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Council Actions 03-22-93
FITZPATRICK 31375 REGUIAR WEEKLY SESSION ROANOKE CITY COUNCIL March 22, 1993 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order Roll Call.Council Member McCadden was absent. The Invocation was delivered by The Reverend George Pearson, Pastor, Southview United Methodist Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Review and consideration by the Mayor and Members of Council of the following applications for appointment to the Roanoke City School Board for t~llllS commencing July 1, 1993, and ending June 30, 1996, pursuant to Section 9-19, Preliminary Screening of Applicants, of the Code of the City of Roanoke (1979), as mended: Paul E. Corn Charles W. Day H. Joel Kelly Finn D. Pincus Patricia W. Witten Received and filed. PUBLIC HEARINGS Public heating with regard to the proposed adoption of an Ordinance authorizing the City to contract a debt and issue $20,100,000 principal amount of general obligation bonds of the City for the purpose of providing funds to defray the cost of various public improvement projects of and for the City. W. Robert Herbert, City Manager. Adopted Ordinance No. 31375 on first reading and Budget Ordinance No. 31376-032293. (6-0) Bo Public hearing to consider a proposal to increase the current cigarette tax from $.007 to $.0085 per cigarette, effective July 1, 1993; the current annual license tax on certain vehicles from $15.00 to $20.00, effective April 15, 1994; and the fee for transfer or replacement of the annual motor vehicle license from $1.00 to $2.00, effective July 1, 1993. W. Robert Herbert, City Manager. Adopted Ordinance Nos. 31377, 31378 and 31379 on first reading. (6-0) CONSENT AGENDA (APPROVED 6-0) ALL MATI'ERS LISTF. D UNDER THE CONSENT AGENDA ARE CONSIDERF. D TO BE ROUTINE BY THE MAYOR AND MEMBERS OF C1TY 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 RI~MOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 Minutes of the joint meeting of Council and the Roanoke City School Board held on Monday, December 7, 1992; the regular meeting of Council held on Monday, December 7, 1992; the special meeting of Council held on 2 Thursday, December 10, 1992; the regular meeting of Council held on Monday, December 14, 1992; and the special meeting of Council held on Wednesday, December 16, 1992. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. C-2 A communication from Susan B. Williams, Executive Director, League of Older Americans, Inc., recommending Council's concurrence in the appointment of Calvin Johnson as a representative of the City of Roanoke on the League's Board of Directors. RECOMMENDED ACTION: Concur in recommendation. C-3 A communication from Rita J. Gliniecki, Chairman, Mental Health Services of the Roanoke Valley Board of Directors, recommending ratification by Council of certain revisions to the By-laws of the Board. RECOMMENDED ACTION: Refer to the City Manager for study, report and recommendation to Council. C-4 A communication from Vice-Mayor Beverly T. Fitzpatrick, Jr., Chairperson, City Council Personnel Committee, requesting an Executive Session to discuss a personnel matter, being the appointment 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 appointment of a specific public officer, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. 3 A report of the City Manager requesting that Council convene in Executive Session to discuss specific legal matters requiring the provision of legal advice by counsel, being the terms and conditions of various agreements to which the City is a party relating to the Hotel Roanoke Conference Center, pursuant to Section 2.1-344 (A)(?), Code of Virginia (1950), as amended. REGULAR AGENDA 3. HEARING OF CITIZENS UPON PUBLIC MATI~RS: Request to address Council with regard to snow removal by the City of Roanoke. Olney H. Powers, Spokesperson. The matter was referred to the City Manager for overall review of snow removal efforts throughout the City as a result of the March blizT~rd, and to address specific concerns expressed by Mr. Powers. Request to present a video on behalf of the Economic Development Committee of the Regional Chamber of Commerce's Leadership Roanoke Valley program. Martin O. Skelly, Spokesperson. Received and filed. Request to present a brief overview of the purpose and programs of the Clean Valley Council. Ellen Aiken, Executive Director, Spokesperson. Received and filed. 4. PETITIONS AND COMMUNICATIONS: A communication from the Roanoke City School Board recommending appropriation of $152,880.00 from the 1992-93 Capital Maintenance and Equipment Replacement Fund for purchase of classroom furniture and equipment, and replacement of school heating plant components. Adopted Budget Ordinance No. 31380-032293. (6-0) bo A communication from Peter R. Lampman, Executive Director, Virginia Amateur Sports, Inc., requesting waiver of concession rights to allow Domino's Pizza to sell food and beverages during sports activities of the Commonwealth Games of Virginia to be held at River's Edge Sports Complex and Victory Stadium on July 16 through July 18, 1993. Referred to the City Manager for report and recommendation to Counc'fl. 5. REPORTS OF OFFICERS: a. CITY MANAGER: BRIEFINGS: A report providing an annual briefing on the status of Equal Employment Opportunity and Affu-mative Action relative to City employment. Received and filed. ITEMS RECOMMENDED FOR ACTION: A report recommending acceptance of an Emergency Shelter Grants Program grant award, in the amount of $28,000.00, from the U. S. Department of Housing and Urban Development; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 31381-032293 and Resolution No. 31382-032293. (6-0) A report recommending acceptance of additional funds, in the amount of $93,210.00, from the U. S. Department of Justice, Forfeited Property Sharing Program; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 31383-032293. (6-0) 5 o A report recommending approval of Change Order No. 1 to the City's contract with S. C. Rossi and Company, Inc., in the amount of $5,960.00, for construction of Oakland Boulevard sanitary sewer replacement; and appropriation of funds in connection therewith. Adopted Budget Orcli~ance No. 31384-032293 and Ordinance No. 31385-032293. (6-0) o A report recommending acceptance of the lowest responsible bids received by the City for replacement of equipment necessary to perform the required duties of the Street Maintenance and Parks Departments; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 31386-032293 and Resolution No. 31387-032293. (6-0) w A report recommending appropriation of funds received from the United States Department of Agriculture, through the Virginia Department of Corrections, to enhance the food service program of the Crisis Intervention Center, Youth Haven I, and Juvenile Detention Home. Adopted Budget Ordinance No. 31388-032293. (6-0) A report recommending an increase in the revenue estimate for the emergency medical user fee; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 31389-032293. (6-0) go A report recommending execution of Amendment No. 8 to the engineering contract with Mattern & Craig, Inc., to provide additional engineering services relating to widening and realignment of Second Street/Gainsboro Road and Wells Avenue; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 31390-032293 and Resolution No. 31391-032293. (6-0) 9. A report with regard to the Hotel Roanoke Conference Center. Tabled until following Executive Session. (See page 9) 10. A report recommending authorization to file an application with the Virginia Department of Transportation for Industrial Access Road funds. Adopted Ordinance No. 31392-032293. (6-0) 11. A report recommending adoption of a measure declaring a local emergency during the period of March 13 through March 15, as a result of severe weather. Adopted Resolution No. 31393-032293. (6-0) b. ACTING DIRECTOR OF FINANCE: 1. A financial report for the month of February, 1993. Received and filed. o A joint report of the Acting Director of Finance and the City Manager recommending certain changes in the City's Accounting Fund structure to be implemented in connection with development of the City's annual budget for fiscal year 1993-94. Concurred in recommendation. 7 A report recommending approval of an annual salary supplement for use of private vehicles for City business, for two Tax Compliance Administrator positions in the Office of Billings and Collections. Adopted Ordi~anee No. 31394-032293. (6-0) 6. REPORTS OF COMMITTEES: ao A report of the committee appointed to tabulate bids received for renovations to the Southeast Action Forum (Old Fire Station No. 6) and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities, recommending award of a contract to R.B.S. Building Management, in the amount of $12,590.00. Council Member William White, Sr., Chairperson. Adopted Resolution No. 31395-032293. (6-0) A report of the Legislative Affairs Committee recommending adoption of a measure in support of a supplemental appropriations bill pending in the United States House of Representatives which conforms to the President's economic stimulus package of $16.4 billion in emergency spending this year. Vice-Mayor Beverly T. Fitzpatrick, Jr., Co- Chairperson. Adopted Resolution No. 31396-032293. (6-0) 7. UNFINISHED BUSINESS: None. 8. INTRODUCTION AND CONSIDERATION ORDINANCES AND RESOLUTIONS: OF A Resolution expressing the appreciation of City Council to City employees for their efforts in dealing with the blizzard of 1993. Adopted Resolution No. 31397-032293. (6-0) 9. MOTIONS AND MISCELLANEOUS BUSINESS: ao Inquiries and/or comments by the Mayor and Members of City Council. The matter of certain enlaancements to the Council Chamber was referred to the City Manager and City Clerk for t~ort and recommendation to Council. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. OTHER HEARINGS OF CITIZENS: A complaint of Ms. Helen E. Davis, 35 Patton Avenue, N. E., that Patton Avenue was closed to traffic on Saturday, March 20 without explanation to residents of the area, was referred to the City Manager for report to Council. CERTIFICATION OF EXECUTIVE SESSION. (6-0) 5.a-9. Adopted Resolution No. 31398-032293, Resolution No. 31399-032293, and Budget OrdiBance No. 31400-032293. (6--0) MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 4~6 Roanoke, Virginia 24011 Telephone: (70~) 981-2541 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #60-53-79-123-217-305 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31376-032293 amending and reordaining certain sections of the 1992-93 Capital Projects Fund Appropriations, providing for appropriation of $4,800,000.00 and $1,500,000.00, respectively, in connection with expansion of the Roanoke City Jarl and the Juvenile Detention Home. Ordinance No. 31376-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc o pc: The Honorable W. Alvin Hudson, City Sheriff The Honorable Jerome S. Howard, Jr., Commissioner of Revenue The Honorable Gordon E. Peters, City Treasurer Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Ms. Corinne B. Gott, Acting Director, Human Development Mr. Mark C. Johnson, Manager, Juvenile Detention Home Mr. Barry L. Key, Manager, Office of Management and Budget Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations HN THE COUNCIL OF THE CITY OF ROi%~OKEw VHRGINIA The 22nd day of March, 1993. No. 31376-032293. AN ORDINANCE to amend and reordain certain sections of the 1992-93 Capital Projects 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 Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Government City Jail Expansion (1) ............................. Juvenile Detention Home Expansion (2) ............... $17,272,674 4,800,000 1,500,000 General Obligation Bonds Receivable (3) ............. $ 6,300,000 1) Appropriation from Bond Funds 2) Appropriation from Bond Funds 3) General Obligation Bonds Receivable (008-052-9685-9001) (008-052-9686-9001) (008-1245) $4,800,000 1,500,000 6,300,000 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. March 22, Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: Subject: Authorization to Issue Bonds and Increase Certain Tax Rates to Fund Debt Service on Bonds Issued 1993 II. ~ is as follows: Recommendation to issue $20.1 million in qenera] obli~dL~~ was made to City Council in a written communication dated March 3, 1993. Bonds were recommended to be issued to fund the following critical capital projects: 1. Conference Center 2. Jail Expansion 3. Juvenile Detention Home Expansion $13,800,000 4,800,000 1,500,000 Total $20,100,000 Fundina for debt service on bonds for the Conferenc,. Center is to be provided from future tax revenues from operation of the Conference Center. Fundina for debt service on bonds for the Jail Expansion and Juvenile Detention Home ~wnansion was recommended to be provided from the following fee and tax increases: Current $5 increase in the Motor Vehicle License Fee for vehicles under 4,000 pounds from $15 to $20; a $5 increase in the $15 minimum fee for other vehicles; and a $1 increase in the fee to re-issue licenses from $1 to $2 $.03 per pack increase in the Cigarette Tax from $.14 to $.17 per pack, or from $.007 per cigarette to $.0085 per cigarette situation is as follows: $325,000 305,000 Resolutions SUDDOrtinu the Jail Expansion and Juvenil,. Detention Home Expansion Droiects were approved by City Council on March 8th. This was necessary so that applications could be filed with the Commonwealth for partial funding of these projects. III. Public advertisements reaardinq the issuance of $20.1 million in ~eneral obligation bonds under the Public ~ were placed in the Roanoke Times on March 7th and 14th. These advertisements announced today's public hearing on this issuance prior to Council's consideration of the measure authorizing the issuance. Public advertisement reqardinq the Dronosed increases in the Motor Vehicle License Fee and Ciaarette Tax Rate was placed in the Roanoke Times on March 15th. This advertisement announced today's public hearing on these increases prior to Council's consideration of the measures implementing the increases. City Council's authorization of the $20.1 million qenera] obliaation bond issue under the Public Finance Act and approval of the recommended fee and tax increases to fund debt service is requested today to allow these projects to move forward in a timely fashion. Recommendation is that City Council approve the attached measures to: ae Be Ce Authorize the issuance of $20.1 million in qenera] obligation bonds under the Public Finance Act. to provide funding for the following critical capital projects: 1. Conference Center 2. Jail Expansion 3. Juvenile Detention Home Expansion $13,800,000 4,800,000 1,500,000 Total $20,100,000 ADDrove the followinu fee and tax increases to fund debt service on the Jail Expansion and Juvenile Detention Hom~ ExPansion Droiect~: $5 increase in the Motor Vehicle License Fee for vehicles under 4,000 pounds from $15 to $20 and a $5 increase in the $15 minimum fee for other vehicles effective April 15, 1994; and a $1 increase in the fee to re-issue licenses from $1 to $2 effective July 1, 1994 $325,000 e $.03 per pack increase in the Cigarette Tax from $.14 to $.17 per pack, or from $.007 per cigarette to $.0085 per cigarette, effective July 1, 1993 305,000 Appropriate $4,800,000 and $1.500,000 in anticipated bond proceeds to accounts to be established in the Capital Projects Fund for the Jail Expansion and Juvenile Detention Home Expansion projects, respectively. Appropriation of anticipated bond proceeds for the Conference Center is addressed in a separate detailed report. cc: Acting Director of Finance Assistant City Manager City Attorney Manager, Management and Budget Respectfully submitted, W. Robert Herbert City Manager NOTIC~ OF PUBLIC HE~RIN~ NOTICE IS HEREBY GIVEN, pursuant to S15.1-277.8 of the Code of Virginia (1950), as amended, that the Council of the City of Roanoke, Virginia, will hold a public hearing on Monday, March 22, 1993, at 2:00 p.m., local time, in the Council Chamber, Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia 24011, with respect to the proposed adoption by Council of an ordinance authorizing the City to contract a debt and issue $20,100,000 principal amount of general obligation bonds of the City for the purpose of providing funds to defray the cost of various public improvement projects of and for the City, for the purposes and in the amounts set forth below; provided that if any purpose set forth below shall require less than the entire respective amount so set forth the difference may be applied to the other purposes so set forth: Purpose Amount Construction of Hotel Roanoke Conference Center, including Land Acquisition Costs $ 13,800,000 City Jail Expansion, including Land Acquisition Costs 4,800,000 Juvenile Detention Home Expansion l~500f000 $ 20,100t000 The members of the public are invited to attend the public hearing and to appear and present their views on the proposed ordinance. The full text of the proposed ordinance is on file in the Office of the City Clerk, Room 456, Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. Dated: March 7, 1993 NOTE TO PUBLISHER: Mary F. Parker, City Clerk City of Roanoke City of Roanoke, Virginia Publish twice, once on March 7, 1993, and again on March 14, 1993. Send bill and Publisher's Certificate to: Mary F. Parker, City Clerk 456 Municipal Building Roanoke, Virginia 24011 TIMES ~ ~ORLD-NE~S ~ NUMaER 395i~[0~ PUBLISHE~"S EE~ CITY ©F ROR'4OKE C/U ;-in,qY [- PqqKEq CITY CLERKS OFFICE ROANJ.]KE V,~ 2~Oll STATE OF vlq',~I JI~, ]ITY OF R~]"NOKE AFFIDAVIT ~3F ?UBLICATION I, (THE UNOERSIGNEO] AN AUTHORIZED qEPRESENTATtVE OF THE TI~ES-~ORLD COR- ~ORATIDN, WHICH C~]RPOR~TION IS PUBLISHER 3F THE ROANOKE TIMES ~ WORLD-NEWS, A 9AILY NEWSPAPER PUSLISHED IN ROANOKE~ IN YHE STATE OF VI&GINI~, DO CERTIFY THAT THE ANNEXEO NOTIC~ NAS PUBLISHED IN SAID NEWSPAPERS ON THE FOLLOWING DATES 03/07/93 SUND~Y 03/16/93 SUNDAY 4ITNESS, THIS 17TH DAY OF MARCH 1993 MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #15-110-243 Ms. Susan B. Williams Executive Director League of Older Americans, Inc. P. O. Box 14205 Roanoke, Virginia 24038-4205 Dear Ms. Williams: Your communication recommending Council's concurrence in the appointment of Calvin Johnson as a representative of the City of Roanoke on the LeagUe'S Board of Directors, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. On motion, duly seconded and adopted, Council concurred in Mr. Johnson's appointment. Sincerely, fO~ Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Mr. Calvin Johnson, 3530 Windsor Road, S. W., Roanoke, Virginia 24015 Mr. W. Robert Herbert, City Manager \ -"'~ 1~:~ F~%IM LGE FiF OLDEN: i~[1EN', r 1RP-Og-i'd? - - - 2'06 C4M' F~L, AVENUE, S W, P-.O. BOX 14205 ROANOKE, VIRGINIA TELEPHONE (705; 345.045¢ FAX (705) 98~.7487 MEMORANDUM Tr' Mayor D~';'ld Bowers Members of Koanoke C~ty CoUncil FROM: susan williams, Executive Director ~<~ .... !/~ %~-~' League of Cider America~S, Inc~ DA'I'E: March 9, 1993 R~;: Bcard of Directors The League of older Americans, (LOA), Area AgenCy on virginga's F~fth Planning District is a private non-prof$ The LOA has a Board of Directors elected each year; ~:.~' serve a maximum of two 3 year te~s. The LOA Bylaws call [or: .... The members of the Board shall be residents of the Fifth Pt~nn~ng District of Virginia. Frov each City and Co%]nty there~n ~hall be selected one representative ~e~er, with the exception of Roanoke city which ~hail ~avc~ two representative members. A~63 t 1 or~al ~embers., s~all be ~elec~ed to serv~ at LArge, re~ard~e~ of residence within the Hhi le thc Board does r~ct l~ave appointees governments, we do l~ke to a~k for the ~pecific iocaJ to give its "blessing of the proposed nominees to rep es. jurisd3ction ~n which they reslde. At the present ' d Roanoke Clty ~,,Ie~* Mr. Eure came on th~ Board in 1992 ~r~,~, Mr. Hr. Holland's 6 year~ of eligibility expi~'~; w~ltn the~ ~ ~ March 18. The nominat'~Dq com~tt(.~(; ¢~a~ Calvin ,Tchn~on, retired U, S, post=a~te~, a;'~d who ; representative. We hope that. Mr, J,.' ' '~' ~ w~th your approval. cc: Bob Herbert MARY F. PA~R C~ty Clerk, CMC/AA~ CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2~1 SANDRA H. EAKIN D~puty City Clerk March 25, 1993 File #15-110-314 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of a communication from Rita J. Gliniecki, Chairperson, Mental Health Services of the Roanoke Valley Board of Directors, recommending ratification by Council of certain revisions to the By-laws of the Board, which communication was before the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. On motion, duly seconded and adopted, the matter was ~eferred to you for study, report and recommendation to Council. Sincerely, ~, ~a~,.Y~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Ms. Rita J. Gliniecki, Chair,person, Mental Health Services of the Roanoke Valley Board of Directors, 301 Elm Avenue, S. W., Roanoke, Virginia 24016- 4026 Dr. Fred P. Roessel, Jr., Executive Director, Mental Health Services of the Roanoke Valley, 301 Elm Avenue, S. W., Roanoke, Virginia 24016-4026 Ms. Corinne B. Gott, Aoting Director, Human Development rv February 19, 1993 The Honorable David A. Bowers Mayor, City of Roanoke 215 Church Avenue, S. W. Roanoke, VA 24011 Dear Mayor Bowers: At its regular meeting on February 4, 1993, the Board of Directors of Mental Health Services of the Roanoke Valley passed the enclosed revisions to our Bylaws, which are being sent to you for your ratification. These revisions are primarily to change the name of the agency to reflect the variety of disability populations we serve within our five member jurisdictions and to incorporate the phrase "Community Services" which is shared by 35 out of 40 similar organizations throughout the Commonwealth. In addition, these revisions bring our Bylaws into compliance with the current standards set by the Department of Mental Health, Mental Retardation and Susbtance Abuse Services and reflect the current operating practices of the Board. Additions to the currently approved Bylaws are underscored and deletions have been lined through. Our Board recommends ratification of the changes in our Bylaws as required by regulations promulgated under Title 37.1, Chapter 10 of the Code of Virginia, and requests that they be placed on your agenda for consideration at your next scheduled meeting. If you have any questions about the changes or need additional information, please contact Dr. Fred P. Roessel, Jr., our Executive Director. Thank you for your continued support of our efforts to serve the residents of the Valley. Sincerely, Rita J. Gliniecki, Chairman MHSRV Board of Directors C: W. Robert Herbert Roanoke City Council MENTAL HEALTH SERVICES OF THE ROANOKE VALLEY - Executive Offices 301 Elm Avenue, SW, Roanoke, Virginia 24016-4026 - (703) 345-9841 FAX (703) 342-3855 Serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig and Roanoke BY-LAWS for BLU____~_E RIDGE COMMUNITY SERVICES ARTICLE I The name shall be M~N~AB ~BAB~H SBRW~H$ 8~ ~E RSANSK~ WABblY BLUE RIDGE COMMUNITY SERVICES, ARTICLE II PURPOSE Section 1. To provide a system of comprehensive community mental health, mental retardation and substance abuse services under local control. Section 2. To relate and integrate existing and planned programs. Section 3. To assure quality service and continuity of care in the areas of prevention, case finding, consultation, diagnosis, treatment, care, training, prescreening, case management, and rehabilitation by the establishment of new programs under direct administration of the Me~ He~h Se~%ees B~a~ Blue Ridge Communit~ Services where current programs are non-existent or inadequate, or by entering into affiliatory agreements with agencies already providing services for the enhancement of those services, or for the creation of such services. Section 4. To provide continuing education to the public, ongoing research, training of personnel and evaluation of ongoing programs. ARTICLE III MEMBERSHIP Membership shall number sixteen, with three members each from the Cities of Roanoke and Salem and the Counties of Botetourt and Roanoke, and one member from the County of Craig. Three members at large are to be recommended by the Board and must be approved by the five jurisdictions. This Board shall represent the Cities of Roanoke and Salem and the Counties of Botetourt, Craig, and Roanoke who shall appoint Board members and shall notify the Board of appointees. The term of office shall be for three years from the first day of--3~nuary of the year of appointment. Terms of office will be staggered to provide that no more than six terms expire in a given year. Any adjustment to the expiration date or current terms will be accomplished by attrition through expiring terms or other vac ~ncies. Vacancies shall be filled for the unexpired term. No person shall be eligible to serve more than two successive three year terms, provided that persons heretofore and hereafter appointed to fill vacancies may serve two additional successive terms. Any member of the Board may be removed by a written thereon. the appointing authority for cause, after being given Statement of the causes and an opportunity to be heard ARTICLE IV POWERS AND DUTIES Section 1. To serve as Board of Directors for the Mental Health, Mental Retardation and Substance Abuse Services program. Section 2. To be the sole recipient of local tax funds to be matched by State and/or Federal funds for the mental health, mental retardation and substance abuse services programs and to have authority for the expenditure of all said local tax funds allocated to it. Section 3. To review and evaluate e~mm~ me~a~ hea~h? me~a~ ~eea~dae~e~ a~ s~s~a~ee abuse se~ees eemm~fl%%~ programs ~direct_~ o_~r through contractual agreements to ensure the ~ o~ servic~ conformance to accepted standards, and make certain that community needs e~ for mental health~ mental retardation and substance abuse services are bein~ met. Section 4. To submit to the governing body or bodies of each political subdivision, of which it is an agency, a program of community mental health, mental retardation and substance abuse services and facilities. Section 5. Within amounts appropriated thereon, to execute such program and maintain such services as may be authorized under such appropriations. rendition or Section 6. To enter into operation of services or facilities. contracts for Section 7. To make rules or regulations concerning the rendition or oper--~tion of services and facilities under its direction or supervision, subject to applicable standards or regulations of the De_~artment of Mental Hea~th~ a~ Mental Retardation£ and Substance Abuse Services. Section 8. T._~o appoint an executive director of Me~a~ Hea+~h Se~ees Blue Ridge ~ommunit~ Services whose qualifications meet the standards fixed by the D~ of Mental Healt__~j_hMental Retardation.~. an__~d Substance Abuse Services and prescribe his duties. The compensation of such executive director shall be fixed by the Board and within the amounts made available by appropriation therefor. This executive director will be responsible directly to the Me~a~ Hea~h Se~ees Blue Ri~99 community Services Board for all aspects of programs directly and indirectly under the purview of the Me~%a~ Se~ees Blue ~ ~ommunity Services Board. Section 9. T6 preScribe a reasonable Schedule of fees for Services provided-~y personnel or facilities under the jurisdiction or SuperviSion of the Board and for the manner of collection of same; provided, however, that all collected fees shall be deposited in a special account deSignated by the political Subdivision serving as fiscal agent as specified by agreement of the participating governments; provided, further, that such collected fees shall be used only for community mental health, mental retardation and substance abuse purposes. Section 10. To accept donations, bequests or grants o~--money or source and utilize the same as authorized subdivisions~ of which it is an agency. or refuse gifts, property from any by the political Section 11. To seek and accept funds through State and Federal grants and main--~ain a line of credit sufficient to maintain the day-to-day operations of the programs under its jurisdiction. Section 12. To maintain and promote awareness among the membership of a Board ~-~ientation Manual. Section 13. To ensure that the financial records of Blue Ridge Comm~---~rv~e~ ar~e au--a~e~--~n~-~ly and th t-'~e ~-~--,- ~ .... at -. ______ P is submitted to the oll · . . -- -- ~ ~ _ t~cal ur~sdlct~on of which it is an a_~y and to the Deoa~IT-Z~ ~¥i= ~ a .=~ Mental Retardation, and Substance-~us~ Se~vices~ --- ARTICLE V OFFICERS Section 1. Officers of this Board shall be Chairman, Vice-Chairman, Secretary and Treasurer. Section 2. The duties of the Chairman shall be: a. To preside at all meetings of the Board and the Executive Committee. be To appoint all committees deemed necessary for the operation of the Board as authorized by the Board. c. To work closely with the Executive Director and staff. d. To perform any other duties determined by the Board. ee To keep the Commissioner of Mental Health an~ Mental Retardation,and Substance Abuse Services appropriately informed of ~the activities of the Board. Section 3. The Vice-Chairman shall, in the 3 absence of the Chairman, perform the duties of the Chairman and any other duties assigned by the Board. Section 4. The Secretary shall keep accurate records of all meetings of the Board and the Executive Committee. The Secretary shall send all notices of Board and Executive Committee meetings and shall perform such other duties as requested by the Chairman. The Secretary may delegate certain duties and responsibilities to the paid staff of the Board through the Executive Director. Section 5. The duties of the Treasurer shall include serving as Chairman of the Budget and Finance Committee. ARTICLE VI NOMINATIONS, ELECTION AND TE~4S OF OFFICE Section 1__~. ~ ~9~!gating Committee will be ~d in time to make recommendations to the Board with r_~ard to a slate of prospective Board officers at least thirt~ prior to the end of each calendar year. Section ~ 2. The Board shall elect at the last meeting preceding the new calendar year. its officers Section ~ 3. The term of office shall begin on January 1 and shall be for one year. No officer may serve more than two consecutive terms in the same office. A majority of those present and voting shall constitute an election. Section ~ 4. Any vacancy occurring in the officers shall be filled by the Board. ARTICLE VII MEETINGS Section 1. Regular meetings shall be held at a time to be determined by the Board. Section 2. Special meetings may be called by the Chairman or upon written request of three members. Section 3. The quorum for all Board meetings shall be six members, including the Chairman or Vice-Chairman. Section 4. The Executive Committee shall meet at the discretion of the Chairman. Section 5. The quorum for all Executive Committee meetings shall be a majority of the Committee. ARTICLE VIII EXECUTIV~ COi4MITTEE Section 1. The elected officers of the Board shall constitute the Executive Committee of which the Chairman and Secretary shall be, respectively, Chairman and Secretary. 4 Representation of each jurisdiction Shall be assured by the appointment of a member to the Executive Committee when no elected officer represents Such jurisdiction. Section 2. It Shall be the duty of this Committee to conduct the necessary business between meetings of the Board. All actions taken are subject to ratification at the next regular meeting of the Board. s~a~a~s aeeep%e~7 a~ ma~e ee~a~a %~a~ e~mm~ ~ee~s o~ Section 4 3. It shall be the duty of this committee to conduct an annual evaluation of the Executive Director for presentation to the full Board and to act for the Board in contract negotiations with the Executive Director. ARTICLE IX STANDING COMMITTEES Director they are The Chairman of the Board and the Executive will be ex-officio members of all committees to which not specifically appointed. There shall be the following standing committees, whose function shall be advisory to the Board: Section 1. Budget and Finance. This Committee shall review the budgets, financial affairs and policies, and audit reports of the agency and its subcontractors and make recommendations to the full Board. In addition, it shall aid in the presentation of budgets at various levels of governments. section 2. Community Relations. This Committee shall implement a program of information for the various agencies and governments and the public in conjunction with the Executive Director. Section 3. Mental Retardation Committee. This Committee will review community mental retardation programs and make recommendations to the Board for the enhancement of mental retardation services. In addition, this Committee will ~ ~s e~as~Se~a~a participate in the Board's ~ pro?ess for ~h~e Mental Retardati___~oR program area. Section 4. Personnel Committee. The function of this committee is to review and make recommendations to the Board concerning personnel policies and guidelines. Section 5. Mental Health Committee. This Committee will review community mental health programs and make 5 recommendations to the Board for the enhancement of mental health service. In addition, this Committee will ~e~e~e~ ~e~§-~aa~e e~.s%~e~a~a participate in the Board's ~ p~ocess for the Menta____~l Health p~Ogram area. gemm~ee w~ be appeal%e8 ~n %~me %e ma~e ~eeemme~e%~ns Section ~ 6. Substance Abuse Committee. This Committee will review community substance abuse programs and make recommendations to the Board for the enhancement of substance abuse service. In addition, this Committee will B~a~ ~8~ ~s ee~s~e~a~%e~ participate in the Board's planning ~rocess for the Substance Abuse program area. ARTICLE X INDEMNIFICATION Section 1. Me~a~ Hee~h Se~ees e~ %he Roa~e galley Blue Ridge Communi$~ Services shall indemnify any person who was or is a party or zs threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative or investigative (including an action or suit by or in the right of Men~a~ Hea~h Se~ees ~ ~he R~a~e~e Wa~e~ Blue ~ Communi__~_~ Services to procure a judgment in its favor)'by reason of the fact that he is or was a director or officer of Me~%a~ Hea~h Se~ees ~ ehe Rsa~e We~½e~, Blue Ridge Communit~ Services or is or was serving at the request of Me~a~ He~h ~ees ~ %he R~a~e Wa~e~ Blue Rid__~ Community Services as a director or officer of a corporation, partnership~---~oint venture, trust or other enterprise, against judgments, fines, amounts paid in settlement, and expenses (including attorneys' fees) actually and reasonably incurred by him in connection with such action, suit or proceeding except only in relation to any claim, issue or matter as to which such person shall have been finally adjudged to be liable for his gross negligence or willful misconduct. Each such indemnity shall inure to the benefit of the heirs, executors and administrators of such person. Section 2. Any indemnity under subsection (1) above shall (unless authorized by a court) be made by Me~a~ Hea~h Se~ees ~ ~he R~a~e ga~e~ Blue Ridge Communit~ Services only as authorized in the sp--~-~fic case upon a determination that the director or officer was not guilty of gross negligence or willful misconduct in the performance of his duty and, in case of a settlement, that such settlement was, or if still to be made is, consistent with such indemnity and the best interests of Me~ Hea~h Se~ees Blue Ridge Community Services. Such determination shall be made (i) by the Board of Directors by a majority vote of a quorum consisting of directors who were not parties to such action, Suit or proceeding, or (ii) if Such a quorum is not obtainable, or, even if obtainable, a quorum of disinterested directors so directs, by independent legal counsel in a written opinion. If the determination is to be made by the Board of Directors, it may rely, as to all questions of law, on the advice of independent counsel. Section 3. Expenses incurred in defending an action suit or proceeding, whether civil, administrative or investigative, may be paid by Me~t~ He~h Se~%ee~ o~ t~e Roanoke W~e~ Blue Rid__~_~ Community Services in advance of the final disposition of such action, suit or proceeding as authorized by vote of the persons provided in subsection (2) of this section, upon receipt of an undertaking by or on behalf of the director or officer to repay such amount unless it shall ultimately be determined that he is entitled to be indemnified by Me~a~ Hea~th Se~ees o~ the Roanoke ~a~e~ Blue Ridge Communit_~ Services as authorized in this section. Section 4. The right of indemnification pro- vided by this section shall not be exclusive of any other rights to which any director or officer may be entitled, including any right under policies of insurance that may be purchased and maintained by Me~ta~ Hea~th Se~ees o~ the Roanoke ~a~e~ Blue Ri__~ Communit.~ Services or others, even as to claims, issues or matters in relation to which Me~ta~ Hea½th Se~ees o~ the R~a~e ga~e~ Blue ~id~e community services would not have the power to indemnify such director or officer under the provisions of this section. Section 5. Me~ta~ Hea~th Se~ees o~ the Roanoke Va½½e~ Blue ~id_~ ~ommunit~ Services may purchase and maintain at its sole expense ~nsurance against all liabilities or losses it may sustain in consequence of the indemnification provided for in this section, in such amounts and on such terms and conditions as the Board of Directors may deem reasonable. ARTICLE XI CONSUMER INVOLVEMENT It shall be the policy of this Board to encourage, and be receptive to, consumer involvement. Meetings of the Board shall be open to the public. Liaison with identified consumer groups will be maintained to facilitate optimum consumer involvement. Periodic reports (such as the Me~a½ Hea~h Se~ees o~ the Roanoke Ya½~e~ Blue Rid__~_~ Community Services Annual Report, Newsletter, and evaluation reports) will be available to the public, and copies distributed to appropriate consumer organizations. ARTICLE XII ORIENTATION OF NEW BOARD MEHBERS New members will receive a copy of all pertinent Board and Agency orientation materials (by-laws, Program Service Directory, etc.) as a means of familiarization of Me~a~ Hea~ 7 Se~ees et %~e Rea~e~e %~a½~ey Blue ~ Community Servicer functioning. In addition, individual or lentat~on ~ routinely provided to assist and facilitate each new member's understanding of Board operation and program service delivery. ARTICLE XIII CONFLICT OF INTEREST Whenever a Board member or Committee member has cause to believe that a matter to be voted upon would involve him in a conflict of interest, he shall comply with the provisions of the Virginia Comprehensive Conflict of Interest Acts, Sections 2.1-599, et seq., 1950 Code of Virginia, as amended. ARTICLE XIV Robert's Rules of Order, revised, shall govern the Board in all cases to which they are applicable and in which they are not inconsistent with these By-laws. ARTICLE XV These By-laws shall be reviewed annually by the Board and may be amended at any regular meeting of the Board by two-thirds vote of those present and voting, notice having been submitted in writing two weeks prior to the meeting, subject to the approval of the participating governing bodies. Adopted at a regular meeting of the Board Date By a vote. Secretary C~ce o~ ~e CJ~y Oe~ August 1, 1989 File #22 Me. W. Robert Herbept City Manager Roanoke, Virginia Deap ~r. Herbert: I am attaching copy of a co,.,i~nication f,om Mr. Daniel E. Karnes, Chairman, Mental Health Se~vices of the Roanoke Valley Board of Directors, ,econ~nending Patification of certain revisions to the By-Laws of the Board, which corr~lunication was before the Council of the City of Roanoke at a regular meeting held on Monday, July 24, 1989. On motion, duly seconded and adopted, the oonwv~nication was refee,ed to you for study, repoet and recon~nendation to Council. I Ma~-y Fo Pa~'ke~', OMC City Cle~*k MFP:sw pc: Mr. Daniel E. Kaenee, Chairman, Mental Health Sec'vices Board of Dieectore, 301 ~lm Avenue, $. W., Roanoke, Virginia 24015-4026 I~c~456 Mun~ 215Churo~Ave~ue,$.W. Roano~e. VIrc~n~a2a011 (700)98%2541 Of'rice of the City Clerk September 13, 1989 File #22 Dr. Fred P. Roessel, Jr. Executive Director Mental Health Services of the Roanoke Valley 301 Elm Avenue, S. W. Roanoke, Virginia 24016 Dear Dr. Roessel: I am enclosing copy of Resolution No. 29754-91189 approving amendments to the By-Laws of Mental Health Services of the Roanoke Valley to include membership of Craig County in such com- munity services board. Resolution No. 2g754-gl18g was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, September 11, 1989. Sincerely, ///~~ Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. Mr. W. Robert Herbert, City Manager James D. Ritchie, Director of Human Resources Room 456 Municipal Building 215 C~urch Avenue. SW Roanoke ~rglnia 24EIt I (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The llth day of September, 1989. No. 29754-91189. A RESOLUTION approving amendments to the By-Laws of Mental Health Services of the Roanoke Valley to include membership of Craig County in such community services board. WHEREAS, the participating political subdivisions in Mental Health Services of the Roanoke Valley (hereinafter "MHSRV"), a community ser- vices board pursuant to Chapter 10 of Title 37.1, Code of Virginia (1950), as amended, are the cities of Roanoke and Salem and the coun- ties of Roanoke and Botetourt; WHEREAS, the By-Laws of MHSRV provide that amendments to such By- Laws shall be approved by the participating political subdivisions; WHEREAS, by letter of April 19, 1989, from the County Administra- tor of Craig County, such County has requested full representation on the community services board; WHEREAS, the Board of Directors of MHSRV has approved the admis- sion of Craig County to membership on the community services board; and WHEREAS, by letter of July 12, 1989, Daniel E. Karnes, Chairman of the Board of Directors of MHSRV, has requested that this Council ratify amendments to the By-Laws of MHSRV admitting Craig County to membership, and this Council is desirous of approving such request and the required amendments to the MHSRV By-Laws; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The By-Laws of MHSRV tranmitted to City Council by letter of Daniel E. Karnes, Chairman of MHSRV Board of Directors, dated July 12, 1989, such letter and the attached By-Laws being incorporated by refe- rence in the City Manager's report to Council of September 11, 1989, are hereby ratified and approved by this Council. 2. The City Clerk is directed to forward an attested copy resolution to Dr. Fred P. to Jeffrey Johnson, of this Roessel, Jr., Executive Director of MHSRV, and County Administrator for Craig County. ATTEST: City Clerk. September 11, 1989 Roanoke, Virginia The Honorable Noel C. Taylor, Mayor, and Members of City Council Members of Council: SUBJECT: BY-LAWS OF MENTAL HEALTH SERVICES OF THE ROANOKE VALLEY I. BACKGROUND Ao Mental Health Services of the Roanoke Valley is presently established and operating a single community services board for the Counties of Botetourt and Roanoke and the Cities of Roanoke and Salem as provided for in Chapter 10, Title 37.1 of the 1950 Code of Virginia, as amended. The board is composed of 15 members, as follows: 1. Three (3) each from the Counties of Botetourt and Roanoke and Cities of Roanoke and Salem. 2. Three (3) at-large members appointed by the participating governing bodies. 3. Terms of members in accordance with the by-laws of Mental Health Services of the Roanoke Valley. County of Craiq has not been a member of a community services board and is mandated by state law to join a community services board. Co Roanoke City Council (by resolution June 5, 1989), the City of Salem, and the Counties of 8otetourt and Roanoke have approved the concept of Craig County joining. II. CURRENT SITUATION County of Craiq, as required by law as of July l, 1983, by letter from Jeffrey Johnson, County Administrator, dated April 19, 1989, is requesting full representation on the community services board known as Mental Health Services of the Roanoke Valley, effective July 1, 1989. 1. Cities of Roanoke and Salem and Counties of Botetourt and Roanoke must authorize the Mental Health Services of the Roanoke Valley to negotiate new by-laws providing for participation by Craig County; 2. Cities of Roanoke and Salem and Counties of Botetourt and Roanoke must approve the revised By-Laws. Roanoke City Council is requested to allow the County of Craig participation with the Cities of Roanoke and Salem and Counties of Botetourt and Roanoke in said program and official representation on said Board by approval of the revised By-Laws (Attachment A). III. ISSUES A. Cost to the City. B. City representation on Board of Mental Health Services of Roanoke Valley. C. Services to City residents. IV. ALTERNATIVES City Council approve the revised By-Laws for Mental Health Services of the Roanoke Valley making the County of Craig a full participating member. 1. Cost to the City. No additional cost to the City as the County of Craig will assume their cost. 2. City representation on Board of Mental Health Services of the Roanoke Valley. Membership will increase from 15 to 16. a) Three members will continue to represent the Cities of Roanoke and Salem and Counties of Botetourt and Roanoke. b) One member will be added from the County of Craig. c) Three at-large members will continue to be appointed by all the participating governing bodies. Services to City residents. Services will not be reduced, and there may be increased funding from the State for some services. Roanoke City Council not approve the revised By-Laws for Mental Health Services of the Roanoke Valley making the County of Craig a full participating member. 1. Cost to the City. Not an issue. 2. City representation on Board of Mental Health Services of the Roanoke Valley. Membership shall remain the same. a) County of Craig will have to join another community services board. 3. Services to City residents will not change. V. RECOI~IENDATIOtl Roanoke City Council concur in the implementation of Alternative A and approve the revised By-Laws for Mental Health Services of the Roanoke Valley making the County of Craig a full participating member. Respectfully submitted, W. Robert Herbert City Manager WRH/JDR/ksf cc: Wilburn C. Dibling, City Attorney Joel M. Schlanger, Director of Finance James D. Ritchie, Director of Human Resources Dr. Fred Roessel, Executive Director, Mental Health Services Attachment DaSd A. Bowers Mayor Beverly T. Fitzpatdck, Jr. Vice-Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 March 22, 1993 Council Members: Elizabeth T. Bowies James G. Harvey, II Delvis O. "Mac" McCadden Howard E. Musser William White, Sr. The Honorable 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 appointment of a specific public officer, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. ~ Beverly T. Fitzpatrick, J~., Chairperson City Council Personnel Committee BTFjr:sm March 22, 1993 '93 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 specific legal matters requiring the provision of legal advice by counsel being the terms and conditions of various agreements to which the City is a party relating to the Hotel Roanoke Conference Center, pursuant to S2.1-344(A)(7), of the Code of Virginia (1950), as amended. Very truly yours, W. Robert Herbert City Manager WRH:shm cc: Mary F. Parker, City Clerk Wilburn C. Dibling, Jr., City Attorney MARY F. PA~k~ City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virilnia 24011 Telephone: (703) 981-2541 SANDRA H, EAKIN I~puty City Clerk March 25, 1993 File #66-410 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, March 22, 1993, Olney H. Powers, 2641 Nottingham Road, S. E., expressed concern with regard to snow removal by the City of Roanoke. On motion, duly seconded and adopted, the matter was referred to you for an overall review of snow removal efforts throughout the City as a result of the March 1993 blizzard, and to address specific concerns expressed by Mr. Powers. Sincerely, Mary F. Parker, CMC/AA.E City Clerk MFP: sm pc: Mr. Olney H. Powers, 2641 Nottingham Road, S. E., Roanoke, Virginia 24014 Mr. William F. Clark, Director, Public Works b/I1 MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 21S Church Avenue, S.W,, Room 4S6 Roanoke, Virginia 24011 Telephone: (703) 981-2~41 SANDRA H. EAK1N Deputy City Clerk March 31, 1993 Mr. Larry A. Dyer General Manager WBRA-TV P. O. Box 13246 Roanoke, Virginia 24032 Dear Mr. Dyer: On behalf of the Mayor and Members of the Roanoke City Council, I would like to express appreciation to WBRA-TV for assistance in connection with development of the video presentation entitled, The Roanoke Valley of the Blue Ridge, copies of which were presented to the City of Roanoke at a regular meeting of City Council on Monday, March 22, 1993. I am confident that the video will be used many times in the future in connection with promotion of economic development opportunities that exist in the Roanoke Valley With kindest regards, I am Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm MARY F. PARKER City Clerk, CMC/AAE 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 March 31, 1993 Mr. Martin O. Skelly, Chairperson Economic Development Committee of the Leadership Roanoke Valley Program Regional Chamber of Commerce P. O. Box 429 Salem, Virginia 24153 Dear Mr. Skelly: On behalf of the Mayor and Members of the Roanoke City Council, I would like to express appreciation to the Economic Development Committee of the Regional Chamber of Commerce, Leadership Roanoke Valley Program, for assistance in connection with development of the video presentation entitled, The Roanoke Valley of the Blue Ridge, copies of which were presented to the City of Roanoke at a regular meeting of City Council on Monday, March 22, 1993. I am confident that the video will be used many times in the future in connection with promotion of economic development opportunities that exist in the Roanoke Valley area. With kindest regards, I am Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room ,$56 Roanoke, Virginia 24011 Telephone: (703) 981-2541 SANDRA H. EAK1N Deputy City C[erk March 31, 1993 Mr. Keith T. Austin General Manager Lamar Advertising, Inc. P. O. Box 2530 Roanoke, Virginia 24010 Dear Mr. Austin: On behalf of the Mayor and Members of the Roanoke City Council, I would like to express appreciation to Lamar Advertising, Inc., for assistance in connection with development of the video presentation entitled, The Roanoke Valley of the Blue Ridge, copies of which were presented to the City of Roanoke at a regular meeting of City Council on Monday, March 22, 1993. I am confident that the video will be used many times in the future in connection with promotion of economic development opportunities that exist in the Roanoke Valley area · With kindest regards, I am Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sm CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: TO: FROM: March 23, 1993 M. Michelle Bono, Public Information Officer Brian J. Wishneff, Chief, Economic Development Mary F. Parker, City Clerk For your files, I am forwarding a video tape entitled, The Roanoke Valley of the Blue Ridge, prepared under the auspices of the Roanoke Valley Chamber of Commerce Leadership Roanoke Valley/Economic Development Commission. MFP: sm Ene. Recovery Systems inc. 957 Kime Lane PO. Box429 '9!t FE 23 P2:18 Salem, Virginia 24%5 (703> 387 3402 February 22, 1993 Ms. Mary F. Parker City Clerk's Office 215 Church Ave. SW Roanoke, VA 24011 Dear Ms. Parker, As chairman of the economic development committee of the Regional Chamber of Commerce's Leadership Roanoke Valley program, I request that you schedule ten minutes for our committee to make a video presentation to City Council. The specific date can be at council's convenience but we would prefer to make our presention by March 31. I have discussed this request with Councilman McCadden and Mayor Bowers and both of them have offered encouragement for this request. Mayor Bowers stated that a daytime meeting would be best and this suggestion is preferred by our committee. The video was developed to serve as a promotional tool for attracting tourists to the Roanoke Valley by celebrating the variety of attractions and events that enhance our quality of life. The video was produced by WBRA and sponsored by Lamar Advertising. We will need a television and VCR to show the video. If we need to make arrangements for this please let me know. I look forward to hearing from you. cc: Kieth T. Austin Lin D. Chaff Steven L. Higgs Valeta Pittman Lawrence M. Taylor Stanley B. Andrzejewski Reta Busher John G. Heitz Wayne Grey Clean Valley Council January 27, 1993 The Honorable David A. Roanoke City Council 215 Church Avenue Roanoke, VA 24011 Bowers, Mayor Dear Mayor Bowers: Our Board of Directors would ]ike to request a small amount of time during an upcoming Roanoke City Council meeting to present a brief overview of the purpose and programs of the Clean Valley Council. Since the composition of the Council has changed somewhat, and since we no longer make a presentation to Council in conjunction with the application for State grant monies, we felt it would be appropriate to update the City on the curren% status of our organization and its programs. The presentation would be in the form of a slide presentation and should not exceed 10 minutes. We would like to request time during your March 15 afternoon meeting if possible, with the afternoon of March 22 as an alternative. One of our officers and I would make the presentation. We would also like to request at that (or some other) meeting for the Board to formally declare Saturday, April 3, as Clean Valley Day. Our yearly clean-up project will once again feature volunteer groups working to remove litter and debris from sites all over the Roanoke Valley, and the Council's formal endorsement will heighten the importance of this cooperative effort. Please let me know if you have any questions or if you additional information in order to address our requests. I forward to hearing from y~ng this matter. Sincerely yours, Executive Director need look ~ ~..~,~., P.O Box 3320 · Roanoke Valley,Virginia 24015-1320 · Phone (703) 345-5523 rotlam ion Given under our hands and the Seal of the City of Roanoke this first day of April in the year of our Lord, nineteen hundred and ninety-three. WHEREAS, the Roanoke Valley is recognized as an unusually beautiful and healthy community in which to live; and WHEREAS, our Valley is sometimes compromised by thoughtless and/or deliberate littering and dumping; and WHEREAS, litter is unsightly, illegal, dangerous and expensive to clean up; and WHEREAS, the Clean Valley Council is sponsoring a major volunteer clean-up effort targeting the entire Roanoke Valley; and WHEREAS, the City of Roanoke supports and encourages community involvement in this clean-up effort. NOW, THEREFORE, I, David A. Bowers, Mayor of the City of Roanoke, Virginia, do hereby proclaim Saturday, April 3, 1993, as CLEAN VAI. J_.EY DAY. ATTEST: City Clerk Mayor MARY F. PARICEi~ City Clerk, CMC/AA~ CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 4~6 Roanoke, Virginia 24011 Telephone: (703) 981-2341 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #60-217-467 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31380-032293 amending and reordaining certain sections of the 1992-93 General Fund Appropriations, providing for appropriation of $152,880.00 from the 1992-93 Capital Maintenance and Equipment Replacement Fund, for purchase of classroom furniture and equipment and replacement of school heating plant components. Ordinance No. 31380-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP:sm gnc. pc: Mr. W. Robert Herbert, City Manager Mr. Finn D. Pincus, Chairperson, Roanoke City School Board Dr. Frank P. Tota, Superintendent of Schools Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board Mr. Barry L. Key, Manager, Office of Management and Budget 1992-93 General emergency. WHEREAS, ~N THE COUNCIL OF THE CITY OF RO~OKE, VIRgiNIA The 22nd day of March, 1993. No. 31380-032293. AN ORDINANCE to amend and reordain certain sections of the Fund Appropriations, and providing for an 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 Roanoke that certain sections of the 1992-93 of the City of General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Education Facilities (1-2) .................................. Capital Maintenance & Equipment Replacement Program - School Unappropriated (3) ................ 1) Furniture and Fixtures (001-060-6004-6681-0802) $ 128,820 2) Building Maintenance Equipment (001-060-6004-6681-0809) 24,060 3 ) CMER~ - Schools (001-3324) (152,880) $ 70,385,808 2,141,972 $ 243,881 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: City Clerk. this CITY OF ROANOKE, VA. CITY March 15, 1993 '93 liAR11 A10:12 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 $152,880 from the School portion of the CMERP funds to purchase classroom furniture and equipment and for the replacement of school heating plant components. The School Board has previously appropriated $888,328 of it's FY92 CMERP funding of $1,285,089. This will leave an unappropriated balance of $243,881. I recommend that you concur with the request of the School Board. JDG:pac ..~j~ Finn D. Pincus, Chairman Charles W. Day, Vice Chairman · Marilyn C. Curtis (,.-Roanoke City School Board P.O. Box 13145, Roanoke· Virginia 24031 · 703-981-238t 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 · Fax: 703-981-2951 March 3, 1993 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 March 2, 1993 meeting, the Board respectfully requests City Council to appropriate $152,880 from the 1992-93 Capital Maintenance and Equipment Replacement Fund. The funds will be used to purchase classroom furniture and equipment and for the replacement of school heating plant components. The Board appreciates the approval of this request. rg Sincerely, Richard L. Kelley Executive for Business Affairs and Clerk of the Board CC: Mr. Finn D. Pincus Dr. Frank P. Tota Mr. William L. Murray, Jr. Mr. Kenneth F. Mundy Mr..W. Robert Herbert sr../Wilburn C. Dibling James D. Grisso Ila Farriss (with accounting details) Excellence in Education ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Capital Maintenance and Equipment Replacement Funds Request IV 001-060-6004-6681-0802 001-060-6004-6681-0809 Appropriation Unit ZD1 Furniture and Equipment Building Maintenance Equipment 128,820.00 24,060.00 152~880.00 The above appropriation represents the fourth request for proceeds from the 1992-93 Capital Maintenance and Equipment Replacement Fund. The proceeds will be used to provide the schools with their classroom furniture and equipment allotment and for the replacement of school heating plant components. The allotted funds, based on a per pupil amount of $10, will be used for the purchase of classroom furniture and equipment by the schools based on budget priorities submitted in November by the schools' site based management councils. The balance of the Capital Maintenance and Equipment Replacement Fund remaining after this request is $243,881. March 2, 1993 MARY F. P~KER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2~1 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #67-122-169-334 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of a communication from Peter R. Lampman, Executive Director, Virginia Amateur Sports, Inc., requesting waiver of concession rights to allow Domino's Pizza to sell food and beverages during sports activities of the Commonwealth Games of Virginia to be held at the River's Edge Sports Complex and Victory Stadium on July 16 - July 18, 1993, which communication was before the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. On motion, dniy seconded and adopted, the matter was referred to you for study, report and recommendation to Council. Sincerely, ~O~_~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eric. pc: Mr. Peter R. Lampman, Executive Director, Virginia Amateur Sports, Inc., 412 Shenandoah Building, Roanoke, Virginia 24011 Mr. William F. Clark, Director, Public Works Mr. Lynnis B. Vernon, Acting Manager, Parks and Grounds VIRGINIA AMATEUR SPORTS, INC. RECE!¥~D CITYCLF ' r~rrtgF_ '93 HAR 12 Al1:23 412 Shenandoah Building Roanoke, Virginia 24011 (703) 343-0987 FAX (703) 343-7407 SPONSOR OF March 11, 1993 The Honorable David A. Bowers Members of the Roanoke city Council Room 452, Municipal Building Roanoke, Va 24011 Dear Mayor Bowers, Mrs. Bowles and Gentleman, In our letter to you dated January 26, 1993, we enclosed a "Statement of Needs" request which was endorsed at the regular meeting of Council on February 8, 1993. We certainly appreciate the endorsement and we are looking forward to continue on with our plans. Virginia Amateur Sports, Inc. has secured Domino's Pizza once again as a Gold Medal Sponsor of this year's Games. Domino's has requested the right to sell pizza, sub sandwiches and coca cola at the River's Edge Complex and Victory Stadium on Friday, July 16 through Sunday, July 18th. With this in mind and the ongoing support that Domino's has provided the city in past events, we are requesting a waiver of the concession rights for the above mentioned dates. Your support in this issue certainly would enhance our ability to keep a Gold Medal Sponsor "happy" while at the same time providing a service to the guests, athletes and volunteers who will be participating in the sport activities planned at the stadium and River's Edge Complex. Once again, please accept my thank you for your outstanding support and commitment to Virginia Amateur Sports, Inc and the Commonwealth Games of Virginia. Slncere£y, / Virginia Amateur Sports, Inc. R. Lampman Director '93 ~I1R'IO ~9:22 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: March 22, 1993 SUBJECT: BRIEFING - CITY OF ROA~OK~ AFFIl~qATIVE ACTION PROGRAM I. BACKGROUND ae Affirmative Action Plan Provides for annual briefing to City Council on the status of equal employment and Affirmative Action related to City employment. B. City Council was last briefed on March 2, 1992. II. CUKI/ENT SITUATION Specific EEO/Affirmative Actions city departments participated in during FY 1991-92 included: 1. Public Safety Recruitment by the Police Department and Personnel Management at Camp Lejuene Marine Base, Bolling Air Force Base, Fort Belvoir Army Base, Fort Bragg Army Base, Fort Meade Army Base, Fort Meyer Army Base, Quantico Marine Base, and Vint Hill Farms Station Army Base. 2. Colleqe Job Fairs - participated in job fairs at the following colleges and universities, which consisted of minority and non-minority institutions of higher learning: Fayetteville State University, Livingstone College, North Carolina Central University, Radford University, Shaw University, St. Augustine College, St. Paul's College, Winston-Salem State University and University of North Carolina, Wilmington Campus. 3. summer Internship Proqram provided seven (7) minority internships for rising and graduating seniors attending the following schools: College of William and Mary, Hampton University, James Madison University, Virginia Military Institute, Virginia State University, Virginia Tech, and Winston-Salem State University. Three interns were hired into regular city employment in the departments of Real Estate Valuation, Parks and Recreation and Social Services. 4e Business & Technical Education Council - appointed by the Roanoke city School Board to serve on the board of Directors of the Business and Technical Education Council through June 30, 1995. Honorable Mayor and City Council Page 2 10. 11. 12. 13. Annual Ministerial Luncheon - sponsored for minority clergy at Sweet Union Baptist Church which continues to provide a forum to discuss issues of importance to the minority clergy and City officials. Americans With Disabilities Act - sponsored two training programs covering the Americans With Disabilities Act and appointed a coordinator to insure the City is in compliance with this new federal mandate. Revised City Hiring Standards and Procedures to work toward compliance with the Americans with Disabilities Act. Business Education Program - participated in this program which alternates between Patrick Henry High School and William Fleming High School. Mayor's Committee for Persons with Disabilities - staff continues to participate in this quarterly meeting function. The City's coordinator for the Americans With Disabilities Act also attends this function. Fire Cadet - Proposed developing a Fire Cadet Program in conjunction with the Roanoke City School Board Business and Technical Educational Council. The council endorsed this concept under the leadership of its Director, Mr. Lloyd Enoch. Meanwhile, efforts are currently underway to secure a grant for this pilot program. Roanoke Valley High School Job Fair - participated in the Roanoke Valley High School Job Fair held at the Salem civic Center for graduating seniors attending Salem High School, Glenvar High School, Lord Botetourt High School, Patrick Henry High School and William Fleming High School. The Ministerial Alliance Breakfast Program - participated in community relations discussions at local A.M.E. and Baptist Churches involving a cross section of citizens regarding a variety of City programs. Implemented testing program for Sheriff's Department - developed a job related testing program for entry level Deputy Sheriff vacancies. The test consists of a ninety (90) item multiple choice validated written test and a job related physical agility test. Honorable Mayor and City Council Page 3 Ee City work force analysis indicates the percentage of minority workers to the total composition has increased .7%. (Attachment A). Further analysis indicates that in most job categories, using 1990 census data, the City continues to maintain a total workforce composition for non-Caucasian minorities equal or higher than the percent of available workforce in the Roanoke metropolitan statistical area (MSA). (Attachment B & C). FY 1991-92 hirinq analysis of the City of Roanoke's full-time workforce in all EEO categories indicates that 24% of new hires were non-Caucasian minorities and 38% were females. A sample of minority and female new hires are as follows: Junior Appraiser, Athletic Specialist, Police Officer, Clerical Supervisor, Firefighter, and Director of Real Estate Valuation. New hires from July 1, 1991 through June 30, 1992 for regular employment included: Number Percent of Total 1. White Males 71 46 2. White Females 46 30 3. Minority Males 24 16 4. Minority Females 12 8 5. Other Males 1 6. Other Females 0 154 100% * Other category denotes Hispanics, Asians, American Indians, Pacific Islanders are native Alaskans. Promotions during FY 91-92 included 24% minorities and 21% females. A sample of minority and female promotions are as follows: Social Worker, Chief Deputy-Circuit Court, Police Sergeant and Laboratory Technician II. Promotions from July 1, 1991 through June 30, 1992 for regular employment included: Number Percent of Total 1. White Males 58 63 2. White Females 12 13 3. Minority Males 15 16 4. Minority Females 7 8 92 100 Honorable Mayor and City Council Page 4 Temporary employment provides summer help for college students and the general public to meet peak work loads and seasonal work. Temporary employment is comprised as follows: Number Percent of Total 1. White Males 75 27.3 2. White Females 82 29.8 3. Minority Males 68 24.7 4. Minority Females 47 17.1 5. Other Males 3 1.1 275 100.0 * Other categories denotes Hispanics, Asians, American Indians or Pacific Islanders and native Alaskans. Future Initiatives - include more emphasis on recruitment of ethnic minorities and women in public safety and non-traditional occupations and development of a City-wide cultural diversity program in an effort to build on the diverse background of the City's workforce. III. CONCLUSION Affirmative Action is an important tool to be used in nurturing and managing the City's human resources. As we move toward the year 2000, it is our intention to have a well-trained, diverse workforce which is the leading affirmative action employer in the Roanoke Valley. Respectfully submitted, W. Robert Herbert City Manager WRH:jh Attachment A FISCAL YEAR 1975-76 1976-77 1977-78 1978-79 1979-80 1980-81 1981-82 1982-83 1983-84 1984-85 1985-86 1986-87 1987-88 1988-89 1989-90 1990-91 1991-92 MINORITY 19.5% 19.6% 20.3% 22 3% 23 9% 22 2% 22 4% 22 0% 22 9% 23 1% 23 9% 24 5% 24 2% 24 1% 23 5% 23 4% 24 1% MAJORITY 8O.5% 80.4% 79.7% 77.7% 76.1% 77.8% 77.6% 78.0% 77.1% 76.9% 76.1% 75.5% 75.8% 75.9% 76.5% 76.6% 75.9% Attachment B CITY OF ROANOKE WOItKFORCE ANALYSIS BY OCCUPATIONi%L CATEGORY JI~IE 30, 1992 OCCUPATIONAL CATEGORY WHITE BLACK WHITE BLACK OTHER OTHER TOTAL MALE MALE FEMALE FEMALE MALE FEMALE Officials/Managers 35 Professionals 291 Technicians 252 Protective Service 502 Paraprofessional 84 Administrative Support 206 Skilled Craft 150 Service Maintenance 396 City Employment 1,916 Percentage 100% Available Workforce 100% Roanoke MSA 27 2 5 1 0 108 14 126 37 4 172 19 50 11 0 409 46 33 9 5 35 8 27 14 0 4 1 157 44 0 125 23 0 1 1 148 194 29 2--2 ~ 1,028 307 427 139 13 53.65% 16.02% 22.29% 7.26% .68% 46.50% 5.18% 41.60% 5.78% .49% 0 2 0 0 0 0 0 0.10% 0.45% Briefing, City of Roanoke Attachment C Affirmative Action Program Page 1 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 fiLL O¢Cfl?fiT I OHP~L CP~TEGORI E~ 70' 30' 20' ~]CIT~ ~/F B/M B/F O/H O/F PERCEHT~GE []H~ PERCEHT~GE ALL OCCUPATIONAL CATEGORIES W/M W/F B/M B/F O/M O/F Available Available City City Work~orce Workforce Employment Percentage Percentage Comparison Ratio I. II. III. II./III. 1,028 53.65 ,16.50 1.15 427 22,29 ,11.6~ 0.54 3~7 16.~2 5.18 3.~9 139 7.26 5.78 1.25 13 ~.68 q.49 1.39 2 0.10 ~,45 ~.22 Other category includes American Indian. Asian, Alaska Native, Pacific Islander, and Hispanic. Briefing, City of Roanoke Attachment C Affirmative Action Program Page 2 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 too/ OFFI CI ~L/~D~II HI ~TR~T I ~E 70- 60- ,40. 31121- :20- I,,I/M PERCEHT~GE []MSA PERCEHTAGE W/M W/F B/M B/F O/M O/F OFFICIAL/ADMINISTRATIVE City Employment I. 27 5 2 1 Cty Percentage 77 14 14 29 5 71 2 86 City/ Available Available Workforce Workforce Percentage Comparison Ratio l 61 32 2 1 1 II./III. 1.25 40 0.44 5ff 2.29 9ff 1.5ff 10 6ff Other category includes American Indian, Asian, Alaska Native, Pacific Islander, and Hispanic. Briefing, City of Roanoke Attachment C Affirmative Action Program Page 3 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 90 60 [~CIT¥ PROFES~ I OH~L PERCEHT~GE [~HS~ PERCEHT~GE w/}~ W/F B/M B/F O/M O/F City Employment 1. 1~8 126 14 37 4 2 PROFESSIONAL C ty Percentage 37 11 43 3~ 4 81 12 71 I 37 ~ 69 City/ Available Available Workforce Workforce Percentage Comparison Ratio I 42 5g 1 4 0 II./IIl. lg 0.88 3g 0.86 8g 2.67 20 3.03 90 1.53 70 0.98 Other category includes American Indian, Asian, Alaska Native. Pacific Islander, and Hispanic. Briefing, City of Roanoke Attachment C Affirmative Action Program Page 4 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 TECHHI CfiL [] CIT~ O/F PERCEHT~GE []MX~ PERCEHT~GE W/M W/F B/M B/F O/M O/F TECHNICAL City/ Available Available City City Workforce Workforce Employment Percentage Percentage Comparison Ratio I. II. III. II./llI. 171 68.13 6ff,2~ 1.13 5~ 19.92 33.10 19 7.57 2.ffff 3.78 11 4.38 3.70 1.18 g g.gg g.6g g. Og g g,gg g.4g g.gg Other category includes American Indian, Asian, Alaska Native, Pacific Islander, and Hispanic. Briefing, City of Roanoke Attachment C Affirmative Action Program Page 5 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 PROTECTIOE 5;ERUlCE 7~ 6~ 4~ 3~ 2~ Race/~e× Catesop9 PERCENTAGE []MXA PERCENTAGE W/M W/F B/M B/F O/M O/F PROTECT I VE City Employment I. 499 33 46 9 5 C ty Percentage 81 47 6 57 9 16 1 79 1 gO SERVICE City/ Available Available Workforce Workforce Percentage Comparison Ratio I 77 9 8 2 2 fl./Ill. 5~ 1.~5 9~ 0.66 ~ 1.15 6g 0.69 ~ 0,5~ Other category includes American Indian, Asian, Alaska Native, Pacific Islander, and Hispanic. Briefing, City of Roanoke Attachment C Affirmative Action Program Page 6 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 O PfiRfi-PROFESg I OHfiL I~CITY PERCEHT~GE []~ PERCEHT~GE W/M W/F B/M B/F O/M O/F PARA-PROFESS 1ONAL City C ty Employment Percentage 35 27 8 14 g 41 67 32 14 9 52 16 67 0 gg City/ Available Available Workforce Workforce Percentage Comparison Ratio III. 1I./III. 5.99 7.g6 69.19 9.47 4.19 2.32 19.79 9.85 9.39 9.99 9.99 g.99 Other category includes American Indian, Asian, Alaska Native. Pacific Islander, and Hispanic. Briefing, City of Roanoke Attachment C Affirmative Action Program Page 7 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 OFFI CE?CLERI CfiL 90 60 II]11 CI T~ PERCEHT~GE []H~ PERCEHT~GE W/M W/F B/M B/F O/M O/F City Employment 1. 4 157 1 44 g g OFF ICE/CLERICAL C ty Percentage I 94 76 21 g 49 21 36 g gg City/ Available Available Workforce Workforce Percentage Comparison Ratio I 22 9~ 66 8g 2 4g 7 gg g 6g II./III. 1.14 g.2g 3.g5 Other category includes American Indian, Asian, Alaska Native, Pacific Islander, and Hispanic. Briefing, City of Roanoke Attachment C Affirmative Action Program Page 8 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 90' 70' 6~' 40' 3~ 20' ~]¢I S:I~I LLED CR~FT M/~ M/F B/~ B/F 0/~ O/F TY PERCEHT~GE []~ PERCEHT~GE W/M W/F B/M B/F O/M O/F SKILLED CRAFT Available City City Workforce Employment Percentage Percentage I. II. III. 125 83.33 84.8~ ~ O.~g 6.1~ 23 15.33 7.1~ 1 g.67 1.2g 1 ~.67 g.5~ City/ Available Workforce Comparison Ratio II./lII. ~ 98 2 16 ~ 56 I 33 Other category includes American Indian, Asian, Alaska Native, Pacific Islander, and Hispanic. Briefing, City of Roanoke Affirmative Action Program Attachment C Page 9 of 9 CITY OF ROANOKE WORKFORCE ANALYSIS FY92 SERtY I CE/Mit 1OO 90- 80- 70- 6~- 40' 30- 20' 10- II~ CIT¥ M/F B/M B/F O/M O/F PERCENTAGE []~S~ PERCENTAGE W/M W/F B/M B/F O/M O/F SERVICE/MAINTENANCE City City Employment Percentage I. II. 148 37.37 29 7.32 194 48.99 22 5.56 3 ff.76 City/ Available Available Workforce Workforce Percentage Comparison Ratio III. II./III. 49.~ ~.76 3g,g~ 0.24 ll.2g 4.37 8.2g 4.68 ~.9~ 4.84 0.74 q.00 Other category includes American Indian, Asian, Alaska Native, Pacific Islander, and Hispanic. MARY F. PAIHCEI~ City Clcrk~ CMC/AAE CITY OF ROANOgi . 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 March 25, 1993 File #72-178-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31382-032293 accepting an offer of certain Emergency Shelter Grants Program funds made to the City by the United States Department of Housing and Urban Development, under date of February 25, 1993, in the amount of $28,000.00, to be used for operation and maintenance of facilities for the Roanoke area homeless population, upon certain terms, provisions and conditions. Resolution No. 31382-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. po: Mr. Wilburn C. DibLing, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Ms. Marie T. Pontius, Grants Monitoring Administrator Ms. Corinne B. Gott, Acting Director, Human Development Ms. Doris M. Kinsey, Acting Manager, Human Resources Ms. Donna S. Norvelle, Human Resources Coordinator Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of March, 1993. No. 31382-032293. VIRGINIA, A RESOLUTION accepting an offer of certain Emergency Shelter Grants Program funds (ESGP) made to the City by the United States Department of Housing and Urban Development; and authorizing execution of the aforesaid grant agreement and related documents, on behalf of the City, to comply with the terms and conditions and requirements of said Department pertaining thereto. BE follows: 1. IT RESOLVED by the Council of the City of Roanoke as The City of Roanoke does hereby accept the offer made to said City by the United States and Urban Development, under date of February 25, of Federal funds under Subpart B of Title IV, (1988), and other provisions of federal laws of America, Department of Housing 1993, of a grant 42 U.S.C. 11301 and regulations, amounting to $28,000.00 in funding to be use~ for operation and maintenance of facilities for the Roanoke area homeless population, upon all of the terms, provisions and conditions set out in the Grant Agreement Local Government Grantee, Emergency Shelter Grants Program (the "Grant Agreement"), a copy of the Grant Agreement is attached to the Council report dated March 22, 1993 and expressly incorporated herein by reference. 2. The City Manager, or the Assistant City Manager, be and is hereby authorized and directed to execute, for and on behalf of the City, written acceptance of the City on the proper forms, thereby agreeing on behalf of the City, to comply with the terms and conditions of the Grant Agreement, applicable law and regulations and all requirements of the United States Department of Housing and Urban Development, now or hereafter in effect, pertaining to the assistance provided. 3. Upon execution of the City's acceptance of said offer and execution of the Grant Agreement, the original and one copy of the Grant Agreement shall be forthwith forwarded to the Richmond Area Office of the Department of Housing and Urban Development, together with attested copies of this resolution. One executed copy of the Grant Agreement shall be retained by the City Clerk, for the City. ATTEST: City Clerk. MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 426 Roanoke, Virainia 7A011 Telephone: (?03) 981-2~41 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #60-72-178-236 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Orisso: I am attaching copy of Ordinance No. 31381-032293 amending and reordaining certain sections of the 1992-93 Grant Fund Appropriations, providing for appropriation of $28,000.00, in connection with acceptance of an Emergency Shelter Grants Program grant award from the U. S. Department of Housing and Urban Development to be used for operation and maintenance of facilities for the Roanoke area homeless population. Ordinance No. 31381-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. Mr. W. Robert Herbert, City Manager Ms. Corinne B. Gott, Acting Director, Human Development Ms. Doris M. Kinsey, Acting Manager, Human Resources Ms. Donna S. Norvelle, Human Resources Coordinator Ms. Marie T. Pontius, Grants Monitoring Administrator Mr. Barry L. Key, Manager, Office of Management and Budget IN THE CODNCIL OF THE CITY OF ROl%NOKE~ VIRGINIA The 22nd day of March, 1993. No. 31381-032293. AN ORDINANCE to amend and reordain certain sections of the 1992-93 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 exist. THEREFORE, BE IT ORDAINED by the Council of the city of Roanoke that certain sections of the 1992-93 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: is declared to &Dmromriatione Health and Welfare Emergency Shelter Grant - FY93 Health and Welfare Emergency Shelter Grant - FY93 1) Operating 2) (1) ................ (2) ................ Expenditures (035-054-5124-2210) $28,000 Federal Grant Receipts (035-035-1234-7134) 28,000 $ 1,404,391 28,000 $ 1,404,391 28,000 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. [:lTV '93 I 9:22 Roanoke, Virginia March 22 , 1993 Honorable Mayor, and Members of Council Roanoke, Virginia Dear Members of Council: SUBJECT: EMERGENCY SHELTER GRANTS PROGRAM GRANT AWARD ALLOCATION I. BACKGROUND For the past six years, City Council has accepted Emergency Shelter Grants Program grant awards allocated under the Stewart B. McKinney Homeless Assistance Act from the U.S. Department of Housing and Urban Development to provide services to the homeless. City appropriated the funds from all six grant awards to an Emergency Shelter Resource Fund enabling local non-profit organizations to apply for financial support to improve and/ or maintain the quality of shelter facilities and services. Council concurred with the recommendations submitted by the City Manager's Follow-Up Task Force on Homelessness: 1987 1988 1989 1990 1991 1992 Funds Funds Funds Funds Funds Funds Shelter Provider $20,000 $ 1,700 $10,000 $17,090 $18,000 $18,000 Total Action Against Poverty $ 6,000 $ 2,300 $ 8,000 $11,790 $12,000 $12,000 Roanoke Area Ministries 5,500 $10,120 $11,000 $11,000 TRUST $26,000 $ 4,000 $24,000 $39,000 $41,000 $41,000 II. CURI{]~TT SI~ATION FY 1993 Emergency Shelter Grants Program appropriations were significantly reduced nationally from 1992 levels, resulting in a decrease in the City's share from $41,000 to $28,000. An Emergency Shelter Grants Program grant allocation of $28,000 has been awarded to the City of Roanoke by the U.S. Department of Housing and Urban Development. These funds, allocated under the Department of Housing and Urban Development - Stewart B. McKinney Homeless Assistance Act, must be used to provide assistance to the homeless. The City's Emergency Shelter Resource Fund will provide the avenue for distributing these funds to local shelter providers serving the needs of the homeless. City will invite applications from all local shelter providers to ensure the most cost beneficial use of the funds. The City Manager's Committee on the Homeless will review Droposals and advise the City Manager on which proposals to recommend to City Council for funding. III. ISSUES A. Impact on Services in the City. B. Cost to the City. C. Timing. IV. AL'-'~NATIVES A. Authorize the City Manager to accept the Emergency Shelter Grants Program grant award of $28,000 from the U.S. Depart- ment of Housing and Urban Development and appropriate funds to an account to be established in the Grant Fund by the Acting Director of Finance and increase the revenue estimate in the Grant Fund. Impact on Services in the City would be positive, through the provision of additional funds to be used for the operation and maintenance of facilities and services available to the area's homeless population. 2. Cost to the City would be nothing since no additional City funds are required. Timing is important in order to assure that the grant award is not recovered and reallocated by the Department of Housing and Urban Development. Funds must be obligated within 180 days of February 25, 1993 (by August 24, 1993). B. Do not authorize the City Manager to accept the Emergency Shelter Grants Program grant award. Impact on Services in the City could be negative if assistance for the operation and maintenance of shelter facilities is not available from other sources. Cost to the City would be the loss of a valuable source of funds for the community, and possible increased demand on other funds for providing services to homeless persons. 3. Timing would not be an issue. RECOMMENDATION It is recommended that City Council adopt Alternative A which would: Authorize the City Manager to execute the grant agreement and related documents accepting the FY 1993 Emergency Shelter Grants Program grant award. Appropriate $28,000 for the Emergency Shelter Grants Program to an account to be established in the Grant Fund by the Acting Director of Finance and increase the revenue estimate in the Grant Fund. Respectfully submitted, W. Robert Herbert City Manager WRH:LSS CC: Assistant City Manager City Attorney Acting Director of Finance Acting Director of Human Resources Grants Monitoring Administrator Human Resources Coordinator Grant Agreement - Local Government Grantee Emergency Shelter Grants Program This Grant Agreement is made by and between the United States Department of Housing and Urban Development (HUD} and the City of Roanoke, the Grantee. The grant which is the subject of this Agreement is authorized by Subtitle B of Title IV of the Stewart B. McKinney Homeless Assistance Act, 42 U.S.C. 11301 (1988), as amended (the HAct#). The grant is further subject to the statutory program amendments made by Section 832(b), (c), (d), and (e)(1) and (2) of the National Affordable Housing Act, Pub. L. 101-625, Section 1402(b), (d), and (e) of the Housing and Con,unity Development Act of 1992 (Pub. L. 102-550, approved October 28, 1992), and to HUD's regulations at 24 CFR Part 576, as now in effect and as may be amended from time to time, which are incorporated as part of this Agreement. Also incorporated as. p.ar~ of this Agreement are the application and the certifLcations submitted to the Secretary by the applicant. The grantee further certifies that it is following a current housing affordability strategy which has been approved by HUD. In reliance upon the application and certifications, the Secretary agrees, upon execution of the Grant Agreement, to provide the Grantee grant funds in the amount provided in the attached ~UD Funding Approval for~, which conetitu, te.s a p..a~., of the Agreement. The grant is made subject to any specLaz conaL=Lons in the Funding Approval form. The Grantee further agrees to co~ly with the provisions of the environmental requirements of 24 CFR Part 58 as applicable under Section 104(g) of the Housin~ and Community Development Act of 1974 wi~hreepectto funds provided under this Grant Agreement. 2 This Grant Agreement is hereby executed by the Parties on the dates set forth below their respective signatures, as follows~ UNITED STATES OF AMERICA Secretary of Housing and Urban Development Signature Grantee ACi'~G MA~h~GBR Title Signature Data Title Date MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 4~6 Roanoke, Virginia 24011 Telephone: (703) 981-2341 March 25, 1993 SANDRA H. EAKIN Deputy City Clerk File #60-5-133 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31383-032293 amending and reordaining certain sections of the 1992-93 Grant Fund Appropriations, providing for appropriation of $93,210.00 representing funds received from the U, S. Department of Justice, Forfeited Property Sharing Program. Ordinance No. 31383-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director, Public Safety Mr. M. David Hooper, Police Chief Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUI~C~L OF THE CITY OF RO~OKE~ VIRgiNiA The 22nd day of March, 1993. No. 31383-032293. AN ORDINANCE to amend and reordain certain sections of the 1992-93 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 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Public Safety Federal Investigation Subsidy Public Safety Federal Investigation Subsidy (1) .................. (2) .................. $ 1,352,449 677,951 $ 1,352,449 677,951 1) Investigations and Rewards (035-050-3300-2150) $93,210 2) Federal Investigation Subsidy (035-035-1234-7060) 93,210 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia March 22, 1993 Honorable David A. Bowers, Ma~9~ and Members of' City Council Roanoke, Virginia M/ N -9 R8:15 Sub3ect: Sharing Federally Forfeited Property I. Backqround: Conqress amended ~1 USC. Sec. 881 el-4, October, 1986, which authorized the transfer of certain federally forfeited property to state and local law enforcement agencies that participated in the investigation and seizure of the property. Application for an equitable share of property seized by local law enforcement must be made to the U. S. Department of Justice and certified by the City Attorney as to the appropriate agency and representative to receive the property and that the transfer is not prohibited by state and local law. C. Property (including funds shared with state and local agencies) may be used only for the purpose stated in the application, i.e., narcotics investigations related to law enforcement. The aqency requesting the transfer of property agrees to pay fees and expenses necessary to effect the transfer. January 4, 1988~ Council, at its regular meeting~ authorized the Director of Finance to establish grant fund accounts from which funds may be dispersed in accordance with provisions of this program. II. Current Situation: Police Department periodically from the sharing program. receives additional funds federal government's asset Bo City Council action is needed to funds to be dispersed ir, provisions of the program. accept additional accordance with Revenues collected through February 84~ 1993 for this grant are $~??,950.83 and deposited in Grant Account Number 035-035-1834-?060. Current revenue estimated is $584,741.00. FunOing received in excess of the estimated revenue which totals $93~810.00 needs to be appropriated at this time. Expenditures from this grant through February 84, 1993 are $436,664.18. Subject: Mayor and Members of Council Sharing Federally Forfeited Property Page 2 III. IV. A. Need Funds Availabilit~ Alternatives: City Council accepted additional ($93~210.00) funds from U. S. Department of Justice, Forfeited Property Sharing Program and authorize the Director of Finance to establish appropriate accounts so that funds can be expended in accordance with program requirements. Need exists to provide additional equipment to enhance undercover control investigations. funds and narcotics Fund availability will be controlled by effectiveness of investigations through assets seized and forfeited in Joint investigations with federal agencies. City Council reject assets from Federal Forfeiture Sharing Program and not authorize Director of Finance to establish appropriate accounts for such assets. Need for supplemental funds enabling increased effectiveness of undercover drug enforcement will not be met. Funds will not be applied for or received from the Federal Forfeiture Sharing Program. Recommendation is that to accept assets from Sharing Program and: Council approve Alternative "A" the Federal Forfeited Property A. Appropriate $~3,210.00 to the following grant fund account: Investigations and Rewards (035-050-3300-8150)... Increase the revenue estimate for this grant by $93,210.00 (Account 035-035-123~-?060). WRH:MDH:kt bert Herbert City Manager Subject: Mayor and Members of Council Sharing Federally Forfeited Property Page 3 cc: City Attorney Director of Finance Director of Administration/Public Safety CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S,W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 March 25, 1993 SANDRA H. EAKIN Deputy City Clerk Fi~ #27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 31385-032293 approving issuance of Change Order No. 1 to the City's contract with S. C. Rossi and Company, Inc., for construction of Oakland Boulevard Sanitary Sewer Replacement, in the amount of $5,960.00, for a total contract amount of $35,460.00, including Change Order No. 1. Ordinance No. 31385-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. Kit B. Kiser, Director, Utilities and Operations Mr. D. Darwin Roupe, Manager, General Services Mr. Jesse H. Perdue, Jr., Manager, Utility Line Services Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Philip C. Sohirmer, Project Manager Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Assistant to the City Manager for Community Re~tions Mr. Barry L. Key, Manager, Office of Management and Budget MARY F. PABKER City Clerk, CMC/AAE 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 March 25, 1993 File #27 Mr. Stephen C. Rossi, President S. C. Rossi & Company, Inc. 1410 16th Street, S. E. Roanoke, Virginia 24014 Dear Mr. Rossi: I am enclosing copy of Ordinance No. 31385-032293 approving the City Manager's issuance of Change Order No. 1 to the City's contract with S. C. Rossi and Company, Inc., for construction of Oakland Boulevard Sanitary Sewer Replacement, in the amount of $5,960.00, for a total contract amount of $35,460.00, including Change Order No. 1. Ordinance No. 31385-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Eric. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 22nd day of March, 1993. No. 31385-032293. AN ORDINANCE approving the City Manager's issuance of Change Order No. 1 to the City's contract with S.C. Rossi & Company, Inc., for construction of the Oakland Boulevard Sanitary Sewer Replacement; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 1 to the City's contract with S.C. Rossi & Company, Inc., related to construction of the Oakland Boulevard Sanitary Sewer Replacement. 2. Such Change Order shall provide for the following changes in the work to be performed: ORIGINAL CONTRACT AMOUNT CHANGE ORDER NO. 1: Need to increase ditch width requires that the quantity of aggregate be increased from 41 tons 93 tons and quantity of bituminous material be increased from 19 tons to 63 tons CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. 1 municipal ordinance 29,500.00 $ 5~960.00 $ 35~460.00 In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this shall be in full force and effect upon its passage. ATTEST: City Clerk. MARY F. PARKER City Clerk. CMC/AAE 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 D~put y City Clerk March 25, 1993 File #60-27 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31384-032293 amending and reordaining certain sections of the 1992-93 Sewage Fund Appropriations, providing for the transfer of $5,960.00 from Retained Earnings - Unrestricted, to Capital Outlay - Oakland Boulevard Sanitary Sewer Replacement, in connection with approval of Change Order No. 1 to the City's contract with S. C. Rossi and Company, Inc. for construction of Oakland Boulevard sanitary sewer replacement. Ordinance No. 31384-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~_~_ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. po.* Mr. W. Robert Herbert, City Manager Mr. Kit B. Kiser, Director, Utilities and Operations Mr. D. Darwin Roupe, Manager, General Services Mr. Jesse H. Perdue, Jr., Manager, Utility Line Services Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Philip C. Schirmer, Project Manager Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Mr. Barry L. Key, Manager, Office of Management and Budget IN THE CO~CIL OF THE CITY OF ROi~OKE, VIRGINIA The 22nd day of March, 1993. No. 31384-032293. AN ORDINANCE to amend and reordain certain sections of the 1992-93 Sewage Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the city of Roanoke that certain sections of the 1992-93 Sewage Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: capital Outlay Oakland Blvd. Sanitary Sewer Replacement $ 1,147,907 (1) ...... 37,360 Re~ained Earninos Retained Earnings - Unrestricted (2) .............. 1) Appropriation from General Revenues 2) Retained Earnings - Unrestricted (003-056-8458-9003) $ 5,960 (003-3336) (5,960) 15,355,098 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: city Clerk. RECFf' Fn CITY C! r F '93 I'IARIO A9:22 Roanoke, Virginia March 22, 1993 Honorable Mayor, and Members of City Council Roanoke, Virginia SUBJECT: Change Order No. 1 Oakland Boulevard Sanitary Sewer Replacement I. Background: Acceptance of a bid submitted by S.C. Rossi & Company, Inc., for the subject sanitary sewer replacement was made by City Council on October 26, 1992. Substantial completion of the work required under the contract has been realized. Only final paving remains to be completed. The final paving has been deferred until early spring due to weather constraints. II. Current Situation: Additional quantities of paving materials in excess of those originally estimated for the project are necessary. The unusual depth of the sewer line and soil conditions encountered during excavation required a wider ditch than had been anticipated in the original estimate of quantities. This provided safer working conditions for the contractor and City engineering personnel concurred in the need for the selected method of construction. The quantity of aggregate needed increased from 41 tons to 93 tons and the bituminous material increased from 19 tons to 63 tons. These increased quantities result in a $5,960.00 increase in the total contract value based upon contract unit prices. Current funds are encumbered in the amount of $29~500.00 for this contract. The original contract award provided for a $2,000.00 contingency fund for this project. Approximately $1,000.00 of this contingency is obligated for previously incurred advertising expenses. 1. Original contract amount $ 29,500.00 2. Amount of Change Order No. 1 $ 5,960.00 3. New contract amount $ 35,460.00 Honorable Mayor and Members of City Council RE: Oakland Blvd. Sanitary Sewer Replacement Change Order No. Page 2 III. Issues in Order of Importance: A. Funds B. Cost C. Need D. Timing IV. Alternatives: A. Approve Change Order No. 1 to the contract with S.C. Rossi & Company, Inc., in the amount of $5~960.00. 1. Funds are available in Retained Earnings Unrestricted (003-3336). 2. Cost is reasonable and is based upon contract unit prices. 3. Need for payment of contract obligation is met. 4. Timing to complete project in a reasonable amount of time is satisfied. B. Do not aDprove Change Order No. 1 to the contract with S.C. Rossi & Company, Inc., in the amount of $5t960.00. 1. Funds remain available. 2. Cost is not an issue. 3. Need for payment of contract obligation is not met. 4. Timing to complete project in a reasonable amount of time is not satisfied. Honorable Mayor and Members of City Council RE: Oakland Blvd. Sanitary Sewer Replacement Change Order No. Page 3 Recommendation: A. City Council approve Alternative "A" thereby authorizing the execution of Change Order No. 1 in the amount of $5~960.00 to the contract with S.C. Rossi & Company, Inc. Appropriate funds in the amount of $5~960.00 from Retained Earnings Unrestricted (003-3336) to Oakland Boulevard Sanitary Sewer Replacement (003-056-8458). Respectfully submitted, W. Robert Herbert City Manager WRH/PCS/fm cc: City Attorney Director of Finance Director of Public Works Director of Utilities & Operations Manager, Management & Budget City Engineer Construction Cost Technician M~RY F. PA~ City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W,, Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2~41 March 25, 1993 SANDRA H. EAKIN Deputy City Clerk File #67-183-217-472-514 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31387-032293 accepting the following bids for replacement of certain equipment necessary to perform the required duties of the Street Maintenance and Parks Departments: Quantity & Description 2 - New Outfront Mowers (@ $9,797.40) Successful Bidder Virginia Turf and Irrigation Total Purchase Price $ 19,594.80 1 - New Self-propelled Tow Road Sweeper Richmond Machinery and Equipment, Inc. 15,488.64 10 - New Salt Spreaders (~ $3,815.00) MSC Equipment, Inc. 38,150.00 3 - New Vacuum Leaf Loaders (~ $5,823.00) Virginia Public Works Equipment 17,469.00 1 - New 4-wheel Drive Skid Steer Loader Baker Brothers, Inc. 14,539.00 Resolution No. 31387-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~d)~x_~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. Mr. W. Robert Herbert, City Manager March 25, 1993 Page 2 pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. William F. Clark, Director, Public Works Mr. William L. Stuart, Manager, Streets and Traffic Mr. Lynnis B. Vernon, Acting Manager, Parks and Grounds Mr. James A. McClung, Manager, Fleet and Solid Waste Management 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 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of March, 1993. No. 31387-032293. VIRGINIA, A RESOLUTION accepting bids for certain maintenance equipment and rejecting certain other bids for such equipment. 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, and the City Manager's report dated March 22, 1993, are hereby ACCEPTED, at the purchase prices set out with each item: Quantity & Description Successful Bidder Total Pur- chase Price 2 New Outfront Mowers Virginia Turf (@ $9,797.40) and Irrigation $ 19,594.80 New Self-propelled Tow Road Sweeper Richmond Machinery and Equipment, Inc. $ 15,488.64 10 New Salt Spreaders (@ $3,815.00) MSC Equipment, $ 38,150.00 Inc. 3 - New Vacuum Leaf Virginia $ 17,469.00 Loaders (@ $5,823.00) Public Works Equipment 1 - New 4-Wheel Drive Baker Brothers, $ 14,539.00 Skid Steer Loader Inc. 2. The City's Manager of General Services is hereby authorized 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 this measure, as more particularly set out in a report to this Council dated March 22, 1993. 3. Any and all other bids made to the City for the aforesaid items are hereby REJECTED; and the City Clerk is directed to so notify each such bidder and to express to each the City's appreciation for each bid. ATTEST: City Clerk. MARY F. p A~ k~R City Clerk, CMC/AAE 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 March 25, 1993 File #60-67-183-217-472-514 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31386-032293 amending and reordaining certain sections of the 1992-93 General Fund Appropriations, providing for appropriation of $89,753.00, in connection with acceptance of certain bids received by the City for replacement of certain equipment necessary to perform the required duties of the Street Maintenance and Parks Departments. Ordinance No. 31386-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eric o pc,- Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director, Public Works Mr. William L. Stuart, Manager, Streets and Traffic Mr. Lynnis B. Vernon, Acting Manager, Parks and Grounds Mr. James A. McClung, Manager, Fleet and Solid Waste Management 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 emergency. WHEREAS, Government of the exist. IN THE COUNCIL OF THE CITY OF RO~%NOEE, VIRQINIA The 22nd day of March, 1993. No. 31386-032293. AN ORDINANCE to amend and reordain certain sections of the General 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: &DDroDrietions Public Works Street Maintenance (1) ............................ Parks Maintenance (2) ............................. Fund Balance Capital Maintenance & Equipment Replacement Program - City - Unappropriated (3) ................ $ 20,533,823 2,933,451 3,732,447 $ 1,328,092 1) Vehicular Equipment (001-052-4110-9010) $ 19,075 2) Vehicular Equipment (001-050-4340-9010) 70,678 3) CMERP - City (001-3323) (89,753) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. RECEI~'~D CITY r' Roanoke, Virginia March 22, 1993 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bid Committee Report and Fund Appropriation I. Background EquiDment replacement needs have been identified by various City departments in the Capital Maintenance and Equipment Replacement Program. Bo Attachment respective report. "A" is a listing of the items and departments that are addressed in this January, 1993 specifications were developed and along with request for quotations were sent to eleven (11) vendors for the Mowers, fifteen (15) vendors for the Road Sweeper, fifteen (15) vendors for the Salt Spreaders, eighteen (18) vendors for the Vacuum Leaf Loaders and sixteen (16) for the Skid Steer Loader. Public advertisements were also published in the Roanoke Times and Roanoke Tribune. Bids were received after due and proper advertisement, until 2:00 p.m. on February 4, 1993, at which time all bids appropriately received were publicly opened and read in the Office of the Manager of General Services. II. Current Situation A. Bids received are as follows: 1. Four (4) bids on Mowers. 2. Six (6) bids on Road Sweeper. 3. Five (5) bids on Salt Spreader. 4. Four (4) bids on Leaf Loaders. 5. Two (2) bids on Skid Loader. Bid Committee Report and Fund Appropriation Page 2 III. Ail bids received were evaluated in a manner by representatives of the departments: Public Works Fleet Management General Services Issues Bid evaluations are as follows: consistent following Two (2) New Outfront Mowers, Bid No. 93-1-60. The lowest bid submitted by Virginia Turf and Irrigation meets all required specifications for a cost of $9,797.40 each. One (1) New Self Propelled Tow Road Sweeper, Bid No. 93-1-61. The lowest bid submitted by Richmond Machinery and Equipment, Inc. meets all required specifications for a cost of $15,488.64. Ten (10) New Salt Spreaders, Bid No. 93-1-62. The lowest bid submitted by MSC Equipment, Inc. meets all required specifications for a cost of $3,815.00 each. Three (3) New Vacuum Leaf Loaders, Bid No. 93- 1-63. The lowest bid submitted by Virginia Public Works Equipment meets all required specifications for a cost of $5,823.00 each. One (1) New 4-Wheel Drive Skid Steer Loader, Bid No. 93-1-64. The lowest bid submitted by Rentco, Inc. has taken exception to Engine HP and Torque. These exceptions are substantial and cannot be waived as informalities. The second lowest bid, submitted by Baker Brothers, Inc. meets all required specifications for a cost of $14,539.00. Need Compliance with Specifications Fundinq Bid Committee Report and Fund Appropriation Page 3 IV. Alternatives Accept the lowest responsible bids specifications for equipment as follows: meeting Two (2) New Outfront Mowers from Virginia Turf and Irrigation for the total cost of $19~594.80. 2. One (1) New Self Propelled Tow Road Sweeper from Richmond Machinery and Equipment, Inc. for a total cost of $15~488.64. 3. Ten (10) New Salt Spreaders from MSC Equipment, Inc. for a total cost of $38~150.00. Three (3) New Vacuum Leaf Loaders from Virginia Public Works Equipment for a total cost of $17~469.00. 5. One (1) New 4-Wheel Drive Skid Steer Loader from Baker Brothers, Inc. for a total cost of $14~539.00. Need - Requested equipment is necessary to perform required duties of the Street Maintenance and Parks Department. Compliance with specifications - Those bids recommended by this alternative are the lowest responsible bids meeting City specifications. Fundinq - Funds are designated in the Capital Maintenance and Equipment Replacement Program to provide for the purchase of the above identified equipment. B. Reject all Bids. Need - Some required duties of the Street Maintenance and Parks Departments would not be accomplished in the most efficient and effective manner. 2. Compliance with specifications would not be a factor in this alternative. Bid Committee Report and Fund Appropriation Page 4 CC: 3. Fundinq - Designated Funds would not be expended with this alternative. V. Recommendation Council concur with Alternative "A" bids for equipment as follows: accept the Two (2) New Outfront Mowers and Irrigation for the $19,594.80. from Virginia Turf total amount of One (1) New Self Propelled Tow Road Sweeper from Richmond Machinery and Equipment, Inc. for a total amount of $15,488.64. Ten (10) New Salt Spreaders from MSC Equipment, Inc. for a total amount of $38,150.00. Three (3) New Vacuum Leaf Loaders from Public Works Equipment for a total amount of $17,469.00. One (1) New 4-Wheel Drive Skid from Baker Brothers, Inc. for a of $14,539.00. Steer Loader total amount B. Reject all other Bids. Appropriate Funds from Capital Maintenance and Equipment Replacement Program Funds to provide for the purchase of the above items as follows: $70~677.80 to Parks Maintenance Department Account 001-050-4340-2048 $19,075.00 to Street Maintenance Department Account 001-052-4110-9010 $15,488.64 is available in Fleet Rental Fund Account 006-052-2641-9010 Respectfully Submitted, W. Robert Herbert City Manager Director of Finance City Attorney Office of Management and Budget 0 0 0 C 0 MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Vir ~inia 2~1 I Telephone: (703) 981-2~1 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #60-236-305 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31388-032293 amending and reordaining certain sections of the 1999.-93 General Fund Appropriations, providing for appropriation of funds received from the United States Department of Agriculture, through the Virginia Department of Corrections, to Crisis Intervention Center ($4,190.00), Youth Haven I ($1,974.00), and Juvenile Detention Home ($14,140.00), to be used in connection with enhancement of the food service programs at said facilities. Ordinance No. 31388-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely Mary F. City Clerk MFP: sm Eno. pc: Mr. W. Robert Herbert, City Manager Ms. Corinne B. Gott, Acting Director, Human Development Ms. Doris M. Kinsey, Acting Manager, Human Resources Mr. Jack E. Trent, Manager, Youth Haven I Ms. Andrea B. Krochaiis, Manager, Crisis Intervention Center Mr. Mark C. Johnson, Manager, Juvenile Detention Home Ms. Marie T. Pontius, Grants Monitoring Administrator Mr. Barry L. Key, Manager, Office of Management and Budget 1992-93 emergency. WHEREAS, Government of the exist. IN THE COUNCIL OF THE CITY OF RO/%NOEE~ VIR~INI& The 22nd day of March, 1993. No. 31388-032293. AN ORDINANCE to amend and reordain certain sections of the General 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: Public Safety Juvenile Detention Home (1) ....................... Youth Haven I (2) .......... Reve~e Grants-in-Aid Commonwealth Other Categorical Aid (4-6) ....................... $ 29,863,550 711,901 349,573 417,585 $ 55,991,313 10,336,483 1) USDA - Expenditures 2) USDA - Expenditures 3) USDA - Expenditures 4) USDA - Juvenile Detention 5) USDA - Crisis Intervention 6) USDA - Youth Haven (001-054-3320-3000) $14,140 (001-054-3350-3000) 1,974 (001-054-3360-3000) 4,190 (001-020-1234-0660) 14,140 (001-020-1234-0661) 4,190 (001-020-1234-0662) 1,974 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. March 22, C~93 Roanoke, Virginia The Honorable Mayor and City Council Roanoke, Virginia SUBJECT: FUNDS FROM THE UNITED STATES DEPARTMENT OF AGRICULTURE BACKGROUND A. City of Roanoke receives funds from the United States Department of Aqriculture (USDA), through the Virginia Department of Corrections to enhance the food service program of Crisis Intervention Center (Sanctuary), Youth Haven I, and Juvenile Detention Home. II. CURRENT SITUATION USDA funds for the Fourth Quarter of Fiscal 1992 and the First and Second Quarters of Fiscal 1993 have been received by the city of Roanoke for the facilities, as follows: 1. Crisis Intervention $ 4,190.15 2. Youth Haven I 1,974.13 3. Juvenile Detention Home 14,140.09 TOTAL $ 20,304.37 Be USDA funds usaqe regulations require the funds to be used for: 1. Equipment and repairs; 2. Food costs; 3. Labor costs of food service workers. C. USDA Requirements for record keeping are: Funds are accounted for in separate accounts and not combined with State and Local funds; 2. Detailed records are to be kept for all expenditures made with the funds; Each facility is to maintain inventory lists of equipment purchases and file annual reports to the Department of Corrections. The Honorable Mayor and City Council Funds from the United States Department of Agriculture Page 2 III. ISSUES Budqet Needs of Food Service Pro~ram Time IV. ALTERNATIVES ApproDriate the USDA funds to the Crisis Intervention Center, Youth Haven I and Juvenile Detention Home. Budget - Ail Funds have been received by the City. No local funds are required. Needs of Food Service Pro~ram - The facility may use the funds to improve their respective food services programs and equipment and to offset local cost of food service personnel. Time - Funds will be obligated in the fiscal year 1992 - 1993. Do not appropriate the USDA funds to the Crisis Intervention Center, Youth Haven I and Juvenile Detention Home. 1. Budqet- Funds already received will have to be returned to USDA. Needs of Food Service Proqram - Facilities could not upgrade their food service program and equipment. Emergency needs of the facilities would have to come from local funds or existing budgets. 3. Time - Time would no longer be a consideration since funds would be returned. The Honorable Mayor and city Council Funds from the United States Department of Agriculture Page 3 RECOMMENDATION Appropriate $20,304.37 in USDA funds to the Crisis Intervention Center, Youth Haven I and Juvenile Detention Home and increase correspondinq revenue estimates as follows CAlternative A): Crisis Intervention Center - Revenue 001-020-1234-0661 - USDA - Crisis Intervention $ 4,190.15 to Account No. 001-054-3360-3000 Youth Haven I - Revenue 001-020-1234-0662 - USDA - Youth Haven I $1,974.13 to Account No. 001-054-3350-3000 Juvenile Detention Home - Revenue 001-020-1234-0660 - USDA - Juvenile Detention $14,140.09 to Account No. 001-054-3320-3000 Respectfully submitted, W. Robert Herbert City Manager WRH:CBG:MCJ:w cc: Wilburn Dibling, Jr., city Attorney James Grisso, Acting Director of Finance Corinne Gott, Acting Director of Human Resources Jack Trent, Youth Haven Manager Annie Krochalis, Crisis Intervention Manager Mark Johnson, Superintendent of Detention MARY F. PARKER City ci~rk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 4~6 Roanoke, Virginia 24011 Telephone: (703) 981-254.1 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #60-354 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31389-032293 amending and reordaining certain sections of the 1992-93 General Fund Appropriations, providing for appropriation of funds, in connection with an inc~ase in the revenue estimate for the emergency medical user fee in order to cover the cost of the billing and collection contract with Health East, Inc. Ordinance No. 31389-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~3~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director, Public Safety Ms. Wanda B. Reed, Manager, Emergency Services Mr. Barry L. Key, Manager, Office of Management and Budget ZN THE coUNCTL OF THE CITY OF ROANOKEt The 22nd day of March, 1993. 1992-93 emergency. WHEREAS, VZRGZNZA No. 31389-032293. AN ORDINANCE to amend and reordain certain sections of the General Fund Appropriations, and providing for an 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 Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Public Safety Emergency Medical Services (1) .................... Nondepartmental Miscellaneous (2) ................................. $ 29,893,246 1,186,081 12,405,996 197,255 Charges for Services $ 6,359,793 Public Safety (3) ................................. 808,003 1) Fees for Professional Services 2) Miscellaneous 3) Emergency Medical Services (001-050-3521-2010) (001-004-9140-2170) $ 50,000 (14,000) (001-020-1234-0854) 36,000 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. RECFi .' ':.r {:fly ?r ..... Roanoke, V±rgi~ia Roanoke, Virginia March 22, 1993 Subject: Request to Increase EMS Revenue Estimate for Fiscal Year 1992/93 I. BACKGROUND ae July 1989, City Council authorized implementation of a third party billing program (billing insurance companies only) for emergency medical transports. Revenue generat- ed from this program for fiscal year 1989/90 was $215,569. July 1990, City Council authorized implementation of an emergency medical user fee for all patients transported to a medical facility with patients being responsible for the portion of the bill not covered by insurance. Revenue collected during fiscal year 1990/91 was $508,172. C. Fiscal year 1991/92, user fee generated $542,396 in revenue. II. CURRENT BITUATION User fee revenue projection for fiscal year 1992/93 $512,000. Collections to date for fiscal year 1992/93 are 2.6 percent above last fiscal year which generated $542,000. Call volume increased three percent and the number of patients transported increased five percent during first half of fiscal year 1992/93. De Contract with Health East. Inc. for billinq and collec tion services for the current fiscal year is $145,000. Contract is based on monthly fee plus percent of net collections; therefore, contract cost is directly related to increased call volume. Attached chart compares revenue collected and contractual cost of service. Budqet allocation for fiscal year 1992/93 for billinq and collection contract is $95,000. Actual cost of contract is $145,000. During the 1992/93 budget process, supple- mental funding to cover this increase was denied. Funding deficit, as well as costs associated with increase in net collections, resulted in an additional $50,000 needed to cover current contract cost. Request to Increase Revenue Estimate Page 2 Ge Health East. Inc. maintains a collection rate of aDDroxi matelv 60 Percent of accounts processed This collection rate is higher than that of comparable systems. Emergen- cy medical billings and collections are complex due to unique coding requirements and necessary interface with patient records. Medicare/Medicaid pays a pre-determined percentage of the billable rate as opposed to the total charge. This non- payment represents a significant portion of uncollected accounts. Administrative staff is reviewing feasibilitv of bringing billinq and collection service in-houso which may stabilize or reduce billing cost. This study will be complete during fiscal year 1993/94. III. ISSUES A. Cost of billing and collections contract B. Revenue IV. ALTERNATIVES City Council increase the revenue estimate for tho emergency medical user fee from $512,000 to $548,000 and allocate an additional $50,000 to cover cost of billin~ and collection contract. Cost of contract - Funding will cover contract with Health East, and collection services. be available to Inc. for billing Revenue projection will accurately reflect collec- tions from emergency medical user fees. Be Citv Council does not increase the revenue estimate fo, the emergency medical user fee and does not allocat, additional fundinq to cover cost of billing and collec tion contract. Cost of contract - Funding will not be available to meet contractual agreement. Revenue projection will not accurately reflect collections from emergency medical user fees. Request to Increase Revenue Estimate Page 3 V. RECOMMENDATION City Council authorize the Director of Finance to in- crease emergency medical user fee revenue estimate from $512,000 to $548,000; and, appropriate this additional $36,000 to the Department of Emergency Medical Services account 001-050-3521-2010 (Fees for Professional Services). In addition, transfer $14,000 from Miscella- neous Refunds Account 001-004-9140-2170 to this same account for a total increase of $50,000 to cover the cost of the billing and collection contractual service. Respe~ully submitte, d, W. Robert Herbert City Manager WRH/WBR/cw cc: Director of Finance City Attorney Office of Management and Budget Director of Public Safety Manager of Emergency Services/EMS EMSFF. E.BUD or.,) °1° MARY F. PARKER City Clerk, CMC/AA~ CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 456 Roanoke, Vir~aia 24011 Telephone: (703) 981-2.641 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #60-514-200-77-20-405-247-258-66 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resohition No. 31391-032293 authorizing Amendment No. 8 to the City's engineering services contract with Mattern & Craig, Inc., Consulting Engineers, under date of January 26, 1988, to provide for additional engineering services relative to Wells Avenue alignment and certain Virginia Department of Transportation requirements for widening and realignment of Second Street/ Gainsboro Road, as more particularly described in your report under date of March 22, 1993, in an amount not to exceed $764,440.70, for a total contract amount not to exceed $2,457,757.30, including Amendment No. 8. Resolution No. 31391- 032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. William F. Clark, Director, Public Works Mr. John R. Marlles, Chief, Community Planning Mr. Charles M. Huffine, City Engineer Ms. Marie T. Pontius, Grants Monitoring Administrator Mr. William L. Stuart, Manager, Streets and Traffic Mr. Robert K. Bengtson, Traffic Engineer Mr. Barry L. Key, Manager, Office of Management and Budget MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 426 Roanoke, Virginia 24011 Telephone: (703) 981-2~41 SANDRA H. EAK1N Deputy City Clerk March 25, 1993 File #60-514-200-77-20-405-247-258-66 Mr. Gene R. Cress, Consulting Engineer Mattern & Craig, Inc. 701 First Street, S.W. Roanoke, Virginia 24011 Dear Mr. Cress: I am enclosing copy of Resolution No. 31391-032293 authorizing Amendment No. 8 to the City's engineering services contract with Mattern & Craig, Inc., Consulting Engineers, under date of January 26, 1988, to provide for additional engineering services relative to Wells Avenue alignment and certain Virginia Department of Transportation requirements for widening and realignment of Second Street/ Gainsboro Road, as more particularly described in the City Manager's report under date of March 22, 1993, in an amount not to exceed $764,440.70, for a total contract amount not to exceed $2,457,757.30, including Amendment No. 8. Resolution No. 31391-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, E City Clerk MFP: sm Ene. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of March, 1993. No. 31391-032293. A RESOLUTION authorizing an Amendment to the City's engineering services contract with Mattern & Craig, Inc., Consulting Engineers to provide for additional engineering services related to Wells Avenue alignment and certain VDOT requirements for widening and realignment of Second Street/Gainsboro Road. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized to execute and attest, respectfully, Amendment Number 8 to the City's engineering services contract with Mattern & Craig, Inc., Consulting Engineers, dated January 26, 1988, to provide for additional engineering services related to Wells Avenue alignment and certain VDOT requirements for widening and realignment of Second Street/Gainsboro Road, as more particularly described in the City Manager's Report to this Council dated March 22, 1993. 2. Such amendment shall provide for services in an amount not to exceed $764,440.70 with exceed $2,457,757.30. the total contract amount not to ATTEST: City Clerk. MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2~11 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #60-514-200-77-247-258-20-66-405 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31390-032293 amending and reordaining certain sections of the 1992-93 Capital Projects Fund Appropriations, providing for appropriation of $802,663.00, in connection with execution of Amendment No. 8 to the engineering contract with Mattern & Craig, Inc., to provide additionai engineering services relative to widening and realignment of Second Street/Gainsboro Road and Wells Avenue. Ordinance No. 31390-032293 was adopted by the Council of the City of Roanoke at a regnlar meeting held on Monday, March 22, 1993. Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director, Public Works Mr. John R. Marlles, Chief, Community Planning Mr. Charles M. Huffine, City Engineer Ms. Marie T. Pontius, Grants Monitoring Administrator Mr. William L. Stuart, Manager, Streets and Traffic Mr. Robert K. Bengtson, Traffic Engineer Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of March, 1993. No. 31390-032293. AN ORDINANCE to amend and reordain certain sections of the 1992-93 Capital Projects 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 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Amoromriations Streets and Bridges 2nd Street/Gainsboro Road/Wells Avenue (1-2) ....... Capital Improvement Reserve Public Improvement Bonds - series 1992A (3) ........ $ 8,173,760 5,169,468 5,159,767 4,817,167 Rsve~ue Due from State (4) ................................. $ 3,117,184 1) Appropriation from Bonds 2) Appropriations from State 3) Streets and Bridges 4) Due from State - 2nd Street (008-052-9547-9001) $ 38,222 (008-052-9547-9007) 764,441 (008-052-9700-9181) (38,222) (008-1233) 764,441 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. (liT" -' ..... Roanoke, Virginia March 22, 1993 Honorable David A. Bowers, and Members of Council Roanoke, Virginia Dear Members of Council: Mayor SUBJECT Request for Authorization to Execute Asendaent 8 of the Contract with~attern& Craig, Incorporated, for Additional Engineering Services for "Widening and Realigmaent of Second Street/Gainsboro Road and Wells Avenue" Projects Background: On April 13~ 1987 City Council requested the Virginia Department of Transportation (VDOT) to program projects for roadway widening and realignment to include: 1. Wells Avenue, N.W. from Williamson Road to First Street, N.W. 2. First Street/Gainsboro Road from Madison Avenue, N.W. to Salem Avenue, S.W. and Intersection of Orange Avenue and Gainsboro Road. Redevelopment proposed for the Henry Street Area and improved access to downtown Roanoke required that a more expeditious method be found to proceed with improvements on First Street/Gainsboro Road and Wells Avenue. On July 27t 1987 City Council authorized agreements with the VDOT by which the City assumed responsibility for administering all aspects of the First Street/Gainsboro Road and Wells Avenue projects. Preliminary engineering phase would be generally handled on the normal 95%-VDOT and 5%-City cost-sharing basis (cost-sharing percentages in effect at that time). On December 21~ 1987 City Council awarded an engineering services reimbursement with a cost ceiling contract to Mattern & Craig, Inc., Consulting Engineers, tn an amount not to exceed ~1~002~342.24 and appropriated $50t117.00 for payment of invoices from the VDOT for the City's five percent share of this contract. Members of City Council Page 2 Ee Scope of Work to be performed by Mattern & Craig, Inc., Consulting Engineers, consists of the preparation of complete surveys, right-of-way and construction plans and plats, utilities, signs, signals, pavement markings, lighting and landscaping plans, structures, traffic data, environmental assessment, geological borings and testing, construction administration, and inspection of construction· Downtown North Development Plan results were released at May 11, 1989 press conference, and included a recommendation to construct a four-lane Second Street bridge instead of a four-lane First Street bridge. The Second Street corridor provides a clearer and more well- defined west circumferential route than First Street (see Attachment A - map). On October it 1990 City Council approved the location and major design features of the widening and realignment of Second Street/Gainsboro Road from Salem Avenue to Orange Avenue· On December 16~ 1992 City Council approved the location of the realignment of Wells Avenue, N.W. from Williamson Road to Second Street, N.W. H. Amendments to this agreement are summarized on Attachment B. Total costs invoiced by Mattern & Craig, Inc., for this project through January 30, 1993, include ~1t374~547.47 for Second Street/Gainsboro Road and ~147~550.24 for Wells Avenue. Tasks accomplished include aerial photography, base mapping, surveying, traffic data, collection and analysis, roadway design and intersection plan design for Gainsboro Road at Orange Avenue. The City's share of these costs is ~151~637.14. II. Current Situation: Supplemental agreement to the contract with Mattern & Craig, Inc., Consulting Engineers (proposed Amendment No. 8) is needed to address the following engineering services: Additional survey and redesign efforts required to develop plans for Wells Avenue beginning at the intersection of proposed 2nd Street/Gainsboro Road Nembers of City Council Page 3 and generally following the existing Wells Avenue alignment to Williamson Road. The scope of services includes modifying the 2nd Street/Gainsboro Road right-of-way and construction plans to reflect the widening and realignment of Wells Avenue. (The scope of services for 2nd Street/Gainsboro Road also includes, at the request of VDOT, a minor revision to its design just north of Salem Avenue to provide for improved roadway curvature). Five (5) meetings were held with area citizens to share information and receive input on design features to be incorporated into the plans for Wells Avenue. The alignment change for Wells Avenue necessitates (per VDOT) that an addendum be prepared for the Environmental Assessment to address environmental issues impacted by the change. This provides for the preparation of this document as well as for Phase III Archaeological Survey Services for 2nd Street/Gainsboro Road and Wells Avenue for three sites identified during the Phase II evaluation of archaeological resources. Resident inspection and construction administration consists of an additional seven (7) months for the 2nd Street/Gainsboro Road Project and an additional three (3) months for Wells Avenue. This allows for an 18 month construction period for 2nd Street/Ga~nsboro Road and a 9 month construction schedule for Wells Avenue· An adjustment in compensation for additional efforts required to update plans to meet current standards due to extended delays in the projects as well as for increased costs incurred due to delays in the schedule. III. Issues: A. Reasonableness of fee B. Funding C. Schedule Nembers of City Council Page 4 IV. Alternatives: Authorize Amendment Number 8 of the engineering contract with Mattern & Craig, Inc., Consulting Engineers for additional engineering services for "Widening and Realignment of Second Street/Gainsboro Road and Wells Avenue" to provide an increase of $764~440.78 (subject to VDOT approval) for a total not to exceed $2~457~757.30. Reasonableness of fee has been established through "cost ceiling". Mattern & Craig, Inc., Consulting Engineers, has reset a total cost ceiling in their amendment proposal of $2~457~757.30. The additional $764~440.70 (see attachment C - two-page fee proposal) includes the necessary engineering services. Funding for the City's share needs to be appropriated from the Streets and Bridges category of the 1992A Bond Series to account number 008-052- 9547-9007. City share is $38~222.04 (which is 5% of the $764~440.78). The billing procedures between Mattern & Craig, Inc., Consulting Engineers, VDOT, and the City require that $802~662.82 be appropriated and that the receivable account be increased by $764~440.78. Schedule for Mattern & Craig, Inc., Consulting Engineers, to proceed with work on this item would take effect immediately. B. Do not authorize the amendment for the additional engineering services with Mattern & Craig, Inc., Consulting Engineers. 1. Reasonableness of fee is not an issue. Existing contract fee remains in effect. 2. Funding for existing contract has previously been appropriated· Schedule for beginning project construction in 1994 would be jeopardized, as proper plans could not be developed. Members of City Council Page 5 V. Recommendation is that City Council: Authorize Amendment Number 8 of the engineering services contract with Mattern & Craig, Inc., Consulting Engineers, for additional engineering services for "Widening and Realignment of Second Street/Gatnsboro Road and Wells Avenue" to provide an increase of $764~440.78 (subject to VDOT approval) for a total amount not to exceed $2~457~757.30 Appropriate $802~662.82 to account number 008-052-9547-9007, $38,222.04 of which is to be transferred from the Streets and Bridges category of 1992A Bond Series, and $764~440.78 to be reimbursed by the Virginia Department of Transportation. Respectfully submitted, W. Robert Herbert City Manager WRH:RKB:jrm Attachments: A - Map B - Amendment Summary C - Fee Proposal (2 pages) copy: Director of Finance City Attorney Director of Public Works City Engineer Traffic Engineer ORANGE AVENUE ATTACHMENT A 46O .AD, SO. ST., GAINSBORO RD, GILMER LEGEND CHURCH ~ SCHOOL D LIBRARY O PARK --WELLS AVENUE OONNEOTION THE PROPOSED PROJECT Figure ATTACHMENT C MATTERN & CRAIG Project U000-128-116, PE-101, RW-201, C-501, B-610 2ND STREET/GAINSBORO ROAD, CITY OF ROANOKE COST PLUS FIXED FEE CONTRACT (Computation of Fee) DIRECT LABOR, ESTIMATED Cateqory Rate Hours Total Principal 28.71 244 $ 7,005.24 Senior Engineer 23.13 906 20,955.78 Engineer 18.51 1,316 24,359.16 Technician 12.99 856 11,119.44 Draftsperson 9.25 226 2,090.50 Clerical 8.76 132 1,156.32 Inspector 12.68 3,960 50,212.80 4-Man Field Crew 44.30 96 4,252.80 TOTAL 7,736 B. ESCALATION 121,152.04 x 0.06 C. TOTAL DIRECT LABOR (A+B) D. PAYROLL BURDEN & GENERAL ADMINISTRATIVE OVERHEAD 128,421.16 X 1.3785 E. FEE BASE (C+D) F. NET FEE (0.125) (E) G. NONSALARY DIRECT COSTS, ESTIMATED H. *SUBCONSULTANT FEES I. TOTAL ESTIMATED COSTS (E+F+G+H) J. CONTINGENCY (E+G) X 0.05 K. LIMITING FEE (Maximum Total Compensation (I&J) * ~¢lud~ $ 4,595.55 ~bconsultaat f~ ~r Hill Studio, P.C. ~clud~ $ 4,800.00 ~beonsultant f~ ~r John B. O~n~a~ ~clud~ $ 6,383.07 ~bc. onsultant leo ~r E.W. Finl~ & Partner, Lc. ~dud~ $84,0~.84 ~bcon~ltant f~ ~r Prese~n T~hnologi~, ~¢. = $121,152.04 = 7,269.12 = 128,421.16 = 177,028.57 = 305,449.73 = 38,181.22 = 15,734.20 = 99,805.46 = 459,170.61 = 16,059.20 = 475,229.81 K:%PAULL~FFE\837.TA B 1 of 2 ATTACHMENT C MATTERN & CRAIG Project U000-128-117, PE-101, RW-201, C-501 WELLS AVENUE, CITY OF ROANOKE COST pLUS FIXED FEE CONTRACT (Computation of Fee) DIRECT LABOR, ESTIMATED Cateqor¥ Rate 8ours Principal 28.71 354 senior Engineer 23.13 818 Engineer 18.51 1,036 Technician 12.99 1,280 Draftsperson 9.25 412 Clerical 8.76 130 Inspector 12.68 1,950 4-Man Field Crew 44.30 568 TOTAL 6,548 B. ESCALATION 119,725.44 x 0.06 C. TOTAL DIRECT LABOR (A+B) D. PAYROLL BURDEN & GENERAL ADMINISTRATIVE OVERHEAD 126,908.97 X 1.3785~ E. FEE BASE (C+D) F. NET FEE (0.125) (E) G. NONSALARY DIRECT COSTS, ESTIMATED H. *SUBCONSULTANT FEES I. TOTAL ESTIMATED COSTS (E+F+G+H) J. CONTINGENCY (E+G) X 0.05 K. FEE TO COMPLETE WORK L. REMAINING FEE AVAILABLE M. INCREASED COST (K-L) N. CURRENT MAXIMUM TOTAL COMPENSATION O. LIMITING FEE (MAXIMUM TOTAL COMPENSATION) * ~clud~ $ 1,500.00 subconsultant f~ hr ~r Su~ Co~. of Virg~ia Includ~ $ 9,475.00 ~bcon~ltant f~ hr G~technics, Inc. Incl~ $I1,500.00 ~bconsultant f~ hr John B. Obencha~ Includ~ $12,091.~ subconsultaat f~ hr prese~ation T~hnologi~, Lc. Includ~ $22,~0.56 ~bconsultaat f~ hr Hill S~dio, P.C. (M+N) Total $ 10,163.34 18,920.34 19,176.36 16,627.20 3,811.00 1,138.80 2.4,726.00 25 162.40 = $119,725.44 = 7,183.53 = 126,908.97 174,944.02 = 301,852.99 = 37,731.62 = 27,349.75 = 56,816.63 = 423,750.99 = 16,460.14 = 440,211.13 = 151,000.16 = 289,210.97 = 298,550.40 = $587,761.37 2 of 2 K:%PAULETTE\837-2.TAB MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #77-207-450 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 31392-032293 authorizing you to file an application with the Virginia Department of Transportation for up to $450,000.00 in Industrial Access Road Funds to p~ovide industrial access by construction of a new ~oadway to serve the site of Transkrit Corporation within the Roanoke Centre for Industry and Technology located in the City; making provision for furnishing the necessary rights-of-way; for adjustment of utilities; and assuring that the City will maintain said new roadway. Ordinance No. 31392-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~Ja.~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. William L. Stuart, Manager, Streets and Traffic Mr. Robert K. Bengtson, Traffic Engineer Mr. Brian J. Wishneff, Chief, Economic Development Mr. E. Douglas Chittum, Economic Development Specialist Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 22nd day of March, 1993. No. 31392-032293. AN ORDINANCE authorizing the City Manager to file an application with the Virginia Department of Transportation for up to $450,000 in Industrial Access Road Funds to provide industrial access by construction of a new roadway to serve a new industry in the City; setting out the need therefor; making provision for furnishing the necessary rights-of-way therefor and for the adjustment of utilities; assuring that the City will maintain said new roadway; and providing for an emergency. WHEREAS, Transkrit Corporation will be purchasing an approximately 18-acre tract of undeveloped land in the Roanoke Centre for Industry and Technology, which company is engaged in the manufacture of specialty business forms and labels; WHEREAS, Transkrit Corporation anticipates a total initial capital outlay of $8,000,000 in the constructl6n of a 95,000 square foot building and said company upon completion will initially employ 150-175 persons; and WHEREAS, there is adjacent to the aforesaid site another site equally suitable for industrial and commercial development, which other land can be made available for such purposes provided adequate means of access and necessary utilities and other public services are made available to said property; and WHEREAS, there is a right-of-way but no existing roadway to the site of the proposed new industrial operation; and WHEREAS, $33.1-221, Code of Virginia (1950), as amended, provides legislative authority for the use of certain public funds by the Virginia Department of Transportation for constructing or improving access roads to commercial and industrial sites on which manufacturing, processing or other establishments are or will be constructed. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager is hereby authorized and directed to file an application with the Virginia Department of Transportation for up to $450,000 in Industrial Access Road Funds pursuant to the provisions of S33.1-221, Code of Virginia (1950), as amended, to construct the aforesaid roadway to the new site of Transkrit Corporation within the Roanoke Centre for Industry and Technology. 2. This Council, in making the aforementioned authorization, hereby assures and guarantees the Virginia Department of Transportation that the City will, if such project be approved, provide adequate rights-of-way and for the adjustment of existing utilities which might be affected by said project, the cost of such rights-of-way and for the adjustment of existing utilities to be paid for by the City from its funds appropriated by the Council for the purpose; and that the City will, after construction of said new roadway, assume proper maintenance of the same. 3. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. CITY ' ' '93 liaR18 P3 March 22, 1993 To The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia 24011 Subject: Authorization for the City Manager to file an Application with the Virginia Department of Transportation for Industrial Access Road Funds I. Backaround on this subject includes: Ao The City of Roanoke owns approximately 28 acres (Site 6) that is the last large undeveloped tract in Phase I of the development of the Roanoke Centre for Industry and Technology (RCIT). Commonwealth Transportation Board adopted a policy on December 18, 1986, to govern the use of industrial access funds pursuant to Section 33.1-221, as amended, of the Code of Virginia (1950). C. Funding guidelines for industrial access funds are: $300,000 in funding from State for an acceptable industry whose value of construction is 93.000.000. No matching funds are required for this first 9300.000. $150.000 in additional funding can be made available for an additional $3.000.000 in value of construction, and provided a dollar-for-dollar match up to $150,000 is also provided. Bonded Proiects (where no industry is under contract to build) can be combined with regular contracts in order to provide for both present and prospective industries. The governing body must provide a bond or other acceptable surety to cover the cost of the road which is not yet justified by qualifying industrial investment. The locality will have a three year time limit from the date of allocation to produce a qualifying investment. E. Other auidelines for industrial access include: II. III. IV. City to provide adequate right-of-way and bear cost of same. City adjust any existing utilities which might be affected by the project and bear cost of same. 3. City maintain roadway after completion. Current situation of this subject includes: Transkrit Corooration, a leading manufacturer of specialty business forms and labels has announced it will relocate corporate headquarters from Brewster, New York and will invest $8 million to construct a 95,000 square foot office/manufacturing facility on a subdivided 18-acre tract (Site 6A) in the Roanoke Centre for Industry and Technology. The new plant will employ 150 - 175 people. Access to the site via a new roadway is needed and could be constructed using an estimated $450,000 in industrial access road funds. Further extension of the new roadway, beyond the limits normally considered acceptable for industrial access by VDOT would also provide access to Site 6B, and give the City a "ready to go" 10 acre site to market for economic development purposes. Depending upon cost estimates being prepared by Mattern & Craig, part of the access funds may need to be bonded by the City using the before-mentioned procedure (I, C, 3.) Items not eligible for reimbursement by State, including right-of-way acquisition and utility adjustments, would be funded from proceeds from the sale of land and capital fund interest. Issues in order of importance are: A. Timing B. Funding Alternatives in order of recommendation are: Authorize the City Manaoer to file an application with the Virginia Department of Transportation for Industrial Access Road Funds uo to $450.000 for roadway construction to Site 6A & 6B in the RClT. Timing is crucial as the City desires to have a completed application to the VDOT's Richmond office as soon as possible for the Transportation Board's meeting on May 20, 1993. Funding in the amount of $450,000 would be State funds, with $150,000 local matching funds required, if the application is approved for the access road. Bo Do not auth0riz~ the City Manaoer to file the application for Industrial Access Road Funds. 1. Timing would not be an issue. Funding by VDOT of uo to $450,000 for the roadway would not be a revenue source for this road project. Recommendation is that City Council concur with Alternative A and thereby: Authorize the City Manager to file an application with the Virginia Department of Transportation for Industrial Access Road Funds up to $450,000 for roadway extension to Transkrit Corporation. Assure the Commonwealth Transportation Board that the City will, if such project is approved, provide adequate right-of-way, provide for adjustment of any utilities affected by construction and provide future maintenance of the roadway through other funding sources. Respectfully submitted, W. Robert Herbert City Manager WRH/EDC/dh CC: City Attorney Acting Director of Finance Director of Public Works City Engineer Office of Management and Budget MARY F. PARKF~ City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 March 25, 1993 SANDRA H. EAKIN Deputy City Clerk File #188-410-137 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31393-032293 declaring that a local emergency existed throughout the City, commencing March 13, 1993 and ending at midnight on March 15, 1993; authorizing emergency powers to you as Director of Emergency Services; authorizing you to make application for Federal and State public aid and assistance to deal with such emergency; designating James D. Grisso, Acting Director of Finance, as the City's fiscal agent; designating Diane S. Akers, Bud get Administrator, as the City's agent for submission of financial information for the City; and cailing upon the Federaland State governments for asslatance. Resolution No. 31393-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~)~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. George C. Snead, Jr., Director, Public Safety Ms. Wanda B. Reed, Manager, Emergency Services Mr. Barry L. Key, Manager, Office of Management and Budget Ms. Diane S. Akers, Budget Administrator, Office of Management and Budget MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 4~6 Roanoke, Vh'ginia 24011 Telephone: (703) 981-2~41 SANDRA H, EAKIN I~puty City Clerk March 25, 1993 File #188-410-137 The Honorable L. Douglas Wilder Governor Office of the Governor P. O. Box 1475 Richmond, Virginia 23212 Dear Governor Wilder: I am enclosing copy of Resolution No. 31393-032293 declaring that a local emergency existed throughout the City of Roanoke, commencing March 13, 1993 and ending at midnight on March 15, 1993; authorizing emergency powers to the City Manager as Director of Emergency Services; authorizing the City Manager to make application for Federal and State public aid and assistance to deal with such emergency; designating James D. Grisso, Acting Director of Finance, as the City's fiscal agent; designating Diane S. Akers, Budget Administrator, as the City's agent for submission of financial information for the City; and calling upon the Federal and State governments for assistance. Resolution No. 31393-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on. Monday, March 22, 1993. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno o IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, /he 22nd day of March, 1993. No. 31393-032293. A RESOLUTION declaring a local emergency during a specified period of time; authorizing emergency powers to the City Manager as Director of Emergency Services; authorizing the City Manager to make application for Federal and State public aid and assistance to deal with such emergency; designating a fiscal agent and an agent for submission of financial information for the City; and calling upon the Federal and State governments for assistance. WHEREAS, the Council of the City of Roanoke finds that the City has sustained a natural disaster because of the blizzard which began March 13, 1993, and which resulted in the loss of life, substantial property damage and significant costs to the City in dealing with the effects of the blizzard; and WHEREAS, due to the blizzard, a condition of extreme peril to life and property existed which necessitates the proclamation of the existence of an emergency; THEREFORE, BE IT RESOLVED Roanoke as follows: by the Council of the City of 1. It is hereby proclaimed that an emergency existed throughout the City co~mencing March 13, 1993. 2. Such state of local emergency and any previously declared state of local emergency are declared to be ended effective midnight, March 15, 1993. 3. The Council hereby ratifies and affirms that, during the period of the emergency declared by this resolution, the City Manager, as Director of Emergency Services, possessed and held those powers, functions and duties prescribed by the Code of Virginia (1950), as amended, the City of Roanoke Charter of 1952, the Code of the City of Roanoke (1979), as amended, and the Emergency Operations Plan approved by this Council in order to further the public health, safety and welfare, address the needs of the people of the City of Roanoke and mitigate the effects of such emergency. 4. The City Manager is hereby authorized for and on behalf of the City to execute applications for Federal and State public aid and assistance as is necessary and proper to meet this emergency and to provide to Federal and State agencies for all matters relating to Federal and State disaster assistance the assurances and agreements required by the Federal Emergency Management Agency and other agencies of State and Federal governments. 5. James D. Grisso, Acting Director of Finance, is hereby designated as the City's fiscal agent to receive, deposit and account for Federal and State funds made available to the City to meet the emergency declared by this resolution, and Diane S. Akers, Budget Administrator, is hereby designated as the City's agent for executing and submitting appropriate documentation and information regarding federal and state reimbursement for this emergency. 6. The Council calls upon the Federal and State governments to takes steps to afford to the City of Roanoke and to the persons and business concerns and other organizations and agencies suffering injury and damage from this disaster such public aid and assistance as is necessary and proper to meet this emergency. 7. The City Clerk is directed to forward an attested copy of this resolution to Virginia. the Honorable L. Douglas Wilder, Governor of ATTEST: City Clerk. Roanoke, Virginia ~C~. , March 22, 1993 CITY~!:' '93 MAR18 P3:48 The Honorable Mayor and Members of Council Roanoke, Virginia Re: Declaration of Local Emergency Dear Members of Council: I. BACKGROUND March 11. 1993, National Weather Service began issuing severe winter storm warnings - "blizzard conditions" for Virginia and most of the eastern seaboard. Preparations for emergency operations began. March 12, 1993 at 6:00 p. m., Governor L. Douglas Wilder, proactively declared a state of emergency in order to pre-position state resources to assist localities. March 12, 1993, snow removal began and by early the next morning, other emergency operations were initiated. An emergency shelter was opened for persons without electricity and emergency workers were transported to duty assignments. The National Guard was activated and assigned to assist with the city's emergency operations. March 13. 1993 at 9:00 p. m., city Manager (Director of Emergency Services) declared a local emergency for the city of Roanoke due to the financial burden associated with snow removal operations. II. CURRENT SITUATION Costs of emeraencv operations are expected to exceed $250,000. This is primarily due to cost of overtime and chemicals for snow removal operations. B. The Governor's office has requested the President to declare a major emergency for the State of Virginia thereby activating federal financial assistance. III. RECOMMENDATION City Council pass a resolution declaring that a local emergency existed in the City of Roanoke for the period March 13 until midnight on March 15, 1993 as a result of severe weather. Declaration of Local Emergency March 22, 1993 Page 2 Be WRH/wr CC: Authorize the Director of Finance to serve as the city's fiscal agent to accept any forthcoming state and federal reimbursement; and, authorize Diane S. Akers, Budget Administrator as the designated applicant's agent for the city of Roanoke to sign and submit all appropriate financial information regarding state and federal reimbursements for this local emergency. ~Respect fully submitted, W(: ~obert Herbert ~ Ck~y Manager Director of Finance City Attorney Director of Public Safety Manager of Emergency Services Applicant's Agent BRIEFING ON SNOW REMOVAL CITY COUNCIL MEETING, MONDAY, MARCH 22, 1993 CITY MANAGER BOB HERBERT MAYOR BOWERS AND MEMBERS OF CITY COUNCIL. LAST WEEK WAS AN INCREDIBLE WEEK FOR THE CITY OF ROANOKE, AS OVER 100 OF OUR EMPLOYEES SPENT NEARLY 6,000 HOURS WORKING TO ADDRESS THE BLIZZARD OF '93. THIS AFTERNOON, I WANT TO TAKE JUST A FEW MINUTES TO BRIEF YOU ON THEIR WORK, ON THE REACTIONS FROM CITIZENS, AND ON OUR CONTINUAL EFFORTS TO HELP CITIZENS BETTER UNDERSTAND HOW LOCAL GOVERNMENT WORKS. OUR SNOW REMOVAL EFFORTS BEGAN AT 9 P.M. ON FRIDAY, MARCH 12, AND CONTINUED THROUGH THURSDAY, MARCH 18. WHILE MOST CITIZENS KNOW WE WORK ON PRIMARY STREETS, THEN VALLEY METRO ROUTES, THEN SCHOOL ROUTES, THEN RESIDENTIAL STREETS, MANY MAY NOT UNDERSTAND THAT WE WORK BY A RATHER DETAILED PLAN. THE MAP ON THIS WALL INDICATES THE VARIOUS ZONES WITHIN THE CITY. SNOW REMOVAL ON THE NORTH SIDE OF THE CITY, INDICATED BY THE RED LINES, IS ADDRESSED BY CREWS FROM THE STREET AND TRAFFIC 2 DEPARTMENT AND WORK ON THE SOUTH SIDE OF THE CITY IS ADDRESSED BY CREWS FROM GROUNDS MAINTENANCE. FOR THIS STORM, WE HAD OVER 100 EMPLOYEES WORKING JUST ON THE SNOW REMOVAL, WHICH MEANS WE PULL EMPLOYEES FROM VARIOUS DEPARTMENTS IN PUBLIC WORKS TO HELP OUT. EACH DRIVER IS GIVEN AN ASSIGNMENT SHEET -- I'LL PASS AROUND SEVERAL EXAMPLES. THE SHEET INDICATES THE MAIN THOROUGHFARES IN RED, VALLEY METRO BUS ROUTES IN BLUE, AND SCHOOL BUS ROUTES IN GREEN. IN ADDITION, TROUBLE SPOTS ARE MARKED BY RED CIRCLES. ON EACH ROUTE, DRIVERS DO NOT MOVE ONTO RESIDENTIAL STREETS UNTIL THE THOROUGHFARES, BUS ROUTES AND TROUBLE SPOTS ARE ADEQUATELY ADDRESSED. THIS STORM WAS QUITE A CHALLENGE FROM MANY ASPECTS. TYPICALLY, THE CITY IS GEARED UP AND WELL PREPARED TO ADDRESS SIX TO EIGHT INCH SNOWS. THIS SNOW NOT ONLY DUMPED 18 INCHES ON THE CITY, BUT ALSO HAD STRONG WINDS THAT BLEW SNOW BACK OVER STREETS, NECESSITATING ALMOST CONTINUOUS WORK ON THE MAIN STREETS FOR THE FIRST TWO DAYS. THE OTHER CHALLENGE WAS THE WAY IN WHICH THE STORM CAME. WE 3 HAD ~AIN, THEN FREEZING RAIN, THEN A WET HEAVY SNOW, WHICH FROZE ON THE TOP. WHILE GENERALLY CREWS COULD CLEAR THE SNOW, THEY HAD GREATER DIFFICULTY IN MANY AREAS ADDRESSING THE FROZEN SNOW AND ICE UNDERNEATH. I KNOW MANY OF YOU HAD SOME QUESTIONS FROM CITIZENS ABOUT TRUCKS TRAVELING DOWN STREETS WITHOUT THEIR BLADES DOWN. ON MANY FROZEN, SNOW PACKED ROADS, OUR STEEL TIPPED BLADES WOULD SIMPLY BOUNCE RIGHT OFF THE ICE. OFTENTIMES THE TRUCKS WOULD MAKE ONE PASS DOWN AN ICY SNOW-PACKED STREET WITH THE BLADE DOWN, AND THEN MAKE AN ADDITIONAL PASS WITH THE BLADE UP WHILE PUTTING CHEMICALS ON THE SNOW-PACKED STREET. THE GOOD NEWS WAS THAT ONCE THE SUN CAME OUT AND TEMPERATURES WARMED TO WHERE OUR CHEMICALS COULD WORK, WE MADE SIGNIFICANT PROGRESS. BUT CLEARLY, WE HAD TROUBLE AREAS. AND THEY TENDED TO BE ON SHADY, SNOW-PACKED STREETS. SO OFTEN WE TALK ABOUT THE DIFFERENCES BETWEEN A CENTRAL CITY AS OPPOSED TO SUBURBAN OR RURAL AREAS, AND SNOW REMOVAL IS NO DIFFERENT. WE HAVE OVER 1,000 LANE MILES IN THE CITY, WITH HUNDREDS OF CARS TRAVELING ON THEM EVEN IN THE WORST OF CONDITIONS. WE ARE PROUD OF THE FACT 4 THAT WE HAVE TREE-LINED STREETS NOT ONLY IN NEIGHBORHOODS BUT ALSO ON PRIMARY ROUTES. HOWEVER, WHEN IT COMES TO SNOW REMOVAL TREE-LINED STREETS PREVENT THE SUN FROM COMING THROUGH AND HELPING MELT THE SNOW. THIS IS QUITE DIFFERENT FROM MANY THOROUGHFARES IN THE COUNTY WHICH ARE NOT LINED WITH TREES. IN ADDITION, IN THE COUNTY, MOST BUILDINGS ARE SET BACK FROM THE STREET AND DON'T CAST SHADOWS ON THE STREET, WHICH ALSO SLOW REMOVAL EFFORTS. IN THE CITY WE ALSO HAVE DOWNTOWN ROANOKE WHERE THE CHALLENGE WAS NOT ONLY CLEARING STREETS, BUT FINDING PLACES TO PUT THE SNOW. IN YEARS PAST WE'VE TRIED EVERYTHING FROM PUTTING SNOW IN PILES, TO PUSHING IT TO ONE SIDE OR THE OTHER TO PUTTING IT IN THE MIDDLE. TODAY, YOU CAN STILL FIND THE SNOW FROM THE DOWNTOWN AREA, 369 DUMP TRUCK LOADS TO BE EXACT, WHICH WERE LOADED AND CARRIED OUT OF DOWNTOWN BY CITY CREWS AND DEPOSITED IN THE SWIMMING POOL PARKING LOT AT FALLON PARK. AND OUR EFFORTS WERE NOT JUST IN REGARD TO SNOW REMOVAL. WE HAD EXTRA DISPATCHERS IN TO HANDLE THE INCREASED NUMBER OF 5 EMERGENCY CALLS, WE HAD CITY CREWS SHUTTLING SNOW REMOVAL EMPLOYEES FROM THEIR HOMES TO WORK, WE HAD OUR EMERGENCY SERVICES STAFF WORKING WITH THE 4 X 4 CLUB TO BRING IN DIALYSIS PATIENTS FOR TREATMENT, WE HAD AN EMERGENCY SHELTER SET UP BY THE RED CROSS AT THE CIVIC CENTER, AND WE MET WITH THE PRESS AND PUT OUT ANNOUNCEMENTS ON THE CABLE SYSTEM RELATED TO THE BLIZZARD. ALL TOLD, IN SNOW REMOVAL ALONE, 5,349 HOURS WERE DEDICATED TO THE EFFORT. WE HAD 60 TREES THAT WERE DOWN AND BLOCKING STREETS THAT HAD TO BE IMMEDIATELY ADDRESSED. WITH THIS HEAVY, DEEP SNOW, WE EVEN HAD TO SPEND TIME HELPING FIRE TRUCKS, POLICE CARS, AND OTHER EQUIPMENT THAT GOT STUCK DUE TO THE CONDITIONS. WE HAD EVERY PHONE LINE IN OUR PUBLIC WORKS DISPATCH CENTER LIT UP FOR NEARLY THREE DAYS AS CITIZENS CALLED WITH QUESTIONS. FROM CITIZENS, WE RECEIVED BOTH PRAISE AND COMPLAINTS. THE MOST COMMON COMPLAINT REGARDED SNOW PLOWS PUTTING SNOW ACROSS DRIVEWAYS WHEN THEY CLEARED THE STREETS. UNFORTUNATELY, THERE'S NO WAY TO ADEQUATELY CLEAR THE STREETS WITHOUT THIS OCCURRING. WE ALSO HAD COMPLAINTS FROM RESIDENTS WHO LIVED ON TREE-LINED 6 STREETS WHERE THE ICE WAS DIFFICULT TO ADDRESS. BUT WE HAD PRAISE FROM MANY WHO UNDERSTOOD THE IMPACT AND WANTED TO THANK OUR EMPLOYEES FOR THEIR EFFORTS. AND THE WORK IS NOT FINISHED. YES, THE SNOW MAY BE GONE, BUT OVER THE NEXT MONTH WE WILL BE CLEANING STREETS TO REMOVE THE SALT AND CHEMICALS, WE'LL BE REMOVING AND REPAIRING HUNDREDS OF TREES IN CITY PARKS AND RIGHT OF WAYS THAT HAVE FALLEN OR HAD LIMBS BREAK OFF, WE'LL BE REPAIRING EQUIPMENT AND EVALUATING WHAT IF ANYTHING COULD BE DONE TO IMPROVE OUR EFFORTS IN THE FUTURE. COULD WE HAVE DONE BETTER -- CERTAINLY. BUT CONSIDERING THIS STORM HAS BEEN CHARACTERIZED AS THE BLIZZARD OF THE CENTURY, I BELIEVE OUR EMPLOYEES DID AN EXCELLENT JOB. AS CITY MANAGER, I'D LIKE TO COMMEND THE CITY EMPLOYEES INVOLVED IN THIS WORK. OUR EMPLOYEES LEFT THEIR FAMILIES, NOT JUST ON FRIDAY NIGHT AND SATURDAY, NOT JUST ON SUNDAY, BUT THEY LEFT THEIR FAMILIES FOR NEARLY A WEEK TO ADDRESS THE PUBLIC'S NEEDS. DURING THIS TIME, THEIR FAMILY BECAME THE CITY FAMILY AND THE MADE PERSONAL SACRIFICES TO BE ON THE JOB. AND I HAVE TO 7 TELL YOU THAT WE NEVER MISSED MANNING A POLICE SHIFT, A FIRE SHIFT, A WATER OR SEWER SHIFT, OR A SNOW REMOVAL SHIFT. IN FACT IN SOME CASES, EMPLOYEES WERE WILLING TO BRING IN A SLEEPING BAG AND SLEEP AT WORK BEFORE HEADING BACK OUT ONTO THE JOB. THIS IS THE STORY THAT OFTENTIMES GOES UNTOLD AND UNRECOGNIZED. TOGETHER, THEY WORKED AS A TEAM AND MET THE CHALLENGES TO HELP MAKE STREETS SAFE AND TO MEET THE NEEDS OF CITY CITIZENS DURING THIS BLIZZARD OF '93. I'D BE HAPPY TO ANSWER ANY QUESTIONS YOU MIGHT HAVE. C,T~ O~ .OANO*<Z. VA. {',ITY ~' ' March 22, 1993 '93 NAR 18 P3:49 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso Monthly Financial Report 1993. Attached is a copy of the financial report for the month of February, ting Director of Finance JDG/pac Attachment CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE AS OF FEBRUARY 28,1993 General Contingency: Balance July 1, 1992 Ord. No. Department Purpose 31100 Transfers Grant Local Match 31107 Recreation Youth Summit CMT Human Resources Uniforms for Conservation Corp. CMT Municipal Auditing Quality Control Review CMT Human Resources Juvenile Curfew 31256 Director of Utilities and Operations Gas Franchise Study CMT Building Inspection Housing Needs Assessment CMT Parks Excess Funds CMT J & D Relations Court Clerk Storage Fees CMT Director of Public Works Municipal Building Space Study $ 317,779 1,800) 29,914) 4,500) 1,60B) 4,000) 16,500) 2,000) 3,080 908} 5,000) 254,632 Maintenansa of Fixed Assets Contingency: Balance July 1, 1992 Supplemental Budgets - Employee Compensation 31244 Balance July 1, 1992 Department Nondepartmental Purpose Health Insurance 25,000 ( 26.OO0) Total Contingency Balance $ 454.832 CITY OF ROANOKE, VIRGINIA GENERALFUND STATEMENT OF REVENUE General Property Taxes Other Local Taxes Permits, Fees, and Licenses Fines and Forfeitures Revenue From Use of Money and Property Education Grants-in-Aid Commonwealth Grants-in-Aid Federal Government Charges for Current Services Miscellaneous Revenue internal Services Total Year to Date for the Period Jul 1-Feb 28 Jul 1-Feb 28 Percentage 1991-92 1992-93 of Chenee $ 20,384,037 $ 20,687,518 1.49% 23,253,760 24,586,167 6.77% 361,794 373,719 6.23% 355,065 427,147 20.30% Current Fiscal Year Revised Pe~cant of Revenue Revenue Estknate E~timatea Received 53,308,845 38.81% 39,883,333 61.67% 523,250 71.42% 583,000 72.03% 424,071 513,451 21.08% 827,662 62.04% 19,662,793 21,355,792 8.61% 34,874,503 84.73% 13,822,966 16,237,413 10.23% 25,206,966 60~45% 25,665 128,857 402.07% 153,332 84.04% 1,861,637 1,450,946 (22.06%) 2,506,042 57.90% 182,727 287,085 57.11% 309,560 92.74% 1.089,032 916,336 { 15.86%) lr493,581 61.35% $ 81f413~547 $ 85 974 431 5.60_~_% 2 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES General Government Judicial Administration Public Safety Public Works Health and Welfare Parks, Recreation, and Cultural Community Development Education Debt Service Nondepartmental Total Year to Date for the Period Jul 1-Feb 28 Jul 1-Feb 28 Percentage Unencumbered 1991-92 1992-93 of Change Balance $ 5,732,328 $ 5,927,882 3.41% $ 3,163,049 2,231,877 2,417,385 8.31% 1,091,053 20,280,808 20,693,968 2.04% 9,149,278 12,940,664 14,472,043 11.83% 5,972,027 9,099,088 8,967,892 ( 1.44%} 5,366,058 Current Fiscal Year Percent of Revi~ed Budget ADDrooriatione Obligated $ 9,090,931 65.21% 3,508,438 68.90% 29,843,246 69.34% 20,444,070 70.79% 14,333,950 62.56% 2,605,137 3,255,655 24.97% 1,147,706 4,403,361 73.94% 535,661 560.072 4.56% 374,137 934,209 59.95% 41,061,097 44,930,440 9.42% 25,258,127 70,188,567 64.01% 7,397,401 6,669,918 ( 9.83%) 482,399 7,152,317 93.26% 533,654 2~372,022 344.49% 2,895~657 5~267,679 45.03% $102,417,71~5 $110.267,27~7 7.66% 165 166 768 66.76% 3 CITY OF ROANOKE, VIRGINIA CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF FEBRUARY 28, 1993 General Government Education Recreation Streets and Bridges Sanitation Projects Traffic Engineering & Communications Other Infrastructure Projects Capital Improvement Reserve Total Expenditures Unexpended Outstanding Unencumbered Budaet To Date Balance Encumbrances Balance $10,972,674 $ 6,180,587 $ 4,792,087 $ 183,947 $ 4,608,140 11,735,656 7,137,914 4,597,742 872,053 3,725,689 352,140 317,732 34,408 23,805 10,603 7,371,097 4,302,176 3,068,921 820,151 2,248,770 2,107,692 1,728,824 378,868 164,790 214,078 1,389,028 1,303,553 85,475 14,622 70,853 10,657,362 4,774,878 5,882,484 1,526,992 4,355,492 5,197.989 5.197.989 5.197.989 $ 49,783,636 $ 25.745.664 4 CITY OF ROANOKE WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 29, 1993 Operating Revenue: Commercial Sales Domestic Sales Industrial Sales Town of Vinton Roanoke County Customer Services Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services General Expenses Pumping Stations and Tanks Purification Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Rents Miscellaneous Sale of Land Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses 1993 $1,617,945 1,569,869 132,609 13,038 895,958 172.450 4,401.869 649,465 1,181,304 247,183 216,367 2.294,919 2,107,550 473.298 1,634,2~2 49,543 6,125 135 150 55,953 1,690,205 1992 $1,092,403 1,313,951 84,726 11,826 993,054 230.213 3,726.173 610,107 1,061,600 256,995 211.490 2,140.192 1,585,981 476,265 1.109,716 97,405 4,250 4,000 105,655 1,215,371 Miscellaneous Total Non-Operating Expenses Net Income 1,~74 1,574 $1,688,631 $1.21~,371 5 WATER FUND FEBRUARY 28, 1993 (CONTINUED) Capital Outlay Not Included in Operating Expenses: Proiect New Service, Hydrants, Lines Unidentified Plant Replacement Fire Hydrants Expand Carvins Cove Plant FC Plans and Specs FY86 Project Design Carvins Cove Improvement Phase I Edgewood Replacement Falling Creek Plant Rehabilitation Phase I Franklin Road Widening Carvins Cove Improvement Phase II Carvins Cove Filter Plant Water Plant Expansion Bonds 92 Carvins Cove Filter Plant Phase I Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Exoenditures $ 164,131 257,227 2,410 1,276 178,676 12,103 1,181,297 9,007 1,424,202 1,050 687,169 27,238 785,798 320.150 5,051,734 3,399,568 $ 1.652.166 NOTE: Some of these projects are continued from prior years with inception to date totals. 6 CITY OF ROANOKE SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 28, 1993 Operating Revenue: Sewage Charges - City Sewage Charges - County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services Operating Expenses Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Septic Tank Disposal Total Non-Operating Income (Loss) Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses Net {Loss) 1993 $ 2,912,165 523,586 144,472 367,823 46,824 49,685 19.262 4.063.817 997,450 2.736.540 3.733.990 329,827 ~40.002 ( 310.175) 40,997 11,370 ~4,4~1 116,798 193,377) 23,181 23.181 1992 $ 2,983,417 387,405 126,418 443,099 36,462 57,982 12.187 4.046.970 942,779 2,845.148 3.787.927 259,043 644,838 385,795) 76,718 18,921 54.210 149,849 ( 235,946) 33,382 33.382 7 SEWAGE TREATMENT FUND FEBRUARY 28, 1993 (CONTINUED) Capital Outlay Not Included in Operating Expenses: Project Vehicular Equipment Other Equipment Unidentified Construction FY86 Projects Design Roanoke Diesel Engine #6 Franklin Road Widening Peters Creek Flood Reduction Phase I Oakland Blvd Sanitary Sewer Replacement Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 11,867 17,172 43,375 60,697 821,476 32,342 56,300 27,325 1,070,554 878,252 $ 192.~2 NOTE: Some of these projects are continued from prior years with inception to date totals. 8 ROANOKE REGIONAL AIRPORT COMMISSION COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 28, 1993 Operating Revenue: Airfield Revenue General Aviation Revenue Terminal Building Revenue Other Revenue Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services Operating Expenses Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income (Loss) Add: Non-Operating Income Interest on Investments Interest Income Airport Debt Service Accounts Noise Study Grant Runway Maintenance Grant State Promotion Grant Miscellaneous Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Paying Agent Fees Interest Expense 1988 Revenue Bond Issue Total Non-Operating Expenses Net Income (Loss) $ 473,748 72,502 1,939,077 147.887 2,633.214 888,872 1.054.649 1.943,521 689,693 704.865 115,172) 117,719 17,544 41,600 10,613 14,856 3,400 205,732 190,560 51,724 2,326 347,927 401,977 $ {211~417} 1992 673,630 69,143 1,831,808 90,251 2.664,832 772,871 1.019,557 1,792.428 872,404 715,253 157.151 188,973 30,959 62,305 11,815 1,115 295,167 452,318 57,355 2,305 350,150 409,810 $ 42 508 9 ROANOKE REGIONAL AIRPORT COMMISSION FEBRUARY 28, 1993 (CONTINUED) Capital Outlay Not Included in Operating Expenses: Proie~:~ Furniture and Equipment Vehicular Equipment Other Equipment Unidentified Construction Refurbish Buildings Paint and Repair Buildings Remove Storage Tank General Aviation Development FAR Part 150 Noise Study Perimeter Road and Electric Projects Snowblower/AIP 11 Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Exoenditures $ 22,345 22,688 4,776 27,600 39,029 2,400 16,980 374,065 141,240 798,057 3.000 1,452,180 749,022 703.158 NOTE: Some of these projects are continued from prior years with inception to date totals. 10 CITY OF ROANOKE CIVIC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 28, 1993 Operating Revenue: Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Total Operating Revenue Less: Operating Expenses Before Depreciation Operating: Personal Services Fringe Benefits Contractual Services Internal Services Utilities and Communications Other Charges Rental and Leases Promotional Expenses: Personal Services Fringe Benefits Contractual Services Other Charges Total Operating Expenses Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Operating Supplement From General Fund Interest on Investments Miscellaneous Total Non-Operating Income (Loss) Net (Loss) $! 1993 249,683 43,179 120,490 1,165 58,911 80.495 553.923 410,165 103,993 66,594 43,289 210,010 129,836 2,703 48,114 3,643 5,726 1,401) 1.022.672 468,749) 238.853 707.402) 678,616 8,788 2.196 689.600 17.802) 254,532 48,169 85,057 850 45,066 63.156 496,830 3O8,438 74,112 55,379 334,443 210,287 48,424 1,716 43,373 3,291 46,665 988) 1,125,140 628,310) 239.691 868,001) 11.493) 11,493) 879.494) 11 CIVIC CENTER FUND FEBRUARY 28, 1993 (CONTINUED) Capital Outlay Not Included in Operating Expenses: ProJe~:t Other Equipment Asbestos Abatement Acoustical Enclosure Removal Air Conditioning in Coliseum Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Exoenditures 62,330 233,835 118,800 17,635 432,600 233,835 $ 198.765 NOTE: Some of these projects are continued from prior years with inception to date totals. 12 CITY OF ROANOKE TRANSPORTATION FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 28, 1993 Operating Revenue: Century Station Parking Garage Williamson Road Parking Garage Market Square Parking Garage Church Avenue Parking Garage Tower Parking Garage Surface Parking Lots Total Operating Revenue Less: Operating Expenses Before Depreciation Operating Expenses Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income (Loss) Add: Non-Operating Income Transfer from General Fund Interest on Investments Miscellaneous Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Transfer to GRTC Fund Interest Expense Total Non-Operating Expenses Net Income (Loss) 1993 $ 30,321 158,372 125,928 285,265 136,164 39,548 775,598 441,059 441.059 334,539 349.462 ( 14,923) 719,163 3,979 1,900 724,442 709,519 338,516 530.518 869,034 ${ 159.515) 1992 178,691 126,092 307,161 86,807 39,287 738,038 303,421 303.421 434,617 254.421 180,196 300,000 1,059 707 301,766 481,962 300,000 119.542 419.542 $ 62.42O 13 CITY OF ROANOKE NURSING HOME FUND INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 28, 1993 Operating Revenue: Private Patient Fees Medicaid Patient Fees Medicaid Reimbursement Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services Operating Expenses Total Operating Expenses Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Interest on Investments Operating Supplement Total Non-Operating Income Net Income 1993 97,723 171,813 4~7,Q14 726.550 764,617 305.447 1.070.064 (343.514) 34.965 (378.479) 6.363 405.553 411,916 14 NURSING HOME FUND FEBRUARY 28, 1993 (CONTINUED) Capital Outlay Not Included in Operating Expenses: Proiect Other Equipment Total Project Expenditures Year to Date Expenditures 9,079 $ 9.079 15 CITY OF ROANOKE HOTEL ROANOKE CONFERENCE CENTER FUND INCOME STATEMENT FOR TIlE 8 MONTHS ENDING FEBRUARY 28, 1993 Operating Revenue: Operating Revenue Total Operating Revenue Less: Operating Expenses Operating Expenses Total Operating Expenses Operating (Loss) Add: Non-Operating Income Contribution from Capital Fund Contribution from Virginia Tech Interest on Investments Total Non-Operating Income Net Income 1993 36.210 36.210 (36,210) 50,000 50,000 869 100.869 16 CITY OF ROANOKE INTERNAL SERVICE FUND COMPARATIVE INCOME STATEMENT FOR THE 8 MONTHS ENDING FEBRUARY 28, 1993 Operating Revenue: Charges for Services Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services Operating Expenses Total Operating Expenses Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on investments Total Non-Operating Income Net Income 1993 $ 6,106,529 6.106,529 3,087,071 1.403,050 4,490,121 1,616,408 971,764 1,244.644 16~2 5.047.694 5,047.694 2,942,194 1,945.113 4,267.3O7 760,387 408,284 352,103 72,267 127,596 72,267 127,596 1~16.911 $ 479.699 17 INTERNAL SERVICE FUND FEBRUARY 28, 1993 (CONTINUED) Capital Outlay Not Included in Operating Expenses: Proiect Management Services - Furniture and Equipment Management Services - Other Equipment City Information Systems - Other Equipment City Information Systems - Library Automation Equipment Fleet Management - Furniture and Equipment Fleet Management - Other Equipment Utility Line Services - Other Equipment Utility Line Services - Sewershed Study Total Year to Date Exoenditures $ 2,578 106,118 73,611 10,035 4,438 1,329 83,527 98.620 $ 380.256 18 CfTY OF ROANOKE, VII~31NIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED FEBRUARY 28, 1993 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CiTY TREASURER OF THE CITY OF ROANOKE ', iRG INIA FOR THE FUNDS OF SAID CITY THE MONTH ENDED FEBRUARY 28 !993 FUND BALANCE AT RECEIPTS D~SBURSEMENT$ BALANCE AT SALANC E AT JAN. 31. 1993 FEB. 28, 19~3 FEB 29, 1992 GENERAL S4.796,283.11 $13,055.544.54 $14,724.273.75 $3,127,553~g0 $1.566.494~2 WATER 32.159.267,30 433.674.19 1,403.082.08 ~31,189,859.41 31.632,962.37 SEWAGE 1.551,966.25 1.011.597,63 919,192.08 $1,644,371.80 1.601 9~0.67 AIRPORT 5.850,314.08 456,~49.07 305,367.73 ~001,895~42 4.807, 130,42 CIVIC CENTER 345,770.98 59,398.17 116,654.72 $288,514~41 (492,528 62~ INTERNAL SERVICE 4.082.2,44.16 313,560."0 265,564.31 $4-, 130~t39,95 3490782.31 TRANSPORTATION 333,211.01 74,711,56 306,352.81 $I01,509.76 !20,873.43 CAPITAL 18.512,144.38 145,856.74 655.713.96 $18,002,287.15 19.920,186.31 NURSING HOME 262,369.23 32,546,39 120.809.61 $174,106.01 0.00 HOTEL & CONVENTION 6&488.93 190.00 4, 176.89 ,$64,502.04 0.00 DEBT SERVICE 6,98&621.86 1,443.247.11 1,332,054.. 19 $7,0gg,814,78 7,135.025.08 PENSION 108,511.35 682,853.97 531,546.86 ,~2~,816.~ (174.4.79.84) FDETC 147.477.94 180,590.11 146,031.90 $182,03~. 15 58.557.55 GRANT PROGRAMS (1,136,182.34) 795,437.50 984,296.72 ($1,32S,04t.56) (1.050.241.45) PAYROLL (5,301.550.33) 10,749,495.72 11,7~4,583.56 (~6,276.638.17) (7,175.720,64) TOTAL $68,768,937.89 $29,435,652.80 $33,539,801,17 $04~664,T8~,52 $61,440,952.21 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY O F ROANOKE VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED FEBRUARY 28 1993 THAT SA~D FOREGOING: CASH IN HAND CASH IN BANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: CERTIFICATES OF DEPOSIT CENTRAL FIDELITY BANK $12,000.000.00 DOMINION BANK NATIONSBANK SJGNET BANK STATE NON-ARBITRAGE PROGRAM (SNAP) TOTAL DATE: MARCH 10. 1993 19 UNITED STATES SECURITIES 7,000.000.00 4,000,000.00 2,000,000.00 39,205,213.79 ~010.0~ 4,5~,565.~8 12,000,000~00 2,000,000,00 ~9,206,21'~79 GOR~)~ON E.'PETE~S; R~AN'OkE-C~TY TREASURER CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 8 MONTHS ENDING FEBRUARY 28, 1993 Revenue City's Contributions Investment Income Gain on Sale of Investments income from Bond Discount Amortization Total Revenue 1993 $ 4,094,012 3,302,462 2,751,197 268,385 ~ 10.416.056 1992 3,396,055 3,465,076 5,230,894 115.103 $ 12.207.128 Exoenses Pension Payments Fees for Professional Services Active Service Death Benefit Expense From Bond Premium Amortization Administrative Expense Total Expenses Net Income Year to Date 4,522,525 377,277 19,939 213,526 127.997 5.261.264 5,154.792 $ 4,331,476 233,939 160,021 121,~Q2 4,846,938 20 CITY OF ROANOKE PENSION PLAN BALANCE SHEET AS OF FEBRUARY 28, 1993 Assets Cash Investments: (market value - Due From Other Funds Other Assets Total Assets 1993 9151,429,796 1992 9139,919,189) 1993 1992 198,965 9( 174,488) 132,944,486 362 18.000 9 1;~3,161.813 121,346,521 82 18.000 9 121.190.115 Liabilities an(I Fund Balance Due to Other Funds Total Liabilities Fund Balance, July 1 Net Income Year to Date Fund Balance Total Liabilities and Fund Balance 9 569,027 $ ~42,766 569.027 542,766 127,437,994 113,287,159 5,154,792 7,360,190 132,592,786 120,647,349 ~ 9 121.190.115 21 MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #60-467 Mr. W. Robert Herbert City M~nager Roanoke, Virginia Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Gentlemen: Your report reeoalmending certsin changes in the City's Accounting Fund structure to be implemented in connection with development of the City's annual budget for fiscal year 1993-94, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. On motion, duly seconded and adopted, Council concurred in the recommendation. Sincerely, ~ Mar~y F. Parker, CMC/AAE City Clerk MFP: sm pc: Mr. Finn D. Pincus, Chsi~-person, Roanoke City School Board Dr. Frank P. Tota, Superintendent of Schools Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board Mr. Barry L. Key, l~nnager, Office of Mnnngement and Budget CITY OF ROANO DEPARTMENT OF FIN - qT 215 Church Avenue, S.W., Room 461, P.O. Drawer 1220 93 ~,~ '~ 0 ~ 9 '.0~) Roanoke, Virginia 2~06-1220 Telephone: (703) 981-2821 Telecopier: (703) 981-29~ March 15, 1993 Honorable Mayor David A. Bowers and Members of City Council Roanoke, Virginia SUBJECT: Changes in Accounting Fund Structure Dear Mayor Bowers and Members of Council: We are recommending two beneficial accounting changes which the Department of Finance, City Manager, and the School Administration propose to implement in the development of the Annual Budget for Fiscal Year 93-94. These changes will establish a new "School Fund" and divide the Internal Service Fund into five separate funds for City Information Systems, Fleet Management, Management Services, Materials Control and Utility Line Services. SGhool Fund Currently, the operation of the City's public school system is accounted for in the City's General Fund with other general government functions such as public safety, public works, health and welfare and community development. The proposed change will move all the revenue and expenditures for education, including school grants, from the General Fund to a separate School Fund. The local tax revenue support of the education function will be reflected as an expenditure (transfer) from the General Fund and reported as a revenue source in the School Fund. The City will realize the following benefits as a result of establishing this new fund: e The School Fund will include all revenue and expenditures of the school system in a separate identifiable fund for improved reporting of school system operations, The City's monthly financial statements presented to City Council will include a new statement for Council's review and information. (See Exhibit I, Exhibit II and Exhibit III). e A goal of the School Administration is to accumulate the necessary information to issue a separate component unit financial report. This report will be similar to the annual report which is prepared for the City's pension plan. It will include significantly more detail financial and statistical information related to the operation of the City's school system. The education function will remain a part of the City's annual financial report. Honorable Mayor David A. Bowers, and Members of City Council March 15, 1993 Page 2 e This new fund will allow the City to meet reporting requirements of the Virginia Auditor of Public Accounts. We anticipate that the State Auditor of Public Accounts will require localities to use a school fund for school operations instead of inclusion in the General Fund. School capital projects, such as elementary school renovations, will continue to be accounted for on a project by project basis in the Capital Projects Fund. Internal Service Funds The City's Internal Service Fund is composed of five departments which provide services to other City departments. These funds are currently accounted for as one fund. For external financial reporting, they are split into five separate funds at the end of the year as required by the State Auditor of Public Accounts. The proposed change is to account for each fund separately on the City's accounting records. (Exhibit IV). e This change will provide more detailed information for analyses and billing rate adjustments during the year. e The preparation of the City's annual financial report will be more efficient for the Internal Service funds. We are looking forward to implementing the changes outlined as we continue to enhance the City's ability to monitor its financial position on an ongoing basis. We recommend City Council's concurrence in establishing these new funds when the Annual Budget Ordinances are adopted in May 1993 with an effective date of July 1, 1993. We would be pleased to answer any questions. A~ing Director of Finance City Manager JDG/pac cc: Wilburn C. Dibling, Jr., City Attorney Richard L. Kelley, Executive for Business Affairs EXHIBIT I Current ***BEFORE DELETING EDUCATION ACCOUNTS*** General Property Taxes Other Local Taxes Permits, Fees, and Licenses Fines and Forfeitures Revenue From Use of Money and Property Education Grants-in-Aid Commonwealth Grants-in-Aid Federal Government Charges for Current Services Miscellaneous Revenue Total CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE Year to Date for the period Ju11-June30 Ju11-June30 1990-91 1991-92 49,163,956 $ 52,533,915 38,435,593 38,061,138 506,405 515,513 Current Fiscal Year Revised Percent of Percentage Revenue Revenue Estimate of Change Estimates Received 6.85% $ 50,536,300 103.95% 0.97%) 38,284,556 99.42% 1.80% 471,000 109.45% 675,056 578,518 1,409,735 791,045 40,451,696 40,070,346 25,158,394 25,596,465 38,631 30,592 5,063,868 4,868,204 574,642 343,910 14.30%) 666,000 88.19% 43.89%) 766,740 103.17% 0.94%) 40,074,083 99.99% 1.74% 25,624,365 99.89% 20.81%) 27,000 113.80% 3.86%) 4,975,107 97.85% ( 40.15%} 218,625 157.31% $161~477~922 $ 193(389.646 1.18~ $ 161;633~776 101.09~ ***AFTER DELETING EDUCATION ACCOUNTS*** CITY OF ROANOKE, VIRGINIA GENERAL FUND PRO FORMA STATEMENT OF REVENUE Year to Date fo~ the Period Jul 1 - June 30 Jul 1 - June 30 1990-91 1991-92 Revenue Source General Property Taxes $ 49,163,956 $ 52,533,915 Other Local Taxes 38,435,639 38,061,138 Permits, Fees, and Licenses 806,408 818,513 Fines and Forfeitures 676,086 578,518 Revenue From Use of Money and Property 1,409,735 791,O48 Grants-in-Aid Commonwealth 28,158,394 25,596,465 Grants-in-Aid Federal Government 38,631 30,592 Charges for Current Services 6,063,868 4,868,204 Miscellaneous Revenue 574,642 343,910 Total $ 121,026,226 $ 123,319,300 Proposed Cu~em F~oalY~r Revised Percent of Percentage Revenue Revenue Estimate of Change Estimates Received 6.88% $ 50,536,300 103.95% 0.97%) 38,284,556 99.42% 1~80% 471,000 109.45% 14.30%) 656,000 88.19% 43.89%) 1.74% 20.81%) 3.86%) 40.15%} 1,89% 766,740 103.17% 25,624,365 99.89% 27,000 113.30% 4,975,107 97.85% 218,625 157.32% $ 121,559,69~3 101.45__% ** * BEFORE DELETING EDUCATION ACCOUNTS * * * EXHIBIT II CITY OF ROANOKE, VIRGINIA GENENAL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES Jul 1 - June 30 Jul 1 - June 30 Percentage Unencumbered Revised 1990-91 1991-92 of Change Balance Approoriatione General Government $ 8,655,107 Judicial Administration 3,488,572 Public Safety 29,333,831 Public Works 20,112,815 Health and Welfare 13.734,320 Parks, Recreation and Cultural 3,903,444 Community Development 954,640 Education 72,945,525 Debt Service 8,310,900 Nondepartmental 3.964,260 $ 8,750,626 1.10% $ 183,340 $ 8,933,966 3,381.385 ( 3.07%) 86,510 3,467,895 29,816,275 1.64% 336,254 30,152,529 20,076,275 ( .18%) 556,889 20,633.164 15,216,913 10.79% 276,093 15,493,006 3,857,915 ( 1.17%) 32,016 3,889.931 862,423 ( 9.66%) 12,752 875,175 73,628,782 0.94% 623,896 74,252,678 7.986,839 ( 3.90%) 7,986,839 2.803.542 { 29.28%) 144,057 2.947.599 166.380.975 0.59% $ 2.251.807 $ 168.632.782 Curr~nt Percent of I~Jdget Obligated 97.95% 97,51% 98.88% 97.30% 98.22% 99.18% 98.54% 99.16% 100.00% 95.11% 98.66% ** *AFTER DELETING EDUCATION ACCOUNTS* * * CITY OF ROANOKE, VIRGINIA GENENAL FUND PRO FORMA STATEMENT OF EXPENDITURES AND ENCUMBRANCES Jul I - June 30 Jul I - June 30 Percentage Unencumbered Revieed 1990-91 1991-92 of Change Balance ADDroDriatione General Government $ 8,656,107 $ 8,750,626 Judicial Administration 3,488,572 3,381,385 Public Safety 29,333,831 29,816,275 Public Works 20,112,815 20,076,275 Health and Welfare 13,734,320 15,216,913 Parks, Recreation and Cultural 3,903,444 3,857,915 Community Development 954,640 862,423 Debt Service 8,310,900 7,986,839 Transfer to School Fund 31,997,103 33,027,257 Nondepartmental 3r964~260 2~803,542 $ 124,454,99~2 $ 1__25.779.450 1.10% 3.07%) 1.64% 0.18%) 10.79% 1.17%) 9.66%) 3.90%) 3.22% 29.28%) 1.06% $ 183,340 $ 8,933,966 86,510 3,467,895 336,254 30,152,529 556,889 20,633,164 276,093 15,493,006 ProDosed Percent of Budget Oblieated 97.95% 97.51% 98.88% 97.30% 98.22% 32,016 3,889,931 99.18% 12,752 875,175 98.54% 7,986,839 100.00% 33,027,257 100.00% 144,057) 2,947,599 95.11% 627 911 $ 127,407.36~1 98.72% EXHIBIT III Proposed CITY OF ROANOKE, VIRGINIA SCHOOL FUND PRO FORMA STATEMENT OF REVENUE State Sales Tax Grants-in-Aid Commonwealth Grants-in-Aid Federal Government Charges for Services Transfer from General Fund Special Purpose Grants Total Year to Date for the Period Jul 1-June 30 Jul 1-June 30 1990-91 1991-92 Cuwaot FbcalYeor Ravi~ed Percent of percentage Revenue Revenue Estimate of Change Estimates Received 6,872,367 $ 6,888,223 0.23% $ 7,401,730 93.06% 22,710,783 21,672,528 ( 4.57%) 21,001,624 103.19% 1,653,059 1,876,620 13.52% 1,581,272 118.68% 2,006,674 2,019,278 0.63% 2,475,760 81.56% 31,997,103 33,027,257 3.22% 33,027,257 100.00% 7,208,813 7,613,697 5.62% 7r613.697 100.00% 72r448~799 $ 73 097 603 0.90% $ 73f101,340 99.99% General Support Food Services Facilities Other Uses of Funds Special Purpose Grants CITY OF ROANOKE, VIRGINIA SCHOOL FUND PRO FORMA STATEMENT OF EXPENDITURES AND ENCUMBRANCES Percent of Jul 1-June 30 Jul 1-June 30 Percentage of Unencumbered ReviBed Budget 1990-91 1991-92 Chancle Balance ADDroDriation8 Obligated Prooosed 48,044,612 $ 48,132,962 0.18% $ 456,450 $ 48,589,412 99.06% 12,397,977 12,471,297 0.59% 45 12,471,342 100.00% 2,793,496 2,881,937 3.17% 117,972 2,999,909 96.07% 1,495,196 1,419,911 (5.04%) 49,429 1,469,340 96.64% 508,705 577,799 13.58% 241 578,040 99.96% 7r705,539 8,144,876 5.70% 8,144,876 100.00% Total $ 72.945.525 ~ 0.94% ~624,137 ~ 99.16% CITY OF ROANOKE Internal Service Funds Pro Forma Comparative Income Statement For the Twelve Months Ending June 30, 1992 Exhibit IV Operating Revenue Charges for Services Other Total Operating Revenue Less: Operating Expenses Before Depreciation Personal Services Other Operating Exps. Total Operating Exps. Before Depreciation Operating Income Before Depreoiation Less: Depreciation Operating Income Add: Nonoperating Income Interest Revenue Transfers from Other Funds Total Nonoperating Income Net Income City Utility Information Meterlele Management Line Fleet Sy~tema Control Services Servicea Maintenance $ 2,136,147 $ 199,712 $ 458,056 2.136.147 199,712 458.056 $ 2,793,841 40~000 2.833.841 Totale 1992 1991 $ 1,850,884 $ 7,438,640 $ 7,544,092 40,000 1,850,884 7,478.640 7,544,092 383,411 96,286 59,238 503,278 125,806 1,168,019 930,143 316,906 1,454 27,710 182,027 29,548 557,645 612,425 66,505 84,832 31~528 321.251 96~258 610~374 317r718 49,337 4,604 10,582 64,523 42,741 171,787 122,581 25~417 49,337 4,604 10,582 64~523 42.741 171,787 147,998 $ 116r842 ~ 99~436 ~ 42,110 $ 385 774 $ 1381999 $ 782.161 $ 465 716 1,752,736 103,426 398,818 2,330,563 1.725.078 6,310,621 6,613,949 1,107,933 78,701 100,281 1,922,694 1,091,035 4,300,644 4,278,160 644,803 24,725 298,537 407,869 634,043 2,009,977 2.335.789 MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #111-184-79 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 31394-032293 establishing an annual salary increment payable on a bi-weekly basis, in the amount of $1,300.00, pursuant to Paragraph 7, of Ordinance No. 31000-051192, adopted on May 11, 1992, for two Tax Compliance Administrator positions in the Office of Billings and Collections, for use of private vehicles for City business, effective April 1, 1993; Ordinance No. 31394- 032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F.Parker, CMC/AAE City Clerk MFP: sm Ene. pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Ms. Deborah J. Moses, Chief of Billings and Collections Ms. Corinne B. Gott, Acting Director, Human Development Mr. Kenneth S. Cronin, Personnel Manager Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of March, 1993. No. 31394-032293. AN ORDINANCE establishing an annual salary increment for automobile use for a certain Job classification in the City's service, to be effective on April 1, 1993; and providing for an emergency. WHEREAS, Paragraph 7 of Ordinance No. 31000-051192, adopted May 11, 1992, establishes annual salary increments payable on a bi- weekly basis for Job classifications which require the incumbent to privately own or lease a motor vehicle routinely used in the course of conducting City business; and WHEREAS, it is the intent of City Council to add a new job classification, to the list of classifications for which the annual salary increment for automobile use is authorized. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. In addition to the Job classifications established by Paragraph 7 of Ordinance No. 31000-051192, an annual salary increment payable on a bi-weekly basis shall be provided for the hereinafter set out Job classification which requires the incumbent(s) to privately own or lease a motor vehicle routinely used in the course of conducting City business as follows: Position Title Annual Salary Increment Tax Compliance Administrator $ 1,300.00 2. If the requirement that the foregoing officer(s) or employee(s) own or lease a motor vehicle for routine use in the conduct of City business should be eliminated, then the salary increment established by this Ordinance shall be terminated as of the date of elimination of such requirement. 3. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect on April 1, 1993. ATTEST: City Clerk. CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, S.W., Room 461 P.O. Drawer 1220 Roanoke, Virginia 24OO6-1220 Tetephone: (703) 981-2n21 Telecopier: (703) 981-2940 March 15, 1993 '93 g¢%-'9 72"59 Honorable Mayor and Members Roanoke City Council Roanoke, Virginia Dear Mayor and Members of Council: We have two positions in the Office of Billings and Collections titled "Tax Compliance Administrator". These two positions monitor compliance, collection, and enforcement of the Prepared Food Tax, Admissions Tax, Transient Occupancy Tax, E-911 Telephone Tax, Utility Tax, Franchise agreements and Bingo/Raffle permits. As Council is aware, these responsibilities were transferred from the Commissioner of the Revenue to the Director of Finance July 1, 1992, except for Prepared Food Tax. Both of these positions require significant work in the field as part of their duties and responsibilities; weekend work is often required. I respectfully request the "Tax Compliance Administrator" be one of the positions authorized to receive an annual salary supplement for the use of a private vehicle for city business purposes. The work, time, and benefit to the city certainly justify your consideration. The Commissioner of Revenue has an authorized position titled "Tax Compliance Auditor" that currently receives an annual salary supplement of $1,300. This position is very comparable to the position in Billings and Collections from the view point of internal employee equity. I recommend an annual salary supplement for the use of a private vehicle for City business purposes of $1,300 effective April 1, 1993 for the "Tax Compliance Administrator" position. Sincerely, Acting Director of Finance JDG:s cc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney MARY F. PA~,ER City Clerk, CMC/AAE 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 March 25, 1993 File #70-67-353-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31395-032293 accepting the bid of R.B.S. Building Management, in the amount of $12,590.00, for renovations to Southeast Action Forum and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities, as more particularly set forth in a report of a bid committee under date of March 22, 1993. Resolution No. 31395-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. L. Bane Coburn, Civil Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director, Public Safety Mr. Rawleigh W. Quarles, Fire Chief Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Ms. Marie T. Pontius, Grants Monitoring Administrator Mr. Kit B. Kiser, Director, Utilities and Operations Mr. D. Darwin Roupe, Manager, General Services MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #70-67-353-236 Mr. Rajul Shukla, President R. B.S. Building Management 5610 Country View Drive Troutville, Virginia 24175 Dear Mr. Shukla: I am enclosing copy of Resolution No. 31395-032293 accepting the bid of R.B.S. Building Management, in the amount of $12,590.00, for renovations to Southeast Action Forum and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities, as more particularly set forth in a report of a bid committee under date of March 22, 1993. Resolution No. 31395-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~.~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-~41 SANDRA H. EAKIN Deputy City Clerk July 27, 1993 Rajul B. Shukla, President R. B.S. Building Management 5610 Country View Drive Troutville, Virginia 24175 Dear Mr. Shukla: I am returning the certified Cashier's Check deposited with your bid for construction of disability compliance at the Southeast Action Forum (Old Fire Station No. 6) and Villa Heights Recreation Center. The bid was accepted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Please sign the enclosed receipt and return to me for my flies. With kindest regards, I am Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W.. Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 SANDRA H. E~KIN Deputy City Clerk March 25, 1993 File #70-67-353-236 Acorn Construction, Ltd. Building Specialists, Inc. Construction Services of Roanoke, Inc. Claude Erps Construction, Inc. Derr Construction Company, Inc. H & S Construction Company McDowell Building Services, Inc. Williams Painting and Remodeling, Inc. Ladies and Gentlemen: I am enclosing copy of Resolution No. 31395-032293 accepting the bid of R.B.S. Building Management, in the amount of $12,590.00, for renovations to Southeast Action Forum and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities, as more particularly set forth in a report of a bid committee under date of March 22, 1993. Resolution No. 31395-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of March, 1993. No. 31395-032293. VIRGINIA, A RESOLUTION accepting the bid of R.B.S. Building Management, for renovations to Southeast Action Forum and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made to the City for the work. BE follows: 1. IT RESOLVED by the Council of the City of Roanoke as The bid of R.B.S. Building Management, in the total amount of $12,590.00, for renovations to Southeast Action Forum and Villa Heights Recreation Center buildings with requirements for persons with particularly set forth in the March 22, to assist in compliance disabilities, as more 1993 report of the City Manager to this Council, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. Roanoke, Virginia March 22, 1993 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Persons with Disabilities Compliance Southeast Action Forum (Old Fire Station No. Villa Heights Recreation Center Roanoke, Virginia 6) and I concur with the recommendation of the attached Bid Committee Report. Respectfully Submitted, W. Robert Herbert City Manager WRH/kp cc: City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Grants Monitoring Administrator Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Roanoke, Virginia March 22, 1993 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Persons with Disabilities Compliance Southeast Action Forum (Old Fire Station No. Villa Heights Recreation Center Roanoke, Virginia 6) and II. Backqround: Bids, following proper advertisement, were publicly opened and read aloud before City Council on March 1, 1993 for renovations to Southeast Action Forum and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities. Nine (9) bids were received with R.B.S. Building Management of Troutville, Virginia submitting the low bid in the amount of $12,590.00 and 60 consecutive calendar days. -- C. Project consists of the following: Southeast Action Forum: A new sidewalk and access ramp, a new toilet accessible to persons with disabilities, plus renovations to the electric system as required. Villa Heights Recreation Center: A new access ramp to the new building. (The toilet renovation at this facility, which was part of the original bid rejected by Council on November 23, 1992 because the quoted price exceeded the CDBG funds available, will be bid separately in the near future.) Issues in order of importance are: Compliance of the bidders with the requirements of the contract documents. B. Amount of the low bid. C. Funding for the project. D. Time of completion. Page 2 III. Alternatives are: Award a lump sum contract to R.B.S. Building Management in the amount of $12~590.00 and 6--0 consecutive calendar days for renovations to Southeast Action Forum and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities in accordance with the contract documents as prepared by the Office of the City Engineer, Project No. 06-92C, revised January 31, 1993. 1. Compliance of the bidders with the requirements of the contract documents was met. 2. Amount of the low bid of $12~590.00 is acceptable. 3. Fundinq for this project is available from Community Development Block Grant as follows: Contract Amount Contingency $12,590.00 1~310.00 Total Funding Required $13,900.00 From CDBG accounts as follows: Southeast Action Forum Account No. 035-092-9237-5162 Villa Heights Recreation Center Account No. 035-092-9237-5161 $10,000.00 3,900.00 Total $13,900.00 Time of completion is quoted as 6-0 consecutive calendar days which is acceptable. Reject all bids and do not award a contract at this time. Compliance of the bidders with the requirements of the contract documents would not be an issue. Amount of the low bid would probably increase if re-bid at a later date. 3. Funding would not be encumbered at this time. Page 3 IV. 4. Time of completion would be extended. Recommendation is that City Council take the following action. A. Concur with the implementation of Alternative 'A'. Authorize the City Manager to enter into a contractual agreement, in form approved by the City Attorney, with R.B.S. Building Management of Troutville, Virginia, for renovations to Southeast Action Forum (Old Fire Station No. 6) and Villa Heights Recreation Center buildings to assist in compliance with requirements for persons with disabilities in accordance with the contract documents as prepared by the Office of the City Engineer, Project No. 06-92C, revised January 31, 1993, in the amount of $12~590.00 and 60 consecutive calendar days. -- Authorize the Director of Finance to encumber the funding in Community Development Block Grants as follows: Southeast Action Forum Account No. 035-092-9237-5162, Villa Heights Recreation Center Account No. 035-092-9237-5161 $10,000.00 3~900.00 Total Funds Encumbered $13,900.00 *Southeast Action Forum is Belmont Fire Station Neighborhood Center account. D. Reject the other bids received. Respectfully su~itt9~, William White, Sr./ Chairman William F. Clark Director, Public Works WW/LBC/kp Kit Bi Kiser Director, Utilities & Operations Page 4 Attachment: Tabulation of Bids cc: City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Grants Monitoring Administrator Assistant to City Manager for Community Relations City Engineer Construction Cost Technician TABULATION OF BIDS PERSONS WITH DISABILITIES COMPLIANCE SOUTHEAST ACTION FORUM (OLD FIRE STATION NO. 6) VILLA HEIGHTS RECREATION CENTER ROANOKE, VIRGINIA PROJECT NO. 06-92C REVISED JANUARY 31, 1993 Bids opened before City Council on Monday, March 1, 1993 at 2:00 p.m. BIDDER I BOND I BASE BID I TIME* R.B.S. Building Management Check $12,590.00 60 Claude Erps Construction Co. Yes 17,832.00 40 Construction Services of Yes 18,530.00 90 Roanoke, Inc. Williams Painting and Yes 18,998.00 120 Remodeling, Inc. McDowell Building Services Check 19,980.00 45 Derr Construction Co., Inc. Check 22,784.00 35 Building Specialists, Inc. Yes 23,200.00 90 Acorn Construction, Ltd. Yes 29,995.00 H & S Construction Co. Yes 35,000.00 90 Estimated Cost: $25,000.00 William White, Sr., Chairman William F. Clark Kit B. Kiser Office of City Engineer Roanoke, Virginia March 22, 1993 MARY F. PAl~C~C~ City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 21:5 Church Avenue, S.W., Room 4:56 Roanoke, Virginia 2~011 Telephone: (703) 9~1-2~41 [~puty City Clerk March 25, 1993 File #110-137-178-226-233-236-246-304-450 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31396-032293 supporting a supplemental appropriations bill pending in the United States House of Representatives which conforms to the President's economic stimulus package of $16.4 billion in emergency spending this year. Resolution No. 31396-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Ms. Neva H. Smith, Executive Director, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. Theodore J. Edlich, III, Executive Director, Total Action Against Poverty in Roanoke Valley, Inc., 145 Campbeli Avenue, S. W., Roanoke, Virginia 24011 Mr. Staniey R. Hale, III, Executive Director, Southwest Virginia Community Development Fund, 401 First Street, N. W., Roanoke, Virginia 24016 Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance MARY F. PA~K~ City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (?03) 981-2541 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #110=137=178=226-233'236'246'304'450 The Honorable Charles S. Robb United States Senator Room 493, Russell Senate Office Building Washington, D. C. 20510 Dear Senator Robb: I am enclosing copy of Resolution No. 31396-032293 supporting a supplemental appropriations bill pending in the United States House of Representatives which conforms to the President's economic stimulus package of $16.4 billion in emergency spending this year. Resolution No. 31396-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm F, nc. MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #110-137-178-226-233-236-246-304-450 The Honorable John W. Warner United States Senator Room 225, Russell Senate Office Building Washington, D. C. 20510 Dear Senator Warner: I am enclosing copy of Resolution No. 31396-032293 supporting a supplemental appropriations bill pending in the United States House of Representatives which conforms to the President's economic stimulus package of $16.4 billion in emergency spending this year. Resolution No. 31396-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~&.~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. MARY F. PAI~KF~ City Clerk, CMC/AAE CITY OF ROANOK 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 March 25, 1993 File #110-137-178-226-233-236-246-304-450 The Honorable Robert W. Goodlatte Member of Congress 6th District, Virginia 540 Crestar Plaza 10 Franklin Road, S. E. Roanoke, Virginia 24011 Dear Congressman Goodiatte: I am enclosing copy of Resolution No. 31396-032293 supporting a supplemental appropriations bill pending in the United States House of Representatives which conforms to the President's economic stimulus package of $16.4 billion in emergency spending this year. Resolution No. 31396-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of March, 1993. No. 31396-032293. A RESOLUTION supporting a supplemental appropriations bill pending in the United States House of Representatives which conforms to the President's economic stimulus package of $16.4 billion in emergency spending this year. WHEREAS, the Rouse Appropriations Committee has passed an urgent supplemental appropriations bill which conforms to the President's economic stimulus package of $16.4 billion in emergency spending this year; WHEREAS, the economic stimulus Appropriations Committee includes $2.5 package approved by the billion for the Community Development Block Grant program, nearly $4.0 billion for the ISTEA Surface Transportation Programs and $1.0 billion for Summer Jobs Programs; WHEREAS, the recent economic recovery has been marked by a paucity of job creation; and WHEREAS, the economic stimulus package approved by the House Appropriations Committee will help cities provide jobs immediately; IT RESOLVED by the Council of the City of THEREFORE, BE Roanoke as follows: 1. The City appropriations bill and urges Senators Council hereby endorses the supplemental adopted by the House Appropriations Committee Warner and Robb and Congressman Goodlatte to support this package. 2. The Clerk is directed to forward an attested copy of this resolution to the Honorable John W. Warner, United States Senator, the Honorable Charles $. Robb, United States Senator, and the Honorable Robert W. Goodlatte, Member, House of Representatives. ATTEST: City Clerk. March 22, 1993 To The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia 24011 Subject: Team Roanoke I. Backro_g_EQ~g~d November, 1992, City Council requested the City Manager to discuss with the Legislative Affairs Committee how the City might benefit from President Bill Clinton's Economic Stimulus Program. Team Roanoke was established on December 23, 1992, bringing together the various City departments, Total Action Against Poverty, Southwest Virginia Community Development Fund and Roanoke Redevelopment and Housing Authority, to identify what type of projects the City could have ready within three months, six months and twelve months. A comelete list of Dro!ects which was compiled is attached hereto as Attachment I. The United States Conference of Mavors sent a request to Mayor Bowers via facsimile on January 28, 1993, asking for a list of infrastructure projects that could be ready to go within 90 days and completed by the end of 1993. See Attachment I1. The United States Conference of MaYors released a summary of ready-to-go projects on February 18, 1993 in Washington, D.C. See Attachment III, and a list of President Clinton's proposals - Attachment IV. The NatiQnal Leaque of Cities endorsed President Clinton's Economic Recovery Plan - March, 1993. Team Roanoke oave a full reoort to the City of Roanoke Legislative Affairs Committee on Friday, March 12, 1993. II. III. Ao Urgent SuDDlemental Aoorooriation bill which conforms to President Clinton's economic stimulus package of $16.4 billion in emergency spending this year has been passed by the House Appropriation Committee. On March 17, 1993, the full House began debates on a budget resolution which establishes the long-term investment initiatives contained in the President's Program. On March 18, 1993, the full House began considering the Supplemental Appropriation bill which includes funding for transportation projects, Community Development Block Grant (CDBG) programs, and Summer Youth Employment. $1.337.000 represents the increased level of CDBG funding that Roanoke City stands to gain if the bill is passed. Current need is in excess of $2.8 million. $9.950,000 is the maximum amount of funding needed for projects identified by the City that can be obligated in 120 days and some portion of proiect completed by the end of 1994. Fundina is currently available for only 4 percent of the eligible participants in the Summer Youth Employment Program provided through the Fifth District Employment and Training Consortium, Issues: Timing Cost Benefit Alternative A City Council endorse a resolution in support of House Appropriations Committee's Supplemental Appropriations bill which includes funds for transportation projects, Community Development Block Grant Programs and Summer Youth Employment. Bo City Council direct City Manaeer to provide copies of the resolution to all Virginia Senators and Congressmen as well IV. WRH/PFS/dh CC: as the National League of Cities and the United States Conference of Mayors and others as deemed necessary. Issues: Timinfl is very crucial as debates began on March 17, 1993. Cost - No cost to the City of Roanoke. Benefit could be realized is increased funding for CDBG, infrastructure project and Summer Youth Program. Alternative B City Council not endorse a resolution in support of the House Appropriation Committee's supplemental appropriation bill. Issues: Timinq could be jeopardized since debate began in the full House on March 17, 1993. Cost no impact Benefit to the City may still be realized through the offers of cities and organization. Recommendation. Alternative A. Respectfully ~b_mitt~d, / Co-Chair; Leg'~fative Affa rs Committee City Attorney Acting Director of Finance Grants Monitoring Administrator Office of Economic Development ATTACHMENT I INFRASTRUCTURE PRO.IECTS I. PUBLIC WORKS PROJECTS PROJECT DESCRIPTION OBLIGATED BY 9-.30-93 Salem Avenue Streetscape - complete ±$ 300,000 design around Dominion Tower City-wide tree planting program - replace + 100,000 trees removed by City forces + 750,000 City-wide curb, gutter and sidewalk +$9.5 million reques~ pending Neighborhood storm drains :t:$4.5 million identified needs Luck Avenue storm drain - complete ± 500,000 downtown project Curb, gutter and entxances - Statesman's ± 300,000 Industrial Park - complete storm drain project Bridge maintenance and replacements ± 6,000,000 ±$6 million identified New traffic signals ± 1,000,000 ± 12 intersections qualified Handicapped access improvements - ADA ± 300,000 compliance TOTAL ±$10,250,000 UTILITI~ AND OPERATIONS PROJECTS OBLIGATED BY 9-30-93 PROJECT DESCRIPTION MUST KNOW BY ESTIMATED COST Repair and remark the Civic March 15, 1993 $ 190,000 Center Parking lot Pressure clean and paint Civic March 15, 1993 120,000 Center exterior surfaces Construct 180,000 gallon finish April 1, 1993 300,000 water reservoir at Falling Creek Filter Plant with piping and controls Construct parallel finish water March 1, 1993 15,000,000 transmission lines, additional booster pumping capacity and additional storage capacity between Carvins Cove and Crystal Springs Expand and upgrade the sewage April 1, 1993 50,000,000 treatment plant, Roanoke River Interceptor line and the Tinker Creek interceptor line. (would have to be a design/build, mm- key project) TOTAL $6~,610,000 OTHER AGENCY/COMMUNITY CONCERNS A. Fifth District Emt)loyment and Training Consortium There should be no new JTPA legislation enacted which results in changes to the delivery system/process. For all of the problems inherent to the JTPA system, staff at the federal, state and local levels are familiar with the process and are achieving positive results for clients. o A complete, or even a partial, overhaul of the system will result in delays in providing needed services to eligible participants while new regulations are drafted, staff at all levels are trained and programs arc implemented. Also, invariably with a new program some segment of the population most in need of services is excluded from eligibility due to error or ill- conceived intent. At a minimum, JTPA funding should remain level. Of course, since budgetary constraints permit the majority of jTt'A service delivery areas to serve only about five percent (5%) of the eligible population, an increase in funding levels would be our first choice. Ideally, any increase should include the year-round JTPA program (Title A, Title C and Title III), not just the Summer Youth Employment program (Title B). Family Support Services legislation should be fully funded to provide for items such as child care and transportation. The availability of these supportive services is often a crucial factor in a client's successful completion of TI'PA or Department of Social Services JOBS programs. Collaborative projects that meet the full-range of client needs from social services, to employment, to housing (i.e. Project Self-Sufficiency) should be encouraged. A portion of the grant award for such efforts should be the provision of technical assistance in generating continuing support and resources from the private sector. Expand the Youth conservation Corps concept to provide a form of apprenticeship training, including elements of classroom and on-the-job training. Youth would be assigned to serve as apprentices in occupations for which they show an aptitude and express an interest. Also, whenever possible, individual youth should be assigned a mentor to ensure maximum benefit from the program. In this way, youth are better prepared to successfully enter the job market. Empha~a should be placed on economic development issues. This includes both job creation and re-training efforts. With the increase in lay-offs, mergers that result in dov~izing, plant closings, etc., formerly middle-income persons will be competing with the "economically disadvantaged" Yl'PA participants for some of the same jobs. In light of this, it becomes increasingly important to the FDETC that efforts are made to generate jobs and to provide funding for re-training of dislocated workers. 10. Potential **Quick Start** Projects a. Community_ Resource Center - site where persons who have been laid-off can come to receive a full-range of employment and training services, including counseling, assessments, classroom and on-the-job training opportunities. The center will also house a work area set up to facilitate individual job search. ~ - office space and supportive, resources (i.e. classroom training and mentoring relationships with business persons involved in similar enterprises) designed to assist fledgling small businesses. youth Conservation corps - (see related item above) FDETC currently operates one of four Conservation Corps programs in the state. Summer Youth Employment - an increase in funding would allow FDETC to serve a greater portion of the eligible youth who apply for this program. Customized Job Trainin,, - a combination of classroom (basic educational and vocational skills), plus on-the-job training activities designed to meet the needs outlined by specific employers. Participants who successfully complete the program are offered jobs with the employer(s) involved in the program or are qualified to apply with similar companies. (A limited version of this is operated by TAP using a mix of ~TPA and CDBG funds). ]~o.~nnke R~levelop_ merit and Housin? Authority. Federal funding of HUD pwgrams during the past twelve years has not kept pace with. the growing demand for affordable housing and stable neighborhoods. The HUD budget has not grown in proportion to the need and in proportion to the rate of growth of other parts of the federal budget. During this same period a number of important housing rehab and urban development programs were also terminated. Two key programs, Public Housing and Section 8 Rental Assistance were partiodarly hard hit. Funding needs to be restored. Other programs which are essential to "green lining" America's neighborhoods in n__e~_ and creating a positive investment climate are the Low-Income Housing Tax Credit and Mortgage Revenue Bond programs. These programs are essential to sustaining affordable housing production nd providing homeownership opportunities for first-time home buyers. These tax measures must be restored by the Congress early in 1993. The end of the Cold War presents the Congress and the Clinton Administration with a unique opportunity to refocus our priorities, energies,a nd federal budget on making America economically competitive again by investing in our human resources. The low-income Americans served by RRHA are part of that human capital which we cannot afford to waste. Local officials cannot shoulder this responsibility alone. They need theh' federal partner and the resource which our federal government can provide to make this bootstrap effort successful. HUD pwgrams are essential to this effort and must be supported and funded. Drug Elimination Grants - The Public and Assisted Housing Drug Elimination Program is the major source of HUD funding to rid Public and Assisted Housing communities of illegal drugs. Additional funding is needed. Family Investment Centers are multi-purpose service centers located in relrofitted public housing space. Fifteen percent of the funding can be used to coordinate or provide services such as literacy and job training, day care, after school programs, youth and recreation programs. The program serves low-income residents of public housing. On-site services in housing has proven to be one of the most effective methods of ensuring that families in public housing can actually attain the services they need. Generally, on-site services are also tailored to meet the needs of that community and they provide an investment in gaining the trust of the residents they serve. · ' FUNDING AREAS BEING CONSIDERED BY PRF. qIDENT-EL£CT CLINTON Increase federal spending on education and training by $10 billion in 1993 and $20 billion by 1996. · Full funding for Head Start and the Women, Infants and Childrens Nutrition program. Assistance to communities for opening community centers that give dropouts a second chance through Youth Opportunity Corps. · State and local government infrastructure needs. FUNDING AREAS RECOMMENDED BY NLC A supplemental appropriation of $2.5 billion to ensure full funding of the nation's new highway and public transportation laws this fiscal year. An immediate announcement will enable states and local governments to designate the most critical projects, so they will be ready for construction immediately upon enactment, and so that any funds not obligated within six months would revert to the federal Treasury. A streamlined version of the vetoed urban aid tax bill that will provide immediate assistance to the nation's cities and towns. Key components of the legislation should be: permanently reauthoriziag the expired municipal tax programs; creating the distressed cities flexible block grant and national public-private block grant programs; creating urban and rural enterprise zones; providing all distressed communities with authority to issue municipal economic development bonds; offering incentives to leverage bank investments in communities; and simplifying the costly restrictions on municipal bond authority. $3 billion in one-time supplement funding for the Community Development Block Grant (CDB~) program to be obligated by September 30, 1993, with $1 billion targeted to children under the age of six. This family intervention block grant should be the first step in the creation of a new children's human investment trust. It could be used to complement a fully-funded Head Start program. $1 billion in supplemental funding for the 1993 summer youth employment program so that every community has a parmership program with local businesses in place well before the school year ends. $.500 million in supplemental funding to provide incentives for community development banka and bank-nm community development corporation to make community reinvestment loans for job creating private investment in all distressed communities. Enasoiment of the Local Partnership Act, providing $3 billion in emergency funds to the nation's cities and towns to initiate ready-to-go capital projects, especially for unfunded federal mandate, such as those required by the federal Clean Water Act. This initiative should require that any funds not obligated by September 30, 1993, revert to a federal infrastructure revolving loan fund. OY NAYORS 1993 READY-TO-GO TRANSPORTATION PROJECTS ATTACHMENT II Name of Mayor: David A. Bowers City: Roanoke, Virginia Contact for Follow-up: Phillip F. Sparks, Economic Development Administrator Phone: 703-981-2715 Fax: 703-981-2773 READY-TO-GO TRANSPORTATION PROJECTS # OF DAYS 1993 NEEDED TO EMPLOYMF~NT FUNDING OBLIGATE POTENTIAL POTENTIAL DESCR1FFION N-F~EI)ED FUNDING 1993 JOBS BEYOND 1993 Salem Avenue Streetscape - $ 300,000 120 20 unknown complete design around Dominion Tower Luck Avenue storm drain - $ 500,000 120 33 unknown complete downtown project City-wide tree planting $ I00,000 a large portion 7 unknown program - replace trees can be removed by City forces obligated in 120 cays City-wide curb, gutter & $ 750,000 a large portion 50 unknown sidewalk +$9.5 million can be requests pending obligated in 120 aays Neighborhood storm drains $1,000,000 A good portion 67 unknown +$4.5 million identified can be needs obligated by June, 1993 Bridge maintenance and $6,000,000 A good portion 100 unknown replacements +$6 million can be identified needs obligated by June, 1993 READY-TO-GO TRANSPORTATION PROJECTS # OF DAYS 1993 NI~DED TO EMPLOYMENT FUNDING OBLIGATE POTENTIAL POTENTIAL DESCRIFFION NEEDED FUNDING 1993 JOBS BEYOND 1993 New traffic signals $1,000,000 A good portion 30 unknown + 12 intersections qualified can be obligated by June, 1993 Handicapped aec, ess $ 300,000 A good portion 20 unknown improvements - ADA can be compliance obligated by June, 1993 '~0: l~ugene lo~e . .~ax~ 1-800~/~86-2626 1993 READY-TO-GO COMMUNITY DEVELOPMENT BLOCK GRANT PROJECTS Name of Mayor: David A. Bowers City: Roanoke, Virginia Contact for Follow-up: Phillip F. Sparks, Economic Development Administrator Phone: 703-981-2141 Fax: 703-981-2773 READY-TO-GO CDBG PROJECTS # OF DAYS NEEDED TO ADDITIONAL BEGIN EMPLOYMENT 1993 FUNDING FUNDING POTENTIAL POTENTIAL DESCRHrFION NEEDED DRAW-DOWN 1993 JOBS BEYOND 1993 Caru/TAP $160,000 June 1, 1993 10 unknown Headstart day care center Hotel Roanoke $1,266,666 lune 1, 1993 40 unknown Renovation RRHA's $1,200,000 June 1, 1993 35 unknown Fraoklin/Elm mixed-income housing Parks Reslxoom $ 100,000 June 1, 1993 7 unknown Improvements accessibility) Gainsboro $ 135,000 June 1, 1993 7 unknown Professional Park ATTACHMENT III SUMMARY FINDINGS OF READY-TO-GO A SURVEY OF USA COMMUNITY DEVELOPMENT AND TRANSPORTATION PROJECTS TO PROVIDE JOBS AND STIMULATE THE ECONOMY NOW Information on "ready-to-go" transportation and community development projects was received from 470 cities. These cities identified a total of 4,396 projects which could be started within 120 days and completed by the end of 1993 - 2507 are eligible for funding through CDBG; 1,889 of these projects are eligible for funding under ISTEA. A total of $7,221,875,056 would be needed in 1993 to fund all of the projects identified - $3,489,966,906 for community development projects and $3,731,908,150 for transportation projects. If all projects were funded, a total of 199,465 jobs would be generated in 1993 - 107,083 on community development projects, 92,382 on transportation projects. For all projects, employment potential beyond 1993 totals 263,819 - 112,195 jobs for community development projects, 151,624 jobs for transportation projects. ATTACHMENT IV THE UNITED STATES CONFERENCE OF MAYORS · · · · · · · · · · · · · · · · · · · · Other aggregate amounts the President is pushing for us are: $2.976 billion for highways (ISTEA) $736 million for mass transit (ISTEA) $250 million for airport improvements $188 million for AMTRAK $845 million for wastewater clean-up initiatives $432 million for supportive housing for the homeless $94 million in the Economic Development Administration $23 million for historic preservation, repair and maintenance $4 billion for extension of emergency unemployment compensation $1 billion for summer youth employment (projected to create additional 680,000 jobs) $32 million for Community Service Employment for Older Americans (projected to create additional 5,300 jobs) $14 million for worker profiling $500 million for the Head Start summer program $300 million for immunization $200 million for the Ryan White Care Act $71 million for WIC (Women, Infants and Children's Program) $23 million for the Temporary Emergency Food Assistance Program $56 million for the Child and Adult Care Food Program $500 million for Chapter 1 Summer Education Programs $235 million for Chapter 1 Census offset to compensate for shift from 1980 to 1990 Census data MARY F. PAIa~ City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 l~puty City Clerk March 25, 1993 File #80-183-410-184 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31397-032293 expressing the appreciation of City Council to City employees for their heroic and tireless efforts in helping to lessen the impact of the blizzard of 1993 on the residents of the City. Resolution No. 31397-032293 was adopted by the Councli of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, f~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. William F. Clark, Director, Public Works Mr. George C. Snead, Jr., Director, Public Safety Ms. Corinne B. Gott, Acting Director, Human Development Mr. Kenneth S. Cron[n, Personnel Manager Mr. Kit B. Kiser, Director, Utilities and Operations Ms. M. Michelle Bono, Public Information Officer IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of March, 1993. No. 31397-032293. A RESOLUTION expressing the appreciation of City Council to City employees for their efforts in dealing with the blizzard of 1993. WHEREAS, during the weekend of March 12, 1993, the City and other parts of the East Coast experienced the most powerful snowstorm of this century, a devastating natural disaster which resulted in loss of lives and substantial property damage; WHEREAS, in order to minimize the effects of the blizzard and to help ensure the safety and welfare of the public, many City employees were called upon to work very long hours and to perform difficult and potentially dangerous services; WHEREAS, this Council is desirous of expressing its appreciation to the employees of this City for their efforts in dealing with this natural disaster, thereby preventing further loss of life and damage to property; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that, on behalf of the citizens of this City, Council extends its deepest appreciation and thanks to the employees of the City for their heroic and tireless efforts in helping to lessen the impact of the blizzard of 1993 on the residents of the City. ATTEST: City Clerk. MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 2~011 Telephone: (703) 981-2541 March 25, 1993 SANDRA H. EAKIN Deputy City Clerk File #132-209 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, March 22, 1993, the matter of certain enhancements to the Council Chamber was referred to you and to the City Clerk for study, report and recommendation to Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm MARY F. PARKER City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Vlr~irda 24011 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #66-514 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, March 22, 1993, Ms. Helen E. Davis, 35 Patton Avenue, N. E., expressed concern that Patton Avenue was closed to traffic on Saturday, March 20, without prior warning or explanation to residents of the area. On motion, duly seconded and adopted, the matter was referred to you for investigation and report. Sincerely, ~5C~--~ Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Ms. Helen E. Davis, 35 Patton Avenue, N. E., Roanoke, Virginia 24016 Mr. William F. Clark, Director, Public Works MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #60-53-102-178-247-258 Mr. James D. Grisso Acting Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31400-032293 amending and reordaining certain sections of the 1992-93 Capital Projects and Hotel Roanoke Conference Center Fund, providing for appropriation of funds in connection with the Hotel Roanoke Conference Center project. Ordinance No. 31400-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary . r , City Clerk CMC/AAE MFP: sm Enc o pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Brian J. Wishneff, Chief, Economic Development Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Mr. Barry L. Key, Manager, Office of Management and Budget IN THE CO'OIL OF THE CITY OF ROANOKE; VIRGINIA The 22nd day of March, 1993. No. 31400-032293. AN ORDINANCE to amend and reordain certain sections of the 1992-93 Capital Projects and Hotel Roanoke Conference Center Fund, 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, Roanoke that certain sections of the 1992-93 Capital Hotel Roanoke Conference Center Fund Appropriations, same are hereby, amended and reordained to read as part: CaPital P~o~eots Fund A o 'at' ns General Government Conference Center Land Purchase - RRHA (1-3) ...... Conference Center - Improvements (4-5) ............ Other Infrastructure Downtown Imp. Project - Non-Building(6 7).......- . Revenue General Obligation Bond Proceeds (9) .............. BE IT ORDAINED by the Council of the City of Projects and be, and the follows, in $14,771,270 3,000,000 1,220,764 8,458,766 484,992 797,794 $ 1,000,000 Hotel Roanoke Conference Center l~m Conference Center (10) ............................. $ 12,800,000 Revenue General Obligation Bond Proceeds (11) .............. $ 12,800,000 1) Appropria- tion from Bond Funds 2) Appropria- tion from Bond Funds 3) Appropria- tion from General Revenue 4) Appropria- tion from General Revenue 5) Appropria- tion from General Revenue 6) Appropria- tion from Bond Funds 7) Appropria- tion from General Revenue 8) Appropria- tion from General Revenue 9) General Obligation Bond Proceeds 10) Appropria- tion from Bond Funds 11) General Obligation Bond Proceeds (008-002-9656-9001) (008-002-9656-9001) (008-002-9656-9003) (008-002-9653-9003) 1,000,000 1,396,683 603,317 198,596 (008-002-9653-9003) 600,000 (008-052-9649-9001) (1,396,683) (008-052-9649-9003) ( 760,269) (008-052-9672-9003) ( 41,644) (008-1245) (010-002-9657-9001) (010-1245) 1,000,000 12,800,000 12,800,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. MARY F. PARKER City Clerk, CMC/AAE 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 March 25, 1993 File #53-102-178-247-258 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31399-032293 approving the annual budget of the Hotel Roanoke Conference Center Commission for fiscal year 1993-1994, in the amount of $12,800,000.00, with the Commission being authorized to have line item budgeting authority, as more particulariy set forth in your report under date of March 22, 1993. Resolution No. 31399-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. t"-"~ ~ 4,Sincerely, ~O_A_J~x-~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Dr. Raymond D. Smoot, Jr., Vice President for Business Affairs and Treasurer, 312 Burgess Hall, Virginia Tech, Blacksburg, Virginia 24061-0142 Ms. Margie W. Thomas, Secretary of Virginia.Tech, Board of Visitors, 210 Burruse Hall, Virginia Tech, Blacksburg, Virginia 24061-0142 The Honorable James G. Harvey, II, Chairperson, Hotel Roanoke Conference Center Commission Ms. Neva H. Smith, Executive Director, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. John Grove, Legal Counsel, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. W. Robert Herbert March 25, 1993 Page 2 po.' Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Brian J. Wishneff, Chief, Economic Development Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of March, 1993. No. 31399-032293. VIRGINIA, A RESOLUTION approving the annual capital budget of the Hotel Roanoke Conference Center Commission for fiscal year 1993-1994 upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that the annual capital budget for the Hotel Roanoke Conference Center Commission for fiscal year 1993-1994 in the amount of $12,800,000.00 with the Commission being authorized to have line item budgeting authority is hereby approved, all as more particularly set forth in the City Manager's report to this Council dated March 22, 1992. ATTEST: City Clerk. MARY F. PARK~ City Clerk, CMC/AAE CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2~1 SANDRA H. EAKIN Deputy City Clerk March 25, 1993 File #53-102-178-247-258 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31398-032293 authorizing execution of an amended agreement between the City of Roanoke, Virginia Polytechnic Institute and State University and the Hotel Roanoke Conference Center Commission providing for financial contribution, and other terms and conditions of participation of the parties in the Hotel Roanoke Conference Center Commission. Resolution No. 31398-032293 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 22, 1993. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: The Honorable James G. Harvey, II, Chairperson, Hotel Roanoke Conference Center Commission Dr. Raymond D. Smoot, Jr., Vice President for Business Affairs and Treasurer, 312 Burruss Hall, Virginia Tech, Blacksburg, Virginia 24061-0142 Ms. Margie W. Thomas, Secretary of Virginia Tech, Board of Visitors, 210 Burruss Hall, Virginia Tech, Blacksburg, Virginia 24061-0142 Ms. Neva H. Smith, Executive Director, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. John Grove, Legal Counsel, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 ' Mr. W. Robert Herbert March 2§, 1993 Page 2 pc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. James D. Grisso, Acting Director of Finance Mr. William F. Clark, Director, Public Works Mr. Charles M. Huffine, City Engineer Mr. Brian J. Wishneff, Chief, Economic Development Ms. Dolores C. Daniels, Assistant to the City Manager for Community Relations IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of March, 1993. No. 31398-032293. A RESOLUTION authorizing execution of an amended agreement between the City of Roanoke, Virginia Polytechnic Institute and State University and the Hotel Roanoke Conference Center Commission providing for the financial contribution and other terms and conditions of participation of the parties in the Hotel Roanoke Conference Center Commission. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest respectively, the amended agreement between the City and Virginia Polytechnic Institute and State University and the Commission setting forth the financial contribution to be made by the City to the Commission and other terms and conditions of participation, such agreement to be in substantially the form attached hereto and approved as to form by the City Attorney. ATTEST: City Clerk March 22, 1993 The Honorable David A. Bowers, Mayor and Members of Council Roanoke, Virginia 24011 Dear Mayor and Members of Council: Subject: Hotel Roanoke Conference Center I. BACKGROUND: Financing for the Hotel Roanoke and Conference Center Project was announced on February 2, 1993. Joint ooenino of the Hotel Roanoke and Conference Center is essential because of shared facilities. DesiQn/build on a private project like the Hotel Roanoke is desirable. This allows for design to proceed as certain portions of the construction continue. Desi(~n and bid is necessary on the Conference Center. State procurement law requires the Conference Center to have a full set of construction drawings and that bidding must occur on that full set of drawings before construction starts. Therefore, in order for the Conference Center to open simultaneously with the Hotel Roanoke, design on the Conference Center must proceed quickly. Conference Center Caoital Costs of $12.8 million is to be funded by the City of Roanoke. Land is to be ourchased by the Roanoke Redevelopment and Housing Authority (RRHA) from the Virginia Tech Real Estate Foundation (VTREF) with $3 million of funds appropriated to RRHA by the City. Hotel Roanoke Conference Center Commission Aqreement dated April 13, 1992 between the City of Roanoke, VPI&SU and the Hotel Roanoke Conference Center commission (HRCCC) needs to be amended in order to reflect the latest arrangement. Capital budoet for the HRCCC must be approved by Roanoke City Council and the Virginia Tech Board of Visitors. II. ISSUES: A. Capital Cost. B. Project Ooenina. C. Timing. D. Funding. III. ALTERNATIVES: Alternative A: Authorize the followino actions in support of the Hotel Roanoke Conference Center project: · Authorize the City Manager to enter into an amended Hotel Roanoke Conference Center Commission (HRCCC) agreement which major changes include: a. City paying $12.8 million capital cost of the Conference Center. b. The Conference Center being approximately 90,000 square feet. c. The City having the right to approve the plans for the Conference Center. · Aoorove a res~)lution in support of proposed HRCCC capital budget which begins March, 1993 and runs through construction completion of $12.8 million. · AooroDriate $12.8 million of anticipated bond proceeds to the HRCCC capital account to be set up by the Acting Director of Finance. · Transfer $2 million from account #008-052-9649 (originally established to construct the pedestrian bridge) to a new Capital Projects fund account to be set up by the Acting Director of Finance for the purchase of land by RRHA. · ADDroDriate $1 million from the $13.8 million in anticipated bond proceeds to that same land account. Aoarooriate $600,000 approved in the FY 1992-93 General Fund budget to the Capital Projects Fund account entitled "Conference Center Improvements" (008-002-9653). Transfer 9198,596 from the current existing Capital Projects Fund accounts to account entitled "Conference Center Improvements (008-002-9653). Account Number and Name Amount · 008-052-9649 - Downtown Project $156,952 (Pedestrian Bridge) · 008-052-9672 - Tower Streetscape 41,644 Total $198,596 These funds will be used to pay for the City's share of the pedestrian bridge, inspecting architect, future HRCCC operating budgets, minority and small business recruitment plans and other expenses related to the Conference Center and surrounding projects. Caaital cost of the Conference Center will be paid from local tax revenue collected once the project is in operation. Land sale monies coming from the 92 million originally set up to build the pedestrian which will now be paid for by the Virginia Department of Transportation (VDOT), in addition, $1 million in bond proceeds will be used to pay for the remaining part of the land. The initial operating funds for FY93-94 will come from monies already set aside in the General Fund to pay for the Conference Center project. Proiect ooening will be secured with actions today. Jobs, taxes and neighborhood, downtown and community revitalization will be realized. Timing is important as the design of the Conference Center must proceed quickly. Fundina will enable the Conference Center project to proceed as planned. Alternative B: Do not take the actions recommended in Alternative A. IV. 1. Cost is not an issue. 2. Project will not proceed on time. = Timing is critical as the Conference Center must move quickly to keep up the Hotel Roanoke construction. 4. Funding would not be an issue. RECOMMENDATION: Recommend Alternative A to authorize the followino actions in support of the Hotel Roanoke Conference Center project: Authorize the City Manager to enter into an amended Hotel Roanoke Conference Center Commission (HRCCC) agreement which major changes include: City paying $12.8 million capital cost of the Conference Center. The Conference Center being approximately 90,000 square feet. The City having the right to approve the plans for the Conference Center. Aoorove a resolution in support of proposed attached HRCCC capital budget which begins March, 1993 and runs through construction completion of $12.8 million. ApProPriate $12.8 million of anticipated bond proceeds to the HRCCC capital account to be set up by the Acting Director of Finance. Transfer $2 million from account //008-052-9649 (originally established to construct the pedestrian bridge) to a new Capital Projects Fund account to be set up by the Acting Director of Finance for the purchase of land by RRHA. Aooroorii~te $1 million from the 813.8 million in anticipated bond proceeds to that same land account. ADoroDriate $600.000 approved in the FY 1992-93 General Fund budget to the Capital Projects Fund account (008-002-9653) entitled "Conference Center Improvements." Transfer $198,596 from the current existing Capital Projects Fund accounts to account (008-002-9653) entitled "Conference Center Improvements." Account Number and Name Amount · 008-052-9649 - Downtown Project $156,952 (Pedestrian Bridge) · 008-052-9672 - Tower Streetscape 41,644 Total $198,596 WRH/dh CC: These funds will be used to pay for the City's share of the pedestrian bridge, inspecting architect, future HRCCC operating budgets, minority and small business recruitment plans and other expenses related to the Conference Center and surrounding projects. Respectfully submitted, ert Herbert City Manager City Attorney Acting Director of Finance Director of Public Works Chief of Economic Development Ms. Neva Smith, Roanoke Redevelopment & Housing Authority Mr. John Grove, Legal Counsel, Roanoke Redevelopment & Housing Authority Dr. Raymond D. Smoot, Jr., Virginia Tech THIS AMENDED AND RESTATED AGREEMENT made and entered into this day of , 1993, by and between the CITY OF ROANOKE, a municipal corporation of the Commonwealth of Virginia, hereinafter referred to as "City," VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY, hereinafter referred to as "VPI&SU," VIRGINIA TECH REAL ESTATE FOUNDATION, INC., a Virginia non-stock corporation, hereinafter referred to as "VTREF", and the HOTEL ROANOKE CONFERENCE CENTER COMMISSION, a body corporate, hereinafter referred to as "Commission;" WITNESETH: WHEREAS, the General Assembly has enacted the Hotel Roanoke Conference Center Commission Act (Chapter 440 of 1991 Acts of Assembly), attached hereto as Exhibit A (the "Act") creating the Commission and providing for its functions, authorities and duties; and WI-IR. REAS, the General Assembly has declared by §2 of the Act, that the ownership and operation of a modem publicly owned conference center and related facilities are proper and essential government functions and public purposes for which public moneys may be spent; and WHEREAS, by this Agreement the parties intend to implement and effectuate the purposes of the Act. THEREFORE, FOR AND IN CONSIDERATION of the mutual covenants, agreements, obligations and undertakings herein contained, the City, VPI&SU, VTREF and the Commission hereby covenant and agree, each with the others, as follows: § I. DEFINITIONS. As used in this Agreement, the following words and terms shall have the following meanings, unless a different meaning clearly appears from the context: (a) "Act" means the Hotel Roanoke Conference Center Commission Act enacted by the 1991 Session of the General Assembly. See Chapter 440, 1991 Acts of Assembly. (b) "A~reement" means this Commission Agreement between VPI&SU, City, VTREF and the Commission. (c) "Board" means the Commissioners of the Hotel Roanoke Conference Center Commission appointed by the Members. (d) "Bonds" means any bonds, notes, debentures, certificates, or other evidence of financial indebtedness issued by the Commission pursuant to the Act. (e) "~" means the cumulative total of each Party's capital contributions including any interest actually paid by each Party to obtain such capital and not otherwise reimbursed by funds paid pursuant to the Public Facilities Act. (f) "Ca ital x ndi re" means any single expenditure exceeding $100,000.00 intending to benefit the Facility for twenty (20) years or more. 2 (g) "City" means the City of Roanoke, Virginia, a municipal corporation chartered by the Commonwealth of Virginia. (h) "Commission" means the Hotel Roanoke Conference Center Commission created by VPI&SU and the City pursuant to the Hotel Roanoke Conference Center Commission Act enacted by the 1991 Session of the General Assembly. (i) "Commonwealth" means the Commonwealth of Virginia. (.j) "Facility" means the Conference Center that the Commission plans to cause to be constructed, furnished and equipped pursuant to this Agreement. The term shall not include office space, classrooms, computer facilities and other space and equipment to be owned and operated by VTREF or VPI&SU or a VPI&SU related corporation in connection with VPI&SU's graduate education center. (k) "~" means war, riots, civil commotion, strikes, labor disputes, embargoes, natural disasters, Acts of God or any other cause or contingency similarly beyond the control of the Parties. (1) "Hotel" means the former Hotel Roanoke as renovated or reconstructed by VTREF or VPI&SU through the Hotel LLC. (m) "Hotel LLC" means the limited liability company or other entity formed to develop the Hotel. (n) "~" means real property and the structures thereon of the former Hotel Roanoke which property has been conveyed to VTREF by the Norfolk Southern Corporation or a subsidiary of the Norfolk Southern Corporation. 3 (o) Ins can Architect means the inspecting architect or engineer hired by the City to review the plans and specifications as to the Conference Center. (p) "Member" means the City of Roanoke, VPI&SU and any other political subdivision which may join the Commission pursuant to §4 of the Hotel Roanoke Conference Center Commission Act. (q) "~I~~gAL~" means the cumulative total of each Party's contributions to operating deficits paid pursuant to §10 of this Agreement, plus an amount equal to three percent (3%) interest per annum thereon. (r) "RRHA" means Roanoke Redevelopment and Housing Authority, a political subdivision of the Commonwealth of Virginia. (s) "VPI&SU" means Virginia Polytechnic Institute and State University. (t) "VTREF" means Virginia Tech Real Estate Foundation, Inc., a Virginia non-stock corporation. §2. FORMATION OF COMMISSION. The governing bodies of VPI&SU and City, in compliance with §2 of the Act have adopted resolutions attached hereto as Exhibits B and C, respectively, which declare that there is a need for a commission to be created for the purpose of establishing and operating a publicly owned conference center in the City of Roanoke in conjunction with a renovated Hotel Roanoke, and that the Parties will unite in the formation of a Commission for such purpose. The Commission is hereby formed, and shall be governed and controlled in accordance with the terms of this Agreement and the Act. 4 §3. PURPOSE OF COMMISSION. The Commission shall own, operate, maintain, manage, regulate, promote, plan for and finance a modem publicly owned Conference Center and related facilities adjacent to the Hotel to promote and further the educational missions of VPI&SU and the public convenience and the welfare and economic development of the entire Roanoke Valley. To accomplish this purpose, the Commission shall have all the powers, obligations bestowed upon it by the Act. §4. ADDITIONAL MEMBERS. authorities, fights, responsibilities and Upon agreement of all Members of the Commission the Commission may be expanded to include any political subdivision of the Commonwealth as a Member of the Commission. Each new Member shall execute an agreement with the Members and the Commission setting forth the amount of such Member's financial contribution and all other terms and conditions of membership. §5. APPOINTMENT AND TENURE OF COMMISSIONERS~ The Commission shall have a Board of Commissioners. All powers of the Commission shall be exercised by or under the authority of, and the bfisiness and affairs of the Commission managed under the direction of such Board of Commissioners. The Commissioners shall be appointed pursuant to §5 of the Act. §6. ~. The Commission shall be organized in accordance with §6 of the Act. The Board shall make and from time to time amend and repeal bylaws, not inconsistent with this Agreement or the Act, governing the manner in 5 which the Commission's business may be transacted and in which the power granted to it may be enjoyed. §7. REPORTS. The Commission shall keep minutes of its proceedings, which minutes shall be open to public inspection during normal business hours. It shall keep suitable records of all its financial transactions and shall arrange to have the same audited annually by an independent certified public accountant acceptable to all Members. Copies of each such audit shall be furnished to each Member and shall be open to public inspection. §8. CONFERENCE CENTER FACILITIES. The initial purpose of the Commission shall be the construction of the Facility. The City Manager of the City, in consultation with VPI&SU, shall have the fight to approve the location, configuration, design, fumiture, fixtures and equipment and construction of the Facility, which approval shall not be unreasonably withheld; provided, however that as to that portion of the Facility designed for use by VPI&SU for educational purposes, which portion shall not exceed 14,000 net sq. ft. of the Facility, VPI&SU, or its duly appointed representative, shall have the fight, subject to and conditioned upon concurrence by the City Manager of the City, which concurrence shall not be unreasonably withheld, to approve the location, configuration, design, furniture, fixtures and equipment and construction of such portion of the Facility. Procurement of construction and services with respect to the Facility shall be pursuant to the Virginia Public Procurement Act (Chapter 7 of Title 11, Code of Virginia (1950), as amended). §9. CAPITAL COST OF FACILITY. (a) The cost to design, finance, construct and equip the Facility shall not exceed $12,800,000 which the City shall appropriate to the Commission, pursuant to the schedule hereinafter established, for the construction of the Facility approved or concurred in by the City Manager pursuant to §8 of this Agreement. The above cost may be wholly or partially financed by the issuance by the City of its general obligation bonds, which may be wholly or partially tax exempt, pursuant to the Public Finance Act. The principal amount, interest and terms of such bonds shall be determined by the City, and the City shall be responsible for debt service on such bonds. The City, the Commission, VPI&SU and VTREF shall not knowingly take, cause, or permit to be taken any action which would jeopardize the tax exempt status of such bonds unless approved by the City Manager of the City. (b) The $12,800,000 appropriated by the City to the Commission for the Facility shall be paid to the Commission on the basis of drawdown letters submitted to the City by the Commission and supported by certificates of the Inspecting Architect evidencing satisfactory completion of construction having a fair market value equal to the amount of the payment requested. Funds requested by drawdown letter and supported by the required Inspecting Architect's certificate shall be paid to the Commission within fifteen 05) days after receipt of the City of required 7 documentation. Under no circumstances shall the total of the City's payments exceed $12,800,000. The parties shall give the Inspecting Architect access to the construction site, the plans and specifications, all drawings and other information reasonably requested by the Inspecting Architect for these purposes. (c) In consideration of the City's appropriation of $12,800,000 for construction of the Facility, VPI&SU and VTREF shall cause the Hotel to be reconstructed as required by §2.1 of the Cooperation Agreement between the Commission, VTREF, HR Foundation, Inc., Hotel Roanoke Limited Liability Company and Roanoke Redevelopment and Housing Authority. Should a construction contract not be executed or a building permit not be issued for reconstruction of the Hotel (not including asbestos removal) by January I, 1994, then the City's obligations under this Section shall be null and void. 9A. PUBLIC FACILITIES ACT. Recognizing that debt service on any general obligation bonds issued by the City to finance its $12.8 million obligation under §9 of this Agreement will be wholly or partially defrayed by sales tax rebates to the City pursuant to Section 15.1-227.66, et. seq. of the Code of Virginia, 1950, as amended, (the "Public Facilities Act"), the parties further agree that all requirements of the Public Facilities Act be met at all times and that no action be taken or permitted which would cause the City not to receive the full benefit of such sales tax rebate. VPI&SU and VTREF agree that the Hotel shall, at all times during the life of any bonds issued by the City for construction of the Facility, not to exceed thirty 00) years, be held in fee simple ownership by a foundation whose sole purpose is to benefit a state-supported university, pursuant to the proposed corporate structure and transfer and titling of real estate as shown on Exhibit F. The parties shall not knowingly take, cause, or permit to be taken any action which would jeopardize the City's ability to benefit from the sales tax rebate and other provisions of the Public Facilities Act. §10. BUDGETS AND PAYMENTS BY MEMBERS. (a) Prior to the initial expenditure of funds for operating expenses, the Commission shall prepare and submit its operating budget for the first fiscal year of operations to the City Council of the City and the Board of Visitors of VPI&SU. If, but only if, such bodies approve the operating budget, each Party shall be obligated to pay to the Commission one half of (i) the amount specified in the budget as initial operating capital, and (ii) any amount by which estimated expenses exceed estimated revenue for such fiscal year. (b) Prior to February 15 of each year, the Commission shall prepare and submit its operating budget and its capital expense budget for the forthcoming fiscal year of operations to the City Council of the City, the Board of Visitors of VPI&SU, and the governing bodies of other Members, if any. If, but only if, such bodies approve such budgets, then the Members shall be obligated to pay to the Commission (i) the amount by which estimated expenses exceed estimated revenue for such fiscal year, and (ii) the amount required for projected capital expenditures. Payment of such amounts shah 9 be allocated among the Members as follows: each Member other than the Parties shall be obligated to pay the portion of such amounts as such Member has agreed by contract to pay; and each Party shall be obligated to pay to the Commission one-half of such amounts not paid by the other Members. (c) Any funds required by paragraphs (a) and (b) to be paid to the Commission shall be paid by each Member within fifteen (15) days after submission by the Commission to each Member of a drawdown letter setting forth the amounts required to be paid by such Member. The total amount required from a Member by such drawdown letters in any fiscal year Shall not exceed the total amount agreed to by such Member's governing body. (d) If during the course of any fiscal year, operating shortfalls exceed the amounts approved by the controlling bodies of the Members pursuant to paragraphs (a) and (b) above, the Commission shall prepare a special request to the Members for payment of additional operating funds to the Commission. If, but only if, the governing bodies of the Members agree to make such additional payments, the Members shall within fifteen (15) days of such approval pay to the Commission such operating funds in the same proportion as set forth in paragraph Co) above. §11. LOSS OF VOTING RIGHTS. If any Member fails to pay the Commission any amounts owed pursuant to this Agreement, such party shall immediately be denied all voting rights in the Commission. Denial of voting rights shall 10 terminate only upon the payment to the Commission by the party in arrearage of the total amount due to the Commission. §12. DISSOLUTION. Whenever it shall appear to the Commission that the need for the Commission no longer exists, it shall petition the Circuit Court for the City of Roanoke for the dissolution of the Commission in accordance with 23 of the Act. §13. OWNERSHIP OF LAND. FACILITY AND PERSONAL PROPERTY. The Facility shall be constructed on the real property described in Exhibit D attached hereto and made a part hereof and initialed by the parties hereto for purposes of identification. VTREF shall convey to the City and/or RRttA in fee simple the real property described in Exhibit E consisting of__ acres, for $3,000,000. The City and/or RRHA shall lease to the Commission the real property described in Exhibit D for a term of __ years for an annual rental fee of $ If at any time the Commission determines that it is in the best interest of the Commission to sell the Facility, the Hotel LLC shall have the right of first negotiation and right of first refusal, followed by the City, VPI&SU and VTREF for the purchase of the Facility. The City shall own an undivided interest in the Facility including all furniture, fixtures and equipment. If VPI&SU makes a Capital expenditure with respect to the Facility, it shall own a proportionate undivided interest in the Facility based upon the then-present day value of any capital contribution. Upon sale of the Facility, the 11 proceeds shall be distributed as follows: (1) to each Party an amount equal to the amount in such Party's Capital Account (if proceeds are less than the total of both Party's accounts, the proceeds shall be distributed in proportion to each Party's share of the total of the Capital Accounts); (2) to each Party an amount equal to the amount in such Party's Operating Account (if proceeds are less than the total of both Party's accounts, the proceeds shall be distributed in proportion to each Party's share of the total of the Operating Accounts); and (3) distribution of any remainder in proportion to each Party's share of the total of the Capital Accounts immediately prior to the disbursal of the proceeds as set forth in (1) above. §14. MANAGEMENT. (a) If the Commission determines it to be in its best interest, the Commission may enter into a management agreement for management and operation of the Facility. The terms and conditions of such management shall be negotiated by the Commission and set forth in a separate management agreement. (b) The Commission shall establish policy, including uniform booking policy, for operation and use of the Facility. Policies adopted by the Commission shall assure that the Facility will be operated in a manner consistent with the m-exempt status of its bond financing, or a portion thereof; that the public space shall be leased at uniform rates to the City, VPI&SIJ, VTREF, the Hotel operator, other hotels and motels and the general public; and that all parties shall have fair and equitable access to the public space at the Facility. Such uniform booking policy shall provide priority for long-term 12 advance booking of outside delegate conferences meeting threshold guarantees for hotel room bookings and food and beverage requirements. The Commission shall maintain the booking schedule for the Facility. § 15. CONTRACTS. The Commission may contract with any Member, private persons or other entities for management oversight, financial, personnel, engineering, procurement or legal services upon terms and conditions to be agreed between the Commission and the service provider and shall be procured in full compliance with the Virginia Public Procurement Act, to the extent applicable. §16. INDEMNIFICATION. The Commission shall indemnify and hold harmless the City, RRHA, VPI&SU, and VTR.EF and their officers, employees, or agents from any and all liability, actions, causes of actions, claims, .judgments and demands of any kind and nature whatsoever and for expenses, including but not limited to attorneys fees and defense costs, the City, RRI-I_A, VPI&SU, or VTREF may incur in this regard, arising out of acts or omissions in the course of ownership, acquisition of real or personal property, construction, operation, maintenance, management, regulation, promotion, planning for or financing of the Facility. §17. TERM. This Agreement shall continue in full force and effect for a term of sixty (60) years from the date hereof. §18. ~_.~__.~_. Upon the expiration of the initial term of sixty (60) years, this Agreement shall be automatically renewed for successive terms of five (5) years unless notice of termination be given by the City or VPI&SU in writing to the other 13 parties at least twenty-four (24) months prior to the end of the initial term or any five (5) year term of renewal. Notice of termination by either the City or VPI&SU shall constitute termination of this Agreement as to all parties upon the effective date of such notice of termination. Unless otherwise provided, if either the City or VPI&SU terminates this Agreement, the Commission shall petition the Circuit Court for dissolution of the Commission pursuant to 23 of the Act. §19. DISCRIMINATION PROHIBITED. In the performance of this Agreement, neither the Commission nor the Parties shall discriminate against any contractor, subcontractor, vendor, lessee, sublessee, employee, applicant for employment or invitee because of race, religion, color, sex or national origin except where race, religion, color, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Parties. §20. WAIVER. The failure of either Party to insist upon strict performance of any of the terms or provisions of this Agreement or to exercise any option, right or remedy contained in this Agreement, shall not be construed as a waiver or as a relinquishment for the future of such term, provision, option, right or remedy. No waiver by either Party of any term or provision of this Agreement shall be deemed to have been made unless expressed in writing and signed by such Party. §21. SEVERABIL1TY. If any clause or provision of this Agreement is or becomes illegal, invalid, or unenforceable because of present or future laws or any 14 rule or regulation of any governmental body or entity, then the remaining parts of this Agreement shall not be affected, unless such invalidity would create undue hardship to the City, VPI&SU, VTREF or the Commission, or is essential to the rights of any of them, in which event such party has the right to terminate this Agreement upon notice to the other parties. §22. APPROVALS. Except where a particular provision provides otherwise, whenever the approval or consent of a Party is required in this Agreement, such approval or consent shall not be unreasonably withheld, delayed or conditioned. §23. APPLICABLE LAW. This Agreement shall be construed under and shall be governed by the laws of the Commonwealth of Virginia. §24. INTERPRETATION. For the purpose of construing this Agreement, unless the context indicates otherwise, words in the singular number shall be deemed to include words in the plural number and vice versa, words in one gender shall be deemed to include words in other genders, and the ~vord "person" shall be deemed to include a corporation or partnership. Headings of Sections are inserted only for convenience and are not, and shall not be deemed, limitation on the scope of the particular Sections to which they refer. §25. ~. In this Agreement, whenever general words or terms are followed by the word "including" (or other forms of the word "include") and words of particular and specific meaning, the word "including without limitation," 15 and the general words shall be construed in their widest extent, and shall not be limited to persons or things of the same general kind or class as those specifically mentioned in the words of particular and specific meaning. §26. ~. All notices or other communications required or desired to be given with respect to this Agreement shall be in writing and shall be delivered by hand or by courier service, or sent by registered or certified mail, return receipt requested, bearing adequate postage and properly addressed as provided below. Each notice given by mail shall be deemed to be given by the sender when received or refused by the Party intended to receive such notice; each notice delivered by hand or by courier service shall be deemed to have been given and received when actually received by the Party intended to receive such notice or when such Party refuses to accept delivery of such notice. Upon a change of address by either Party, such Party shall give written notice of such change to the other Party in accordance with the foregoing. Inability to deliver because of changed address or status of which no notice was given shall be deemed to be receipt of the notice sent, effective as of the date such notice would otherwise have been received. To the City: with a copy to: City Manager City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 City Attorney City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 16 To Virginia Tech: Executive Vice President and Chief Business Officer, Virginia Tech 210 Burruss Hall Blacksburg, Virginia 24061 with a copy to: Secretary-Treasurer Virginia Tech Real Estate Foundation, Inc. 312 Burruss Hall Blacksburg, Virginia 24061 To the Commission: City Manager City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 with a copy to: Harwell M. Darby, Jr. Glenn, Flippin, Feldmann & Darby P. O. Box 2887 Roanoke, Virginia 24001 §27. BINDING EFFECT. This Agreement shall be binding upon and shall inure to the benefit of the Parties hereto and their respective successors and permitted assigns. §28. ENTIRE AGRRRMENT. This Agreement constitutes the entire agreement between the Parties with respect to the Facility and the Hotel and supersede all prior understandings and writings, and this Agreement may be amended or modified only by a writing signed by all parties. §29. E~__.~__C__I,~&Q~. This Agreement shall be executed in triplicate, any copy of which may be considered the original. 17 §30. COMPLIANCE WITH ACT. Wherever this Agreement is in conflict with the Act, the provisions of the Act shall supersede the conflicting provision of the Agreement. §31. TERMINATION. In the event that the Hotel LLC has been unable to obtain financing for the renovation of the Hotel by the earlier of January 1, 1994 or any disposition of the unrenovated Hotel by VTREF, despite good faith efforts to do so either Party may terminate this Agreement by giving notice pursuant to Section 26 of this Agreement to the Commission and the other Party. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed by their respective officers, the day and year first above set out. CITY OF ROANOKE, VIRGINIA By Title VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY By Title VIRGINIA TECH REAL ESTATE FOUNDATION By Title: 18 HOTEL ROANOKE CONFERENCE CENTER COMMISSION By Title Exhibits: A - The Act B - VPI&SU Resolution C - City Resolution D - The Commission Property E - The Authority Property F - Corporate Structure and Titling 19