HomeMy WebLinkAboutCouncil Actions 12-07-92Roanoke City Council -- Roanoke City School Board
Joint Session
December 7, 1992
10:30 a.m.
City Council's Conference Room
AGENDA
1. Call to Order.
2. Roll Call of City Council Members.
3. Roll Call of School Board Members.
4. Invocation.
5. Statement of Purpose. Mayor Bowers.
6. Comments by the Mayor and Members of Council.
7. Comments by the Chairman and Members of the School Board.
8. Comments by the City Manager and Superintendent of Schools.
9. Other Business.
10. Adjournment.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 3, 1992
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mrs. Bowles and Gentlemen:
Pursuant to our telephone conversations, this will confirm a joint meeting of the
Roanoke City Council and the Roanoke City School Board on Monday, December 7,
1992, at 10:30 a.m., in the City Council's Conference Room, fourth floor of the
Municipal Building. Lunch will be served immediately following the meeting in the
Social Services Conference Room, Room 306, Municipal North.
With kindest personal regards, I am
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
pc:
Mr. W. Robert Herbert, City Manager
Mr. Wilburn C. Dibling, Jr., City Attorney
Mr. James D. Grisso, Acting Director of Finance
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-25~.1
SANDRA H. EAKIN
Deputy City Clerk
December 1, 1992
Ms. June S. Nolley
Secretary to the Superintendent
Roanoke City Public Schools
Roanoke, Virginia
Dear June:
This will confirm our telephone conversation last week with regard to a joint meeting
of the Roanoke City Council and the Roanoke City School Board on Monday,
December 7, at 10:30 a.m., in the City Council's Conference Room, fourth floor of
the Municipal Building. Lunch will be served immediately following the meeting in
the Social Services Conference Room, Room 306, Municipal North.
With kindest personal regards, I am
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
pc:
Mr. W. Robert Herbert, City Manager
Mr. Finn D. Pincus, Chairperson, Roanoke City School Board
Dr. Frank P. Tota, Superintendent of Schools
David A. Bowers
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 Church Avenue, S.W., Room 452
Roanoke, Virginia 24011-1594
Telephone: (703) 981-2444
October 29, 1992
The Honorable Vice-Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mrs. Bowles and Gentlemen:
The Chairman of the School Board, Finn D. Pincus, advises me that School Board
members would like to officially meet with Council between now and the end of the
year.
If you have any thoughts or comments about this, please let me know by Monday,
November 2. Otherwise, I will ask Ms. Parker to arrange the meeting.
Best personal regards.
DAB :sw
Sincerely,
David A. Bowers
Mayor
HARVEY
31260
REGULAR WEEKLY SESSION
ROANOKE CITY COUNCIL
December 7, 1992
2:00 p.m.
AGENDA FOR THE COUNCIL
Call to Order Roll Call. All Present.
The Invocation was delivered by The Reverend James F. Riach, Pastor,
Covenant Presbyterian Church.
The Pledge of Allegiance to the Flag of the United States of America
was led by Mayor David A. Bowers.
BID OPENINGS
Bids for asbestos abatement at Carvins Cove Filter Plant, 8192 Angel
Lane, N. W.
Seven bids were referred to a committee composed of Messrs. William
White Sr., Chairperson, Kit B. Kiser and M. Craig Sluss.
e
CONSENT AGENDA
C-1
C-2
C-3
(APPROVED 7-0)
ALL MATFERS LISTED UNDER THE CONSENT AGENDA ARE
CONSIDERED TO BE ROUTINE BY THE MAYOR AND MEMBERS OF
CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION IN THE
FORM, OR FORMS, LISTED BELOW. THERE WILL BE NO
SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS
DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND CONSIDERED SEPARATELY.
A communication from Mayor David A. Bowers requesting an
Executive Session to discuss vacancies on various authorities, boards,
commissions and committees appointed by Council, pursuant to Section 2.1-
344 (A)(1), Code of Virginia (1950), as amended.
RECOMMENDED ACTION:
Concur in request for Council to convene in
Executive Session to discuss vacancies on
various authorities, boards, commissions and
committees appointed by Council, pursuant
to Section 2.1-344 (A)(1), Code of Virginia
(1950), as amended.
A communication from Ms. Mary C. Maier tendering her resignation
as a member of the Building Maintenance Division of the City's Board of
Building Code Appeals.
RECOMMENDED ACTION: Receive and file the communication and
accept the resignation with regret.
A list of items pending from July 10, 1978, to November 23, 1992.
RECOMMENDED ACTION: Receive and file.
2
C-4
C-5
C-6
C-7
Qualification of Messrs. Ronald H. Miller and Jan P. Wilkins for terms
of one year each, ending November 10, 1993, and Messrs. Louis E. Ellis and
Steven D. Goodwin for terms of three years each, ending November 8, 1995,
as members of the Roanoke Neighborhood Partnership Steering Committee.
RECOMMENDED ACTION: Receive and file.
Qualification of Mr. Richard I. Huddleston as a member of the City of
Roanoke Transportation Safety Commission for a term of four years ending
October 31, 1996.
RECOMMENDED ACTION: Receive and file.
Qualification of Mr. William S. Trent, Jr., as a member of the Board
of Trustees, City of Roanoke Pension Plan, for a term ending June 30, 1994.
RECOMMENDED ACTION: Receive and file.
A communication from Mayor David A. Bowers requesting an
Executive Session to discuss a personnel matter being the performance of a
specific public officer, pursuant to Section 2.1-344 (A)(1), Code of Virginia
(1950), as amended.
RECOMMENDED ACTION: Concur in request for Council to convene in
Executive Session to discuss a personnel
matter being the performance of a specific
public officer, pursuant to Section 2.1-344
(A)(1), Code of Virginia (1950), as
amended.
A report of the City Manager requesting that Council convene in
Executive Session to discuss a maller with regard to the location of a
prospective business when no previous announcement has been made of the
business' interest in locating in the community, pursuant to Section 2.1-344
(A)(5), Code of Virginia (1950), as amended.
REGULAR AGENDA
3. HEARING OF CITIZFJNS UPON PUBLIC MATI'ERS:
A communication from Mr. Rick J. Schwieterman, Vice President
Finance and Treasurer, OCLC Online Computer Library Center, Inc.,
transmitting a petition requesting adoption of a resolution in support of
the Company's request to obtain an exemption from personal property
taxes on certain computer equipment located at library sites in the City
of Roanoke.
Referred to the City Manager, City Attorney, and Acting Director of
Finance for study, report and recommendation to Council.
A communication from Mr. Charles H. Osterhoudt, Attorney,
representing the Terumah Foundation, Inc., requesting adoption of a
resolution in support of the organization's request to obtain tax exempt
status from the General Assembly of Virginia.
Referred to the City Manager for study, report and recommendation to
Council.
4. PETITIONS AND COMMUNICATIONS:
Se
a. A communication from the Roanoke City School Board recommending
appropriation of funds to certain school grant accounts.
Adopted Budget Ordinance No. 31260-120792. (7-0)
REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIEFINGS:
A report with regard to the City's Customer Service Excellence
Program.
Received and filed.
A report with regard to the Roanoke City Health Department's
Annual Report and Summary of the Six-Year Plan.
Received and filed.
ITEMS RECOMMENDED FOR ACTION:
A report recommending appropriation of $159,538.00 to various
City departments to provide for procurement of capital
maintenance and equipment replacement items needed for the
continued efficient and effective performance of assigned duties
and responsibilities of said departments.
Adopted Budget Ordinance No. 31261-120792. (7-0)
o
A report with regard to acceptance of certain grant funds and
transfer of funds in connection therewith.
Adopted Budget Ordinance No. 31262-120792 and Resolution
No. 31263-120792. (6-0, Council Member Harvey was out of
the Council Chamber.)
A report recommending adoption of a measure in support of the
Comprehensive Regional Stormwater Management Study, and
approval of funding in connection therewith.
Adopted Resolution No. 31264-120792. (6-0, Council Member
Harvey was out of the Council Chamber.)
bo
7o
A report recommending modifications to guidelines of the
Vacant Lot Homesteading Program which will authorize the
City Manager to execute individual contracts for reimbursement
to builders and developers participating in said Program.
Adopl~i Resolution No. 31265-120792. (6-0, Council Member
Harvey was out of the Council Chamber.)
A report recommending acceptance of the lowest responsible
bids received by the City for two-way radios and a
communications service monitor for the Communications
Department; and appropriation of $223,926.00 in connection
therewith.
Adopted Budget Ordinance No. 31266-120792 and Resolution
No. 31267-120792. (6-0, Council Member Harvey was out of
the Council Chamber.)
A report recommending acceptance of the bid submitted by Map
Enterprises, Inc., in the amount of $15,975.00, for delivery and
installation of one new telescopic aerial device to be mounted
on an existing vehicle.
Adopted Resolution No. 31268-120792. (6-0, Council Member
Harvey was out of the Council Chamber.)
DIRECTOR OF FINANCE:
Annual Financial Report for the City of Roanoke, and Annual
Financial Report for the City of Roanoke Pension Plan, for the
year ended June 30, 1992.
Received and filed.
6
6. REPORTS OF COMMITI~ES:
ao
A report of the Personnel and Employment Practices Commission
recommending an amendment to the City Code which would disallow
City employee members of the Commission from hearing grievances
from their own department. Ms. Judy W. Jackson, Chairperson.
Adopted Ordinance No. 31269-120792. (7--0)
UNFINISI-IED BUSINESS: None.
INTRODUCTION AND CONSIDERATION
ORDINANCES AND RESOLUTIONS: None.
OF
9. MOTIONS AND MISCELLANEOUS BUSINESS:
Inquiries and/or comments by the Mayor and Members of City
Council.
The Mayor referred to a newspaper article with regard to the widening
of 1-81 at We~z, Virginia, and inquired if improvements are proposed
for 1-581, and requested that the City Manager report to Council
accordingly. Additionally, the Mayor requested that the City Manager
report to Council with regard to the feasibility of the interstate going
through the City of Roanoke at certain interchanges.
bo
Vacancies on various authorities, boards, commissions and committees
appointed by Council.
10. OTHER HEARINGS OF CITIZENS:
Mr. Paul L. Hurd, 4970 Florist Avenue, N. W., complained about sewage
backing up in his basement. The matter was referred to the City Manager for
investigation and report to Council as soon as possible.
CERTIFICATION OF EXECUTIVE SESSION. (7-0)
7
Reappointed Mr. Onzlee Ware to the Mental Health Services Board.
The Mayor made the following statement on behalf of Council:
"The Audit Committee of City Council has received a
briefing from the Municipal Auditor concerning his audit
of the Department of Finance and its Director. All
members of City Council were present for the meeting of
the Audit Committee. As a part of its regular City
Council meeting, Council has, in Executive Session,
discussed the performance of the Director of Finance and
whether any additional disciplinapj action may be in
order. At this time, the adminislrative process continues.
City Council will meet in a special meeting to again
consider this matter at 8:00 p.m., on Thursday, December
10, 1992. On the advice of the City Attorney, Council
cannot elaborate further on the status of this matter except
to say that the Mayor and each Member of Council seek
an expeditious resolution of this important public issue."
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2~11
Telephone: (703) 981-2541
December 11, 1992
SANDRA H. EAKIN
Deputy City Clerk
File #288-468
Mr. William White, Sr., Chairperson )
Mr. Kit B. Kiser ) Committee
Mr. M. Craig Sluss )
Gentlemen:
The following bids for asbestos abatement at Carvins Cove Filter Plant, 8192 Angel
Lane, N. W., were opened and read before the Council of the City of Roanoke at a
regular meeting held on Monday, December 7, 1992:
BIDDER
Insulation Specialties, Inc.
Webster Environmental, Inc.
HICO, Inc.
Falcon Associates, Inc.
Atlantic Environmental Companies
Enpuricon, Inc.
Dore & Associates Contracting
BASE BID
$16,917.00
35,000.00
39,985.00
46,200.00
48,500.00
59,224.00
97,200.00
On motion, duly seconded and unanimously adopted, the bids were referred to you
for tabulation, report and recommendation to Council.
Sincerely, ~. ~O~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
pc: Mr. Wilburn C. Dibling, Jr., City Attorney
David A. Bowers
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 Church Avenue, S.W., Room 452
Roanoke, Virginia 24011-1594
Telephone: (703) 981-2444
December 7, 1992
The Honorable Vice-Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mrs. Bowles and Gentlemen:
I wish to request an Executive Session to discuss vacancies on various authorities,
boards, commissions and committees appointed by Council, pursuant to Section 2.1-
344 (A)(1), Code of Virginia (1950), as amended.
Sincerely,
Mayor
DAB: se
MARY F. PARKER
C ty Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, $.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
December 11, 1992
SANDRA H. EAKIN
Deputy City Clerk
File #15-32-110
Ms. Mary C. Maier
2609 Hillcrest Avenue, N. W.
Roanoke, Virginia 24012
Dear Ms. Maier:
Your communication tendering your resignation as a member of the Building
Maintenance Division of the City's Board of Building Code Appeals, was before the
Council of the City of Roanoke at a regular meeting held on Monday, December 7,
1992.
On motion, duly seconded and unanimously 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
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
Erie.
pc:
Mr. Grady P. Gregory, Jr., Chairperson, Building Maintenance Division of
the City's Board of Building Code Appeals, 1360 Maple Avenue, S. W.,
Roanoke, Virginia 24016
Ms. Rose Mary Saunders, Secretary, Building Maintenance Division of the
City's Board of Building Code Appeals
Pending Items from July 10, 1978 through November 23, 1992
Referral Date
Referred To
Item
7/10/'/8
City Manager
Mayor's 1978 State of the City
Recommendation No. 11
(Development of a hotel on
Mill Mountain.)
8/12/91
City Manager
Director of Finance
Mayor's 1991 State of the City
Recommendation No. 4 that the
necessary steps be taken to reduce
the real estate tax rate from
$1.25 per $100.00 of assessed
value to $1.20 per $100.00 of
assessed value during the next
five years.
8/12/91
City Manager
City Attorney
Remarks of Mr. Ted H. Key,
Director of the Northwest
Revitalization Corporation, with
regard to consideration of a
measure prohibiting the owners
of motels or other living
facilities from renting rooms to
the general public when other
portions of the same facility are
being used by prisoners on
work release, parole or half-
way house.
2/3/92
Roanoke City School
Board
Matter of possession of firearms
on school property.
Pending Items from July 10, 1978 through November 23, 1992
Referral Date
Referred To
Item
2/10/92
City Attorney
Request to study the matter of
regulating the sale of "look-
alike" weapons.
6/22/92
City Manager
City Attorney
Commissioner of
Revenue
Matter of increasing the total
combined income of any elderly
or disabled property owner
claiming real property tax
exempt status from $22,000.00
to $26,000.00, and increasing
the first $4,000.00 of income of
each relative, other than the
spouse of the owner, who is
living in the dwelling, to
$4,750.00.
9/9/92
City Manager
Request to review inequities in
the City's Pay Plan, including
the cost of implementing two
longevity steps for long-term
City employees by January 1,
1993.
9/9/92
Director of Finance
Request to provide information
with regard to the cost of
reducing the number of years to
become vested in the City's
pension plan from ten to five.
Pending Items from July 10, 1978 through November 23, 1992
Referral Date
Referred To
Item
10/12/92
10/12/92
10/12/92
10/26/92
11~3D2
City Planning
Commission
City Manager
City Manager
City Manager
City Manager
City Attorney
Remarks with regard to
the issue of demolition of
buildings as related to economic
development, as well as the
City's beautification efforts and
its impact on downtown
Roanoke and adjoining
neighborhoods.
Request to report to Council
during fiscal year 1993-94
budget study with regard to the
City's taxing authority relative
to surface parking lots.
Request to increase the per post
time compensation of school
crossing guards from $5.22 to
$7.50.
Request to report to Council
with regard to the City's practice
of waiving certain rental fees at
the Roanoke Civic Center for
organizations utilizing the
facility in the name of charity.
Matter of cancelling the
regular meetings of Council on
December 21 and 28, 1992.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Teleohone: (703) 981-25~,1
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #15-488-110
Mr. Charles W. Hancock, Chairperson
Roanoke Neighborhood Partnership
Steering Committee
1016 Estates Road, S. E.
Roanoke, Virginia 24014
Dear Mr. Hancock:
This is to advise you that Ronald H. Miller and Jan P. Wilkins have qualified for
terms of one year each, ending November 10, 1993, and Louis E. Ellis and Steven D.
Goodwin have qualified for terms of three years each, ending November 8, 1995, as
members of the Roanoke Neighborhood Partnership Steering Committee.
Sincerely, J~C~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
pc: Ms. Stephanie F. Cicero, Roanoke Neighborhood Partnership Coordinator
0-2
30
I, ~ 1 d t~. M~ ~ 1 ar , do solemnly swear (or a~rm) that
! will support the Constitution of the United States, and the Constitution of the State of Virginia, and
I will faithfully and impartially discharge and perform all thc duties incumbent upon me aa
a member of the Roanoke Neighborhood Partnership Steering Committee, for a one
year term ending November 10, 1993.
according to the best of my ability. So help me God.
Subscribed and sworn to before me, thi~
0-2
RECEI~'ED
Oath or Af ti61'F°f Office
'92 OEO -2 P~:45
I, ~' p- lg~ll,~ , do solemnly swear (or attlnn) that
I will support the Constitution of the United States, and the Constitution o! the State of Virginia, and that
I will faithfully and impartially discharge and perform all the duties incumbent upon me as
a member of l:he Roanoke I~e±ghborhood ?artnersh±p Steer±rig Comm±l:t:ee, ~:or a one
year l:erm end±rig Iqovember 10, 1993.
Subscribed and sworn to before ,ne, this (~flJ~D day of )~k°~'~i lqq°~
0-2
· -o CITY m
Oafh or Aff,rmat,on Of ,ce
'92 NOV20 P3:08
8tare o~ Virginia, Oi~l o~ Roanolee, to .wiS:
I, Louis E. Ellis ., do solemnly swear (or affirm) that
! will support the Constitution of the United States, and the Constitution of the State of ¥i~ginia, and that
I will faithfully and impartially discharge and perform all the duties incumbent upon me as
a member of the Roanoke Neighborhood Partnership Steering Committee, for a term of
three years ending November 8, 1995.
according to the best of my ability. So help me God.
Subscribed and sworn to before me, this
Deputy Clerk
Affl Off,ce
Oafh orrrnafi°~f~'
-- - '92 DE~-I ~10:01
_, do solemnly swear (or ~m) ~t
I, ~even D. Goodwin
~1 sup~ ~e Constitution of the Unit~ States, and the Constitution o~ the S~te of Virginia, ~d ~t
w21 ~aithfully and impa~ially discharge and pe~orm all the duties incumbent upon me am
member of the Roanoke Seighborhood Parrnership Steering Co~it~ee, for a term
of three years ending ~ovember 8, 1995.
according to the best of my ability. ~o help me God.
Subscribed and sworn to before me, this-
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S,W., Room 456
Roanoke, Virginia 7A011
Teleoiaone: (703) 981-2541
December 11, 1992
SANDRA H. EAKIN
Deputy City Clerk
File #15-316-110
Mr. Robert K. Bengtson, Chairperson
Roanoke City Transportation Safety Commission
Roanoke, Virginia
Dear Mr. Bengtson:
This is to advise you that Richard I. Huddleston has qualified as a member of the
City of Roanoke Transportation Safety Commission, for a term of four years ending
October 31, 1996.
Sincerely, ~x,/~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Start off Virginia, cirri o~ Roanoke, to .w/t: ~ do solemnly swear (or affxrm) that
Richard I. Hudd]eston o{ Virginia, and that
will support the Constitution o{ the United ~tates, and the Constitution o[ the ~tate
wil! {althJully and impartiallY discharge and perform all the duties incumbent upon me
a member of the City of Roanoke Transportation Safety Commission, for a term of
four yearS ending October 31, 1996.
according to the best oJ my ability- So help me God.
~ubscribed and sworn to be(ore me,
o{
Deputy Clerk
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, $.W., Room 456
Roanoke, Virginia 2~011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #15-184-429-110
Mr. F. Wiley Hubbell, Chairperson
Board of Trustees
City of Roanoke Pension Plan
3712 Peakwood Drive, S. W.
Roanoke, Virginia 24014
Dear Mr. Hubbell:
This is to advise you that William S. Trent, Jr., has qualified as a member of the
Board of Trustees, City of Roanoke Pension Plan, for a term ending June 30, 1994.
Sincerely, ~t~4.-~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
pc: Mr. James D. Grisso, Acting Director of Finance
Ms. Doris B. Peters, Retirement Administrator
Oath or Afflrrnafion cff~Office~ ~
- '92 NOV 30 72:~6
State ol Virginia, Ci~t ot Roa~&e, W .~:
William S. Trent, Jr. ~ _, do solemnly sw~r (or ~) ~t
I,
I ~1 sup~ the Constltut~on of the Un~t~ S~tes, and ~e Constitution o{ ~e S~te o{ Virginia, ~d ~t
I wRl {alth~uHy and impa~ially discharge and pe~orm all the duties incumbent upon me a~ -- -
a member of the Board of Trustees, City of Roanoke Pension Plan, for a te~ ending
June 30, 1994.
this~)~,~ day o~ ,--
) _, Deputy Clerk
David A. Bowers
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 Church Avenue, S.W., Room 452
Roanoke, Virginia 24011-1594
Telephone: (703) 981-2444
December 7, 1992
The Honorable Vice-Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mrs. Bowles and Gentlemen:
I wish to request an Executive Session to discuss a personnel matter being the
performance of a specific public officer, pursuant to Section 2.1-344 (A)(1), Code
of Virginia (1950), as amended.
Sincerely,
Mayor
DAB: sw
December 7, 1992
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re:
Dear Mrs. Bowles and Gentlemen:
Request for Executive Session
This is to request that City Council convene in Executive
Session to discuss the location of a prospective business when no
previous announcement has been made of the business' interest in
locating in the community, pursuant to S2.1-344(A)(5), Code of
Virginia (1950), as amended.
Very truly yours,
W. Robert Herbert
City Manager
WRH:shm
cc:
Wilburn C. Dibling, Jr., City Attorney
James D. Grisso, Acting Director of Finance
Brian J. Wishneff, Chief, Economic Development
Mary F. Parker, City Clerk
& Grants
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
December 11, 1992
File #79-169-323
SANDRA H. EAKIN
Deputy City Clerk
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Mr. Wilburn C. Dibling, Jr.
City Attorney
Roanoke, Virginia
Mr. James D. Grisso
Acting Director of Finance
Roanoke, Virginia
Gentlemen:
I am attaching copy of a communication from Rick J. Schwieterman, Vice President
Finance and Treasurer, OCLC Online Computer Library Center, Inc., transmitting
a petition requesting adoption of a resolution in support of the Company's request
to obtain an exemption from personal property taxes on certain computer equipment
located at certain library sites in the City, which communication was before the
Council of the City of Roanoke at a regular meeting held on Monday, December 7,
1992.
On motion, duly seconded and unanimously adopted, the matter was referred to you
for study, report and recommendation to Council.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Eno o
pc:
Mr. Rick J. Schwieterman, Vice President Finance and Treasurer,
OCLC Online Computer Library Center, Inc., 6565 Frantz Road,
Dublin, Ohio 43017-3395
Ms. Beverly A. James, City Librarian
6565 Frantz Road Dublin, Ohio 43017-3395 (614) 764-6000 FAX (614) ~(34-6096
1992 November 17
Ms. Mary F. Parker, City Clerk
Office of the City Clerk
215 Church Avenue, SW
Room 456, Municipal Building
Roanoke, VA 24011
Dear Ms. Parker:
OCLC Online Computer Library Center, Incorporated ("OCLC") owns equipment in
the City of Roanoke which is currently subject to personal property taxes.
Since it is a nonprofit, library membership organization, OCLC is applying for
exemption from tax on this property pursuant to Article X, Section 6(a)(6) of
the Constitution of Virginia. A petition to the Roanoke City Council is
enclosed which requests a resolution supporting 0CLC's application. According
to instructions from the Roanoke Commissioner of Revenue, such a petition is to
be delivered to the City Clerk for submission to the council. Also enclosed
for your reference is a copy of a letter submitted to the Roanoke City Manager
outlining answers to questions about OCLC as required by Subsection B of
Section 30-19.04 of the Code of Virginia. Please submit this petition to the
council for its consideration.
Kick J. Scnwi~terman
Vice President Finance and Treasurer
OCLC Online Computer Library Center, Inc.
OCLC Online Cc~puter l.~brary Center, Incorporated ("OCLC") hereby requests that
the City Council of Roanoke, Virginia enact a resolution supporting its request
to obtain an ex~¥~ticn frc~ personal property taxes pursuant to Article X,
Section 6(a)(6) of the Constitution of Virginia.
fX/LC owns equipment in the City of Roanoke which is currently subject to
personal property taxes (Account 2-310734115). 0CLC is a nonprofit, library
membership organization which is exempt frc~ Federal incc~e tax under Section
501(c)(3) of the Internal Revenue Code. To support this application, the
following doc%m~nts are enclosed:
o OCLC' s Articles of Incorporation.
o OCLC's Code of Regulations.
o Determination letter frc~ the IRS granting OCLC ex~t status.
o A statement of activities more fully describing the nonprofit nature
of OCLC and its role in supporting libraries.
A copy of a Feb~a~-y 12, 1992 letter frc~ the Roanoke C~,~.~ssioner of
Revenue indicating that OCLC is not currently eligible for exempt
status by designation or classification.
A copy of 0CLC's letter to the Roanoke City Manager outlining the
answers to the questions prescribed by Council Resolution Number
30884-021892 including an explanation of OCLC's sources of ~evenue and
their impact on reducing the burden of goverrm~nt by providing
services to libraries at reduced cost.
The personal property which is the subject of this petition consists of mod~s
located at library sites plus equitm~nt located at the site of its
telecu~,,~unication supplier which channels data transmissions frcm libraries in
the region to OCLC's c~,~uter in Ohio. 0CLC uses this equipment so that
libraries in the r~gion can access its ccmputer database over phone lines frcm
their locations. As such, this equipment is directly involved in carrying out
OCLC's nonprofit mission. Use of the latest data processing and c~,,unications
tande~hn~rfoO~ .e~. les~ .1.ibrary~members to efficiently shar~ cata~ing infoImation
perio~m knter-±lDrary lending. These efficiencies tran~Xate into lo~r
operating costs for libraries, thus reducing_/~la_~urden of/~overnn~ant since
many of these libraries are gove~~titu~ons.
Rick J. Schwieterman
Vice President Finance and Treasurer
Subscribed and sworn to before me
17th day of November 1992.
l~tary l~bl£c
AMENDED ARTICLES OF INCORPORATION
OF
OCLC ONLINE COMPUTER LIBRARY CENTER, INCORPORATED
FIRST
SECOND
THIRD
FOURTH
FIFTH
SIXTH
The name of said Corporation shall be OCLC
ONLINE COMPUTER LIBRARY CENTER, INCORPORATED.
The place in this State where the principal
office of the Corporation is to be located is
Clinton Township, Franklin County.
The purpose or purposes for which this Corporation
is formed are to establish, maintain and operate
a computerized library network and to promote
the evolution of library use, of libraries them-
selves, and of librariansh-ip, and to provide pro-
cesses and products for the benefit of library
users and libraries, including such objectives
as increasing availability of library resources
to individual library patrons and reducing rate
of rise of library per-unit costs, all for the
fundamental public purpose of furthering ease of
access to and use of the ever-expanding body of
worldwide scientifi~, ~iterary and educational
knowledge and information.
The affairs of the Corporation shall be managed
by the Board of Trustees. The qualifications of
the Trustees, together with their terms of office,
manner of election, removal, change of number,
filling of vacancies and of newly-created trustee-
ships, powers, duties and liabilities, shall,
except as othez~ise provided in these Articles,
or by the laws of the State of Ohio, be as pre-
scribed by the Code of Regulations.
There shall be three classes of members of the
Corporation and they shall be General Members,
Users Council Members and Trustee Members. The
voting powers of each class of members shall be
only as defined in the Code of Regulations.
There shall be a Users Council which shall be
that body as defined in the Code of Regulations.
SEVENTH
EIGHTH
NINTH
The Articles of Incorporation may be amended at
any business'meeting of the Trustee Members called
for that purpose provided that written notice of
the proposed amendment(s) has been sent to the
Trustee Members at least ten (10) days prior to
said meeting. A two-thirds (2/3) vote of all of
the authorized number of Trustee Members of the
Corporation is required for approval, and the
proposed amendment(s) must be ratified by a major-
ity vote of Members of the Users Council present
at a meeting called for that purpose.
The duration of this Corporation shall be perpetual.
No part of the earnings, dues or receipts of this
Corporation shall inure to.the benefit of or be
distributed to its members, trustees, officers
or other private persons, except only that the
Corporation shall be authorized and empowered to
pay reasonable compensation for services rendered
and expenses incurred and to make payments or
distributions in furtherance of the purposes set
forth in Article Third hereof. No substantial
part of the activities'~'of the corporation shall
be the carrying on of propaganda, or otherwise
attemptin9 to influence legislation, and the cor-
poration shall not participate in, or intervene
in (including the publishing or distribution of
statements) any political campaign on behalf of
any candidate for public office. Notwithstanding
any other provision of these articles, the corpor-
ation shall not carry on any other activities
not permitted to be carried on (a) by a corporation
exempt from Federal income tax under Section 501(c)(3)
of the Internal Revenue Code of 1954 (or the cor-
responding provision of any future United States
Internal Revenue Law) or (b) by a corporation,
contributions to which are deductible under Section
170(C)(2) of the Internal Revenue Code of 1954
(or the corresponding provision of any future
United States Internal Revenue Law).
TBNTH
Upon the dissolution of the Corporation, the Board
of Trustees shall, after paying or making provision
for the payment of all of the liabilities of the
Corporation, dispose of all of the assets of the
Corporation exclusively for the purposes of the
Corporation in such manner, or to such organization
Or organizations as are described in Section l?0(c)(1)
or (2) of the Internal Revenue Code of 1954 (or
the corresponding provision of any future United
States Internal Revenue Code), as the Board of
Trustees shall determine. Any of such assets
not so disposed of shall be disposed of by the
Court of Common Pleas of the county in which the
principal office of the Corporation ts then located,
exclusively for such purposes or to such organiza-
tion or organizations, as said Court shall deter-
mine, which are organized and operated exclusively
for such purposes.
ELEVENTH
These Articles supersede all prior Articles or
Amended Articles.
IN WITNESS WHEREOF, said Miriam Drake, Chairman of
the Board of Trustees; Rowland C.W~' B~own,
Huntington Carlile, Secretary, of OCLC, Inc., acting
behalf of said Corporation, have hereunto subscribed
this ~ day of January, 1981.
President;'and
for and on
their names
Miriam Drake, Chairman of the
Board of Trustees
-3-
SEPTEMBER, 1981
CODE OF REGULATIONS
OF
OCLC ONLINE COMi~OT~R LIBRARY CE~=~R, INCORPORATED
.The name of this
LIBRARY CENTER, INCORPORATED.
in Franklin County, Ohio.
.ARTICLE !
NAME AND LOCATION OF CORPORATION
Corpgration ~s OCLC ONLINE COFfPU~AR
Its principal office will be located
ARTICLE II
DEFINITIONS
As used ~n this Code of Regulations, the word
"Corporation" means this Corporation, that is to say, OCLC ONLINE
CO~UTER LIBRARY CE~R, INCORPORATED, and the word S~Trustees" and
the terms "Board ~f Trustees" and "Board," unless the context
otherwise indicates, means the TruStees of said Corporation provided
for by'law and by the Articles of Incorporation.
ARTICLE
PURPOSE
The purpose or purposes for which this Corporation is
formed are to establlsh, maintain and operate a computerized library
network and to promote the evolution of l~brary use~ of libraries
themselves and of librarianship, and to provide processes and
products for the benefit of library users and libraries0 including
such objectives aa ~ncreaSing availab~l~ty of l~braz~/resources ~o
~ndividual library patrons and reducing the ~ate of rise of library
per-unit costs, all for the fundamental public purpose of furthering
ease of access ~o and use of the ever-expanding body of worldwide
scientific, literar~ and educational knowledge and lnfo~ation.
ARTICLE XV
GENE~ALMEMBER$
A. Definition. The
shall consist of public or
libraries, and other entities
C~neral Members o£ the Corporation
private, academic or nonacademic
engaged ~n the furtherance of the
purpose of the Corporation, as set forth in A~ticle III, supra, by
becoming a participant ~n the Corporation. A participant is an
entity, which agrees ~o comply vi~h the con~ractual obligations
re~ed of a pa~c~p~t by~e Co~o~ation f~om t~e ~o
'B. Vo~n~ R~h~s. ~e vo~ng r~ghts of ~e General
Ne.ers shall be l~ed ~ ~e r~gh~ ~o vo~e for ~e selec~on of
delegates to ~e Users Co~c~l provided in ~cle V E([)~ ~der
~les demeaned by~e Users Co~c~l.
C. Conferees. Persons affiliated w~ ~neral N~e~s
are' eligible fo~ appo~n~en~ by ~e Board of T~stees ~d by ~e
Users Co~c~l ~ se~e once respective co~ees ~ereof.
-2-
ARTICLE V
USERS COUNCIL AND USERS' COUNCIL MEMBERS
A. Purpose. The Users Council shall serve to reflect.and
articulate ~he various interests of General Members, and shall be
empowered to elect six Trustees of the Board of Trustees.
B. Membership. Users Council Members s. ha11 be. those
entities which cont.&ct with the Corporation and whose utilization
of the Corporation~s system in a given fiscal year of the
Corporation generates an obligation to pay 1:o the Corporation under
'their contract with the Corporation at least one percent (1~) of the
Corporation's total recurring service revenues from all its General
Members in that fiscal year, as reflected by the Corporation's
business records at the end of that fiscal year.
In addit/on, General Members who are not otherwise
represented by a Users Council Member; who contract with the
Corporation through & given single service- center of the
Corporation, or its equivalent; and whose utilization of the
Corporation's system ~n a given fiscal year of the Corporation,
generates an obligation to pay to the Corporation under-their
con~racts with the Corporat/on0 taken together, a.t least one percent
(1~) of the Corporation's to,al recurring service revenues from all
its' General Members ~n that fiscal year, as reflected by the
Corporation's business records at the end of that fiscal year, shall
together constitute & single Users Council Member.
Users 'Council Member status hereunder shall be.determined'
each Janual-f on on annual basis for the following year of the Users
-3-
Council and aha11 be based on l~he ¢orporationta business records for
~he Corporation's i~med/ately preceding fiscal year..
C. Voting Rights. There shall be sixty (60) total votes
(and delegates) in the Users Council. The number of votes (and
delegates) to which each Users Council Member shall be entitled,
from time to time, shall be deterndned by means of. the following
FormUla designed to incorporate each . Users Council Memberts
proportionate general m~m~ership' in, and proportionate payment of
recurring service revenues to, the Corporation=
Where:
2
V = the number of votes to which a Users Council
Member shall be entitled, and
r
= the amount of recurring service revenues
the Users Council Member is obligated to
' pay ~o the Corporation generated by ite
utilization of the Corporationts system in
a given fiscal year of the Corporation, and
R = the total recurring service revenues ~hich
all the Corporation's General Members are
obligated ~o pay to the Corporation because
of their utilization of the Corporationts
system in the same fiscal, year of the
CorporatzLon, and
t-he number of General Members parti'cipating
in the Corporation through the Users
Council ~m~er in the same fiscal year of
the Corpora~/on, and
s the tote1 number of General Members
part/cipal~Lng in the Corpora=ion 'in the
lame fiscal year of the Corporation.
-4-
In ~he event ~hat the n~m~er of votes calculated by the
above Formula for a Users Council ~m~er includes a fraction less
than one-half (1/2) (defined as 0.49 or less), the l~umber of votes
to which that ~er shall be entitled shall be ro~ded off to ~e
next lo'est ~hole n-~er; ~f such n~e~ of vo~es includes a
fraction e~al ~o o~ greater ~ one-half (1/2) (defined as 0.S0 or
~eater), sa~d n,3m~er of vo~es shall be ro~ded off ~o ~e next
highest ~hole n~er. ~e n~e~ of vo~es for each Users Co~c~l
Me~e~ shall ~n no event be less ~ one (1).
The foregoing f~ac~onal ro~ng ~le shall be adjusted
.do~ard or upward ~n appropriate [ncr~en~ (e.g., of one one-
h~e~ (0.0~)), ~d ~e ~o~ utilized ~n ~e Fo~ula shall be
oE such necessa~ spec~ci~y, ~e~[red ~ assure ~at ~e ~otal s~
of ~e votes for all Users Co~c~l M~ers cal~lated ~er~y e~als
sixty (60).
Th~s cal~lation of ~e respective voting r~gh~ of each
Users Cocci1 Me.er shall be perfo~ed ~ually a~ ~e s~e time
~d on ~e s~e bas~s as eligibility for Users Co~c~I Me~e~sh[p ~s
dete~ined, as se~ fo~ in para~aph B of ~s ~[cle.
The firs~ young ~d delegate dete~nat~on hereunder
shall be made in J~ua~, 1982. ~d shall become effec~ve for ~e
nex~ ~ediately following elect!on of delegates by Users Council
M~ers. · No ~s~ng ~d duly elected delegate shall lose his or
her off,ce or vote because of ~e opera, on of ~s new calcula~on
proced~e, bu~ ea~ may se~e out ~s or her duly appointed ~e~.
~e Users Co~c~l ~d ~ Users Cocci1 Me. ers shall ~ke ~uch
-5-
actions necessar~ and appropriate to bring ?heir respective vote and
delegate d~st~ibution and number wi?hin compliance wi?h t~is Article
prior to September. 1982.
D. Meetings.
(1) Place
o__f Meetings. Meetings of the Users
Council Members shall be held at any suitable place.convenient to
themes may be designated By?he Users Council.
(2) Time of Meetings. The Users Council shall hold
an annual meeting, regular meetings and special meetings as shall be
dete~nined by?he Users Council.
(3) Notice of Meetings. At least ten (10) days in
advance ?hereof, ?he Secretary of ?he Users Council shall mail ~o
its Members notice of any meet/ng.
(.4) Ouorum and Voting. The presence at any meeting
of fifty percent (50~) of ?he delegates to ?he Users Council shall
constitute a quorum.; matters properly before ?he Users Council shall
he decided by majority vote of the Council delegates present at a
meeting at which a quorumis present.
(5) Adjourned Meetings. If any meeting of?he-Users
COuncil cannot transact business because a quorum is not present,
?he delegates present may adjourn the meeting'to a time not less
?haft f~rty-eight(48) hours from the time ?he original mee~/ng was
called. -
E. Represanta~ionB_~Delegates.
(1) ~ualif~cations. Users Council Members shall be
The delegates shall
· represented on ?he Users Council by delegates.
-6-
be member~ of the governing boards, or professional employees,
/~clUding librarians, of the Users Council Members; or me~ers of
the governing boards, or professional employees, including
librarians, of the constituent General Members thereof. No more
than one administrative officer or other professional employee of
any Users Council M~m~er is eligible to be chosen Os a delegate.
All delegates must be authorized to act on behalf of the Users
Council Member.
(2) Selection. The delegates of each Users Council
Member shall be nominated and elected, removed and replaced by those
General Members of the Corporation that are affiliated with that
Users Council Member. In the case of a single entity Users Council
Member, the process of designation of delegates will be by selection
and'appointment, and removal by simple revocation of authority. In
the absence of requirements of the Users Council to the contrary,
each Users Council 'Member shall promulgate rules through which said
nomination, election, selection, appointment, removal and
replacement shall be accomplished so long as the rule~-to not
conflict with the Articles of Incorporation or Code or Regulations
o'f the Corporation.
(3) Number of
distribution of delegates among
Delegates. The inumber and
each Member of the Users Council
shall be 't. he same as the number of votes to which the Members of the
Users Council are entitled. Voting by alternate delegates and/or by
proxy shall be permitted, subject to rules promulgated by the Users
· council for those purposes.
-7-
(4) Votin~ Rights. At any meeting of th~ Users
Council, each delegat~ shall he entitled to cast one vo~e in person
o~ by proxy on each ma~ter properly s~tted to ~e Users Council
fo~ vo~e, consent, waiver, ~elease o~ o~e~ ac~on.
.. (5) Cos~. Cos~ ~d e~enses of ~e Users Council
~d e~enses of delega~s shall be pa~d by ~e Co~orq~on upon such
~o~al budgeted ~o~ as are dete~ned by ~e Board of T~stees.
F. Conferees.
The Users Co~c~l shall create such co~ittees as ~t deems
necessa~ or desir~le ~ c~ out i~ pu~oses. It shall appoint
~ere~o persons se~ing as delegates on ~e Users Co~c~l, ~d may
appoint o~er persons -
(1) Affiliated wi~ a ~neral M*~er ~ch, ~ough
participating ~n ~e selection of delegates, does not have a person
se~ing as a delegate ~ ~e Users Cocci1, or
(2)' Affiliated wi~ a General Me.er not eligible
for participating ~n ~e selec=ion of delegates as defined in
~ticle V E(2) of ~e Code of Re~la~io~.
G. Officers.
The Users Co~c~l shall c~eate such offices ~d elec~ such
officers ~ conduct ~e business of ~e Users Cocci1 ap to it shall
see~ a~propriate.
-8-
A. .D~ finition.
ARTICLE VI
TRUSTEE MEMBER
The Trustee Members
of the
Corporation
are defined as the members of the Board of Trustees.
B. Voting Rights. At any meeting of the Trustee Members,
each Trustee Member shall be entitled to one vote on each matter
properly submitted to them for their vote, consent, waiver, release
or other action.
C. Powers of Trustee Members. The Trustee Members shall
'vote upon election and removal of Trustees, amendments to the
Articles and Code of Regulations, as hereinafter provided, and shall
have' and may exercise all other memberskip powers and rights not
expressly granted or reserved to the other classes of members by the
Articles or this Code of Regulations.
D. Meetings. The Trustee Members shall hold an annual
meeting and shall hold such other meetings as may be necessary.
(1) The time and place of the annual meeting shall
be. as .determined from time to t/me by resolution of the-Trustee
Members.' Special meeting's may be called and their time and place
set by the same persons as provided for special. Board of Trustees
meetings in Art/tlc 'VII I(3).
(2) The quorum for such meetings and the vote and
'procedures shall be the same as set forth respecting Trustees in
Article VII, Section I(5). except as otherwise provided in the
Articles of Incorporation or this Code of Regulations.
-9-
( 3 ) Hot/ce
Secretary to each Trustee
prior to the date thereof.
of meetings shall be provided .by the
M.-~er in writing at least ten (10) days
fifteen (15)
paragraph C
Trustees.
B.
Number.
rael~bers t
of thia Article,
ARTICLE VII
BOARD OFTRUSTEES
The Board of Trustees shall be comprised of
and the Founder Trustee provided for in
who is also a member of the Board of
Qualifications. Eight Trustees, hereinafter referred
to the UEight, U shall be persons elected by the Trustee Members from
varying d/sciplines and commun/ty interes~s. Five of the ~'Eight"
shall be selected from among categories such as the following: an
executive officer of · large corporation; an individual experienced
in banking and finance; an individual with background or present
service in government, nat/onal, state or local; an economist; an
accountant with experience in taxat/on and business enterprise; an
attorney with experience' in Corporal/on law; an individual with
experience in elec~ron/c computer science or industry; an individual
wi~h experience in' communications technology; an individual with
ma~ket%ng and d~stribut/on knowledge; and other individuals with
'comparableknowledge and experience.
Three Trustees of the ~Eightu shall be ~-~ers of the
library profession.
-10-
· interim,
Six Trustees, hereinafter referred to as the #Six,' shall
.~e elected by the Users Council, as'provided herein, and shall be
persons serving as delegates to the Users Council'when elected.
One Trustee shall be the Founder Trustee as provided in
paragraph C of this Article.
The President of the Corporation, shall he. a Trustee and
serve upon the Board of Trustees by reason of his/her office, and
shall be equal in status to all'other Trustees for all purposes,
including voting and determination of quorum.
No more than two Trustees shall be administrative officers
or other professional employees of a Users Council Member.
C. ~ounder Trustee. At such time as the successor to the
Corporation's founder and first President and Executive Director is
appointed and succeeds to the office of President, the then
departing founder and first President and Executive Director shall
become permanent Founder Trustee of the Corporation and shall be, as
such, a member of the Board of Trustees. This Trustee position
shall be reserved to the person and continue for the life of said
founder and first President and Executive Director, and shall'carry
with it Trustee and Trustee Member voting rights for a period of
thr~e (3) years from its effective date, sttbject, to renewal
thereafter at the pleasure of the Trustee Members.
· D. Election and Term o_[f~ffice.
(1) Initial Trustee ~erms. The initial "Eight" and
#Six" Trustees, having heretofore been properly elected according to
transitional procedures, and serving at the time of'the
-11-
adoption of this A~ended Code, shall each serve his/~er p~operly
designated term, whether ~wo years, four years~ or six years, and
the successor to each shall be elected as provided in paragraph D(2)
of this A~ticle.
(2) Te~ms o_~f Successors... The successor to each of
the 'Eight" shall be elected to a six-year term by a.majority vote
of the Trustee Members
quorum is present.
The successors ~o
rems by vote of the Users
present at an annual meeting at which a
the "Sixt' shall be elected to six-year
council, and shall be those candidates
receiving the greatest D,lm~er of votes.
The President shall serve upon the Board of Trustees by
reason of and during h/s/her term of office.
Each Trustee shall hold officeuntil his/her successor has
been qualified, elected and has co_-,~encedlLis/her term.
There shall be no successor t o the Founder Trustee.
(3) Limitation on Consecutive Terms. Except as
otherwise provided in $/~is Code of Regulations, Trusteeg may not
serve more than two consecu~/ve six-year terms.
(4) Nomination and Election. N~minations for and
election of the ttEighttt shall take place at the annu&l meeting of
the'Trustee Members.
..Nominations for and elecl~on of the 'Six~ shall take place
at ~he annual meeting of the Users Council except .~hen the Users
Council may be fill~ngunexpiredtem$.
-12-
E. Governing Powers. The Board of Trustees shall have
all the Powers. and duties necessary or appropriate for the
admin/s~ration of the affairs of this corPoration and may do all
such acts and things as are not reserved or prohibited by law or by
the Ar~/cles of IncorPoration Or by this Code of Regular. ions.
F. Vacancies. The Trustee Members by majority vote of
Trustee M.embers present at a meet.~ng at which a quorum is present
shall appoint .a successor to fill the unexpired term of a Trustee.
An appointee to the term of the #Six" Trustees shall serve only
until the Users Council meets and elects a successor ~o fill the
unexpired term.
G. Removal o__f Trustees. At any annual or special meeting
duly called, any one or more of the Trustees on the Board of
Trustees may be removed for cause by a vote of ~wo-thirds (2/3's) of
Trustee Members present at such meeting at which a quorum is
present.
H.
of 'Trustees,
capacity as
Compensation. Compensation as determined by the Board
may be paid. to Trustees for their services'fn their
Trustees. Trustees may be reimbursed for ~ctual
expenses incurred by them in the performance o~ their duties, as
approved by a majority of the Board of Trustees present.at a meeting
at ~hich a quorum is present.
'l. ~eetings.
(1) Annual Meeting.
meet annually as determined by the
'annual meet/ng of the Trustee Members,
the CorPoration as may come before it.
-13-
The Board of Trustees shall
Board of Trusl~es, -after the
to conduct such business of
(2) ~Regular Heetin~s. Regular meetings of the Board
of Trustees may be held at such t/me and place as shall be
determined, from time to time, by resolution of the Board'of
Trustees. Notice of regular meetings of'the Board of Trustees shall
be given by the Secretary to each Trustee, personally: or by mail,
telephone or telegraph, at least ten (10) days prior to the day
named for such meeting.
(3) Special Meetings. A special meeting of the
Board of Trustees may be called at any time by the Chairman, a Vice
Chairman,
and place
Sect. etary
or three or more of the Trustees, to be held at the time
designated by the person(s) calling the meeting. The
shall give such notice to each Trustee personally, or by
at least three (3) days prior to the
Any meetings may be held at such
mail, telephone or telegraph,
day.named for such meeting.
(4) Location.
place or places as the Board of Trustees may determine.
(5) ~uorum and Vote. At all meetings of the Board
of-Trustees, a majority of the Trustees shall constitute'~ quorum
for the transaction of business. The acts or votes of the majority
o~ the Trustees present at a meeting at which a-quorum is present
shall be sufficient ~o constitute the act or vote of .the Board of
Tr~te~s as a whole, except where a larger nu~er of votes is
required by law, the Articles of Incorporation, or th/s Code of
Regulations. If, at any meet/ag oft he Board of Truitees, there is
less ~han · quorum present, the majority of those present may
· adjourn the meeting from t/me to time. At any such adjourned
-14-
meeting, any business which might have been transacted at ~he
meeting as originally called may be transacted without further
notice.
J. Committees. The Board of Trustees may
committees as'it deems necessar~and desirable.
create such
.ARTICLE VIII
9FFICERS
A. Powers and ~erms. The
officers of the Corporation
shall consist of a Chairman of the Board of Trustees, a vice
Chairman or Vice Chairmen of the Board of Trustees, a Secretary&nd
a Treasurer.
The Chairman,. and the Vice Chairman or Vice Chairmen,
shall be elected by the Board of Trustees at a meeting of the Board
called for that purpose or at the annual meeting. Each shall serve
for that term set. by the Board and until his/her successor is
elected and qualified. Each may succeed ~im or herself but may
ser~e no more than three (3) consecutive yearst servi~e-in one
office.
The Secretary and Treasurer shall also have such terms &nd
succession as determined by the Board of Trustees.
The Board of Trustees may appoint an AssiStant Secretary,
an Assistant Treasurer, and such other officers as in their judgment
may be necessary.
The Chairman, Vice Chairman or Vice Chatrmen,.Secretary
and Treasurer of the Corporation shall have such powers and duties
-15-
as are normally incident to such offices, or as are designated by
the Board.
There shall also he a President Of the Corporation, ~ho
shall be chosen by the Board of Trustees, shall serve at the
pleasure of the Board, and shall have such powers as are designated
By the Board of Trustees.
B. Removal. Upon an affirmative vote of a majority of
the Board of Trustees present at a meeting at which a quorum is
present, any officer may he removed for cause after notice, and
his/her successor shall he elected at any regular meeting of the
Board, or at any special meeting called for that purpose. The
Secr. etar~ .shall notify the officer sought to be removed within three
(3) days of this meeting by telephone, mail, or in person.
ARTICLE IX
NEGOTIABLE INSTRUMENTS ~ CONTRACTS f ETC.
A. All checks, drafts, bills of exchange, notes or other
instruments or orders for the payment of money shall be A£gned in
the name of the Corporation or, if made payable to the Corporation, ·
m~y be endorsed for deposit to the credit of the Corporation, by
such officer or officers, person or persons, as the Board of
Trugtees may from time to time designate by resoluT~°n.
-B. The Board of Trustees may authorize any officer or
officers, sgent or agents, in the name of and on 'behalf of the
Corporation, to enter ~n~o or execute and deliver any and all deeds,
· bonds, mortgages, contrscts, and other obligations or ins~ruments,
such ~uthority may be general or confined to specific instances.
ARTICLE X
Except as otherwise required by law, this Code 'of
Regulations may be amended by the Truste~ Members et any meeting
called for that purpose, provided that the Secretar.~. shall have
given to each of the Trustee Members written .notice of the meeting
and a draft of the proposed amendment at least ten (10) days prior
to such meeting. Any amendment adopted by the Trustee Members shall
require an affirmative vote of two-thirds of all of the authorized
number of Trustee Members of the Corporation at a duly constituted
meeting, and must be ratified by a majority vote of t_he Members of
the .Users Council present at & meeting, called for that purpose at
which a quorum is present.
-17-
Internal Revenue Service
IIAY 2 8 1~70 442:19:RTB
C/N: EO: 70: 2~;~ ~' --
o ~e ~to College Y~tbrary Center
785 Eas~ ~road S~ree~
Columbus, C~lo 4~205
e~o~S let. ~$~. we are not determ~.r~.ng vhether y~ ~e a priva~
r~r~en~ for es~b~b*~ ~t
ueveA~ ~ ~Di~ ~ ............. ~ .... =~ ~e
~ ~ ~c~t~
You are aot re~u~red ~o file Fedamal i~C~e ~ re~ ~ess ~u ~
~bJect ~ ~ ~ ~ ~e~ ~s~esa ~C~e ~ oec~ 511 of
re~ ~ FO~ 9~T. ~ ~8 ~t~ ~ ~e ~ ~~ ~e~ ~
-2-
~You a~e.n_ot liable for Federal unemployment $~xes. You are l~able
xor aOciaX security taxes only Lf yo~ have filed ~ .... ~ -~
...... ~o as prov~ae~ xn the Federal Insurance Con~'~u~ions Act.
Contributions made ~o yo~ ~re deductible by donors as provXded ~n
section 170 of the Code. ~equests, legacies, devises, ~ransfers or
g~fts to or for your use ave ded~ctible for Federal estate and
C$~e.lX~rposes U prcr~c~ed 1ruder sect.ions 20S~, 2106 a~d 2S22 of the
Ve truly yours,
· chusV~_r
D/strict Director
Internal. Revenue t>~rvice
District
Director
OCLC, Inc.
1125 Kinnea~ ~ad
Col,~us, Ohio 43212
Depar~me/,~, of the Treasury
RECEIVED/ .PR
P. O. ~ox 2508
Cl~cfu%nat~, Oh/o 45201
Person to Contact:
· ~ale A. Pel=per
Telephone Number:
513-684-35'/8
Refer Reply to:
EP~::O: DAP: et
Date: MAR 2 8 ~
CIN: EO:780847
~ our deter~-~tion ~ated ~y 28, 1970, ~e Ohio ~llege ~.~ C~r
was held ~ ~ ~ ~er se~n 501(c) (3) of ~e ~=~ ~v~ue
C~e of 1954.
1978
You recently suhm/tte~ an amendment to your Articles of Incorpora=ion
wh/ch changed your ~e from ~he Ohio College Library Cen=er ~o OCLC,
Inc. &ccor~i~gly, our rulfung ~ate~ ~ay 28, 1970, is hereby ~ified t~
reflec~ your -~ ck~nge.
Any further change ~n ~be character, purpose, ~e~h~d of o~erat~oa, ,~
or ad~ress of your organizat/on should be brought to our atten~on.
This is a a~d/ficat/on letter.
Very t--~u/y yours,
D. L. Ja/aes, Jr.
D~s~rict Director
MAR 101981
~ployer Identi£ication Number:
~te ~ Exem~io~
Ifl~rna! Revenue Gode SecUon:
Gentlemen:
Internal Revenue Service
Parch 5, 1981 [ CSB:EO:I~
OCLC (t~llne Computer Library Center, Inc.
1125 Kinnear Road
Co!-~b~, OH
5/ s/?o .
Thank you for submitting the infor~ation aho~n below. ~e have ~ade
it a part of your tile.
The cha~ges indicated do not adversely a~fect your exempt status
and the exemption letter issued to you continues in effect·
Please let us k~ow about any future change in the character.
purpose, method of operation, na~e or address of your orE~nization.
This is a requirement for retaining ygur exempt status.
Thank you for your cooperation.
Sincerely yours,
Ite~ ~hanged From T_~o
OCLC r 2nc.
OCLC O~qline Computer Library
~enter, Incorporated
Letter 976 (DO) ('/-77)
Orqanizational Pu_~pose and Structure
0CLC Online C~uter T.~hrary Center Incorporated is a nonprofit organization
incorporated under Ohio law which has been ruled ex~¥~t frc~ Federal inccme tax
under Section 501(c)(3) of the Internal Revenue Code. Its purpose, as stated
in Article Third of its Am@nded Articles of Incorporation is to "... establish,
maintain and operate a ccmputerized library network and to prc~ote the
evolution of library use, of libraries themselves, and of librarianship, and to
provide processes and products for the benefit of library users and libraries,
including such objectives as increasing availability of library resources to
individual library patrons and reducing rate of rise of library per-unit costs,
all for the fundamental purpose of furthering ease of access to and use of the
ever-expanding body of scientific, literary and educational knowledge and
infon~ation."
Members and Governance
0CLC's general members are participating libraries that agree to do all of
their current cataloging online or to supply that infoImation to OCLC on
c~'[~uter tape. These general members participate in OCLC's governance by
electing delegates to the User's Council. The User's Council delegates are
charged with responsibility for reflecting and articulating the interests of
the general member libraries, ratifying amendments to the Articles of
Incorporation and Code of Regulations and electing six out of sixteen trustees
to the 0CLC Board of Trustees. The affairs of the corporation are nk%naged by
the Board of Trustees.
Operations
The core of 0CLC's mission is to develop and maintain a c~uterized, online,
bibliographic database. This database, which now contains more than 25 million
~ecords, allows libraries to efficiently catalog new acquisitions by using the
shared information already available in the database. Since cataloging is an
expensive, labor-intensive process, the OCLC database produces significant cost
savings for OCLC members, mDst of whc~ ar~ public Lnstitutions or nonprofit
educational institutions. OCLC's online bibliographic database is used by
libraries through-out the world to acc~]i~e and catalog books, order catalog
cards and machine-readable records for local electronic library catalogs,
arrange inter-library loans, and maintain location information on library
materials. Using enhanced searching techniques, the database can also be used
by library reference departments or by library patrons the~nselves to find
bibliographic infolI~.ation about a topic of interest. Libraries which do not
catalog on OCLC's syst~ also find the database to be a useful source of
reference information.
Operations (continued
OCLC makes available related products and services which are designed to
facilitate libraries' access to bibliographic infon~ation. These include other
reference da~hases made available to online users, offline products which are
derived frc~ the bibliographic database, c~uter workstations which are
specially designed to access OCLC's bibliographic database, maintenance support
on those workstations, and a variety of access mathods which allow libraries
to access the OCLC bibliographic database and other reference databases frc~
phone lines at their locations.
Fund~nq
As noted, OCLC is a cooperative membership organization of libraries. Funding
for such an organization could cc~e frc~ ms~bership dues or frc~ contributions
(the latter are tax-deductible by the donor under Section 170 of the Internal
Revenue Code). However, OCLC has chosen to fund its nonprofit activities by
charging user libraries for the products and services which they use. This
approach permits availability of 0CLC's unique bibliographic database for all
libraries which wish to use it and ensures that no library receives a
disproportionate benefit frc~ the database at the expense of other libraries
(since each library must pay to the extent of usage). To make the OCLC systsm
work, a large majority of libraries must use the database to do their
cataloging and they must do this consistently. Reliance on fluctuating levels
of contributions might impa~ 0CLC in developing and maintaining its syst~ in
the face of ever-changing technology. The method OCLC has chosen to fund its
operation provides a s~ahle funding mechanism which supports its goals.
Despite its reliance on user revenues, 0CLC continues to achieve its objective
of reducing the rate of rise of library per-unit costs by passing on the
economies of scale of its very large database to individual libraries in the
fo~m of lower costs for fundamental library functions such as cataloging and
inter-library loans. Such reduced costs benefit all library members but are
particularly helpful to nonprofit and gove££m~ntal institutions which are a
large portion of the 0CLC membership and which, frequently, have little control
over their funding levels frc~ contributions or taxes.
JEROME S. HOWARD.
February 12, 1992
Mr. John M. Shary, Vice President - Finance
Online Computer Library Center, Inc.
6565 Frantz Road
Dublin, OH 43017-0702
Dear Mr. Shary:
In Virginia, non profit organizations may qualify for
exemption from local Real and Personal Property taxation
under the exemption by classification statute. The Virginia
Exemption by Classifications Statute enumerates certain
types of non profit organizations such as churches,
religious bodies, public libraries, hospitals, lodges,
museums, benevolent and charitable organizations organized
exclusively for charitable, benevolent, religious,
educational, literary, scientific purposes for the benefit
of the community or the general public at large. Exemption
from Federal Income Tax, under section 501(c)(3) of the
Internal Revenue Code, does not automatically exempt
non-profit organizations from local Real and Personal
Property taxes in Virginia, since such organizations must be
of the nature of the organizational types enumerated under
the Virginia Exemption by Classification Statute.
Annotations from cases before the Virginia Supreme
Court clearly state that "the rule in Virginia is that
exemption of property from taxation shall be strictly
construed and, under this rule, exemption from taxation is
the exception and where there is any doubt, the doubt is
resolved against the one claiming exemption". Thus, "the
general policy of the State is to tax all property, and
exemptiQn is the exception."
rOOM 2Sl, MUNICIPAL BU]LDING, ROANOKE, VIRGINIA 24011
The documents submitted, with your request for
exemption from the City of Roanoke Tangible Personal
Property Tax describes an organization that provides
specialized services and products exclusively to member
libraries who are in turn charged for such services and
products in a similar manner as an organization for profit to
produce funding of the organization rather that relying on
funding revenue from membership dues and/or tax deductible
contributions from the general public. In my opinion, the
stated purpose and activities of OCLC do not conform to the
nature of those non profit organizations qualifying for
exemption under the Virginia Exemption by Classification
Statute.
With Best Regards, I am,
~e ly,
Jerome S. Howard, Jr.,
Commissioner of The Revenue
JHS/elo
1992 November 17
Mr. W. Robert Herbert
Office of City Manager
215 Church Avenue, SW
Room 364, Municipal Building
Roanoke, Virginia 24011
Dear Mr. Herbert:
OCLC Online Computer Library Center, Incorporated ("OCLC") has petitioned the
Roanoke City Council for a resolution supporting its request to be designated
exempt from personal property tax. A copy of that petition is enclosed for
your reference together with a cover letter to the Roanoke City Clerk.
Pursuant to council resolution number 30884-021892, OCLC herewith submits to
the City Manager answers to the questions set forth in subsection B of Section
30-19.04 of the Code of Virgina.
(i)
OCLC has been ruled to be exempt from taxation under Section 501(c)(3)
of the Internal Revenue Code. Copies of the IRS determination letter
are included with the petition to council.
(2)
OCLC does not own real property in Virginia and exemption is sought
for its personal property. No alcoholic beverage license has been
issued in relation to this property.
(3) No officers or directors of OCLC are paid compensation in excess of a
reasonable allowance for personal services actually rendered.
(4) None of the earnings of OCLC inures to the benefit of any private
individual (see Article Ninth of the Articles of Incorporation).
While 0CLC does receive some governmental grants, only a small portion
of the funding for OCLC's programs comes from donations, contributions
or governmental grants.
(5)
OCLC provides services for the common good of the public by fulfilling
its mission of furthering ease of access to and use of the
ever-expanding body of scientific, literary and educational knowledge
and information (see Article Third of the Articles of Incorporation
and the Statement of Activities attached to 0CLC's petition).
OCLC funds its activities primarily by charging user fees for products
or services rendered. However, because of the cooperative, nonprofit
(6)
(7)
nature of OCLC, the cost savings obtained from the economies of scale
of OCLC's large database are passed on to the library members in the
form of reduced costs for such fundamental library functions as
cataloging, inter-library loans and reference services. An
illustration of OCLC's success in holding down library costs is
illustrated on the enclosed graph which compares percentage price
increases by OCLC to two price indexes (HEPI - the Higher Education
Price Index and PPI - the Producers Price Index). Such reduced costs
benefit all library members but are particularly helpful to nonprofit
and governmental institutions (a large portion of OCLC's membership)
which frequently have little control over their funding levels from
contributions or taxes. To illustrate the widespread impact of OCLC,
consider the following statistics: over 15,000 library members in 47
countries, over 25 million bibliographic records in the database, and
completion of over 6 million inter-library loans annually.
No substantial part of OCLC's activities involve carrying on
propaganda, attempting to influence legislation or participating in
political campaigns.
OCLC has no rule, policy or practice which discriminates on the basis
of religious conviction, race, color, sex, or national origin.
I hereby certify that the information contained herein is correct to the best
of my knowledge ~nd belief.
Rick J. Schwieterman
Vice President Finance and Treasurer
IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA,
The 18th Day of February, 1992.
No. 30884-021892.
A RESOLUTION establishing the policy of the City with respect
to supporting requests of certain non-profit organizations to
exemPt certain property from taxation pursuant to Article X,
~6(a)(6) of the Constitution of Virginia.
WHEREAS, this Council from time to time, has been requested to
adopt a resolution in support of a non-profit organizations request
of the General Assembly to be designated exempt from taxation
pursuant to Article X, Section 6(a)(6) of the Constitution of
Virginia;
WHEREAS, this Council has not heretofore adopted any policy
with respect to those organizations requests and the terms and
conditions under which Council will support an organizations
request for tax-exempt status;
WHEREAS, a written policy will assist Council in considering
whether an organization should be given Council's support of its
request for tax exempt status, and a written policy also will help
to insure that all similarly situated organizations are treated
uniformly;
THEREFORE, BE IT RESOLVED by the Council of the City of
Roanoke as follows:
1. That effective March 1, 1992, as a condition to receiving
a resolution from Council supporting its request of the General
Assembly to be designated exempt from taxation pursuant to Article
X, Section 6(a)(6) of the Constitution of Virginia, all
organizations must:
(a)
request a written determination from the
Commissioner of revenue whether the organization is
tax-exempt by classification or designation under
the Code of Virginia;
(b)
notify the City Clerk, in writing, of the
organization's intent to seek new or additional
space for its activities, such notice shall be
given 45 days prior to the organization's entering
into any contract for the purchase of real property
for which it intends to seek tax-exempt
designation;
(c)
agree to pay to the City an annual service charge
in an amount equal to twenty percent (20%) of the
City of Roanoke real estate tax levy, which would
be applicable to the real property of the
organization, in the City of Roanoke, were the
organization not exempt from such taxation, for so
long as the organization's real property is
exempted from State and local taxation;
(d)
submit to the City Manager detailed answers to the
questions set forth in subsection B of S30-19.04 of
the Code of Virginia (1950), as amended, such
answers must be submitted no later than November 15
in order to receive a resolution to be considered
by the next session of the General Assembly; and
(e)
file a petition for tax-exempt status with City
Council at least sixty (60) days in advance of the
first day of the next session of the General
Assembly.
2. If the Council adopts a resolution supporting an
organization's request of the General Assembly, and the request is
granted:
(a)
the value of all exempted taxes shall be deducted
from any funding provided by the City to the
organization; and
(b)
the Commissioner of Revenue and the Office of Real
Estate Valuation will monitor the tax-exempt status
of the property through the use of:
(1) biennial application for tax-exemption;
and
(2) regular use compliance checks by the
Office of Real Estate Valuation.
ATTEST:
City Clerk.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #169-137-79-215
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of a communication from Mr. Charles H. Osterhoudt, Attorney,
representing the Terumah Foundation, Inc., requesting adoption of a resolution in
support of the organization's request to obtain tax exempt status from the General
Assembly of Virginia, which communication was before the Council of the City of
Roanoke at a regular meeting held on Monday, December 7, 1992.
On motion, duly seconded and unanimously adopted, the matter was referred to you
for study, report and recommendation to Council.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
pc: Mr. Charles H. Osterhoudt, Attorney, Osterhoudt, Ferguson, Natt, Aheron
and Agee, P. O. Box 20068, Roanoke, Virginia 24018
CHARLES H. OSTERhOUDT
MICHAELS. FERGUSON
EOWARD A. NATT
LAW OFFICES
OSTERHOUDT, FERGUSON, NAT , ~R,g~iN ~ AGEE
tDID ELECTRIC ROAD, S W.
DEC-1 P4:42
24018
November 30, 1992
The Honorable Mayor and
Members of the Roanoke city Council
c/o Roanoke City Clerk
Room 456, Municipal Building
215 Church Avenue, SW
Roanoke, VA 24011
Dear Mr. Mayor and Members of Council:
I represent the Terumah Foundation, Inc. The Terumah
Foundation is a 501(C) (3) Charitable tax exempt organization
recognized by the Internal Revenue Service. The Terumah Foundation
is organized for the purpose of holding title to church properties
for congregations who do not wish their structures and properties
to belong to a diocesan's type church organization. In other
words, it is a mechanism to insure that the congregations' property
remains with the congregation even if the congregation changes
denominations. The Terumah Foundation presently owns a piece of
property located in the City of Roanoke. It wishes to appear
before Council at its meeting on Monday, December 7th, at 2:00
P.M., to request the support of Roanoke City Council for the
seeking of tax exempt status from the General Assembly of Virginia
in accordance with Section 58.1-3650, et. seq., of the Code of
Virginia. I appreciate your assistance in placing this matter on
the agenda for that meeting.
CHO/bp
Very truly yours,
OSTEr, F~RGUSON, NATT,
CC:
Dr. Lee Thomas Helms
1960 Electric Road
Roanoke, VA 24018
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virs~nia 24011
Telephone: (703) 981.2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #60-467
Mr. James D. Grisso
Acting Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 31260-120792 amending and reordaining certain
sections of the 1992-93 General and Grant Fund Appropriations, providing for
appropriation of funds to the following school grant accounts: $2,200.00 - Child
Development Clinic Program; $2,200.00 Child Speciaity Services Program;
$802.00 - Juvenile Detention Home Program; $11,175.00 - 1992-93 Early Intervention
Program; $5,000.00 - Adult Basic Education Program; $60,000.00 - Homeless
Assistance Program; $4,425.00 - Fishburn Park Environmental Mini-Grant; and
$646,942.00 from the 1992-93 Capital Maintenance and Equipment Replacement Fund.
Ordinance No. 31260-120792 was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, December 7, 1992.
Sincerely
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
po:
Mr. W. Robert Herbert, City Manager
Mr. Barry L. Key, Manager, Office of Management and Budget
Mr. Finn D. Pincus, Chairperson, Roanoke City School Board
Dr. Frank P. Tots, Superintendent of Schools
Mr. Richard L. Kelley, Executive for Business Affairs and
Clerk of the Board
IN THE COUNCIL OF THE CITY OF ROAI~OKE, VIRGINIA
The 7th day of December, 1992.
No. 31260-120792.
AN ORDINANCE to amend and reordain certain sections of the
1992-93 General and 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 1992-93 General and Grant Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
A o ' at 'on
Education
Facilities (1-8) ..................................
Fu d Bala c
Capital Maintenance and Equipment Replacement
Program - School Unappropriated (9) ................
A r ' t' s
Education
Child Development Clinic 1992-93 (10-11) ...........
Child Specialty Services 1992-93 (12-13) ...........
Juvenile Detention Home 1992-93 (14-15) ............
Early Intervention Program 1992-93 (16-19) .........
Adult Basic Education 1992-93 (20-22) ..............
Homeless Assistance Program 1992-93 (23-26) ........
Fishburn Park ~?~ronmental Mini-Grant 1992-93
(27-31) .......................................
$69,991,542
1,747,706
638,147
$20,003,510
53,934
66,920
80,597
11,175
156,019
60,000
4,425
Revenue
Education
Child Development Clinic 1992-93 (32) ................
Child Specialty Services 1992-93 (33) ................
Juvenile Detention Home 1992-93 (34) .................
Early Intervention Program 1992-93 (35) ..............
Adult Basic Education 1992-93 (36) ...................
Homeless Assistance Program 1992-93 (37) .............
Fishburn Park Environmental Mini-Grant 1992-93
(38) ................................................
$ 20,003,510
53,934
66,920
80,597
11,175
156,019
60,000
4,425
1)
School
Instructional
Technology
Equipment
Replacement $ 185,000
School Bus
Purchase 43,984
Transportation
Communications 160,000
Carpet
Replacement (001-060-6004-6681-0801) 38,424
Virginia Heights
2)
3)
4)
5)
Furniture/
Equipment
6) Facility
Alterations -
ADA
7) School Play-
ground
Improvements
8) Cafeteria
Equipment
Replacement
9) CMERP - Schools
10) Travel
11) Instructional
Supplies
12) Travel
13) Instructional
Supplies
14) Substitutes
15) Social Security
16) Purchased
Services
17) Inservice
Workshops
18) Instructional
Materials
19) Equipment
20) Teachers
(001-060-6004-6302-0806)
(001-060-6004-6676-0828)
(001-060-6004-6676-0821)
(001-060-6004-6681-0802)
125,000
(001-060-6004-6681-0809) 58,100
(001-060-6004-6682-0809) 25,000
(001-060-6004-6788-0801)
(001-3324)
(035-060-6502-6554-0551)
(035-060-6502-6554-0614)
(035-060-6503-6554-0551)
(035-060-6503-5554-0614)
(035-060-6504-6554-0021)
(035-060-6504-6554-0201)
(035-060-6509-6553-0381)
(035-060-6509-6553-0587)
(035-060-6509-6553-0614)
(035-060-6509-6553-0821)
(035-060-6754-6450-0121)
11,434
(646,942)
1,500
700
1,500
700
745
57
909
1,707
3,269
5,290
3,716
Travel
23) Homeless
Education
Liaison
24) Academic
Tutors
25) Social Security
26) Instructional
Supplies
27) Assemblies
28) Film Processing
29) Curriculum
Materials
30) Development
Materials
31) Equipment
32) State Grant
Receipts
33) State Grant
Receipts
34) State Grant
Receipts
35) Federal Grant
Receipts
36) Federal Grant
Receipts
37) Federal Grant
Receipts
38) Federal Grant
Receipts
21) Social Security (035-060-6754-6450-0201) $ 284
22) Instructional
1,000
(035-060-6754-6450-0551)
035-060-6902-6000-0121)
035-060-6902-6000-0141)
035-060-6902-6000-0201)
(035-060-6902-6000-0614)
(035-060-6903-6200-0581)
(035-060-6903-6200-0601)
(035-060-6903-6200-0613)
(035-060-6903-6200-0614)
(035-060-6903-6200-0821)
(035-060-6502-1100)
(035-060-6503-1100)
(035-060-6504-1100)
(035-060-6509-1102)
(035-060-6754-1102)
(035-060-6902-1102)
(035-060-6903-1102)
28,020
24,000
3,980
4,000
50O
170
774
2,577
404
2,200
2,200
802
11,175
5,000
60,000
4,425
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
RECE! ~"~
crr¥o~.o^.o~.v^. CITY C~ r:~i ,~,,--~_
December 7, 1992
'92 DEC-3 P2:44
TO:
FROM:
SUBJECT:
Honorable Mayor and Members of City Council
James D. Grisso, Acting Director of Finance
School Board Request for the Appropriation of Grant
Funds and CMERP Funds
I have reviewed the attached request to appropriate
funding for the School Board. This report will appropriate funding
for seven grants in the Grant Fund. These are funded with 100%
federal and state funds.
This report will also appropriate $646,942 from the
School portion of the CMERP funds for the replacement of school
instructional technology equipment, school bus purchase for
additional special education students, the implementation of a
transportation communications system, the replacement of carpet at
several locations including Fallon Park Elementary School, the
purchase of furniture and equipment to be placed in the renovated
Virginia Heights School, facility alterations to be made in
compliance with the Americans With Disabilities Act, improvements
to school playgrounds, and the purchase of cash registers for
school cafeterias.
I recommend that you concur with the request of the
School Board.
JDG:pac
~ire~t~nance
-~ Finn D. Pincus, Chairman
Charles W, Day, Vice Chairman
Marilyn C. Curtis
-Roanoke
City School Board
C. Nelson Harris
Martha W. O'Neil
Clubert G. Poff
James M. Turner, Jr.
Frank P. Tota, Superintendent
Richard L. Kelley, Clerk of the Board
P.O. Box 13145, Roanoke, Virginia 24031 * 703-981~2381 · Fax: 703-98t-2951
November 18, 1992
The Honorable David A. Bowers, Mayor
and Members of Roanoke City Council
Roanoke, VA 24011
Dear Members of Council:
As the result of official School Board action at its October 20, 1992
meeting, the Board respectfully requests City Council to appropriate funds
to the following school grants:
Grant No. 6502 $2,200.00 for the Child Development Clinic
program to provide funds for the salary and expenses of the educational
coordinator at the clinic. The program will be one hundred percent
reimbursed by state funds.
Grant No. 6503 - $2,200.00 for the Child Specialty Services program
to provide funds for the salary and expenses of the educational coordinator.
The program will be one hundred percent reimbursed by state funds.
Grant No. 6504 - $802.00 for the Juvenile Detention Home program
to provide funds for the salary and expenses of the two educational
coordinators at the Home. The program will be one hundred percent
reimbursed by state funds.
Grant No. 6509 - $11,175.00 for the 1992-93 Early Intervention
program to provide services and materials to ensure a smooth transition for
handicapped two-year olds who will be entering the preschool program.
The program will be one hundred percent reimbursed by state funds.
Grant No. 6754 - $5,000.00 for the Adult Basic Education program to
provide funds for the education of adults who have not completed high
school. The program will be one hundred percent reimbursed by federal
funds.
Grant No. 6902 - $60,000.00 for the Homeless Assistance program
to provide instructional services to homeless students. The program will be
reimbursed one hundred percent by federal funds.
Grant No. 6903 - $4,425.00 for the Fishburn Park Environmental
Mini-Grant to utilize federal funds to develop curriculum and materials for
environmental education at the school.
Excellence in Education
Members of Council
Page 2
November 18, 1992
The Board further requests the first appropriation of $646,942.00
from the 1992-93 Capital Maintenance and Equipment Replacement Fund
for the following projects: replacement of school instructional technology
equipment, a school bus for additional special education students, the
implementation of a transportation communications system, the replacement
of carpet at several locations including Fallon Park Elementary School, the
purchase of furniture and equipment for the renovated Virginia Heights
School, facility alterations to be made in compliance with the Americans
with Disabilities Act, improvements to several school playgrounds, and the
purchase of cash registers for school cafeterias.
Sincerely,
·
Executive for Business Affairs
and Clerk of the Board
rg
CC:
Mr. Finn D. Pincus
Dr. Frank P. Tota
Mr. William L. Murray, Jr.
Mr. Kenneth F. Mundy
Mrv~rrrI W. Robert Herbert Wilburn C. Dibling
James D. Grisso
Ms. Ila Farriss (with accounting details)
ROANOKE CITY SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
Capital Maintenance and Equipment Replacement Funds
Request I
001-060-6004-6302-0806
001-060-6004-6676-0828
001-060-6004-6676-0821
001-060-6004-6681-0801
001-060-6004-6681-0802
001-060-6004-6681-0809
001-060-6004-6682-0809
001-060-6004-6788-0801
Appropriation Unit ZD1
School Instructional Technology
Equipment Replacement
School Bus Purchase
Transportation Communications
Carpet Replacement
Virginia Heights Furniture/Equipment
Facility Alterations - ADA
School Playground Improvements
Cafeteria Equipment Replacement
185,000.00
43,984.00
160~000.00
38,424.00
125,000.00
58,100.00
25,000.00
11,434.00
$ 646,942.00
The above appropriation represents the first request for proceeds from the
1992-93 Capital Maintenance and Equipment Replacement Fund. The proceeds will
be used for the replacement of school instructional technology equipment,
school bus purchase for additional special education students, the
implementation of a transportation communications system, the replacement of
carpet at several locations including Fallon Park Elementary School, the
purchase of furniture and equipment to be placed in the renovated Virginia
Heights School, facility alterations to be made in compliance with the
Americans With Disabilities Act, improvements to school playgrounds at Forest
Park (equipment), Grandin Court (site work), Oakland (site work), Preston Park
(equipment) and Wasena (equipment), and the purchase of cash registers for
school cafeterias. The unappropriated balance of the Capital Maintenance and
Equipment Replacement Fund remaining after this request is 8638,147.
November 17, 1992
ROANOKE CIT~ SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
Child Development Clinic 1992-93
6502
035-060-6502-6554-0551
035-060-6502-6554-0614
Appropriation Unit Y5V
035-060-6502-1100
Travel
Instructional Supplies
State Grant Receipts
$ 1,500.00
700.00
$ _2,200.0~0
$ 2,200.0~0
The Child Development Clinic program provides funds for the salary and
expenses of the educational coordinator at the clinic. The above additional
appropriation represents the allocation of funds by the state to be used for
expenses of the program. One hundred percent of expenses are reimbursed by
state funds. The program will operate July 1, 1992 through June 30, 1993.
November 17, 1992
RO/~OKE CITY SCHOOL BOARI)
Roanoke, Virginia
APPROPRIATION REQUEST
Child Specialty Services 1992-93
6503
035-060-6503-6554-0551
035-060-6503-6554-0614
Appropriation Unit Y5W
Travel
Instructional Supplies
$ 1,500.00
700.00
$ _2,200.00
035-060-6503-1100
State Grant Receipts
$ __2,200.00
The Child Specialty Services program provides funds for the salary and
expenses of the educational coordinator. The above additional appropriation
represents the allocation of funds by the state to be used for expenses of the
program. One hundred percent of expenses are reimbursed by state funds. The
program will operate July 1, 1992 through June 30, 1993.
November 17, 1992
RO~OI~ CITY SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
Juvenile 9etention Home 1992-93
6504
035-060-6504-6554-0021
035-060-6504-6554-0201
Appropriation Unit Y5X
Substitutes $ 745.00
Social Security 57.00
$ 802.00
State Grant Receipts $ 802.00
035-060-6504-1100
The Juvenile Detention Home program provides funds for the salary and expenses
of the two educational coordinators at the detention home. The above
additional appropriation represents contracted funds provided for the
substitutes at the center. One hundred percent of expenses are reimbursed by
state funds. The program will operate July 1, 1992 through June 30, 1993.
November 17, 1992
RO~OKE CITY 8CHOO5 BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
Early Intervention Program 92-93
6509
035-060-6509-6553-0381
035-060-6509-6553-0587
035-060-6509-6553-0614
035-060-6509-6553-0821
Appropriation Unit Y6C
Purchased Services
Inservice Workshops
Instructional Materials
Equipment
$ 909.00
1,707.00
3,269.00
5,290.00
$ 11,175.00
035-060-6509-1102
Federal Grant Receipts
$ 11,175.00
The 1992-93 EarlF Intervention PL 89-313 program will provide services and
materials to ensure a smooth transition for handicapped two Fear olds who will
be enterin9 the preschool program. One hundred percent of expenditures will
be reimbursed by federal funds. The program will end September 30, 1993.
November 17, 1992
ROkNOKE CITY SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
Adult Basic Education 92-93
6754
035-060-6754-6450-0121
035-060-6754-6450-0201
035-060-6754-6450-0551
Appropriation Unit Z7C
Teachers
Social Security
Instructional Travel
3,716.00
284.00
1,000.00
$ 5r000.00
035-060-6754-1102
Federal Grant Receipts
$ 5,000.00
The Adult Basic Education program for 1992-93 will provide funds for the
education of adults who have not completed high school. The above additional
appropriation request represents funds provided for the adult literacy
initiative. The additional appropriation will be reimbursed by federal
funds. The program will end June 30, 1993.
November 17, 1992
ROANOKE CITY SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
Homeless Assistance Program 92-93
6902
035-060-6902-6000-0121
035-060-6902-6000-0141
035-060-6902-6000-0201
035-060-6902-6000-0614
Appropriation Unit Z9V
Homeless Education Liaison
Academic Tutors
Social Security
Instructional Supplies
28,020.00
24,000.00
3,980.00
4,000.00
$ 60,000.00
035-060-6902-1102
Federal Grant Receipts
$ 60,000.0_________~0
The Homeless Assistance Program will provide instructional services to
homeless students for the period October 1, 1992 through July 30, 1994.
appropriation represents expected outlays for the two year period. The
program will be reimbursed one hundred percent by federal funds.
The
November 17, 1992
RO~OKg CIT~ SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
Fishburn Park Environmental Mini-Grant
6903
035-060-6903-6200-0581
035-060-6903-6200-0601
035-060-6903-6200-0613
035-060-6903-6200-0614
035-060-6903-6200-0821
Appropriation Unit Z9V
Assemblies
Film Processing
Curriculum Materials
Development Materails
Equipment
$ 500.00
170.00
774.00
2,577.00
404.00
_4,425.00
035-060-6903-1102
Federal Grant Receipts
$ 4,425.00
The Fishburn Park Environmental Mini-Grant will utilize federal funds to
develop curriculum and materials for environmental education at the school.
The program will end June 30, 1993.
November 17, 1992
CELLA
CUSTOMER SERVICE EXCELLENCE PROJECT
COUNCIL PRESENTATION
DENNING, CITY OF ROANOKE TRAINING COORDINATOR
HONORABLE MAYOR AND MEMBERS OF COUNCIL:
I AM VERY PLEASED TO HAVE THE OPPORTUNITY TO INTRODUCE TO YOU OUR
CUSTOMER SERVICE EXCELLENCE PROJECT. THIS PROJECT HAS BEEN IN THE
MAKINGS POR THE PAST YEAR AND NOW IS A REALITY. THE FOLLOWING
SLIDE PRESENTATION IS DESIGNED TO INFORM YOU OF THE PURPOSE AND
DEVELOPMENT OF T'HIS PROJECT AND ANSWER ANY ~ ~'~r x~
HAVE. DUE= .~] ~ THA"F YOU MAY
~ (TITLE SLIDE) EVERY DAY EVERY ~I fY EMPLOYEE COPIES IN CON'FACT
WITH ~"'~:" ~
..~TOIIER=. OUR CUST(]MERS ARE I"I-tE
,.0 .*NOI...E WHO
PAY TAXE~, ~ OUR (]O-WORI<ERS AND ~ OTHER EMPLOYEES IN DIFF'ERENT
DEPARTMENTS. EACH TIME AN LMFLOYEE HAS AN INTERACTION WITH A
r-' ~HEr~.E IS A MOMENT OF' T?UTH Wi"'!Ehl ~I'"iAT '~l~
.Uo OM~.~.~ '~' '"'~" '
FORhllNG AN "" .... ON OF T'HE EN]'~'~'F CI]'Y ~'l~'~ ""z ~"~ .H .... MAY
BE MOMENTS OF MAGIC., MOMENTS OF
~ED.[OC~ i 01 MOMEN"FS OF
IN 1988, CITY COUNCIL ADOF"TED A MISSIGN STATI~MENT 0 THAT SAYS
"ROANOKE, THE STAR CITY, SHALL BE THE MOST EXCEPTIONAL PLACE TO
LIVE AND WORK IN THE SOUTH." BUT WHAT DOES IT TAKE TO ACCOMPLISH
THIS?
THE CITY OF ROANOKE tS A SERVICE BUSINESS. WE PROVIDE TANGIBLE
SERVICES SUCH AS ~ REFUSE COLLECTION, ~ P-IRE INSPECTIONS, ~
POLICE INVESTIGATIONS AND ~ LIBRAR¢ A~=t~]~ANCE. ~ WE ANSWER
QUESTIONS ABOUT WA'FER AND TAX EILL~, ~ WE ASSIST FAMILIES WI'TH
FOOD STAMP ~ =, ' ..... , ..~, ,,
ql FLZCAI IONS AND ~ WE (SONDUC'T SAFETY ]I,.AZNINB AND
INSPECTIONS TO PROTECT OOR EMPLOYEES.
HOW WELL WE I-,.OV.rDE 1HE~..~E SERVICES CON1RIBUTES T'O THE [~UALITY O1::'
LIFIE, OUR MISSION STATEMENT',, AND IT CONTRIBUT'ES ~ TO THE
FINANCIAL VIABILITY OF ]'HE CITY. IF CITIZENS AI';:E UIxlHAI=,F:,y WI]'H "FHE
SKRVICES PROVIDED BY THE CI'FY OF ROANOKE, ~ THEY HAVE THE OF FION
OF MOVING AND 'T'AKING TI'4EIR. TAX DOLLARS Wi'T'H THEM. MANY OF THE
CITIZENS IN THE CITY HAVE ]"HE CNOICE OF WHISRE TO LIVE AND WHEN
TO LEAVE, II= TNEY ARE NOT SATISFIED.
CHARLOTTE.. GREENSBOF~:O AI',.ID ASHEVII..LE AI:;:E TYF'ICALLY "FI...IOUGI-4"r' 'FO BE
OUR COMPE"FITION, BOT TNE SERIOUS COMPETITION iS CLOSER
PEOF'LE MAY ALSO CHOOSE TO LIVE IN ROANOKE COUN"FY, SALIFM VINTOI',I
OR TI.4E COUIxITIES~ O1:-"' ,BO'T'ETOt I::~"T. BEDFORD. CRAIG AND I='~'A'~l.r
INCREASED COMF'ETITION I:::'OR BUSII',IESS IN 'I"I-IE F:"RIVA'TE:' SEC'TOI:}: J.tAS
IIvlPAC'TIED THE PUBLIC SECTOR. O PRIVATE INDUS'TRIES WI-,IICN OI:--FER.
BASICALLY THE ;~AME PRODUCT HAVE HAD "FO IMPROVE THEIR "' ~ -,
I,U~TOI',II=.R
SERVICE TO GIVE "f'HEM 'THE C, OMFETITIVE ADVANTAGE. WITH MORE
SERV I CE OR I ENTED PR I VATE BUS I NESSES,~ CUSTOMERS EX PECT I...I I GHER
LEVELS OF c.t, .--;-, ......
z. Eh. VICE IN ]'HE " ,~
I.-UISLIC SECTOR AS WELL.
-- ,~UmFu Em. cc~l~'"c: ~-, .........
..... · --'~ .... ,- i-F~:btaF,,F:~M EN'FTTLi?:
"THAT F'IFi:ST IP'IP!:;:ESSiON" TO EiflPLOY'EES IN l'::?G1. DUE TO STAFF'
CHANGES, 5,:}% OF THE MOI~:K FEM. L;~ HAS ~4E .... BEEN HROUGH A CIT'/
SPONSORED CUSTOMER SER'.,.'!CE TRAINING F',RGGFi%M,,
CUSTOMER SERVICE CONTINUES TO BE AN ONGOING GOAL FOR THE CITY.
THE IMAGE TASK FORCE CREATED IN 1989
~ECOMMENDEu A CUstOMER
SER'v'ICE TRAIl'.lING F'!'~:OGRAI"! FOR ALL EMF'LOYEES, EMF'HASIZING THE ROLE
OF EMPLOYEES IN CREATIh6 THE MOST F'OSZTIVE IMAGE ~CI'4IE~ABLE FOR
THE CITY. ~ AND AN ORGAIqlZATIONAL TRAINING NEEDS ASSESSMENT
(]OxD'JCTr~n N~Tk~ ALL DEPARTMENT -~:-"'': !','~ .......
....... I._.u. : .!-'~': i::' ".- ?" ' E:~ :;' ~:'f'.2!C;~.¥T'~ A
THff' ~Cii-".' ~ " ....... .
· ~!,~Nf4b:'.,q. AF'POIN'TED ,1~ THE SERVICE .... ,- - -
~XC,=.LLENCE COMMITTEE ll'q
ELf'
......... ,¢ .[ ,.4L:, Z;.::Z]:; ? i ZCE
iEXCELLEIqC:E F:'RCiSECT CL]OI';:i}iI\h:~"i-(3R AND O'-~.MI~L~_q"'~-"~ c..=.= ...... FROM A .¢~Rli=' "-'*"~,OF
~Ei~.~[i-l= THE "-4.,
il .Fi_E~ EN] ~.~,.ul,I OF THIS F'F?OGRA.%
THE GOALS
1.
OF THE "SERVICE EXCELLENCE AT WORK" F'R. OGRAM ARE:
TO CHANGE THE f?t~u~- ...... Jn.~- OF THE ORGANIZATION TO BECOME
MORE CUSTOMER-OCUSE,j
TO ENABL_E EMF'LQYEES Tn_ F'ERCEIVE ,
TO ENHANCE INTERI`4AL EMPLOYEE
RELATiO~,I= TO MAXitdI~.E THE
-7] Z~''-'~: : :: .
*...i:: E[':::_.Z' :~:::::' ::: ::;(Z:L.]E ' ' ,::,.,~:::. :... u:::
';-O i:'i
: ..... ~ ;:: = = .]' O B .., ...,. ~ ~ _ , ..,.~ ... -
'~'--,- ~E OF: MU'FL.!AL_ £1ENEiFiT T(3 :ZMF'LJ.)"E£S
AIIiC: -' -r~'?,-, . .....
......... - ......... · '.Lu-,~.!~.,~-.~ ,, 0 ...... :3"FAR
.... . ~c:c:, J~:Li:]iC~ "~'-' i "~ ' ....... If]l:'i:
"* '~' - i I',I THE :7-'OUTH ·
I WOULD NOW LtI<E TO UPDATE YOU Ol",l THIS PROJECT TO DATE. THE
"SERVICE EXCELLENCE AT WOR. K" F'R. OGRAM WAS PILOT TESTED IN NOVEMBER.
WITH APPROXIMATELY 60 EMPLOYEES. THROUGH THESE PILOTS, 2.5
EMF'I_OYEES VOLUNTEERED TO COI`4DUC]' THIS ]'RAINING. THIRTEEN OF THESE
PEOF'LE COMI='LETED A TRAIN THE TRAINER F'ROGRAM tr,.i NOVEMBER AND 10
TO 12 ARE :rNTERESTED IN F'ARTtCIPATING.
'THE i:-':IRST "SERVICE EXCELLENCE AT WOFd<" I::'ROGRAM WAS (31'":FEFr,~ED TO
CI'T'Y IZMF'LOYEES I_AST THURSDAY.. FOURT'EIE. N EMPL. OYEES FROM ']'EN
DIFFEREN]' DEF:'ARTMENTS F'ARTICIFATED. II',.l ADDITION, 5 CLASSES AR.E
SCHEDULED IN DECEMBER AND ALL ARE I--ILl_ED WITH AF'F'FtOX!MATELY 25
VARIOUS DEF'ARTMENTS REF'RESENTED, HAVING READ THE F'ARTICIF'AI'~ITS
EVAI_UAT]:ONS OF THE r-'IRST CLASS, I CAN TELL YOU THIS F:'ROGF'4:AM WAS
RECEIVED VERY F-'OSITIVELY.
,.EJ.VICL E. XCELLEtlCE AT WOi:.I,. , ALL SLJF'ERVISOr4:Y
STAFF W ILL ATTEND A COMPAN I ON PROGi"' .'::'.AM ~, "MANAG 11'46 SERV I CE
ASS.[SF MANAGERS AND =UI I_F;.VI=OR~ IN IMF'LEMENTING OR ENI-4ANCING
uEI .VIC,.::. EXCELLENCE WITHIN THEIIr4: DE.I.At. FIIEI IT;-., O1. '¢,tOI .I .... UI I.,.T=. THE
F I RS T "MANAG I NG ~-'=- - ' ....
cH=.~V[C~:: EXCELLENCE AT WOF,'.I<" F~ROI3R. AM WAS COI\IDUCTED
FRIDAY WITH THE CITY MAI',IAGER.~. ~':' DIRECTORS AND 11 DEF'Ar4:TMENT
MANAGERS, INCLUDING A ('tOUNCIL-APF, OIi,4TED OFFICER AND AN ELECTED
OFFICIAL. THERE IS ANOTHER OF ']'I-.-IE SE PROGRAMS SCHEDULED FOR
DECEMBER WITH 'TRAINING TO BE ONGOING THEREAFTER.,' '
~,..., ,T ~: FOCUS }OES NOT END WITH TRAINING. THE
'r~-'~-":-,,-:"C~c--~-.-~lL-::"~:' '~f"~,?l-~'TFm ~'~'~' ~i ,'~_,~..~=~!~L-'- '~' ~'~'~'~ ~' '" INITIATED THE
V~F' ~XF'RESS~ A MONT..iL,~ BUS -~'-'"-: ,_,w~', ,~F 'h¢c'~'?-~c~., ..~ ..--,- ~TTM,..~ , FACILITIES TO
~hh'~-~',.~ [~MPLO~?LZ?S A~?,UU ~ THE .~:: ~.... [~2: OFF~RED :]:~"~ OTHER DEF'ARTMENTS.
THIS ~ ~_,.',, i ..... .,.,"" r=~.=c~ = ,~Fm~OPRIATE .c. ......... :- '-"~'.-',uc,': TO ,"~"~7~'i~ ~ ._~.:: SEEKING
INYORMATIQN AND ~ERVICES. FOUR TQURS ARE SCHEDULED ~uR
WITH ONE MONTHLY TOUR THEREAFTER. WE WOULD LIKE TO THANK VALLEY
...... *' '~'- -.~..~ ,=, , THE
METRO FOR THEIF: COOF'ERATION AI'qD ~ RPOF~ taITH ~H,~
FHE ~ ~ F F 'FELEF'HOfqE D i RECTOF:', . ADD i i,Ii5 -' ~,q,-',i,q:: :; '-'-?' ' i
;_.E::,'EL OF:' ~EI""!!:'!_!Zi',!EE ............. [ · ',," ' ':-!"!i:::'N]". ';-HIS !S ,:-~ ,...~" '"~"'~ ~ F'ROGF:AM DE :.~G .~,
EMPLOYEE I!'IF'UT~ EMPLOYEES CONTINUE Fw WANT
!(];?:2 ~'.::::~; :_ ,:d :C E:::=:(.
RECEtYEO
CITY CLFr''~,'~ ' 'iCE
'92 DEC-2 P3:47
Roanoke, Virginia
December 7, 1992
Honorable Mayor and City Council
Roanoke, Virginia
Members of Council:
Please reserve space on Council's Agenda Monday, December 7, 1992, for a
briefing concerning the Roanoke City Health Department's Annual Report and Summary of
the Six Year Plan.
WRH:gr
Respectfully submitted,
City Manager
COMMONWEALTH of VIRGINIA
Roanoke City Health Department
515 EIGHTH STREET, S.W.
ROANOKE, VIRGINIA 24~16
(703) 857-7600
November 23, 1992
W. Robert Herbert, City Manager
Room 364, Municipal Building
335 W. Church Avenue, S.W.
Roanoke, Virginia 24016
Through: Jim Ritchie(~
Director of Hui~an
Resources
Dear Mr. Herbert:
RE: Roanoke City Health Department Annual Report and Summary of the Six Year Plan
I request to be placed on the Roanoke City Council agenda for one of the meetings during the
month of December to present the department's annual report, progress made on the major
public health issues in Roanoke City, and our plans for the future. The December 7, 21, or
28th meetings would all be available dates for me. Please notify my office which one would be
most appropriate for you.
Thank you for allowing me to make this important presentation to the Council.
Sincerely,
Donald R. Stem, M.D., M.P.H.
Health Director
DRS/Iks
pc: Jim Ritchie
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #60-5-32-44-67-70-72-103-106-183-192-
202-264-268-270-280-299-301-305-472-497
Mr. James D. Grisso
Acting Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 31261-120792 amending and reordaining certain
sections of the 1992-93 General, Nursing Home, Civic Center and Internal Service
Fund Appropriations, providing for appropriation of $159,538.00 to certain City
departments to be used for procurement of capital maintenance and equipment
replacement items which are needed for continued efficient and effective performance
of assigned duties and responsibilities. Ordinance No. 31261-120792 was adopted by
the Councli of the City of Roanoke at a regular meeting held on Monday, December 7,
1992.
Sincerely, ~_
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Eno.
pc'
Mr. W. Robert Herbert, City Manager
The Honorable Arthur B. Crush, III, Clerk of Circuit Court
The Honorable Jerome S. Howard, Jr., Commissioner of Revenue
Mr. Robert H. Bird, Municipai Auditor
Mr. George C. Snead, Jr., Director, Pub]lc Safety
Mr. Rawleigh W. Quarles, Fire Chief
Mr. M. David Hooper, Police Chief
Mr. William F. Clark, Director, Public Works
Mr. Gary N. Fenton, Manager, Parks and Recreation
Mr. James D. Grisso
· -De~ember 11, 1992
Page 2
Mr. Archie W. Harrington, Manager, City Information Services
Mr. William L. Stuart, Manager, Streets and Traffic
Mr. Robert K. Bengtson, Acting Manager, Signals and Alarms
Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator
Mr. James D. Ritchie, Director, Human Development
Ms. Andrea B. Krochalis, Manager, Crisis Intervention Center
Mr. Mark C. Johnson, Manager, Juvenile Detention Home
Mr. Robert F. Hyatt, Manager, City Nursing Home
Mr. Kenneth S. Cronin, Personnel Manager
Ms. Corinne B. Gott, Manager, Social Services
Mr. Barry L. Key, Manager, Office of Management and Budget
Mr. Kit B. Kiser, Director, UtiLities and Operations
Mr. Bob E. Chapman, Manager, Civic Center Facilities
Mr. Jesse H. Perdue, Jr., Manager, UtiLity Line Services
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of December, 1992.
No. 31261-120792.
AN ORDINANCE to amend and reordain certain sections of the
1992-93 General, Nursing Home, civic Center and Internal Service
Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal
City of Roanoke, an emergency is declared to
Government of the
exist.
THEREFORE,
BE IT ORDAINED by the Council of the City of
Roanoke that certain sections of the 1992-93 General, Nursing Home,
Civic Center and Internal Service Fund Appropriations,
same are hereby, amended and reordained to read as
part:
be, and the
follows, in
General Fund
A ro riations
General Government
Municipal Auditing (1).. .
Personnel Management
Commissioner of Revenue (3) .........................
Judicial Administration
Clerk of Circuit Court (4) ..........................
Public Safety
Fire Opera, ions (5)...
Police Patrol (7) ...................................
Crisis Intervention (8) .............................
Juvenile Detention Home (9)
Public Works
Signals & Alarms (11) ...............................
Street Maintenance (12) .............................
Health & Welfare
Income Maintenance (13) .............................
Parks, Recreation & Cultural
Recreation (14) .....................................
$ 9,011,481
402 660
674 521
772 751
3,544 250
898 158
29,980 301
9,305 703
211 101
7,004 422
411 833
694 921
692 687
20,290.593
693 807
2,936,458
14,448,645
3,882,733
4,405,318
1,269,216
Nondepartmental
Transfers to Other Funds (15) .......................
Fund Balance
Capital Maintenance Replacement & Equipment
Program - City (16) .................................
Nursina Home
Appropriations
Operations
Other Charges (17) ..................................
Revenue
Miscellaneous (18) ..................................
Civio Center
Appropriations
Capital Outlay
Other Equipment (19) ................................
Retained Earninas
Retained Earnings Unrestricted (20) ..................
$11,702,864
11,140,907
1,875,140
$ 1,560,145
15,007
407,953
$ 79,794
79,794
1,655,243
Internal Service Fund
ADDroDriati0~s
Management Services
Capital Outlay (21) .................................
City Information Systems
Capital Outlay (22) .................................
Utility Line Services
Capital Outlay (23) .................................
Retained Earninas
Retained Earnings Unrestricted (24) .................
1) Appropriation
from General
Revenue (001-005-1240-9015) $ 1,500
2) Appropriation
from General
Revenue (001-050-1261-2062) 9,027
$ 581,944
140,766
2,273,389
261,900
3,134,555
466,761
3,583,252
3) Appropriation
from General
Revenue
4) Appropriation
from General
Revenue
5) Appropriation
from General
Revenue
6) Appropriation
from General
Revenue
7) Appropriation
from General
Revenue
8) Appropriation
from General
Revenue
9) Appropriation
from General
Revenue
10) Appropriation
from General
Revenue
11) Appropriation
from General
Revenue
12) Appropriation
from General
Revenue
13) Appropriation
from General
Revenue
14) Appropriation
from General
Revenue
15) Appropriation
from General
Revenue
16) CMERP - City
17) Expendable
Tools
18) Transfer
from
General Fund
19) Other
Equipment
20) Retained
Earnings
001-022-1233-9015)
001-028-2111-9015)
001-050-3213-2035)
001-050-3111-9015)
001-050-3113-9015)
001-054-3360-9015)
001-004-3'320-9015)
001-052-3410-9015)
001-052-4160-9015)
(001-052-4110-9015)
(001-054-5313-9015)
(001-050-7110-9015)
(001-004-9310-9536)
(001-3323)
(009-054-5340-2035)
(009-020-1234-1037)
(005-050-8600-9015)
Unrestricted (005-3336)
21) Other
Equipment (006-002-1617-9015)
22) Other
Equipment (006-050-1601-9015)
$ 678
13,671
4,110
1,874
3,672
18,950
11,048
750
33,000
8,000
12,312
9,000
2,400
(129,992)
2,400
2,400
3,000
( 3,000)
11,070
10,000
23) Other
Equipment
24) Retained
Earnings
Unrestricted
(006-056-2526-9015) $ 5,476
(006-3336) ( 26,546
BE IT FURTHER ORDAINED that, an emergency
Ordinance shall be in effect from its passage.
existing,
ATTEST:
this
City Clerk.
(',ITY
Roanoke, Virginia
December 7, 1992
'92
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
SUBJECT: Fund Appropriations
I. Background
Capital Maintenance and Equipment Replacement needs
have been identified for various City departments.
Identified items, are needed for the continued
efficient and most effective performance of
assigned duties and responsibilities of various
City departments.
Attachment "A" is a listing of those identified
items that are anticipated to cost less than
$15,000 per single item.
Sinqle purchases, which will cost less than $15,000
will be procured through the competitive bid
process in accordance with the procurement Code as
identified in Section 23.1 of the code of the City
of Roanoke.
II. Current Situation
Council's appropriation of Funds are necessary to
provide for the purchase of those items listed on
Attachment "A" all of which are single purchases
that will cost less than $15,000 per item.
III. Issues
A. Need
B. Timeliness
C. Fund Availability
IV. Alternatives
Council Appropriate $159~538 to various City
department accounts to provide for the procurement
of Capital Maintenance and Equipment Replacement
items as listed on Attachment "A".
Fund Appropriations
Page 2
Need - Requested items are necessary for the
continued performance of required duties for
those departments listed on Attachment "A".
Timeliness Requested items can be
expediently procured in the most timely
fashion with this alternative.
Fund availability - Designated Funds are
available in the Capital Maintenance and
Equipment Replacement Program For General Fund
Accounts, Internal Service Retained Earnings
For Internal Service Accounts, and Enterprise
Fund Retained Earnings For Enterprise
Accounts.
Do not aDDropriate Funds
Need - Required duties and services would not
be accomplished in the most efficient manner.
2. Timeliness would not be a factor in this
alternative.
Council
Fund availability - Designated Funds would not
be expended under this alternative.
concur with Alternative "A"
Appropriate $129~992 from Capital Maintenance and
Equipment Replacement Program Account to various
department accounts as follows:
$13~671 to Clerk of Circuit Court Account 001-
028-2111-9015
$1~500 to Municipal Auditors Account 001-005-
1240-9015
3. $4~110 to Fire Department Account 001-050-
3213-2035
$1~874 to Police Department Account 001-050-
3111-9015
5. $3~672 to Police Department Account 001-050-
3113-9015
Fund Appropriations
Page 3
6. $750 to Building Inspections Account 001-052-
3410-9015
7. $18,950 to Crisis Intervention Account 001-
054-3360-9015
8. $33,000 to Signals and Alarms Account 001-052-
4160-9015
9. $9,000 to Parks and Recreation Account 001-
050-7110-9015
10. $8,000 to Street Maintenance Account 001-052-
4110-9015
11. $11~048 to Juvenile Detention Home Account
001-054-3320-9015
12. $2,400 to City Nursing Home Fund Account 009-
054-5340-2035
13. $9~027 to Personnel Management Account 001-
050-1261-2062
14. $678 to Commissioner of Revenue Account 001-
022-1233-9015
15. $12,312 to Social Services Account 001-054-
5313-9015
ADDroDriate $29,546 from Prior Year Retained Earnings in
the respective funds to various accounts as follows:
15. $3,000 to Civic Center Account 005-050-2105-
9015
16. $11,070 to Management Services Account 006-
002-1617-9015
17. $10,000 to City Information Services Account
006-050-1601-9015
Fund Appropriations
Page 4
cc:
18.
$5~476 to Utility Line Services Account
056-2526-9015
City Attorney
Director of Finance
Office
Respectfully Submitted,
W. Robert Herbert
City Manager
of Management and Budget
006-
Attachment "A"
Listed below are priority items of the Capital Maintenance and
Equipment Replacement Program (CMERP) which is less than $15,000
each.
Clerk of Circuit Court
Versa Trac Copy Accounting System
Municipal Auditing
Printer
Fire Department
12 - Chairs
6 - Sofas
Police Department
Personal Computer with Printer
2 - Radar Units
Building Inspections
1 - Portable Radio
Crisis Intervention Center
Various Facility Needs
Signals and Alarms
Traffic Signal Needs
Parks & Recreation
6 - Soccer/Football Goals
Street Maintenance
Portable Directional Arrow
Juvenile Detention Home
Copier with Cabinet
Mowing Tractor
Nursing Home 4 - Tables
8 - Wardrobes
Personnel Management
OSHA Required Protective Equipment
$13,671
1,500
2,100
2,010
1,874
3,672
750
18,950
33,000
9,000
8,000
4,150
6,898
4O0
2,000
9,027
678
Commissioner of Revenue
File Cabinet
Attachment A
Page 2
Social Services 2 - Rotary Files
5 - Computer Terminals
9 - Lateral Filing Cabinets
Subtotal
3,200
3,750
5~362
$129,992
Prior Year Retained Earnings
Civic Center 5 - Chair Dollies
5 - Table Dollies
Management Services
2 - Copy Machines
City Information Services
Report Software Package
Utility Line Services
Ditch Compactor Tampers
Subtotal
1,500
1,500
11,070
10,000
5~476
$29,546
Fund Appropriation Request Total $159,538
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room a,56
Roanoke, Virginia 2a,011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #178-207-236-450
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 31263-120792 authorizing acceptance of a grant
from the Governor of the Commonwealth of Virginia, in the total amount of
$350,000.00, for the purpose of encouraging Vitramon, Inc., to expand its facility
in the Commonweaith of Virginia; and authorizing an agreement with the City of
Roanoke Redevelopment and Housing Authority to perform certain site work for
expansion of the facility of Vitramon, Inc., at the Roanoke Centre for Industry and
Technology, in accordance with recommendations contained in a report of the City
Manager under date of December 7, 1992. Resolution No. 31263-120792 was adopted
by the Council of the City of Roanoke at a regular meeting held on Monday,
December 7, 1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
pc:
Ms. Cathleen A. Magennis, Secretary of Economic Development, Commonwealth
of Virginia Office of the Governor, Richmond, Virginia 23219
Ms. Neva H. Smith, Executive Director, City of Roanoke Redevelopment
and Housing Authority, 2624 Salem TurnpiKe, N. W., RoanoKe, Virginia
24017
Mr. James D. Grisso, Acting Director of Finance
Mr. Brian J. Wishneff, Chief, Economic Development
Mr. Phillip F. Sparks, Economic Development Specialist
Mr. William F. Clark, Director, Public Works
Mr. W. Robert Herbert
December 11, 1992
Page 2
Mr. Kit B. Kiser, Director, Utilities and Operations
Mr. Charles M. Huffine, City Engineer
Mr. Barry L. Key, Manager, Office of Management and Budget
Ms. Marie T. Pontius, Grants Monitoring Administrator
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The ?th day of December, 1992.
No. 31263-120792.
A RESOLUTION authorizing the acceptance of a grant from the
Governor's Opportunity Fund for the purpose of encouraging
Vitramon, Inc., to expand its facility in the Commonwealth of
Virginia; authorizing an Agreement with the City of Roanoke
Redevelopment and Housing Authority (RRHA) providing for RRHA to
perform certain site work for the expansion of the facility of
Vitramon, Inc., at the Roanoke Centre for Industry and Technology;
and authorizing the proper City officials to execute the Agreement
on behalf of the City.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City of Roanoke hereby ACCEPTS the offer made by the
Governor of the Commonwealth of Virginia of a grant from the
Governor's Opportunity Fund in the total amount of $350,000.00 for
the purpose of encouraging Vitramon, Inc., to expand its facility
in the Commonwealth of Virginia.
2. The City Manager or the Assistant City Manager is hereby
authorized to execute any and all documents necessary for the
acceptance of the grant from the Governor's Opportunity Fund.
3. 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, an Agreement between the City and
RRHA providing for RRHA to perform certain site work for the
expansion of the facility of Vitramon, Inc., at the Roanoke Centre
for Industry and Technology, funded in part by the Governor's
Opportunity Fund grant, upon such terms and conditions as are
deemed appropriate by the City Manager and in accordance with the
recommendations contained in the report of the City Manager dated
December 7, 1992, said Agreement
approved by the City Attorney.
shall be in such form as is
ATTEST:
City Clerk.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Teleghone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #60-178-207-236-450
Mr. James D. Grisso
Acting Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 31262-120792 amending and reordaining certain
sections of the 1992-93 Capital Fund Appropriations, providing for the transfer of
$150,000.00 from RCIT Addition - Property to RCIT Site Improvements - RRHA, in
connection with acceptance of a grant from the Governor of the Commonwealth of
Virginia for the purpose of encouraging Vitramon, Inc., to expand its facility in the
Commonwealth of Virginia. Ordinance No. 31262-120792 was adopted by the Council
of the City of Roanoke at a regular meeting held on Monday, December 7, 1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
pc:
Mr. W. Robert Herbert, City Manager
Mr. Brian J. Wishneff, Chief, Economic Development
Mr. Phillip F. Sparks, Economic Development Specialist
Mr. William F. Clark, Director, Public Works
Mr. Kit B. Kiser, Director, Utilities and Operations
Mr. Charles M. Huffine, City Engineer
Mr. Barry L. Key, Manager, Office of Management and Budget
Ms. Marie T. Pontius, Grants Monitoring Administrator
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of December, 1992.
No. 31262-120792.
AN ORDINANCE to amend and reordain certain sections of the
1992-93 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 the Council of the City of
Roanoke that certain sections of the 1992-93 Capital Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
~ations
General Government
RCIT Site Improvements - RRHA (1-2) ...............
RCIT Addition - Property (3) ......................
Governors Opportunity Funds - RRHA (4) ............
1) Appropriation
from State
Grant Funds
2) Appropriation
from General
Revenue
3) Appropriation
from General
Revenue
4) Governors
Opportunity
Funds
(008-052-9631-9007)
(008-052-9631-9003)
(008--052-9629-9003)
(008-008-1234-1121)
$ 350,000
150,000
(150,000)
350,000
$ 10,772,674
500,000
3,471,500
350,000
BE IT FURTHER ORDAINED that, an emergency existing,
Ordinance shall be in effect from its passage.
ATTEST:
this
City Clerk.
December 7, 1992
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Council Members:
Subject:
Governor's Opportunity Fund and Roanoke Centre for Industry and
Technology Account
I. BACKGROUND:
Ao
Vitramon. Incorporated, a manufacturer of ceramic micro-chip capacitors, has
agreed to double the size of its Roanoke plant, conditioned upon its receipt of
$500,000 in site improvements to be done by the Roanoke Redevelopment and
Housing Authority (RRHA), and approval of the proposed expansion by the State
Air Pollution Control Board.
Governor's Opportunity Funds (available to localities, designed to attract
industries to locate or expand in Virginia and used for improvements, expansion
of infrastructure, job training or any other project requirement not prohibited by
law) are of extreme importance to Roanoke for two reasons:
Governor's O~oortunity Fund will significantly reduce the amount of
funding required to make Roanoke more compefitve with locations being
considered outside of Virginia and the United States.
Governor's Opportunity Fund~ will pay for a portion of on-site
improvements to be made by RRHA in the Roanoke Centre for Industry
and Technology
C. Economic benefits to Roanoke as a result of this project axe as follows:
1. 250 new "high tech" jobs.
2. $21 million capital investment.
3. Approximately $325~000 a year in direct local taxes.
Council Members
December 7, 1992
Page 2
II. CURRENT SITUATION:
Governor's Ovvortunity Funds requested and approved total $350,000 (see
attached letter from Cathleen Magennis, Secretary of Economic Development for
the Commonwealth of Virginia).
The Roanoke Redevelopment and Housing Authority is statutorily authorized to
make site imorovements at industrial site~, RRHA will enter into an agreement
with Vitramon, Incorporated to make certain site improvements in connection
with the proposed expansion.
Co
The RRHA will need to receive a maximum of $500.000 from the State and City
to fund their development project.
Roanoke Centre for Industry_ and Technology (RCIT) Capital Funds are requested
for donation to the RRI-IA, pursuant to an agreement approved by the City
Attorney, in the amount of $150.000, for on-site improvements and/or employee
training. Funds are available in RCIT Capital Funds Account/t008-052-9629-
9003,
IH. ISSUES:
A. Timing.
B. Incentives.
C. Economic Development.
D. Funding.
IV. ALTERNATIVES:
Authorize the City_ Manaeer to accept the Governor's Opportunity Fund grant of
$350,000, and direct the Director of Finance to establish a new Capital Projects
Fund Account to provide funding to RRI-IA for on-site improvements for the
Vitramon project which will allow Vitramon to double the size of its present
facility. Authorize the City Manager to execute an agreement, approved by the
City Attorney, between the City and RRI-IA providing for the RRI-IA to perform
certain site work for the expansion of the facility of Vitramon, Incorporated at the
RCIT. Funding for the new account requires the following action:
Council Members
December 7, 1992
Page 3
Accept the $350.000 grant from Governor's Opportunity Fund and
appropriate $350.000 grant in Capital Projects Fund to a new account to
be established by the Director of Finance.
Transfer $150.000 from RCIT Capital Projects Fund Account//008-052-
9629-9003 to the new account established by the Director of Finance.
Timing is crucial due to construction schedule necessary for
Vitramon, Incorporated to be operational by the end of fourth
quarter of 1993 or first quarter of 1994.
Incentives would be forthcoming to Vitramon, Incorporated,
allowing the company to immediately begin its $21 million
expansion.
Economic Development in the City would be greatly enhanced.
All the economic benefits in terms of jobs and new tax revenue
described above would be forthcoming to the City.
Funding is crucial in that the Governor's Opportunity Fund has a
limited amount of money available for the entire Commonwealth
of Virginia and Roanoke must compete with other localities for
these funds. The City's portion is available in the RCIT Capital
Funds Account.
Do not authorize the City Manager to accept the Governor's Opportunity Fund
Grant of $350.000, and do not authorize the Director of Finance to transfer
$150.000 from RCIT Capital Fund Account.
1. Timing would not allow Vitramon, Incorporated to complete the project.
2. Incentives for the Vitramon, Incorporated expansion would be eliminated.
3. Economic Development benefits would not be realized.
Funding could be negatively impacted due to future availability of funds
from Governor's Opportunity Fund. Funds in RCIT Capital Funds
Account would be unaffected.
Council Members
December 7, 1992
Page 4
V. RECOMMENDATION:
It is recommended that City Council concur in Alternative A and:
Authorize the City Manager to accept the Governor's Opportunity Fund
grant in the amount of $350.000.
Appropriate a $350.000 grant in Capital Projects Fund to a new account
established by the Director of Finance. In addition, $1~0.000 would be
transferred from RCIT Capital Fund Account #008-052-9629-9003 to the
new account established by the Director of Finance.
Authorize the City Manager to execute an agreement, approved by the
City Attorney, between the City and RRI-IA to perform certain site work
for the expansion of the facility of Vitramon, Incorporated at the RCIT.
The total amount of $~00.000 will allow Roanoke to be competitive in its effort to
expand the operation of Vitramon, Incorporated in the City of Roanoke.
WRH/PFS:kkd
cc: City Attorney
Director of Finance
Manager, Management and Budget
Director of Public Works
Director of Utilities and Operations
City Engineer
Respectfully submitted:
City Manager
Cathleen A. Magennis
COMMONWEALTH sf VIRGIN
Office of the Governor
Richmond 23219
November 12, 1992
~04) 786-7831
TOD i80~)ff86-7765
Mr. W. Robert Herbert
City Manager
City of Roanoke
Municipal Building
215 Church Avenue, SW
Roanoke, Virginia 24011
Dear Mr. Herbert:
I am most pleased to confirm in writing that Governor Wilder has approved the request
of the City of Roanoke for a $350,000 grant from the Governor's Opportunity Fund for the
Vitramon project. I know that you and your Economic Development .Dep_.a~me. nt have
aggressively pursued this project and hope that this will finalize a decision tor ~oanoKe.
You and Roanoke's Council are to be congratulated for your commitment to economic
development. You can be sure of our continuing support.
With best wishes,
Cathleen A. Magentas
CAM:ja
MARY F. pA~KI~R
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
21:5 Church Avenue, S.W., Room 4:56
Roanoke, Virginia 24011
Telephone: (703) 981-2:541
SANDRA Hi~
Deputy City Clerk
December 11, 1992
File #175-236-237-326-405-468
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 31264-120792 supporting a Comprehensive
Regional Stormwater Management Study; and authorizing the City of Roanoke's
participation in said study. Resolution No. 31264-120792 was adopted by the Council
of the City of Roanoke at a regular.meeting held on Monday, December 7, 1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
pc:
Ms. Mary H. Allen, Clerk, Roanoke County Board of Supervisors,
P. O. Box 29800, Roanoke, Virginia 24018-0798
Ms. Carolyn S. Ross, Clerk of Council, Town of Vinton, P. O. Box
338, Vinton, Virginia 24179
Mr. Forest G. Jones, Clerk of Council, City of Salem, P. O. Box
869, Salem, Virginia 24153
Mr. Wayne G. Strickland, Executive Director, Fifth Planning District
Commission, P. O. Box 2569, Roanoke, Virginia 24010
Mr. James D. Grisso, Acting Director of Finance
Mr. William F. Clark, Director, Public Works
Mr. Charles M. Huffine, City Engineer
Mr. Kit B. Kiser, Director, Utilities and Operations
Mr. M. Craig Sluss, Manager, Water Department
Ms. Marie T. Pontius, Grants Monitoring Administrator
Mr. Barry L. Key, Manager, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF
The 7th day of December, 1992.
No. 31264-120792.
ROANOKE,
VIRGINIA,
A RESOLUTION supporting a Comprehensive Regional
Management Study; and authorizing the City of
participation in such study.
Stormwater
Roanoke's
WHEREAS, Roanoke Valley local governments have expressed the
need since 1984 to address flooding problems related to stormwater
runoff; and
WHEREAS, in 1985 the Fifth Planning District Commission funded
a feasibility study which discussed the numerous benefits to be
realized from a comprehensive regional approach to stormwater
management and outlined those watersheds which should be considered
priorities for future planning; and
WHEREAS, in 1990 Roanoke Valley local governments funded an
update to the 1985 feasibility study illustrating how a
comprehensive stormwater management program could address both
water quantity and water quality issues within the context of a
regional program; and
WHEREAS, flooding in April 1992 resulted in the Roanoke Valley
being declared a national disaster area; and
WHEREAS, the Federal Emergency Management Agency (FEMA) has
established a matching grant program, known as the Hazard
Mitigation Grant Program, which is intended to support innovative
and cooperative hazard mitigation programs such as a regional
approach to stormwater management.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City of Roanoke will participate with other local
governments in a Comprehensive Regional Stormwater Management Study
to develop regional approach to stormwater management and will
contribute its pro rata share of the cost therefor, not to exceed
$251,000.00, and as reduced by FEMA Hazard Mitigation Grant Funds.
2. The Fifth Planning District Commission (FPDC) is hereby
authorized to apply for FEMA Hazard Mitigation, Grant Funds and to
administer such funds on behalf of the City.
3. 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, an agreement with FPDC
authorizing FPDC to apply for and administer FEMA Hazard Mitigation
Grant Funds for the above purpose.
ATTEST:
City Clerk.
RECEI',?E?
CITY C!
'92 BEC-2 P2,:48
Roanoke, Virginia
December 7, 1992
Honorable Mayor and Members
of City Council
Dear Members of Council:
SUBJECT: COMPREHENSIVE REGIONAL STORMWATER
MANAGEMENT PROGRAM IN THE ROANOKE VALLEY
II.
I. Background:
Valley Governments (City of Roanoke, Roanoke County, City
of Salem, Town of Vinton, and Botetourt County) expressed
to the Fifth Planning District in 1984 that flooding
problems in the Roanoke Valley need to be addressed.
Fifth Planning District Commission in 1985 funded a
feasibility study which discussed the numerous benefits
to be realized from a comprehensive regional approach to
stormwater management and outlined those watersheds that
should be considered priorities for future planning.
1990 member governments funded an update to the 1985
feasibility study illustrating how such a study could
address both water quantity and quality issues within the
context of a regional program.
April 21~ 1992 brought the worst flooding in the Roanoke
Valley since 1985 and resulted in the Roanoke Valley
being declared a national disaster area.
Current Situation:
A.
Current Federal Law includes the Hazard Mitigation Grant
Program which is intended to support innovative and
cooperative hazard mitigation programs such as a regional
approach to stormwater management by funding a
Comprehensive Regional Stormwater Management Study.
A meeting with representatives of the Federal Emergency
Management Agency, the Virginia Department of Emergency
Services, the 5th Planning District Commission and four
of the five (Botetourt County chose not to participate)
Valley governments verified that our chances of receiving
a matching grant are excellent.
Honorable Mayor and Members
of City Council
RE: Comprehensive Regional
Stormwater Management Program
Page 2
The total cost of the study is estimated to be $690,000
with each Valley government paying its proportionate
share based upon an agreed formula which included an
urbanization factor that takes into account the level of
development in each jurisdiction. The share of each
government is estimated as follows:
City of Roanoke
$251,000
Roanoke County
$278,000
City of Salem $130,000
Town of Vinton
$ 31,000
These amounts will be reduced by the amount of the grants
from the Federal Government estimated to be 50% of the cost.
The City of Roanoke will benefit from the study by the
information developed on what needs to be done to reduce
flooding in current floodprone areas and from information
developed on upstream contributors and what they can do
to reduce the downstream impact on the City.
III.
Issues:
A. Need
B. Benefits for the City of
C. Costs to the City
Roanoke
IV. Alternatives:
At
City Council pass a resolution in support of the
Comprehensive Regional Stormwater Management Study,
authorize the Fifth Planning District Commission to serve
as the City's agent to apply for the FEMA Hazard
Mitigation Grant and administer grant and City funds, and
agree to provide its share of funding for the study.
Funds are available in the utility taxes collected for
the Roanoke River Flood Reduction Project.
Honorable Mayor and Members
of City Council
RE: Comprehensive Regional
Stormwater Management Program
Page 3
Need for study is satisfied to ensure cost
effective planning for improvements instead of
traditional methods of solving local problems
without watershed wide coordination.
Benefits for the City of Roanoke include the
ability to take advantage of information and
improvements proposed by neighboring governments
when planning our own.
Costs to the City will be reduced by sharing them
with neighboring governments and by the shear size
of the project as an economy of scale. Necessary
funding will be needed over an 18 month period
beginning in July, 1993, (FY 93/94).
City Council refuse to pass a resolution in support of
the Comprehensive Regional Stormwater Management Study
and refuse to agree to provide its share of funding for
the study.
Need for the study will not be satisfied. The City
will have to pursue stormwater management studies
on its own into surrounding jurisdictions.
Benefits for the City of Roanoke will not be
realized with the cooperation of neighboring
governments.
Costs to the City will be considerably more later
due to lack of sharing with neighboring governments
and loss of the federal grant opportunity.
Honorable Mayor and Members
of City Council
RE: Comprehensive Regional
Stormwater Management Program
Page 4
V. Recommendation:
We hereby recommend Alternative A and that City Council adopt
a resolution in support of a Comprehensive Regional
Stormwater Management Study, authorize Fifth Planning
District Commission to act as agent for grant, and agree to
provide the City's share of funding for the study.
WRH/CMH/fm
Attachment: Resolution
cc: City Attorney
Director of Finance
Director of Public Works
Director of Utilities & Operations
City Engineer
Respectfully submitted,
W. Robert Herbert
City Manager
FIFTI-UPLANNING DISTRICT COMMISSION
313 Luck Avenue, S.W, Ph: (703)343.4417
Post Omce Box 2569 Fox: (703)343.4416
Roanoke, Virginia 24010
FAX
TRANSMITTAL
FROM:
Fifth Plannin~ District .Co~missi,~n
Number of Pages Submitted (including transmittal page)
17:02 ~ ?03 343 4417 FIFTH POC P.02
The 3rd day of November, 1992
RESOLUTION IN SUPPORT OF PURSUING' A COMPREHENSIVE
REGIONAL STORMW&TER [~NAGENENT PROGRAM IN THE
ROANOKE VALLEY
WHEREAS, member governments in the Roanoke Valley have
expressed the need since 1984 to address flooding problems related
to stormwater runoff, and
WHEREAS, the Fifth Planning'District Commission funded a
study in 1985 to examine the feasibility of establishing a regional
stormwater management program for the Roanoke Valley, and
WHEREAS, the 1985 feasibility study discussed the
numerous benefits which could be derived from a comprehensive
regional approach to stormwater management and outlined those
watersheds which should be considered priorities for future
planning, and
WHEREAS, member governments in the Roanoke Valley in 1990
funded an update to the 1985 feasibility study, illustrating how a
comprehensive stormwater management program could address both
w~ter quantity and water quality issues within the context of a
regional program, and
WHEREAS, the Fifth PDC, working with a stormwater
technical subcommittee oomposed of local engineering staff, has
established a cost-sharing proposal to pay for regional stormwater
watershed master planning (which is the first step in pursuing a
regional program), and
WHEREAS, the Fifth PDC staff has presented the findings
of the feasibility study/update, and the cost-sharing proposal with
the chief administrative officials of member governments in the
Roanoke Valley, and
WHEREA~, flooding in 1985 and 1992 caused hundreds of
millions of dollars in damage to the jurisdictions of the Roanoke
Valley and resulted in the President declaring a Major Disaster
Declaration for the affected area, and
Resolution
Page 2
November 3, 1992
WHEREAS, the federal government actively promotes both
pre- and post-disaster hazard mitigation strategies designed to
lessen the effects of future disaster events, and
WHEREAS, the Federal Emergency Management Agency (FEMA)
has established a grant program, known as the Hazard Mitigation
Grant Program, which is intended to support innovative and
cooperative hazard mitigation programs such as a regional approach
to stormwater management;
HE IT THEREFORE RESOLYED, that the City of Roanoke will
participate with the City of Salem, the County of Roanoke, and the
Town of Vinton in pursuing watershed master plans for the 16
priority watersheds and will allocate their pro rata share of funds
for this watershed master planning to be matched against funds
provided through the Federal Emergency Management Agency's Hazard
Mitigation Grant Program;
AMD, THEREFORE BE IT FIIRTHER RESOLVED, that the City of
Roanoke authorizes the Fifth Planning District Commission to serve
as the agent to apply for FEMA's Hazard Mitigation Grant Funds and
to administer these funds.
ATTEST:
November 20, 1992
BOARD OF SUPERVISORS
(703) 772-2005
Hr. Wayne Strickland
Executive Director
Fifth Planning District Commission
P. O. Box 2569
Roanoke, VA 24010
Dear Hr. Strickland:
Attached is a copy of Resolution No. 111792-3 approving the support
of pursuing a Comprehensive Regional Stormwater Management Program
in the Roanoke Valley. This resolution was adopted by the Board of
Supervisors at their meeting on Tuesday, November 17, 1992.
If you need further information, please do not hesitate to contact
me.
Sincerely,
bib
Attachment
cc:
Mary H. Allen, Clerk
Roanoke County Board of Supervisors
Arnold Covey, Director, Engineering & Inspections
Clifford D. Craig, Director, Utility
Terrance L. Harrington, Director, Planning & Zoning
Mary F. Parker, Clerk, Roanoke City Council
Forest Jones, Clerk, Salem City Council
Carolyn A. Ross, Clerk, Vinton Town Council
&T ~ RE~MEETIN~ OF THE BOARD OF SUPERVI~OP~ OF ROANOKE
COUNTY, VIR~IHI~ HELD ~T ~'~s ROI~HOKE COUNTY i%DMXNXSTR~TION CEHTER
ON TURSD~Y~ NOVEMBER 17~ 199~
RE~OLUTION ~ ~PPROVIN~ THE SUPPORT OF
PUP~UXN~ ~ COMPREHENSXVE RE~XONAL STOP. IiWATER
M~H~EMENT PRO~RM( IN THE ROI%NOKE VlS, LLEY
WHEP~S, m~m~er governments in the Roanoke Valley have
expressed the need since 1984 to address flooding problems
related to stormwater runoff, and
WHEREAS, the Fifth Planning District Commission funded a
study in 1985 to examine the feasibility of establishing a
regional stormwater management program for the Roanoke Valley,
and
WHEREAS, the 1985 feasibility study discussed the numerous
benefits which could be derived from a comprehensive regional
approach to stormwater management and outlined those watersheds
which should be considered priorities for future planning, and
WHEREAS, member governments in the Roanoke Valley in 1990
funded an update to the 1985 feasibility study, illustrating how
a comprehensive stormwater management program could address bo~h
water quantity and water quality issues within the context of a
regional program, and
WHEREAS, the Fifth PDC, working with a stormwater technical
subcommittee composed of local engineering staff, has established
a cost-sharing proposal to pay for regional stormwater watershed
master planning (which is the first step in pursuing a regional
program), and
~4~EAS, the Fifth PDC staff has presented the findings of
the feasibility study/update, and the cost-sharing proposal with
the chief administrative officials of member governments in the
Roanoke Valley, and
WHEREAS, flooding in 1985 and 1992 caused hundreds of
millions of dollars in damage to the jurisdictions of the Roanoke
Valley and resulted in the President declaring a Major Disaster
Declaration for the affected area, and
WHEREAS, the federal government actively promotes both pre-
and post-disaster hazard mitigation strategies designed to lessen
the effects of future disaster events, and
WHEREAS, the Federal Emergency Management Agency (FEMA) has
established a grant program, known as the Hazard Mitigation Grant
Program, which is intended to support innovative and cooperative
hazard mitigation programs such as a regional approach to
stormwater management;
BE IT THEREFORE RESOLVED, that the County of Roanoke will
participate with the Cities of Roanoke and Salem, and the Town of
Vinton in pursuing watershed master plans for the 16 priority
watersheds and will allocate their pro rata share of funds for
this watershed master planning to be matched against funds
provided through the Federal Emergency Management Agency's Hazard
Mitigation Grant Program;
AND, THEREFORE BE IT FURTHER RESOLVED, that the County of
Roanoke authorized the Fifth Planning District Com~ssion to
serve as the agent to apply for FEMA's Hazard Mitigation Grant
Funds and to administer these funds.
On motion of Supervisor Nickens to adopt the resolution, and
carried by the following recorded vote:
AYES:
NAYS:
cc:
Supervisors Johnson, Kohinke, Minnix, Nickens, Eddy
None
A COPY TESTE:
File
Arnold Covey,
Mary H. Allen, Clerk
Roanoke County Board of Supervisors
Director, Engineering & Inspections
Clifford D. Craig, Director, Utility
Terrance L. Harrington, Director, Planning & Zoning
Wayne Strickland, Executive Dirctor, Fifth PDC
Mary F. Parker, Clerk, Roanoke City Council
Forest Jones, Clerk, Salem City Council
Carolyn A. Ross, Clerk, Vinton Town Council
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virs~nia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #178-236
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 31265-120792 modifying guidelines of the
Vacant Lot Homesteading Program to authorize the City Manager to execute
individual contracts for reimbursements to builders and developers participating in
said Program, as more particularly set forth in a report of the City Manager under
date of December 7, 1992. Resolution No. 31265-120792 was adopted by the Council
of the City of Roanoke at a regular meeting held on Monday, December 7, 1992.
Sincerely, ~0-~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Eric.
pc:
Mr. James D. Grisso, Acting Director of Finance
Mr. William F. Clark, Director, Public Works
Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator
Mr. H. Daniel Pollock, Jr., Housing Development Coordinator
Ms. Marie T. Pontius, Grants Monitoring Administrator
Mr. Barry L. Key, Manager, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of December, 1992.
No. 31265-120792.
A RESOLUTION modifying guidelines of the Vacant Lot
Homesteading Program to authorize the City Manager to execute
individual contracts for the reimbursement to builders and
developers participating in the program, upon certain terms and
conditions.
BE IT RESOLVED by the Council of the City of Roanoke that the
guidelines of the Vacant Lot Homesteading Program are hereby
modified to authorize the City Manager to execute, for and on
behalf of the City, individual contracts which relate to
reimbursement of builders and developers participating in the
Vacant Lot Homesteading Program, such contracts to be approved as
to form by the City Attorney, all of which is more fully set out in
the City Manager's report to this Council dated December 7, 1992.
BE IT FURTHER RESOLVED that such authorization shall remain in
effect for as long as funding is provided for the program through
the Community Development Block Grant Program.
ATTEST:
City Clerk.
.,,'"¥ r, ~:"<
Roanoke, Virginia
December 7, t992
Honorable Mayor and Members of Council
Roanoke, Virginia
Dear Members of Councih
Subject:
Procedural Amendments to Vacant Lot Homesteading
Program (Extension)
Background:
A. Vacant Lot Homesteading Program (Extension) is intended to encourage
development of new housing on vacant land, especially single-family
owner-occupied homes on individual lots, by reimbursing the
builder/developer for certain costs of development, up to $#000 per
lot.
B. Conditions which builder/developer must meet to receive reimbursement
are:
Building and site plans must be approved by the Building
Department as meeting applicable building and zoning codes and
being compatible with existing neighborhood design;
2. Build or move a residential building on to the lot within the spe-
cified time;
3. Sell the building initially to a iow-moderate income household;
#. Pass the benefits of the Program on to the low-moderate income
homebuyer.
II. Current Situation:
A. Vacant Lot Homesteading Program currently is funded with $#0,000 from
CDBG funds.
B. Program guidelines currently require each individual subsidy to be
approved by City Council.
III. Issues:
A. Ease of administration.
B. Legal issues.
IV. Alternatives:
Modify Program guidelines of the Vacant Lot Homesteading Program
(Extension) to authorize the City Manager to execute individual
contracts, a blank copy of which is attached, authorizing reimbur-
sement to builders/developers participating in the Program. Such
authorization to remain in effect for as long as funding is provided
for the Program.
Page 2
December 7, 1992
Ease of administration would be enhanced, as each individual
contract and grant for reimbursement would not need to be
authorized specifically by City Council, but rather would be
handled administratively.
Legal issues would be satisfied, as the City Attorney's Office has
advised that there is no legal requirement for City Council to
authorize the execution of each contract. Other grants for housing
assistance are made in similar ways by the City Administration.
Do not amend the Program description of the Vacant Lot Homesteading
Program to authorize the City Manager to execute contracts, authorizing
reimbursements under the Vacant Lot Homesteading Program.
Ease of administration would be hindered, as relatively minor,
routine actions would have to be eximined by City Council. Delays
in processing requests for assistance under the Program would
continue.
2. Legal issues would not be of concern, as this would continue the
current procedures.
V. Recommendation:
Concur in Alternative A thereby modifying guidelines of the Vacant Lot
Homesteading Program (Extension) to authorize the City Manager to
execute individual contracts, a blank copy of which is attached,
authorizing reimbursement to builders/developers participating in the
Program, such authorization to remain in effect for as long as funding
is provided for the Program.
Respectfully submitted,
.~Rober t Herbert
City Manager
W RH:HDP:rs (CR. 77.1,2)
CC:
City Attorney
Director of Finance
Director of Public Works
Building Commissioner
Housing Development Coordinator
Grants Monitoring Administrator
ATTACHMENT A
Vacant Lot Homesteading
Extension of Program
January, 1992; Amended November, 1992
Description of Program
The Vacant Lot Homesteading Program was approved by City Council July
25, 1983. Its goal is to "homestead" vacant lots to responsible parties
who will keep them clear of weeds, and hopefully put them to a good use
that will enhance the neighborhood.
The Extension of the Vacant Lot Homesteading Program approved by City
Council November 9, 1987, provides for homesteading to contractors
and/or individuals who plan to construct or move a residential unit
onto the lot. The ourpose of the Extension of the Program is to
enhance the beneficial use of vacant lots under the Program by pro-
viding an incentive for contractors, developers or individuals to build
new or move existing infill houses onto lots located in Conservation
Areas or Rehabilitation Districts.
II. Procedure of Extension
A. Acquisition
The City will make grants, up to $#000 each, to reimburse responsible
parties who agree to build or move houses onto lots. A lot will
be considered for this Program under the following conditions:
a. Lot must be in a Conservation Area or Rehabilitation District.
b. Lot must meet all zoning requirements for the proposed residen-
tial building.
c. Lot must not be in a flood hazard area.
2. This grant can be used for:
a. Current value or the purchase price of the lot, up to the fair
market value;
b. Legal fees associated with purchase and resale of the lot, as
paid by buyer/builder;
c. Clearing and grading where necessary;
d. Building permit fees;
e. Water and sewer connection fees;
f. Other reasonable expenses customarily associated with such real
estate transactions.
Program Extension
Page 2
B. Recipients
Recipients of grants under this extension may be either:
a. Individuals or families of low-moderate income who occupy
house after its completion; or
b. Contractors/Developers who rent initially or sell building to
low-moderate persons after its completion.
C. Conditions of Transfer
A contract for a reasonable time will be executed between the City
and the buyer of the lot, providing a grant to the buyer/builder
upon the fulfillment of certain conditions· In return, the
buyer/builder must agree to the following minimum conditions (more
stringent conditions may be applied in some cases):
Buyer/builder must submit building and site plans for a review
by the Housing Development @ffice~ which will coordinate with
other offices to insure that the proposed structure meets all
applicable building and zoning codes and is compatible with the
neighborhood.
Construction or relocation must begin within six months of the
closing on the lot and be completed within one year from the
date of closing, unless extended for cause by the City Manager.
In order to comply with federal requirements for use of
Community Development Block Grant funds for the Program, initial
occupancy of any building placed on a lot in conjunction with
this Program Extension must be by a low-moderate income occu-
pant. Low-moderate income is defined as at or below 80% of the
median family income in the Roanoke Metropolitan Area as
established by HUD.
This requires that a buyer/builder who intends to occupy
the building himself/herself must be of low-moderate income.
Buyer/builder will receive a grant for reimbursement for all
allowable expenses after the terms of the contract have been met;
that is, when the construction is completed and the building is
occupied by a low-moderate income person.
D. Typical Scenario
Prospective buyer/builder makes contact with the Housing Development
Office inquiring about the possibility of homesteading a specific
vacant lot.
Program Fxtension
Page 3
The Housing Development Office consults with other offices as
appropriate and determines that the lot and the proposed building
meet the housing and community development objectives of the City as
well as all the requirements set out in this description, including
compatibility and attractiveness of design.
The Housing Development Office prepares a contract between the City
and the buyer/builder specifying the reimbursable items and conditions,
and sends it to the City Manager.
The City Manager approves and executes the contract.
The buyer/builder negotiates with owner of lot and obtains contract
of sale. Buyer/builder retains an attorney to prepare legal docu-
ments necessary for the transfer of the lot and closes transaction.
Buyer/builder arranges for house to be placed on lot and, upon
completion, occupies, sells, or rents house according to terms of
contract.
Housing Development Office verifies that the terms of the contract
have been met; that is, construction is completed and the building
has been occupied by a low-moderate income person, lhe buyer/builder
then is reimbursed for allowable expenses as provided for in the
contract. The following items are examples of documentation which
can be used to verify expenses:
-deed showing transfer and cost of the lot
-receipts from an attorney for necessary legal work
-receipts from Building and Water Departments showing
the cost of water and sewer hookups and building permits
-receipt for any grading work done to the property
-occupant's tax return from most recent year
Not all of these documents would be necessary in each case. The
items that will be reimbursed by the City will be specified in the
contract between the City and the buyer and will not exceed St*000 on
each lot.
III. Funding
The funds for the reimbursements through this Extension of the Vacant
Lot Homesteading Program will come from the City's Community Development
Block Grant allocation, as appropriated by City Council to the Vacant
Lot Homesteading Program.
ATTACHMENT B
VACANT LOT HOMESTEADING PROGRAM
Grant Agreement for Acquisition and Development of Vacant Lot
THIS AGREEMENT is entered into by ,
a non-profit corporation organized under the laws of the Commonwealth of
Virginia (hereinafter, the "Grantee") and the City of Roanoke (hereinafter,
the "City") concerning a certain vacant lot (hereinafter, the "Lot"), in
the City of Roanoke, identified as Official Tax Map Number ,
described as , located at approximately
WHEREAS, the Grantee wishes to purchase the Lot and build or move a house
thereon, and;
WHEREAS, the City is willing to make a grant of Community Development
Block Grant funds to the Grantee to assist the proposed project, if the Grantee
fulfills certain conditions.
THEREFORE, the parties to this Agreement agree as follows:
Responsibilities of the Grantee
The Grantee agrees, within the times specified in Section III, to:
A. Buy or otherwise acquire the Lot, if it is available, by legal and
legitimate means;
B. Submit building and site plans as required by the Code of the City
of Roanoke or requested for review and approval by the Building Department;
C. Build a single-family residential building onto the Lot, as described
in the building and site plan submitted;
D. Sell the building initially to low-moderate income persons.
-2-
Low-moderate income is defined as income not exceeding 80% of the
median family income in the Roanoke ,Metropolitan Area as
established by the United State Department of Housing and Urban
Development. These income levels, by family size, are currently as
follows (and are subject to revision):
person $21,600
persons $24,700
persons $27,800
persons $30,900
persons $33,330
persons $33,800
persons $38,300
persons $40,730
The Grantee agrees that the sale price of the residential
building will not include or reflect the amount of this
CDBG grant, thereby passing the benefits of this grant along to the
low-moderate income buyer who will occupy the structure to be
built on the Lot.
I~. Other:
II.
Responsibilities of the City
Upon fulfillment of the responsibilities of the Grantee as described
above, the City agrees to make a grant of Community Development Block
Grant funds to the Grantee, up to a total of $#,000, for reimbursement of
documented expenses as follows:
-3-
A. Purchase price or other land cost of lot;
B. Legal fees paid by Grantee associated with conveyance of the Lot,
and/or resale and conveyance of the property after completion;
C. Building permit fees;
D. ~/ater and sewer lateral and connection fees;
E. Other reasonable expenses, approved by the City in advance,
customarily associated with such real estate transactions (such as
recording the deed, grantor's tax upon resale, survey, etc...)
F. Cost to clear and/or grade the Lot as follows:
III.
Effective Bates and Time Limits
A. This Agreement shall be in effect from the date it is executed by
the City and the Grantee, and it shall continue in effect until either
(1) full performance of the Grantee's obligations pursuant to this
Agreement, and payment of the Grant to the Grantee; or (2) cancellation
with written notification by the City to the Grantee, due to the
Grantee's failure to perform within the time period set out in this
section.
B. The Grantee shall complete acquisition of the Lot by
C. The Grantee shall submit building and site plans, obtain appropriate
building permits, and begin work within six (6) months of the acqui-
sition of the Lot.
-4-
D. The Grantee shall complete work and have the structure occupied
within twelve (i2) months of the acquisition of the Lot, according to
this Agreement no later than
IV. Failure to Comply
In the event this Agreement is cancelled by the City, the City
shall not be obligated to reimburse the Grantee for any costs related to
the acquisition or development of the Lot.
V. Third Parties
The City shall not be obligated or liable under this Agreement to
any party other than the Grantee.
VI. Grant Disbursement
The City agrees to make payment of the grant to the Grantee
within fourteen (1~) days of receipt, by the City, of documentation
deemed sufficient by the City to document that the Grantee has incurred
expenses covered by this Agreement, and that the house has been sold to
a low-moderate income household. The Grantee must submit a request for
reimbursement within 90 days of occupancy of the structure erected on the lot.
Hold Harmless
The Grantee agrees to hold the City, its officers, agents and
employees harmless from any and all damages, losses, expenses, and
claims that may arise out of the Grantee's use, occupancy or ownership of
the Lot during the term of this Agreement.
In Witness Whereof, the City and the Grantee have executed this Agreement.
VII.
Habitat for Humanity in the Roanoke Valley
(Grantee) by:.
President
Attest:
By
Secretary
City of Roanoke
City Manager
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, $.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #5-70-183-262-268-270-468-472
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 31267-120792 accepting the following bids for
communication equipment:
2 - 125 Watt, F.M.,
Two-Way Base Stations
Radio Communications Co., $ 12,906.00
Inc.
108 - 216 Watt, F.M.,
Two-Way Portable Radios
in accordance with
specifications
Kanes Communications
Systems, Inc.
100,363.32
16 - Six position, rapid rate,
wall mounted Battery
Chargers
Radio Communications Co.,
Inc.
8,682.56
33 - Single unit, rapid rate,
desk top Battery Chargers
Motorola C & E, Inc.
5,214.00
58 - 16 mode, 40 Watt,
F.M., Two-Way Mobile Radios
(146-174MHz)
Motorola C & E, Ine.
66,990.00
1 - IFR Model 1200S
Communications Service
Monitor
Tesco, Inc. 9,365.62
Mr. W. Robert Herbert
December 7, ]992
Page 2
Resolution No. 31267-120792 was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, December 7, 1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
pc:
Mr. James D. Grisso, Acting Director of Finance
Mr. George C. Snead, Jr., Director, Public Safety
Mr. Ronald L. Wade, Acting Manager, Communications Department
Mr. Kit B. Kiser, Director, Utilities and Operations
Mr. D. Darwin Roupe, Manager, General Services
Mr. Barry L. Key, Manager, Office of Management and Budget
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2,4011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File//5-70-183-262-268-270-468-472
Mr. Patrick W. Regan
Sales Manager
Radio Communications Co., Inc.
P. O. Box 6630
Roanoke, Virginia 24017
Dear Mr. Regan:
I am enclosing copy of Resolution No. 31267-120792 accepting the bid of Radio
Communications Co., Inc., in the amount of $12,906.00, for two 125 Watt, F.M.,
Two-Way Base Stations; and 16 Six position, rapid rate, wall mounted Battery
Chargers, in the amount of $8,682.56. Resolution No. 31267-120792 was adopted by
the Council of the City of Roanoke at a regular meeting held on Monday, December 7,
1992.
Sincerely, ~LA.,~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
MARY F. PA~ KFR
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Rcom 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #5-70-183-262-268-270-468-472
Ms. Marcia Richardson
Marketing Secretary
IFR Systems, Inc.
10200 West York Street
Wichita, Kansas 67215-8935
Dear Ms. Richardson:
I am enclosing copy of Resolution No. 31267-120792 accepting the following bids for
communication equipment:
2 - 125 Watt, F.M.,
Two-Way Base Stations
Radio Communications Co., $12,906.00
Inc.
108 - 216 Watt, F.M.,
Two-Way Portable Radios
in accordance with
specifications
Kanes Communications
Systems, Inc.
100,363.32
16 - Six position, rapid rate,
wall mounted Battery
Chargers
Radio Communications Co.,
Inc.
8,682.56
33 - Single unit, rapid rate,
desk top Battery Chargers
Motorola C & E, Inc.
5,214.00
58 - 16 mode, 40 Watt,
F.M., Two-Way Mobile Radios
(146-174MHz)
Motorola C & E, Inc.
66,990.00
1 - IFR Model 1200S
Communications Service
Monitor
Tesco, Inc. 9,365.62
Resolution No. 31267-120792 was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, December 7, 1992.
Ms. Marcia Richardson
.De~ember 1], 1992
Page 2
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for submitting your bid on the abovedescribed communication
equipment.
Sincerely,
City Clerk
MFP: sw
Eno,
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
December 11, 1992
SANDRA H. EAKIN
Deputy City Clerk
File #5-70-183-262-268-270-468-472
Mr. S. L. Smith, President
Valley Communications
231 E. 4th Street
Salem, Virginia 24153
Dear Mr. Smith:
I am enclosing copy of Resolution No. 31267-120792 accepting the following bids for
communication equipment:
2 - 125 Watt, F.M.,
Two-Way Base Stations
Radio Communications Co.,
Inc.
$ 12,906.00
108 - 216 Watt, F.M.,
Two-Way Portable Radios
in accordance with
specifications
Kane$ Communications
Systems, Inc.
100,363.32
16 - Six position, rapid rate,
wall mounted Battery
Chargers
Radio Communications Co.,
Ine.
8,682.56
33 - Single unit, rapid rate,
desk top Battery Chargers
Motorola C & E, Inc.
5,214.00
58 - 16 mode, 40 Watt,
F.M., Two-Way Mobile Radios
(146-174MHz)
Motorola C & E, Inc.
66,990.00
1 - IFR Model 1200S
Communications Service
Monitor
Tesco, Inc. 9,365.62
Resolution No. 31267-120792 was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, December 7, 1992.
Mr. S. L. Smith
December 11, 1992
Page 2
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for submitting your bid on the abovedescribed communication
equipment.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
December 11, 1992
SANDRA H. EAKIN
Deputy City Clerk
File #5-70-183-262-268-270-468-472
All American Associates
12 Galloway Avenue
Suite 3A
Hunt Valley, Maryland 21030
Gentlemen:
I am enclosing copy of Resolution No. 31267-120792 accepting the following bids for
communication equipment:
2- 125 Watt, F.M.,
Two-Way Base Stations
Radio Communications Co., $ 12,906.00
Inc.
108 - 216 Watt, F.M.,
Two-Way Portable Radios
in accordance with
specifications
Kanes Communications
Systems, Inc.
100,363.32
16 - Six position, rapid rate,
wall mounted Battery
Chargers
Radio Communications Co.,
Inc.
8,682.56
33 - Single unit, rapid rate,
desk top Battery Chargers
Motorola C & E, Inc.
5,214.00
58 - 16 mode, 40 Watt,
F.M., Two-Way Mobile Radios
(146-174MHz)
Motorola C & E, Inc.
66,990.00
1 - IFR Model 1200S
Communications Service
Monitor
Tesco, Inc. 9,365.62
Resolution No. 31267-120792 was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, December 7, 1992.
All American Associates
December 11, 1992
Page 2
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for submitting your bid on the abovedescribed communication
equipment.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Erie ·
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #5-70-183-262-268-270-468-472
Mr. Robert M. Newman
Account Manager
Motorola C & E., Inc.
P. O. Box 7998
Roanoke, Virginia 24019
Dear Mr. Newman:
I am enclosing copy of Resolution No. 31267-120792 accepting the bid of Motorola
C & E, Inc., in the amount of $5,214.00, for 33 Single unit, rapid rate, desk top
Battery Chargers; and 58 - 16 mode, 40 Watt, F.M., Two-Way Mobile Radios (146-
174MHz), in the amount of $66,990.00. Resolution No. 31267-120792 was adopted by
the Council of the City of Roanoke at a regular meeting held on Monday, December 7,
1992.
Sincerely, ~~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #5-70-183-262-268-270-468-472
Tesco, Inc.
P. O. Box 5100
Sparks, Maryland 21152
Gentlemen:
I am enclosing copy of Resolution No. 31267-120792 accepting the bid of Tesco, Inc.,
in the amount of $9,365.62, for one IFR Model 1200S Communications Service Monitor.
Resolution No. 31267-120792 was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, December 7, 1992.
Sincerely, fO~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Sac.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #5-70-183-262-268-270-468-472
Mr. Ed Wimmer
Sales Manager
Kanes Communications Systems, Inc.
P. O. Box 914
Salem, Virginia 24153
Dear Mr. Wimmer:
I am enclosing copy of Resolution No. 31267-120792 accepting the bid of Kanes
Communications Systems, Inc., in the amount of $100,363.32 for 108 - 216 Watt,
F.M., Two-way Portable Radios. Resolution No. 31267-120792 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday, December 7,
1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE,
The ?th day of December, 1992.
No. 31267-120792.
VIRGINIA,
A RESOLUTION accepting bids for communication equipment; and
rejecting other bids.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The bids in writing of the following named bidders to
furnish to the City the items hereinafter set out and generally
described, such items being more particularly described in the
City's specifications and any alternates and in each bidder's
proposal, are hereby ACCEPTED, at the purchase prices set out with
each item:
Item Quantity and Successful Unit Purchase
Number Description Bidder Price Price
I 2 125 Watt, Radio $6,453.00 $ 12,906.00
F.M., Two-Way Base Communications,
Stations Co., Inc.
2 108 - 216 Watt, Kanes ' $ 929.29 $100,363.32
F.M., Two-Way Communications
Portable Radios in Systems, Inc.
accordance with
specifications
16 - Six (6)
position, rapid
rate, wall mounted
Battery Chargers
33 - Single unit,
rapid rate, desk
top Battery
Chargers
58 16 mode, 40
Watt, F.M., TWo-
Way Mobile Radios
(146-174MHz)
3 Radio $ 542.66 $ 8,682.56
Communications,
Co., Inc.
4 Motorola~C & E, $ 158.00 $ 5,214.00
Inc. /
5 Motorola C & E, $1,155.00 $ 66,990.00
Inc.
6 i - IFR Model Tesco, Inc. $9,365.62 $9,365.62
1200S Communica-
tions Service
Monitor
2. The City's Manager of General Services is hereby
authorized and directed to issue the requisite purchase orders for
the above-mentioned items, said purchase orders to be made and
filled in accordance with the City's specifications, the respective
bids made therefor and in accordance with this resolution.
3. Any and all other bids made to the City for the aforesaid
items are hereby REJECTED;
notify each such bidder
appreciation for each bid.
and the City Clerk is directed to so
and to express to each the City's
ATTEST:
City Clerk.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, $.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #60-5-70-183-262-268-270-468-472
Mr. James D. Grisso
Acting Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 31266-120792 amending and reordaining certain
sections of the 1992-93 General Fund Appropriations, providing for the transfer of
$223,926.00 from the Capital Maintenance and Equipment Replacement Program to
Public Works - Communications, in connection with acceptance of certain bids for
two-way radios and a communications service monitor to be used in the City's
Communications Department. Ordinance No. 31266-120792 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday, December 7,
1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
pc:
Mr. W. Robert Herbert, City Manager
Mr. George C. Snead, Jr., Director, Public Safety
Mr. Ronald L. Wade, Acting Manager, Communications Department
Mr. Kit B. Kiser, Director, Utilities and Operations
Mr. D. Darwin Roupe, Manager, General Services
Mr. Barry L. Key, Manager, Office of Management and Budget
1992-93 General
emergency.
WHEREAS,
Government of the
exist.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of December, 1992.
No. 31266-120792.
AN ORDINANCE to amend and reordain certain sections of the
Fund Appropriations, and providing for an
for the usual daily operation of the Municipal
City of Roanoke, an emergency is declared to
THEREFORE, BE IT ORDAINED by the Council of the City of
Roanoke that certain sections of the 1992-93 General Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
A ro riations
Public Works
Communications (1-2) ..............................
Fund B&l&~e
Capital Maintenance & Equipment Replacement
Program - City (3) .................................
$ 20,473,519
1,937,360
1,781,206
1) Other Equipment (001-052-4130-9015) $ 203,524
2) Expendable
Equipment (001-052-4130-2035) 20,402
3) CMERP - City (001-3323} (223,926)
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
Roanoke, Virginia
December ?, 1992
The Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor and Members of Council:
SI~JECT: BIDS ON COMMUNICATIONS EQUIPMENT
BID NUMBE~S 92-11-28 AND 92-11-24
I. BACKGRODND
CaDital Maintenance and EauiDment Replacement evaluations
have identified the need for replacement two-way radios
and a Communications Service Monitor for the
Conu~unications Department.
Be
Specifications were developed and along with a request
for quotations were sent to six (6) vendors for two-way
radio equipment and seven (7) vendors for the
Communications Service Monitor. The bid for two-way
radio equipment was publicly advertised in the Roanoke
Times and World News and Roanoke Tribune.
Ce
Bids were received, after due and proper advertisement
for two-way radio equipment, until 2:00 PM, on November
19, 1992, and for the Communications Service Monitor,
until 2:00 PM, on November 16, 1992, at which times the
bids were publicly opened and read in the office of the
Manager of General Services. Bid tabulations are
attached.
II. ¢O~ENT SITUATION
Ail bids receive~ were evaluated in a consistent manner
by the following evaluation committee:
Mr. George C. Snead, Director, Public Safety
Mr. William H. Powers, Communications Technician
Supervisor
Mr. D. Darwin Roupe, Manager, General Services
Mr. Ronald L. Wade, Acting Manager, Communications.
PAGE 2
HONOEABLEMAYORANDCITYCOUNCIL
DECEMBER7, 1992
Be
Ce
De
Bid evaluations
1. Two-way radio equipment is as follows:
Item #1 - Two (2) radio base stations. The
lowest bid submitted by Radio Communications
Company, Inc. meets all required
specifications.
Item ~2 - one hundred eight (108) two-way
portable radios. The lowest bid submitted by
Kane's Communications Systems, Inc., meets all
required specifications, if order is placed on
or before December 15, 1992.
Ce
Item #3 - Sixteen (16) six position chargers.
The lowest bid submitted by Radio
Communications Company, Inc., meets all
required specifications.
Item #4 - Thirty-three (33) single unit
chargers. The lowest bid submitted by Motorola
C&E, Inc., meets all required specifications.
me
ite~ #5 - Fifty-eight (58) two-way mobile
radios. The lowest bid submitted by Motorola
C&E, Inc., meets all required specifications.
2. Communications Service Monitor
Item #1 - One (1) Communications Service
Monitor. The lowest hid submitted by Tesco,
Inc., meets all required specifications.
Miscellaneous Darts less than $500 dollars each are
essential for retrofitting existing two-way radio
equipment for compatibility with various other City
communications systems to extend their useful life.
attachment "A" for s~mmary)
(See
Because of excellent bid prices the bid committee
recommends purchasing additional radio replacement
equipment to be utilized for the Fire Department First
Responder Program within funds originally designated in
the Capital Maintenance and Equipment Replacement Program
for radio replacements.
PAGE 3
HONORABLE MAYORANDCITYCOUNCIL
DE~ER 7, 1992
A. Need
C. Compliance with sDecification~
D. Fundina availability
IV. ALTF~LNATIVES
ae
Council accept the lowest responsible bids meeting all
required specifications.
1. Two-way radio equipment.
Item #1 - TwO (2~ base stations and Item #3 -
Sixteen (16~ six Dosition charaer~ as submitted
by Radio Communications, Inc., for a total cost
of S21.590.56.
be
Item #2 - One hundred eiaht (108) two-way
portable radios as submitted by Kane's
Communications Systems, Inc., for a total cost
of ~100.363.32.
Ce
Item #4 - Thirty-three (33) single unit
chargers and Item #5 - Fifty-eiGht ¢58) two-way
mobile radios as submitted by Motorola C&E,
Inc., for a total cost of S72,204.00
2. Communications Service Monitor
Item #6 - One (1~ Communications Service
Monitor as submitted by Tesco, Inc., for a
total cost of S9.365.62.
3. Miscellaneous parts.
Miscellaneous Darts, less than 500 dollars
each. for retrofitting existing two-way radio
eGuiDment for compatibility with various other
City communication svs%~m~ for a total cost of
~20.402,00.
PAGE 4
HONORABLE MAYOR AND CITY COUNCIL
DECEMBER 7, 1992
Need - Requested equipment is necessary to
provide essential radio equipment
necessary for public safety and various
other City departments in the performance
of their duties.
Timina - Is of critical importance if the
City is to obtain substantial manufacture
discounts on the above two-way portable
radio equipment.
Compliance with sDecifications - The
lowest responsible bids identified in this
alternative meet all required
specifications.
e
Fundina - Funds to provide for these
purchases are available in the Capital
Maintenance Equipment Replacement Program.
B. Reject all bids
Need - Reliable communications for public
safety and various other City departments would
be compromised.
e
Timin~ - Would not be a factor in this
alternative.
Compliance with specifications - Would not be a
factor in this alternative.
Fundin~ - Designated funds would not be
expended in this alternative.
RECOMMENDATIONS
Council concur with Alternative "A" - award the lowest
responsible bids for equipment as follows:
Item #1 - Two (2~ base stations and Item #3
Sixteen (16) six Position charaers from Radio
Communications, Inc., for a total cost of
$$1.590.56.
Item #2 - One hundred eiaht ¢108) two-way portable
radios from Kane's Communications Systems, Inc., for
a total cost of $100.363.32.
PAGE 5
HONOP~%BLE MAYOR AND CITY COUNCIL
DECEMBER 7, 1992
Item #4 - Thirty three (33) sinale unit charaers and
Ite~ #~ - Fifty eiaht ¢58) two-way mobile radios
from Motorola C&E, Inc., for a total cost of
S72.204.00.
Item #6 - ODe (1) Communications Service Monitor
from Tesco, Inc., for a total cost of S9.365.62.
Reiect all other bids.
Appropriate S223.926 from Capital Maintenance and
Equipment Replacement Account as follows:
203.524.00 - Communications Account
001-052-4130-9015
2e
20.402.00 - communications Account
001-052-4130-2035
Respectfully submitted,
W. Robert Herbert,
city Manager
WRH:RLW/ry
co:
Mr. Wilburn C. Dibling, Jr., city Attorney
Mr. James D, Grisso, Acting Director, Finance
Mr. Barry L. Key, Manager, office of Management
and Budget
A'I'TACH~UgN~ A
~1.200.00
S4.500o00
S3.420.00
612.00
$1.ooo.oo
980.00
690.00
850.00
to reprogram 16 Syntors and GE radios to be used in
Public Works
to re-crystal 19 Micor radios for use in Public Works
to re-crystal 18 MT500S to replace old HT220S in Fire,
Public Works, Water, Utility Line Services and Water
for 18 MTS00 chargers for above portables
for 4 motorcycle Setcom outfits
for 6 MT1000 chargers for radios taken out of Police.
for PL modification kits for Rescue main and Standby
for 35 radio mounts for Police cars
for 6 speaker microphones on Saber radios to replace ones
on MT500S
for 2 spare control heads for new Police radios
TOTAL $20,402.00
m
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Dcputy City Clerk
December 11, 1992
File #183-264-270-472
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 31268-120792 accepting the bid of Map
Enterprises, Inc., in the amount of $15,975.00, for delivery and instaliation of one
telescopic aerial device. Resolution No. 31268-120792 was adopted by the Council of
the City of Roanoke at a regular meeting held on Monday, December 7, 1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Eno.
pc:
Mr. James D. Grisso, Acting Director of Finance
Mr. William F. Clark, Director, Public Works
Mr. James A. McClung, Ma~lager, Fleet and Solid Waste Management
Mr. William L. Stuart, Manager, Streets and Traffic
Mr. Robert K. Bengteon, Acting Manager, Signals and Alarms
Mr. Kit B. Kiser, Director, Utilities and Operations
Mr. D. Darwin Roupe, Manager, General Services
Mr. Barry L. Key, Manager, Office of Management and Budget
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2~01 l
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #183-264-270-472
Mr. Terry May
Inside Sales Representative
Altec Industries, Inc.
P. O. Box 10264
Birmingham, Alabama 35202
Dear Mr. May:
I am enclosing copy of Resolution No. 31268-120792 accepting the bid of Map
Enterprises, Inc., in the amount of $15,975.00, for delivery and installation of one
telescopic aerial device. Resolution No. 31268-120792 was adopted by the Council of
the City of Roanoke at a regular meeting held on Monday, December 7, 1992.
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for submitting your bid on the abovedescribed equipment.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Enc.
MARY F. PA~K~R
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2~011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #183-264-270-472
Mr. Ron Satterfield
Sales Administrator
Map Enterprises, Inc.
P. O. Drawer 3097
Hanover Road
Burlington, North Carolina 27216
Dear Mr. Satterfield:
I am enclosing copy of Resolution No. 31268-120792 accepting the bid of Map
Enterprises, Inc., in the amount of $15,975.00, for delivery and installation of one
telescopic aerial device. Resolution No. 31268-120792 was adopted by the Council of
the City of Roanoke at a regular meeting held on Monday, December 7, 1992.
Sincerely, ~~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Eno.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of December, 1992.
No. 31268-120792.
A RESOLUTION accepting a bid for a telescopic aerial device;
and rejecting other bids.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The bid in writing of the following named bidder to
furnish to the City the item hereinafter set out and generally
described, such item being more particularly described in the
City's specification and any alternate and in the bidder's
proposal, is hereby ACCEPTED, at the purchase price set out with
each item:
Item Quantity and Successful Purchase
Number Description Bidder Price
1 1 - New Telescopic Map
Aerial Device Enterprises, Inc.
$15,975.00
2. The City's Manager of General Services is hereby
authorized and directed to issue the requisite purchase order for
the above-mentioned item, said purchase order to be made and filled
in accordance with the City's specifications, the bid made therefor
and in accordance with this resolution.
3. Any and all other bids made to the City for the aforesaid
items are hereby REJECTED; and the City Clerk is directed to so
notify each such bidder
appreciation for each bid.
and to
express
ATTEST:
to each
the City's
City Clerk.
Roanoke, Virginia
December 7, 1992
(:ITY C!~'~,'~~ .....
'92 DEC-2 P3:48
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
SUBJECT:
Bid to Purchase Telescopic
Aerial Device, Bid. No.
92-10-84
I. Background
Capital Maintenance and Equipment Replacement
Program has identified the need for an Aerial Lift
Device to be installed on an existing Signals and
Alarms department van.
Aerial Lift Device will allow Signals and Alarms
department to properly lift and install traffic
signals, fire alarm mechanisms and other related
equipment.
Specifications were developed and along with
request for quotations were sent to eight (8) firms
currently listed on the City's bid list. A public
advertisement was also published in the Roanoke
Times and Roanoke Tribune.
November 5~ 1992 bids were received, after due and
proper advertisement, and were publicly opened and
read, at 2:00 p.m., in the Office of the Manager of
General Services.
II. Current Situation
A. Two (2) bid responses were received. Bid
tabulation is attached.
Both bids were evaluated in a consistent manner by
representatives of the following departments:
General Services
Fleet Management
Signals and Alarms
Telescopic Aerial Device
Bid No. 92-10-84
Page 2
III.
IV.
C. Lowest bid,
took two (2)
follows:
submitted by Altec Industries, Inc.
exceptions to the bids which are as
Bucket mounted on curbside instead of street
side.
2. Not providing greaseless bearings as required.
Both exceptions are substantial and cannot be waived
as informalities.
Issues
A. Need
B. Compliance with Specifications
C. Funding
Alternatives
Council accept the lowest responsible bid meeting
specifications for the delivery and installation of
one (1) new Telescopic Aerial Device to be mounted
on existing vehicles as submitted by Map
Enterprises, Inc. for a total cost of $15~975.00.
Need This equipment is required to provide
appropriate and safe support for service to
street signals and alarms.
Compliance with specifications - The bid
submitted by Map Enterprises, Inc. meets all
required specifications.
Funding - Funds are available in the Fleet
Management Fund Account Number 006-052-2641-
9010 to allow for this purchase.
B. Reject all Bids
Need - Required signal and alarm service could
not be accomplished in the most efficient and
safest manner.
2. Compliance with specifications would not be a
factor in this alternative.
Telescopic Aerial Device
Bid No. 92-10-84
Page 3
Fundinq Designated funds would not be
expended with this alternative.
V. Recommendation
Council concur with alternative "A"
bid submitted by Map Enterprises, Inc.
new Telescopic Aerial Device to be
existing vehicle for the total cost of
and reject other bid.
accept the
for one (1)
mounted on
$15~975.00
Funding - Funds are available in the Fleet
Management Fund Account Number 006-052-2641-9010 to
allow for this purchase.
Respectfully Submitted,
W. Robert Herbert
City Manager
cc: City Attorney
Director of Finance
0
Z
JOEL M. ~CHLANGER
Director of Finance
CITY OF ROANOKE
DEPARTMENT OF FINANCE
215 Church Avenue, $.W., Room 461
P. O, Drawer 1220
Roanoke, Virginia 2400~1220
Telephone: (703) 981-2821
Telecopler: (703) g81-2940
December 7, 1992
CITY C'. ....: '
'92 I]EO-:2 / 11:11
JAMES D. QRISSO
Deputy Director
Honorable Mayor and Members
of City Council
Roanoke, Virginia
Dear Mrs. Bowles and Gentlemen:
I am very pleased to present to you copies of the audited fiscal
year 1992 Comprehensive Annual Financial Report for the city of Roanoke
and the Component Unit Financial Report for the City of Roanoke Pension
Plan.
The unaudited General Fund Capital Maintenance and Equipment
Replacement Program (CMERP) reported to you on August 10, 1992 is
unchanged. As previously reported, this balance was allocated between
the City and School Administration in the amounts of $2,186,531 and
$1,285,089, respectively, to provide capital equipment and maintenance
funding, subject to Council approval.
One adjustment to the City's Financial Statements was made to reduce
the operating subsidy from the Transportation Fund to the Greater Roanoke
Transit Company (GRTC). This type of adjustment is required each year
pending final audit of GRTC regarding the exact federal and state grant
reimbursement amounts.
The financial strength of the Pension Plan is attributed to City
Council as you have annually elected to budget and contribute the funding
recommended by the Actuary.
I would like to thank Mr. Jesse A. Hall, Administrator of City
Accounting Services, Ms. Joyce L. Van Houten, Retirement Accountant and
the Department of Finance Staff for their professional and dedicated work
in completing these two Annual Financial Reports.
I would be pleased to address any specific questions Council may
have regarding the two Annual Financial Reports.
Sincerely,
Acting Director of Finance
JDG:s
Enclosures
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
212 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: ('703) 981.2541
SANDRA H. EAKIN
Deputy City Clerk
December 11, 1992
File #24-184-202
Ms. Judy W. Jackson, Chairperson
Personnel and Employment Practices Commission
1505 June Drive, N. W.
Roanoke, Virginia 24017
Dear Ms. Jackson:
I am enclosing copy of Ordinance No. 31269-120792 amending the Code of the City of
Roanoke (1979), as amended, by adding a new subsection (d) to Section 2-85.1,
Grievance hearing panels, such new subsection prohibiting a member of the
Personnel and Employment Practices Commission who is an employee of the City from
participating in any grievance hearing where the grievant is from the same
department, office or agency of City government as the employee member of the
Commission. Ordinance No. 31269-120792 was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, December 7, 1992.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Eno.
pc:
The Honorable G. O. Clemens, Chief Judge, Circuit Court, P. O. Box 1016,
Salem, Virginia 24153
The Honorable Kenneth E. Trabue, Judge, Circuit Court, 305 East Main
Street, Salem, Virginia 24153
The Honorable Roy B. Willett, Judge, Circuit Court
The Honorable Clifford R. Weckstein, Judge, Circuit Court
The Honorable Diane M. Strickland, Judge, Circuit Court
The Honorable Joseph M. Clarke, II, Chief Judge, Juvenile and Domestic
Relations District Court
The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations
District Court
'Ms. Judy W. Jackson
December 11, 1992
Page 2
The Honorable Fred L. Hoback, Jr., Judge, Juvenile and Domestic Relations
District Court
The Honorable Edward S. Kidd, Jr., Chief Judge, General District Court
The Honorable Julian H. Raney, Jr., Judge, General District Court
The Honorable Richard C. Pattisal, Judge, General District Court
The Honorable Donald S. Caldwell, Commonwealth's Attorney
The Honorable Arthur B. Crush, III, Clerk, Circuit Court
Ms. Patsy Bussey, Clerk, Juvenile and Domestic Relations District Court
Mr. Ronald Albright, Clerk, General District Court
Mr. W. Robert Herbert, City Manager
Mr. Bobby D. Casey, Office of the Magistrate
Ms. Clayne M. Calhoun, Law Librarian
Mr. James D. Grisso, Acting Director of Finance
Mr. William F. Clark, Director, Public Works
Mr. Kit B. Kiser, Director, Utilities and Operations
Mr. George C. Snead, Jr., Director, Public Safety
Mr. James D. Ritchie, Director, Human Development
Mr. Kenneth S. Cronin, Personnel Manager
Mr. Raymond F. Leven, Public Defender, Suite 4B, Southwest Virginia
Building, Roanoke, Virginia 24011
Mr. Robert L. Laslie, Vice President - Supplements, Municipal Code
Corporation, P. O. Box 2235, Tallahassee, Florida 32304
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of December, 1992.
No. 31269-120792.
AN ORDINANCE amending the Code of the City of Roanoke (1979), as
amended, by adding a new subsection (d) to S2-85.1, Grievance hearing
panels, such new subsection prohibiting a member of the Personnel and
Employment Practices Commission who is an employee of the City from
participating in any grievance hearing where the grievant is from the
same department, office or agency of City government as the employee
member of the Commission; and providing for an emergency.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
i. Section 2-85.1, Grievance hearinq Danels, Code of the City of
Roanoke (1979), as amended, is hereby amended and reordained by the
addition of the following new subsection:
S2-85.1. Grievance hearinq panels.
(d) No member of the Commission who is an employee
of the City shall participate in any grievance
hearing where the grievant is from the same
department, office or agency of City government as
the employee member of the Commission. When any
member of the Commission is disqualified by virtue
of this subsection, such Commission member's
replacement shall be selected pursuant to subsection
(c) of this section.
2. In order to provide for the usual daily operation of the
municipal government, an emergency is deemed to exist, and this ordinance
shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
December 2, 1992
'92 DEO-3 P3:01
The Honorable Mayor and Members
Roanoke City Council
Roanoke, Virginia
On October 26, 1992, as Chairman of the City's Personnel and
Employment Practices Commission, I sent a letter to members of the
Commission expressing a concern related to a PEPC member hearing a
grievance filed by an employee in the same department as the
Commission member. I indicated that the employee member of the
Commission may feel perceived pressure from either management or
department employees to support a particular position related to
the grievance.
In my letter I advised the members that I intended to
recommend that language be incorporated into the City code which
would prohibit this practice. Members of the Commission were
advised to contact me if they had any concerns regarding this
proposed recommendation.
One member contacted me to advise that this scenario would not
create an awkward situation for this particular individual.
However, the member did go on to state that the concerns about the
situation were understandable.
In light of the concerns expressed above, I recommend that
City Council consider adopting an amendment to the City Code which
would disallow employee members of the PEPC from hearing a
grievance from their own department.
Sincerely,
a~son~ Chairman
Personnel and Employment Practices
Commission
JJ:
cc:
W. Robert Herbert, City Manager
Wilburn D. Dibling, Jr., City Attorney
Mary F. Parker, City Clerk
Kenneth C. Cronin, Manager, Personnel Management
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
21~ Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
December 11, 1992
SANDRA H. EAKIN
Deputy City Clerk
File #77-20
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At a regular meeting of the Council of the City of Roanoke held on Monday,
December 7, 1992, Mayor David A. Bowers referred to a newspaper article with
regard to the widening of 1-81 at Wertz, Virginia, and inquired if improvements are
proposed for 1-581.
Additionally, the Mayor requested a report with regard to the feasibility of the
interstate road system going through the City of Roanoke at certain interchanges.
Sincerely, ~~
Mary F. Parker, CMC/AAE
City Clerk
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MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2~41
SANDRA H, EAKIN
Deputy City Clerk
December 11, 1992
File #27-66-468
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At a regular meeting of the Council of the City of Roanoke held on Monday,
December 7, 1992, Mr. Paul L. Hurd, 4970 Florist Avenue, N. W., complained about
problems associated with sewage backing up in his basement.
On motion, duly seconded and unanimously adopted, the matter was referred to you
for investigation and report to Council as expeditiously as possible.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sw
Eno.
pc: Mr. Paul L. Hurd, 4970 Florist Avenue, N. W., Roanoke, Virginia 24012