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Home My WebLink AboutCouncil Actions 03-23-92 (30915) REGULAR WEEKLY SESSION ROANOKE CIIT COUNCIL March 23, 1992 2:00 p.m. AGENDA FOR THF~ COUNC1L Call to Order Roll Call. Mr. Harvey was absent. The Invocation was delivered by Mayor Noel C. Taylor. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Taylor. The City Attorney was requested to taepare the proper measure recognizing and commending the Patrick Henry High School Basketball Team for winning the Group AAA Boys State Basketball Championship Title on Saturday, March 21, 1992. The City Manager was requested to invite the principal, coaches and basketball players to the regular meeting of Council on Monday, April 6, 1992, in order that they may be recognized with appropriate presentations. Review and consideration by the Mayor and Members of Council of the following applications for appointment to the Roanoke City School Board for terms commencing July 1, 1992, and ending June 30, 1995, pursuant to Section 9-19, Preliminary Screening of Applicants, of the Code of the City of Roanoke (1979), as amended: The Reverend C. Nelson Harris A. Dale Hendrick H. Joel Kelly John R. Light Larry L. Lilley, III Edward J. Lyons Thomas L. Orr Melinda J. Payne Clubert "Don" G. Poff Norma R. Smith James W. Stephens Ruth C. Willson No action was taken. e CONSENT AGENDA (APPROVED 6-0) ALL MATEERS 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 REMOVF. D FROM THE CONSENT AGENDA AND CONSIDERED SEPARATFJ ~Y. C-1 Minutes of the regular meetings of Council held on Monday, January 6, 1992, Monday, January 13, 1992, Tuesday, January 21, 1992, and Monday, January 27, 1992. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. C-2 A communication from Council Member William White, Sr., commending the use of local contractors by Carilion Health Care, Inc. RECOMMENDED ACTION: Receive and file. C-3 A communication from Mr. Timothy M. Lewis tendering his resignation as a member of the Youth Services Citizen Board. RECOMMENDED ACTION: Receive and file the communication and accept the resignation with regret. 2 C-4 Qualification of Mr. Steven D. Goodwin as a member of the Roanoke Neighborhood Partnership Steering Committee for a term ending November 11, 1992. RECOMMENDED ACTION: Receive and file. C-5 Qualification of Mr. Daniel E. Kames as a member of the Fair Housing Board for a term ending March 31, 1995. RECOMMENDED ACTION: Receive and file. C-6 Qualification of Mr. Willard N. Claytor as Director of Real Estate Valuation for the City of Roanoke, Virginia, effective March 23, 1992. RECOMMENDED ACTION: Receive and file. REGULAR AGENDA 3. HEARING OF CITIZF~NS UPON PUBLIC MATTERS: a. Presentation of the 1991 Annual Report of the City Planning Commission. Mr. Charles A. Price, Jr., Chairperson. No action was taken. 4. PETITIONS AND COMMUNICATIONS: a. A communication from the Roanoke City School Board recommending appropriation of funds to certain school accounts. Adopted Budget Ordinance No. 30915--032392. (6-0) REPORTS OF OFFICERS: a. CITY MANAGER: BRIEFINGS: None. ITEMS RECOMMENDED FOR ACTION: A report recommending appropriation of $10,000.00 to an account to be established for purchase and installation of play equipment at Crystal Spring Elementary School. Adopted Budget Ordinance No. 30916-032392. (6-0) A report recommending authorization to submit a Program Description to the United States Department of Housing and Urban Development in order to apply for the City's allocation of funds under the HOME Investment Parmership Program. Concurred in the recommendation. A report recommending execution of an agreement with the Roanoke Valley Trouble Center, Inc., for continuation of coordination and technical assistance to the Roanoke Drug and Alcohol Abuse Council. Adopted Budget Ordinance No. 30917-032392 and Resolution No. 30918-032392. (6-0) A report recommending that Council adopt a measure in support of the Roanoke Valley continuing to serve as host site for future Commonwealth Games. Adopted Resolution No. 30919-032392. (6-0) A report concurring in a report of a bid committee recommending acceptance of the bid submitted by Conlracting Enterprises, Inc., for underground traffic signal and fire alarm work at various locations, in the amount of $65,310.00; transfer of funds in connection therewith; and rejecting all other bids received by the City. Adopted Budget Ordinance No. 30920-032392 and Ordinance No. 30921-032392. (6-0) 4 b. DIRECTOR OF FINANCE: 1. A financial report for the month of February, 1992. Received and filed. A report with regard to termination of the lease with Craig J. Putziger for premises located at 712 Patterson Avenue, S. W. Adopted Resolution No. 30922-032392. (5-0, Council Member Bowers abstained from voting.) 6. REPORTS OF COMMITrE : ao A report of the committee appointed to tabulate bids received for construction of the Luck Avenue By-Pass Storm Drain Project, recommending award of a contract to Aaron J. Conner General Contractor, Inc., in the amount of $1,108,998.60; approval of Change Order No. 1 to the engineering contract with Lumsden Associates, P.C., in the amount of $25,192.82, for additional work required for redesign and rebidding of the project; and transfer of funds therefor. Council Member William White, Sr., Chairperson. Adopted Budget Ordinance No. 30923-032392, Ordinance No. 30924- 032392 and Resolution No. 30925-032392. (6-0) A report of the committee appointed to tabulate bids received for repairs and replacement of a masonry wall in the west stand at the south end of Victory Stadium, recommending award of a contract to Construction Services of Roanoke, Inc., in the amount of $21,200.00; and transfer of funds therefor. Council Member William White, Sr., Chairperson. Adopted Budget Ordinance No. 30926-032392 and Ordinance No. 30927-032392. (6-0) 7. UNFINISHF. D BUSINESS: None. 5 ge INTRODUCTION AND CONSIDERATION ORDINANCES AND RESOLUTIONS: None. 9. MOTIONS AND MISCEIJJANEOUS BUSINESS: OF Inquiries and/or comments by the Mayor and Members of City Council. Adopted Budget Ordinance No. 30928-032392. (6-0) bo Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. OTHF. R HEARINGS OF CITIZF~NS: Mr. Roy E. Spicer, 630 Woodlawn Avenue, Blue Ridge, Vffginia, inquired as to the status of a matter with regard to the method of taxation of aviation entities at the airport; whereupon, the City Manager advised that the Commissioner of Revenue has revefllxl back to the prior method of marion and no additional action by Council is necessary. Mr. Spicer advised that through such action, a positive step has bccn taken toward enhancing aviation growth at the airport and expressed appreciation for Counc'd's intervention. He again expressed concern on behalf of the General Aviation Association that their views with regard to the airport are not being heard, and Council should review its appointment policy and consider appointing City representatives to the Roanoke Regional Airport Commission who reflect a true interest in aviation as well as aviation activities. The Mayor recognized Mr. Willard N. Claytor, Director of Real Estate Valuation, who assumed his official duties on Monday, March 23, 1992. 6 MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE Noel C. ~aylor Mayor Howard E. Musser Vice-Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 March 18, 1992 Council Members: David A. Bowers Elizabeth T Bowles Beverly T Fitzpatrick, Jr James G. Harvey, II William White, Sr. Mr. Thomas L. Robertson, President Carillon Health Care, Inc. 127 McClanahan Street, S. W. Room 402 Roanoke, Virginia 24014 Dear Tom: I read with interest the enclosed article in the March issue of the Blue Ridge Regional Business Journal, on page 19, entitled, "Local Contractors Getting Work At Big Jobs". I, as an individual member of the Roanoke City Council, would like to commend you for your leadership in this area. As the article indicates, it appears that Carilion has taken the forefront in using local contractors and has set a standard for which other contractors must aspire. When Roanoke City Council had its discussion with regard to the increased use of local contractors, it was my intent as an individual member of Council to increase the awareness in both the public and private sectors. It is good business practice to use local contractors whenever possible. I would like to thank you on behalf of all the citizens of the Roanoke Valley for your leadership and expedient action on this matter. I sincerely believe that the Roanoke Valley will be much improved by Carilion's action. Tom, whenever I have an opportunity to talk with a group of people, I plan to share with them the positive action that Carilion has taken. As I stated today, I look forward to working with you in the future. With warmest regards, I am Cordi ay ours Council Member WWSr: sw Eric. ~-~',:~ rr~uFI bH~JHDERS & WHITE TO 9812940 P. 02 Building & Construction BLUE RIDGE. REGIONAL B~J$1NES8 JOURNAL Special Section March 1992 By DAN .~MITH Th~ cca~t~.t¢lion eom muaity ' $ conlpiai. L~ aboul ou~i~ cont~ton hidn8 more I~al Stl~n~- I tt,r~ ~nls io have had i~ in~endcd impel. A~1 a yoragu, i~al contracmm vomplain~ N)ud a~ Iofl~ ~a[ t~y were ~t 8cttin~ what they uun~idc~ a fair Sham o[ the work e. the ~mi~- aUg~stin& [~1 uu~sldcrs cuuM ~ fo~ tO him To ~te. 28 of ~ ~ conlr~a let for C~ilion pm~c~ have ~onc LO c~m J~i~ in Vir-I $inia; 22 ofT~ m compunie~ in tim Blue Region; o~ I ~ ofthu~ to Ruangkc Valley compa- AT~ tho~ c-untr~cta are nOt ~imply i~SiJnifi. SI ,6 mJlii~; Concrete Ready Mix of R~noke ~' of R~nok~ i~ in I~ ~,~: MGR Sales Fm'~l is i~llin$ eRpamion joinL~ f~ $3 con~B for a fuel Oil aystem, ~ite utilities a~ $ubc~trIctor~ per~orm viriet~' er,leb~ Ils R~eok~ Memer~l addition ~ up el~[~w~:~F~M~all~of tractS. ~ Sam Li~er, p~xidcm of '"f~'S ~finitely ~ I c~$e" f~ su~- ~ JOBS, ~e ~ PAG£ 20 gPECIA£ $£CTION BLi/g g, lDO£ R~GiONAL £l/$1Ng$S JOIIRNAL Tom Robcrtson Jobs From Page 19 er~, but when you'rs ,private, you c~ do what you want ' Jest Nuw~m of New.m-Tinge in Ruunoke says C~Iio~ Tom Ro~0n hM ~cn ~im~ly responsibil0 for the acti~n~ Roanoke Memori~ ~d aa~ "evenly ~ia~ wi~ R~okc Memoriai ~d Ca~lion ha~ eve~ effoW' in thc ama He also ~in~ out thai ~ C~]iOn ~i~n not isvla~. "Lewis-Oal~ Clinic ~nc out of iL* way lo m~e u~e of 1~ ~ple in i~s n~w ~dition, as well." ~e CmilJon project is f~ I~ ~ntinion and No,elk Southern projecu in tha~ ii ia ~fici~ of a S5~ miliion ~nd issue(proof a5149 million for thc C~ilion system, most which were io ~roj~cts al uther ho~, p m ~)rrom zhe Ro~)nokeCity Indus- If iai ~velupm~n[ Au~horny. Tha~ d~s not mcan that Roanok~ City taxpayers would have to pa~ in c~e ~ra Ca,ilion defautL according to attorney Webster Day of We~eringlon and Melchi~o~ R~anoke law 5~. ~ I~m~al ~velopment Au~o~ty ~q z~ a "conduit" f~ ~he mo~ey. ~y} ~y. but '~oiden ~ly on C~li~'sc~il 'lh~ ~n~ ~ at~a~dv, go boy* m~resl rl[~ is Io~ for C~li~, m~ing the p~cku$c at~tivc on ~th ends. But C~lion h~ to jamp ~u~h ~me regulat~h~a,none of which hu to do wi~ uaing 8~n' P~j~l~gi~r Jim ~eld says ~ joint ven{~ ~ve ~n encourag~ ~cause when ~lding is nece~, f~ I~I coo- t~ c~ qualify, ~ il is Iogi~ ~ JOBS, Page Jobs From Page 20 have them te~n up on th~ bid. "On~ of ~hc main conltoI factors." says Field, "is ~nding." ~e joint ve~ mm rou~ is ~thing Beers h~ d~e ~fore, si~ it IJk~ wo~in8 wi~ I~1 con~ct0~ onjo~ ~ w~ am familiar with building ~ c~hl ~at you ~ow enough & Sons of W~ to su~n~actm ~d ~t elation of GenemlC~mrs) t~k t~ Iced talc in ~at. Mosl (who hi~ c~eto~) ha~ bm may~ lhfs hasn't ~n to ~ir attention ~to~. As ~c- of hidn{ 1~ New~m a~ ~t aw~ene~ ~ much to do with ~[icism as sim. ply m~in8 ~le aw~ of w~t w~ I~ling? he sa~s. ~rilion deja{ "exactly what shou Id ~ ~ne: {t is ~l{~c~ly pmdem ~d it is R~ke City Councilman Wil- liam Whhe strongly encou~ use of I~al talent. *'we went on r~o~ as ~yin8 it wu~ desirable, but ~ w~ publi~ m~y hinvolv~, ~n~ ~ut w~ to ~ aw~ at · c ~d of F~. i~ludin{ mi[Hun r~ el~iHca] a~ $8 million Hopkins is are p~obably regional R~isfically, ~y$ Ro~n, · ~ ~ is a s~ng eff~ ~ hi~ Iow~ C~L" ~w~v~, ~h~8 ~u~, ~ys Re--on, c~ &~ ~ ~ I~ guy. Bu~ Col~-~ C~on in Ly~, ~by~not ~y ~ a~b~ ~ ~ big- ~. ~ ~'1 o~ ~ way (1~ mm~ ~). ~b~ ~d ~ up us~ a sub ~ ~. ~ ~ a dispu~ ~up~Off~.~, In ~ehmond. ~1'~ n co~t of $1~,~ ~ us, We p~ if~ ~ ~y~i~ it ~l~ ~s C~ V~a ~sin~ ~ ~t ~ ~ ~ ~c~y, ~ s~ t~." N~~{f~n~t R~oke Me~ Office of the City Clerk March 26, 1992 File #15-304 Mr. Timothy M. Lewis 2115 Maiden Lane, S. W. Roanoke, Virginia 24015 Dear Mr. Lewis: Your communication tendering your resignation as a member of the Youth Services Citizen Board, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On motion, duly seconded and adopted, the communication was received and filed and your resignation was accepted with regret. The Members of City Council requested that I express their sincere appreciation for the many services you have rendered to the City of Roanoke as a member of the Youth Services Citizen Board. Please find enclosed a Certificate of Appreciation issued by the Mayor on behalf of the Members of the Roanoke City Council. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. pc: Mr. Thomas H. Miller, Chairperson, Youth Services Citizen Board, 1509 Terrace Road, S. W., Roanoke, Virginia 24015 Ms. Marion V. Crenshaw, Youth Planner Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #15-488 Mr. Charles Hancock 1016 Estates Road, S. E. Roanoke, Virginia 24014 Dear Mr. Hancock: This is to advise you that Mr. Steven Goodwin has qualified as a member of the Roanoke Neighborhood Partnership Steering Committee, for a term ending November 11, 1992. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sw pc: Ms. Stephanie A. Cicero, Coordinator, Roanoke Neighborhood Partnership Room 456 Municipal 8~ ~ing 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 0-2 oot ^m mo io 8tare ot Virginia, Cit~/ of Roanoke, to .wit: I, Steven D. Goodwin ., do solemnly swear (or affirm) that will support the Constitution of the United States, and the Constitution of the State of Virginia, and that will faithfully and impartially discharge and perform all the duties incumbent upon me as member of the Roanoke Neighborhood Partnership Steering Comm±ttee, for a term ending November 11, 1992. according to the best of my ability. So help me God. Subscribed and sworn to before me, this 1."/ ~ayof v'~o,,~., Iqq~ ~ Z'n~/~r~, ~e~.ty C,er~ Office of the City Clerk March 26, 1992 File #15-178 Mr. Hugh A. Meagher, Chairperson Fair Housing Board 1201 Crestmoor Drive, S. W. Roanoke, Virginia 24018 Dear Mr. Meagher: This is to advise you that Mr. Daniel E. Karnes has qualified as a member of the Fair Housing Board, for a term ending March 31, 1995. Sincerely, ~_~ Mary F. Parker, CMC/AAE City Clerk MFP: sw pc: Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Room 456 Municipal Building 215 Church Avenue, S.W, Roanoke, Virginia 24011 (703) 981.2541 0-2 Oath or Affirmation fflce $~ oI Virginia, Cit~/ o] Roanoke. to .wit: I, Danla]_ E. Karne~ ~ do solemnly swear (or affirm) that will support the Constitution of the United States, and the Constitution of the State of Virginia, and that will faithfully and impartially discharge and perform all the duties incumbent upon me as member of the Fair Housing Board, for a term ending l'iarch 31, 1995. according to the best of my ability. So help me God. Subscribed and sworn to before ~ne, this , Deputy Clerk Oath or ^ffirmafion of St~ of Virgi~fia. Cit~ of Roanoke, to.ugt: I, Willard N. Claytor .., do solemnly swear (or storm) that I will support the Constitution of the United States, and the Constitution of the State of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me a~ Director of Real Estate Valuation for the City of Roanoke, Virginia, effective March 23, 1992. according to the best of my ability. So help me God. Subscribed and sworn to before me, this_ ~anoke CiW Planning Commission March 23, 1992 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: 1991 Annual Report By authority of the full Commission, I am pleased to forward to you the Annual Report of the Planning Commission. The Annual Report was approved at the March 4, 1992, regular meeting of the Commission. As indicated in the report, 1991 presented a number of challenges to the Commission and Planning staff. The major accomplishments of the year include the completion of the City's Solid Waste Management Plan, the preparation of siting, design, and operating criteria for the proposed regional solid waste transfer station and the completion of the City's Comprehensive Housing Affordability Strategy (CHAS). In 1991, the Commission reviewed 19 rezoning requests and 11 street and alley closure requests. Staff reviewed 56 comprehensive site plans and 46 subdivision applications. Seventeen (17) amendments to the City's zoning ordinance addressing such issues as mobile homes, parking of commercial vehicles in residential areas and development in flood plains were reviewed by the Commission and adopted by City Council. In the coming year, the Commission's goals are to: (1) complete the mandated review and update, if necessary, if Roanoke Vision_, the City's Comprehensive Plan; (2) continue to review and update the City's land development regulations; (3) advocate for more aggressive enforcement of the zoning ordinance; (4) complete recommendations to improve the quality of infill residential development within the City; and (5) complete at least one neighborhood plan. Finally, the following recommendations outlined in the report are presented for your consideration: The Planning Commission should continue to serve as a sounding board for City Council on both short-term and long-range development issues. o The role of the Planning Commission in the City's planning process should be to coordinate the City's ongoing comprehensive planning Room 355 Municipal Building 215 Church Avenue~ S W Roanoke, Virginio 24011 (703) 98tr2,S44 efforts. The PlanningCommission, throughits subcommittee structure, should be involved in the City-sponsored planning efforts as early in the process as feasible. The Planning Commission should serve as a catalyst for City Council and the City administration by calling attention to community development issues or areas where policy direction is needed. The Planning Commission should continue to assume primary responsibility for developing the plans and ordinances necessary to guide future growth. Communication between the Planning Commission and City Council and the City administration would be enhanced by: (1) the appointment of a Council member to serve as the Commission's liaison; (2) the scheduling of regular meetings between the Chairman of the Commission and the City Manager; and (3) participation by representatives of the City Council at the Commission's annual retreat. We appreciate the cooperation Council has given us this past year and look forward to another year of progress in our planning efforts. I will be contacting each of you in the near future to discuss the Commission's recommendations. Respectfully submitted, Charles A. Price, Jr., Chairman Roanoke City Planning Commission CAP: JRM: mpf attachment cc: City Manager City Attorney Director of Finance Assistant City Attorney Director of Public Works City Engineer Building Commissioner Office of the City Clerk March 26, 1992 File #60-467 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30915-032392 amending and reordaining certain sections of the ]991-92 Grant Fund Appropriations, providing for appropriation of funds to the following school accounts: Chapter I Pre-K Expansion Program - $45,000.00; Speciai Education Interpreter Training Program - $2,395.00; Preschool Incentive Program - $4,90].00; and Adult Basic Education Program - $2,380.00. Ordinance No. 30915-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. po: Mr. Finn D. Pincus, Chairperson, Roanoke City School Board, 1116 Winchester Avenue, S. W., Roanoke, Virginia 24015 Dr. Frank P. Tota, Superintendent of Schools, P. O. Box 13145, Roanoke, Virginia 24031 Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board, P. O. Box 13105, Roanoke, Virginia 24031 Mr. Barry L. Key, Manager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue, $,W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COONCIL OP THE CITY OP ROANOKE, The 23rd day of March, 1992. No. 30915-032392. VZRGINZA Roanoke Appropriations, be, and the reordained to read as follows, AN ORDINANCE to amend and reordain certain sections of the 1991-92 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council that certain sections of the same are in part: of the City of 1991-92 Grant Fund hereby, amended and A ro i tions Education $19,029,218 Chapter I Pre-K Expansion Program (1-18) ............ 45,000 Special Education Interpreter Training (19) ......... 2,395 Preschool Incentive Program 1992 (20) ............... 95,654 Adult Basic Education 91-92 (21) .................... 153,327 Environmental Education Grant (22) .................. 750 Education $19,029,218 Chapter I Pre-K Expansion Program (23) .............. 45,000 Special Education Interpreter Training (24) ......... 2,395 Preschool Incentive Program 1992 (25) ............... 95,654 Adult Basic Education 91-92 (26) .................... 153,327 Environmental Education Grant (27) .................. 750 1) Teachers (035-060-6134-6000-0121) $17,616 2) Aides (035-060-6134-6000-0141) 6,852 3) Social Security (035-060-6134-6000-0201) 1,872 4) Retirement (035-060-6134-6000-0202) 2,492 5) Health Insurance (035-060-6134-6000-0204) 3,985 6) Life Insurance (035-060-6134-6000-0205) 159 ?) Inservice Training (035-060-6134-6200-0129) $ 2,435 8) Postage (035-060-6134-6200-0521) 6 9) Telecommuni- cations (035-060-6134-6200-0523) 15 10) Insurance (035-060-6134-6200-0538) 5 11) Inservice Travel (035-060-6134-6200-0554) 200 12) Field Trips (035-060-6134-6200-0583) 95 13) Parent Involvement (035-060-6134-6200-0585) 45 14) Food (035-060-6134-6200-0602) 137 15) Instructional Supplies (035-060-6134-6200-0614) 735 16) Miscellaneous Supplies (035-060-6134-6200-0615) 6,746 17) Inservice Supplies (035-060-6134-6200-0617) 520 18) Other Equipment (035-060-6134-6200-0821) 1,085 19) Instructional Materials (035-060-6500-6174-0614) 2,395 20) Diagnostic Services (035-060-6599-6553-0311) 4,901 21) Teachers (035-060-6747-6450-0121) 2,380 22) Instructional Supplies (035-060-6989-6200-0614) 750 23) Federal Grant Receipts (035-060-6134-1102) 45,000 24) Federal Grant Receipts (035-060-6500-1102) 2,395 25) Federal Grant Receipts (035-060-6599-1102) 4,901 26) Federal Grant Receipts (035-060-6747-1102) 2,380 27) Donations (035-060-6989-1103) 750 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. March 23, 1992 TO.' FROH SUBJECT Honorable Mayor and Members of City Council Joel M. Schlanger, Director of Finance School Board Request for the Appropropriation of Grant Funds I have reviewed the attached request to appropriate funding for the School Board. This report will appropriate funding for five grant programs. Four of these grants are funded with 100% federal funds and one is funded with donations. I recommend that you concur with this request of the School Board. JMS:pac Attachments Roanoke Finn D. Pincus, Chairman Charles LU. Da~, Vice Chairman Sallye T. Colemon Martian C. Cu~is Mc~ LU. O'Neil Thomas L Orr James M. Turner, Jr. R'an~ P. To~a. Suf:~tn~enden~ Richard L i~elle9, Cle~ of ~ Board City School Board P.O Box 1310S, Roanoke, Virginia ~)4031 March 11, 1992 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: As the result of official School Board action at its March 10, 1992 meeting, the Board respectfully requests City Council to appropriate funds to the following school accounts: Grant No. 6134 - $45,000 for the Chapter I Pre-K Expansion Program to provide for the expansion of the program for at risk four year olds from part day to full day operation at the Chapter I schools. The program will be one hundred percent reimbursed by federal funds. Grant No. 6500 - $2,395.00 for the Special Education Interpreter Training Program to provide funds for the development of training curriculum for the hearing impaired program. The program will be one hundred percent reimbursed by federal funds. Grant No. 6599 - $4,901.00 for the Preschool Incentive Program to provide orientation and evaluation for handicapped students who will be entering the public school system for the first time during the fall. The program will be one hundred percent reimbursed by federal funds. Grant No. 6747 - $2,380.00 for the Adult Basic Education Program to provide funds for the education of adults who have not completed high school. The funds have been made available to Roanoke City from federal funds. Excellence in Education · Members of Council Page 2 March 11, 1992 Grant No. 6989 - $750.00 for the Environmental Education Grant to utilize a donation from Sam's Wholesale Club for recycling projects at several elementary schools. Sincerely, Richard L. Kelley Clerk of the Board and Executive for Business Affairs rg cc: Mr. Finn D. Pincus Dr. Frank P. Tota Mr. William L. Murray, Jr. Mr. Kenneth F. Mundy Mr. W. Robert Herbert r. Wilburn C. Dibling r. Joel M. Schlanger (with accounting details) ROANOKE CITY SCHOOL BOARD Roanoke, Virginia ~PPROPRIATION REQUEST Chapter ! Pre-K Expansion Program 6134 035-060-6134-6000-0121 035-060-6134-6000-0141 035-060-6134-6000-0201 035-060-6134-6000-0202 035-060-6134-6000-0204 035-060-6134-6000-0205 035-060-6134-6200-0129 035-060-6134-6200-0521 035-060-6134-6200-0523 035-060-6134-6200-0538 035-060-6134-6200-0554 035-060-6134-6200-0583 035-060-6134-6200-0585 035-060-6134-6200-0602 035-060-6134-6200-0614 035-060-6134-6200-0615 035-060-6134-6200-0617 035-060-6134-6200-0821 Appropriation Unit ZlQ Teachers Aides Social Security Retirement Health Insurance Life Insurance Inservice Training Postage Telecommunications Insurance Inservice Travel Field Trips Parent Involvement Food Instructional Supplies Miscellaneous Supplies Inservice Supplies Other Equipment 17,616.00 6,852.00 1,872.00 2,492.00 3,985.00 159.00 2,435.00 6.00 15.00 5.00 200.00 95.00 45.00 137.00 735.00 6,746.00 520.00 1,085.00 45,000.00 035-060-6134-1102 Federal Grant Receipts 45,000.00 The Chapter I Pre-K Expansion Program will provide for the expansion of the program for at risk four Fear olds from part daf to full day operation at the Chapter I schools. The program is one hundred percent reimbursed by federal funds and will end June 30, 1992. March 10, 1992 ROANOKE CIT~ SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Special Education Interpreter Training 6500 035-060-6500-6174-0614 Appropriation Unit Y5T Instructional Materials 2,395.00 035-060-6500-1102 Federal Grant Receipts $ 2,395.00 The Special Education Interpreter Training program will provide funds for the development of training curriculum for the hearing impaired program. The program is one hundred percent reimbursed by federal funds and will end October 31, 1992. March 10, 1992 RO~OKE CITY $CROOL BOARD Roanoke, Virginia APPROPRIATION RF~.0EST Preschool Incentive Program 1992 6599 035-060-6599-6553-0311 Diagnostic Services Appropriation Unit Y5S $ 4,901.00 035-060-6599-1102 Federal Grant Receipts $ _4 901.00 The Preschool Incentive Program will provide orientation and evaluation for handicapped students who will be entering the public school system for the first time during the fall. The above additional appropriation represents supplemental funding for the program. The program will be reimbursed one hundred percent by federal funds and will end September 30, 1992. March 10, 1992 ROANOKE CITY SCHOOl, BOARD Roanoke, Virginia APPROPRIATION REOUEST Adult Basic Education 91-92 6747 035-060-6747-6450-0121 Appropriation Unit Z75 Teachers $ 2,380.00 035-060-6747-1102 Federal Grant Receipts 2,380.00 The Adult Basic Education program will provide funds for the education of adults who have not completed high school. The above additional appropriation represents federal funds which have been made available to Roanoke City to conduct a licensing course for commercial drivers with reading difficulties. The program will end June 30, 1992. March 10, 1992 ROANOI~ CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Environmental Education Grant 6989 035-060-6989-6200-0614 Appropriation Unit Z9H Instructional Supplies $ 750.00 035-060-6989-1103 Donations $ 750.00 The Environmental Education Grant will utilize a donation from Sam's Wholesale Club for recycling projects at several elementary schools. The program will end June 30, 1992. March 10, 1992 Office of the City Clerk March 26, 1992 File #60-467-472-67 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30916-032392 amending and reordaining certain sections of the 1991-92 Capital Fund Appropriations, providing for appropriation of $10,000.00 from Park Public Improvement Bonds - Series 1988, to Crystal Spring Elementary Play Equipment, to provide funds in connection with purchase and installation of play equipment at Crystal Spring Elementary School. Ordinance No. 30916-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. pc: Mr. Finn D. Pincus, Chairperson, Roanoke City School Board, 1118 Winchester Avenue, S. W., Roanoke, Virginia 24015 Dr. Frank P. Tota, Superintendent of Schools, P. O. Box 13145, Roanoke, Virginia 24031 Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board, P. O. Box 13105, Roanoke, Virginia 24031 Mr. Barry L. Key, Manager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of March, 1992. No. 30916-032392. AN ORDINANCE the 1991-92 Capital emergency. WHEREAS, for Government of the exist. THEREFORE, BE Roanoke that certain to amend and reordain certain sections of Fund Appropriations, and providing for an the usual daily operation of the Municipal City of Roanoke, an emergency is declared to IT ORDAINED by the sections of the Appropriations, be, and the same are reordained to read as follows, in part: Council of the City of 1991-92 Capital Fund hereby, amended and Education $10,675,833 Crystal Spring Elementary Play Equipment (1) ........ 10,000 Capital Improvement Reserve 8,213,352 Public Improvement Bonds - Series 1988 (2) .......... 383,189 1) Appropriations from Bonds 2) Parks (008-052-9547-9001) $ 10,000 (008-052-9603-9180) (10,000) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia March 23, 1992 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Crystal Spring Elementary School Play Equipment Roanoke, Virginia II. III. I. Backqround: South Roanoke Neiqhborhood Plan recognized the importance of enhancing the existing recreation facilities as they are limited in this area. Crystal Sprinq play area utilizes school space neighborhood as well as school recreational facilities. for 1988 Park Improvement Bond Issue included $10,000.00 to provide and install play equipment at Crystal Spring Elementary School. De General Services is in the process of receiving bids to accomplish this work and a purchase order will be issued to the lowest responsible bidder in accordance with the City Procurement Code. Issues: A. Need B. Fundinq Alternatives are: Appropriate $10~000.00 to an account to be established for Crystal Spring Elementary Play Equipment. Need for recreational facilities in this neighborhood would be fulfilled. Fundinq is included in the 1988 Park Improvement Bond Issue. Page 2 IV. Do not appropriate $10,000.00 to an account to be established for Crystal Spring Elementary Play Equipment. Need for recreational facilities would not be fulfilled. Funding would remain in the 1988 Park Improvement Bond Issue. Recommendation is that City Council take the following action: ae Concur with the implementation of Alternative "A" and appropriate $10~000.00 to an account to be established for Crystal Spring Elementary Play Equipment. Authorize the Director of Finance to transfer above funds from the Park Improvement Bonds 1988, account number 008-052-9603-9180, into a new capital account, established and entitled Crystal Spring Elementary Play Equipment. Respectfully submitted, W. Robert Herbert City Manager WRH/DLL/mm CC: City Attorney Director of Finance Director of Public Works Director of Administration & Public Safety City Engineer Manager, Parks & Recreation, Grounds Maintenance Manager, General Services Citizens' Request for Service Construction Cost Technician Office of the City Clerk March 26, 1992 File #236-178 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending authorization to submit a Program Description to the United States Department of Housing and Urban Development in order to apply for the . · ation of funds under the HOME Investment Partnership Program, was befi mcil of the City of Roanoke at a regular meeting held on Monday, March ~ ~2. On motion, duly seconded and adopted, Council concurr~:~, in your recommendation. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. pc: Mr. Herbert D. McBride, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director, Public Works Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Mr. H. Daniel Pollock, Housing Development Coordinator Ms. Marie T. Pontius, Grents Monitoring Administrator Mr. Barry L. Key, Manager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 CITY OF ROANOKE Interdepartmental Comm~{%i~a~t ~on TO: FROM: SUBJECT: DATE: Mary F. Parker, City Clerk Marie ~. ~ntius, Grants Monitoring Administrator HUD HOME program description March 24, 1992 Attached for your records is a photocopy of the City's HOME program description submitted to HUD this date. Submission of this funding application was authorized by City Council at their meeting on Monday March 23, 1992. By copy of this memorandum I am sending photocopies to those persons listed below. If you have any questions, do not hesitate to call me. cc: Ila Farris, Financial Analyst Dan Pollock, Housing Development Coordinator Office of the City Manager March 24, 1992 Ms. Mary Ann E.G. Wilson Manager Richmond Office, Region III U.S. Dept. of Housing & Urban Development 400 North Eighth Street Richmond, Virginia 23219-2591 Dear Ms. Wilson: Subject: City of Roanoke's HOME Investment Partnerships Program In accordance with 24 CFR 92.150, please find enclosed the City of Roanoke's program description for FY 1992 HOME Investment Partnership Program. If you or your staff should have any questions regarding these documents, please contact Ms. Marie Pontius, Grants Monitoring Administrator at (703) 981-2141. Sincerely, W. Robert Herbert City Manager WRH/mtp enclosure Room 364 Municipal Building 215 Church Avenue, SW. Roanoke, Virginia 24011 (703) 981-2333 APPLICATIOI~ o~4. ~ City of Roanoke, Virginia Independent City Office of the City Manager W. Robert Herbert 215 Church Avenue, S.W., Room 364 City Manager Roanoke, Virginia 24011 (703) 981-2333 Department of Housing and ~rban ~ ~ Devel~ent r,r~s Residential housing rehabilitation, Home Investment Partnerships Pro,ram new housing construction and first-time of Roanoke, Virginia City of Roanoke, Virginia 6/1/92 5/31/93 Sixth Sixth 756,000 W. Robert Herbert City Mmnm~er Authorized for Local Rel)fo(luction HOME Investment Partnerships Program CITY OF ROANOKE, VIRGINIA Program Year June 1992 - May 1993 Federal Fiscal Year 1992 Submitted March 25, 1992 Roanoke, Virginia HOME PROGRAM DESCRIPTION MARCH, 1992 I. OVERVIEW AS documented in Roanoke's Comprehensive Housing Affordability Strategy, among the City's important and relevant characteristics are the following: 1. An aging housing stock, increasingly in need of repair, rehabilitation and maintenance; 2. An increasing supply of rental property, much of which is "affordable" but in disrepair, much in the older neighborhoods of the City; 3. Many households of low-moderate income paying as much or more for rent as would be required for a home mortgage payment; 4. A sizable inventory of vacant or underutilized houses and vacant lots, which could be used for good quality housing, but which currently are blighting and detrimental to the value of surrounding properties and their neighborhoods. In recognition of these characteristics, the City of Roanoke proposes to use its initial HOME allocation to address these issues and to support some of its long-established housing priorities, specifically: 1. Assistance to existing low-moderate income homeowners to maintain their homes; 2. Assistance to owners or buyers of substandard rental property or large vacant houses, to renovate them for quality rental to low-moderate income tenants; 3. Assistance to low-moderate income households to buy their first homes; 4. Assistance to non-profit community organizations to revitalize their neighborhoods, including through construction of appropriate new homes, especially for first-time homebuyers. The means of addressing these issues with HOME funds generally will be through expansion of current or previous programs. However, because of the specific requirements and allowances of HOME funding, some special arrangements will be made as necessary and appropriate to match the need/opportunity with the program approach with the HOME funding. II. PROPOSED USE OF HOME FUNDS Activities using HOME funds will be classified into four general categories, paralleling the four areas identified above: Rehabilitation assistance to existing owner-occupied houses. Loans and grants will be offered to existing home- owners to renovate their homes, to keep them comfortable and livable and energy-efficient. Rehabilitation assistance to rental property and vacant houses to be rental property. Loans and grants will be offered to owners of substandard rental property to rehabilitate them. This will be used in identified concentrated areas in conjunction with code enforcement through the Neighborhood Stabilization and Enhancement Program (NSEPtion), but may also be offered for properties over a larger part of the City. Flexible assistance to first-time homebuyers. HOME funds will be an important flexible resource in the Homeownership Assistance "Mega-Program" pool. New homebuyers will be able to access a variety of financial tools to assist them in buying their first homes. Grants for part of the down payments and closing costs will be a major part of this assistance, as will second mortgages for purchase or rehabilitation of houses when matched with other financing resources in the Mega-Program pool. HOME funds may also be used for interim financing for purchase and rehabilitation, in order to get the house to a condition that permanent mortgage financing from other sources will be available. Support of new construction of single-family homes by Community Housing Development Organizations (CHDOs) to be sold to first-time homebuyers. Some existing CHDOs have experience in developing new in-fill houses for sale to low-moderate income buyers. At least one such organization currently plans to build five additional houses on vacant lots in the next year. HOME funds may be used to assist in this project, either as construction financing with repayment upon sale, or as direct subsidy to reduce development costs. The following chart shows the HOME funds expected to be committed to the various activities eligible for HOME assistance, whether the assistance will be for owner-occuped or rental property, and what activities and how much is expected to be reserved for use by CHDOs. New Construction Substantial Rehabilitation Moderate Rehabilitation Acquisition Tenant Assistance Owner- Reserve for Occupied Rental Total CHDOs $113,500 0 $113,500 $113,500 $ 62,500 $150,000 $212,500 $140,000 $ 60,000 $200,000 $230,000 0 $230,000 0 0 0 0 TOTAL $546,000 $210,000 $756,000 $113,500 III. COMMUNITY HOUSING DEVELOPMENT ORGANIZATIONS (CHDOs) The City proposes to reserve at least $113,500 for use by CHDOs, which constitutes 15% of its HOME allocation. As is shown in the table above, it is expected that this will be used by CHDOs for new construction. It is hoped that most of this $113,500 will be used as interim, development funding, to be repaid upon sale of the constructed houses, and therefore would revolve a number of times by the CHDOs. The City intends to prepare a request for proposals for CHDOs, specifically for the construction of new infill single- family houses to be sold to first-time homebuyers in older neighborhoods of the City. The RFP will specify the definition of a qualified CHDO and require documentation from the applying organization that it meets this definition. The City will evaluate the proposals based on the experience and capability of the CHDO, the feasibility of the proposal, and the consistency of the proposed activity with established policies and priorities of the City, including the CHAS. The City reserves the option of increasing the amount of HOME funds allocated to CHDOs and modifying the activities by CHDOs that the City may support with its HOME allocation. IV. RESALE PROVISIONS FOR FIRST-TIME HOMEBUYERS In accordance with HOME regulations, any assistance to first time homebuyers will require that the home bought remain affordable and to the benefit of subsequent buyers who are of low- moderate income for 20 years, if the house is new construction, and 15 years if other than new construction. In other words, if the initial homebuyer sells the house within that period, the house must be sold to a buyer that is of low-moderate income, and at a price that will be both affordable and yet will provide the required "fair return" to the initial buyer. Any homes bought with the help of HOME funds by first-time buyers will have a recorded restriction that specifies the need to sell only to qualified buyers, and describing how the sales price is to be limited. The price will be influenced by the terms of the financing available, since the house Dasrment to the subsequent buyer may not exceed 30% of the gross income of a family at 75% of the area median income at that time. To the extent that assistance is available from the City or other agencies at the time of that later sale, the subsequent buyer may use that assistance to reduce the monthly payment. Initially, the mechanism described in Attachment G to CPD-92- 01, is intended to be used as guidance in this regard. However, the City may modify this part of its HOME description as that portion of the Homeownership Assistance activities are designed for HOME use. In accordance with Sec. 92.503(b), in the case of any violations of the HOME long-term affordability requirements, homebuyer will be required to repay his/her HOME subsidy to City's HOME local trust fund account. the the List of Attachments Attachment A Attachment B Attachment C - Certifications - Affirmative Marketing Procedures City of Roanoke Minority Business Plan (DRAFt) CBR~ZFZC~ZOM$ HOME pROGRAM DE84:RZFTTOll In accordance with the Home lnves~uont p~r~na~h~s A=t and Rule, the participating ]ur~ec~c~on a project, it will evaluate. (a) Before committing any funds.~ th~ guidelines that it aaop=s ~n accordance w~un the project for thxs purpose and will not inve~t any more H~ME funds in combination with other Federal assxstance than lB necessary -. to provide affordable housing; If the participating jurisdiction.i? n~t ~n ~he list (b) published.under 24 ~F~ 92.51 an? xn=enas ~o ~? ne~ . constructxon to facxlxtate a nexghborhood ravxtalxzatxon program; For each neighborhood revitalization program, 1. Rehabilitation is not the ~ost c~st-effective way to meet the participating jurxsdictx~ns need ~o expand the su 1 of affordable ~ou~i,~ wi~hxn the nexghbor~o.o~, and .-PP Y ...... =-- ~--xsdxctxons housing needs~ ~xth%n ~ne par~lcl~n~ the neighborhood, cannot be met through rehabilitation of the available housing stock; and 2. The program of new construction is needed to f~ci%itate a ne~h%orh?od revitalization program that empnasxzes rehabxlxtat%on of substandard housxgg for rental or homeownershxp opportunxties by low-income and moderate- income families in an area designated by the jurisdiction; 3. The housing is to be located in a low-income neighborhood; 4. The housing is.to be developed, owned, ?r sponsored ~Y a co---unity houszng development organxzatxon or a publxc agency; and 5. The number of housing units to be constructed with HOME funds does not exceed 20 percent of t~e t~tal,number of housing unit? in th? neighborhood revxtalxzatxon program that are assLsted wxth HOME funds~ unless (c) (d) (a) The housing is to be located in a severely distressed area within the neighborhood with large tracts of vacant land and abandoned buildings; or (b) The housing is to be located in an area within the neighborhood with an inadequate supply of existing housing that san economically be rehabilitated to meet identified housing needs; or (c) The new construction is required to accomplish the neighborhood revitalization program. If the participating jurisdiction is not on the list published under 24 CFR 92.51 and intends to do new construction on the basis of special needs; For each project, 1. Rehabilitation is not the most cost-effective way to expand the supply of affordable housing for the ~ueei&l ne~d_~.th~ special need.cannot be me{ through ~- .... renaolll=at~on of the available housing stock; o Based on objective data in its annual approved housing ~trategy, a h~gh priority need for such housing exists in the jurisdiction; and there is not a supply of vacant, habitable, public housing units in excess of normal vacancies resulting from turnovers that could meet the specified need. The HOME funds are used for new construction of one or more of the following~ Housing for families of five or more persons; Housing for persons with disabilities; Single room occupancy housing; and Housing that is necessa=y to further the desegregation or racial deconcentration of housing within the jurisdiction pursuant to a court- approved settlement agreement, compliance agreement, or voluntary plan approved by HUD if tenant-based assistance is not sufficient to meet the specified need within a reasonable t/~ne. The use of HOME funds for tenant-based rental assistance is an essential element of the participating jurisdiction's annual approved housing strategy for expanding the supply, ~f the participating jurisdiction intends to provide tenant- aaed rental assistance; (e) (f) (g) (h) affordability, and availability of decent, safe, sanitary, and affordable housing. The submission of the program description is authorized under State and local law (as applicable), and that it possesses the legal authority to carry out the Home Investment Partnerships (HOME) Program, in accordance with the HOME regulations~ It will comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended, implementing regulations et 4? CFR part 24 and the requirements of 24 CFR 92.353, It and State recipients, if applicable, wall use HOME funds pursuant to its Comprehensive Housing Affordability Strategy (CHAS) approved by HUD and all requirements of 24 CFR Part 92~ It will or will continu~ to provide · drug-free workplace by= me Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition~ Establishing an ongoing drug-free awareness program to inform employees about - (a) (b) The dangers of drug abuse in the workplace~ The participating jurisdiction's policy of maintaining a drug-free workplace~ (c) Any available drug counseling, rehabilitation, and employee assistance programs~ and (d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace~ ~Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (1)~ Notifying the employee in the statement required by paragraph (1) that, as a condition of employment 3 under the grant, the employee will-- (a) Abide by the terms of the statement; and Notify the employee in writing of his or her conviction for a violation of a criminal drug statute occurring in the workpl&¢a no later than five calendar days after such conviction~ Notifying the agency in writing, within ten calendar days after receiving notice under paragraph 4(b) from an enq~loyee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification n--~er(s) of each affected grant; Taking one of the following actions, within 30 calendar days of receiving notice under paragraph 4(b), with respect to any employee who is so convicted-- (a) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation ~t of 1973, as amended~ or (b) Requiring such empioyee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal State, or local health, law enforcement, or other appropriate agency; Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs 1, 2, 3, 4, 5 and 6. The grantee may insert in the space provided below the sites(s) for the performance of work done in connection with the specific grant~ 4 Place of Performance (Street address, county, state, zip code) 215 Church Ave SW city, (i) TO the best of its knowledge and belief: No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence and officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, it will complete and submit Standard Form-LLL, 'Disclosure Form to Report Lobbying,' in accordance with its instructions; and It will require that the language of paragraph (h) of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. 5 Attachment B HOME Investment Partnerships Program Affirmative Marketing Procedures General Policy: It is the Policy of the City of Roanoke and the Roanoke Redevelopment and Housing Authority to administer the HOME program so that individuals of similar income have similar available housing choices, regardless of race, color, religion, sex, national origin, or handicap. Each property owner applying for participation in the HOME program shall agree to avoid any discrimination on the basis of race, color, religion, sex, national origin, or handicap, and shall agree to market their vacant rental units in good faith to inform and attract eligible tenants from all racial, ethnic, and gender groups. The City of Roanoke (City) and/or the Roanoke Redevelopment and Housing Authority (RRHA) shall give a copy of these Policies and Guidelines to the following: 1. Applicant property owners. e Current tenants of housing to be rehabilitated under the Program. o Social service agencies, including Total Action Against Poverty (TAP), League of Older Americans (LOA), Legal Aid Society, and Roanoke Neighborhood Partnership. 4. Resident organizations of affected/eligible neighborhoods. 5. General public, upon request. 6e Community Housing Development Organizations (CHDOs) participating in the HOME program. In addition, all advertisements, press releases, information packages, application forms, and written communications prepared by the City or the RRHA relative to the HOME program shall include the Equal Housing Opportunity logo or statement. Be If a participating rental property owner wishes, the RRHA may refer holders of Section 8 certificates or housing vouchers to the rehabilitated property for possible occupancy. As provided in 24 CFR 511.10(m)(2), to the extent rent-subsidized tenants occupy HOME units, other affirmative marketing procedures will not be required of the property owner. For any occupancy, other than by tenants holding rental subsidy authorizations, the property owner must follow the procedures established in Section C (below). Other than as allowed in Section B (above), each participating rental property owner shall seek to attract tenants regardless of race, color, religion, sex, national origin, or handicap, of Attachment B all minority and majority groups, especially those unlikely to apply without special outreach, to units vacant after rehabilitation or that later become vacant. These marketing efforts shall include, at a minimum, the following: Notification to the RRHA and TAP of any and all vacancies. The RRHA may notify people on the Section 8, Housing Voucher, and public housing waiting lists of the vacancy. Posting of Equal Housing Opportunity poster, provided by the City or the RRHA, on vacant premises and rental offices, if existing. If qualified prospective tenants are not otherwise available, the owner shall advertise any and all vacancies in the Roanoke Times and World News and the Roanoke Tribune, such advertisement to include the Equal Housing Opportunity logo or statement. Such advertisements will specify that vacant units are available for but not limited to, Section 8 tenants. Documentation: Each participating rental property owner shall document affirmative marketing, such records to include the following: Copies of all advertisements, notices, and other outreach for all vacancies. A log of all contacts with potential tenants, including race, sex, approximate age, and reasons for not accepting as tenants. Quarterly reports to the City or the RRHA, in a format provided by the City or the RRHA, regarding the occupancy of all assisted units and marketing activities for any vacancies. The City or the RRHA shall keep records including the following: 1. A log of vacancies reported by owners. Copies or other evidence of notices regarding the Program and vacancies sent to agencies and/or organizations by the RRHA. 3. Copies of advertisements placed by owners. Records of characteristics of tenants occupying units, including race, sex, and approximate age. E. Assessment: The City shall use the quarterly reports filed by Attachment B property owners to verify compliance with affirmative marketing and Equal Housing Opportunity requirements. In addition, the City or the RRHA may make other periodic inspections of the property owner's records concerning tenants and marketing activities, or ask for other information about the same. Violations: Failure to comply with Equal Opportunity, Nondiscrimination, or Affirmative Marketing requirements will result in a written notice from the City or the RRHA to the property owner that specific provisions of the Deed of Trust, or other agreement(s), between the two parties have been violated, defining what corrective actions, if any, are to be taken, and advising that further violations or failure to take the prescribed actions may require repayment of the HOME loan or grant and/or other financing provided. ATTACHMENT C CITY OF ROANOKE MINORITY BUSINESS PLAN 3/9/92 1. POLICY STATEMENT It is the policy of the City of Roanoke to maximize minority business enterprises participation in all aspects of City contracting opportunities. In order to demonstrate its commitment to this policy, the procedures set forth in this document shall be followed whenever possible. 2. DEFINITIONS A. A minority business enterprise (MBE) is a business: 1) which is at least 51% owned by one or more minority individuals or, in the case of any publicly owned business, at least 51% of the stock is owned by one or more minority individuals; and 2) whose management and daily business operations are controlled by one or more minority individuals. or lawful 1) 2) 3) 4) 5) A minority individual is an individual who is a citizen resident of the United States and is a: Black American, which includes persons having origins in any of the Black racial groups of Africa; Hispanic American, which includes persons of Mexican, Puerto Rican, Cuban, Central, or South American, or other Spanish or Portuguese culture or origin, regardless of race; Native American, which includes persons who are American Indians, Eskimos, Aleuts, or Native Hawaiians; Asian-Pacific American, which includes persons whose origins are from Japan, China, Taiwan, Korea, Vietnam, Laos, Cambodia, the Philippines, Samoa, Guam, the U.S. Trust Territories of the Pacific, and the Northern Marianas; or Asian-IndianAmerican, which includes persons whose origins are from India, Pakistan, Bangladesh, and Sri Lanka; or 6) Woman. 3. EMPLOYMENT DISCRIMINATION PROHIBITED A. Every construction contract to which the City is a party shall contain the following provisions: 1. During the performance of this contract, the Con- tractor agrees as follows: (1) The Contractor will not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, sex, or national origin except where religion, sex, or national origin, is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. (2) The Contractor, in all solicitations or advertisements for employees by or on behalf of the Contractor, will state that such Contractor is an equal employment opportunity employer. (3) Notices , advertisements , and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The Contractor will include the provisions of the foregoing paragraphs (1), (2) and (3), in every subcontract or purchase order so that the provisions will be binding upon each subcontractor or vendor. B. Every other contract to which the City is a party shall contain the following provision: In the performance of this agreement, consultant [or other applicable party] shall not discriminate against any contractor, subcontractor, sublessee, employee, applicant for employment or invitee because of race, religion, color, sex or national origin except where race, religion, color, sex or national origin is a bona fide qualification reasonably necessary to the normal operation of consultant [or other applicable party]. - 2 4. ALL CONTRACTS The City will maintain a list of local minority business enterprises who will be sent written notice of pending City contracting opportunities. On projects over $100,000, this list will be made available to general contractors to assist their use of MBE subcontractors. 5. CONSTRUCTION CONTRACTS A. The City of Roanoke shall, whenever possible, advertise each contracting opportunity over $15,000, at least once, thirty days prior to the receipt of bids or proposals for construction. Such advertisement shall be placed in the Roanoke Times & World News and Roanoke Tribune. B. The City will provide a copy of the plans and specifications for all construction projects to the Southwest Virginia Community Development Fund and local contractors viewing room(s) so that MBE's can review these items at no charge. C. The City will require that general contractors make a "best or good faith effort" to utilize MBE's as Suppliers and subcontractors. General contractors will be required to show that they have made efforts to recruit MBE's by incorporating into the bid or proposal form: statements indicating efforts to negotiate with MBE's and the results. Bidders will be required to list those MBE's from whom quotations for labor, materials, and/or services have been solicited, and state which MBE's, if any, the contractor will use on the project if awarded the bid; and (2) certification that they have made a good faith effort to utilize MBE's whenever possible. D. The Contractor will be required to use all MBE subcontractors and/or vendors which have been identified in C.(1) unless the Contractor can demonstrate a sound business reason for not using the MBE. E. The Liaison Officer or designee will closely monitor the requirements of this section. 6. LIAISON OFFICER A. The City Manager has designated the Grants Monitoring Administrator to serve as the Liaison Officer for MBE's. This individual may be contacted in Room 362, Municipal Building, Roanoke, Virginia 24011, telephone (703) 981-2141. B. The Liaison Officer will work with local businesses and community groups to establish a network of MBE's and actively encourage their involvement in City construction projects and in supplying goods or services. Such involvement will include providing technical assistance to MBE's, not only in actual bidding on City projects, but also in forming liaisons or partnerships with other contractors and actively marketing themselves to general contractors. C. The Liaison Officer will work with the City Engineer and Manager of General Services to ensure that MBE's are provided an equal opportunity to bid or make quotes on City projects. Complaints by MBE's in regard to unfair practices on City projects will be investigated by the Liaison Officer and reported to the City Manager. - 4 Roanoke, virginia March 23, 199.2 , Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: HOME Program Description to be submitted to HUD I. Background The HOME Investment Partnership Program (HOME) was created by the National Affordable Housing Act of 1990, and funded through the U.S. Department of Housing and Urban Development (HUD). The HOME is intended to be a "housing block grant" program~ specifi- cally for housing affordable to low and moderate income households. (ex: Family of ~ with income less than $30,900 would qualify in most cases) The City's HOME entitlement allocation is $756,000 for federal fiscal year 1992 as determined by formula similar to the Community Development Block Grant (CDBG) formula. The City has been designated by HUD to be a "Participating Jurisdiction," based on the receipt of the formula allocation, HUD approval of the City's Comprehensive Housing Affordablility Housing Strategy (CHAS) and the City filing a notice of intent to participate in the HOME Program. (Council was informed by letter on January 29, 1992 of the intention to file a notice of intent.) II. Current Situation Deadline for submitting the HOME Program Description to HUD is March 30~ 1992. This Program Description must generally describe what programs and activities the City intends to undertake with the HOME funds) but it does not have to describe specific projects, procedures and recipients. That can be determined later. HOME Program Description (Attachment) is designed to support the following general activities: Rehabilitation of owner-occupied buildings Assistance to first-time homebuyers Improvement of rental properties~ including in the concentrated Neighborhood Stabilization and Enhancement Program (NSEPtion) area. (In the Hurt Park and Mountain View neighborhoods) New construction by designated Community Housing Development Organizations, for single-family owner-occupied infill houses. (Home regulations require at least 15% of the City's allocation be set aside for use by such non-profit housing organizations. Such organizations or public agencies are the only entities which may use HOME funds to do new construction.) March 23, 1992 Page 2 III. Issues A. Consistency v~ith established policies B. Cost to the City C. Timing IV. Alternatives A. Authorize the City Manager to submit the attached Program Description to HUD to apply for the City's allocation of $756,000 of HOME funds. Consistency with established policies would be met as the Program Description reflects generally the priorities defined in the approved CHAS, particularly support of new homeownership, and of the improvement of existing housing stock, both owner-occupied and rental. Cost to the City would be nothing directly. Administration of the Program would be accommodated with existing City staff and that of the Redevelopment & Housing Authority. HOME funds may not be used to pay administrative expenses to the City's staff. No matching funds from the City are required for this year's allocation. Timing is such that the application must be received by HUD's Richmond Office by March 30. HUD then will have 30 days to either approve the Program Description or require amendments to it. Funds should be available for Program operations as early as May, 1992. Council will be asked to appropriate these funds to specific pro- jects at a later date. B. Do not authorize the City Manager to submit the attached Program Description to HUD for the HOME Program allocation. Consistency with established policies .:'ould not be met, as there would be a significant loss of funds to support the housing poli- cies and programs identified in the approved CHA$. Cost to the City would be the loss of the $756,000 for housing subsidies. Among the impacts would be a loss of improvement and strengthening of the residential tax base. 3. Timing is not an issue· Missing the March 30 deadline would result in loss of the allocation. March 23, 1992 Page 3 V. Recommendation Concur in Alternative A, thereby authorizing the City Manager to submit the attached Program Description to HUD to apply for the City's allocation of $756,000 of HOME funds. Respectfully submitted, W .~ert Herbert City Manager WRH;HDP:rms(CR.60.I,2,3) Attachment CC: City Attorney Director of Finance Director Of Public Works Building Commissioner Housing Development Coordinator Grants Monitoring Administrator Executive Director, RRHA APPLICATION FOR FEDERAL ASSISTANCE City o~f Roanoke, Virginia Office of the City Manager 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011 Home Investment Partnerships Pro~ram City of Roanoke, Virginia !TT$C~HF-'~T 3 Inde endent Cit W. Robert Herbert City Manager (703) 981-2333 Department of Housing and Urban Develo merit Residential housing rehabilitation, new housing construction and first-time home buyer assistance within the City of Roanoke, Virginia 6/1/92 TOTAL 756 ~ 000 aa aa 0g 756,000 Sixth AuthorJz~;I for Local ReprocluctJon HOME Investment Partnerships Program CITY OF ROANOKE, VIRGINIA Program year May 1992 - June 1993 Federal Fiscal Year 1992 Submitted March 25, 1992 Roanoke, Virginia HOME PROGRAM DESCRIPTION MARCH, 1992 I. OVERVIEW As documented in Roanoke's Comprehensive Housing Affordability Strategy, among the City's important and relevant characteristics are the following: 1. An aging housing stock, increasingly in need of repair, rehabilitation and maintenance; 2. An increasing supply of rental property, much of which is "affordable" but in disrepair, much in the older neighborhoods of the City; 3. Many households of low-moderate income paying as much or more for rent as would be required for a home mortgage payment; 4. A sizable inventory of vacant or underutilized houses and vacant lots, which could be used for good quality housing, but which currently are blighting and detrimental to the value of surrounding properties and their neighborhoods. In recognition of these characteristics, the City of Roanoke proposes to use its initial HOME allocation to address these issues and to support some of its long-established housing priorities, specifically: 1. Assistance to existing low-moderate income homeowners to maintain their homes; 2. Assistance to owners or buyers of substandard rental property or large vacant houses, to renovate them for quality rental to low-moderate income tenants; 3. Assistance to low-moderate income households to buy their first homes; 4. Assistance to non-profit community organizations to revitalize their neighborhoods, including through construction of appropriate new homes, especially for first-time homebuyers. The means of addressing these issues with HOME funds generally will be through expansion of current or previous programs. However, because of the specific requirements and allowances of HOME funding, some special arrangements will be made as necessary and appropriate to match the need/opportunity with the program approach with the HOME funding. II. PROPOSED USE OF HOME FUNDS Activities using HOME funds will be classified into four general categories, paralleling the four areas identified above: New Construction Substantial Rehabilitation Moderate Rehabilitation Acquisition Tenant Assistance Owner- Reserve for Occupied Rental Total CHDOs $113,500 0 $113,500 $113,500 $ 62,500 $150,000 $212,500 $140,000 $ 60,000 $200,000 $230,000 0 $230,000 0 0 0 0 TOTAL $546,000 $210,000 $756,000 $113,500 III. COMMUNITY HOUSING DEVELOPMENT ORGANIZATIONS (CHDOs) The City proposes to reserve at least $113,500 for use by CHDOs, which constitutes 15% of its HOME allocation. As is shown in the table above, it is expected that this will be used by CHDOs for new construction. It is hoped that most of this $113,500 will be used as interim, development funding, to be repaid upon sale of the constructed houses, and therefore would revolve a number of times by the CHDOs. The City intends to prepare a request for proposals for CHDOs, specifically for the construction of new infill single- family houses to be sold to first-time homebuyers in older neighborhoods of the City. The RFP will specify the definition of a qualified CHDO and require documentation from the applying organization that it meets this definition. The City will evaluate the proposals based on the experience and capability of the CHDO, the feasibility of the proposal, and the consistency of the proposed activity with established policies and priorities of the City, including the CHAS. The City reserves the option of increasing the amount of HOME funds allocated to CHDOs and modifying the activities by CHDOs that the City may support with its HOME allocation. IV. RESALE PROVISIONS FOR FIRST-TIME HOMEBUYERS In accordance with HOME regulations, any assistance to first time homebuyers will require that the home bought remain affordable and to the benefit of subsequent buyers who are of low- moderate income for 20 years, if the house is new construction, and 15 years if other than new construction. In other words, if the initial homebuyer sells the house within that period, the house must be sold to a buyer that is of low-moderate income, and at a price that will be both affordable and yet will provide the required "fair return" to the initial buyer. Rehabilitation assistance to existing owner-occupied houses. Loans and grants will be offered to existing home- owners to renovate their homes, to keep them comfortable and livable and energy-efficient. Rehabilitation assistance to rental property and vacant structures to be rental property. Loans and grants will be offered to owners of substandard rental property to rehabilitate them. This will be used in identified concentrated areas in conjunction with code enforcement through the Neighborhood Stabilization and Enhancement Program (NSEPtion), but may also be offered for properties over a larger part of the City. Flexible assistance to first-time homebuyers. HOME funds will be an important flexible resource in the Homeownership Assistance "Mega-Program" pool. New homebuyers will be able to access a variety of financial tools to assist them in buying their first homes. Conditional grants for part of the down payments and closing costs will be a major part of this assistance, as will second mortgages for purchase or rehabilitation of houses when matched with other financing resources in the Mega- Program pool. HOME funds may also be used for interim financing for purchase and rehabilitation, in order to get the house to a condition that permanent mortgage financing from other sources will be available. Support of new construction of single-family homes by Community Housing Development Organizations (CHDOs) to be sold to first-time homebuyers. Some existing CHDOs have experience in developing new in-fill houses for sale to low-moderate income buyers. At least one such organization currently plans to build five additional houses on vacant lots in the next year. HOME funds may be used to assist in this project, either as construction financing with repayment upon sale, or as direct subsidy to reduce development costs. The following chart shows the HOME funds expected to be committed to the various activities eligible for HOME assistance, (owner-occupied or rental property), the type activities and how much is expected to be reserved for use by CHDOs. Any homes bought with the help of HOME funds by first-time buyers will have a recorded restriction that specifies the need to sell only to qualified buyers, and describing how the sales price is to be limited. The price will be influenced by the terms of the financing available, since the house payment for the subsequent buyer may not exceed 30% of the gross income of a family at 75% of the area median income at that time. To the extent that assistance is available from the City or other agencies at the time of that later sale, the subsequent buyer may use that assistance to reduce the monthly payment. Initially, the mechanism described in Attachment G, to CPD- 92-01 is intended to be used as guidance in this regard. However, the City may modify this part of its HOME description as that portion of the Homeownership Assistance activities are designed for HOME use. In accordance with 24 CFR 92.503(b), in the case of any violations of the HOME long-term affordability requirements, the homebuyer will be required to repay his/her HOME subsidy to the City's HOME local trust fund account. List of Attachments Attachment A - Certifications Attachment I~ - Affirmative Marketing Procedures CERTZFXCATXONB HOME PROGRAM DBSCRXPTION In accordance with the Home Investment Partnerships Act and with 24 CFR 92.150 of the Homo Znvee~uon% Partnership Program Rule, the participating jurisdiction certifies that= (a) Before committing any funds to a project, it will evaluate the project in accordance with the guidelines that it adopts for this purpose and will not invest any more HOME funds in combination with other Federal assistance than is necessary to provide affordable housing; (b) If the participating jurisdiction is not on the list published under 24 CFR 92.51 and intends to do new construction to facilitate a neighborhood revitalization program; For 1. each neighborhood revitalization program, Rehabilitation is not the most cost-effective way to meet the participating jurisdictions need to expand the supply of affordable housing within the neighborhood and the participating jurisdictions housing needs, within the neighborhood, cannot be met through rehabilitation of the available housing stock; and The program of new construction is needed to facilitate a neighborhood revitalization program that emphasizes rehabilitation of substandard housing for rental or ~omeownership opportunities by low-income and moderate- income fAm{lies in an area designated by the jurisdiction; 3. The housing is to be located in a low-income neighborhood; 0 The housing is to be developed, owned, or sponsored by a community housing development organization or a public agency; and The number of housing units to be constructed with HOME funds does not exceed 20 percent of the total number of housing units in the neighborhood revitalization program that are assisted with HOME funds; unless (a) ~, (c) (d) The housing is to be located in a severely distressed area within the neighborhood with large tracts of vacant land and abandoned buildings~ or (b) The housing is to be located in an area within the neighborhood with an inadequate supply of existing housing that can economically be rehabilitated to meet identified housing needs~ or (c) The new construction is required to accomplish the neighborhood revitalization program. If the participating jurisdiction is not on the list published under 24 CFR 92.51 and intends to do new construction on the basis of special needs~ For each project, Rehabilitation is not the most cost-effective way to expand the supply of affordable housing for the special need and the special need cannot be met through rehabilitation of the available housing stock~ Based on objective data in its annual approved housing strategy, a high priority need for such housing exists in the jurisdiction~ and there is not a supply of vacant, habitable, public housing units in excess of normal vacancies resulting from turnovers that could meet the specified need. 3. The HOME funds are used for new construction of one or more of the following~ a. Housing for f~m4lies of five or more persons~ b. Housing for persons with disabilities~ c. Single room occupancy houslng~ and Housing that is necessary to further the desegregation or racial deconcentration of housing within the jurisdiction pursuant to a court- approved settlement agreement, compliance agreement, or voluntary plan approved by HUD if tenant-based assistance is not sufficient to meet the specified need within a reasonable time. If the participating jurisdiction intends to provide tenant- based rental assistance~ The use of HOME funds for tenant-based rental assistance is an essential element of the participating jurisdiction's annual approved housing strategy for expanding the supply, (e) (g) affordability, and availability of decent, safe, sanitary, and affordable housing· The submission of the program description is authorized under State and local law (as applicable), and that it possesses the legal authority to carry out the Home Investment Partnerships (HOME) Program, in accordance with the HOME regulations; It will comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended, implementing regulations at 49 CFR part 24 and the requirements of 24 CFR 92.353; It and State recipients, if applicable, will use HOME funds pursuant to its Comprehensive Housing Affordahility Strategy (CHAS) approved by HUD and all requirements of 24 CFR Part 92; It will or will continue to provide a drug-free workplace by: Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; Establishing an ongoing drug-free awareness program to inform employees about - (a) (b) The dangers of drug abuse in the workplace; The participating jurisdiction's policy of maintaining a drug-free workplace; (c) Any available drug counseling, rehabilitation, and employee assistance programs; and (d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; ® Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (1); Notifying the employee in the statement required by paragraph (1) that, as a condition of employment 3 under the grant, the employee will-- e (a) Abide by the terms of the statement; and (b) Notify the employee in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; Notifying the agency in writing, within ten calendar days after receiving notice under paragraph 4(b} from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; Taking one of the following actions, within 30 calendar dayl Of receiving notice under paragraph 4(b), with respect to any employee who ks so convicted-- (a) Taking appropriate personnel motion a gainer such an employee, up to and inoludin termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal State, or local health, law enforcement, or other appropriate agency; Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs 1, 2, 3, 4, 5 and 6. The grantee may insert in the space provided below the sites(s} for the performance of work done in connection with the specific grant= 4 Place of Performance (Street address, city, county, state, zip code) (l) To the best of its knowledge and belief: me No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement~ If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence and officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agrae~nt, it will complete and submit Standard Fcrm-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions~ and It will require that the language of paragraph (h) of this certification he included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. Attachment B HOME Investment Partnerships Program Affirmative Marketing Procedures General Policy: It is the Policy of the City of Roanoke and the Roanoke Redevelopment and Housing Authority to administer the HOME program so that individuals of similar income have similar available housing choices, regardless of race, color, religion, sex, national origin, or handicap. Each property owner applying for participation in the HOME program shall agree to avoid any discrimination on the basis of race, color, religion, sex, national origin, or handicap, and shall agree to market their vacant rental units in good faith to inform and attract eligible tenants from all racial, ethnic, and gender groups. The City of Roanoke (City) and/or the Roanoke Redevelopment and Housing Authority (RRHA) shall give a copy of these Policies and Guidelines to the following: 1. Applicant property owners. Current tenants of housing to be rehabilitated under the Program. Social service agencies, including Total Action Against Poverty (TAP), League of Older Americans (LOA), Legal Aid Society, and Roanoke Neighborhood Partnership. Resident organizations of affected/eligible neighborhoods. 5. General public, upon request. o Community Housing Development Organizations CHDOs) participating in the HOME program. In addition, all advertisements, press releases, information packages, application forms, and written communications prepared by the City or the RRHA relative to the HOME program shall include the Equal Housing Opportunity logo or statement. If a participating rental property owner wishes, the RRHA may refer holders of Section 8 certificates or housing vouchers to the rehabilitated property for possible occupancy. As provided in 24 CFR 511.10(m)(2), to the extent rent- subsidized tenants occupy HOME units, other affirmative marketing procedures will not be required of the property owner. For any occupancy other than by tenants holding rental subsidy authorizations, the property owner must follow the procedures established in Section C (below) C. Other than as allowed in Section B (above), each participating rental property owner shall seek to attract De tenants regardless of race, color, religion, sex, national origin, or handicap, of all minority and majority groups, especially those unlikely to apply without special outreach, to units vacant after rehabilitation or that later become vacant. These marketing efforts shall include, at a minimum, the following: Notification to the RRHA and TAP of any and all vacancies. The RRHA may notify people on the Section 8, Housing Voucher, and public housing waiting lists of the vacancy. Posting of Equal Housing Opportunity poster, provided by the City or the RRHA, on vacant premises and rental offices, if existing. If qualified prospective tenants are not otherwise available, the owner shall advertise any and all vacancies in the Roanoke Times and World News and the Roanoke Tribune, such advertisement to include the Equal Housing Opportunity logo or statement. Such advertisements will specify that vacant units are available for but not limited to, Section 8 tenants. Documentation: Each participating rental property owner shall document affirmative marketing, such records to include the following: Copies of all advertisements, notices, and other outreach for all vacancies. A log of all contacts with potential tenants, including race, sex, approximate age, and reasons for not accepting as tenants. Quarterly reports to the City or the RRHA, in a format provided by the City or the RRHA, regarding the occupancy of all assisted units and marketing activities for any vacancies. The City or the RRHA shall keep records including the following: 1. A log of vacancies reported by owners. Copies or other evidence of notices regarding the Program and vacancies sent to agencies and/or organizations by the RRHA. 3. Copies of advertisements placed by owners. 4. Records of characteristics of tenants occupying units, including race, sex, and approximate age. Assessment: The City shall use the quarterly reports filed by property owners to verify compliance with affirmative marketing and Equal Housing Opportunity requirements. In addition, the City or the RRHA may make other periodic inspections of the property owner's records concerning tenants and marketing activities, or ask for other information about the same. Violations: Failure to comply with Equal Opportunity, Nondiscrimination, or Affirmative Marketing requirements will result in a written notice from the City or the RRHA to the property owner that specific provisions of the Deed of Trust, or other agreement(s), between the two parties have been violated, defining what corrective actions, if any, are to be taken, and advising that further violations or failure to take the prescribed actions may require repayment of the HOME loan or grant and/or other financing provided. Office of the City Clerk March 26, 1992 File #76 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30918-032392 authorizing you to enter into a contract with the Roanoke Valley Trouble Center, Inc., ("TRUST") to continue its provision of coordination and technical assistance to the Roanoke Drug and Alcohol Abuse Council through June 30, 1992, with an option to continue said assistance for an additional 12 months, upon mutual agreement of both parties. Resolution No. 30696-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~_ Mary F. Parker, CMC/AAE City Clerk MFP: sw Ene. pc: Mr. Stuart Israel, Executive Director, Roanoke Valley Trouble Center, 360 Washington Avenue, S. W., Roanoke, Virginia 24016 The Honorable Phillip Trompeter, Chairperson, Roanoke Drug and Alcohol Abuse Council, P. O. Box 986, Roanoke, Virginia 24005 Mr. James D. Ritchie, Director, Human Resources Ms. Donna S. Norvelle, Human Resources Coordinator Mr. Barry L. Key, Manager, Office of Management and Budget Ms. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, virginia 24011 (703) 981.2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of March, 1992. No. 30918-032392. A RESOLUTION authorizing the City Manager to enter into a contract with the Roanoke Valley Trouble Center, Inc. ("TRUST") to continue its provision of coordination and technical assistance to the Roanoke Drug and Alcohol Abuse Council, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager or Assistant City Manager, and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, the Valley Trouble Center, Inc. coordination and technical requisite contract, with the Roanoke ("TRUST") to continue its provision of assistance to the Roanoke Drug and Alcohol Abuse Council, through June 30, 1992, with an option to continue said assistance for an additional twelve (12) months upon the mutual agreement of both parties, such services being more particularly set forth in report of the City Manager dated March 23, 1992, said contract shall be in form approved by the City Attorney. ATTEST: City Clerk. Office of the City Clerk March 26, 1992 File//60-76 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30917-032392 amending and reordaining certain sections of the 1991-92 Grant Fund Appropriations, providing for the transfer of $8,000.00 from Temporary Employee Wages to Fees for Professional Services, in connection with execution of a contract with the Roanoke Valley Trouble Center, Inc., ("TRUST") to continue its provision of coordination and technical assistance to the Roanoke Drug and Alcohol Abuse Council through June 30, 1992. Ordinance No. 30917-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Eric. pc: Mr. W. Robert Herbert, City Manager Mr. James D. Ritchie, Director, Human Resources Ms. Donna S. Norvelle, Human Resources Coordinator Mr. Barry L. Key, Manager, Office of Management and Budget Ms. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 2'15 Church Avenue, S.W. Roanoke, VirGinia 2401.1 (703) 96.1-254.1 IN THB COUNCIL OF THB CITY OF ROANOKE, VIRGINIA The 23rd day of March, 1992. No. 30917-032392. AN ORDINANCE to amend and reordain certain sections of the 1991-92 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1991-92 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Community Development Block Grant FY90-91 Drug and Alcohol Abuse Council (1-2) ............... $ 2,204,031 40,000 1) Fees for Profes- sional Services 2) Temporary Employee Wages (035-090-9039-2010) (035-090-9039-1004) $ 8,000 (8,000) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia March 23, 1992 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: SUBJECT: Contract For Services With Roanoke Valley Trouble Center, (TRUST) Inc. I. BACKGROUND The City Manager's Drug Strategy Task Force recommended in its report, "Roanoke At Risk" that a permanent on-going committee be established to provide the central clearinghouse for information, program development, and coalition building among organizations towards setting a community-wide norm that drug and alcohol abuse is not acceptable. The Task Force recommended that staff be assigned to coordinate substance abuse prevention and treatment activities and provide technical assistance. The City Manager appointed 33 individuals from education, business, government, neighborhood and civic organizations, law enforcement, the judiciary, and human services and established the Roanoke Drug and Alcohol Abuse Council in May 1990. (Drug and Alcohol Abuse Council membership list is attached.) City Council authorized fundin9 for the Drug and Alcohol Abuse Council program as part of the 1990-1991 Community Development Block Grant {CDBG) and the 1991-1992 Community Development Block Grant application on May 13, 1991 (Resolution No. 30508-51391). City has received HUD approval of the CDBG application by letter dated June 19, 1991. City invited applications from individuals or organizations to assure that all interested parties had an opportunity to submit proposals for consulting services to the Roanoke Drug and Alcohol Abuse Council. Go After careful review and consideration~ the interview committee recommended that the City contract with Roanoke Valley Trouble Center, Inc. (TRUST) for an initial six-month period to provide coordination and technical assistance to the Drug and Alcohol Abuse Council. CURRENT SITUATION On September 9~ 1991~ City Council authorized the City Manager to execute a six-month sub-grantee agreement with Roanoke Valley Trouble Center, Inc. to provide consulting services to the Roanoke Drug and Alcohol Abuse Council. Roanoke Valley Trouble Center~ Inc. (TRUST) has been providing support and technical assistance to the Roanoke Drug and Alcohol Abuse Council in a timely and appropriate manner according to the terms of the sub-grantee agreement for 6 months. The time of performance ended on March 10, 1992 according to the terms of the sub-grantee agreement. III. ISSUES The sub-grantee contract needs to be extended through June 30, 1992 with an option to continue for an additional 12 months upon mutual agreement of both parties. A. Services to Citizens. B. Funding. C. Compliance with applicable regulations. D. Timing. IV. ALTERNATIVES Authorize the City Manager to execute the attached sub-grantee agreements with Roanoke Valley Trouble Center, inc. (TRUST) to continue its consulting service to the Roanoke Drug and Alcohol Abuse Council. Services to Citizens. The quality of the support and coordination provided to the Roanoke Drug and Alcohol Abuse Council would be enhanced. Funding. Funding is available in CDBG Account Number 035- 090-9039-1004. Compliance with applicable regulations. Compliance is assured through contract review and project monitoring by the City's Office of grants Compliance. 4. Timing. There would be no disruption in the support and coordination. Activities would continue in a timely manner. Do not concur with the recommendation and do not authorize the City Manager to execute the sub-grantee agreement. Services to Citizens. The quantity and quality of the support and coordination provided to the roanoke Drug and Alcohol Abuse Council would be negatively impacted due to delays in providing staff support. Funding. Funds are available. Compliance with applicable regulations. not be an issue. Compliance would Timing. The continuation of coordination is critically important. The Drug and Alcohol Abuse Council is currently involved in several projects requiring on-going staff support. V. RECOf~qENDATION City Council concur in the implementation of Alternative A and authorize the City Manager to execute the sub-grantee agreement. (copy attached.) Transfer }8~000.00 from temporary employee wages (035-090-9039- 1004} to fees for professional services {035-090-9039-2010). Respectfully submitted, W. Robert Herbert City Manager WRH:DSN Attachment CC: City Attorney Director of Finance Director of Human Resources Grants Monitoring Administrator Human Resources Coordinator Chairman, Roanoke Drug & Alcohol Abuse Council Executive Director, Roanoke Valley Trouble Center AGREEMENT This agreement, made this llth day of March 1992, by and between the CITY OF ROANOKE {City) and Roanoke Valley Trouble Center, Inc. (TRUST) The parties hereto agree as follows: I. SCOPE OF SERVICES Consulting in six general areas shall be undertaken by the Consultant. TRUST will provide a senior planning staff member to act as Project Coordinator. Changes or addition to the scope of services can be made at the discretion of the City, with the consent of the Consultant. All work shall be coordinated with the Director of Human Resources, City of Roanoke, The scope of services shall include the following: Overall responsibility for providing staff support and technical assistance to the Brug and Alcohol Abuse Council and its committees. Includes the following activities; Work in cooperation with the Drug Council chairman and sub-committee chairmen to schedule meetings, prepare meeting agendas, agenda packets, and other necessary materials. Assure that accurate minutes of every Drug Council and sub-committee meeting are maintained and distributed in a timely fashion to appropriate parties. 3. Write reports and press releases as necessary. 4. Communicate regularly and as needed with Council members regarding pertinent information. o Work directly under the supervision of the Human Resources Coordinator, Project Director. Keep Project Director informed of activities and joint planning efforts. B. Assist community organizations identify and access resources such as funding and services related to substance abuse. C. Serve as administrator for program's day-to-day activities. Coordinate activities relative to the Council and other substance abuse projects as deemed appropriate by the Council or the Director of Human Resources. E. Coordinate annual recognition events for outstanding contributions to the mission of the Drug and Alcohol Abuse Council. F. Overall responsibility for all necessary support services including, but not limited to, clerical, telephone, postage, local travel, and printing. 2. TIME OF PERFORt~E This agreement shall be for the period of March 11, 1992, through June 30, 1992, with the option to extend up to an additional 12 months upon the agreement of both parties. 3. FEES The total compensation to TRUST for the above staff and scope of service shall be $2,000 per month and prorated for any remaining portion of a month. This cost includes professional staff time, clerical services, printing and copying, travel, supplies, and all expenses necessary to complete the scope of services. 4. PROPOSED PAYMENT SCHEOULE Payment to the consultant shall be made monthly upon completion of monthly activities. TERMINATION This Agreement may be terminated by either the City or the Consultant upon written notification thirty (30) days prior to termination. 6. REPORTING The Consultant agrees to submit written performance progress reports to the Project Manager on the 11th day of each month and July 1, 1992. 7. COMPLIANCE WITH FEDERAL REGULATIONS The Consultant agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment A, and all other applicable federal regulations relating to specific programs performed hereunder. All records pertaining to this agreement shall be retained for a period of three (3) years after the expiration date of the Agreement. Appropriate City and/or HUD personnel shall have free access to those records during the Agreement duration and the following three-year time period. 8. INDE)INIFICATION The Consultant agrees to indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgements advanced against the City and for expenses the City may incur in this regard, arising out the the Consultant's negligent acts or omissions with respect to the rights and privileges granted by the City to the Consultant in this Agreement. 9. CONFLICT OF INTEREST No employee, agent consultant officer or appointed official of the Consultant, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activities, may obtain a personal or financial interest in any contract, subcontract, or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their tenure or for one (1) year thereafter. The consultant agrees not to participate in activities related to drug abuse prevention, enforcement, and/or treatment which conflict with the intent, mission, or philosophy of the Roanoke Valley Drug & Alcohol Abuse Council. In the event of question, consultant agrees to solicit the endorsement of the Roanoke Drug and Alcohol Abuse Council and City Manager in a timely manner. 10. LIABILITY COVERAGE The consultant will provide professional liability insurance coverage of an amount of at least $1,000,000.00 naming the City of Roanoke additionally insured. 11. GOVERNING LAW This Agreement shall be governed by the Commonwealth of Virginia. 12. RENEWAL The City has the option to renew this contact upon mutual agreement with the consultant for up to 12 months. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year hereinabove written: A1-FEST: CITY OF ROANOKE BY BY Ftary F. Parker, City Clerk W. Robert Herbert, City Hanager CONSULTANT BY Wi tness BY TRUST, Executive Director Office of the City Clerk March 26, 1992 File #6?-33 The Honorable C. Richard Cranwell Member, House of Delegates 111 Virginia Avenue Vinton, Virginia 24179 Dear Delegate Cranwell: I am enclosing a certified copy of Resolution No. 30919-032392 encouraging continuance of the Commonwealth Games of Virginia in the Roanoke Valley. Resolution No. 30919-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #67-33 The Honorable A. Victor Thomas Member, House of Delegates 1301 Orange Avenue, N. E. Roanoke, Virginia 24012 Dear Delegate Thomas: I am enclosing a certified copy of Resolution No. 30919-032392 encouraging continuance of the Commonwealth Games of Virginia in the Roanoke Valley. Resolution No. 30919-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Since~,ely, /-~ City Clerk MFP: sw gnc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #67-33 The Honorable Clifton A. Woodrum, III Member, House of Delegates P. O. Box 1371 Roanoke, Virginia 24007 Dear Delegate Woodrum: I am enclosing a certified copy of Resolution No. 30919-032392 encouraging continuance of the Commonwealth Games of Virginia in the Roanoke Valley. Resolution No. 30919-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~d~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #67-33 The Honorable L. Douglas Wilder Governor Governor's Office State Capitol Richmond, Virginia 23219 Dear Governor Wilder: I am enclosing a certified copy of Resolution No. 30919-032392 encouraging continuance of the Commonwealth Games of Virginia in the Roanoke Valley. Resolution No. 30919-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #67-33 The Honorable J. Brandon Bell Member, Senate of Virginia P. O. Box 11341 Roanoke, Virginia 24022-1341 Dear Senator Bell: I am enclosing a certified copy of Resolution No. 30919-032392 encouraging continuance of the Commonwealth Games of Virginia in the Roanoke Valley. Resolution No. 30919-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-254! Office of the City Clerk March 26, 1992 File #67-33 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30919-032392 encouraging continuance of the Commonwealth Games of Virginia in the Roanoke Valley. Resolution No. 30919-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc o pc: Mr. Kenneth C. King, Chairperson, Virginia Amateur Sports, P. O. Box 1784, Roanoke, Virginia 24008 Ms. Martha Mackey, Executive Director, Roanoke Valley Convention and Visitors Bureau, 114 Market Street, Roanoke, Virginia 24011 Mr. Richard Wells, President, Board of Directors, Roanoke Valley Convention and Visitors Bureau, 114 Market Street, Roanoke, Virginia 24011 Mr. Joel M. Schlanger, Director of Finance Mr. George C. Snead, Jr., Director, Administretion and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Mr. William F. Clark, Director, Public Works Mr. Brian J. Wishneff, Chief, Economic Development Ms. Dolores C. Daniels, A~sistant to the City Manager for Community Relations Room 456 Municipal Building 215 Church Ave~ .,q. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of March, 1992. No. 30919-032392. A RESOLUTION encouraging the continuance of the Commonwealth Games of Virginia in the Roanoke Valley. WHEREAS, the governing bodies of the Roanoke Valley are interested in the economic well being of the Valley's citizenry and the community at large; and WHEREAS, the Commonwealth of Virginia has encouraged Southwestern Virginia to initiate its own means of economic development; and WHEREAS, Virginia Amateur Sports, Inc., has created a festival of games (named the Commonwealth Games of Virginia), which has been sanctioned by the National Congress of State Games with the endorsement of the Governor of the Commonwealth of Virginia; and WHEREAS, Virginia Amateur Sports, Inc. has been the solely designated group to organize and conduct the Commonwealth Games of Virginia; and WHEREAS, the Commonwealth Games of Virginia brings approximately 4.5 million dollars in economic impact to the Roanoke Valley and surrounding areas, while serving for thousands of young people as a wholesome and productive means of using leisure time, NOW, THEREFORE, BE IT RESOLVED that: 1. This Council encourages the Valley's state legislators to support our efforts to continue the Commonwealth Games of Virginia in Roanoke, and that this program of wholesome sports and economic development initiated by our community remain in our community; and 2. The Mayor is authorized to execute the appropriate documents with-other Valley Jurisdictions, evidencing City support for the Commonwealth Games continuing in Roanoke; and 3. The City Clerk is directed to forward attested copies of this resolution to The Honorable L. Douglas Wilder, Governor, Commonwealth of Virginia, The Honorable J. Brandon Bell, Member, Senate of Virginia, The Honorable C. Richard Cranwell, Member, House of Delegates, The Honorable A. Victor Thomas, Member, House of Delegates, of Delegates. and The Honorable Clifton A. Woodrum, Member, House ATTEST: City Clerk. '92 ~rdh~ ~2~, 1992 ~ ~ ~an~, ,~ Virginia Honorable Mayor Noel C. Taylor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: SUBJECTs RESOLUTION IN SUPPORT OF HOSTIN~ CO~OI~EALTH G~,~ES IN RO~NOKE I. BACKGROUNDs Commonwealth Games of Virginia, operated by Virginia Amateur Sports, have taken place in the Roanoke Valley and surrounding areas in 1990 and 1991. Economic Benefit of the Games on the Roanoke Valley has been realized in the form of lodging, meals, transportation and other purchases, and has been estimated to be approximately $4,500.000. II. CURRENT SITUATIONs ae Be Commonwealth Games of Virqinia will for the third time be hosted in the Roanoke Valley. Games will run from June 25 through June 28, 1992. Athletic events will be held in all four Roanoke Valley jurisdictions, as well as in other, more distant locations. 5000 - 6000 participants and their families are anticipated to visit Roanoke and the surrounding area during this time. D. Host communities for Commonwealth Games in 1993 and beyond are yet to be established. It is highly desirable to our local jurisdictions that the Commonwealth Games be continue to be held in the Roanoke Valley. Mayor and Members of Council March 23, 1992 Page 2 III. ISSUES: Economic Benefit Roanoke's reputation as Timing "The Festival City" IV. ALTERNATIVES: Adopt a resolution that encourages Roanoke's state legislators to recognize that the Commonwealth Games of Virginia is an event essential to the economic well being of the Citizens of Roanoke, and requests their commitment to keeping the games based in the Roanoke Valley; and authorizes the Mayor on behalf of the City to execute the appropriate document with the other Valley jurisdictions indicating their and the City's support for the Commonwealth Games remaining in the Roanoke Valley. 1. Economic Benefit may be continued through encouraging the hosting of future Commonwealth Games in the Roanoke Valley. Roanoke's reputation as "The Festival City" will be enhanced, by the Commonwealth Games remaining in the Valley. Timing relative to exhibiting unified Valley support for hosting the Commonwealth Games would be met. Do not adopt the proposed resolution. Economic Benefit will be lost if the games do not remain in the Roanoke Valley. Roanoke's reputation as "The Festival City" will be not enhanced, should the Commonwealth Games be located elsewhere. 3. Timinq would be moot. Mayor and Members of Council March 23, 1992 Page 3 V. RECOMMENDATION: City Council concur with Alternative "A", and adopt the appropriate resolution, encouraging the continuance of Roanoke as the host site for future Commonwealth Games. W. Robert Herbert City Manager WRH:GNF:gnf CC: Martha Mackay, Executive Director, Roanoke Valley Convention and Visitors Bureau Richard Wells, President, Board of Directors, Roanoke Valley Convention and Visitors Bureau Ken King, Chairman of the Board, Virginia Amateur Sports City Attorney Director of Finance Director of Administration and Public Safety Director of Public Works Manager, Economic Development Manager, Parks, Recreation and Grounds P.O. B~ 29800 ROANOKE, VIRGINIA 240! 843798 COUNTY ADMINISTRATOR ECMER C. HOOG£ (70~) 7';2- 200~ March 26, 1992 BOARD OF SUPERVISORS (70~) 772-2005 The Honorable L. Douglas Wilder Governor's Office Third Floor, State Capitol Richmond, VA 23219 Dear Governor Wilder: Attached is a copy of Resolution No. 32492-2 supporting the continuation of the Commonwealth Games in the Roanoke Valley hosted by Virginia Amateur Sports. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, March 24, 1992. If you need further information, please do not hesitate to contact Sincerely, bjh Attachment CC: Mary H. Allen, Clerk Roanoke County Board of Supervisors The Honorable Brandon Bell, Virginia Senate The Honorable Malfound "Bo" T~,mho, Virginia Senate The Honorable C. Richard Cranwell, Virginia House The Honorable Clifton A. Woodrum, Virginia House The Honorable A. Victor Thomas, Virginia House The Honorable G. Steven Agee, Virginia House Mary F. Parker, Clerk, Roanoke city Council Forest Jones, Clerk, Salem City Council Carolyn Ross, Clerk, Vinton Town Council John Ch---bliss, Assistant County Administrator Kenneth C. King, Jr., Virginia Amateur Sports, Chairman &T A REGUL~RMEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, KELDAT THE ROANOKE COUNTY~DMINISTRATION CENTER ON TUESDAY, 14ARCH 24, 1992 RESOLUTION 32482-2 OF SUPPORT FOR CONTINUATION OF THE COMMONWEALTH GAMES IN THE ROANOKE VALLEY HOSTED BY VIRGINIA AMATEUR SPORTS WHEREAS, the governing bodies of the Roanoke Valley are interested in the economic well-being of its citizenry and the community at large; and WHEREAS, the Commonwealth of Virginia has encouraged Southwestern Virginia to initiate its own means of economic development; and WHEREAS, the Virginia Amateur Sports has created a festival of games (named the Commonwealth Games of Virginia), which has been sanctioned by the National Congress of State Games and the Governor of the Commonwealth of Virginia; and WHEREAS, the Commonwealth Games of Virginia brings approximately 4.5 million dollars in economic impact to the Roanoke Valley and surrounding areas. NOW, THEREFORE, BE IT RESOLVED, as follows: 1. That the Board of Supervisors of Roanoke County, Virginia, encourages our local and state legislators to designate the Roanoke Valley as the permanent site for the commonwealth Games of Virginia, and that this program of economic development initiated by our community remain in our community; and 2. That the Roanoke County Board of Supervisors supports Virginia Amateur Sports continuing to serve as the solely designated group to organize and conduct the Commonwealth Games of Virginia; and 3. That the Chairman of the Board is authorized to execute the appropriate documents with the other Valley jurisdictions, evidencing County support for the Commonwealth Games continuing in the Roanoke Valley; and 4. That the Clerk to the Board is directed to forward attested copies of this resolution to the Honorable L. Douglas Wilder, Governor, Commonwealth of Virginia, and the Roanoke Valley legislators in the General Assembly. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Kohinke, Minnix, Nickens, Eddy, NAYS: None A COPY TESTE: cc: Mary H. ~Allen, Clerk Roanoke County Board of Supervisors File The Honorable L. Douglas Wilder, Governor The Honorable Brandon Bell, Virginia Senate The Honorable Malfound "Bo" Trumbo, Virginia Senate The Honorable C. Richard Cranwell, Virginia House The Honorable Clifton A. Woodrum, Virginia House The Honorable A. Victor Thomas, Virginia House The Honorable G. Steven Agee, Virginia House Mary F. Parker, Clerk, Roanoke City Council Forest Jones, Clerk, Salem City Council Carolyn Ross, Clerk, Vinton Town Council John Chambliss, Assistant County Administrator Kenneth C. King, Jr., Virginia Amateur Sports, Chairman Office of Ihe City Clerk March 26, 1992 File#70-183-20 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30921-032392 accepting the bid of Contracting Enterprises, Inc., for certain traffic signal and fire alarm work, including repairing, rebuilding or providing additional installations at various locations throughout the City, upon certain terms and conditions, in the amount of $65,310.00. Ordinance No. 30921-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. pc: Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director, Public Works Mr. Robert K. Bengtson, Acting Manager, Signals and Alarms Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director, Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Mr. Rawleigh Quarles, Chief, Fire Department Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #70-183-20 Mr. Lucian Y. Grove, President Contracting Enterprises, Inc. P. O. Box 13725 Roanoke, Virginia 24036 Dear Mr. Grove: I am enclosing copy of Ordinance No. 30921-032392 accepting the bid of Contracting Enterprises, Inc., for certain traffic signal and fire alarm work, including repairing, rebnilding or providing additional installations at various locations throughout the City, upon certain terms and conditions, in the amount of $65,310.00. Ordinance No. 30921-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mawr F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk March 26, 1992 File #70-183-20 Mr. Daniel R. Dibble Vice President of Operations Southeastern Electrical Contractors, Inc. 2638 Rutrough Road, S. E. Roanoke, Virginia 24014 Dear Mr. Dibble: I am enclosing copy of Ordinance No. 30921-032392 accepting the bid of Contracting Enterprises, Inc., for certain traffic signal and fire alarm work, including repairing, rebuilding or providing additional instailations at various locations throughout the City, upon certain terms and conditions, in the amount of $65,310.00. Ordinance No. 30921-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc o Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk March 26, 1992 File {{70-183-20 Mr. J. Wayne Conner, President Montvale Construction, Inc. P. O. Box 184 Montvaie, Virginia 24122 Dear Mr. Conner: I am enclosing copy of Ordinance No. 30921-032392 accepting the bid of Contracting Enterprises, Inc., for certain traffic signai and fire aiarm work, including repairing, rebuilding or providing additional installations at various locations throughout the City, upon certain terms and conditions, in the amount of $65,310.00. Ordinance No. 30921-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Eno. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 23rd day of March, 1992. No. 30921-032392. VIRGINIA, AN ORDINANCE accepting the bid of Contracting Enterprises, Incorporated for certain traffic signal and fire alarm work, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bid of Contracting Enterprises, Incorporated made to the City in the total amount of $65,310.00, calculated on a unit price basis, for certain traffic signal and fire alarm work including repairing, rebuilding, or providing additional installations, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 4. municipal In order to provide for the usual dally operation of the government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Clerk March 26, 1992 File #60-70-183-20 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30920-032392 amending and reordaining certain sections of the 1991-92 Capital and General Funds Appropriations, providing for the transfer of $65,310.00, to provide funds in connection with award of a contract to Contracting Enterprises, Inc., for certain traffic signai and fire alarm work, including repairing, rebuilding or providing additionai installations at various locations throughout the City, upon certain terms and conditions. Ordinance No. 30920-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, /~0~-Ja~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. pc.' Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director, Public Works Mr. Robert K. Bengtson, Acting Manager, Siguais and Alarms Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director, Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Mr. Rawleigh W. Quarles, Fire Chief Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Vircmia 24011 (703) 981-2541 ~N THE COUNCXL OF THE C~TY OF ROANOKE; VIRGINIA The 23rd day of March, 1992. No. 30920-032392. AN ORDINANCE to amend and reordain certain sections of the 1991-92 Capital and General Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily Government of the exist. THEREFORE, operation of the Municipal City of Roanoke, an emergency is declared to BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1991-92 Capital and General Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Camit&l Fund Appropriations Traffic Engineering Traffic Signals - Underground (1) .................. Traffic Signals - General (2) ...................... Streets and Bridges School Speed Limit Flashers (3) .................... $ 1,331,736 65,310 614,696 8,086,956 14,818 General ~u~d Appropriations Public Works Street Paving (4) ................................. Non-departmental Transfer to Other Funds (5) ....................... $19,657,766 1,418,603 11,727,804 10,700,304 1) Appropriation From General Revenue 2) Appropriation From General Revenue 3) Appropriation From General Revenue (008-052-9571-9003) $ 65,310 (008-052-9560-9003) (42,708) (008-052-9668-9003) (1,182) 4) Fees for Professional Services (001-052-4120-2010) 5) Transfer to Capital Projects Fund (001-004-9310-9508) $(21,420) 21,420 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. '92 Roanoke, Virginia March 23, 1992 Honorable Noel C. Taylor, and Members of Council Roanoke, Virginia Mayor Dear Members of Council: SUBJECT: Bids For Underground Traffic Signal and Fire Alarm Work - Various Locations I. Backqround: Bids for this project were received after due and proper advertisement, until 2:00 p.m., on March 6, 1992, at which time all bids so received were publicly opened and read in the Office of the Manager of General Services. Three (3) bids were received and reviewed by a staff committee consisting of William F. Clark, Director of Public Works, D. Darwin Roupe, Manager of General Services, and Robert K. Bengtson, Acting Manager of Signals & Alarms. The low bid, in the amount of $65,310 was submitted by Contracting Enterprises, Incorporated. City practice has been to enter into a contract for underground work associated with installing and rebuilding traffic signals. Purpose of bids is to develop unit prices for certain work incorporated in traffic signal and fire alarm work for repairing, rebuilding, or additional installations. These prices are good for one year with a six-month extension upon mutual agreement. Approval of contract will allow work to be accomplished at various locations throughout the time period without having to receive bids for each location. II. Current Situation: Contract will establish unit prices and a maxim~m total to be spent. Estimated quantities are for known work at several locations identified below. Additional work will be performed at other locations based on these same unit prices. Purchase orders will be issued for each location prior to start of work. Members of Council Page 2 III. IV. 1. Melrose Avenue & Salem Turnpike, N.W. 2. Riverland Road & Ninth Street, S.E. 3. Orange Avenue & Plantation Road / Hollins Road, N.E. 4. Several intersections require minor work, such as repair or installation of vehicle detector loops. Issues: A. Compliance of bidder with requirements of the contract documents. B. Amount of iow bid C. Funding for construction D. Time of completion Alternatives: Council accept the lowest responsible bid, based on unit prices bid, and award a contract to Contracting Enterprises, Incorporated for work to be accomplished in the amount of $65,310. Purchase orders will be issued for the work at various locations throughout the City during the coming year. Compliance of the bidder with the requirements of the contract documents was met. 2. Amount of low bid is acceptable. 3. Funding for construction is available from: a) Traffic Signals General Account No. 008-052-9560-9065 in the amount of $42,708.00. b) School Speed Limit Flashers Account No. 008-052-9668-9065 in the amount of $1,182.00. c) Street Paving Account No. 001-052-4120-2010 in the amount of $21,420.00. Members of Council Page 3 4. Time of completion of work will with other projects and continue year. be coordinated for up to one B. Reject all bids and do not award contract. 1. Compliance with requirements documents would not be an issue. of contract 2. Amount of low bid would probably be higher if bid at a later date. 3. Fundinq for construction would not be spent at this time. Time of completion of work will be delayed, thereby minimizing the proper operation of certain traffic signals; and will probably require separate bids for each job thereby incurring additional costs. Recommendation: City Council approve Alternative "A" and award the contract to Contracting Enterprises, Incorporated on a unit price basis in the amount of $65,310.00. All work and payment will be by purchase order issued for each project location. B. Transfer funding from the following accounts: Traffic Signals General Account No. 008-052-9560-9065 in the amount of $42,708.00. School Speed Limit Flashers Account No. 008-052-9668-9065 in the amount of $1,182.00. 3. Street Paving Account No. 001-052-4120-2010 in the amount of $21,420.00. totaling $65,310.00, into a new account entitled "Traffic Signals - Underground". C. Reject the other bids received. Respectfully submitted, W .~Rc b 'er e~~rbert~ City Manager Members of Council Page 4 WRH:RKB:jrm Attachment: Tabulation of Bids copy: City Attorney Director of Finance Director of Public Works Manager of General Services Acting Manager of Signals & Alarms City Engineer Tabulation of Bids for Underground Traffic Signal and Fire Alarm Work at Various Locations Throughout the City of Roanoke Bids opened Friday, March 6, 1992, 2:00 p.m. BIDDER BASE BID ADDENDUM RECEIVED Contracting Enterprises, Inc. Southeastern Electrical Contractors, Inc. Montvale Construction, Inc. $65,310.00 Yes $66,432.00 Yes $101,300.00 Yes March 23, 1992 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Monthly Financial Report 1992. Attached is a copy of the financial report for the month of February, JMS/kp Attachment CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE AS OF FEBRUARY 29, 1992 Gene~&l Contingency: Balance July 1, 1991 Ord. No. Department CMT City Clerk CMT Engineering CMT City Attorney CMT City Manager 30680 Police - Investigation 30697 Income Maintenance 30767 TAP 30795 Personnel CMT City Attorney CMT City Attorney 30850 Social Services CMT Planning CMT City Attorney CMT City Attorney CMT City Attorney Purpose Excess Maintenance Contract Funds Excess Maintenance Contract Funds Excess Maintenance Contract Funds Excess Maintenance Contract Funds Portable Radios Additional Position Transitional Living Center Pay Plan Review Professional Services Professional Services Day Care Fifth Planning Dist. Services Litigation Litigation Litigation 409,797 6,000 1,716 2,416 2,648 14,755) 10,432) 37,5OO) 36,174) 5,000) 5,000) 45,000) 5,000) 6,000) 5,000) 5,000) 247,716 Maintenance of Fixed Assets Contingency: 30885 Balance July 1, 1991 Department Building Maintenance Festival in the Park 200,000 ( 26.725) 173,276 Equipment Replacement Contingency: Balance July 1, 1991 Ord. No. DeDartment CMT Communications CMT Communications Purpose Telephone System Telephone system 600,000 2,585) 5,000) 592,415 CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE AS OF FEBRUARY 29, 1992 (CONTINUED) Supplemental Budgets: Balance July 1, 1991 Ord. No. Department CMT Personnel CMT Personnel Minority Recruitment Minority Recruitment 7,100 2,100) 6,000} Total Contingency Balance $1(013;406 2 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE General Property Taxes Other Local Taxes Permits, Fees, and Licenses Fines and Forfeitures Revenue From Use of Money and Property Education Grants-in-Aid Commonwealth Grants-in-Aid Federal Government Charges for Current Services Miscellaneous Revenue Internal Services Total Year to Date for the Period Jul 1-Fab 28 Jul l-Feb 29 Percentage 1990-91 1991-92 of Change $ 18,085,932 $ 20,384,037 12.71% 23,669,732 23,253,760 ( 1.76%) 366,618 351,794 ( 4.O4%) 449,789 365,065 { 21.06%) 866,782 424,071 19,978,304 19,662,793 13,565,511 13,822,966 26,985 26,665 1,978,871 1,861,637 635,613 182,727 1.123,411 1,089,032 Currant Fiscal Year Revbed Percent of Revenue Revenue Estimate Estimates Received 49,976,300 40.79% 38,694,666 60.10% 471,000 74.69 % 666,000 64.13% (50.50%) 916,740 46.26% 1,58%) 32,460,386 78.74% 1.90% 24,972,592 55.36% 4.89%) 27,000 95.06% 6.92%) 3,215,407 57.90% 71.25%) 248,025 80.13% ( 3.06%) 1.730.300 62.94% $ 80;737f546 $ 81r413~547 $ 193t368;306 53.09.===.~ 3 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period Jul 1-Feb 28 1990-91 Jul 1-Feb 29 1991-92 General Government $ 5,826,243 $ 5,732,328 Judicial Administration 2,322,930 2,231,877 Public Safety 18,486,191 20,280,808 Public Works 12,922,424 12,940,664 Health and Welfare 8,886,897 9,099,088 Parks, Recreation, and Cultural 2,620,824 2,605,137 Community Development 833,413 535,661 Education 41,397,816 41,061,O97 Debt Service 7,511,492 7,397,401 Nondepartmental 258.783 533.654 of Change 1.61%) 3.92%) 9.71% 2.39% Current Fiecal Year Unencumbered Revi~ed Budget Balance Appropriations OblJaated $ 2,988,467 $ 8,720,795 65.73% 1,159,412 3,391,289 65.81% 9,018,907 29,299,715 69.22% 6,737,937 19,678,601 65.76% 5,942,246 15,041,334 60.49% 0.60%) 1,350,473 3,955,610 65.86% (35.73%) 296,424 832,085 64.38% ( O.81%) 25,350,767 66,411,864 61.83% ( 1.52%) 1,153,766 8,551,167 86.51% 106.22% 3.065.229 3,598,883 14.83% Total $1011067f013 $102.417.715 1.34.~_~% $ 571063,628 $ 159.481.343 64.22% 4. CITY OF ROANOKE, VIRGINIA CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF FEBRUARY 29, 1992 General Government Education Recreation Streets and Bridges Sanitation Projects Traffic Engineering & Communications Other Infrastructure Projects Capital Improvement Reserve Total Expenditures Unexpended Outstanding Unencumbered Budoef~ To Date Balance Encumbrances Balance $ 10,897,716 $ 5,508,660 $ 5,389,056 $ 281,613 $ 5,107,443 10,665,833 5,186,106 5,479,727 1,260,401 4,219,326 412,538 181,777 230,781 213,358 17,403 8,088,138 5,153,711 2,934,427 514,331 2,420,096 1,049,971 720,815 329,156 135,596 193,560 1,266,426 1,078,403 188,023 14,674 173,349 19,819,536 13,826,004 5,993,532 523,657 5,469,875 8.223.352 8.223.352 8.223.352 $ 60.423.510 $ 31.655.476 $ 28.768~034 $ 2.943.630 $ 25.824.404 5 CITY OF ROANOKE WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 29, 1992 Operating Revenue: Commercial Sales Domestic Sales Industrial Sales Town of Vinton Roanoke County Customer Services Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services General Expenses Pumping Stations and Tanks Purification Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Rents Miscellaneous Sale of Land Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses Net Income 1992 1,092,403 1,313,951 84,726 11,826 993,054 230.213 3.726.173 610,107 1,061,600 256,995 211,490 2.140.192 1,585,981 476.265 1.109.716 97,405 4,250 4,000 105.655 1,215,371 $1.215,371 1991 $ 815,643 1,119,405 58,592 15,651 649,576 289.473 2.948,340 605,963 920,552 229,111 145.980 1.901.6Q6 1,046,734 468.413 578,321 103,352 10,442 3,461 10,000 127,255 705,576 2,667 2.667 702.909 6 WATER FUND (CONTINUED) Capital Outlay Not Included in Operating Expenses: Proiect New Services, Hydrants, Lines Unidentified Plant Replacement Fire Hydrants Expand Carvins Cove Plant FC Plans and Specs FY86 Project Design Carvins Cove Improvement Phase I Edgewood Replacement Falling Creek Plant Rehabilitation Phase I Thirlane Road Realignment Carvins Cove Improvement Phase II Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 314,587 175,785 7,598 19,942 178,676 12,103 471,003 9,007 1,351,490 170,788 36.258 2,747,237 1.150.999 $ 1.596.238 NOTE: Some of these projects are continued from prior years with inception to date totals. 7 CITY OF ROANOKE SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 29, 1992 Operating Revenue: Sewage Charges - City Sewage Charges - County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - 8otetourt County Customer Services Interfund Services Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services Operating Expenses Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Total Non-Operating Income Income (Loss) Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses Net Income (Loss) 1992 $ 2,983,417 387,405 126,418 443,099 36,462 57,982 12.187 4.046.970 942,779 2.845.148 3.787.927 259,043 644.838 385.795) 76,718 73,131 149,849 ( 235,946) 1991 $ 2,903,176 546,939 150,544 605,958 37,521 43,186 9.513 4.296.837 932,189 2.814.930 3.747.119 549,718 632.835 ( 83.117) 91,378 60.275 151,653 68,536 33,382 44.533 33.382 44,533 ~) $ 24,003 8 SEWAGE TREATMENT FUND (CONTINUED) Capital Outlay Not Included in Operating Expenses: Project Other Equipment Unidentified Construction FY86 Projects Design Sewage Treatment Plant Land Acquisition Roanoke Diesel Engine #7 Realignment of Thirlane Road Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Exoenditures 9,634 99,314 36,097 25,799 821,145 36.518 1 ,O28,507 868.120 $ 160f387 NOTE: Some of these projects are continued from prior years with inception to date totals. 9 ROANOKE REGIONAL AIRPORT COMMISSION COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 29, 1992 Operating Revenue: Airfield Revenue General Aviation Revenue Terminal Building Revenue Other Revenue Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services Operating Expenses Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Interest Income Airport Debt Service Accounts Noise Study Grant Runway Maintenance Grant State Promotion Grant Miscellaneous Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Paying Agent Fees Interest Expense 88 Revenue Bond Issue Total Non-Operating Expenses Net Income 1992 673,63O 69,143 1,831,808 90,251 772,871 1,019,557 1,792,428 872,404 715,253 157,151 188,973 30,959 62,305 11,815 1,115 295.167 452,318 57,355 2,305 350,150 409.810 $ 42,508 1991 532,091 70,58O 2,110,672 113,618 2,826,961 691,045 945,744 1,636,789 1,190,172 716,486 473,686 157,427 41,885 15,000 3,430 217,742 691,428 62,561 2,304 359,274 424,139 10 ROANOKE REGIONAL AIRPORT COMMISSION (CONTINUED) Capital Outlay Not Included in Operating Expenses: Project Furniture and Equipment Vehicular Equipment Unidentified Construction Roof Repairs - Replacement Refurbish Buildings Environmental Compliance Replace Security Fencing Paint and Repair Buildings Runway Extension //23 Terminal Final Expenditure General Aviation Development FAR Part 150 Noise Study Perimeter Road and Electric Projects Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Ex~)enditur~$ $ 13,785 13,957 2,683 20,025 40,714 3,800 14,930 4,045 284,382 23,367 59,501 127,828 312,0§2 921,079 316.321 604.758 NOTE: Some of these projects are continued from prior years with inception to date totals. 11 CITY OF ROANOKE CIVIC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 29, 1992 Operating Revenue: Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Total Operating Revenue Less: Operating Expenses Before Depreciation Operating: Personal Services Fringe Benefits Contractual Services Internal Services Utilities and Communications Other Charges Rental and Leases Promotional Expenses: Personal Services Fringe Benefits Contractual Services Other Charges Total Operating Expenses Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Total Non-Operating Income (Loss) Net (Loss) 1992 254,532 48,169 85,057 850 45,066 63,1~6 496,830 308,438 74,112 55,379 334,443 210,287 48,424 1,716 43,373 3,291 46,665 988) 1.125.140 628,310) 239,691 868.001) ( 15,618) 4.125 ( 11,493) $(879.494) 1991 $ 219,509 42,372 68,203 1,944 40,315 52.311 424,654 332,810 77,851 76,688 396,076 210,826 71,158 1,629 35,007 2,662 3,895 ( 1.032) 1,207.570 (782,916) 233.789 (1,016.705) 17,375 570,399 587,774 428~931) 12 CIVIC CENTER FUND (CONTINUED) Capital Outlay Not Included in Operating Expenses: Proie~ Other Equipment Trade Center Asbestos Abatement Auditorium Fire Damage New Toilet Floors - Coliseum Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Exoenditurea 29,092 50,000 233,835 589,455 924,804 867.979 56.825 NOTE: Some of these projects are continued from prior years with inception to date totals. 13 CITY OF ROANOKE TRANSPORTATION FUND INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 29, 1992 Operating Revenue: Williamson Road Parking Garage Market Square Parking Garage Church Avenue Parking Garage Tower Parking Garage Surface Parking Lots Total Operating Revenue Less: Operating Expenses Before Depreciation Operating Expenses Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Transfer from General Fund Interest on Investments Miscellaneous Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Operating Subsidy for GRTC Total Non-Operating Expenses Net Income 1992 $ 178,691 126,092 307,161 86,807 39.287 738.038 422.963 422.963 315,075 254,421 60,654 300,000 1,059 707 301.766 362,420 300.000 300.000 $ ~2~420 14 TRANSPORTATION FUND (CONTINUED) Capital Outlay Not Included in Operating Expenses: Project Tower Parking Garage - Other Equipment Total Yearto Date Exoenditure$ $1,450 $1~450 15 CITY OF ROANOKE INTERNAL SERVICE FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 29, 1992 1992 1991 Operating Revenue: Charges for Services $ 5.047.694 $ 5,055,44~l Total Operating Revenue 5.047,694 5,055.449 Less: Operating Expenses Before Depreciation Personal Services 2,942,194 2,868,861 Operating Expenses 1,345,113 1,313.359 Total Operating Expenses Before Depreciation 4.287,307 4.182,220 Operating Income Before Depreciation 760,387 873,229 Less: Depreciation 408,284 341,210 Operating Income 352,103 532,019 Add: Non-Operating Income Interest on Investments 127,596 79,940 Total Non-Operating Income 127,596 79,~}40 Net Income $ 479,699 $ 611,959 16 INTERNAL SERVICE FUND (CONTINUED) Capital Outlay Not Included in Operating Expenses: Project Management Services - Furniture and Equipment City Information Systems - Automated Library Equipment Fleet Management - Other Equipment Utility Line Services - Furniture and Equipment Utility Line Services - Other Equipment Utility Line Services - Construction Structures Total Year to Date Exnenditur~; 11,310 8,261 3,986 1,292 15,200 7~2 40,801 17 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED FEBRUARY 29, 1992 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CiTY TREASURER OF THE CITY OF ROANOKE. VIRGINIA FOR THE FUNDS OF SAID CITY THE MONTH ENDED FEBRUARY 29, 1992. 31,743,770.61 41,221.91 152,030.15 2~071,335.12 WATER SEWAGE 1,752,073.58 856,768.16 1,006,931.07 1,483,219.75 AIRPORT 4,658,397.77 548 951.12 400,218.47 3,930,814.07 CIVIC CENTER (383,451.92) 47,222.62 156,299.32 (35.5,116.76) INTERNAL SERVICE 3,428,595.63 190,444.80 128,257.62 1,923,877.16 TRANSPORTATION 69,347.02 88,557.25 37,030.84 0.00 CAPITAL 20.913,385.98 83;135.74 1.076.335.41 ~;~3~ 17.472 481.34 DEBT SERVICE 6,327.540.46 1,075,018.54 267,533.92 592,324.96 PENSION (15,948.39) 559,000.00 717,531.45 118,924.89 FDETC (253,128.03) 404,242.42 92,556.84 3,533.27 GRANT PROGRAMS (824,479.50) 895,351.73 1,121,113.68 (1,424,302.80) PAYROLL ~ 9.702.879.19 ~ 374.434.34 TOTAL $61,435,513.80 $"26,464,852.73 $26,46@,414.42 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE. VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED FEBRUARY 29, 1992 THAT SAID FOREGOING: CASH: CASH IN HAND CASH IN BANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSN..S: CERTIFICATES OF DEPOSIT DOMINION BANK SIGNET BANK STATE NON-ARBITRAGE PROGRAM ~'SNAP) TOT,6J_ DATE: MARCH 10, 1992 UNITED STATES SECURITIES ,1 ,ooo,ooo,oo 42,155,900.91 GORDON E. PETERS, ROANOKE CITY TREASURER 18 CiTY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 8 MONTHS ENDING FEBRUARY 29, 1992 Revenue City's Contributions Investment Income Gain on Sale of Investments Income from Bond Discount Amortization Total Revenue 1992 $ 3,396,055 3,465,076 5,230,894 115,103 12,207.128 3,379,439 3,323,615 518,841 1Q7,723 $ 7.329.618 ExPenses Pension Payments Fees for Professional Services Active Service Death Benefit Expense From Bond Premium Amortization Administrative Expense Total Expenses Net Income Year to Date $ 4,331,476 233,939 160,021 121,502 4.846,93~ $ 7.360.190 3,439,884 291,360 41,436 102,466 129.736 4.004,882 3.324.736 19 CITY OF ROANOKE PENSION PLAN BALANCE SHEET AS OF FEBRUARY 29, 1992 Assets Cash Investments: (market value - Due From Other Funds Other Assets Total Assets 1992 9139,919,189 1991 9121,966,513) 1992 9( 174,488) 121,346,521 82 18.000 1991 9 119,027 108,048,684 $ 108 167 711 Liabilities and Fund Balance Due to Other Funds Total Liabilities Fund Balance, July 1 Net Income Year to Date Fund Balance Total Liabilities and Fund Balance 9 542.766 542.766 113,287,159 7,360,190 120.647.349 9 121.190.115 419.255 419.255 104,423,720 3.324,736 107,745,456 108.167.711 20 CITY OF ROANOKE PENSION PLAN BALANCE SHEET AS OF FEBRUARY 29, 1992 Assets Cash Investments: (market value - Due From Other Funds Other Assets Total Assets 1992 $139,919,189 1991 $121,966,513) 1992 $( 174,488) 121,346,521 82 18.000 1991 $ 119,027 108,048,684 Liabilities and Fund Balance Due to Other Funds Total Liabilities Fund Balance, July 1 Net Income Year to Date Fund Balance Total Liabilities and Fund Balance 542.766 $ 419.255 542,766 419.255 113,287,159 104,423,720 7,360,190 3,324.736 120.647.349 1Q7,748.456 121,190,11~ $ 108.167,711 21 Office of the City Clerk March 26, 1992 File #2-22 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30922-032392 confirming no appropriation or allocation by the City of sufficient funds for continuation of the former lease by the City of premises located at 712 Patterson Avenue, S. W., from Craig J. Putziger. Resolution No. 30922-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc o pc: Dr. Donald R. Stern, Director, Health Department Mr. Joel M. Schlanger, Director of Finance Ms. Deborah J. Moses, Chief of Billings and Collections Mr. Kit B. Kiser, Director, Utilities and Operations Mr. James D. Ritchie, Director, Human Resources Mr. William F. Clark, Director, Public Works Mr. Richard V. Hamilton, Real Estate Agent Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of March, 1992. No. 30922-032392. A RESOLUTION confirming no appropriation or allocation by the City of sufficient funds for the continuation of the former lease by the City of the premises at 712 Patterson Avenue, S.W., from Craig J. Putziger. BE IT RESOLVED by the Council of the City of Roanoke that there has been no appropriation or allocation and there is no appropriation or allocation by the City of sufficient funds for the purpose of continuation beyond November 15, 1991, of the former lease by the City of the premises located in the City of Roanoke at 712 Patterson Avenue, S.W., from Craig J. Putziger pursuant to the agreement dated March 15, 1990, as more particularly set forth in the report by the Director of Finance to this Council dated March 23, 1992. ATTEST: City Clerk JOEL M. SCHLANGER oE.O sO DEPARTMENT OF 215 Church Av~ S.V~,~oln~61 i:~;d''~.}:~ P. O. D~er 12~ Roanoke, Virginia 24~12~ March 23, 1992 Telephone: (703) 981-2821 Telecopler: (703) 981-2940 TO: FROM: 8UBJECT= Honorable Mayor and Members of City Council Joel M. Schlanger, Director of Finance Lease of Premises at 712 Patterson Avenue from Craig J. Putziger The City leased the premises at 712 Patterson Avenue from Craig J. Putziger by lease agreement dated March 15, 1990. The premises were in turn subleased to the Virginia State Department of Health. The City's lease was terminated as of November 1991, due to insufficient allocation of funding. It is my understanding that a question has arisen regarding whether the City appropriated or allocated sufficient funds for continuation of the lease beyond the termination date. I have reviewed the accounts and financial records of the City with regard to this matter and there has been no appropriation or allocation by the City of sufficient funds for the purpose of continuation of this lease agreement beyond November 15, 1991. Attached for your consideration is a proposed resolution of Roanoke City Council formally confirming that there has been no such allocation or appropriation. JMS:s Attachment rector of F~ce CITY OF RQANOKE OFF ¢ OF WILBUR# C. DIBLI#G, JR. cl~Y ATrOR#EY April 15, 1992 WILUAM X PARSONS MARK ALL.AR WILLIAMS STEVEN J. TALEV~ KATHI IrEN MARIE KRONAU Burton L. Albert, Esquire 4405 Starkey Road, S.W. P. O. Box 20009 Roanoke, Virginia 24018-0501 Re: Craig Putztqer v. City of Roanoke; Law No. 91001145 Dear Burt: As we discussed, enclosed is an executed redraft of the order which includes a statement of the basis for the City's exception to the Court's ruling. I have also enclosed a certified copy of Resolution No. 30922- 032392 enacted by Roanoke City Council on March 23, 1992, formally confirming that the City of Roanoke has not appropriated or allocated funding for continuation of the lease. Please let me know as quickly as possible if you wish to continue our discussions regarding a possible mutually acceptable resolution of this matter. Thank you very much for your continuing cooperation. Very truly yours, Mark Allan Williams Assistant City Attorney MAW:dlj Enclosures CC: Wllburn C. Dtbling, Jr., City Attorney ~4~ry F. Parker, City Clerk Kit B. Kiser, Director of Utilities and Operations Office of the City Clerk March 26, 1992 File//27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30925-032392 approving issuance of Change Order No. 1 to the City's contract with Lumsden Associates, P. C., to provide additional engineering services required for redesign and rebidding of the Luck Avenue Storm Drain Project, in the amount of $25,192.82, for a total contract amount, including Change Order No. 1, of $173,182.82. Resolution No. 30925-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. ~"~ ~'~ ~Sincerely, ~/~.._ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc o pc: Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director, Utilities and Operations Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Jan G. Bruce, Technical Supervisor Ms. Sarah E. Fitton, Construction Cost Technician Mr. Barry L. Key, Manager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue..~.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the C~ty Clerk March 26, 1992 File #27 Mr. B. Lee Henderson, Jr. Vice President Lumsden Associates, P. C. 4664 Brambleton Avenue, S. W. Roanoke, Virginia 24018 Dear Mr. Henderson: I am enclosing copy of Resolution No. 30925-032392 approving issuance of Change Order No. 1 to the City's contract with Lumsden Associates, P. C., to provide additional engineering services required for redesign and rebidding of the Luck Avenue Storm Drain Project, in the amount of $25,192.82, for a total contract amount, including Change Order No. 1, of $173,182.82. Resolution No. 30925-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Eno. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 23rd day of March, 1992. No. 30925-032392. VIRGINIA, A RESOLUTION approving the City Manager's issuance of Change Order No. 1 to the City's contract with Lumsden Associates, P.C., for the engineering services in connection with the Luck Avenue Storm Drain Project. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 1 to the City's contract with Lumsden Associates, P.C., related to engineering services in connection with the Luck Avenue Storm Drain Project. 2. Such Change Order shall provide for additional engineering services required for redesign and rebidding of the project and shall be in the amount of $25,192.82, with the total contract amount with this Change Order to be $173,182.82. ATTEST: City Clerk. Office of the City Clerk March 26, 1992 File #27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30924-032392 accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, MaT F. Parker, CMC/AAE City Clerk MFP: sw Eno. pc: Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director, Utilities and Operations Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Jan G. Bruce, Technical Supervisor Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Mr. Barry L. Key, Manager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk March 26, 1992 File #27 Mr. Larry G. Conner, President Aaron J. Conner General Contractor, P. O. Box 6068 Roanoke, Virginia 24017 Dear Mr. Conner: I am enclosing copy of Ordinance No. 30924-032392 accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Eno. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke~ Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #27 Mr. Kenneth Bowling Vice President H. T. Bowling, Inc. 6629 Hickman Cemetery Road Radford, Virginia 24141 Dear Mr. Bowling: I am enclosing copy of Ordinance No. 30924-032392 accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by. the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~_ Mary F. Parker, CMC/AAE City Clerk MFP: sw Ene o Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk March 26, 1992 File #27 Mr. C. J. Ramey, President Ramey, Inc. P. O. Box 11840 Winston-Salem, North Carolina 27116 Dear Mr. Ramey: I am enclosing copy of Ordinance No. 30924-032392 accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #27 Mr. E. C. Pace, President E. C. Pace Co., Inc. P. O. Box 12685 Roanoke, Virginia 24027 I am enclosing copy of Ordinance No. 30924-032392 accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~,~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Eno. Room 456 Municipal Building 215 Church Avenue, S.W, Roanoke. Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #27 Mr. M. M. Branch Vice President Branch Highways, Inc. P. O. Box 8302 Roanoke, Virginia 24014 Dear Mr. Branch: I am enclosing copy of Ordinance No. 30924-032392 accepting the bid of Aaron Jo Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~~ Mawr F. Parker, CMC/AAE City Clerk MFP:sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk March 26, 1992 File #27 Mr. Robert S. Jones, President R. S. Jones and Associates, Inc. P. O. Box 1655 Abingdon, Virginia 24210 Dear Mr. Jones: I am enclosing copy of Ordinance No. 30924-032392 accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~.~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Eric. Room 456 Municipal Suilding 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk March 26, 1992 File #27 Mr. John M. Jordan, Jr. Vice President W. C. English, Inc. P. O. Box 191 Altavista, Virginia 24517 Dear Mr. Jordan: I am enclosing copy of Ordinance No. 30924-032392 accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue Storm Drain Project, in the amount of $1,108,998.60. Ordinance No. 30924-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary . CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 23rd day of March, 1992. No. 30924-032392. VIRGINIA, AN ORDINANCE accepting the bid of Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue storm drain project, and awarding a contract therefore; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE follows: 1. IT ORDAINED by the Council of the City of Roanoke as The bid of Aaron J. Conner General Contractor, Inc., made to the City in the total amount of $1,108,998.60, for construction of the Luck Avenue storm drain project, as more particularly set forth in the March 23, 1992 report of the City Manager to this Council, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 4. municipal ordinance shall be in full In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this force and effect upon its passage. ATTEST: City Clerk. Office of the City Clerk March 26, 1992 File #60-27 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30923-032392 amending and reordaining certain sections of the 1991-92 Capital Fund Appropriations, providing for the transfer of $797,010.00, in connection with award of a contract to Aaron J. Conner General Contractor, Inc., for construction of the Luck Avenue By-Pass Storm Drain Project; and to provide funds for issuance of Change Order No. I to the City's contract with Lumsden Associates, P. C., for engineering services in connection with the Luck Avenue Storm Drain Project. Ordinance No. 30923-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Ene. pc: Mr. W. Robert Herbert, City Manager Mr. Kit B. Kiser, Director, Utilities and Operations Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Jan G. Bruce, Project Manager Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Mr. Barry L. Key, Manager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF RO~OKE~ VXR~INIA The 23rd day of March, 1992. No. 30923-032392. AN ORDINANCE to amend and reordain certain sections of the 1991-92 Capital Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by Roanoke that certain sections of Appropriations, be, and the same are reordained to read as follows, in part: the Council of the City of the 1991-92 Capital Fund hereby, amended and Sanitation Luck Avenue Storm Drain (1-2) ....................... Capital Improvement Reserve Capital Improvement Reserve (3) ..................... Public Improvement Bonds - Series 1992A (4) ......... 1) Appropriations from Bond Funds 2) Appropriations from General Revenue 3) Storm Drains 4) Storm Drains (008-052-9659-9001) $ 797,010 (008-052-9659-9003) 393,181 (008-052-9575-9176) ( 393,181) (008-052-9700-9176) ( 797,010) $ 2,240,162 1,338,181 7,033,161 325,957 6,314,015 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia March 23, 1992 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Luck Avenue By-Pass Storm Drain I concur with the recommendations of the attached report. Respectfully submitted, W. Robert Herbert City Manager WRH/JGB/mm Attachment: Bid Committee Report CC: City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer Citizens' Request for Service Construction Cost Technician Roanoke, Virginia March 23, 1992 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bid Committee Report Luck Avenue By-Pass Storm Drain I. Background: II. Luck Avenue Storm Drain is a project included in the approved 1990 Bond Referendum. City Council, at its March 2, 1992 meeting, received, publicly opened, and read aloud bids the subject work. for C. Seven (7) bids were received. Project has been redesigned and shortened and two (2) methods for construction were readvertised. Low bid, in the amount of $1t115,589.62 for Alternate I Base Bid (Open Trench Installation Method) and $1,108,998.60 for Alternate II Base Bid (Jacked Installation Method) was submitted by Aaron J. Conner General Contractor, Inc. Current situation is that City Council needs to: Award a unit price contract to Aaron J. Conner General Contractor, Inc. in the amount of $1,108,998.60 for Alternate II Base Bid (Jacked Installation Method). Approve Change Order No. 1 to the contract with Lumsden Associates, P.C. in the amount of $25t192.82 for the redesign, rebidding, and additional test boring. Page 2 III. IV. Issues: Compliance of the bidders with requirements of the contract documents. B. Amount of the iow bid. C. Funding for construction and redesign. D. Time of completion. E. Engineering redesign. Alternatives: Award the contract to Aaron J. Conner General Contractor, Inc. in the amount of $1~108~998.60 for Alternate II Base Bid (Jacked Installation Method), establish a contingency in the amount of $56,000.00 and approve Change Order No. 1 to the engineering contract with Lumsden Associates, P.C. in the amount of $25~192.82 for the additional work required for redesign and rebidding of the project. Compliance of the bidder with the requirements of the contract documents was met. Amount of the low bid is acceptable and is 14% lower than the engineer's estimate. Funding for the construction and redesign is available in account no. 008-052-9700-9176, Public Improvement Bonds Series 1992-A and 008-052-9575-9176, Capital Improvement Reserve - Storm Drains. Time of completion of the project is 270 consecutive calendar days. 5. Engineering redesign work has been completed. Page 3 IV. Reject the bids received and do not construct the project at this time. Compliance with the requirements of the contract documents would not be an issue. Amount of the bid price would probably be higher if bid at a later date. Fundinq for construction would not be spent at this time, however, funding for redesign would still be needed. Time for completion of the project would be delayed and an outlet for storm water runoff from the Franklin Road Widening project would be required. 5. Enqineering redesign work has been completed. Recommendation is that City Council take the following action: Approve Alternative "A" and award the contract to Aaron J. Conner General Contractor, Inc. in the sum of $1,108~998.60 and establish a contingency in the amount of $56~000.00 for a total project amount of $1~164~998.60 for construction. Approve Change Order No. 1 to the contract with Lumsden Associates, P.C. in the amount of $25~192.82. Transfer $797,010.00 from account no. 008-052-9700-9176, Public Improvement Bonds - Series 1992-A and $393~181.42 from account no. 008-052-9575-9176, Capital Improvement Reserve - Storm Drain, to account no. 008-052-9659-9001, Luck Avenue Storm Drain. C. Reject the other bids received. Page 4 Respectfully submitted, William F. Clark Kit B. Kiser WW/JGB/mm Attachment: Tabulation of Bids cc: City Attorney Director of Finance City Engineer Citizens' Request for Service Construction Cost Technician TABULATION OF BIDS LUCK AVENUE BY-PASS STORM DRAIN PROJECT ROANOKE, VIRGINIA JOB NUMBER 6173 Bids opened before Roanoke City Council on Monday, March 2, 1992 at 2:00 p.m. ALTERNATE I ALTERNATE II BIDDER BASE BID BASE BID Aaron J. Conner General $1,115,589.62 $1,108,998.60 Contractor, Inc. E. C. Pace Company, Inc. no bid $1,485,914.00 Branch Highways, Inc. $1,461,160.00 $1,562,005.00 H. T. Bowling, Inc. $1,769,536.00 $1,734,671.00 R. S. Jones & Associates, $1,327,996.00 $1,899.356.00 Inc. W. C. English, Inc. no bid $2,016,350.00 Ramey, Inc. $1,289,087.90 no bid ALTERNATE I BASE BID: Open Trench Installation Method ALTERNATE II BASE BID: Jacked Installation Method ENGINEER'S ESTIMATE: $1.3 million William White, Sr., C~airman William F. Clark B. Kiser Lumsden Associates, P.C. Engineers- Surveyors-Planners Roanoke, Virginia Office of City Engineer Roanoke, Virginia March 23, 1992 Office of the City Clerk March 26, 1992 File #122 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30927-032392 accepting the bid of Construction Services of Roanoke, Inc., for repairs and replacement of a masonry wall in the west stand at the south end of Victory Stadium, upon certain terms and conditions, in the amount of $21,200.00. Ordinance No. 30927-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely Mary F. Parker, CMC/AAE City Clerk MFP: sw Eric. pc: Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. L. Bane Coburn, Civil Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director, Administlmtion and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Mr. Barry L. Key, Manager, Office of Management and Budget Room 456 Municipal Building 215 Church A~enue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #122 Mr. Lawrence D. Johnson, Jr., President Construction Services of Roanoke, Inc. 3812 Bunker Hill Drive, S. W. Roanoke, Virginia 24018 Dear Mr. Johnson: I am enclosing copy of Ordinance No. 30927-032392 accepting the bid of Construction Services of Roanoke, Inc., for repairs and replacement of a masonry wall in the west stand at the south end of Victory Stadium, upon certain terms and conditions, in the amount of $21,200.00. Ordinance No. 30927-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #122 Mr. J. W. Christenbury, Jr., President Acorn Construction, Ltd. P. O. Box 625 Troutville, Virginia 24175 Dear Mr. Christenbury: I am enclosing copy of Ordinance No. 30927-032392 accepting the bid of Construction Services of Roanoke, Inc., for repairs and replacement of a masonry wall in the west stand at the south end of Victory Stadium, upon certain terms and conditions, in the amount of $21,200.00. Ordinance No. 30927-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~43~.g~ Mary F. Parker, CMC/AAE City Clerk MFP: sw EHC. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #122 Mr. Ronald L. Lucas, President R. L. Lucas Construction, Inc. 2030 Shenandoah Valley Avenue, N. E. Roanoke, Virginia 24012 Dear Mr. Lucas: I am enclosing copy of Ordinance No. 30927-032392 accepting the bid of Construction Services of Roanoke, Inc., for repairs and replacement of a masonry wall in the west stand at the south end of Victory Stadium, upon certain terms and conditions, in the amount of $21,200.00. Ordinance No. 30927-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk March 26, 1992 File #122 Mr. Martin Pruitt Vice President Building Specialists, Inc. P. O. Box 1174 Roanoke, Virginia 24006 Dear Mr. Pruitt: I am enclosing copy of Ordinance No. 30927-032392 accepting the bid of Construction Services of Roanoke, Inc., for repairs and replacement of a masonry wall in the west stand at the south end of Victory Stadium, upon certain terms and conditions, in the amount of $21,200.00. Ordinance No. 30927-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~..~ Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, Thr 23rd day of March, 1992. No. 30927-032392. VIRGINIA, AN ORDINANCE accepting the bid of Construction Services of Roanoke, Incorporated for any needed repairs and replacement of one of the masonry walls of Victory Stadium, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE 1. made to repairs IT ORDAINED by the Council of the City of Roanoke that: The bid of Construction Services of Roanoke, Incorporated the City in the total amount of $21,200.00 for any needed and replacement of the masonry wall on the West stands South side of Victory Stadium, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 4. municipal ordinance In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Clerk March 26, 1992 File #60-122 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30926-032392 amending and reordaining certain sections of the 1991-92 General Fund Appropriations, providing for the transfer of $22,500.00 from Maintenance of Fixed Assets Contingency to Building Maintenance Third Party Contract, to provide funds in connection with award of a contract to Construction Services of Roanoke, Inc., for repairs and replacement of a masonry wall in the west stand at the south end of Victory Stadium. Ordinance No. 30926- 032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Enc. pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. L. Bane Coburn, Civil Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director, Administration and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Mr. Barry L. Key, hger, Office of Management and Budget Room 456 Municipal Building 215 Chumh Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOXZ, VIRGINIA The 23rd day of March, 1992. No. 30926-032392. AN ORDINANCE to amend and reordain certain sections of the 1991-92 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1991-92 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Public Works Building Maintenance (1) ........................ Non-departmental Contingency - General Fund (2) .................. $19,701,101 3,168,205 $12,154,275 447,891 1) Maintenance 3rd Party Contract 2) Maintenance of Fixed Assets Contingency (001-052-4330-3056) (001-002-9410-2201) $ 22,500 (22,500) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia March 23, 1992 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Repair-Replace Masonry Wall West Stands - South End Victory Stadium 16 Reserve Avenue, S.W. Roanoke, Virginia I concur with the recommendations of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/LBC/mm Attachment: Bid Committee Report cc: City Attorney Director of Finance Director of Public Works Director of Administration & Public Safety City Engineer Citizens' Request for Service Construction Cost Technician Roanoke, Virginia March 23, 1992 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Repair-Replace Masonry Wall West Stands - South End Victory Stadium 16 Reserve Avenue, S.W. Roanoke, Virginia II. Backqround: ae Bids, following proper advertisement, were publicly opened and read aloud before City Council on March 9, 1992, for the Repair-Replacement of a portion of the Masonry Wall on the South End of the West Stands at Victory Stadium. Four (4) bids were received with Construction Services of Roanoke, Incorporated submitting the low bid in the amount of $21,200.00 and 90 consecutive calendar days. -- Work consists of the careful removal of a portion of the masonry wall of the West Stands starting at the expansion Joint at the center of the stands and going to the south for about two and one half bays. This portion of the wall has bulged out as much as two inches. The failure appears to be due to age and the height of the wall without outside support. The replaced wall will have the additional support of horizontal tie beams at the third points of its height. Issues in order of importance are: Compliance of the bidders with the requirements of the contract documents. B. Amount of the low bid. C. Fundinq of the project. D. Time of completion. Page 2 III. Alternatives are: Award a lump sum contract to Construction Services of Roanoke, Incorporated in the amount of $21,200.00 and 9--0 consecutive calendar days to Repair-Replace the Masonry Wall of the West Stands South Side of Victory Stadium in accordance with the contract documents as prepared by the City Engineer's Office. Compliance of the bidders with the requirements of the contract documents was met. 2. Amount of the low bid is acceptable. Fundinq for this project is available in the Maintenance of Fixed Assets Account, number 001-002-9410-2201. Time of completion is quoted as 90 consecutive calendar days which ~ acceptable. Reject all bids and do not award a contract at this time. Compliance of the bidders with the requirements of the contract documents would not be an issue. Amount of the low bid would probably change if re-bid at a later date. 3. Fundinq would not be encumbered at this time. Time of completion would be extended. It is quite possible that a portion of the wall could continue to bulge away from the structural frame of the stadium and collapse if not properly removed and replaced as quickly as possible. (The wall has moved away from the structural frame as much as two inches over the winter months.) Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative "A". Page 3 Authorize the City Manager to enter into a contractual agreement, in form approved by the City Attorney, with Construction Services of Roanoke, Incorporated for the Repair-Replacement of the Masonry Wall of the West Stands - South Side of Victory Stadium in accordance with the contract documents as prepared by the City Engineer's Office in the amount of $21t200.00 and 90 consecutive calendar days. Authorize the Director of Finance to transfer the following funding from Maintenance of Fixed Assets Account, number 001-002-9410-2201 to the Building Maintenance Outside Contractors Account, number 001-052-4330-3056. Contract Amount Project Contingency $21,200.00 1~300.00 TOTAL $22,500.00 Reject the other bids received. Respectfully submitted, William White, Sr.', Chairman William F. Clark SneadC-~jr.~' WW/LBC/mm Attachment: Tabulation of Bids CC: City Attorney Director of Finance City Engineer Citizens Request For Service Construction Cost Technician TABULATION OF BIDS REPAIR-REPLACE MASONRY WALL WEST STAND - SOUTH END VICTORY STADIUM 16 RESERVE AVENUE, S.W. ROANOKE, VIRGINIA JOB NO. 04-92 Bids received by City Counicl on Monday, March 9, 1992, at 7:30 p.m. NO. OF BID BIDDER BASE BID DAYS BOND Construction Services of Roanoke, Incorporated $21,200.00 90 YES Acorn Construction, Ltd. $21,600.00, 70 YES Building Specialists, Inc. $25,900.00 75 YES R. L. Lucas Construction Company, Inc. $29,269.00 90 YES * Base bid was $23,800.00 with note on Alterations to Bid Form to deduct $2,200.00. Engineer's Estimate: $50,000.00 William White, Sr., Chairman William F. Clark / - GooSe C. Snead, Jr. Office of City Engineer Roanoke, Virginia March 23, 1992 Office of the City Clerk March 26, 1992 File #60-58 Mr. Joel M. Schianger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30928-032392 amending and reordaining certain sections of the 1991-92 General Fund Appropriations, providing for the transfer of $80,000.00 from Reserved for Self Insurance Claims to Risk Management Self Insurance Liability Claims. Ordinance No. 30928-032392 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 23, 1992. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sw Eno. pc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. George C. Snead, Jr., Director, Administration and Public Safety Mr. Kenneth S. Cronin, Personnel Manager Ms. Lauren G. Eib, Risk Management Officer Room 456 Municipal I~uiiding 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 AN ORDINANCE the 1991-92 General emergency. WHEREAS, for Government of the exist. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of March, 1992. No. 30928-032392. to amend and reordain certain sections of Fund Appropriations, and providing for an the usual daily operation City of Roanoke, an emergency THEREFORE, BE IT ORDAINED by the Roanoke that certain sections of the Appropriations, be, and the reordained to read as follows, same are in part: of the Municipal is declared to Council of the City of 1991-92 General Fund hereby, amended and Appropriations Public Safety Risk Management $28,396,886 469,128 Fund Balance Reserved for Self Insurance Claims (2) .............. 1) Self Insurance Liability Claims 2) Reserved for Self Insurance Claims (001-050-1262-2172) $ 80,000 (001-3326) (80,000) $ 1,216,770 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk.