agreement e~l subject to such conditions and provisions as the Buyer my deem necessary. Nothing in this Agreement shall be censtruad as authority for either party to make cemmitma~t· ~hich will bind the other party beyond the scope of service contained herein. 18. The Vender and any subeentractor ah·ii maintain an accounting system and supporting records adequate to es·urm that claim for funds are in occordenoa with applicable State ·nd federal requirement·. Such supporting rocorde shall reflect all direct and indirect cost· of any nature expended in the performance of this Agreement and ·ii income from any source. The Ver~lor shall also collect and maintain fi·cai and statistical data on for~ designated by the Buyer. ?he Vender ·hall maintain program records required by the Buyer. The Vendor agrees to retain all books, records and other dec~a~e~t· relative to this Agreement for five (5) year· after final payment, unless necessary for purposes of an unresolved federmi or State audit. The Buyer, its authorized agent·, and/or federal auditors ·hall have full access to and the right to examine any of said materials during ·aid period. 19. if the Vendor i· to provide Emersancy Shelter as a component of Protective Services for Children and the Buyer wishes to reserve space, then the Buyer will authorize a "Neservatien" type of Purchase of Services Order at the price specified in the Vender information form of the Profile of Services ·nd Prices. if the Vendor accepts the Purchase of Services Order a~d holds apace, the Vendor shall invoice the Buyer, for the time period in ~hich space wes not occupied, at the percentage of the full price specified on the Vendor ]nformatian rom of the Profile of Services and Prices. This percentage shall not exceed seventy-five percent (75X). if a client is placed by the Buyer and occupies · reserved space, the Vander shall invoice ·t the full price for the period of time tn ~htch said client received service. Lf some space is reserved, and is occupied for part of the month but vacant for the other pert, then the Vander shall invoice individually for each client served and separately for all of the ~noccupied reserved space. The Ver~or ·hall submit each month,· Vendor invoices at the same time and together. 20. No fee ·hail be inTx)·ed by the Vendor ~ individual· served pursuant to this Agresm~t. 21. Any inform·tier obt·irmd by the Vendor concerning appLJcents and clients pursuant to this Agreement ·hall be treated as confidential. Uae and/or dloclesure of such information by the Vendor shall be Limited to purpe·es directly connected with the Venders· responeibilities for services under this Agreeem~t. It ia further agreed by both parties that this information ·hail be safeguarded in accordance with the provisions of Title 45 CFR 205.50 and Title 63.1, Sectien~ 53 and 126 of the Code of Virginia (1950), as amended, end any other relevant provi·ione of State and foder·l 22. ]n the event that a service applicant or client registers · grievance, redua·t· a fair hearing, or ·ul~tt· an a~oesi, the Vmxlor, it· agent· and employees agree to a~ar ~ r~est of the B~er in ~ pr~i~s ariai~ fr~ s~h claim a~ ~ovi~ ell ver~[ or ,ritt~ info~ti~ or ~tary evi~e ~ithin their c~troi rel~ent to s~h claim. 2.T. Neither the Vendor ~or any subcontractor ·hall discriminate against employees or appifcents for employment or deny any individual any service or other benefit provided t~der this Asresn~qt pursuant to alt requirements of the #·Lionel Civil Rights Act of 196~ aa emended, 45 CFR, Part· 80, 81, 8~, and 90, and Section 50~ of the Reheplitt·tien Act of 19T5. 24. The Vendor dees hereby agree to indemnify and hold harmless the Suyer frm any and all claim for demQes, either in Law or in equity, directly or indirectly arising out of or by virtue of the actions or inactione of the Vendor or its egants, servants, or employees in connection with this Agreement. 25. Neither party hereto my be held responsible for delay or failure to parlors hereunder ~hen such delay or failure ia due to acta of C~xl, flood, severs uesther, fire, epidemic, strikes, the public enemy, Legal act· of the public authorities or delays or defaults of public carriers, ~hich cannot be reasonably forecast or provided against. Page 4 of 4 26. Neither the Ver~or nor empLoyeeo, assignees or sub-contractors shall be deemed en~Loyees of the Buyer ,bile performing under this AQreoment. 27. if the Vendor faiLa to c~Ly with ~ bert of thia AQreeeent the Nuyer .~y, by written notice of default to the V~r, ter~inote or r~lse the Sole or ~ ~rt of thia Agreslnent end collect from the V~r any f~ beid by the Buyer ~ich are related to the V~r's failure to c~Ly. 28. The V~r may ter~inote the Sole of this Agresmant ~ thirty (30) caL~ndar days ~ance written notice to the Buyer and oniy upa~ just cause. 29. Except eo otherwise provided in thia AQree~ent, any dispute concerning a question of fact arising under this Agresaent k~ich is not dislx~ed of by negotiations and agreement shell be decided by the Contracting Officer, So shell reduce his daciaien to writing end furnish a copy thereof to the Vendor. Thia provision shell not preclude the Vendor from exercising any rights under Law for failure of the Buyer to comply with the term of this AQreenent. 30. #o chiLdren being served under this Agreement sheLL be taken out of the United States of ~erlce until the vendor has: 1. secured written approval from the Director of the tocel department of social services for each child going out of the country; 2. secured written approval from the chiLd's parents if their ~hereaboute are krm~n and their parental rights have not ~ tell, inoted; 3. provided the LocaL department of social services and the %nteretete Compact Office of the Virginia Department of SociaL Services notification of intent to traveL ~hich incLudes day to day itinerary and teLephone n~nbere Idlere the group may be reached; 4. provided the Interstate Co~pact Office of the Virginia Oep~rtmeflt of SociaL Services with the names of aLL children going out of the country, the local department of sociaL services holding custody of each child, copies of the approval Letters from the Local department of sociaL servfceo ~l/or parent(s) of each child, written assurances that the proper passports, visas, or other requfremente for entering the foreign cot~try has been met, and written assurances that the facility wiLL provide for the heaLth, safety, and Legal needs of each chiLd. The Vendor agrees that medicaL costs not covered by #edicaid and aLL legaL costs incurred during or aa a result of travel outaide the United States of Afl. rice shall be the responsibility of the Verldor. 31. The Vendor agrees that if the vendor or his e~ioyees are named in the CPS Central Registry, then this infometien shaLL be omde avaitepie to the a~propriate child piace~nent and reguLatory personneL of the Departments of Youth and FamiLy Services, Education, #enteL HeaLth and #entel Retardation, and the LocaL departments of social services by the Buyer. 3E. The terms and co~Jitfono of this Agreement are renouebte for successive three ~onth perioda unLess and until · rate change is ~utuaLLy agreed on by the Buyer and the Vendor thirty (30) days prior to the ter~inotion date of thia Agreomnt eo evidenced by · nou AQreement aiQned by both parties. The rate(s) specified on the vendor information rom of the ProfiLe of Services end Prices for the period of this Agreement sheLL remin in effect during the subeequent three ~nth periods of reneuei. The Vendor information fora shaLL be prepared for each three month period. Any future rate changes ~ust be agreed to argl acknowledged by the signing of · now Agreement for Purcheoe of Services for the epprepriate peried. WITNESS THEREOF the parties have caused this Agreome~t to be executed by officials therm~to duly ~uthorized. Authorized Representative of Vendor Contracting Officer of Buyer, en Authorized gepreoentatfve of the ComaofiueaLth of Virginia Department of SociaL Services Service Progroms Oirector Title TitLe Date Date MARY F. City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 November 6, 1991 File #233-236 ~DRA H. EAKIN Deputy City Clerk Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30771-110491 authorizing an amendment to the contract between the City and Southwest Virginia Community Development Fund, dated July 22, 1991, such amendment relating to funding of a revolving loan program only. Resolution No. 30771-110491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1991. Sincerely, /~O.~ Mary F. Parker, CMC/AAE City Clerk MFP: ra Enc. pc: Mr. Stanley R. Hale, President, Southwest Virginia Community Development Fund, 401 First Street, N. W., Roanoke, Virginia 24016 Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Brian J. Wishneff, Chief of Economic Development Ms. Marie T. Pontius, Grants Monitoring Administrator Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, The 4th Day of November, 1991. No. 30771-110491. VIRGINIA, A RESOLUTION authorizing an amendment to the contract between the City and Southwest Virginia Community Development Fund, dated July 22, 1991, such amendment relating to funding of a revolving loan program only. BE follows: 1. IT RESOLVED by the Council of the City of Roanoke as The City Manager and the City Clerk shall be authorized, for and on behalf of the City, to execute and attest, respectively, Amendment No. 1 to a contract between the City of Roanoke and Southwest Virginia Community Development Fund, dated July 22, 1991, such amendment providing for an addition of $20,000 in Community Development Block Grant funds to be provided to Southwest Virginia Community Development Fund by the City for operation of a revolving loan program. 2. The contract between Virginia Community Development the City of Roanoke and Southwest Fund, dated July 22, 1991, shall remain in full force and effect except to the extent of any inconsistency with Amendment No. 1 authorized by this resolution. 3. Such Amendment No. 1 shall be in such form as shall be approved by the City Attorney. ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virkfinia 24011 Telephone: (703)981-2541 November 6, 1991 File #60-233-236 SANDRA H. F-=MON Deputy City Clerk Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30770-110491 amending and reordaining certain sections of the 1991-92 Grant Fund Appropriations, providing for transfer of $20,000.00 from Unprogrammed CDBG - Parking Lot Income to Western Virginia Revolving Loan Fund, in connection with execution of an amendment to the Contract for Services with the Southwest Virginia Community Development Fund. Ordinance No. 30770-110491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: ra Ene o pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Brian J. Wishneff, Chief of Economic Development Ms. Marie T. Pontius, Grants Monitoring Administrator Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th Day of November, 1991. No. 30770-110491. AN ORDINANCE to 1991-92 Grant Fund emergency. WHEREAS, for the Government of the City exist. THEREFORE, BE IT Roanoke that certain amend and reordain certain sections of the Appropriations, and providing for an usual daily operation of the Municipal of Roanoke, an emergency is declared to Appropriations, be, and the same are reordained to read as follows, in part: ORDAINED by the Council of the City of sections of the 1991-92 Grant Fund hereby, amended and A ro riations Community Development Block Grant FY 91 $2,188,031 Economic Development FY91 (1) ..................... 776,970 Unprogrammed CDBG FY91 (2) ........................ 41,022 1) Western Va. Revolving Loan Fund 2) Unprogrammed CDBG - Parking Lot Income (035-090-9030-5174) (035-090-9040-5183) $ 20,000 (2o,ooo) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia November 4, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Amendment to Contract for Services with Southwest Virginia Community Development Fund (SVCDF) I. Background: Western Virginia Revolving Loan Fund is a project operated by Southwest Virginia Community Development Fund (SVCDF) to provide low interest loans to small businesses in greater northwest Roanoke and industrial areas of the city for the creation of jobs. Local matching funds necessary for this program are provided by CDBG funds. These funds leverage a minimum of eleven times their amount in additional funds from various sources for small businesses in Roanoke. 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. SVCDF's request could not be fully funded due to CDBG budget constraints. Only $20,000 in new funds was allocated to program instead of $33,333 as requested. Added to $25,996 in funds carried over from previous years, brought FY 1992 total to $45,996 in CDBG funds. Ee SVCDF loan to assist Northwest Supermarket project used balance of funds available, leaving loan pool without local matching funds with which to leverage additional monies. II. Current Situation: SVCDF has requested an additional $20,000 in CDBG funds to allow the issuance of two loans to small, minority- owned businesses in the City of Roanoke. These funds would leverage more than $600,000 from other sources and result in the creation of 22 new jobs. Page 2 An administrative agreement between the City and SVCDF was authorized by City Council on June 24, 1991 by Resolution no. 30577-62491. This agreement covers the period of July 1, 1991 thru June 30, 1992. This agreement would need to be amended to add additional funds. III. Issues: A. Cost to the City B. Funding C. Community development objectives. D. Legal issues. IV. Alternatives: Authorize the City Manager to execute the attached Amendment to the Agreement with the SVCDF to provide for $20,000 in additional funds for the Western Virginia Revolving Loan Fund; and authorize the Director of Finance to transfer $20,000 to an appropriate CDBG account. 1. Cost to the City will be $20,000 in CDBG funds. Funding is available in CDBG unprogrammed program income account 035-090-9040-5183. Community development objectives would be addressed through assistance to two additional small and minority-owned businesses, and the creation of ten jobs. Legal issues will be addressed through contract review by the City Attorney. Do not authorize the City Manager to execute the attached Amendment to the Agreement with the SVCDF for the administration and implementation of the Western Virginia Revolving Loan Fund. Cost to the City would be nothing except in lost job opportunities. 2. Funding would not be an issue. Community development objectives will have been partially addressed by previous allocations of funds. 4. Legal issues would not be an issue. Page 3 Recoa~endation: It is recommended that City Council concur in Alternative A and authorize the City Manager to execute the attached Amendment to the A~reement with the SVCDF for $20,000 in additional CDBG funds for the Western Virginia Revolving Loan Fund, and authorize the Director of Finance to transfer $20,000 to an appropriate CDBG account. Respectfully submitted, W. Robert Herbert City Manager attachments WRH/MTP CC. Assistant City Manager City Attorney Director of Finance Chief of Economic Development Economic Development Specialist Grants Monitoring Administrator President, Southwest Virginia Community Development Fund B:SVCDF.RPT AMENDMENT NO. 1 to SOUTHWEST VIRGINIA COMMUNITY DEVELOPMENT FUND Agreement dated July 22, 1991 THIS AMENDMENT, entered into this __ day of 1991 by and among the CITY OF ROANOKE, VIRGINIA, a municipal corporation chartered under the laws of the Commonwealth of Virginia (hereinafter, the "City"), and SOUTHWEST VIRGINIA COMMNUNITY DEVELOPMENT FUND (hereinafter, "Subgrantee"). WHEREAS, the City and the Subgrantee have, by an Agreement dated July 22, 1991, contracted for the operation of a revolving loan fund for eligible small businesses within a targeted area of the City of Roanoke (Authorized by City Council by Resolution No. 30577-62491, adopted June 24, 1991); and WHEREAS, by Resolution No. adopted November 4, 1991, Roanoke City Council authorized additional funding for continuation of this loan fund as part of the FY 1992 Community Development Block Grant (CDBG) program. NOW, THEREFORE, the City and Subgrantee do mutually agree to amend the Agreement as follows: Part 3. BUDGE~, revised to read as follows: The total budget for the portion of this project within the City of Roanoke will be $791,952 for a revolving loan fund. The City of Roanoke will provide $65,996 in CDBG funds as the local share. These funds will be matched with $725,956 as a minimum. The sources of funds will be as follows: Economic Development Administration grant $ 197,988 Local lending institutions and applicants $ 527,968 City of Roanoke CDBG Funds $ 65,996 TOTAL with CDBG funds $ 791,952 The Agreement shall remain unchanged in all other terms and provisions. IN WITNESS WHEREOF, the City and Subgrantee have executed this amendment as of the date first written above. ATTEST: SVCDF Amendment No. 1 Page 2 CITY OF ROANOKE Mary F. Parker, City Clerk W. Robert Herbert, City Manager ATTEST: SUBGRANTEE Witness Stanley R. Hale, President Southwest Virginia Community Development Fund B:SVCDF.AMD MARY F. P~R City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 November 6, 1991 File #468B SANDRA H. EAKIN Deputy City Clerk Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30772-110491 approving issuance of Change Order No. 6, in the amount of $14,335.00, to the City's contract with Acorn Construction, Ltd., for construction of Phase II of the Falling Creek Water Treatment Plant, for a total contract amount, including Change Order No. 6, of $1,104,040.92. Ordinance No. 30772-110491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1991. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: ra Enc. pc: Mr. J. W. Christenbury, Jr., President, Acorn Construction, Ltd., P. O. Box 625, Troutville, Virginia 24175 Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. Kit B. Kiser, Director of Utilities and Operations IN THE COUNCIL OF THE CITY OF ROANOKE, lbe 4th Day of N0¥ember, 1991. No. 30772-110491. VIRGINIA, AN ORDINANCE approving the City Manager's issuanc~ of Change Order No. 6 to the City's contract with Acorn Construction, Ltd., for construction of Phase II of the Falling Creek Water Treatment Plant; 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. 6 to the City's contract with Acorn Construction, Ltd., dated June 25, 1990, authorized by Ordinance No. 30129-62590, to provide for such company's construction of Phase II of the Falling Creek Water Treatment Plant. 2. Such Change Order shall provide the following changes in the work to be performed: CONTRACT AMOUNT CONTRACT AMOUNT INCLUDING PREVIOUS CHANGE ORDERS Changes/Additions to contract as set forth in the City Manager's Report dated November 4, 1991 CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. 6 Additional time resulting from Change Order No. 6 1~004~119.00 1,089,705.92 + $ 14~335.00 $ 1,104,040.92 7 consecutive calendar days. 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. Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order No. 6 Falling Creek Water Treatment Plant Renovations I. Backqround: II. Construction Phase II Contract for the renovation of Falling Creek Water Treatment Plant was approved by City Council on June 25, 1990, for $1,004,119.00. This contract with Acorn Construction, Ltd. also included $50,881.00 (5%) contingency. Construction contract amount to date is $1,089,705.92. This includes $67,800.00 for spillway modifications for which the money was transferred to this account. Ce Current contract completion date is August 24, 1991. Current Situation: Unforeseen circumstances involved in renovation work have prompted various changes to streamline operations as well as to improve safety and overall efficiency and convenience of the plant. Contractor is currently past the contractual completion date and liquidated damages are being assessed. Page 2 Changes include: HVAC (Inadvertently left off the plans) Rotate Heaters to maximize heat at chemical storage area Repairs to surge pond due to unknown geotechnical problems Raise chemical pumps off floor to keep them dry Connect electrical and add receptacle at generator building Additional exterior lighting (three total) Emergency spillway @ surge pond Concrete slab for propane tank Deduct for change order item processed twice $ 6,639.00 502.00 2,233.00 410.00 3,492.00 2,335.00 451.00 257.00 -1,984.00 TOTAL $14,335.00 De Changes will require an additional seven (7) days be added to the contract. The additional time is included for surge pond modifications as this is the only change order which affects substantial completion. Contingency amount remaining after these changes would be $3~232.70 and total contract amount would be increased to $1t104~040.92. Contract completion date would be extended to August 31, 1991. Page 3 III. IV. Issues of importance: A. Availability of funds B. Cost Alternatives: Approve Change Order $14,335.00 and seven days. #6 in the amount of (7) consecutive calendar Funds are available in the project contingency, Falling Creek Plant Rehabilitation, account number 002-056-8359-9065. Cost and contract time extension is reasonable based on review by Hayes, Seay, Mattern & Mattern, Inc., the consultant for the job. Do not approve Change Order #6 in the amount of $14,335.00 and seven (7) consecutive calendar days. 1. Funds will remain available in the project contingency, Falling Creek Plant Rehabilitation, account number 002-056-8359-9065. Cost would be deferred to the Water Department for installation of these items at a later date. Recommendation: A. Concur with the implementation of Alternative "A". Authorize the City Manager to issue Change Order #6 to the contract with Acorn Construction, Ltd. in the amount of $14t335.00 and an additional time of seven (7) consecutive calendar days. The project completion date would then be August 31~ 1991 and the total contract amount will be $1,104~040.92. Page 4 WRH/DLL/mm Respectfully submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer Construction Cost Technician RECE!¥EO CITY CLF!~!Sr~?i~? MINUTES OF THE AUDIT COMMITTEE OF ROANOKE CITY COUNCIL october 21, T P2:42 1. Call to order: The meeting of the Roanoke city Audit Committee was called to order at 1:30 p.m. on October 21, 1991 with Chairman, David A. Bowers presiding. · The roll was Audit Committee Members Present: Others Present: called by Mr. Bird. David A. Bowers, Chairman Beverly T. Fitzpatrick James G. Harvey, II Howard E. Musser Dr. Noel C. Taylor William White, Sr. Robert H. Bird, Municipal Auditor W. Robert Herbert, City Manager Earl B. Reynolds, Jr., Assistant City Manager Joel M. Schlanger, Director of Finance Wilburn C. Dibling, Jr., City Attorney George C. Snead Jr., Dir of Adm & Public Safety William L. Murray, Director of Business Services Thomas F. Baldwin, EDP Audit Supervisor F. Michael Taylor, Audit Supervisor Michelle R. Jones, Auditor Evelyn W. Barger, Administrative Assistant · Invocation was given by Mr. Bird. 2. School Activity Funds Report: A motion was made by Mr. White and seconded by Dr. Taylor to receive and file the School Activity Funds report as presented by Mr. Bird. The motion was approved unanimously. Mr. White stated that he thought it would be a good idea to find out what the cost would be for an outside CPA firm to audit the School Activity Funds because of the budget constraints and the 700-800 man-hours it takes for the City to perform these audits. A motion was made by Mr. White and seconded by Dr. Taylor that the Municipal Auditor provide the committee a cost estimate for auditing the School Activity Funds using an outside CPA firm. The motion was approved unanimously. Audit Committee Minutes '~age 2 October 21, 1991 3. &udit Finding Follow-up Report: A motion was made by Mr. Musser and seconded by Mr. Harvey to receive and file the Audit Finding Follow-up report as presented by Mr. Bird. The motion was approved unanimously. Mr. Musser expressed his concern that the city needs a complete disaster recovery plan in case we need to go off-site to run a critical application such as payroll. He stated that this issue has been a conflict for over 10 years, and he would like to see this area taken care of and not brought to the attention of the Audit Committee again. Mr. Herbert responded that data processing has good technology, good backup procedures, and off-site storage. City administration made the decision to forgo the procurement of a hot-site due to its high cost. Each year without purchasing access to a hot-site would save approximately $40,000. The City will pay a premium price for off-site processing in case of a major disaster. Purchasing access to a hot-site is similar to obtaining an insurance policy, and it is the city administration's view that we should not purchase such services under current budget constraints. Mr. Bird agreed with Mr. Herbert's statement that a hot-site contract is too expensive with the City's current budget constraints. Mr. Bird did however, state that the City needs to: · establish the order in which applications would be recovered during disaster recovery, and · document possible off-site processing locations. Mr. Musser noted that several outstanding audit findings involved policy and procedure manuals. He suggested that the City Manager consider an administrative memorandum requiring that policy and procedure manuals be written and kept up-to-date. 4. Controls Evaluation Reports: A motion was made by Mr. Fitzpatrick and seconded by Mr. Musser to receive and file the Controls Evaluation report as presented by Mr. Bird. The motion was approved unanimously. Audit Committee Minutes 'Dage 3 October 21, 1991 5. Unfinished business~ There was no unfinished business to come before the Committee. New business: Mr. White stated that it had come to his attention that certain School Board employees have been changed from employee status to consultants. This changes the payroll reporting from a W-2 to a 1099. Mr. White's concern was that the City may have a tax liability if the IRS does not accept the change in status. A motion was made by Mr. White and seconded by Mr. Harvey that the Municipal Auditor review the change in status for employees at the School Board and report on possible liabilities of the City at the next Audit Committee meeting. The motion was approved unanimously. Mr. Harvey suggested that all requests of the Municipal Auditor be made as a motion of the entire Audit Committee. 7. Adjournment: There being no further business the meeting adjourned at 2:00 p.m. David A. ]~6-wers, Chairman MARY F. PAR~_.R City Clerk CITY OF ROANOKE. OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 November 6, 1991 File #192 SA.NDRA H. EAKIN Deputy City Clerk Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30773-110491 authorizing a contract for the provision of computerized ticketing services at the Roanoke Civic Center with Ticketmaster for a five year term, upon certain terms and conditions. Resolution No. 30773-110491 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1991. MFP: ra Sincerely, ~__~ Mary F. Parker, CMC/AAE City Clerk Eno. pc: Mr. Kevin Klofta, Ticketmaster- Mid-Atlantic, Inc., Pembroke Five, Suite 422, Virginia Beach, Virginia 23462 Mr. John S. Edwards, Chair, Roanoke Civic Center Commission, 3745 Forest Road, S. W., Roanoke, Virginia 24015 Mr. Joel M. Schlanger, Director of Finance Mr. George C. Snead, Jr., Director of Administratioll and Public Safety Mr. Bob E. Chapman, Manager, Civic Center IN THE COUNCIL OF THE CITY OF ROANOKE, The 4th Day of November, 1991. No. 30773-110491. VIRGINIA, A RESOLUTION authorizing a contract for computerized ticketing services at the Roanoke certain terms and conditions. the provision of Civic Center upon BE IT RESOLVED by the Council of the City of Roanoke that the City Manager and the City Clerk are authorized to execute and attest, respectively, in form approved by the City Attorney, an appropriate contract for computerized ticketing services for the Roanoke Civic Center with Ticketmaster for a five year term at the following fees: Box Office - .07¢ Per Ticket Remote - .10¢ Per Ticket Telephone 2.8% of Gross Sales with a service charge to the customer of $1.50 per ticket for tickets purchased at remote outlets and $2.55 per ticket for tickets purchased by telephone, and upon such other terms and conditions as are deemed to be in the City's best interest, said vendor being the only source practicably available for such services, as more particularly set forth in the report to this Council dated November 4, 1991. ATTEST: City Clerk. '91 ~T .30 ,~9 :Sz~ Roanoke, Virginia November 4, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Computerized Ticketing Service for the Roanoke Civic Center I. Background: A. Civic Center computerized ticket sales have been contracted through Ticketron since January, 1983. B. Ticketron's contract with City expired 12-31-90. Co City Solicited bids in September, 1990 from the major computer ticket- ing firms throughout the country, pursuant to the Procurement Chapter of the Roanoke City Cede. D. Bids were received from Ticketron and Ticketmaster. City Council adopted a resolution (No. 30364-1079) on January 7, 1991 to accept the bid of Ticketron and authorized the City Manager to execute, in a form approved by the City Attorney, an appropriate con- tract for such services with Ticketron. F. Ticketron's fees, as provided for in the successful bid were as follows: Box Office - .07¢ Per Ticket Remote - -0- Telephone - 2% of Gross Sales II. Current Situation A. City received notice that Ticketmaster took over all Ticketron assets on June 1, 1991. Ticketron agreement dated February 1, 1991, which was approved as to form by City Attorney's office, was never executed by Ticketron officials, possibly because of knowledge that take-over was i~ninent. Co Ticketmaster is now the only computerized ticketing service of its kind available in the market. Ticketmaster requires no up-front capital expenditure to become part of its network and equipment, hardware, soft- ware, supplies and outlet support are provided. D. Ticketmaster's customer service charges and internal per ticket charge cover their operating costs. Page 2 E. Internal ticket charges are considered an event expense and paid by the event or building lessee. III. Issues: A. Competitive Procurement B. Timinq C. Continuity of Service D. Fees IV. Alternatives: Authorize the City Manager to execute an agreement with Ticketmaster, to provide computerized ticketing service for the Roanoke Civic Center. Said agreement shall be in a form approved by the City Attorney. 1. Competitive procurement. Ticketmaster is the only source practicably available for the needed electronic ticketing service. 2. Timing is important to ensure continued uninterrupted service. 3. Continuity of service would be maintained at present level by a proven provider of the required service. 4. Fees are as follows: a. Ticketmaster's charge to the City would be: Box Office - Remote - Telephone - .07 per Ticket .10¢ per Ticket 2.8% of Gross Sales Service charge to the customer will be $1.50 per ticket for tickets purchased at remote outlets and $2.55 per ticket purchased by telephone. Do not authorize the City Manager to execute an agreement with Ticketmaster to provide computerized ticketing service for the Roanoke Civic Center. 1. Competitive procurement would not be an issue. 2. Timing would become a problem. 3. Continuity of service may be interrupted and level of service to Civic Center patrons would decrease. Page 3 4. Fees by Ticketmaster would not be an issue. V. Reco~nendation: Council concur with Alternative "A" and authorize the City Manager to execute an agreement with Ticketmaster, to provide computerized ticketing service for the Roanoke Civic Center. Said agreement to be in a form approved by the City Attorney. Respectfully submitted, John S. Edwards, Chairman Roanoke Civic Center Commission JSE:vn Attachments CC:: City Attorney Director of Finance Director of Adm. & Public Safety Civic Center Manager