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HomeMy WebLinkAboutCouncil Actions 03-04-96ROANOKE CITY COUNCIL BUTLER 32841 ROANOKE COUNTY BOARD OF SUPER VISORS THE HOTEL ROANOKE & CONFERENCE CENTER POCAHONTAS ROOM MARCH 4, 1996 12:00 NOON AGENDA Call to Order -- Roll Call: All Present. Roanoke City Council Roanoke County Board of Supervisors Welcome -- Invocation. Mayor Bowers. Lunch. 02:05 p.m.) Opening Remarks: (12:40 p.m.) Mayor Bowers: A Resolution ¢ommendin§ Roanoke County on its Spring Hollow Reservoir project. Adopted Resolution No. 32841-0:}0496. (7-0) File #80-468 Chairman Johnson: Extraterritorial Arrest Agreement (12:45 p.m.) Adopted Ordinance No. 32843-030496 authorizing an Extraterritorial Arrest Agreement to be entered into between the City and Roanoke County to provide for extraterritorial arrest power when certain offenses are committed in the presence of an off-duty officer of the City of Roanoke Police Department in Roanoke County or an officer of the Roanoke County Police Department in the City of Roanoke. (7-0) File 05-20 Report with regard to regional cooperation efforts by Roanoke City and Roanoke County. Thomas R. Brock, Past Chairman of the Roanoke Regional Chamber of Commerce. (12:50 p.m.) A. Subcommittee Status Reports: (12:55 p.m.) 2. 3. 4. Communications: Mr. Snead Development Review: Mr. Covey Employee Health Care: Ms. Hyatt Solid Waste Management: Mr. Key Discussion of Agenda Items: (1:10 p.m.) Metropolitan Public Transit District Mayor Bowers/Council Member White Status and Planning for a Regional Transportation District Greenways study Mayor Bowers ISTEA application for a pilot Valley Greenways project Regional Visitor's Information Center/ Blue Ridge Parkway Mayor Bowers Affordable housing/Habitat for Humanity Mayor Bowers Visitor's Center on the Blue Ridge Parkway One Economic Development organization for all govermnents Discussion of a joint Williamson Road development plan 2 Joint City/County Employee Trigon Blue Cross/Blue Shield group coverage/investigation of Health Maintenance Organization (HMO) Mayor Bowers Policy with regard to regional flood control Council Member Wyatt Other Items for Discussion: Joint comingling of recycling Update on regional stormwater management Value engineering of the sewage treatment project 9. Recess: (1:45 p.m.) ROANOKE CITY CO UNCIL REGULAR WEEKLY SESSION CITY COUNCIL CHAMBER MARCH 4, 1996 2:00 P.M. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. Ail Present. The Invocation was delivered by Mayor David A. Bowers. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Bowers. Welcome. Mayor Bowers. ANNOUNCEMENTS: None. A Resolution congratulating and commending the Vir~nia Tech Hokies on an outstanding football season culminating in a great victory in the 62nd Sugar Bowl. Adopted Resolution No. 32842-0304956. (7-0) File #80-258 4 A Proclamation declaring the month of March, 1996 as Red Cross Month in the City of Roanoke. File #3-80-142 A Proclamation declaring the month of March, 1996 as Women's History Month in the City of Roanoke. File #3-80 e CONSENT AGENDA (APPROVED 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 Minutes of the Planning Workshop of City Council held on Friday, November 3, 1995; the regular meeting of City Council held on Monday, November 13, 1995; the Planning Workshop of City Council held on Friday, November 17, 1995; the regular meeting of City Council held on Monday, November 27, 1995; and the special meeting of City Council with Congressman Robert W. Goodlatte held on Monday, November 27, 1995. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. C-2 A communication from Mayor David A. Bowers requesting an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #110-132 Executive Session. 5 C-3 C-4 C-5 C-6 C-7 A report of the City Manager with regard to a new interchange on 1-581 in the vicflfity of Valley View Mall. RECOMMENDED ACTION: Receive and file. File #20-77-200-455-514 A report of the City Manager with regard to curb, gutter and sidewalk projects recommended for funding from the recent bond issue, and advising of a new process for evaluating citizen generated requests for new curb, gutter and sidewalk. RECOMMENDED ACTION: Receive and file. File #53-57-60-183-200-488 A communication from Wayne G. Slrickland, Executive Director, Fifth Planning District Commission, with regard to progress of the Roanoke Regional Stormwater Management Plan. RECOMMENDED ACTION: Receive and file. File #27-200-326-468 A communication from Edward S. Allen tendering his resignation as a member of the Roanoke Neighborhood Partnership Steering Committee. RECOMMENDED ACTION: Receive and file the commamication and accept File #15-110-488 the resignation with regret. Qualification of the following persons: Evangeline B. Jeffrey as a member of the Roanoke Civic Center Commission to fill the unexpired term of Melinda J. Payne, ending September 30, 1997; File #15-110-192 Lucy L. Hazlegrove as a member of the Roanoke Arts Commission for a term ending June 30, 1997; File #15-110-230 Charles T. Green as a member of the Fair Housing Board for a term ending March 31, 1997; and File #15-110-178 Wendell H. Butler as a member of the Fifth Planning District Commission to fill the unexpired term of former Council Member John S. Edwards, ending June 30, 1997. File #15-110-132-326 RECOMMENDED ACTION: Receive and file. REGULAR AGENDA 3. HEARING OF CITIZENS UPON PUBLIC MATTERS: bo Ce Presentation with regard to activities of the Roanoke Valley Economic Development Partnership. Beth Doughty, Executive Director, Spokesperson. (5 minutes) Received and fried. File #109-450 Presentation of an Actuarial Review. Richard B. Sarver, President, Roanoke Fire Fighters Association, Spokesperson. (5 minutes) A report prepared by Frank M. Vaccaro & Associates, Inc., was referred to the Board of Trustees, City of Roanoke Pension Plan, for study, report and recommendation to Council on Monday, May 6, 1996. File #70-184-429 Other Hearing of Citizens: None. 4. PETITIONS AND COMMUNICATIONS: 7 A communication f~om Jacqueline L. Shuck, Executive Director, Roanoke Regional Airport, requesting approval of the Airport Commission's 1996-97 proposed Operating and Capital Purchases budget. Adopted Resolution No. 32844-030496. (7-0) File #9-60 5. REPORTS OF OFFICERS: CITY MANAGER: None. ITEMS RECOMMENDED FOR ACTION: A report recommending execution of an agreement with the Virginia Depadment of Transportation for installation of short-ann gates at the railroad crossing on Bridge Street, S. W., in connection with the Intermodal Surface Transportation Efficiency Act program. Adopted Resolution No. 32845-030496. (%0) File 020-77-183-223-236-514 A report recommending appropriation of $5,000.00 in connection with receipt of a Small Business Administration Tree Planting Grant for the City's Reforestation Program. Adopted Budget Ordinance No. 32846-030496. (%0) File 060-6%183-236-240-270 A report recommending transfer of $330,716.00 to the Snow Removal Budget in connection with snow removal efforts for the period of December, 1995 to February, 1996. Adopted Budget Ordinance No. 3284%030496. (%0) File #20-60-183-184-188-410-472-514 A report recommending appropriation of funds from the Capital Maintenance and Equipment Replacement Program to provide for certain items and projects identified as essential to the operation of various depathnents. Adopted Budget Ordinance No. 32848-030496. (7-0) File #5-32-60-67-72-106-18~-212-270-200-214-304-305-467-472 A joint report of the City Manager and Director of Finance recommending estabhshment of a new Internal Service Fund, effective July 1, 1996, entitled the "Risk Management Fund"; and adoption of a measure amending the City Code to increase the max/mum balance of the reserve for self-insured liabilities. Adopted Ordinance No. 32849-030496. (7-0) File #24-58-355-396 b. DIRECTOR OF FINANCE: A joint report of the Director of Finance and the Commissioner of the Revenue with regard to a license tax on festivals and shows. Council authorized a public hearing to be held on Monday, March 18, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard. File 024-79-176-169 A financial report for the month of January, 1996. Received and filed. File #10 6. REPORTS OF COMMITTEES: A report of the bid committee recommending execution of a unit price contract with Aaron J. Conner, General Contractor, Inc., in the mount of $179,006.60, for construction of the Murray Run Sewer Replacement Project MR-l; and appropriation of funds in connection therewith. Vice- Mayor William White, Sr., Chairperson. Adopted Budget Ordinance No. 32850-030496 and Ordinance No. 32851-030496. (7-0) File 1127-60-183 A report of the Water Resources Committee recommending execution of a deed granting a permanent easement across City-owned property located at the Beaverdam Reservoir for use as an access road by adjoining property owners. Council Member Elizabeth T. Bowles, Chairperson. Adopted Ordinance No. 32852 on first reading. (7-0) File 1128-166-183-468-514 7. UNFINISHED BUSINESS: None. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: None. 9. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. Council Member Wyatt addressed the matter of accumulation of sediment on creek bottoms and whether the City has a routine schedule for dredging. File 11183-468 Vacancies on various authorities, boards, commissions and committees appointed by Council. l0 10. HEARING OF CITIZENS UPON PUBLIC MATTERS: Mr. Ray W. Barbour, 686 Montrose Avenue, S. E., called attention to paving that was recently done on his street from curb to curb, and inquired as to why paving is extended to the curb rather than to the gutter. The inquiry was referred to the Director of Public Works for response. File 66-57-237-514 CERTIFICATION OF EXECUTIVE SESSION. (7-0) Appointed Catherine A. Fox and Sandra W. Ryals as members of the Cultural Services Committee for terms ending June 30, 1997. File #110-394 Appointed Ralph K. Smith as a member of the Building Code Appeals Board, Volume II (Building Maintenance Division), to fiH the unexpired term of Gene Wirt, resigned, ending November 10, 1999. File #15-32-110 City Clerk's Office City of Roanoke, Virginia March 6, 1996 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of the following measures that pertain to your department: Resolution No. 32841-030496 Resolution No. 32842-030496 Resolution No. 32843-030496 Resolution No. 32844-030496 Resolution No. 32845-030496 Budget Ordinance No. 32846-030496 Budget Ordinance No. 32847-030496 Budget Ordinance No. 32848-030496 Ordinance No. 32849-030496 Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of the following measures that pertain to your department: Resolution No. 32841-030496 Resolution No. 328~.'~.~030496 Resolution No. 32845-030496 Budget Ordinance No. 32846-030496 Budget Ordinance No. 32847-030496 Budget Ordinance No. 32848-030496 Ordinance No. 32849-030496 Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Wilburn C. Dibling, Jr. City Attorney Roanoke, Virginia Dear Mr. Dibling: I am attaching copy of the following measures that pertain to your department: Resolution No. 32841-030496 Resolution No. 32842-030496 Resolution No. 32843-030496 Resolution No. 32844-030496 Resolution No. 32845-030496 Ordinance No. 32849-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Offioe City of Roanoke, Virginia March 6, 1996 Diane S. Akers Budget Administrator Office of Management and Budget Roanoke, Virginia Dear Ms. Akers: I am attaching copy of the following measures that pertain to your department: Resolution No. 32841-030496 Resolution No. 328~030496 Resolution No. 32845-030496 Budget Ordinance No. 32846-030496 Budget Ordinance No. 32847-030496 Budget Ordinance No. 32848-030496 Ordinance No. 32849-030496 Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc, City Clerk's Office City of Roanoke, Virginia March 6, 1996 Glenn D. Radcliffe, Director Human Resources Roanoke, Virginia Dear Mr. Radcliffe: I am affaching copy of the following measure that pertains to your directorate: Budget Ordinance No. 32848-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 George C. Snead, Jr., Director Public Safety Roanoke, Virginia Dear Mr. Snead: I am attaching copy of the following measures that pertain to your directorate: Resolution No. 32843-030496 Budget Ordinance No. 32848-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 William F. Clark, Director Public Works Roanoke, Virginia Dear Mr. Clark: I am attaching copy of the following measures that pertain to your directorate: Resolution No. 32841-030496 Resolution No. 32845-030496 Budget Ordinance No. 32846-030496 Budget Ordinance No. 32847-030496 Budget Ordinance No. 32848-030496 Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/ME City Clerk MFP:sm Enc. City Clerk's Ofl~ce City of Roanoke, Virginia March 6, 1996 Kit B. Kiser, Director Utilities and Operations Roanoke, Virginia Dear Mr. Kiser: I am attaching copy of the following measures that pertain to your directorate: Resolution No. 32841-030496 Resolution No. 32844-030496 Resolution No. 32845-030496 Budget Ordinance No. 32848-030496 Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, ry . ai'ker, CMC/A,a['E City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Charles M. Huffine City Engineer Roanoke, Virginia Dear Mr. Huffine: I am attaching copy of the following measures that pertain to your department: Resolution No. 32845-030496 Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 William L. Stuart, Manager Streets and Traffic Roanoke, Virginia Dear Mr. Stuart: I am attaching copy of the following measures that pertain to your department: Resolution No. 32845-030496 Budget Ordinance No. 32847-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Lori S. Spencer Grants Monitor Roanoke, Virginia Dear Ms. Spencer: I am attaching copy of the following measure that pertains to your department: Budget Ordinance No. 32846-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoka, Virginia March 6, 1996 D. Darwin Roupe, Manager Supply Management Roanoke, Virginia Dear Mr. Roupe: I am attaching copy of the following measures that pertain to your department: Budget Ordinance No. 32848-030496 Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE" City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 M. David Hooper, Chief Police Department Roanoke, Virginia Dear Chief Hooper: I am attaching copy of the following measure that pertains to your department: Resolution No. 32843-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 The Honorable Joseph M. Clarke, II, Chief Judge The Honorable John B. Ferguson, Judge The Honorable Philip Trompeter, Judge The Honorable Joseph P. Bounds, Judge Juvenile and Domestic Relations District Court Roanoke, Virginia Dear Judge Clarke, Judge Ferguson, Judge Trompeter and Judge Bounds: I am attaching copy of the following measure that pertains to the Juvenile and Domestic Relations District Court: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Glark'a Office City of Roanoke, Virginia March 6, 1996 The Honorable Roy B. Willett, Chief Judge The Honorable G. O. Clemens, Judge The Honorable Clifford R. Weckstein, Judge The Honorable Diane McQ. Strickland, Judge The Honorable Richard C. Pattisall, Judge The Honorable Robert P. Doherty, Judge Twenty-Third Judicial Circuit Roanoke, Virginia Dear Judge Willett, Judge Clemens, Judge Weckstein, Judge Strickland, Judge Pattisall and Judge Doherty: I am attaching copy of the following measure that pertains to the Circuit Court: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 The Honorable Julian H. Raney, Jr., Chief Judge The Honorable George W. Harris, Jr., Judge The Honorable John L. Apostolou, Judge The Honorable Vincent A. Lilley, Judge The Honorable William D. Broadhurst, Judge General District Court Roanoke, Virginia Dear Judge Raney, Judge Harris, Judge Apostolou, Judge Lilley and Judge Broadhurst: I am attaching copy of the following measure that pertains to the General District Court: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 The Honorable Arthur B. Crush, III Clerk of Circuit Court Roanoke, Virginia Dear Mr. Crush: I am attaching copy of the following measure that pertains to your department: Ordinance No. 32849-030496 The aboveraferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/,a~E City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Ronald S. Albright, Clerk General District Court Roanoke, Virginia Dear Mr. Albright: I am attaching copy of the following measure that pertains to your department: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AA'~ City Clerk MFP:sm Enc, City Clerk's Office City of Roanoke, Virginia March 6, 1996 Bobby D. Casey Office of the Magistrate Roanoke, Virginia Dear Mr. Casey: I am attaching copy of the following measure that pertains to your department: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Michael Meise Acting Law Librarian Roanoke, Virginia Dear Mr. Meise: I am attaching copy of the following measure that pertains to your department: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, MFP:sm Mary F. Parker, CMC/A~E City Clerk Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 The Honorable Donald S. Caldwell Commonwealth's Attorney Roanoke, Virginia Dear Mr. Caldwell: I am attaching copy of the following measure that pertains to your department: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/.a~,L~ City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Patsy A. Bussey, Clerk Juvenile and Domestic Relations District Court Roanoke, Virginia Dear Ms. Bussey: I am attaching copy of the following measure that pertains to your department: Ordinance No. 32849-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:$m Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Ellen S. Evans Construction Cost Technician Roanoke, Virginia Dear Ms. Evans: I am attaching copy of the following measures that pertain to the Engineering Department: Budget Ordinance No. 32850-030496 Ordinance No. 32851-030496 The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/~AE City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 Robert K. Bengtson Traffic Engineer Roanoke, Virginia Dear Mr. Bengtson: I am attaching copy of the following measure that pertains to the Streets and Traffic Department: Resolution No. 32845-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to cell me. Sincerely, Mary F. Parker, CMC/~,E City Clerk MFP:sm Enc. City Clerk's Office City of Roanoke, Virginia March 6, 1996 John W. Coates, Manager Parks and Recreation/Grounds Maintenance Roanoke, Virginia Dear Mr. Coates: I am attaching copy of the following measure that pertains to your department: Budget Ordinance No. 32846-030496 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. If you have questions, please do not hesitate to call me. Sincerely, Mary F. Parker, CMC/AAE' City Clerk MFP:sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINI& The 4th day of March, 1996. No. 32841-030496. A RESOLUTION commending and congratulating Roanoke County on the recent opening of the Spring Hollow Reservoir Project. WHEREAS, the Spring Hollow Reservoir Project, which consists of the reservoir and dam, the water treatment facility, a pump station, distribution storage, and transmission lines, was approved by County voters in a referendum in 1986; and WHEREAS, construction on the dam began in 1993 and was completed in 1994; and WHEREAS, the dam rises 243 feet high and is 990 feet long and it is the largest example of a roller compacted concrete dam on the east coast; and WHEREAS, the dam was named the Clifford D. Craig Memorial Dam in honor of the late Clifford Craig who was the County Utility Director during the critical stages of the planning and construction of the Project; and WHEREAS, the reservoir holds 3.2 billion gallons of water and is capable, at peak capacity, of providing 23 million gallons per day (MGD) to Roanoke Valley residents, and water to fill the reservoir is pumped from the Roanoke River at a maximum rate of 80 million gallons per day and, in the case of upstream contamination or during periods of low river flow, pumping operations can be temporarily suspended; and WHEREAS, the water treatment facility will use a state of the art process to filter and disinfect the water, which facility was designed in-house by the Utility Department staff' and WHEREAS, the first water transmission lines for the project have been installed in Southwest County following an 18 mile route around the base of Twelve O'Clock Knob and Sugar Loaf Mountain to the Starkey/Tanglewood area, and the northern water transmission lines will extend from the treatment plant north of the I-81 corridor to the Hanging Rock area; and WHEREAS, the Spring Hollow Reservoir Project will benefit all the residents of the Roanoke Valley and will be able to meet the water supply needs of Roanoke Valley residents well into the future. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. City Council adopts this resolution as a means of congratulating and commending Roanoke County on the recent opening of the Spring Hollow Reservoir Project. 2. The City Clerk is directed to forward an attested copy of this resolution to Ma~y Allen, Clerk of the Roanoke County Board of Supervisors. ATTEST: City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINI& The 4th day of March, 1996. No. 32843-030496. AN ORDINANCE authorizing an Extraterritorial Arrest Agreement to be entered into between the City and Roanoke County to provide for extraterritorial arrest power when certain offenses are committed in the presence of an off-duty officer of the City of Roanoke Police Department in Roanoke County or an officer oftbe Roanoke County Police Department in the City of Roanoke; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Mayor, members of the Roanoke City Council and the City Manager are hereby authorized on behalf of the City to execute, and the City Clerk is authorized to attest, an Extraterritorial Arrest Agreement between the City and Roanoke County, Virginia, dated March 4, 1996, a copy of which is attached to the report of the City Manager, dated March 4, 1996, providing that an officer of the Roanoke City Police Department in Roanoke County, except in the Town of Vinton, or an officer of the Roanoke County Police Department in the City of Roanoke shall possess extraterritorial arrest powers to stop and effect arrests and otherwise enforce the law with respect to any violation ora state law which an officer would be required to act upon if working a toui- of duty in his jurisdiction of employment, and upon such other terms and conditions as are provided therein. 2. In order to provide for the usual 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. March 4, 1996 Council Report #95-422 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Extraterritorial Arrest Agreement (Amendment) October 23 1985 the City and County of Roanoke entered into an agreement to bestow extraterritorial arrest powers upon the Cty s pohce officers and the County i ~ ' Sheriffs deputies. The original agreement applied to five traffic related offenses: 2. 3. 4. 5. Driving under the influence Hit and run Driving without a license, and Habitual offender offenses July 1, 1990, Roanoke County established a Police Department to serve the law enforcement needs of the County removing the function from the County Sheriffs Department. March 4, 1991, an amended agreement became effective which made the necessary changes to reflect the County's transfer of law enforcement authorities from the Sheriffs Department to the new Police Department and also to conform to technical amendments made to the State Motor Vehicle Code. II. Current Situation The current agreement has been interpreted as invalid by one General District Court Judge in the 23rd Judicial District because it was not signed by members of the Roanoke City Council and the Roanoke County Board of Supervisors. Mayor and Members of Council Subject: Extraterritorial Arrest Agreement (Amendment) Page 2 March 4, 1996 III. IV. The current a eement has served well with the exception of the above referenced interpretation. However, the scope of authority remains limited to five motor vehicle related offenses, and the agreement does not provide for the arrest of persons other than the drivers. This leaves a question as to the authority of the officer to make arrests of other persons who possibly committed offenses in his presence during the same enforcement action. ~ to enter into this agreement is provided in § 15.1-159.7, Code of Virginia (1950) as amended. Issues B. Enforcement effectiveness C. Cooperation of governments Alternatives Amend the extraterritorial arrest agreement effective on and after ,4pril 1, 1996, to expand arrest powers of officers in either jurisdiction to any violation of state law and to extend that authority to off duty officers, except those engaged in off duty, secondary police related employment who would not be permitted to make arrests outside their normal jurisdiction. ~ for this alternative is provided in §15.1-159.7, Code of Virginia (1950) as amended. 2. Enforcement effectiveness will be expanded. 3. Coooeration of govemment~ will be enhanced. Do not amend the existing extraterritorial arrest agreement to expand the scope of officer authority and the time of exercising that authority within the jurisdictions of Roanoke City and Roanoke County. Mayor and Members of Council Subject: Extraterritorial Arrest Agreement (Amendment) Page 3 March 4, 1996 Leffallv, the validity of arrest by authority of' an agreement that is not signed by members of City Council and the County Board of Supervisors will continue to be questioned. .Law enforcement effectivene~n will remain unchanged. Cooperation of governments will not be enhanced. V. Recommendation City Council endorse Alternative A by adopting the attached Resolution approving the amended Extraterritorial Arrest Agreement and authori~ng its execution on behalf of the City by the Mayor and Members of City Council and the City Manager. Respectfiflly submitted, W. Robert Herbert City Manager Office of the City Manager February29, 1996 The Honorable David A. Bowers and Members of Roanoke City Council Roanoke, VA 24011 Subject: Extraterritorial Arrest Agreement - Signing Ceremony Dear Mayor Bowers and Members of Council: On the agenda for the Monday, March 4, 1996, City Council meeting with the Roanoke County Board of Supervisors is the action report to amend the Extraterritorial Arrest ,4greement. Our Police ChiefM. David Hooper and Roanoke County Police Chief John Cease will make brief remarks to explain this report. As the report states, one General District Court Judge in the Twenty-third Judicial District has interpreted the current agreement invalid because the current agreement was not signed by Roanoke City Council and Roanoke County Board of Supervisors. If this report is approved by both bodies, there will be an actual signing of the appropriate document to authorize this agreement during this meeting. , Respectthlly, j~'s D."~Ritchie As~'stant City Manager JDR/GCS/hw CCi /~Iaryilburn Dibling, City Attorney Parker, City Clerk M. David Hooper, Police Chief George Snead, Director of Public Safety Room 346 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (703) 981-2333 FAX (703) 224-3138 MARY H. ALLEN, CMC CLERK TO THE BOARD P.O. BOX ~2~9800 5204 BERNARD DRIVE rOANOKE. VIRGINIA 24018-0798 (703) 772-2005 FAX (703) 772-2193 BRENDA J. HOLTON DEPUTY CLERK March 5, 1996 Ms. Mary F. Parker, CMC/AAE Clerk, Roanoke City Council 215 Church Avenue, S.W. Roanoke, Virginia 24011 Dear Mary: Attached is a copy of Resolution No. 030496-1 authorizing the Board of Supervisors of the County of Roanoke, Virginia, to enter into and execute an amended extraterritorial arrest powers agreement with the City of Roanoke, Virginia. This resolution was adopted by the Board of Supervisors at a special joint meeting of the Roanoke County Board of Supervisors and Roanoke City Council on Monday, March 4, 1996. If you need further information, please do not hesitate to contact me. bjh Attachment cc: Paul M. Mahoney, John Cease, Sincerely, Mary H. Allen, Clerk Roanoke County Board of Supervisors County Attorney Chief of Police SPECIAL JOINT MEETING OF THE RO~NOKE COUNTY BOARD OF SUPERVISORS AND ROANOKE CITY COUNCIL HELD AT THE HOTEL ROANOKE AND CONFERENCE CENTER ON MONDAY, MARCH 4, 1996 RESOLUTION 020496-1 AUTHORIZIN~ THE BOAI~OF SUPERVISORS OF THE COUNTY OF ROANOKE~ VIRGINIA, TO ENTER INTO ~ EXECUTE AN AMENDED EXTRATERRITORIAL ARREST POWER~ AGREEMENT WITH THE CITY OF ROANOKEv VIRGINIA WHEREAS, in October, 1985, the County of Roanoke and the City of Roanoke entered into an extraterritorial agreement which granted arrest powers to the County Sheriff's deputies and the City's police officers for certain traffic related offenses; WHEREAS, in April, 1991, an amended extraterritorial agreement was executed by the County and City to reflect the establishment of the Roanoke County Police Department and certain technical amendments to the Virginia Motor Vehicle Code; and WHEREAS, the success of these original agreements in providing enhanced law enforcement coverage for both jurisdictions has prompted negotiations to expand the arrest powers of officers in either jurisdiction to any violation of state law and to extend that authority to off-dutY officers, except those engaging in off- duty, secondary police related employment outside their normal jurisdictions, as a concrete example of governmental cooperation. THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Roanoke, Virginia, as follows: 1. The members of the Board of Supervisors of the County of Roanoke, Virginia and the County Administrator are hereby authorized, by and on behalf of the County of Roanoke, to enter into and execute an Extraterritorial Arrest Agreement between the County of Roanoke and the City of Roanoke, Virginia, to be dated AYES: NAYS: March 4, 1996, a copy of which is attached to the report of the County Attorney, dated March 4, 1996, providing that an officer of the Roanoke County Police Department while in the City of Roanoke, or an officer of the Roanoke City Police Department while in the County of Roanoke, excepting the Town of Vinton, shall possess extraterritorial arrest powers for all state law violations committed in the presence of any such officer while on duty or off duty, excluding secondary police related employment, and upon such other terms and conditions as provided for therein. 2. This resolution shall be in effect from and after its enactment. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson None CC: A COPY TESTE: Mary H. Allen, Clerk Roanoke County Board of Supervisors File Paul M. Mahoney, County Attorney John Cease, Chief of Police Mary F. Parker, Clerk, Roanoke City Council 2 Office of the City Manager March 1, 1996 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: Status of City-County Cooperation Efforts In the City Manager's Status Report for November 1996, I reported to you that city and county staff were continuing to explore the feasibility of regional cooperation in four specific areas~ Communications (radios and central dispatch) Development review Employee health care Solid waste management On Monday, March 4th, City Council and the Board of Supervisors will hear status reports from each of the staff teams that have been working so diligently on these projects. I am writing to you in advance of this joint session of Council and the Board to brief you regarding some of the details you will hear and alert you of the actions which Council and the Board will be asked to take. Communications The wireless (radio) communications systems used by the city and county are comprised of a variety of radio systems on various frequencies that are not compatible between localities and, in certain cases, are not compatible between departments in the same locality. This problem can become a safety issue as well as a productivity issue to personnel, particularly in the public safety sector during a regional emergency. Wireless communication technology is rapidly changing, and each locality had been in the process of separately exploring means of upgrading their systems. City and county staffare now working together to explore means of upgrading their systems toward a common platform (radio system) that will minimize upgrade costs and maximize interoperability. The study team has recommended that the city and county jointly seek the services of a communications consultant not affiliated with a radio equipment provider to assist in (1) analyzing existing radio systems and determining the most viable approach for expanding and integrating the systems, (2) designing specifications for the system as well as a migration path with associated costs, and (3) overseeing the installation of the system to assure performance. Staffestimates that phase I of the consultant's work will cost each locality approximately $20-25,000, and they are Room 364 Municipal Building 215 Church Avenue S W Roanoke V~rg~n~a 24011 1591 (703) 981-2333 Page 2 prepared to advertise a request for proposals subject to the approval of Council and the Board to proceed. I concur in this request and recommend it to you for your approval. Development Review Development review processes in the city and county are also somewhat different. But the staffteam working with this issue has been able to identify a number of opportunities that, when implemented in the next three to eighteen months, will help to standardize the development review process in both localities. These opportunities are in the areas of communications, development standards and procedures: Communications: Ouarterly city/county meetings with the Roanoke Regional Homebuilders - the first meeting is scheduled for April 18, 1996. [] Inspector and clerk exchanee pro_gram will be scheduled and implemented in March 1996. Development standards: [] Drainage and Erosion/Sediment Control standards are already the same. Subdivision Ordinance and Water/Sewer standards are qurrently under review by stafffor possible joint application, Regional stormwater management ordinance is being considered as part of the Regional Stormwater Study. Procedures: Building permit application, development application and zoning forms are currently under review by staff for possible standardization. Invoice billing of customers is already employed by the county, and city staffare in the process of implementing same to enhance customer convenience. The city currently requires payment of all fees at the point of service. ~rocedures are currently under review by city staff, and joint review of city and county procedures will then take place to explore more opportunities for standardization. City staff have visited the county's development review office as part of their study. ~Health Care The goal of this effort is to investigate potential savings and other opportunities of creating a joint health insurance vehicle for Roanoke Valley local government employees. The Page 3 effort was begun by city and county staff, but has expanded to include the following governmental agencies: [] [] [] [] [] [] [] [] [] City of Roanoke City of Roanoke Schools County of Roanoke County of Roanoke Schools Roanoke Redevelopment and Housing Authority Roanoke Regional Airport Commission Roanoke Valley Resource Authority City of Salem City of Salem Schools A survey was conducted of the entities listed above to develop a database of information related to areas of similarity and difference pertaining to current employee health care plans. A group meeting was then held to discuss the issue in greater detail. Due to the complexity of evaluating the feasibility and benefits of establishing a regional health care plan, the study team has recommended that a consultant experienced in such matters be engaged to assist the team in its study. They are prepared to advertise a request for proposals subject to the approval of the Council and Board to proceed. The exact cost of the study is unknown at this time, but the cost would be shared by the participating entities. Because of the potential merit ora regional plan, I concur in this recommendation and recommend it to you for approval. Solid Waste Management Solid waste management is yet another area where service delivery methods differ in the city and county. This team began its work by reviewing all solid waste management services, i.e. residential, commercial, bulk/brush and recycling. But it decided to focus its efforts initially on residential service because of the city's interest in automated collection (the county is already automated), the fact that service levels are already very similar in the city and county and the fact that this is a very visible service that would be a good demonstration project for regional cooperation. The study team has developed a full cost model comparable to how a private firm calculates it costs, and has calculated the current cost of service in the city and county. The team is now working on a regional service delivery model that, once developed, will be the basis for calculating a pro forma budget for regional service delivery. The cost and benefits of regional service delivery can then be accurately determined. John Hubbard, Executive Director of the Roanoke Valley Resource Authority, is a member of this team and has participated extensively in the team's work. As a potential regional service provider, it is important that the authority be involved. Page 4 Summary Each of these teams has made tremendous progress since city and county staff began meeting in October 1995, and I commend them for their efforts. It is important that the study process continue without delay, and I have indicated that I concur in a recommendation from two of the teams to engage professional help. I will identi~ the necessary funding if Council concurs in their request as well. The General Assembly is now considering legislation to create a regional cooperation incentive pool in the second year of the biennium (Fiscal Year 1997-98), and these efforts may help to position the city to compete for those funds. They are also the right thing to do in today's climate of dwindling resources and growing service demands. Please feel free to contact me if you have questions in this regard. Sincerely, W. Robert Herbert City Manager cc: Wilburn C. Dibling, Jr., City Attorney v~aryeS D. Grisso, Director of Finance F. Parker, City Clerk ' DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue. S.W., Room 452 Roanoke, Virginia 24011-1594 Telephone: (540) 981-24~M- Fax: (540) 224-3145 March 4, 1996 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: The regular meeting of the Council of the City of Roanoke will convene on Monday, March 4, 1996, at 12:00 noon, in the Pocahontas Room at The Hotel Roanoke & Conference Center. The Council will meet jointly with the Roanoke County Board of Supervisors to discuss matters of mutual interest and concern. Lunch will be served at 12:00 noon with discussion of agenda items to follow. Best personal regards. Sincerely, David A. Bowers Mayor DAB:sm Enc. pc: W. Robert Herbert, City Manager James D. Ritchie, Assistant City Manager Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Mary F. Parker, City Clerk February 8, 1996 Director of Public Safety Honorable 'Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: Subject: Extraterritorial Arrest Agreement Attached is a draft report concerning an amendment to the Extraterritorial Arrest Agreement that now exists between the City of Roanoke and Roanoke County. You will note that the ~qaxt requests the amendment extend authority of police officers in both jurisdictions in order to make arrests for violations of state law that occur in their presence in either jurisdiction. The police chiefs from both the city and county have discussed this issue at length and concur with its inclusion in the amendment. Also, please note the precipitating incidents for the amendment agreement occurred when a General District Court Judge interpreted the agreement as invalid because it was not signed by members of Roanoke City Council and the Roanoke County Board of Supervisors. This report is tentatively scheduled to be presented to City Council on Monday, March 4, 1996, at a joint meeting with the Roanoke County Board of Supervisors. Both governing bodies may be asked to vote on an ordinance amending the agreement and, if approved, sign the agreement. After you have an opportunity to read the draft report, I will be calling each member of Council to answer any questions you may have. Thanks for taking time to review the report. Sincerely, George C. Snead Director of Public Safety GCS:MDH: mr C' W. Robert Herbert, City Manager Mary Parker, City Clerk Wilburn C. Dibling, City Attorney M. David Hooper, Chief of Police Room 354 Municipal Building 215Church Avenue, S.W., Roanoke, Virginia 24011-1584 (540) 981 2306 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Extraterritorial Arrest Agreement (Amendment) I. Back.round October 23. 1985, the City and County of Roanoke entered into an agreement to bestow extraterritorial arrest powers upon the City's police officers and the County Sheriff's deputies. The original agreement applied to five traffic related offenses: 2. 3. 4. 5. Drivin~ under the influence Reckless driving Hit and run Drivin~ without a license, and Habitual offender offenses July 1, 1990, Roanoke County established a Police Department to serve the law enforcement needs of the County removing the function from the County Sheriffs Department. March 4, 1991, an amended agreement became effective which made the necessary changes to reflect the County's transfer of law enforcement authorities from the Sheriffs Department to the new Police Department and also to conform to technical amendments made to the State Motor Vehicle Code. II. Current Situation The current eement has been interpreted as invalid by one General District Court Judge in the 23rd Judicial District because it was not signed by members of the Roanoke City Council and the Roanoke County Board of Supervisors. The current ~ has served well with the exception of the above referenced interpretation. However, the scope of authority remains limited to five motor Mayor and Members of Council Subject: Extraterritorial Arrest Agreement (Amendment) Page 2 vehicle related offenses, and the agreement does not provide for the arrest of persons other than the drivers. This leaves a question as to the authority of the officer to make arrests of other persons who possibly committed offenses in his presence during the same enforcement action. IH. Issues ~ to enter into this agreement is provided in § 15.1-159.7, Code of Virginia (1950) as amended. B. Enforcement effectiveness C. Cooperation of oovemment~ IV. Alternatives Amend the extraterritorial arrest a~eement effective on and after ~4pril 1, 1996, to expand arrest powers of officers in either jurisdiction to any violation of state law and to extend that authority to off duty officers, except those engaged in off duty, secondary police related employment who would not be permitted to make arrests outside their normal jurisdiction. ~ for this alternative is provided in §15.1-159.7, Code of Virginia (1950) as amended. 2. Enforcement effectiveness will be expanded. 3. Cooperation of govemment~ will be enhanced. Do not amend the existin~ extraterritorial arrest a~reement to expand the scope of officer authority and the time of exercising that authority within the jurisdictions of Roanoke City and Roanoke County. Lev. ally. the validity of arrest by authority of an agreement that is not signed by members of City Council and the County Board of Supervisors will continue to be questioned. Mayor and Members of Council Subject: Extraterritorial Arrest Agreement (Amendment) Page 3 Law enforcement effectivene~ will remain unchanged. Cooperation of oovernmer~ts will not be enhanced. V. ~dation City Council endorse Alternative A by adopting the attached Resolution approving the amended Extraterritorial Arrest Agreement and authorizing its execution on behalf of the City by the Mayor and Members of City Council and the City Manager. Respectfully submitted, W. Robert Herbert City Manager WRH:MDH:mr attachment DAVID A. BOWERS "CANCELLED DUE TO INCLEMENT WEATHER'm CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, S.W., Room 452 Roanoke, Virginia 2401 l-1594 Telephone: (540) 981-2444 Fax: (540) 224-3145 January 5,1996 The Honorable Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: Pursuant to Section 10, Meetings of Council, of the Roanoke City Charter, I am calling a special meeting of the City Council on Monday, January 8, 1996, at 12:15 p.m., at The Hotel Roanoke & Conference Center, Pocahontas Room. The Council will meet jointly with the Roanoke County Board of Supervisors to discuss matters of mutual interest and concern. DAB:gd pc: Sincerely, David A. Bowers Mayor W. Robert Herbert, City Manager James D. Ritchie, Sr., Assistant City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Mary F. Parker, City Clerk Roanoke City Council Roanoke County Board of Supervisors Joint Meeting Monday, January 8, 1996 12:15p. m. The Hotel Roanoke & Conference Center Pocahontas Room Agenda 1. Welcome -- Invocation. Mayor Bowers 2. Lunch. 3. Call to Order -- Roll Call. 4. Opening Remarks: Mayor Bowers Chairman Johnson Status report by Thomas R. Brock, Past Chairman of the Roanoke Regional Chamber of Commerce, with regard to regional cooperation efforts by Roanoke City and Roanoke County. 6. DISCUSSION OF AGENDA ITEMS: Roanoke City_ Metropolitan Public Transit District Mayor Bowers/Council Member White Greenways study Mayor Bowers Affordable housing/Habitat for Humanity Mayor Bowers Regional Visitor's Center/ Blue Ridge Parkway Mayor Bowers Joint City/County Employee Trigon Blue Cross/Blue Shield group coverage/ investigation of HMO's Mayor Bowers Policy with regard to regional flood control Council Member Wyatt 7. OTHER ITEMS FOR DISCUSSION. 8. Adjournmem. Roanoke County Status and Planning for a Regional Transportation District ISTEA application for a pilot Valley Greenways project One Economic Developmem organization for all governmems County interest in a Charter change related to annexation Discussion of a joint Williamson Road development plan IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 4th day of March, 1996. No. 32842-030496. A RESOLUTION congratulating and commending the Virginia Tech Hokies on an outstanding football season culminating in a great victory in the 62nd Sugar Bowl. WHEREAS, the Virginia Tech Hokies finished the 1995 football season with a 10-2 record and ranked Number 10 in the final Associated Press poll; WHEREAS, Virginia Tech won the Big East Conference Championship and in doing so won a school record ten games in a row, including victories over such highly-rated teams as University of Miami, Syracuse University, University of Virginia and Southwest Conference Champion University of Texas; WHEREAS, Virginia Tech's final victory came on New Year's Eve in the Sugar Bowl in New Orleans before 70,283 fans where the Hokies soundly defeated Number 9 ranked University of Texas by a score of 28-10 in a nationally televised contest; WHEREAS, in beating the Texas Longhorns, the Hokies came back to win, just as they have all year, by shutting down a highly acclaimed running attack, forcing four Texas turnovers and scoring 28 unanswered points; WHEREAS, all of Western Virginia and the entire Commonwealth have been excited by the stirring accomplishments of the Virginia Tech Hokies as evidenced by the 30,000 Virginia Tech fans who traveled to New Orleans for the 62nd Sugar Bowl contest; WHEREAS, in its 102nd football season, Virginia Tech achieved its highest ranking ever and in doing so brought great honor and acclaim to Virginia Polytechnic Institute & State University, Western Virginia and the Commonwealth of Virginia; WHEREAS, one of the leaders of this great Virginia Tech team was Cornell Brown, a native of nearby Lynchburg, who was a consensus First Team All America at the defensive end position; and WHEREAS, Roanoke City council is desirous of extending special recognition to its Hometown Team; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. On behalf of the City of Roanoke and all its people, this Council extends its congratulations and highest commendations to the 1995 Virginia Tech Hokies football team, Roanoke's Hometown Team, and Coach Frank Beamer on an outstanding season culminating in the team's great Sugar Bowl victory. 2. The City Clerk is directed to forward an attested copy of this resolution to Dr. Paul E. Torgersen, President, Virginia Polytechnic Institute & State University, David Braine, Athletic Director, Frank Beamer, Head Coach, and Cornell Brown. ATTEST: City Clerk. 01/24/96 09:42 '~?03 231 3060 VT ATHLETIC DEPT O001/001 January 24, 1996 TO: FROM: RE: Sandra H. Eakin0 Deputy City Clerk Margaret Brown, Secretary City Council - Monday, February 5, 1996-2:00 As per our telephone conversation a list of football captain~ follows: MIKE BIANCHIN - OT from Pittsburgh, PA HANK COLEMAN - DE from Richmond, VA GEORGE DELRICCO - LB from Seabrook, MD JERMAINE HOLMES - SE from St. Petersburg, J. C. PRICE - DT from Dunkirk, MD PL 3~N-24-1996 89:4? ?03 231 3060 93~ P.01 Office of the Mayor CITY OF ROANOKE rotlamalion Given under our hands and the Seal of the City of Roanoke this fourth day of March nineteen hundred and ninety-six. the American Red Cross, led by volunteers, is a humanitarian organization that provides relief to victims of disaster and helps people prevent, prepare for, and respond to emergencies; and the Roanoke Valley Chapter/Appalachian Regional Blood Services and its 1,100 volunteers, provide life saving training, disaster relief blood servibes, and emergency military communication for thousands of Roanoke area families; and to promote the health of the community, all citizens of the City of Roanoke are encouraged to continue their generous support of the American Red Cross and the Roanoke Falley Chapter/Appalachian Regional Blood Services, through contributions of time, funds, and blood donations. NOFF, THF_.J~FO~, L David A. Bowers, Mayor of the Oty of Roanoke, Virginia, do hereby proclaim the month of March, 1996, throughout the City of Roanoke, as RED CROS. Y MON~'H. ATTEST: Mary F. Parker City Clerk David A. Bowers Mayor Office of the Mayor CITY OF ROANOKE Given under our hands and the Seal of the City of Roanoke this fourth day of March nineteen hundred and ninety-six. American women of every age, race, ethnicity, and economic background have made historic contributions to the growth and strength of our nation at home, at work, and in the community; and American women served as early leaders of all major progressive social movements in this nation, not only to secure their own right of suffrage, but also in the abolitionist, labor union, and equal education movements; and WHEREAS, American women continue to strive for equality in the modern civil rights movement for women, people of color, and people with disabilities; and WItERF. AS, despite these contributions, the role of American women has too often been overlooked and undervalued in the body of American history. NOW, THEREFORE, I, David A. Bowers, Mayor of the City of Roanoke, Virginia, do hereby proclaim March, 1996, throughout the City of Roanoke, as WOMEN'S HISTORY MONTH. ATTEST: Mary F. Parker City Clerk David A. Bowers Mayor MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, S.W., Room 452 Roanoke, Virginia 24011~1594 Telephone: (540) 981-2444 Fax: (540) 224-3145 March 4, 1996 The Honorable Acting Vice Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Members of Council: I wish to request an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. Sincerely, David A. Bowers Mayor DAB:sm March 4, 1996 The Honorable David A. Bowers, and Members of City Council Roanoke, Virginia Mayor Subject: Potential Interchange 1-581/Valley View Dear Mayor Bowers and Members of City Council: This letter is intended to provide Council with an update on our ongoing efforts to secure approval for a new interchange on 1-581 in the vicinity of Valley View Mall. On Tuesday morning, April 2, 1996, the Virginia Department of Transportation (VDOT) will hold their annual pre-allocation hearing at their Salem District Auditorium to receive requests for transportation projects. This will be the City of Roanoke's opportunity to request that VDOT include this potential 1-581 interchange project in its annual update of the Six-Year Improvement Program. I previously reported to Council that the Federal Highway Administration (FHWA) could not approve the partial interchange that had been requested by the city, but that such an interchange could be considered if it were a phase in an overall long-term improvement of 1-581. Therefore, the request to VDOT at the pre-allocation hearing will need to include improvements to 1- 581 consisting of an initial phase for the partial interchange located approximately one mile south of Hershberger Road (for which Council has previously approved $5 million from the 1996 Bond Issue) as well as ultimate improvements along 1-581 from a location just north of Hershberger Road to a location just south of the proposed interchange (for which we are seeking VDOT funds, phased over a number of years). Before this request can be officially presented to VDOT, we will seek endorsement of this potential project from both Roanoke City Planning Commission (on March 6, 1996) and City Council (on March 18, 1996). Additionally, staff will ask the Planning Commission and City Council to approve an amendment to the Roanoke City Thoroughfare Plan (RCTP) that relates to this project. The RCTP (an element of Roanoke Vision) was approved and adopted by Roanoke City Council on January 10, 1994. At that time it was not considered possible for a new interchange to be constructed on Mayor and Members of Council Page 2 March 4, 1996 1-581 due to previous denials by the Virginia Department of Transportation. Therefore, the RCTP only referenced a possible new connection from Tenth Street, N.W. (via Andrews Road) to Valley View Boulevard by bridging 1-581 without an interchange. Now that there is a real potential for this interchange, the connection to Tenth Street, N.W. should no longer be referenced in the Roanoke City Thorouqhfare Plan. Rather, the plan's priority "program of projects" should be amended to include the proposed 1- 581 interchange project with a connection to Valley View Boulevard. In yet another aspect of this project, City staff is working with the Fifth Planning District Commission (5th PDC) on a public information meeting for the evening of April 2, 1996 to provide citizens an opportunity to evaluate the proposed 1-581 interchange project. This will lead to seeking Council's approval on April 15 to include this project (by amendment) in the Roanoke Valley Area Lonq Range Transportation Plan (LRTP). VDOT requires any project in the Six-Year Improvement Program also be included in the LRTP. I remain more optimistic than ever that this become a reality. If any member of Council concerning this information, I invite your calls contact Bill Clark at 981-2741. interchange can has questions or suggest you WRH/RKB/gpe copy: Respectfully submitted, W. Robert Herbert City Manager Mary F. Parker, City Clerk Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director of Public Works Robert K. Bengtson, P.E., Traffic Engineer Office of the City Manager March 4, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: Subject: Curb, Gutter and Sidewalk Requests This correspondence is intended to notify you of the curb, gutter and sidewalk projects recommended for funding from the City's most recent bond issue and inform you of a new process for evaluating citizen generated requests for new curb, gutter and sidewalk. As you may be aware, since 1986 the City's Engineering Department has maintained a listing of all new curb, gutter and sidewalks requested by citizens. During that time, the list has grown to over 360 requests at an estimated cost of $12 million. During the period from 1986 until present, the City has expended $2 million for such requests. The City currently has approximately $1 million from the most recent bond issue earmarked for curb, gutter and sidewalk. Unfortunately, citizen requests for such improvements continue to come in at a rate much faster than past funding levels have supported. Over the past year, staff from several City departments (Engineering, Planning, Neighborhood Partnership, Street Maintenance) have worked together to review the existing list of citizen requests which has been generated over the past 10 years. City staff evaluated each request based on a number of criteria including impact on drainage, safety, cost, neighborhood support, proximity to schools and other factors. This information was compiled in both map and narrative form and shared with the City's neighborhood organizations who were asked to identify projects which will have the most benefit to their area. All of this information was used to prioritize individual requests for funding from the bond issue. The first group of recommended projects (attached) were advertised for bid on January 14, 1996, with work to begin this spring. We anticipate bringing you a bid report on March 18, 1996, for your approval. The projects have been phased in order to get the most competitive bids and to ensure that our local contractors can meet local bonding limitations. I am anticipating that the remaining projects will be bid in 1997 and 1998. In an effort to provide better customer service to our citizens in the future and to make the most effective and efficient use of available funds, I am currently implementing a new process for Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 981-2333 FAX (540) 224-3138 Members of Council Page 2 evaluating and prioritizing citizen requests for curb, gutter and sidewalk as they are received. The process also utilizes established criteria emphasizing safety and drainage considerations for evaluating the validity of such requests against each other and the other needs of the City. A summary of the process and criteria for evaluating the requests is attached for your information. I have also enclosed a copy of the draft application which would be completed by the citizen making the request. The process has been endorsed by the Roanoke Neighborhood Partnership Executive Committee. If you have any questions or need any additional information, please call me or Bill Clark, Director of Public Works. Respectfully submitted, W. Robert Herbert City Manager WRH:JRM:mpf attachments cc: City Clerk City Attorney Director of Finance Director of Public Works City Engineer Chief of Planning and Community Development Chairman, Roanoke Neighborhood Partnership Coordinator, Roanoke Neighborhood Partnership CURB: Brooklyn Ave., N.W. ATTACHMENT "A" PROJECT LOCATIONS - PHASE I - Curb 22nd St., N.W. Woodlawn Ave., S.W. Woodlawn Ave., S.W. 6th St., S.W. Allison to Walnut (Westside) - Curb 23rd St., S.W. Jefferson to Richelieu - Curb 5th St., S.W. Woods to Allison - Curb Albemarle, S.W. Fill-in 300 Block - Curb SIDEWALK_: Hollins Road, N.E. Kyle to Pocahontas (East Side) - Sidewalk Moorman Rd., N.W. 12th to 13th (South Side) - Sidewalk Preston Ave., N.W. Exist. to Recreation Center - Sidewalk Westwood Street, N.W. Salem Turnpk. to Exist. @ School - Sidewalk Lincoln Ave., S.W. Carter to Alley (East Side) - Sidewalk Fill-in 1400 Block - Curb Fill-in 3100 Block including Eastside Rosewood - Curb Gilford to Oregon - Curb CURB & SIDEWALK._' Melrose Ave., N.W. Fill-in @ 1622 - Curb & Sidewalk Montrose Ave., S.E. Fill-in 1100 Block - Curb & Sidewalk 31st Street, N.W. Fill-in Melrose to Salem Turnpk. - Curb & Sidewalk RECEIVED FEB ~3 DEPARTMEI~I* OF COMMUNITY KING ST LOUDON AVE GILMER AVE DALE AVE DALE AVE WISE AVE MCDOWELL AVE. 5 TH ST 5TH ST MAPLELAWN AVE SYRACUSE AVE KENNEDY ST 1 997 CURB and SIDEWALK (Tentative) 2200-2300 BLKS 900 BLOCK 900 BLOCK INFILL 300 BLOCK 700 BLOCK 14TH. ST-17TH.ST 900 BLOCK INFILL CURB & SIDEWALK ALLISON & WALNUT (WEST SIDE) WOODS TO ALLISON 3000 & 3100 BLOCKS (SOUTH SIDE) 1500 BLOCK ONLY FUGATE TO LIBERTY (WEST SIDE) CURB NE CURB & SIDEWALK NW CURB & SIDEWALK NW SIDEWALK SE SIDEWALK SE CURB & SIDEWALK SE NW CURB SW CURB SW CURB NW CURB NW CURB NE Process for Curb/Sidewalk Requests Request is received from citizen An application packet is sent to citizen with summary of criteria Citizen completes application and returns it to Engineering Project is evaluated and scored by Engineering, Planning and Community Development, Risk Management, and Streets and Traffic. If score is above a pre- If score is below the determined threshold, threshold, the request the request is placed is not considered for on a list of viable construction. projects. Applicant is Applicant is notified notified, and given right of appeal As funding becomes Citizen may appeal available, projects are evaluation. constructed by priority based on highest score. STEP I STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 Criteria For Curb and Sidewalk Improvements The following criteria will be used to consider your request. In completing your application, you should try to give us information that will help us review the situation in your area. Will the improvement correct a serious public safety hazard? Is curb and/or sidewalk the only way to correct the problem? Level of Resident/Neiohborhood Suooort Is every household affected in support of the project? Have they been contacted? Does the neighborhood organization, if there is one, support the project? Is the project an extension of existing curb or sidewalk? Will the improvement correct a drainage problem? problem? Will it cause a drainage For sidewalk only, is the location within 1/2 mile of a school? Relationshio to a Pla~I Is the improvement recommended by a City Council-adopted plan such as Roanoke Vision, a neighborhood plan, or Capital Improvements Program. Is the project located in a Special Project Area such as a Conservation Area, Rehabilitation District, Neighborhood Design District, or Enterprise Zone? Will the projec_& enhance accessibility in accordance with the Americans with Disabilities Act? Is the cost of the project high compared to the benefit gained? households are affected? How many Application for Curbing and Sidewalk Improvements IName: Address: Phone: :Location of Request - Please be as specific as possible; use street addresses where possible (for example: 301 to 456 Main St., SW, or Juniper Avenue between Aspen Street and Spruce Street). Type of Request - Check one or both Curb Sidewalk If you need more room to answer any of the following questions, please attach them on a separate sheet or sheets to this application. Justification - Please explain why you are requesting curb and/or sidewalk Safety - WilLnew curb and/or sidewalk address a safety hazard? How? Drainage - Is your request to solve a drainage problem? If yes, describe the problem and any damages that are recurring as a result of drainage problems. Citizen/Neighborhood Support - Is anyone else on your street interested in curb and/or sidewalk? Please attach a list of the names and addresses of those who would be affected. How many are in support of the project? Does anyone object? Additional Comments - Return to: Charles M. Huffine, P.E, City Engineer Department of Engineering Room 350, Municipal Building 215 Church Avenue, SW Roanoke, VA 24011 Date Review Completed Date of Follow Up MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.V~, Room 456 Roanoke, Virginia 24011-i536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #27-200-326-468 Wayne G. Strickland Executive Director Fifth Planning District Commission P. O. Box 2569 Roanoke, Virginia 24010 Dear Mr. Strickland: Your communication with regard to progress of the Roanoke Regional Stormwater Management Plan, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. On motion, duly seconded and unanimously adopted, the communication was received and filed. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm FIFTH PLANNING DISTRICT COMMISSION ii?* [ u(k Avenue, SW Post Office Box 2469 Roanoke, Virginia 24010 (g40) ~4~ 4417 · fax (540)~43 4416 Februaw 22,1996 Mayor David Bowers and Members, Roanoke City Council Municipal Building 215 Church Avenue, SW Roanoke, Virginia 24011 Dear Mayor Bowers and Council Members: The purpose of this letter is to update you on the progress of the Roanoke Regional Stormwater Management Plan. it contains six phases, and the progress of each phase (as of February 5, 1996) is as follows: Phase A - Phase B ~ Phase C - Phase D - Phase E - Phase F - Develop Master Plans for Individual Watersheds --- 70% complete (should be finished in a few months) Remedial Action Plans for Selected Areas --- 0% complete (should begin soon and be completed by Fall 1996) Develop Stormwater Quality Management Plan --- 0% complete (should begin soon and be completed by Fall 1996) Prepare Maintenance Guidelines and Model Maintenance Agreement --- 10% complete (should be finished during the Summer of 1996) Evaluation of Applicable Permits --- 0% complete (should begin soon and be completed by Fall 1996) Develop Implementation Plan --- 10% complete (the consultants proposal for implementation should be prepared by the end of September 1996, but local governments may need several additional months for any review and decision process) You will be receiving a letter from me soon asking the City to appoint two citizen representatives for the Citizens Advisory Committee which will be established for this project. Each local govemment will be asked to appoint two citizens, and several at-large appointees will be established to represent interests such as the agricultural community, the homebuilders association, etc. The representatives to the Citizens Advisory Committee will be a conduit for information exchange - telling us about the stormwater management problems they see in their communities and hearing from the engineers about the alternatives that might be available to mitigate problems. Serving Alleghan¥ County, Botetourt County, Clifton ~orge, Covington, Craig County, Roanoke City, Roanoke County, Salem, and the Town of Vinton Page -2- A Technical Advisory Committee has been meeting since the project began in order to provide the input of local staff engineers. Roanoke City is usually represented at the Technical meetings by Charlie Huffine and Greg Reed. They have been very helpful to the consulting engineer (Dewberry and Davis) in collecting the technical data needed to assess the current stormwater situation and predict future stormwater problems. In the future, we will need to establish a Policy Advisory Committee which would be asked to make decisions on implementation of the plan, using input from the Technical and Citizens Committees. We will be contacting localities later about the potential structure of a Policy Committee. Enclosed is the brochure detailing the study. Page two shows the study area. Please let me know if I can supply any further information. I look forward to working further with you and the citizens of Roanoke on this important project. Sincerely, Executive Director Enclosure cc: Bill Clark Charlie Huffine Greg Reed MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.V~, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #15-110-488 Mr. Edward S. Allen 3411 Frontier Road, N. W. Roanoke, Virginia 24012 Dear Mr. Allen: Your communication tendering your resignation as a member of the Roanoke Neighborhood Partnership Steering Committee, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. On motion, duly seconded and unanimously adopted, the resignation was accepted with regret and your communication was received and filed. The Members of City Council requested that I express sincere appreciation for your willingness to serve the City of Roanoke as a member of the Roanoke Neighborhood Partnership Steering Committee. Please find enclosed a Certificate of Appreciation and an aedalview photograph of the Roanoke Valley which was issued by the Mayor on behalf of the Members of the Roanoke City Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. Mr. Edward S. Allen March 6, 1996 Page 2 pc: Richard S. Winstead, Chairperson, Roanoke Neighborhood Partnership Steering Committee, 1322 Watauga Street, S. W., Roanoke, Virginia 24015 Mariam K. Alam, Neighborhood Partnership Coordinator Sandra H. Eakin, Deputy City Clerk Edward S. Allen 34!I. Frontier Road, NW ROanOke, VA 24012 February 15, 1996 Kichard S. Winstead, Chair Roanoke Neighborhood Parmership 215 Church Ave., SW, Room 162 Roanoke, VA 24011 Dear Richard~ Please except my resignation from the Partnership's Steering Committee. I have been very sick since October, 1995, and am no longer able to participate. I hope you will be able to fill my vacancy with someone who can be active with the Partnership. I have enjoyed working with you and the other members of the Steering Committee. I wish you luck in the future. Sincerely, Edward S. Allen F ECEIVED C~'rTM ~r qOANOKE MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #15-110-192 James W. Stephens, Chairperson Roanoke Civic Center Commission 2130 Deyerle Road, S. W. Roanoke, Virginia 24018 Dear Mr. Stephens: This is to advise you that on February 23, 1996, Evangeline B. Jeffrey qualified as a member of the Roanoke Civic Center Commission, to fill the unexpired term of Melinda J. Payne, resigned, ending September 30, 1997. Sincerely, Mary F. Parker, City Clerk MFP:sm pc~ Kit B. Kiser, Director, Utilities and Operations Bobby E. Chapman, Manager, Civic Center Facilities Vivian D. Nelson, Secretary, Roanoke Civic Center Commission Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Evangeline B. Jeffrey, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Civic Center Commission, to fill the unexpired term of Melinda J. Payne, ending September 30, 1997, according to the best of my ability. So help me God. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #15-110-230 Richard C. Maxwell, Chairperson Roanoke Arts Commission P. O. Box 14125 Roanoke, Virginia 24038-4125 Dear Mr. Maxwell: This is to advise you that on February 23, 1996, Lucy L. Hazlegrove qualified as a member of the Roanoke Arts Commission for a term ending June 30, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Stephanie M. Moon, Secretary, Roanoke Arts Commission Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Lucy L. Hazlegrove, do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Arts Commission for a term ending June 30, 1997, according to the best of my ability. So help me God. Subscribed and sworn to before me th~'~C~d~da~~.'~ ARTHUR B. CRUSH, III, CLERK M~kRY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy Cit~ Clerk March6,1996 File #15-110-178 Dolores C. Daniels, Secretary Fair Housing Board Roanoke, Virginia Dear Ms. Daniels: This is to advise you that on December 14, 1995, Charles T. Green qualified as a member of the Fair Housing Board for a term ending March 31, 1997. Sincerely, Mary F. Parker, CMC/AA-E City Clerk MFP:sm pc: Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Charles T. Green, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Fair Housing Board for a term ending March 31, 1997, according to the best of my ability. So help me God. ,¸2 Subscribed and sworn to before me this/¢'~ay of ~,~--'- 1995. ARTHUR B. CRUSH, III, CLERK , DEPUTYCLERK MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #15-110-132-326 J. Lee E. Osborne, Chairperson Fifth Planning District Commission 1847 Mt. Vernon Road, S. W. Roanoke, Virginia 24015 Dear Mr. Osborne: This is to advise you that on February 20, 1996, Wendell H. Butler qualified as a member of the Fifth Planning District Commission, to fill the unexpired term of former Council Member John S. Edwards, ending June 30, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Wayne G. Stdckland, Executive Director, Fifth Planning District Commission, P. O. Box 2569, Roanoke, Virginia 24010 John R. Marlles, Chief, Planning and Community Development Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Wendell H. Butler, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Fifth Planning District Commission, to fill the unexpired term of former Council Member John S. Edwards, ending June 30, 1997, according to the best of my ability. So help me God. Subscribed and sworn to before me thi~day of~ 1996. ARTHUR B. CRUSH, III, CLERK ,DEPUTYCLERK H?,AGENOA~FEB.5 January 19, 1996 Ms. Mary Parker City of Roanoke Municipal Building, Room 456 215 Church Avenue Roanoke, VA 24011 Dear Ms. Parker: A representative from the Roanoke Valley Economic Development Partnership would like to be put on the agenda for a February City Council meeting. We would like to give an update on Partnership activity. Please let me know the date and time so I can put it on our calendar. Thank you for your assistance. Sincerely, Douglas Butler v Director of Investor Relations 111 FRANKLIN PLAZA, SUITE 333 ROANOKE, VIRGINIA 24011 5 4 0 - 3 4 3 - 1 5 5 0 1- 8 0 0- LOCATE2 FAX: 540-344-6096 PRESENTATION TO ROANOKE CITY COUNCIL For the past couple of years, I have come before City Council to report on the Roanoke Valley Economic Development Partnership and its work for last year. I'm here to do the same today. 1995 was a good year for the Roanoke Valley. * The region led the state in job creation -- that is job growth was greater here than anywhere else in the Commonwealth. * And as you might expect with all that job growth, unemployment for the region was one of the lowest in the state. The Roanoke Valley Economic Development Partnership announced 11 locations and expansions. That was the most in the organization's 12-year history. The companies accounted for $48 million in investment and more than 1000 potential jobs. They were: A.O Smith Automotive Products Jacuzzi Whirlpool Rubatex Lee Engineering Arkay Packaging Fleetwood Homes Synchrony Transkrit Corp. Loman Garrett* Taylor Brothers Lumber* Fluid-Tech* In summary the statistics are as follows * Capital investment was up 242 percent * Potential jobs increased 23 percent * Inquiries increased 32 percent * Advertising inquiries increased 123 percent. I recently did a simple analysis of last year's results. With a projected payroll of $19 million dollars and an estimated local expenditures of $4.8 million, the money spent by the Partnership in pursuit of last year's projects generated a 37 to 1 return for its investors. Of course, not all of the locations are in Roanoke, the city certainly benefits from our work. Consider that percent of your residents leave Roanoke to work in one of the Partnership's other jurisdictions. But they come home at the end of the day to spend the money they earn 1. to pay taxes that support this city and its fine public schools 2. and at the local businesses that fuel the Roanoke economy. In summary, I'm here today to say that the Partnership, in the opinion of its board of directors, is doing exactly what it was created to do in 1983. Strong job growth, income growth, and low unemployment speak for it. You know, we all hear a lot of talk about regional this and regional that. The Partnership is an example of regionalism at its best -- because it works for all of us and has for many years. Thank you for supporting the regional concept for 12 years and thank you for the confidence you have placed in me and in the Economic Development Partnership. March 4, 1996 MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #70-184-429 F. Wiley Hubbell, Chairperson City of Roanoke Pension Plan, Board of Directors 3712 Peakwood Drive, S. W. Roanoke, Virginia 24014 Dear Mr. Hubbell: I am enclosing copy of a report prepared by Frank M. Vaccero & Associates, Inc., which was presented by Richard B. Sarver, President, Roanoke Fire Fighters Association, at a regular meeting of the Council of the City of Roanoke on Monday, March 4, 1996. On motion, duly seconded and unanimously adopted, the report was referred to the City of Roanoke Pension Plan, Board of Directors, for study, report and recommendation to Council on Monday, May 6, 1996. Sincerely, Mary F. Parker, CMC/,a~,E City Clerk MFP:sm Enc. F. Wiley Hubbell, Chairperson City of Roanoke Pension Plan, Board of Directors March 6, 1996 Page 2 pc: Richard B. Sawer, President, Roanoke Fire Fighters Association, P. O. Box 1132, Roanoke, Virginia 24006 W. Robert Herbert, City Manager James D. Grisso, Secretary/Treasurer, City of Roanoke Pension Plan, Board of Directors Roanoke Fire Fighters Association LOCAL 1132 IAFF POST OFFICE BOX 1132 ROANOKE, VIRGINIA 24006 540 342 3828 Richard B. Sarver 2890 Northview Drive SW Roanoke, Va. 24015 Ms. Parker; This is notice of my desire to appear before Roanoke City Council on March 4, 1996 to bring before Council a Actuarial Review for their consideration. If you need any other information I may be reached at 776-0483 (home) or 981-2414 (work). Sincerely, Richard B. Sarver Actuarial and Administrative Consultants One Neshaminy Interplex, Suite 206 Trevose, Pennsylvania, 19053-6970 (215) 638-3682 Telecopier (215) 638-1294 1-800-883-3682 CITY OF ROANOKE PENSION ACTUARIAL REVIEW FOR 1995 Prepared By: FRANK M. VACCARO & ASSOCIATES, INC. January 31, 1996 Actuarial and Administrative Consultants One Neshaminy Interplex, Suite 206 Trevose, Pennsylvania, 19053-6970 (215) 638-3682 Telecopier (215) 638-1294 1-800-883-3682 February 2, 1996 Mr. R/chard Sarver Pres/dent, Local 1132 Roanoke Professional Fire Fighters P.O. Box 1132 Roanoke, VA 24006 RE: ACTUARIAL REVIEW FOR THE CITY OF ROANOKE PENSION PLAN Dear Richard: We have reviewed the pension plan information sent to our office for the City of Roanoke Pension Plan. The information we received included the following data: · copies of the 1993 through 1995 Actuarial Valuations as provided by Buck Consultan ts; · a schedule of compensation increases received by the General Employees and Police/Fire groups for the years 1977 through 1995; · a copy of the Pay Plan of the City of Roanoke, effective July 1, 1995; · copies of the audited financialsta tements of the pension plan for years ended June 30, 1988 through 1994 as provided by KPMG Peat Marwick; and, · a copy of Chapter 22. 1, entitled Pensions and Retirement, of the Code of Ordinances from the City of Roanoke. Based on our analysis of the current Plan provisions and Actuarial Assumptions utilized, it appears that the 1995 costs of the City of Roanoke Pension Plan are overstated. This is primarily due to the fact that Buck Consultants employed the conservative assumptions cited below upon calculating the Plan's Contribution Rate. These conservative assumptions include use of a 7. 5% interest rate and an effective average 6. 5% salary scale in calculating the costs and liabilities. These assumptions, in combination, are producing inflated costs in the calculation of the Plan's Contribution Rate. It is our opinion that these assumptions should be revised to more accurately reflect the past experience and future expectations of the Plan. We believe that given more realistic assumptions, the Plan's Contribution Rate could be reduced considerably. In order for us to demonstrate why the assumptions used by Buck Consultants are not appropriate, we must focus our attention on each individual assumption and its relation to the employees and the Fund. We will begin our analysis by evaluatfiTg the 7.5% interest rate. To determine whether this interest rate is suitable for valuation purposes, we first need to examine the investment history of the Fund. This investigation will then assist us in determining the potential long-term future returns of the Fund's investments. Our review of the audited financial statements demonstrates that the Fund experienced an annualized return of 1 I. 7% for the twelve-year period ending June 30, 1995. This return is not surprising if one notes the composition of the Fund's asset portfolio. As of June 30, 1994, approximately 64% and 27% of the Fund's assets were invested in stocks and bonds, respectively. Apparently, this is not as conservative a portfolio as the 7. 5% interest assumption used by Buck Consultants would indica re. Taking these facts into consideration, it is our opinion that the use of an 8% interest assumption to value plan liabilities would be more appropriate. This choice of assumption would more accurately relate to the past experience of the Plan and future expectation of anticipated experience under the Plan. If the Fund does not significantly alter its investment philosophy, an 8% interest rate represents a more valid long-term assumption. Continuing our review, in our opinion the salary scale assumption should be decreased from an effective average of 6.5% to 5.75%. When analyzing this pay-related assumption, it is important to note that it should be developed from several components. These components include long-range estimates of future inflation, promotion, and seniority. Based on the history provided, average salary increases for employees of the City of /~oo~ol~ have been 6. 1% (for Police/Fire) and 5.3% (for General Employees) over the last seventeen years. Furthermore, over the last 10 years (data taken from the audited financial statements prepared by Peat Marwick) average salaries have increased by 4.3% for the Police/Fire group and 3.9% for the General Employees. This downward trend has even continued recently, evidenced by the 2.9% increase for the Police/Fire employees and 3.3% for the General Employees over the last 5 years. It is apparent from this data, that the 6.5% salar~cale to estimate future salaries is overstated. Therefore, it is our opinion that a 5. 75% salary scale has more merit as a long-term assumption. In addition, we noticed that Buck updated the mortality assumption in their June 30, 1995 Actuarial Valuation to the 1995 Gewrge B. Buck Mortality Table. This change was made to reflect increases in the life expectancy of retired members. According to page 16 of the Report, the new mortality table increased the Unfunded Accrued Liability by ~ 7,504,000. While we concur with Buck on the fact that retirees are living longer and mortality improvement should be reflected in the Valuation, we do not agree with the use of the 1995 Buck Mortality Table for this group of employees. For this purpose, we revalued the current plan utilizing the 1995 George B. Buck Table for Hourly Employees for the General Employees and the 1992 Railroad Retirement Board Mortality Table for the Police and Fire GroUPs. Under this revised assumption,., the City's ContributiOn Rate would reduce by approximately 1.5% of pay. The corresponding reduction in the Plan's Unfunded Accrued Liability would amount to ¢7, 100,000. In light of the actual experience presented within the Fire Group, we recommend that the City perform an experience study to examine the mortality assumption further. In particular, over the past ten years, the average age at death for a Roanoke retired firefighter was 76.65 years. This is in sharp contrast, to the 1995 Buck Mortality Table which assumes an average at death of 8 I. 76 years for a newly retired 55 year- old male firefighter. For informational purposes, for that same 55-year old male, the 1992 Railroad Retirement Board Mortality Table assumes an average age of death of 79. 18 years. The 1995 Buck Mortafity Table for Hourly Employees (which we used for the General Employees) assumes an average age of death of 80.94 years under the same scenario. In the 1995 Actuarial Valuation Report, it can be determined that the City's 1995 Contribution Rate for the Plan Year beginning July 1, 1995 amounts to 10.88% of pay. Furthermore, the Unfunded Actuarial Accrued Liability was determined to be ¢ 5, 280, 543. If the City would adopt the changes described above (excluding the mortality change), the Unfunded Actuarial Accrued Liability would decrease to approximately a negative $2 million. In other words, the assets would exceed the Actuarial Accrued Liability by ¢2 million. As a result, the City's Contribution Rate would reduce to 7.8% of pay. With this in mind, the System would have a larger surplus of assets, which conceivably allow for a increase in benefits for the City employees. As you requested, we have estimated the potential impact of your proposals for improving the Plan. These results are contained in the attached Exhibit, which shows the Contribution Rate Actuarial Accrued Liability for each benefit enhancement. Please be aware that in these calculations, we have not modified the Buck retirement rates used in their 1995 Valuation. As we discussed, a liberalization in the benefit formula or Normal Retirement eligibility could increase retirement patterns of the System. Please be aware that during our Actuarial Review we have focused our specific attention to the cost impacts of certain benefit improvements. Our Report is not intended and does no t express an opinion regarding the legality of the items contained in this Report. It should be stressed that the aforementioned costs and liabilities represent estimates and as indicated are based on our proposed assumptions. If it would be desirable for the employees of the City of Roanoke to pursue the assumption changes and subsequent plan improvements further, we would be pleased to perform an Actuarial Valuation to substantiate the cost changes. Once you have had an opportunity to review this material, should you have ~ny questions or require an y additional informa tion, please feel free to con tact me or Steve Vaccaro at our Trevose office. In closing, we would like to thank you for the opportunity to be of service. Sincerely, Os~~CIA TES, /NC. .A., £.A., M.A.A.A. Manager of Actuarial Services CITY OF ROANOKE PENSION PLAN EXHIBIT I (Continued) ACTUARIAL REVIEW FOR 1995 Alternative Alternative I1: Alternative//1: Alternative IV: Alternative V: Alternative VI: Alternative Vlh Alternative V/IL' A 4% cost of living adjustment shall be added to the retirement benefits for ail future retirees Unreduced joint & 50% survivor annuity for future ESRS retirees who are married for one year on date of retirement, Increasing the ESRS benefit accrual rate from 2. 0% to 2.4% of Final Average Salary for police and firefighters and from 2.0% to 2 1/3% for general employees. Reduction of the ESRS Normal Retirement Age to age 65 with 5 years of service or (1) 25 years of service for police and firefighters and (2) 30 years of service for general employees. A 1% cost of living adjustmentshallbe added the retirement benefits for all future retirees. Increasing the ESRS benefit accrual rate from 2.0% to 2.4% of Final Average Salary (subject to a maximum of 70% of Final Average Salary) for police and firefighters and from 2.0% to 2 1/3% for general employees. Increasing the ESRS benefit accrual rate from 2.0% to 2.4 % of Final Average Salary for police and firefighters (subject to a maximum of 70% of FinalAverage Salary) and from 2.0% to 2.29% for general employees. Increasing the ESRS benefit accrual rate for police and firefighters from 2.0% to 2.4% of Final Average Salary for the first25 years of service only, and from 2.0 to 2.29% of Final Average Salary for General Employees (subject to a maximum of 70% of Final Average Salary). FRANK M. VACCARO & ASSOCIATES, INC. Ytctuctr~j ~>reserttcttion I would like to thank Mayor Bowers and Members of City Council for allowing me to appear before Council today. I come before you today to present an Actuarial Study of the City of Roanoke Pension Plan. We had this study prepared by Frank M. Vaccaro & Associates who are Actuarial and Administration Consultants based in Trerose Pennsylvania~ The information they reviewed included the following data: (Thank Finance Department for help) · Read from Study After analyzing the current Plan and Actuarial Assumptions, it appears that the 1995 costs are overstated. This is primarily because Buck Consultants used two conservative assumptions to calculate the Plan's Contribution Rate. These conservative assumptions include the use of a 7.5% interest rote and an effective average 6.5% salary scale in calculating the costs and liabilities. It is our recommendation that these assumptions be revised to more accurately reflect the past experience and future expectations of the Plan. Page 2 · First let us look at the 7.5% interest rote · Flip Chart To determine if this interest rote is suitable, we need to examine the investment history of the Fund. Our review of the audited Financial Statements shows the Fund has experienced an annual return of 11. 7% for the 12 year period ending June 30, 1995. This is not surprising if one notes the composition of the Fund's assets portfolio. As of June 30, 1994 approximately 64% of the funds were invested in stocks and 27% in bonds, respectively. This is not as conservative portfolio as the 7.5% interest assumption used by Buck Consultants would indicate. The use of an 8% interest rate assumption to value plan liabilities would be more appropriate. · Flip Chart Page3 Using an 8% interest rote is nothing new for the City of Roanoke. The 8% interest rote was used beginning July 1, 1983 until June 30, 1986 In July 1986 until June 30, 1989 73/4% was used. In July 1989 until present Z$% has been used. (170.8 million dollars) Next let us review the 6.5% salary scale assumption used by Buck Consultants Flip Chart Over the last 17 years average salary increases for employees of the City of Roanoke have been & l % for Police~Fire and 5.3% for General Etnployees. Since Police/Fire makes up approximately 1/3 of Roanoke City's workforce, this is an increase of approximately 5. 5% salary increase for all employees. 1% below the assumption used by Buck Consultants. Furthermore over the last 10 years salary increases have averaged 4.3%for Police/Fire and 3.9% for General employees. This is an average increase of approximately 4% for all employees. P~e4 This downward trend has continued. Over the last 5 years salary increases have been Z9% for Police/Fire, and 3.3% for General Employees for an average of approximately 3,~% for all employees. It is apparent from the data, The ~$% salary scale to estimate future salaries is overstated. A 5. 75% salary scale has more merit as a long term assumption. If the City would adopt the changes described, the unfunded actuarial accrued Liability would decrease to approximately a negative $2 million. As a result the City's contribution rate would reduce to 7.8% of pay. With this in mind, the system would have a larger surplus of assets, which would allow an increase in benefits for City employees. Flip Chart Page 5 How can ~aproved benefits to it's employees belp the City? (1) The City presently ~ two pensinn systems, commonly called the "old system" and the "new system." The City has on several occasions encouraged employees on the "old system" to switch to the new for obvious bookkeeping reasons. By improving benefits to the new system (ESRS) this could help to achieve that goal. (2) Older employees at or near the top of their pay range would have more incentive to retire and be replace by employees at the lower end of the pay range. The City has made changes in the system in the last several years primarily to benefit top management personnel. It presently pays all or a portion of the maximum payment allowed into ICMA Retirement Corp. to twelve of the City's top positions. We feel there is money available in the Pension System at this time to improve benefits to all City employees. We urge you to use your influence as leaders of this City to have the Pension Board come back with a positive recommendation to our concerns. MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File f~9-60 Jacqueline L. Shuck Executive Director Roanoke Regional Airport Roanoke, Virginia Dear Ms. Shuck: I am enclosing copy of Resolution No. 32844-030496 approving the Roanoke Regional Airport Commission's 1996-1997 proposed operating and capital budget, upon certain terms and conditions. Resolution No. 328'~.'~.q330496 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Bob L. Johnson, Chairperson, Roanoke Regional Airport Commission, 5202 Aviation Drive, N. W., Roanoke, Virginia 24012-1148 Catherine S. Pendleton, Secretary, Roanoke Regional Airport Commission, 5102 Aviation Drive, N. W., Roanoke, Virginia 24012 Mark A. Williams, General Counsel, Roanoke Regional Airport Commission, 5102 Aviation Drive, N. W., Roanoke, Virginia 24012 Mary H. Allen, Clerk, Roanoke County Board of Supervisors, P. O. Box 29800, Roanoke, Virginia 24018-0798 IN THE COUNCIL OF THE CITY OF ROANOKE, The 4th day of March, 1996. No. 32844-030496. VIRGINIA, A RESOLUTION approving the Roanoke Regional Airport Commission's 1996-1997 proposed operating and capital budget upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that in accordance with the requirements of the Roanoke Regional Airport Commission Act and the Roanoke Regional Airport Commission Contract dated January 28, 1987, the City of Roanoke hereby approves the Airport Commission's 1996-1997 proposed operating and capital budget, as well as a separate listing of proposed capital expenditures, as more particularly set forth in a report from the Commission to this Council dated February 14, 1996. ATTEST: City Clerk. B~b L. Johnson, Chairman Kit & Kiser, Vice Chairman Claude N, Smith James M, Turner, Jr. Arthur M. Whi~aker, Sr. 5202 Aviation Drive Roanoke, Virginia 24012-1148 (540) 362-1999 FAX (540) 563-4838 Jacqueline L, Shuck, Executive Director Honorable Mayor and Members Roanoke City Council Roanoke, Virginia February 14, 1996 Re: Roanoke Regional Airport Commission Fiscal Year !996-97 Budget and Proposed Capital Expenditures Dear Mayor Bowers and Members of Council: In accordance with the requirements of the Roanoke Regional Airport Commission Act, and the Roanoke Regional Airport Commission Contract dated January 28, 1987, submitted for your approval is the Airport Commission's 1996-97 proposed Operating and Capital Purchases Budget, as well as a separate listing of proposed capital expenditures which are expected to exceed $100,000 and are intended to benefit five or more future accounting periods. The Commission has been advised by bond counsel that formal approval of the budget by resolution of each of the participating political subdivisions would be appropriate. The capital expenditure list also requires formal approval. I will be pleased to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission, thank you very much for your help and cooperation. Very truly yours, Jacqueline L. Shuck Executive Director Enclosures cc: Chairman and Members, Roanoke Regional Airport Commission Mary F. Parker, Clerk, Roanoke City Council Wilburn C. Dibling, Roanoke City Attorney Mark Allan Williams, General Counsel, Roanoke Regional Airport Commission csp020196.h\ Corrtrfl\96council.ltr 08-Feb-96 A'/-FACHMENT I ROANOKE REGIONAL AIRPORT COMMISSION FOR YEAR 1996-97 BUDGET 1995-96 Budgeted 1996-97 Budgeted EXPENSE BUDGET Expenditures Expenditures 1. Operations and Maintenance Expenses A. Salaries, Wages and Benefits $1,610,850 $1,698,021 B. Operating Expenditures 1,833,310 1,916,760 C. Other Projects 48,500 40,000 Total Operations and Maintenance 3,492,660 3,654,781 2. Non-Operating Expenses A. Interest 555,571 542,616 B. Debt Service 273,226 289,677 Total Non-Operating 828,797 832,293 3. Capital Expenses A. Capital Projects and Purchases 78,100 245,225 Total Capital Expenses 78,100 245,225 Total Budgeted Expenditures $4,399,557 $4,732,299 1995-96 Projected 1996-97 Projected REVENUE PROJECTIONS Revenues Revenues 1. Operating Revenues A. Airfield $824,295 $977,738 B. General Avietion 103,112 101,552 C. Terminal Related 2,990,407 3,273,903 D. Other Revenues 213,718 225,790 Total Projected Operating Revenues 4,131,532 4,578,982 2. Non-Operating] Revenues A. Interest from Debt Service 28,000 40,000 B. Interest on Investments 250,000 425,000 C. Roanoke County Base Service Fee 264,640 0 Total Projected Non-Operating Revenues 542,640 465,000 Total Projected Revenue $4,674,172 $5,043,982 ATTACHMENT II Proposed Capital Expenditures (For r ' p ojects expected to exceed $100,000 in cost and intended to benefit five or more accounting periods) Projects 1. Purchase and Install Cam_ eting in Terminal a.) Description: Purchase and install approximately 3300 square yards of carpeting as replacement for carpeting in public areas of the terminal building. b.) Justification: The carpeting in the public areas of the terminal building will have been in place for almost eight years at the end of the 1996-97 fiscal year. Heavy usage has caused it to wear out in some areas and reach the point where it no longer can be satisfactorily cleaned. Estimated Cost: $150,000.00 Construction of Airfield Maintenance and Storage Building a.) Description: Construct an airfield maintenance and storage building of sufficient size to store and maintain all snow removal and other airfield maintenance equipment, vehicles and supplies, and to provide office, lockers and break room space for airfield maintenance personnel. b.) Justificatio0: Airfield maintenance personnel are housed in a 1940's building which is slated for demolition. Some snow removal and other maintenance equipment is stored in a World War II quonset hut which is largely unheated; the rest of the equipment and vehicles, and some supplies are stored outside without protection. In order to maintain and protect equipment, supplies and personnel, especially during snow events, an airfield maintenance and storage building is required. Estimated Cost: $1,400,000.00 B. Funding Sources Federal AIP Grant Funds State Aviation Grant Funds Commission Funds City and County Funds Estimated Total Projects Funding cspO20896.h Coram\ao. achll.bgt -0- $1,000,000.00 550,000.00 $1,550,000.00 RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION Adopted this 14th day of February 1996 No. ~ A RESOLUTION approving and adopting the Commission's Operating and Capital Purchase Budget for fiscal year 1996-97. BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal year 1996-97 Operating and Capital Purchase Budget for the Commission as set forth in the report and accompanying attachment by the Executive Director dated February 14, 1996, is hereby approved; BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf of the Commission to submit the fiscal year 1996-97 Operating and Capital Purchase Budget, as well as a list of Proposed Capital Expenditures, to the Roanoke City Council and the Roanoke County Board of Supervisors for approval pursuant to the contract between the Commission, Roanoke City and Roanoke County dated January 28, 1987. ATTEST: Secrett ry -9'' ~. / ~ ', ! . MARY H. ALLEN. CMC P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (703) 772-2005 FAX (703) 772-2193 February 29, 1996 BRENDA J. HOLTON Ms. Jacqueline L. Shuck Executive Director Roanoke Regional Airport 5202 Aviation Drive Roanoke, VA 24012-1148 Dear Ms. Shuck= Attached is a copy of Resolution 22796-2 approving the Roanoke Regional Airport Commission Budget for FY 1996-97. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, February 27, 1996. If you need further information, please do not hesitate to contact me. Attachment Sincerely, Brenda J. Holton, Deputy Clerk Roanoke County Board of Supervisors Diane D. Hyatt, Director, Finance Paul M. Mahoney, County Attorney Bob L. Johnson, Chairman, Roanoke Regional Airport Commission Mary F. Parker, Clerk, Roanoke City Council AT A REGUr~R MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTy, ~IRGIRIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, FEBRUARY 27, 1996 RESOLUTION 022796-~ APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FY 1996-97, UPON CERTAIN TERMS AND CONDITIONS WHEREAS, Section 24.B of the Roanoke Regional Airpor~ Commission Act and Section 17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke Regional Airport Commission provide that the Co.~unission shall prepare and submit its Operating budget for the forthcoming fiscal year to the Board of Supervisors of the County and City Council of the City~ and WHEREAS, by report dated February 14, 1996, a copy of which is on file in the office of the Clerk to the Board, the Chairman of the Roanoke Regional Airport Commission has submitted a request that the County approve the FY 1996-97 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the FY 1996-97 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the February 14, 1996, report of the Commission Chairman, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded Vote: 1 AYES: NAYS: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson None A COPY TESTE: Brenda J. ~ltoh, D~puty Clerk Roanoke County Board of Supervisors cc: File Diane D. Hyatt, Director, Finance Paul M. Mahoney, County Attorney Jacqueline L. Shuck, Exe Director, Roanoke Regional Ai.rport Bob L. Johnson, Chairman, Roanoke Regional Airport Commission Mary F. Parker, Clerk, Roanoke City Council MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #20-77-183-223-236-514 M. Scott Hollis Urban Engineer Virginia Department of Transportation 1401 E. Broad Street Richmond, Virginia 23219 Dear Mr, Hollis: I am enclosing copy of Resolution No. 32845-030496 authorizing the City Manager to execute an agreement with the Virginia Department of Transportation for installation of short-arm gates at the railroad crossing on Bridge Street, S. W., in connection with the Surface Transportation Program, as more particularly set forth in a report of the City Manager under date of March 4, 1996. Resolution No. 32845-030496 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Edwin Bond, Chief Engineer, Bddges and Structures, Norfolk Southern Corporation, 99 Spring Street, S. W., Atlanta, Georgia 30303 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 4th day of March, 1996. No. 32845-030496. A RESOLUTION authorizing the City Manager to execute an agreement with the Virginia Department of Transportation for installation of short-arm gates at the railroad crossing on Bridge Street, S.W., in connection with the Surface Transportation Program. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager or his designee and the City Clerk are hereby authorized, on behalf of the City to execute, seal and attest, respectively, in form approved by the City Attorney, the Bridge Street Railroad Crossing Safety Project Agreement with the Virginia Department of Transportation for installation of short-arm gates at the railroad crossing on Bridge Street, $.W., in connection with the Surface Transportation Program, as more particularly set forth in report of the City Manager dated March 4, 1996. ATTEST: City Clerk. March 4, 1996 No. 96-110 Honorable David A. Bowers, Mayor and Members of City Council Dear Mayor Bowers and Members of Council: SUBJECT: Project Administration Agreement for ISTEA Safety Project Background: Intermodal Surface Transportation Efficiency Act (ISTEA) was signed into federal law in December, 1991. ISTEA requires state departments of transportation to set aside a minimum of 10 percent of the Surface Transportation Program (STP) allocation each year to be used for "hazard elimination" and "rail/highway grade crossings." Fundinq participation for approved projects is 90 percent federal and 10 percent non-federal. Norfolk and Western Railway Company project for the addition of short-arm gates at the railroad crossing on Bridge Street, S.W. (see attached map) was approved by the Virginia Department of Transportation. II. Current Situation: Project Administration Aqreement has now been received by the City and requires execution by the City to enable the project to proceed. VDOT and the Norfolk and Western Railroad Company will handle all phases of the project which includes the installation of crossing gates at an estimated cost of $53,900. Federal ISTEA safety funds will provide 90 percent of the funds needed while Norfolk and Western Railroad Company will provide the remaining 10 percent. No City funds are needed for the installation of this project. However, the proposed agreement does provide for an annual cost to the City of $507.50 for crossing maintenance, as required by State law. In the past, Roanoke has agreed to share this maintenance cost at No. 96-110 Page 2 March 4, 1996 other crossings (such as Berkley Road, N.E. and Albemarle Avenue, S.E.) where improvements have been made or are presently planned. III. Issues A. Traffic Safety B. Timinq C. Fundinq IV. Alternatives Authorize the execution of the Bridge Street railroad crossing safety project agreement on behalf of the City. 1. Traffic safety at the railroad crossing will improve. Timinq is important. Project can be officially authorized following City and VDOT execution of this agreement. be handled within departmental Do not authorize the execution of agreement on behalf of the City. 1. Traffic safety of the project improve. Fundinq for the annual $507.50 maintenance cost can operating budget. the safety project location will not 2. Timinq is not an issue. 3. Fundinq is not needed at this time. No. 96-110 Page 3 March 4, 1996 Recommendation is that City Council concur in Alternative "A" and authorize the City Manager to execute the Bridge Street railroad crossing agreement on behalf of the City in a form acceptable to the City Attorney. WRH/RKB/gpe Attachment: copy: Respectfully submitted, W. Robert Herbert City Manager Map City Attorney Director of Finance Director of Public Works Manager, Office of Management & Budget City Engineer Traffic Engineer BRIDGE STREET, S.W. Railroad Crossing proposed to rece±ve short-arm gates IN THE COUNCIL OF THE CITY OF ROANOKEv VIRGINIA The 4th day of March, 1996. No. 32846-030496. AN ORDINANCE to amend and reordain certain sections of the Fund Appropriations, and providing for an 1995-96 General 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 1995-96 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Public Works Parks Maintenance (1) ............................. Rsvsnue Grants-In-Aid Commonwealth Other Categorical Aid (2) ......................... 1) Project Supplies 2) SBA Tree Planting Grant (001-052-4340-3005) $ 5,000 (001-020-1234-0697) 5,000 $ 22,764,928 3,751,439 $ 32,641,030 12,895,554 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. March 4, 1996 Council Report No. 96-111 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Grant - Small Business Administration (SBA) Tree Planting Grant City Council approved a ~ Capital Maintenance & Equipment Replacement Pregram (CMERP) Reforestatien Program. Bo i~ identified a $5,000 Small Business Administration (SBA} Tree Planting Grant which required a 45% local match using a portion of the $25,000 funds in the Capital Maintenance & Equipment Replacement Program, Reforestation Program. ~ were successfully planted along Dale Avenue SE, Melrose Avenue NW, and Franklin Road SW. II. CUP~ENT SITUATION: Reforestation funds of $30,000 through the combination of the SBA funds. are now available $25.000 CMERP and $5.000 f~OlkUll?~ approval is necessary to to reimburse project supplies account additional trees can be purchased. appropriate funds in order that III. A. Need B. Funding C. Timing Mayer and Hembers of Ceuncil MarcN 4, 1996 SBA Tree Planting Grant Page 2 Council Report Ne. 96-111 Vo IV. T_~_~_~.~%~: Ao Appropriate $5,000 to Parks and Recreation Department budget. Need for additional funds for replacement of trees in parks and along public rights-of-way will be met. ~ would be appropriated to reimburse expended account 001-052-4340-3005 within the Parks and Recreation Department budget. ~ to allow additional plantings during FY 95-96 would be met. m o Do not ao~ropriate $5,000 to the Parks and Recreation Department budget. Need for additional funds in parks and along public be met. for replacement of trees rights-el-way will not o F_~DL~Z~ would not be appropriated and expenses will be absorbed by Parks and Recreation Department. T~ to allow additional plantings during FY 95-96 would most likely not be met. ~:City Council concur with Alternative "A" and: ~ revenue estimate in General Fund revenue account 001-020-1234-0697 in amount of $5,000. Mayor and Members of Council March 4, 1996 SBA Tree Planting Grant Page 3 Council Report No. 96-111 m o ApDrooriate S5,000 to Project Supplies Account within the Parks and Recreation Department (Account No. 001- 052-4340-3005). Respectfully submitted, W. Robert Herbert City Manager WRH/djh Attachment cc: City Attorney City Clerk Director of Finance Director of Public Works Manager, Management and Budget Manager, Parks & Recreation Superintendent, Parks & Grounds Urban Forester P vr' .' . ' · DEI'Ai{IMENI O! irORES'IRY " · Fonlainc Rescmch I'n~k '~ r'U7 23. 900 Naluml Resmlsccs I)dvv I'o~;I OIlice Box 37. gI;~':t - r' Chmlultcsville, Vi~glnia 229 3-075g":' 80,1-977-6555 {V/'I'DD) FAX 80d-296-2369 .hdy 2,1, 1995 M~. Dan llemy U~ban Fm ester Cily of Roanoke Pal ks & P, ecl eation l)epa~ tment 210 Reserve Ave., SW ILonuoke, VA 24016 Dear Mi'. llenry: Last slning the Cily t)l' IL~mnoke npl)lied Ibrn g~ ant trader the Small Business Administralion 'l'~ee I'hmling pi og~ am. As you me awme, those llmcls were rescinded by COllglOSS and no gHmls wcle nwmdcd. I lowcvei, Iho I)cpmlmcnl ol'Ft)reslry has limds lemaining Ii'om FY9,1 title to Int0cgt cancellations and psojects COill]llg ill under bridget. These fimds will be awarded to applicanls Ibr lbo FY95 Ihndiug cycle until these lhnds are fidly committed. In order Io assisl as many apl)licants as possible, Ihe gsa,t awards will, in most cases, be Ibl' nlnOtHIts Slll~[leF Ihall Wel e ~cquesled. The l)epn] tmcnt o1' Ftn est l y xvill nwmd [he Cily o1' P, tmnoke Ihe fllllotllll o1' $5,000.D0 Ibr your ILelb~est P, oanoke InOposal. 'lhe nwnrd is mmic en the ~:ons. l|l|oll Ihlll IIle In'Ojecl period from October I 1o November 15. The project musl be compleled no I:~¢er than Wednesda3,, November 15, 1995 :md finnl imperworlt submilled lo our office by [~londnj', Nove,nber 20. Requests I'or reimbursemen! will riel be heron'ed ir Ihese dnles nrc not sb'iclly ndhered Mb;si.n: /\ I'oscsl Rc'.,,u,tc k, Mct:t Ihe Not'ds el lilt' (.'onllllellWC:~lllh I1! ~(de[' (o qtta~il~, I~)t thc giant ;l',¥al(J, ~tm I~ttmt conii)h,'(t' lind rcitll'll |he documcrds to thc Depal (111(~lll ()1' I;ol ~s|J ~ IlL! late, than Sepl~ml)cr I, I (I) $F424: Apl)licalion I'm F~dcml ^ssistmme (highlighted sections only) (2) Small Business Adminishafion Memorandum ol'A§leelne]lt (hud budget I'mm) (3) ASSUlanCcs ami ('c~lilicnlion FoHn (d) Maintenance The Revised 'l'rec I'hmling I).ccommcmh, lim,s Ii(.)m Vil§inia Tech enclosecl xvilh thc o,igimd P. equest for Pioposal should Dc ~dhcrcd lo ns ymu g, anl project is implemented. Thc local I)clm,tmenl of Fm c.qli y I:ol c~lc) will have h) insl)ccl thc I. eject bel'ore reimbutscmcnt is made. TheFolestcrluyom'alcaisBobl)vclcnwh°cm)1)c~cachcdnt{.703)387-Sd61' Please be awme thai thc g~ant awmd is in II~e I'm m vi' reimbursement For exl)cnsc5 incuHed. The ~rant recil)icnl must the grant award with n cash or "in-kind" match totaling oflhe Io1~[ projecl. Fo~ example, il'Iht g~anl award is $5,500, Ihe tolal project value is l¢nsl $10,000 wilh a Illalch li[)1)~ tim l~llllll ~CCil)icnl ul'id Icnsl $d,5o0.o0. Since Ibis prog~mn is Ic~ mimdcd wc sit t)ngly cncou~ age Ilml all lira money in yum' awnl d be si)enl. Qualifying projecl expenses should be incurred between October I, 1995 and November 15, 1995. Expenses can be lbr Irecs only. Grant fimds emmet be used to purchase si,ubs. ammals, or peremlials. The dale ol'~eco~d will b~ Ihe dnle shuwn vii all iuvoJce, or ill the case of clonaled I)bnt materials o~ smvices, II~e dale the )lmleHnb ur ervices were used on lite p~t[iecl. Finally. you shmild be a~vm c Iha! ~ecoltls vi' lite plojccl must be maintained lbr ! h,'ee (3) years, ~ccipients ilttlst maintain I)ces [bt Ihat I)eHod, nmi mty dead trees must be replaced. Il'you do not wish to accept the g~nnt axvatd. I would nplu'eciate you COlflacling me ns soon as possible at (804) 977-6555 so that I may I'tmd mmther p,oject. Since,ely, I'., .c . I)aul F. Revell Acting [ n Fo,cshy (:oo)dinator /al Eno. (4) 9dSBA69 9.3.1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of March, 1996. No. 32847-030496. 1995-96 General emergency. WHEREAS, Government of the exist. AN ORDINANCE to amend and reordain certain sections of the Fund Appropriations, and providing for an for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1995-96 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: r riations Public Works Snow Removal (1-6) ................................ Public Safety Jail (7) .......................................... Nondepartmental Contingency - General Fund (8) .................... Revenue Grant-in-Aid Federal Government Flood Damage Reimbursements (9) ................... Snow Stor~ 96 Reimbursements (10) ................. 1) Overtime Wages (001-052-4140-1003) $ 187,049 2) FICA (001-052-4140-1120) 14,309 3) Fees for Professional Services (001-052-4140-2010) 36,225 4) Expendable Equipment < $1,000 (001-052-4140-2035) 2,000 5) Motor Fuels and Lubricants(001-052-4140-2038) 3,595 6) Chemicals (001-052-4140-2045) 87,538 7) Reimbursement (001-024-3310-8005) (123,000) $ 23,090,644 444,768 $ 35,805,613 7,003,425 $ 52,934,593 224,663 $ 147,793 14,000 110,000 8) Contingency (001-002-9410-2199) $( 81,716} 9) Flood Damage Reimbursements(001-020-1234-0?07) 14,000 10) Snow Storm 96 Reimbursements(001-020-1234-0?14) 110,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. March 4, 1996 Council Report No. 96-113 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Council Members: Subject: Snow Emergency Operations December, 1995, January 1996, and February 1996 I. Backqround: ko Maior snow storms occurred in the Roanoke Valley on December 6, 7, 1995, January 6, 12, 1996 and February 1, 1996. These storms deposited nearly 52 inches of snow accumulation at the Roanoke Regional Airport. 1995-96 Budqet included $96,449 for snow removal from the City streets and rights-of-way, for overtime salaries, supplies, and chemicals; other operating accounts are used for regular salary and equipment costs. II. Current situation on this subject is: Co City employees worked continuously during these periods, in an effort to combat the unusual frequency of snow storms. Approximately 10,602 hours of reqular time and 13,495 hours of overtime were expended by City personnel plowing and salting streets, keeping equipment in service, etc. The salary cost was approximately $374,922. City equipment was operated for 15,763 hours. The cost of fuel, parts, and supplies to date is in excess of $15,000 and the wear and tear on equipment is almost incalculable. Five (5) local contractors with 17 pieces of equipment and 20 employees were hired from January 10 thru January 15, 1996 for a total of 800 hours. The cost was $36,225.00. E. 3,570 tons of rock salt and abrasives were spread on streets and bridges. The value of these products is approximately $143,539. March 4, 1996 Council Report No. 96-113 Page 2 F. Total cost to the City for snow removal efforts this season has been approximately $569,686. III. Issues in order of importance are: A. Budqetary Impact B. Funding C. Timing IV. Alternatives: A. City Council authorize the transfer of $330,716 to the Snow Removal Budget. 1. Bud etar Im act is as follows: ao $43,060 was budgeted for Overtime Wages and FICA and approximately $244,418 has been or will be expended. b. $43,000 was budgeted for Chemicals and approximately $130,538 has been or will be expended. c. $36,225 will be expended for contract services. $7,871 was budgeted for Motor Fuels & Lubricants, and approximately $11,466 has been expended. $2,000 was budgeted for Expendable Equipment, and approximately $4,000 will be expended to repair equipment, purchase snow blades, bolts, etc. f o Approximately $330,716 will be spent in excess of the budget. Funding is available as follows: Anticipated State and Federal revenues will provide ~110,000 (24% State, 75% Federal and 1% Local). The State Department of Emergency March 4, 1996 Council Report No 96-113 Page 3 Services and the Federal Emergency Management Agency will provide reimbursement for snow removal efforts for the first 72 hours of cleanup beginning January 6th and an additional 48 hours when the snow resumed on January 12th. Eligible expenditures include overtime wages, equipment usage and contract services. bo Recovered costs generated by the Sheriff in the Roanoke City Jail will provide $125,000. These funds are available due to the unusually high number of federal prisoners being housed in the facility. Reimbursement from the Federal Hiqhway Administration (through the Virginia Department of Transportation) for emergency relief efforts from the flooding which occurred in June, 1995 will provide $14,000. The Federal Highway Administration approved two small emergency relief projects and provided funding totalling $14,000. City crews performed the work and reimbursement was received in February, 1996. General Fund Continqency Account will provide the balance of the funding needed ($81,716). 3. Timinq is important, since Snow Removal Accounts will be overexpended. City Council not authorize the transfer of $330,716 to the Snow Removal Budget. Budqetary impact will continue, as accounts will be overexpended. 2. Fundinq will still need to be identified. 3. Timinq will not be an issue. Recommendation: City Council approve Alternative A, authorizing the transfer of $330,716 to the following Snow Removal Accounts: March 4, 1996 Council Report No. 96-113 Page 4 Snow Removal Overtime Snow Removal FICA Chemicals Expendable Equipment Contract Services Motor Fuels & Lubricants Fundinq 8ources: 1996 Snowstorm Recovered Costs 1995 Flood Cleanup Contingency 001-052-4140-1003 001-052-4140-1120 001-052-4140-2045 001-052-4140-2035 001-052-4140-2010 001-052-4140-2038 (001-020-1234-0709) (001-024-3310-8005) (001-020-1234-0707) (001-002-9410-2199) $187,049 14,309 87,538 2,000 36,225 3,595 $330,716 $110,000 125,000 14,000 81,716 $330,716 WRH:WLS:rla pc: City Attorney Director of Finance Director of Public Works Manager, Streets & Traffic Budget Administrator Respectfully submitted, W. Robert Herbert City Manager IN THE COUNCIL OF THE CITY OF ROANOKE, The 4th day of March, 1996. No. 32848-030496. VIRGINIA AN ORDINANCE to amend and reordain certain sections of the 1995-96 General and 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 1995-96 General and Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: A ro r'ations Parks, Recreation and Cultural Recreation (1) .................................... Community Development Community Education (2) ........................... General Government Commissioner of Revenue (3) ....................... Public Safety Crisis Intervention (4) ........................... Youth Haven I (5) ................................. Judicial Administration Circuit Court (6) ................................. Public Works Building Maintenance (7) .......................... Parks Maintenance (8) ............................. Nondepartmental Transfers to Other Funds (9) ...................... Reserved CMERP - City (10) ........................ $ 5,214,117 1,408,586 $ 1,363,460 57,666 $ 10,133,894 954,946 $ 35,937 113 430 765 422 374 $ 4,004.374 181,242 $ 22,783,046 3,255111 3,754 557 $ 53,174 309 52,174 149 $ 2,647,511 Capital Proiects FUD& A o iat'ons Public Safety Police Firearms Training Range (11) ............... 1) Expendable Equipment 2) Furniture and Equipment > $1,000 3) Expendable Equipment 4) Other Equipment 5) Construction - Other 6) Other Equipment 7) Construction - Other 8) Other Equipment 9) Transfer to Capital (001-052-7110-2035) $ 7,525 (001-054-8170-9005) 1,128 (001-022-1233-2035) 840 (001-054-3360-9015) 4,000 (001-054-3350-9065) 4,500 (001-072-2110-9015) 2,100 (001-052-4330-9065) 15,000 (001-052-4340-9015) 8,118 Projects Fund (001-004-9310-9508) 10) Reserved CMERP - City (001-3323) 11) Appropriated from General Revenue (008-052-9676-9003) 158,000 (201,211) 158,000 $ 9,561,146 158,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. 96-307 Roanoke, Virginia March 4, 1996 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Fund Appropriations for Capital Maintenance and Equipment Replacement Program I. Background on the subject in chronological order is: The Capital Maintenance and Equipment Replacement Proqram has identified various needs for which appropriation of Funds are necessary. A listinq of items and projects being requested by this report is identified on Attachment "A". Items and Projects are from prior year as well as current year Capital Maintenance and Equipment Replacement Programs. The City Manaqer, by authority designated by Council, can approve expenditures less than $75,000 after Funds have been appropriated by Council. Items on projects that exceed the $75,000 limit will be submitted to Council for their approval. Ail items or projects will be procured in accordance with the procurement section of the Code of the City of Roanoke. II. Current Situation is: It is necessary for City Council to appropriate Funds from the Capital Maintenance and Equipment Replacement Program to provide for the items and projects listed on Attachment "A" of this report. III. Issues in order of importance are: A. Need B. Fundinq C. Timinq Fund Appropriations for Capital Maintenance and Equipment Replacement Program IV. Alternatives in order of feasibility are: City Council appropriate $201~211 to various accounts to provide for items and projects identified on Attachment "A" of this report. Need for requested items and projects has been identified as essential to the operation of various departments. Fundinq is available and is designated in the Capital Maintenance and Equipment Replacement Program. Timinq will allow for the requested items to be processed in the most efficient manner. City Council not appropriate $201~211 to various accounts as requested. 1. Need for acquisition of necessary items and projects would not be accomplished. Fundinq designated in the Capital Maintenance and Equipment Replacement Program would not be expended at this time. Timinq on the acquisitions would not be accomplished in the most efficient manner. Recommendation is that City Council concur with Alternative "A" and appropriate $201~211 from CMERP as follows: $158~000 to be transferred to a new Capital Projects Fund Account entitled Police Firearms Training Range Capital Account 2. $7~525 to Parks and Recreation Account 001-052- 7110-2035 $8~118 to Parks and Recreation Account 001-052-434- 9015 $1~128 to Community Education Account 001-054-8170- 9005 5. $840 to Commissioner of the Revenue Account 001- 022-1233-2035 Fund Appropriations for Capital Maintenance and Equipment Replacement Program $4~000 to Crisis Intervention Account 001-054-3360- 9015 $4~500 to Youth Haven Account 001-054-3350-9065 $2~100 to Circuit Court Account 001-072-2110-9015 $15,000 to Building Maintenance Account 001-052- 4330-9065 Respectfully Submitted, W. Robert Herbert City Manager Attachment cc: City Attorney Director of Finance City Clerk Director, Utilities & Operations Director, Public Safety Director, Public Works Director, Human Resources Manager, Supply Management Management & Budget Attachment "A" Funds from Prior Year Capital Maintenance and Equipment Replacement Program. Police Firearms Training Range $158,000 II. Funds from Current Year Capital Maintenance and Equipment Replacement Program. Parks and Recreation Folding Chairs and Tables for Parks Facilities 3 Wheel Drive Infield Conditioning Machine 3 Gymnasium Exhaust Fans $ 4,525 $ 8,118 $ 3,000 Community Education Office Furniture $ 1,128 Co~unissioner of the Revenue Office Furniture Crisis Intervention Center $ 840 Partial Security System $ 4,000 Youth Haven Grade, Pave and Stripe Existing Parking Lot $ 4,500 Building Maintenance Improvements to Sidewalks to Exhibits at Mill Mountain Zoo $ 15,000 Circuit Court Circuit Court Judges Chairs $ 2~100 Total $201,211 MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S,W. Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File f~24-58-355-396 Raymond F. Leven Public Defender Suite 4B Southwest Virginia Building Roanoke, Virginia 24011 Dear Mr. Lovon: I am enclosing copy of Ordinance No. 32849-030496 amending §2-188.1, Reserve for self- irlsured liabilities, Code of the City of Roanoke (1979), as amended, to increase the maximum balance of the reserve for self-insured liabilities from one percent to three percent of total general fund appropriations. Ordinance No. 32849-030496 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.V~, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 March 6, 1996 File #24-58-355-396 SANDRA H. EAKIN Deputy City Clerk Evelyn Jefferson Vice-President - Supplements Municipal Code Corporation P. O. Box 2235 Tallahassee, Florida 32304 Dear Ms. Jefferson: I am enclosing copy of Ordinance No. 32849-030496 amending §2-188.1, Reserve for self- ~, Code of the City of Roanoke (1979), as amended, to increase the maximum balance of the reserve for self-insured liabilities from one percent to three percent of total general fund appropriations. Ordinance No. 32849-030496 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. Please include Ordinance No. 32849-030496 in Supplement No. 36 to the Roanoke City Code. Sincerely, Mary F. Parker, CMCTAAE City Clerk MFP:sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, The 4th day of March, 1996. No. 32849-030496. VIRGINIA, AN ORDINANCE amending §2-188.1, Reserve for self-insured liabilities, Code of the City of Roanoke (1979), as amended, to increase the maximum balance of the reserve for self-insured liabilities from one (1) percent to three (3) percent of total general fund appropriations; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Section 2-188.1, Reserve for self-insured liabilities, Code of the City of Roanoke (1979), as amended, is hereby amended and reordained to read and provide as follows: S2-188.1. Reserve for self-insured liabilities. At the conclusion of each fiscal year, two hundred fifty thousand dollars ($250,000.00), to the extent available from any undesignated general fund balance at the end of such fiscal year, shall be reserved for self- insured liabilities of the city. Under no circumstances shall such reserve create a deficit in the general fund. The maximum balance of the reserve shall be three (3) percent of the total general fund appropriations for the concluded fiscal year. Funds reserved for self-insured liabilities shall be expended only pursuant to ordinance adopted by council. The provisions of this section shall be implemented prior to S2-189 of this Code relating to reserve for capital improvements and capital maintenance and equipment replacement. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. March 4, 1996 Honorable Mayor and Members of City Council Roanoke, Virginia Honorable Mayor and Members of Council: Local governments are subject to a wide array of risks in the ordinary course of operation. Methods available to provide for such exposure include the purchase of commercial insurance coverage as well as the deliberate retention of risk through self-insurance. The City of Roanoke currently accounts for its risk financing and insurance related activities primarily in the General Fund. Due to the fact that the City provides for many of its risks, such as workers' compensation and fleet coverage, through self-insurance, the need for monitoring the expenses relating to insurance coverage and claims payments is heightened. We are recommending an accounting change which would establish a new Internal Service Fund entitled the "Risk Management Fund" to separately account for all risk financing activities. Governmental Accounting Standards Board (GASB) Statement 10 requires that risk financing and insurance related activities of local governments be accounted for on an accrual basis. This encompasses recording both a liability and an expense for claims as they are probable to occur and at an amount which can be reasonably estimated. The use cfa separate fund would substantially facilitate this process by moving all of the activities of risk management to a separate proprietary fund where all revenues and expenses would be recorded. The fund or department in which a claim was actually incurred would then be billed by the Risk Management Fund for applicable costs. This structure would enable the Risk Management Fund to accurately determine the amounts to charge other funds for insurance coverage, and it would improve the accountability of those funds for their own risk financing activities. The establishment of a new fund would allow the City to continue to establish adequate reserves to mitigate uninsured catastrophic losses and provide for rate stabilization for various costs of coverage. Since 1985, the City Honorable Mayor and Members of City Council March 4, 1996 Page 2 has designated $250,000 annually as a portion of the General Fund year end balance for uninsured claims. This reserve balance as of June 30, 1995 was $2,216,770 and was recorded in the General Fund. The establishment of a Risk Management Fund would require a transfer of this reserve balance to the new fund as well as continue the annual transfers from the General Fund. City Code Section 2-188.1, Reserve for self-insurance liabilities, Code of the City of Roanoke (1979), as amended, states "The maximum balance of the reserve shall be one (1) percent of the total general fund appropriations for the concluded fiscal year." The City's self-insurance reserve has reached the maximum amount. Based on an actuarial study performed by KPMG Peat Marwick, LLP, the amount of the City's self-insurance reserve should be significantly more to cover claims incurred and potential future claims. Based on that study and workers' compensation claims regarding disability retirements, the City needs to continue to allocate an amount annually to the reserve for self- insurance. We recommend increasing the City Code percentage provision that establishes the maximum reserve to three (3) percent of total General Fund appropriations. There are other financial reporting benefits of creating a separate Risk Management Fund in addition to centralizing the risk financing activities of the City. The City's monthly financial statements presented to City Council would include a new statement for Council's monthly review regarding these activities. The new fund will enable the City to meet the financial reporting requirements of the Virginia Auditor of Public Accounts and GASB Statement 10. We propose to implement this change in the development of the annual budget for fiscal year 1996-97. This change in fund structure would not impact the overall City budget, but it would necessitate budgeting of risk financing throughout all funds with periodic billings to departments through an interfund billing procedure. We look forward to implementing the changes outlined as we continue to enhance the City's ability to monitor its financial position. We recommend City Council's concurrence to establish a new Internal Service Fund entitled the "Risk Management Fund" in the annual budget process effective July 1, 1996. Honorable Mayor and Members of City Council March 4, 1996 Page 3 We recommend your approval of the attached ordinance to amend Section 2-188.1, Reserve for self-insured liabilities. Code of the City of Roanoke (1979), as amended, to increase the maximum balance of the reserve to three (3) percent of the total General Fund appropriations for the concluded fiscal year. We would be pleased to answer any questions which Council may have regarding this matter. W. Robert Herbert City Manager JDG/AHA:s Attachment c: Wilburn C. Dibling, Jr., City Attorney Ken Cronin, Manager, Personnel Management Ann H. Allen, Financial Systems Accountant MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #24-79-169-176 The Honorable Marsha C. Fielder Commissioner of the Revenue Roanoke, Virginia Dear Ms. Fielder and Mr. Grisso: James D. Grisso Director of Finance Roanoke, Virginia Your joint report with regard to a license tax on festivals and shows, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. On motion, duly seconded and unanimously adopted, Council authorized a public hearing to be held on Monday, March 18, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard. Sincerely, Mary F. Parker, CMC/,a~AE City Clerk MFP:sm pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney March 4, 1996 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance Marsha C. Fielder, Commissioner of the Revenue License Tax - Festivals and Shows The City of Roanoke has never established a specific tax structure to address festivals and shows. The draft ordinance attached will establish such a structure while also maintaining the itinerant merchant and street or other sellers sections in place. The need for such structure stems from previous and current application of our current license tax code. Therefore, by not specifically addressing festivals and shows in our current license tax code, events of this nature are left to be arguably classified under the street seller sections currently in place. A craft show, art show, trade show, or festival will be identified by specific definition. Once classified by definition such an event will be exempt from local license tax provided the sponsor has entered into a written contract with the City for use cfa public park, street or sidewalk. If such contract does not exist, then the sponsor of the defined event will be required to pay a local license tax at a rate of $3.00 per vendor per day, subject to a maximum tax of $500.00. Any event that is not classified within the definition of craft show, art show, trade show, or festival will continue to be subject to the current license tax code. The prescribed language addresses the concerns of the local merchants that pay the license tax every year and it continues to promote Roanoke as a Festival City. We recommend a public hearing on March 18, 1996 be scheduled on City Council's 7:00 p.m. agenda and the City Clerk provide the appropriate legal notice seven (7) days prior to the meeting date. Honorable Mayor and Members of City Council March 4, 1996 Page 2 We would be pleased to address any questions. ,/.~l~irector of Finance JDG\MCF:s Attachment Cc~mmissioner of th~ e Revenue C: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Laban Johnson, Special Events Coordinator IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, DRAFT AN ORDINANCE amending Article III. Special License Taxation, of Chapter 19, License Tax Code, of the Code of the City of Roanoke (1979), as amended, by the addition of new Section 19-16.1, Exemption for craft shows~ art shows~ etc.~ under certain circumstances, to provide for exemption from taxation of organizers of craft shows, art shows, trade shows and festivals held in public parks, streets or sidewalks under certain circumstances; by the addition of new Section 19-78.1, Craft shows~ art shows~ trade shows and festivals, to provide for the imposition of a license tax upon the organizer of a craft show, art show, trade show and festival and the exemption from license tax for the individual exhibitors; amending Section 19-80, Street and other sellers, of the Code of the City of Roanoke (1979); and providing for an emergency. WHEREAS, the City of Roanoke did on , duly and legally publish in The Roanoke Times, a newspaper having general circulation in the City, a notice of the proposed change in local license tax imposed upon the organizer, manager, or conductor of a craft show, art show, trade show or festival; and WHEREAS, a public hearing was held on said proposed change by this Council at its regular meeting on , after due and timely notice thereof by publication in The Roanoke Times, at which hearing all citizens were afforded the opportunity to be heard on said proposed change. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that: 1. Article III. Special License Taxation, of Chapter 19, License Tax Code, of the Code of the City of Roanoke (1979), as amended, be, and is hereby, amended and reordained to read and provide as follows: Article III. Special License Taxation. §19-16.1. Exemption for craft shows, art shows, etc., under certain circumstances. Nothing contained in this chapter shall be construed to require the payment of a local license tax under this chapter for a craft show, art show, trade show or festival as defined in section 19-78.1 provided the person who organizes, manages, conducts, or sponsors such an event has entered into a contract with the City establishing the terms and conditions of the use of the public park, street or sidewalk. §19-78.1. Craft shows, art shows, trade shows and festivals. (a) A craft show, art show, trade show or festival shall mean any event operating under the auspices of a single organizer, manager, conductor, or sponsor and consisting of a group of five (5) or more separate and distinct vendors selling or offering for sale goods, wares, or merchandise at a specific location in a public park, street, or sidewalk for a period of less than 15 days during any license tax year. (b) There is imposed upon every person who organizes, manages, conducts or sponsors a craft show, art show, trade show or festival in the City a license tax of $3.00 for each vendor selling or offering for sale goods, wares, or merchandise at such show or festival during a single day or any portion of such day. The total license 2 tax due and owing pursuant to this section shall not exceed $500.00 per tax year. (c) No person selling or offering for sale goods, wares, or merchandise at a craft show, art show, trade show or festival shall be liable for any license taxation on gross receipts or required to obtain a license pursuant to any other provision of this chapter as a result of participating in such show or festival if the organizer, manager, conductor, or sponsor of such show or festival obtains a license and pays the license tax provided in this section. (d) This section shall have no application to the following: (1) Wholesale merchants or peddlers who are covered by section 19-81 of this chapter; (2) Persons selling meats, milk, butter, eggs, poultry, fish or other seafood, game, vegetables, fruits or other family supplies of a perishable nature or farm products which have been raised, grown, caught or harvested by the seller and not purchased by the seller for resale; (3) Persons selling used or secondhand household goods or personal effects or handcraft items from flea market stalls; and (4) Persons selling their own used or secondhand household goods or personal effects from their place of abode to the extent such sales are permissible under the Code of the City of Roanoke (1979), as amended. 2. Section 19-80, Street and other sellers, of Article III. Special License Taxation, of Chapter 19, License Tax Code of the Code of the City of Roanoke (1979), as amended, is hereby amended and reordained to read and provide as follows: ~19-80. Street or other sellers. Effective there is imposed upon every transient person who carries and exhibits wares upon his person and who sells such wares on the streets or in or about the public places of this city during a parade for 3 a period of fourteen (14) days or less per tax year a license tax of six dollars ($6.00) per week. 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. Department of Finance City of Roanoke, Virginia March 4, 1996 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance January Financial Report This financial report covers the first seven months of the 1995-96 fiscal year. The following narrative discusses revenue and expenditure trends to date. REVENUE Total General Fund revenues reflect an increase of 2.29% or $1,369,000, on a year to date basis, compared to FY95. Variances in specific categories of revenue are as follows: General Property Taxes have increased $213,597 or 1.02%. Real Estate tax growth has added over $500,000 to this category. Personal Property taxes have decreased by nearly the same amount, however, because delinquent personal property revenue has been recorded on a cash basis in the current year rather than an accrual basis as in FY95. Public Service Corporation taxes and Penalties and Interest have also increased. Other Local Taxes have increased 3.95% or $785,000. Sales tax has increased approximately $400,000 or 4.5%. Utility taxes, transient room taxes, and prepared food and business taxes have increased as well. Business, Professional, and Occupational License taxes have declined on a year to date basis because the due date has been changed from January 31 to March 1. Permits, Fees and Licenses are down 20.78% or $94,000. This is due to lower fees for electrical, plumbing and building inspections caused by a decrease in housing starts. Elevator inspections and street opening permits have also declined. Bingo audit fees are lower in the current year because there is one less bingo club subject to the audit fee requirement. Fines and Forfeitures have increased by $34,000 or 6.89% due to more parking ticket revenue caused by an increase in volume and the no-decal ticketing which started last year. Revenues from the Use of Money and Property have decreased $87,000 or 11.41%. Rental income from Social Services in Municipal North is approximately $200,000 lower this year through January due to differences in the timing of payments between the two fiscal years. This year, payments are being made in equal monthly amounts, while last year payments of larger amounts were made only in the first half of Honorable Mayor and Members Roanoke City Council March 4, 1996 Page 2 the year. By year end, this income should be comparable to FY95. Offsetting the decline in rental income is increased interest income, nearly double that of FY95, due to increased interest rates and higher average daily balances held in interest bearing accounts. Grants-in-Aid Federal Government have decreased $248,000 or 93.89%. The $245,000 payment from FEMA for the 1994 Ice Storm was received in December 1994, while no such large reimbursement has been received in the current year. Charges for Services have increased $332,000 or 22.37%. Sheriffs Court fees are up due to a change in fees implemented at the State level and a timing difference in submitting these fees to the State. Emergency Medical Services revenues have risen due to increased rates to help fund program enhancements. This has added almost $220,000 to General Fund revenues. Central Services charges to Enterprise Funds have also risen $78,000 due to more advanced billings to the Airport in FY96 combined with budgeted increases in these charges. EXPENDITURES AND ENCUMBRANCES Expenditures and encumbrances in the General Fund have increased 7.95% or $6,577,000 since FY95. Variances in individual expenditure categories are discussed below: General Government expenditures have increased $334,000 or 6%. The new business license system has increased CIS charges to increase in both the City Treasurer and the Commissioner of Revenue. Personal services expenditures have also increased in the City Attorney, City Treasurer, Municipal Auditing and Personnel Management departments. Personnel Management has also incurred higher costs for drug testing, employee programs, and service excellence activities. Real Estate Valuation has incurred additional one-time expenditures in FY96 for renovation costs, equipment purchases, and equipment rental associated with its office relocation and expansion. Public Safety expenditures have increased 10.24% or $1,877,000. Increased expenditures at the Jail account for almost half of this category's increase. Personal services expenditures have increased $633,000 due to the Jail expansion which added 51 new employees. CIS charges have increased, and fees for professional services are up due to the privatization of Jail medical services effective July 1. Police expenditures have increased $289,000 and Fire expenditures have increased $478,000, mostly due to increased personal services costs in these labor-intensive departments. Equipment has also been purchased by the Police department and fleet costs have risen in the Fire department. Emergency Medical Services has experienced higher personnel costs due to the transfer of an existing position into the department, while expenditures for capital outlay have declined. Public Works expenditures have risen $1,338,000 or 10.52% in FY96. Street Paving expenditures have increased $155,000. Snow removal costs have increased $178,000 due to the heavy snowfall experienced this winter. The Communications Department has seen increased costs in personal services, telephone costs, maintenance, and equipment rental due to its up-graded 911 program. Engineering expenditures Honorable Mayor and Members Roanoke City Council March 4, 1996 Page 3 have grown due to the costs of real estate acquisition, a new activity in FY96, and due to increased personal services costs. Capital outlay for computer equipment has occurred, and bridge inspection costs are up, as budgeted. The Recycling department has seen an increase of over $100,000 due to the purchase of more recycling carts. Building Maintenance has incurred increased maintenance costs for painting and remodeling the greenhouse at Mountain View, and boiler replacement has cost nearly $115,000. Parks Maintenance expenditures have increased due to the purchase of new playground units along with increased expenditures for general maintenance and upgrade of City parks and playgrounds through painting, sign replacement, the planting of trees, and landscaping. Health and Welfare expenditures have increased 7.73% or $655,000. Subsidized adoption and day care costs have increased in the Social Services department. Comprehensive Services Act expenditures have risen due to increased children in the program and more children in FY96 receiving care at very expensive facilities due to the high level of supervised care they require. Transfers to the Debt Service Fund are up 7.81% or $466,000. This is partially due to an increase in the debt service requirements in the current year, but is mostly due to timing differences in payment due dates. Transfers to the School Fund have increased 6.50% or $1,354,000, consistent with the budgeted increase. Nondepartmental expenditures have increased $539,000 or 12.58%. This is caused by an overall increase in transfers to other funds offset by a decrease in funding for the Pension Plan. The largest single increase in transfers to other funds is an increase orS 1,000,000 to the City Information Systems fund for technology related equipment purchases. I would be pleased to answer any questions which City Council may have regarding the Monthly Financial Statements. IDG/AHA/pac Attachments Director of Finance CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE JANUARY 31, 1996 Balance July 1,1995 Ordinance Number Department CMT014 Real Estate Valuation CMT020 Jail 32725 City Attorney CMT076 Contributions - Cultural 32788 Health Department 32812 Income Maintenance 32813 City Treasurer CMT107 Grants Compliance CMT126 Supply Management CMT127 Communical]ons Balance January31,1996 PainUng Equipment Audit of Cable Taievision Franchise Fees Partnership for Urban Virginia Local Match Funding Funding of General Relief Program Satellite Office at DMV Consolidated Plan Ci~zens Participation Workshop Purchase of NIGP Commodity Code Books for Departments Frequency Coordinalfon Fee $366,941 (1,067) (4,000) (2,968) (5,000) (17,327) (37,500) (11,000) (170) (1,000) (2,155) $284~764 1 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE Year to Date for the Period July 1-Jan 31 Revenue $o me 1894-95 General Properly Taxes $20,941,617 Other Local Taxes 19,846,135 Permits, Fees and Ucenses 455,389 Fines and Forfeitures 494,508 Revenue from Use of Money and Property 759,518 Grants-in-Aid Commonweal~ 14,495,283 Grants-in-Aid Federal Government 264,329 Charges for Sel~ices 1,485,832 Miscellaneous Revenue 143,841 Internal Services 948,295 Total 7 $61,~203,762 Current Fiscal Year Percent of Revised Revenue July 1-Jan 31 Percentage Revenue Estimate 1995-96 of Change Estimates Received $21,155,214 1.02 % $59,967,900 35.28% 20,630,843 3.95 % 46,139,938 44.71% 360,780 (20.78) % 722,000 49.97% 528,591 6.89 % 799,700 66.10% · 672,849 (11.41)% 1,133,785 59.35% 14,972,235 3.29 % 32,465,104 46.12% 16,154 (93.89)% 23,793 67.89% 1,818,243 22.37 % 3,087,523 58.89% 143,792 (0.03)% 343,599 41.85% 905,051 (4.56) % 1,940,519 46.64% 2.29 % $146,623,861 41.74% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Expenditures General Government Year to Date for the Period Current Fiscal Year Percent of Julyl-Jan 31 Julyl-Jan 31 Percentage Unencumbered Revised Budget 1994-96 1995-96 of Change Balance Appropriations Obligated $5,570,762 $5,905,016 6.00 % $4,224,663 $10,129,679 58.29% Judicial Adminis~'ation Public Safety Public Works Health and Walfare Parks, Recrea§on and Cultural Community Development Transfer to Debt Service Fund Transfer to School Fund Nondepartmental Total 2,198,639 2,290,572 4.18 % 1,746,354 4,036,926 56.74% 18,334,873 20,212,177 10.24 % 15,711,436 35,923,613 56.26% 12,723,601 14,062,214 10.52 % 8,697,714 22,759,928 61.78% 8,946,760 9,602,163 7.33 % 9,489,359 19,091,522 50.30% 3,253,811 3,172,142 (2.51) % 2,034,450 5,206,592 60.93% 667,923 671,051 0.47 % 691,281 1,362,332 49.26% 5,977,564 6,444,355 7.81% 1,896,445 8,340,800 77.26% 20,814,125 22,167,572 6.50 % 15,339,893 37,507,465 59.10% 4,278,490 4,816,543 12.58 % 2,154,298 6,970,841 69.10% $82,766,548 $89,343,805 7.96 % $61,986,893 $161,329,698 59.04% 2 CITY OF ROANOKE, VIRGINIA SCHOOL FUND STATEMENT OF REVENUE Revenue Source State Sales Tax Grants-in-Aid Commonwealth Grants-in-Aid Federal Govemment Charges for Services Transfer from General Fund Special Purpose Grants Total Year to Date for the Period July 1 -Jan 31 July 1 -Jan 31 Percentage 1994-95 1995-96 of Change $3,805,758 $3,787,742 (0.47)% 15,921,042 16,405,704 3.04 % 757,709 830,001 9.54 % 919,135 1,009,641 9.85 % 20,814,125 22,167,572 6.50 % 5,243,975 5,465,845 4.23 % $47,461,744 $49,666,505 4.65 % Current Fiscal Year Percent of Revised Revenue Revenue Estimate Estimates Received $7,843,336 48.29% 28.134,875 58.31% 2,368,034 35.05% 2,620,887 38.52% 37,507,465 59.10% 5,868,465 N/A $84,343,062 58.89% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period July 1-Jan 31 July 1-Jan 31 Percentage Expenditu res 1994 -95 1995 -96 of Change Instruction $28,686,661 $31,064,908 8.29 % General Support 1,513,952 1,533,505 1.29 % Transportation 1,306,778 1,506,051 15.25 % Operation and Maintenance of Plant 4,852,973 5,031,276 3.67 % Food Services 1,731,533 1,772,253 2.35 % Facilities 2,608,488 2,588,718 (0.75)% Other Uses of Funds 1,816,404 2,377,808 30.91% Special Purpose Grants 6,897,225 5,868,465 (14.92)% Total $49.414,014 $51,742,984 4.71% Current Fiscal Year Unencumbered Balance $27,048,014 1,568,931 1,538,551 Percent of Revised Budget Appropriations Obligated $58,112,922 53.46% 3,102,436 49.43% 3,044,602 49.47% 3,887,717 1,572,610 155,284 $35,771.107 8,918,993 56.41% 3,344,863 52.98% 2,588,718 100.00% 2,533.092 93.87% 5,868,465 N/A $87.514.091 59.13% 3 CITY OF ROANOKE, VIRGINIA CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF JANUARY 31, 1996 Budget General Government $8,058,469 Judicial Administration 37,610 Public Safety 9,403,146 Education 7,942,793 Community Development 1,041,000 Recreation 472,995 Streets and Bridges 12,724,048 Sanitation Projects 3,135,277 Traffic Engineering & Communications 1,415,300 Other Infrastructure Projects 5,989,620 Capital Improvement Reserve (4,827,589) Total $,4,6,392,669 Expenditures Unexpended Outstanding Unencumbered To Date Balance Encumbranoes Balance $6,001,347 $2,057,122 $715,658 $1,341,464 37,539 71 71 8,415,659 987,487 751,051 236,436 6,753,718 1,189,075 1,211,267 (22,192) 82,269 958,731 958,731 149,490 323,505 228,647 94,858 7,834,634 4,889,414 3,052,131 1,837,283 3,077,263 58,014 2,500 55,514 1,247,327 167,973 85,154 82,819 3,496,645 2,492,975 416,609 2,076,366 (4,827,589) (4,827,589) $37,096,891 $8,296,778 $7,421,748 $876,030 4 CITY OF ROANOKE, VIRGINIA WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDING JANUARY 31, 1996 Operating Revenue Commercial Sales Domestic Sales Indus~al Sales Town of Vinton County of Roanoke City of Salem Customer Services Total Operating Revenue Operating Expenses Personal Services OperaUng Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest on Investments Rent Transfer from General Fund Miscellaneous Revenue Miscellaneous Expense Total Nonoperating Revenue (Expenses) Net Income 1996 $1,885,689 1,726,147 148,430 24,425 1,109,869 1,606 211,525 5,107,691 818,262 1,761,529 547,616 3,127,407 1,980,284 58,305 1,825 (1,371) 75,719 $2,056,003 1995 $1,905,448 1,679,403 157,498 15,171 1,389,677 274,596 5,421,793 713,509 1,723,214 465,702 2,902,425 2,519,368 112,429 1,650 3,465 10,535 128,079 $2,647,447 5 CITY OF ROANOKE, VIRGINIA SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDING JANUARY 31, 1996 Operating Revenue Sewage Charges - City Sewage Charges - Roanoke County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest on Investments Miscellaneous Revenue Interest Expense Total Nonoperating Revenue (Expenses) Net Income 1996 $3,881,282 430,968 97,688 397,240 67,625 64,146 47,311 4,986,260 972,127 2,501,786 545,688 4,019,601 966,659 135,209 11,173 146,382 $1,113,041 1995 $3,266,204 473,136 112,489 344,268 43,826 55,337 30,647 4,325,907 923,005 2,496,738 556,844 3,976,587 349,320 27,635 10,966 (6,868) 31,933 $381,253 6 CITY OF ROANOKE, VIRGINIA CiViC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDING JANUARY 31, 1996 Operating Revenue Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Novelty Fees Total Operating Revenue Operating Expenses Personal Services Operaling Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Transfer from General Fund Transfer from Materials Control Fund Interest on Investments Miscellaneous Total Nonoperating Revenue Net Loss 1996 $258,654 59,137 47,425 1,230 52,439 87,344 5,422 511,651 613,224 657,984 223,509 1,494,717 (983,oss) 779,636 114,896 21,834 2,992 919,358 __($63,708) 1995 $244,353 101,068 93,660 1,725 104,071 141,416 21,748 572,333 612,471 196,417 1,381,221 (673,180) 19,612 7,965 671,773 [$1,407) 7 CITY OF ROANOKE, VIRGINIA TRANSPORTATION FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDING JANUARY 31, 1996 Operating Revenue Century Station Parking Garage Williamson Road Parking Garage Market Square Parking Garage Church Avenue Parking Garage Tower Parldng Garage Surface Parking Lots Total Operating Revenue Operating Expenses Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Transfer from General Fund Transfer from Materials Control Interest on Investments Miscellaneous Operating Subsidy for GRTC Interest Expense Total Nonoperating Revenue (Expenses) Net Income 1996 $166,567 186,348 98,991 242,346 132,294 70,847 897,393 389,306 303,633 692,939 204,454 872,665 43,165 8,049 3,078 (300,000) (386,264) 240,693 $445,147 1995 $164,171 123,861 95,981 238,422 128,405 64,086 814,926 316,124 303,869 619,993 194,933 657,211 (727) 3,595 (400,00O) (412,897) (152,818) $42,115 8 CITY OF ROANOKE, VIRGINIA NURSING HOME FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDING JANUARY 31, 1996 Operating Revenue Private Patient Fees Medicaid Patient Fees Medicaid Reimbursements Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Interest on Investments Proceeds from Sale of Nursing Home Transfer from General Fund Total Nonoperating Revenue Net Income 1996 $21,981 169,200 564,457 755,638 754,969 291,166 13,783 1,059,918 (304,280) 12,449 50,000 504,210 566,659 $262,379 1995 $85,660 150,866 474,206 710,732 715,768 285,188 14,164 1,015,120 (304,388) 8,880 440,750 449,630 $145,242 9 CITY OF ROANOKE, VIRGINIA HOTEL ROANOKE CONFERENCE CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDING JANUARY 31, 1996 (1) 1996 CONFERENCE COMMISSION {2) CENTER (1) TOTAL 1995 Operating Revenue Commission Conference Center $ $ $ $ 751,147 751,147 (3) Total Operating Revenue 751,147 751,147 Operating Expenses Commission 52,649 52,649 Conference Center 793,258 793,258 Depreciation Expense 259,044 259,044 Total Operating Expenses 254,332 Operating Loss Nonoperating Revenue (Expenses) City Subsidy Virginia Tech Subsidy Proceeds from Bdck Sales Interest on Investments Conference Center 311,693 793,258 1,104,951 254,332 (311,693) (42,111) (353,804) (254,332) TotalNonoperating Revenue (Expenses) 175,000 175,000 276,500 175,000 175,000 276,500 1,175 1,175 42,300 6,035 6,035 5,562 (23,633) (23,633) Net Income (Loss) 357,210 (23,633) 333,577 600,862 Notes to Financial Statement: $45,517 ($65,744) ($20,227) $346,530 (1) The column entitled "Conference Center" represents actual revenue and expenses of the Conference Center, as provided by Doubletree Management through December 31, 1995. Operating results through January will be reported in the February 29, 1996 financial statements. (2) The column entitled "Commission" represents Commission activity in the City's financial records. (3) Conference Center opened in April 1995. 10 CITY OF ROANOKE, VIRGINIA INTERNAL SERVICE FUNDS COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDING JANUARY 31, 1996 TOTALS c~y InformaUon Materials Management Utility Line Fleet Systems Control Services Services Management 1996 1996 Operating Revenue Charges for Services $1,5151786 $103,546 $250,819 $1,415,415 $1,942,410 $5,227,976 $5,647,127 Total Operating Revenue 1,616,786 103,646 260,819 1,416,415 t,942,410 6,227,976 5,647,127 Operating Expenses Personal Sen,ices 783,991 56,588 30,560 1,229,268 683,195 2,783,602 2,806,157 Operating Expenses 160,743 24,302 212,5~51 284,911 444,554 1,127,061 1,190,549 Depreciation 225,277 1,067 26,143 112,249 647,628 1,012,364 842,213 Total Operating Expenses 1,170,011 81,957 26~,264 1,626,428 1,776,377 4,923,027 4,838,919 Operating Income (Lose) 34~,775 21,689 (18,43~) (211,013} 167,033 304,949 808,208 Nonoperating Revenue (Expenses) 12,265 671 5,570 36,146 26,354 81,006 77,762 1,000,000 111,723 1,111,723 264,644 212,600 212,600 (114,896) (114,896) (43,166) (43,165) (212,600) (56,000) (267,600) t,29g,865 {36g,ggo} {4g,430) 36,146 138,077 1,267,268 342,406 $t,64,6,640 {$348,,401 ) ($67,666) ($174,867) ~06,110 $1,672,217 $1,160,614 Interest Rewnue Transfer from General Fund Transfer from Materials Control Fund Transfer from Management Services Fund Transfer from School Board Transfer to Civic Center Fund Transfer to Transperation Fund Transfer to City Information Systems Fund Net Nonoperating Revenue (Expenses) Net Income (Lose) 11 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED JANUARY 31, 1996 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED JANUARY 31, 1996. iGENERAL :WATER SEWAGE CIVIC CENTER TRANSPORTATION CAPITAL PROJECTS NURSING HOME CONFERENCE CENTER DEBT SERVICE CITY INFORMATION SYSTEMS MATERIALS CONTROL MANAGEMENT SERVICES UTILITY LINE SERVICES FLEET MANAGEMENT PAYROLL PENSION SCHOOL FUND FDETC GRANT ($279,188.70 6,240,978.02 21,138,361.40 683,438.90 489,816.68 3,113,244.31 528,704.04 163,841.70 8,212,962.17 747,201.99 (89,728.43 232,268.96 1,465,066.68 1,110,488.36 (3.577.388.15 893,368.92 8,068,239.19 112,685.75 (16,602.35 $7,456,794.12 $11.701.507.13 ($4,523,901.71) ($6,261,418.25 457.245.67 150.054.57 6,548,169.12 9.349.429.34' 1,535,636.52 1.959,425.72 20,'714,572.20 18.572.884.45 97,652.60 228.125.59 552,965.91 675.508.02 127.822.70 108.894.22 508,745,16 101.194.30 5,255.132.92 894~049.64 7.474.327.59 14.870.097.51 106,762.22 126,314.63 509,151.63 424,545.19 264.07 34,022.27 130.083.50 5.626.561.20 197.435.29 361 410.84 8.O46,986.62 7.716.320.71 111.067.33 77.509.63 780,759~69 1.503.428.74 95.432.23 131.205.24 (125,501.44) 270.736.19 27.470.18 61.095.91 198.843.23 251.459.02 3.095.16 112.700.62 1.355.461.22 1.301.701.10 413.622.20 44.993.00 1,479.117.56 1.686.120.78 11.499.691.97 10,071,339.18 (2,149,O35~36) (550,615.11 783,364.95 806. 106.09 870,627.78 484.379.41 4,022,112.89 4.370.307.95 7,720,044,13 9.637.202.77 179,386.99 78.633.72 213,439:02 144.431.95 702.490.16 334.097.07 351.790. 74 226.537.91 TOTAL $49,237,759.44 $33,072,480.17 $31,651.793.02 $50,658,446.59 $68.030.505.23 CERTIFICATE HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED JANUARY 31, 1996. THAT SAID FOREGOING: CASH: CASH ON HAND CASHIN BANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: COMMERClALPAPER REPURCHASEAGREEMENTS U.S. TREASURY NOTES VIRGINIA AIM PROGRAM(U.S. SECURmES) TOTAL DATE: FEBRUARY 7, 1996 992i768~ 12 CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 7 MONTHS ENDING JANUARY 31, 1996 Revenue Contributions Investment Income Gain on Sale of Investments Bond Discount Amortization Total Revenue 1996 $3,908,396 3,202,971 2,706,137 142,777 $9,960,281 1995 $3,626,500 2,425,744 6,750,976 145,460 $12,948,680 Expenses Pension Payments Fees for Professional Services Bond Premium Amortization Administrative Expense Total Expenses Net Income $4,666,708 302,396 101,899 138,360 6,209,363 $4,750,918 $4,266,247 231,152 242,157 140,298 4,879,854 __$8~068,826 13 CITY OF ROANOKE PENSION PLAN BALANCE SHEET JANUARY 31, 1996 Assets Cash Investments: (market value: 1996 $205,675,630 1995 $166,435,812) Due from Other Funds Other Assets Total Assets 1996 $807,881 163,489,683 4,165 18,000 $164,319,729 1995 $484,235 152,964,605 352,488 18,000 $153,819,328 Liabilities and Fund Balance Liabilities: Due to Other Funds Total Liabilities Fund Balance: Fund Balance, July 1 Net Income - Year to Date Total Fund Balance Total Liabilities and Fund Balance $640,608 640,608 158,928,203 4,750,918 163,679,121 $164,319,729 $633,072 633,072 145,117,430 8,068,826 153,186,256 $153~819,328 14 MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #27-60-183 Larry G. Conner, Sr., President Aaron J. Conner General Contractor, Inc. P. 0. Box 6068 Roanoke, Virginia 24017 Dear Mr. Conner: I am enclosing copy of Ordinance No. 32851-030496 accepting the bid of Aaron J. Conner General Contractor, Inc., for the Murray Run Sewer Replacement Project MR-l, in the amount of $179,006.60, upon certain terms and conditions; 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. Ordinance No. 32851-030496 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W. Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-254I Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #27-60-183 John W. Douthat, President Allegheny Construction Co., Inc. 2830 Nicholas Avenue, N. E. Roanoke, Virginia 24012 Wayne A. Dixon, President Dixon Contracting, Inc. P. O. Box 108 Fincestle, Virginia 24090 E. C. Pace, III, President E. C. Pace Co., Inc. P. O. Box 12685 Roanoke, Virginia 24027 Stephen C. Rossi, President S. C. Rossi & Co., Inc. P. O. Drawer 4667 Martinsville, Virginia 24112 Gentlemen: I am enclosing copy of Ordinance No. 32851-030496 accepting the bid of Aaron J. Conner General Contractor, Inc., for the Murray Run Sewer Replacement Project MR-l, in the amount of $179,006.60, upon certain terms and conditions; 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. Ordinance No. 32851-030496 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 4, 1996. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bids on the abovedescribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. 1N THE COUNCIL OF THE CITY OF ROANOKE, VIRGINI& The 4th day of March, 1996. No. 32851-030496. AN ORDINANCE accepting the bid of Aaron J. Conner, General Contractor, Inc., for the Murray Run Sewer Replacement Project MR-l, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid of Aaron J. Conner, General Contractor, Inc., in the total amount of $179,006.60, for the Murray Run Sewer Replacement Project MR-1, as is more particularly set forth in the March 4, 1996 report to this Council, such bid being in full compliance with the City's plans and spedfications 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. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in fi~ll force and effect upon its passage. ATTEST: City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKEt VIRGINIA The 4th day of March, 1996. No. 32850-030496. AN ORDINANCE to amend and reordain certain sections of the 1995-96 Sewage Treatment 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 1995-96 Sewage Treatment Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Capital Outlay Murray Run Replacement MR-1 Retained Earnings (1) ................... Retained Earnings - Unrestricted (2) .............. 1) Appropriated from General Revenue 2) Retained Earnings - Unrestricted (003-056-8478-9003) $ 202,007 (003-3336) (202,007) $ 21,084,684 202,007 $ 18,806,102 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. March 4, 1996 Council Report No. 96-112 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: BID COMMITTEE REPORT MURRAY RUN SEWER REPLACEMENT PROJECT MR-1 We, the undersigned Bid Committee, hereby submit the attached report for your consideration. Respectfully submitte~d, n ~ Villiam White, Sr,-x Chairm~n hn H. Parrott Kit B. Kiser WW/JGB/fm Attachment: Bid Committee Report CC.' City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities & Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Budget Administrator Accountant, Contracts & Fixed Assets Manager, Supply Management Commissioner of Revenue March 4, 1996 Council Report No. 96-112 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: BID COMMITTEE REPORT MURRAY RUN SEWER REPLACEMENT PROJECT MR-1 I. Background on the subject in chronological order is as follows: MR-1 Sewer Replacement is part of the City of Roanoke's ongoing Infiltration/Inflow (l\l) program as required by Special Consent Order dated August 10, 1992. Project was properly advertised and bids were publicly opened and read aloud by D. Darwin Roupe, Manager of Supply Management, on Tuesday, February 6, 1996, for Murray Run Sewer Replacement Project MR-1. Five (5) bids were received with Aaron J. Conner, General Contractor, Inc., submitting the Iow bid in the amount of $179,006.60. Sewer Replacement Project MR-1 will reduce the groundwater infiltration into the sewer system. II. Current situation is as follows: Sewer replacement project has been bid and now needs to be constructed. Project consists primarily of replacing 2,385 feet of sewer line along its existing alignment and profile and restoring all disturbed areas to a satisfactory condition. The project is located between Ogden Road and Colonial Avenue, S.W. III. Issues in order of importance are as follows: A. Cost B. Funding Honorable Mayor & Members of City Council BID COMMITTEE REPORT MURRAY RUN SEWER REPLACEMENT MR-1 March 4, 1996 2of3 IV. Alternatives in order of feasibility are as follows: Authorize the City Manager to execute a unit price contract in a form approved by the City Attorney, with Aaron J. Conner, General Contractor, Inc., in the amount of 9179,006.60 with 180 calendar days for completion with a project contingency of 818,000.00 and t~5,000.00 for interfund billing for contract administration and inspection. 1. Cost is 25.7% below the Engineer's estimate. Fundinq is available in the Sewer Fund Retained Earnings account. Do not authorize the City Manager to execute a contract with Aaron J. Conner, General Contractor, Inc. 1. Cost would be based on future bids. Fundinq would remain in the Sewer Fund Retained Earnings Account. V. Recommendation is as follows: City Council concur in Alternative "A" and take the following actions: Authorize the City Manager to execute a unit price contract with Aaron J. Conner, General Contractor, Inc., for the Murray Run Sewer Replacement Project MR-1 in the amount of 8179,006.60 and authorize a project contingency of 918,000.00 and 85,000.00 for interfund billing for contract administration and inspection. Appropriate 8202,007.00 from Sewer Fund Retained Earnings to a new account to be established by the Director of Finance in the Sewer Fund called Murray Run Replacement MR-1. C. Reiect the other bids received. WRH/JGB/fm Attachment: Tabulation of Bids Honorable Mayor & Members of City Council BID COMMITTEE REPORT MURRAY RUN SEWER REPLACEMENT MR-1 March 4, 1996 3of3 CC.' City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities & Operation City Engineer Assistant to the City Manager for Community Relations Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Supply Management Commissioner of Revenue MURRAY RUN (MR 1) BANNISTER bfRGINIA ~ES TERN COWWUNITY COLLEGE COUR PROJECT TANGLEWOOD WALL TABULATION OF BIDS MURRAY RUN SEWER REPLACEMENT PROJECT MR-1 Bids were opened in Supply Management on Tuesday, February 6, 1996, at 2:00 p.m. COMPANY AMOUNT Aaron J. Conner, General Contractor, Inc. $179,006.60 E. C. Pace Company, Inc. $201,235.00 S. C. Rossi & Co., Inc. $203,500.00 Alleghany Construction Company $227,315.00 Dixon Contracting, Inc. $284,910.00 Estimated Cost: $241,000.00 Office of City Engineer Roanoke, Virginia March 4, 1996 March 4, 1996 Council Report No. 96-112 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BID COMMITTEE REPORT MURRAY RUN SEWER REPLACEMENT PROJECT MR-1 I concur with the Bid Committee Report recommendations relative to the above referenced project and recommend it to you for appropriate action. Sincerely, W. Robert Herbert City Manager WRH/JGB/fm CC: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities & Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts & Fixed Assets Budget Administrator Manager, Supply Management Commissioner of Revenue MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File #183-468 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 4, 1996, Council Member Wyatt addressed the matter of accumulation of sediment on creek bottoms and whether the City has a routine schedule for dredging. Sincerely, Mary F. Parker, CMC/AA'E City Clerk MFP:sm MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 lax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk March 6, 1996 File f~66-57-237-514 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 4, 1996, Mr. Ray W. Barbour, 686 Montrose Avenue, S. E., celled attention to paving that was recently done on his street from curb to curb, and inquired as to why paving is extended to the curb rather than to the gutter. On motion, duly seconded and unanimously adopted, the inquiry was referred to the Director of Public Works for response. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm - pc: Mr. Ray W. Barbour, 686 Montrose Avenue, S. E., Roanoke, Virginia 24013 William F. Clark, Director of Public Works