Loading...
HomeMy WebLinkAboutCouncil Actions 10-23-96PARROIT 33153 ROANOKE CITY CO UNCIL REGULAR SESSION October 23, 1996 12:30 p. n~ CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order -- Roll Call. An Present. Students from Willinm Ruffner Middle School presented biographical'data on Mr. William Ruffner. The Mayor declared the meeting in recess to be reconvened in the EOC Conference Room, Room 159, Municipal Building South, with Vice-Mayor Wyatt presiding. A report with regard to adoption of an Emergency Operations Plan. (20 minutes) The briefing was continued until the 2:00 p.m. Council session. File #188 B. Hearing of Citizens Upon Public Matters: None. At 1:05 p.m., the Vice-Mayor declared the meeting in recess until 2:00 p.m., in the City Council Chamber. 2 ROANOKE CITY CO UNCIL REGULAR SESSION October 23, 1996 2:00p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL 1. Call to Order -- Roll Call. An Present. The Invocation was delivered by The Reverend Robert Watts, Pastor, Greene Memorial United Methodist Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. A Resolution recognizing and commending the rescue efforts of Marine Staff Sergeant Frankie Lee Hall in connection with a vehicular accident on 1-581 on September 24, 1996. Adopted Resolution No. 33153-102396. (7-0) On behalf of the City of Roanoke, the Mayor presented the following to Staff Sergeant HaH: a ceremonial copy of the abovereferenced Resolution, a plaque declaring Staff Sergeant Hall as an Honorary Member of the Fire Department/EMS, and a Key to the City. File #20-70-77-80 MEMBERS OF COUNCIL RECEIVE THE CITY COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS, ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE MONDAY COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456. 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. 4 C-1 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 # 15-110-132 Executive Session. C-2 A communicahon from W. Bolling Izard tendering his resignation as a Director of the Industrial Development Authority of the City of Roanoke. RECOMMENDED ACTION: Receive and file the communication and File #15-110-207 accept the resignation with regret. C-3 A communication from Harold F. Dill tendering his resignation as a member of the Advisory Board of Human Development. RECOMMENDED ACTION: Receive and file the communication and File #15-72-110 accept the resignation with regret. C-4 Qualification of the following persons: Edward S. Colonna as a member of the Building Code Appeals Board, Volume I (Building Construction Division), for a term ending September 30, 2001; File #15-32-110 John W. Brown, Jr., as a member of the City of Roanoke Transportation Safety Commission to fill the unexpired term of Acree Hayes, resigned, ending October 31, 1998; File #15-20-110 Mark E. Feldmaun as a member of the Roanoke Civic Center Commission for a term ending September 30, 1999; File #1.%110-192 5 James W. Burks, Jr., and Carolyn M. Johnson as Commissioners of the City of Roanoke Redevelopment and Housing Authority Board of Commissioners for terms ending August 31, 2000; and File #15-110-178 Todd St. Clair as a member of the Youth Se~wices Citizen Board to fill the unexpired term of Katrina A. Martin, resigned, ending May 31, 1998. File #15-110-304 RECOMMENDED ACTION: Receive and file. REGULAR AGENDA 3. HEARING OF CITIZENS UPON PUBLIC MATTERS: CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR OUR CITIZENS TO BE HEARD. IT IS THE CITIZENS' TIME TO SPEAK AND COUNCIL'S TIME TO LISTEN. MATTERS REQUIRING REFERRAL TO THE CITY MANAGER WILL BE REFERRED, WITHOUT OB,IECTION, IMMEDIATELY FOR ANY NECESSARY AND APPROPRIATE RESPONSE, RECOMMENDATION OR REPORT BACK TO COUNCIL. ao Presentation of the year end report of the Roanoke Civic Center Commission. J. William Stephens, Chairperson. (5 minutes) Received and fried. File #109-192 bo Presentation with regard to accomplishments of Downtown Roanoke, Inc., during the past fiscal year. Robert B. Marietta, President. (I 5 minutes) Received and ~ed. File #277 Presentation ora Resolution adopted by The Sierra Club, Roanoke River Group, in support of the sale of City-owned land to the Appalachian Trail Conference of the National Park Service. Bill Tanger, Chairperson. (5 minutes) Mr. Tanger also presented a resolution adopted by Friends of the Roanoke River. The resolutions and remarks of Mr. Tanger were referred to the Water Resources Committee. File #67-169-379-468B PreseI!tat/on of a report by Blue Ridge Community Services with regard to seveices provided to citizens of the City of Roanoke during fiscal year 1995-96. John A. Sabean, Director, Resource Development. (5 minutes) Received and filed. File #72-109-335 Other Hearing of Citizens: The following persons addr~d Council with regard to action taken at its regular meeting on Monday, October 7, 1996, pursuant to Resolution No. 33150-100796, with regard to forgiving the loan to Total Action Against Poverty for the Henry Street Music Center, in the amount of $212,000.00: Bishop Spencer Mauns 1829 Patterson Avenue, N. W. Ms. Vernice J. Law 1019 Staunton Avenue, N. W. Ms. Virgie F. Craighead 1625 Orange Avenue, N. W. The Reverend Leonard Hines 3819 Rolling Hill Avenue, N. W. Ms. Helen E. Davis 35 Patton Avenue, N. E. 7 Ms. Evelyn D. Bethel 35 Patton Avenue, N. E. Mr. Henry H. Craighead 1625 Orange Avenue, N. W. Ms. Helen J. HaH 1411 Orange Avenue, N. W. Mr. Michael P. Elliotte 4912 Pomray Road, N. W. Mr. George E. Franklin 1716 Loudon Avenue, N. W. The statements were referred Committee. File #66-178-226-236-511 to the Henry Street Revival The Reverend Johnny R. Stone, 3321-B Circlebrook Drive, S. W., expressed concern with regard to the safety of children attending the Northwest Child Development Center on Melrose Avenue, N. W., and requested that a caution fight be installed to serve as a deterrent to motorists exceeding the speed limit. The request was referred to the City Manager for investigation and report to Council. File #20-66-304-514 4. PETITIONS AND COMMUNICATIONS: A eommnnication fi.om the Roanoke City School Board requesting appropriation of funds to certain school grant accounts; and appropriation of $30,912.00 to provide funds for architectural studies for Woodrow Wilson Middle School renovations; and a report of the Director of Finance recommending that Council concur in the request. Adopted Budget Ordinance No. 33154-102396. (%0) File #60-21%467 5. REPORTS OF OFFICERS: a. CITY MANAGER: None. ITEMS RECOMMENDED FOR ACTION: A report recommending adoption of a measure amending the City Code with regard to procurement methods; and further recommending adoption of a measure determining that the procurement method known as competitive bidding is not practicable or fiscally advantageous to the City for the procurement of residential refuse collection services. Adopted Ordinance No. 33155-102396 and Resolution No. 33156-102396. (6-1, Vice-Mayor Wyatt voted no.) File #24-144-497 A report recommending appropriation of $150,000.00 in connection with 1996-97 bridge maintenance projects. Adopted Budget Ordinance No. 3315%102396. (7-0) File #60-102-514 A report recommending acceptance of the bid submitted by Magic City Motor Corporation for one new road tractor, in the total amount of $51,751.00; and transfer of funds in connection therewith. Adopted Budget Ordinance No. 33158-102396 and Resolution No. 33159-102396. (6-0, Mayor Bowers abstained from voting.) File #60-361-472 A report recommending appropriation of funds, in the amount of $280,303.00, received by the Fifth District Employment and Training Consortium for programs which include on-the-job training, work experience, job related education, classroom training, job placement activities, and remedial education. Adopted Budget Ordinance No. 33160-102396. (7-0) File 060-72-246 A report recommending acceptance of a Library Services and Construction Act (LSCA) Tire I Subregional Library for the Blind Grant, in the amount of $7,359.00; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 33161-102396 and Resolution No. 33162-102396. (7-0) File #60-72-236-323 A report recommending appropriation of $34,302.00 in grant funds allocated to the Fifth District Disability Services Board by the State Department of Rehabilitative Services, for transfer to the Blue Ridge Independent Living Center and Blue Ridge Community Services. Adopted Budget Ordinance No. 33163-102396. (7-0) File #60-72-236-326-335-353 l0 A report recommending endorsement of the City's plan of services for participation in the Vir~nia Juvenile Community Crime Control Act, and authorization to execute the necessary documents for submittal of the plan to the State Board of Juvenile Justice. Adopted Resolution No. 33164-102396. (7-0) File #72-236-304-305 A report recommending renewal of the contract with the City's health insurance provider following expiration of the current contract on December 31, 1996. In view of certain questions and concerns of Council and City empioycc~, action on the report was deferred until a later date. File #58-66-184-202-501 At this point, Council Member Harris left the meeting. 6. REPORTS OF COMMITTEES: A report of the bid committee recommending execution of a unit price contract with S. R. Draper Paving Company, in the amount of $95,292.00, for construction of 1996 Miscellaneous Drainage Projects; and transfer of fimds in connection therewith. Council Member John H. Parrott, Chairperson. Adopted Budget Ordinance No. 33165-102396 and Ordinance No. 33166-102396. (6-0) File #27-60-217 A report of the bid committee recommending award of a Inmp sum contract to Raymond E. Jackson Constructors, Inc., in the amount of $94,852.00, for construction of alterations to Fire Station No. 2, Courtland at Noble Avenue, N. E.; and appropriation of funds in connection therewith. Council Member John H. Parrott, Chairperson. Adopted Budget Ordinance No. 33167-102396 and Ordinance No. 33168-102396. (6-0) File #60-70-217 7. UNFINISHED BUSINESS: A Resolution authorizing Articles of Amendment to the Roanoke Valley Resource Authority Articles of Incorporation and an Amendment to the Roanoke Valley Resource Authority Members Use Agreement to authorize the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services. Adopted Resolution No. 33169-102396. Council Members Trout voted no.) File #144-253 (4-2, Mayor Bowers and A report of the City Manager recommending payment of $500,000.00 to the Roanoke Valley Convention and Visitors Bureau, and execution of an agreement with the Bureau for the express purpose of increasing tourism in the City of Roanoke and assisting in the marketing of the Conference Center of Roanoke. Adopted Resolution No. 33170-102396. (6-0) File #247-293-336-450 8. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: A Resolution chan~ng the time and place of commencement of the regular meeting of City Council scheduled to be held at 12:30 p.m., on Monday, November 4, 1996. Adopted Resolution No. 33171-102396. (6-0) File 0132 At 6:05 p.m., the Mayor declared the meeting in recess until 7:00 p.m. 9. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. Vacancies on vahous authorities, boards, commissions and committees appointed by Council. 10. HEARING OF CITIZENS UPON PUBLIC MATTERS: ROANOKE CITY CO UNCIL REGULAR SESSION October 23, 1996 7:00p. m. CITY COUNCIL CHAMBER ,4 GEND/I FOR THE COUNCIL Call to Order -- Roll Call. Counci! Member Harris was absent. 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 Boy Scout Troop No. 129. Welcome. Mayor Bowers. 14 HEARING OF CITIZENS UPON PUBLIC MATTERS: CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR OUR CITIZENS TO BE HEARD. IT IS THE CITIZENS' TIME TO SPEAK AND COUNCIL'S TIME TO LISTEN. MATTERS REQUIRING REFERRAL TO THE CITY MANAGER WILL BE REFERRED, WITHOUT OBJECTION, IMMEDIATELY FOR ANY NECESSARY AND APPROPRIATE RESPONSE, RECOMMENDATION OR REPORT BACK TO COUNCIL. PUBLIC HEARINGS: Public hearing on the request of George E. and Virginia M. Sweeney that a ten foot wide alley lying between Official Tax Nos. 3020924 and 3020925, extending in a northerly direction from Sunset Street to Archbold Avenue, N. E., be permanently vacated, discontinued and closed. Jeffrey Dorsey, Attorney. Adopted Ordinance No. 33172 on first reading. (6-0) File #514 Public hearing on the request of Michael A. Wells that the previous proffered conditions approved pursuant to Ordinance No. 32294-121994 adopted by the Council of the City of Roanoke on Monday, December 19, 1994, for property identified as Official Tax No. 2761409, located at the comer of Virginia Avenue and Westside Boulevard, N. W., be amended; and that a 0.5-acre of land located at the rear of property identified as Official Tax No. 2761421 and fronting on Virginia Avenue, N. W., be rezoned from RS-3, Single Family Residential District, to C-2, General Commercial District, subject to certain conditions proffered by the petitioner. Edward A. Natt, Attorney. Denied. (3-3) File #51-514 OTHER HEARING OF CITIZENS: Ms. Helen E. Davis, 35 Patton Avenue, N. E., advised that the urban renewal policy of past and present City officials has torn apart the black community through construction of highways and barren land, with no services for senior citizens and others. She referred specifically to urban renewal in northeast Roanoke, and advised that officials from across the United States have realized past mistakes in regard to urban renewal, they have apologized to citizens, and they are attempting to reconstruct inner-city neighborhoods. However, she stated that the citizens of Roanoke have not received an apology from the Roanoke Redevelopment and Housing Authority, Total Action Against Poverty, or the City of Roanoke for the role they played in the destruction of northeast Roanoke neighborhoods. She also expressed concern that no member of Council or the City Manager responded to Ms. Veruice Law's concerns/questions which · were expressed at the 2:00 p.m. session of Council with regard to forgiving the $212,000.00 loan to TAP for the Henry Street Music Center. File #66-132-178-226-236-488-511 Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., expressed concern that decisions affecting the black community are based upon private meetings (not executive sessions of Council) with individuals who do not express their opinions in public forums and do not live in the black community. She advised that on September 16, she presented information to Council with regard to a joint communication from the City's Public Information Officer and the Cable Television Government Access Director in connection with an article written by Mary Hamlin, which appeared in the August 15, 1996 edition of the ~ regarding the Ail-America City presentation. She reiterated her remarks to Council on September 16 that an apology should be extended by the City Manager to the members of the black community and to Claudia Whitworth, Editor and Publisher of the R~ao~&~T.]~. She also expressed concern that it is perceived that citizens from the black community are not heard when they voice their opinions at public hearings. File #66-87-22%488 Earlier in the meeting, a request of Michael A. Wells to amend proffered conditions for rezoning of property located at the corner of Virginia Avenue and Westside Boulevard, N. W., was denied; whereupon, Mr. Wells expressed concern with regard to Council's decision, and advised that the Planning Department assisted him in preparing his original petition for rezoning, and he felt that he had been misled by staff. He stated that he is a black man who is trying to make a living for his family, and he intended to pursue the issue of amending proffered conditions to the rezoning in order to construct a two-bay garage. In response to Mr. Wells' concerns, Carolyn H. Coles, Chair, City Planning Commission, advised that Mr. Wells indicated to the Planning Commi~ion that he intended to engage in a small business in a detached garage at the rear of his home; therefore, the Planning Commission voted in favor of a conditional rezoning for a single car garage. She explained that the Planning Commission chose to show concern for not only Mr. Wells, but for the entire community by helping Mr. Wells to become a young business entrepreneur, and the issue of race was never a consideration on the part of the City Planning Commission. File #51-66 Ms. E. Jeanette Manna, 1826 Tenth Street, N. W., addressed Council with regard to race relations in Roanoke, and expressed concern that Roanoke is segregated because Roanoke does not want to recognize that it has a race problem. She advised that individuals dealing with people of other races should receive sensitivity training. She stated that Roanoke has an economic problem, and it is the perception that black citizens are not heard at public meetings. File # 11-66-450 Council having continued the 12:30 p.m. briefing on the Emergency Operations Plan, the Mayor called upon Vice-Mayor Wyatt for questions; whereupon, she advised that her questions could be answered at the November 4, 1996, City Council meeting. File 0132-188 Council Member White called attention to the need to adjust the regular meeting schedule of City Council, and requested that the Mayor confer with Council Members to reach a consensus regarding additional meetings. File #132 Council Member White requested that he be provided with the following information on greenways: What is the City's commitment? What is the City committed to fund? How much funding should be earmarked and the source of funds? Without objection by Council, the Mayor advised that the request for information would be referred to the City Manager for appropriate response. File #60-132-379 The City of Roanoke having served as host to the 1996 Annual Conference of the Virginia Municipal League, Vice-Mayor Wyatt and Council Member White commended the City Manager and City staff for their efforts in planning an outstanding Host City Night on Monday, October 21, 1996. File 017-80 Vice-Mayor Wyatt referred to the "Ruby the Tiger Rescue Project" at the Mill Mountain Zoo, and requested that the City Manager work with the Executive Director of the Mill Mountain Zoo and the Commissioner of the Revenue with regard to including a check-off box on the City's personal property tax form and the real estate tax form whereby citizens may donate additional funds that would be earmarked for the "Ruby the Tiger Rescue Project." Without objection by Council, the Mayor advised that the request would be referred to the City Manager for report to Council. File #66-67-79 CERTIFICATION OF EXECUTIVE SESSION. (6-0) Appointed Council Member Carroll E. Swain as a member of the Roanoke Valley Area Metropolitan Planning Organization for a term ending June 30, 1999. File #110-326 Appointed David L. Bandy as a member of the Architectural Review Board for a term ending October 1, 2000. Waived residency requirement. File #15-110-249 Appointed John Dreiling as an alternate member of the Building Code Appeals Board, Volume I (Building Construction Division). File #32-110 Reappointed Vernon M. Dauielsen as a member of the Roanoke Civic Center Commission for a term ending September 30, 1999. File #15-110-192 IN.~THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of September, 1996. No. 33125-091696. A RESOLUTION providing that the regular meeting of City Council scheduled to be held at 12:30 p.m., 2:00 p.m. and 7:00 p.m., on Monday, October 21, 1996, shall be held at 12:30 p.m., 2:00 p.m. and 7:00 p.m. on Wednesday, October 23, 1996. BE IT RESOLVED by the Council of the City of Roanoke that: 1. Due to Virginia Municipal League Host City Night being held on Monday, October 21, 1996, in connection with the Virginia Municipal League Annual Conference in this City, which a majority of the members of City Council desire to attend, the meeting of City Council regularly scheduled to be held at 12:30 p.m., 2:00 p.m. and 7:00 p.m. on Monday, October 21, 1996, is hereby rescheduled to be held on Wednesday, October 23, 1996, at 12:30 p.m., 2:00 p.m., and 7:00 p.m., such meeting to be in the Council Chamber of the Municipal Building, 215 Church Avenue, S.W. 2. The city Clerk is hereby authorized to take whatever steps are deemed necessary to notify the public of the rescheduling of such meeting. ATTEST: Post-it' Fax Note 7671 [:)ate~/,~,~}~ol~a~tes~' / >hone. Ohone ~ F~ ~ Fax city 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 October 29, 1996 File #80-467 Ms. Margaret English William Ruffner Middle School 3601 FemcliffAvenue, N. W. Roanoke, Virginia 24017 Dear Ms. English: On behalf of the Members of City Council, I would like to express appreciation to you and to students from your English class for your attendance and presentation at the Roanoke City Council meeting on Wednesday, October 23, 1996. It was a pleasure meeting you, and please feel free to attend City Council meetings whenever your schedule permits. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Roanoke, Virginia October 23, 1996 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Please reserve approximately thirty minutes on Council's 12:30 p.m. agenda on October 23, 1996, for a briefing on Adoption of Emergency Operations Plan. Respectfully submitted, W. Robert Herbert City Manager WRH/GCS/hw cc: City Attorney Director of Finance MARY E PARKER, CMC/AAE City Cl~rk 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 October 29, 1996 File #20-70-77-80 Master Sergeant Phillip W. Ferguson Marine Recruiting Substation Roanoke 5375 Peters Creek Road, N. W. Roanoke, Virginia 24019 Dear Master Sergeant Ferguson: I am enclosing copy of Resolution No. 33153-102396 recognizing and commending the heroic measures taken by Marine Staff Sergeant Frankie Lee Hall on September 24, 1996, while driving down Interstate 581. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. ]N THECOUNCILOFTHECITY OF ROANOK]E,V[RGIN~ The 23rd day of October, 1996. No. 33153-102396. A RESOLUTION commending the heroism of Marine Staff Sergeant Frankie Lee Hall. WHEREAS, on September 24, 1996, Staff Sergeant Frankie Lee Hall of the United States Marine Corps was driving down Interstate 581 when he came upon the scene of a traffic accident in which a flaming tractor trailer had collapsed on an automobile, trapping the driver and a passenger inside the burning automobile; and WHEREAS, before firefighters or police officers could arrive at the scene, Sergeant Hall immediately rushed forward and e~racted the two occupants from the wrecked automobile; and WHEREAS, Sergeant Hall's actions were taken in disregard of his own personal safety and at great risk to his life; and WHEREAS, Sergeant Hall's heroic actions reflect great credit upon him and upon the armed service of which he is a member; BE IT RESOLVED by the Council of the City of Roanoke that: 1. This Council adopts this means of recognizing and commending the heroic measures taken by Marine Staff'Sergeant Frankie Lee Hall on September 24, 1996. 2. The City Clerk is directed to transmit an attested copy of this Resolution to Sergeant Hail and to his immediate supervisor, Master Sergeant Phillip W. Ferguson, Marine Recruiting Sub- station, Roanoke, Virginia. ATTEST: City Clerk. RECEIVED ~¥o~'s o~cF September 27, 1996 Mayor, On Tuesday, September 24, Marine Staff Sergeant Frankie L. Hall rescued two teenagers from a burning car on 1-581. The City Manager would like to know~!~t~would be willing to recognize Marine Staff Sergeant Hall at the Wednesday, Octot~]ouncil meeting? Mary CITY OF ROANOKE MEMORANDUM Date: October 14, 1996 To: Wilburn C. Dibling, Jr., City Attorney From: Mary F. Parker, City Clerk Please prepare the proper measure for consideration by Council on Wednesday, October 23 commending the rescue efforts of Marine Staff Sergeant Frankie Lee Hall, in connection with a vehicular accident on 1-581 on Tuesday, September 24, 1996. For your information, I am attaching copy of the September 25 newspaper article. Your assistance will be appreciated. MFP:sm Enc. 2,escape death in fiery wrecl Marine saves man trapped in car By MARY BISHOP STAFF WRrTER Somebody must have died in that wreck; that's what you thought when you saw it. A small sedan had slammed "It was get him out Of there or let him burn,". said Marine Staff Sgt. Frankie Lee Hall. sideways under the rear axle of a tractor-trailer. The track dragged the car 500 feet. Sparks from the car ignite its gasoline, then the truck's Crasl FROM PAGE A1 around in a daze. Hall saw a tourist- type fellow taking pictures, and the Georgia track driver fiddling with his rig. Police and firefighters hadn't an~ved. - Nobody was making a move to 'help the young man still in the car. Hall said he couldn't believe it. "Damn that vehicle~" he said of the truck. "Damn the pictures." He drove his big blue van up elose.and ran to the car. The man was semiconscious and told Hall his 'ft~ might be crashed. "Various things started explod- ing,'' Hall said. "Once the fire kept igetting bigger, ma'am, it was get him out of there or let him bum." 'He pulled the man through a s.mall hole in the wrecked,roof, g6mewbere around where the steer- jng wheel used to be. Once clear of the car, the couple asked him to save their puppy, which was either still in the car or running around near it. The fire was too ,hot. 'I really wanted to go back, but at that point, ma'am, it was too l~te." load of retread robber caught fire. The burning trailer collapsed on the car, turning it into a mangled mass of steaming, ash-colored metal. For all the moro fists who saw that horror show out on Interstate 58i Tuesday afternoon, here's a surprise: Everybody lived. Marine Staff Sgt, Frankie Lee Hall was headed downtown to do police checks on potential Marine recruits when he saw a puff of smoke up ahead. Cars swerved in front of him. Then he saw the wreck. The young woman who had been driving the car was wandering PLEASE SEE CRASH/A2 Truck driver Nelson Chandler of Tall firefighter about the accident. Hall, 381 didn't serve in Desert Storm. "Unfortunately," he says. "I've often wondered, when the rubber meets the road, how I would react." Hall left the young couple with the lifesaving crews that surrounded the scene and went on about his business. He did, his checks at the Staff Sgt. Frankie Lee Hall pulled the man through a small hole in the wrecked roof, around where the steer- ing wheel used to be, police department and returned to his Marine recruiting office on Peters Creek Road, grateful that he'd be working until 9 Tuesday night. He's new to Roanoke; his wife and children are still in Jack- sonville, Fla. He didn't want to go to his empty home. For truck driver Nelson Chan- dler, obviously shaken as he stood facing the wreck, having his pulse talks to checked, this was a first. "Never before," he said. "Never before." The Tallapoosa, Ga,, man ~membered looking in his mirror and seeing the car spin out into the median. Next thing he knew, the car had spun around at a fight angle, shot directly in front of his rear tires and stayed there. He didn't know what to do. "I didn't lock it down completely because I thought it might make it worse," he said. That's why the car was dragged so far, State Trooper Mike Keen said Chandler's account was correct. The driver of the car told Keen she doesn't remember what happened. The driver and her passenger urged Keen not to release their names and he agreed, even though the driver was charged Tuesday with reckless driving. The man was kept overnight at a hospital, but both are fine, according to Keen. Keen wants to meet Hall and thank him. He figures the young couple will want to, too. Before he learned Hall's name from a reporter Tuesday night, Keen wondered who the rescuer was. The couple didn't know. "Neither of them can tell me," Keen md, other than that they saw a uniform." 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 October 23, 1996 The Honorable 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 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 October 29, 1996 File #15-110-207 Mr. W. Bolling Izard Route 1, Box 82 Copper Hill, Virginia 24079 Dear Mr. Izard: Your communication tendering your resignation as a Director of the Industrial Development Authority of the City of Roanoke, was before the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 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 Director of the Industrial Development Authority. Please find enclosed a Certificate of Appreciation and an aerialview photograph of the Roanoke Valley which was issued by the Mayor on behalf of the Members of the Roanoke City Council. Sincerely, City Clerk MFP:sm Enc. pc: Samuel H. McGhee, III, Chairperson, Industrial Development Authority of the City of Roanoke, 707 South Jefferson Street, Suite 401, Roanoke, Virginia 24011 Margaret R. Baker, Secretary, Induatriai Development Authority of the City of Roanoke, 212 S. Jefferson Street, Roanoke, Virginia 24011 Sandra H. Eakin, Deputy City Clerk W. Bolling lzard Chairman Margaret R. Baker Secretary-Treasurer 212 South Jefferson Street Roanoke, Virginia 24011 September 23, 1996 SEP Z 1998 Telephone (540) 9834)700 The Honorable David A. Bowers Mayor City of Roanoke 215 Church Avenue, S. W. Roanoke, Virginia 24011 Dear David: It is with regret that I tender my resignation from the Industrial Development Authority of the City of Roanoke, Virginia Board of Directors. Since my residence is no longer in the city or county, I am not eligible. I am privileged to have been a member of the Authority since its inception, and I have enjoyed this honor. With my best wishes, I remain Sincerely yours, 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 October 29, 1996 File #15-72-110 Mr. Harold F. Dill P. O. Box 2293 Roanoke, Virginia 24010 Dear Mr. Dill: Your communication tendering your resignation as a member of the Advisory Board of Human Development, was before the Council of the City of Roanoke at a regular meeUng held on Wednesday, October 23, 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 Advisory Board of Human Development. 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. pc: The Reverend Frank W. Feather, Chairperson, Advisory Board of Human Development, P. O. Box 6297, Roanoke, Virginia 24017 Glenn D. Radcliffe, Director, Human Development Glenna O. Ratcliffe, Secretary, Advisory Board of Human Development Sandra H. Eakin, Deputy City Clerk DILL INSURANCE AGENCY LIFE · HEALTH ° DISABILITY Mr. Glenn D. Radcliffe Director of Human Development 215 W. Church Avenue, Room 356 Roanoke, VA 24011 Dear Glenn: Please accept my resisnafion from your committee with my sincere segt~ts in giving up this associa~'on Many thanks for lhe privileEc of serving with the fmc ladies snd gentlemen you have exposed me lo. My wife is to'minally ill and even though we are being helped generously by family and o~e~, I ~! I must give this matter my e~lire attention. Mywifeis76yearsofageandlamSl. We are noi complaining. Godisgoodl P.O. Box 2293 · ROANOKE, VIRGINIA 24010 · (540) 345-3450 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 October 29, 1996 File #15-32-110 Harry F. Collins, Sr. Vice-Chairperson Building Code Appeals Board, Volume I (Building Construction Division) 6603 Northway Drive, N. W. Roanoke, Virginia 24019 Dear Mr. Collins: This is to advise you that on October 7, 1996, Edward S. Colonna qualified as a member of the Building Code Appeals Board, Volume I (Building Construction Division), for a term ending September 30, 2001. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Patti C. Hanes, Secretary, Building Code Appeals Board, Volume I (Building Construction Division) Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Edward S. Colonna, 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 Building Code Appeals Board, Volume I (Building Construction Division), for a term ending September 30, 2001, according to the best of my ability. So help me God. Subscribed and sworn to before me this '7~'"~ay of ARTHUR~I,By ,//~~~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 October 29, 1996 File #15-20-110 Robert K. Bengtson, Chairperson City of Roanoke Transportation Safety Commission Roanoke, Virginia Dear Mr. Bengtson: This is to advise you that on August 21, 1996, John W. Brown, Jr., qualified as a member of the City of Roanoke Transportation Safety Commission to fill the unexpired term of Acree Hayes, resigned, ending October 31, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Sandra H. Eakin, Deputy City Clerk OATH AND AFFIRMATION OF OFFICE Commonwealth of Virginia, City of Roanoke, to-wit: I, John W. Brown, Jr., 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 City of Roanoke Transportation Safety Commission to fill the unexpired term of Acree Hayes, resigned, ending October ;31, 1998, according to the best of my ability. So help me God. Subscribed and sworn to before me this ~,~ day of .~ 1996. , DEPUTY CLERK H:',AGENDA~AUGUST.5 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 October 29, 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 October 4, 1996, Mark E. Feldmann qualified as a member of the Roanoke Civic Center Commission for a term ending September 30, 1999. Sincerely, Mary F. Parker, CMC/AAE 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, Mark E. Feldmann, 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 for a term ending September 30, 1999, according to the best of my ability. So help me God. Subscribed and sworn to before me this ~'£~' day of ~/~,~ 1996. ARTHUR~,~ SH, III, CLERK , DEPUTY CLERK H:~GENDA~EPTEMBE. 16 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 October 29, 1996 File #15-110-178 Willis M. Anderson, Chairperson City of Roanoke Redevelopment and Housing Authority Board of Commissioners 2601 Cornwallis Avenue, S. E. Roanoke, Virginia 24014 Dear Mr. Anderson: This is to advise you that on October 7 and October 9, 1996, respectively, James W. Burks, Jr., and Carolyn M. Johnson qualified as Commissioners of the City of Roanoke Redevelopment and Housing Authority Board of Commissioners for terms ending August 31, 2000. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: H. Wesley White, Secretary, City of Roanoke Redevelopment and Housing Authority Board of Commissioners, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, James W. Burks, Jr., 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 Commissioner of the City of Roanoke Redevelopment and Housing Authority for a term ending August 31, 2000, according to the best of my ability. So help me God. Subscribed an n to before me this ~ day of ~1996. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Carolyn M. Johnson, 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 Commissioner of the City of Roanoke Redevelopment and Housing Authority fora term ending August 31, 2000, according to the best of my ability. So help me God. Subscribed and sworn to before me this~'/~'~ day of ~',,'3~'~'~. 1996. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK H:'~AG ENDA'~SEPTEMBE.3 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. EAK1N Deputy City Clerk October 29, 1996 File #15-110-304 Thomas H. Miller, Chairperson Youth Services Citizen Board 3429 Windsor Road, S. W. Roanoke, Virginia 24018 Dear Mr. Miller: This is to advise you that on October 2, 1996, Todd St. Clair qualified as a member of the Youth Services Citizen Board to fill the unexpired term of Katrina Martin, resigned, ending May 31, 1998. Sincerely, ~~ Mary F. Parker, CMCIAAE City Clerk MFP:sm pc: Marion Vaughn-Howard, Youth Coordinator Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Todd St. Clair, 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 Youth Services Citizen Board to fill the unexpired term of Katrina Martin, reaigned, ending May 31, 1998, according to the best of my ability, So help me God. Subscribed and sworn to before me this .~. day of ~ ~L, 1996. ARTHUR B. CRUSH, Ill, CLERK , DEPUTY CLERK IJJ ROANOKE CiViC CENTER FINANCIAL HIGHLIGHTS 1995 - 1996 PATRON SPENDING DIRECT INDIRECT TOTAL $27,100,000 38.000.000 $65,100,000 TICKET SALES $4,233,000 TAX REVENUE RECEIVED BY CITY OF ROANOKE $1,757,000 CITY OF ROANOKE SUPPLEMENT $830,000 NET REVENUE TO CITY $927,000 ROANOKE CIVIC CENTER FY 1995-96 SUMMARY October 16, 1996 Summary_ of Ev011t~ FY 1995-96 Type # Events Concerts 8 Family Shows 3 Sporting Events 48 Cultural Events 34 Conventions/Trade & 50 Consumer Shows Local, Civic, Religious 72 and Educational TOTALS 215 Gross Sales A~endance $825,940.00 49,868 238,963.00 35,768 2,153,161.00 255,023 724,063.00 61,570 242,043.00 218,928 49.034.00 59.226 $4,233,204.00 680~83 In addition to the 215 contractual events listed above, the complex was used a total of 52 days by other City departments for the purpose of conducting City business. Concerts 4% Family Shows 1% Sporting Events 22% Cultural Events 16% Conv., T/S, C/S 23% Local, etc. 33% Operating Revenue FY 1995-96 Revenue Source Building Rentals Parking Fees Event Expenses Advertising Admissions Tax Concessions & Catering Commissions Interest on Investments Novelty Fees Miscellaneous Total Operating Revenue Total Revenue $ 618,348.00 152,956.00 157,817.00 2,255.00 216,580.00 259,926.00 36,012.00 47,217.00 14.113,00 $1,505,224.00 FY 1995-96 Personal Services Operating Expenses Depreciation Total Operating Expenses $1,098,491.00 1,127,951.00 4O5,O29.00 $2,631,471.00 ROANOKE CIVIC CENTER ECONOMIC IMPACT STUDY FISCAL YEAR 1995-96 Prepared by Roanoke City's Office of Economic Development October 18, 1996 Civic Center Economic Impact Study SummatT of Benefits Direct Convention/Trade Show/Events Spending Indirect Spending~ Total Tax Revenues GRAND TOTAL $27,165,234 38,031,328 1.756.739 $66,953,301 ~Indirect spending has been estimated at 140% of indirect spending. CONVENTION/TRADE SHOW/EXAM SPENDING 84,8152 Attendees/family members generated $26,389,538 in direct spending.3 EVENTS SPENDIN(34 TYPE ATTENDANCE Consumer Shows 82,525 Concerts 49,868 Family Shows 35,768 Sporting Events/Other 314,249 Symphony/Cultural 61,570 TOTAL ATTENDANCE 543,980 Estimated total from outside Roanoke Direct spending from attendance outside Roanoke6 Total Direct Spending $26,389,538 775,696 $27,165,234 193,924s $775,696 2 Roanoke Civic Center 3 Coopers & Lybrand - average days stay is 3; Roanoke Valley Convention & Visitors Bureau - average rate of spending per day is $112.50 for delegates/exhibitors and $71.50/day for family members. 4 Roanoke Civic Center s Laventhol & Horwath Study (consumer shows - 55%; concerts - 70%; family shows - 55%; sporting/other - 25%; symphony/cultural - 25%) 6 Laventhol & Horwath figure adjusted for inflation - $4/attendee TAXATION CALCULATIONS Convention/Trade Show/Exam spending breakdown Lodging [43% of directing spending (DS)] Food & Beverage (30% of DS) Shopping & Entertaimnent (21% of DS) Transportation/Gasoline (6% of DS) (All above)? $11,347,501 7,916,861 5,541,803 1,583,372 CITY TAXES Hotel Tax Sales Tax Admissions Tax Real Estate Tax Occupational License Fee Meals Tax 510,638~ 557,4319 216,580t° 4,812Il 150,604~2 316.67413 $1,756,739 7 Laventhol & Ho~wvath * Laventhol & Horwath (lodging $ x 90% x 5%) 9 Laventhol & Horwath (direct + indirect spending x 90% x 90% x 1%) ,0 Actual figure from City of Roanoke Finance Department ~ Laventhol & Horwath (direct + indirect spending x .8% x 75%) + 100 x $1.23) ~2 Laventhol & Horwath (direct + indirect spending x 75% x 40%) + $ ($1,000 x $2.00 for retail) + (direct + indirect spending x 75% x 60%) + ($1,000 x $3.80 for other businesses) ~3 Food & Beverage x 4% October 3, 1996 OFFICERS AND DIRECTORS ROBERT B, MANETTA Carillon Health System President ROBERT W. GLENN, JR, Issues Management Group President-Elect ROBERT S. CALLAHAN, JR. 309 FBst Street Vice President and Secretary BEVERLY T. FITZPATRICK, JR. The New Century Council Vice President EDWIN C. HALL Hall Associates Vice President TED MOOMAW, JR. World Travel Vice President ROBERT W* HELMS First Union National Bank of Virginia GARY D. BALDWIN Blue Ridge Crafters Emporium ROBERT G. BENNETT JOHN C. BERRY Trlgon Blue Cross Blue Shield WILLIAM H. CARDER Patrick Henry Hotel WILLIAM F. CLARK City of Roanoke DONALD G. DOOLITTLE Coca-Cola Bottling Company Consolidated JOHN P. QROVE We?ds Rogers & Hazlegrove JAMES W. HARKNESS, JR. SUSAN W. JENNINGS The Arts Council of the Blue Ridge JOHN W. LAMBERT, JR. John Lamber1 Associates ROBERT C. LAWSON, JR. JAMES B. MASSEY, III Coleman & Massey, PC JOHN G. MCLEOD McLeod & Company THOMAS P. O'BELL St. John's Episcopal Church DONALD C. REID Bell Atlantic JAMES C. SEARS Center In The Square PATRICK N. SHAPFNER Shertz Franklin Crawford Shaffner, Inc. R. CURTIS STEELE, JR. JAMES M. TDRNER, JR. J.M. Turner & Company, Inc. ANTHONY C. WAGE RAYMOND M. WALTER GARY D. WALTON JO ANN B. WEISSBART R. MATTHEW NENNELL Ms. Mary Parker, City Clerk 215 Church Avenue, SW, Room 456 Roanoke, VA 24011-1536 Dear Ms. Parker: As is our annual custom, the President of Downtown Roanoke Incorporated would like to show City Council a brief slide presentation and brief them on the many accomplishments of our organization over the past fiscal year. DRI President Robert B. Manetta requests approximately fifteen minutes to address Council at their upcoming meeting scheduled for 2:00 PM on Wednesday, October 23, 1996. Thank you for your consideration of this request. If you have any questions, please call me at 342-2028. Sincerely, R. Matthew Kennell Executive Director cc: Robert B. Manetta DOWNTOWN ROANOKE INCORPORATED 310 FIRST STREET, S.W, * ROANOKE, VIRGINIA 24011 (540) 342-2028" FAX (540) 344-1452 From: Legal Department To: STEPHANIE MOON Date: 2118/97 Time: 3:02:22 PM Page 2 of 21~ CITY COUNCIL PRESENTATION ANNUAL REPORT ROBERT B. MANETTA PRESIDENT DOWNTOWN ROANOKE, INCORPORATED Good Afternoon. Thank you for the opportunity to address Council today. On behalf of the Board of Directors of Downtown Roanoke, Incorporated, elected to represent the over 240 members of our organization and the almost 300 downtown property owners who support us through their special service distdct tax dollars, I welcome the opportunity to speak to you and present the Annual Report for our organization. At this time, I would ask that all DRI Board members and staff stand and be recognized. Downtown Roanoke, Incorporated is a pdvate, not-for-profit organization founded over thirty- six years ago to provide leadership and support to the hart of our ALL AMERICAN CITY. As you know, we provide a wide variety of services. So you might ask yourself how we are funded. Well, first of all, we are not supported by the tax dollars of Roanoke citizens. We get our funding through membership dues, promotions, projects, and by a special service district agreement with the owners of property within the 65 block downtown area. The service district agreement was established 10 years ago at the request of downtown property owners in order to create a stable source of funds for our efforts. It was expanded upon five years ago at the request of property owners not included in the original district. We operate under a management contract with Roanoke City to provide services for this special district . In exchange for the service the city pays no fee. Instead, DRI pays the City money which is intended to cover the cost to the city for the collection of the special service district fee. We appreciate the continued partnership with Roanoke city and would like to take this opportunity to extend an invitation to the City to become a corporate member of our organization just like the other major property owners and employers in the downtown area. We are pleased to note that several city officials have individual memberships but would encourage the City to join as an organizational member and become a full partner in our organization. FEB-~-O-~.997 ~-5: l? cji1 -IEIO52 P. O2 Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File f~67-169-379-468B The Honorable Linda F. Wyatt, Chairperson Water Resources Committee 2543 Round Top Road, N. W. Roanoke, Virginia 24012 Dear Vice-Mayor Wyatt: At a regular meeting of the Council of the City of Roanoke held on Wednesday, October 23, 1996, William Tanger, Chairperson, The Sierra Club, presented resolutions adopted by The Siena Club and Fdends of the Roanoke River in support of the sale of City-owned land to the Appalachian Trail Conference of the National Park Service. On motion, duly seconded and unanimously adopted, the resolutions and Mr. Tanger's remarks were referred to the Water Resources Committee. If you would like to have a transcript of Mr. Tanger's remarks, I will be pleased to assist you. Sincerely, Mary F. Parker, City Clerk CMC/AAE MFP:sm pc: W. Robert Herbert, City Manager Kit B. Kicer, Director, Utilities and Operations October 11, 1996 City Clerk's Office: Please put this resolution on the agenda for the City Council meeting of October 23, 1996. Put on agenda for 2:00 pm. Bill Tanger P. O. Box 1750 Roanoke, VA 24008 (W) 343-3693 Enclosure The Sierra Club ROANOKE RIVER GROUP RESOLUTION To Support The Sale of Roanoke City Land To The ATC WHEREAS, the Appalachian Trail Conference (ATC) of the National Park Service desires to purchase a section of the Appalachian Trail currently owned by the City of Roanoke, and WHEREAS, this property is in the Carvin Cove watershed and is a property which should be preserved in perpetuity in any case, and WHEREAS, the ATC is willing to pay a substantial amount for said property, namely several hundred thousand dollars, and WHEREAS, the City of Roanoke would suffer no negative impact from such a transaction, and WHEREAS, the intention is to use said funds to develop greenways in the city of Roanoke, therefore BE IT RESOLVED that the Roanoke River Group of the Sierra Club does endorse and support the idea of the sale of said property to the ATC as long as all monies obtained from the sale are used toward developing greenways on City of Roanoke property. (City) Signature. Title: ~ Name ~/~[ ~..,/~V~ Organization ~'l?~ ~--_-~. Address ~"~'O .~g),)~_ ,/-7~'-~ (State) (Zip) SIERRA~ATSALE.RES P.O. Box 1750, Roanoke, VA 24008 0CT-28 96 12:04 FROM:IMAGE ADUERTISING 15405451164 T0:540 224 5145 PAGE:02 RF. SOLU'rION To Support Thc Sale of Ro~noi~ City Lind To The ATC WI~REAS, the Appalachian Trail Conference (ATC) of the National Park Service desires to purchase a sect/on of the Appalachian Trail currently owned by the City of Roanoke, and WI~REAS, this property is in the Carvln Cove watershed and is a property which should be preserved in perpetuity in any case, and ~I4~ILEAS, the ATC is willing to pay a substantial amount for said property, namely several hundred thousand dollars, and ~I~REAS, the City of Roanoke would suffer no negative impact from such a transaction, and ~I~I~O~S, the intention is to ug said funds to develop greenways in the city of Roanoke, therefore BE ri' RP-_gOLVED that Friends of the Roanoke River does endorse and support thc idea of the sale of said property to the ATC as long as ali monies obt.~ned from the sale are used toward developing greenways on City of Roanoke property. Date Signature_ Tel Title: Fax Nan~ Organization Address (c ty) (State) (Zip) FORR~T~ALE.RE~ 0CT-28-1996 11:19 15403431164 98~ P.02 ROANOKE CITY October 23, 1996 GOOD AFTERNOON. I AM ONZLEE WARE. I HAVE BEEN CHAIRMAN OF THE BOARD OF BLUE RIDGE COMMUNITY SERVICES FOR THE PAST TWO YEARS. I WAS APPOINTED BY YOU TO SERVE ON THIS BOARD. WE ARE PLEASED TO BRING YOU A REPORT, COPIES OF WHICH HAVE BEEN PROVIDED TO YOU, OF OUR SERVICES TO THE CITIZENS OF ROANOKE CITY FOR THE FISCAL YEAR ENDING JUNE 30, 1996 BEFORE I INTRODUCE MRS. SUZANNE VAIL, I WILL CALL YOUR AI-rENTION TO A FEW HIGHLIGHTS: FOR EACH ROANOKE CITY TAX DOLLAR ALLOCATED TO BLUE RIDGE COMMUNITY SERVICES, THE CITY RECEIVED $22 WORTH OF SERVICES A LICENSED CRISIS STABILIZATION BED HAS BEEN DEVELOPED AT THE EXISTING MELROSE AVENUE GROUP HOME FOR INDIVIDUALS WITH MENTAL RETARDATION. EMERGENCY HOUSING AND SUPPORT IS PROVIDED BY TRAINED STAFF. THIS EXPANDS BRCS' ARRAY OF COMPREHENSIVE CRISIS TREATMENT OPTIONS. BRCS WORKED WITH THE CITY'S COORDINATOR OF HUMAN DEVELOPMENT TO DEVELOP AND IMPLEMENT THE HOMELESS ASSISTANCE TEAM. FUNDED BY HUD, THE TEAM SERVED OVER 600 HOMELESS PEOPLE DURING THE WINTER OF 1995-96. WE CONTINUE TO BE REPRESENTED ON THE CITY MANAGER'S HOMELESS COMMITTEE A SHELTER PLUS CARE GRANT WAS AWARDED TO THE CITY OF ROANOKE IN RESPONSE TO A GRANT PROPOSAL DEVELOPED THROUGH THE RECOMMENDATION OF THE CITY'S SPECIAL NEEDS COMMITTEE. BRCS STAFF PARTICIPATE ON THIS COMMITTEE AND ARE PARTNERS IN THE SHELTER PLI, IS CARE PROGRAM. THE EXPANSION OF THE JAIL CREATED SPACE TO ESTABLISH A JAIL- BASED THERAPEUTIC COMMUNITY FOR 20 CHEMICALLY DEPENDENT WOMEN. ALPHA FOR WOMEN PROVIDES SUBSTANCE ABUSE EDUCATION AND TREATMENT IN A THERAPEUTIC ENVIRONMENT DESIGNED TO TEACH RESPONSIBILITY AND BUILD SELF-ESTEEM. UPON RELEASE, THESE OFFENDERS MOVE DIRECTLY TO COMMUNITY-BASED SERVICES PROVIDED THROUGH OUR NEW DAY TREATMENT AND INTENSIVE OUTPATIENT PROGRAM, PHASES. PREVENTION PLUS RECENTLY RECEIVED A GRANT TO ESTABLISH A MENTORSHIP PROGRAM FOR THE YOUTH IN JAMESTOWN PLACE AND LANSDOWNE PARK. DR. FRED ROESSEL, EXECUTIVE DIRECTOR, THOMAS CHAPMAN, DIRECTOR OF ADMINISTRATION, AND JOHN SABEAN ARE HERE WITH ME. FOLLOWING THE REMARKS OF MRS. VAIL, WE WILL BE HAPPY TO RESPOND TO ANY QUESTIONS OR SUGGESTIONS YOU MAY HAVE. I AM PLEASED NOW TO INTRODUCE TO YOU MRS. SUZANNE VAIL, A RESIDENT OF ROANOKE CITY, WHO WILL SPEAK BRIEFLY ABOUT HER EXPERIENCE WITH THE SERVICES RECEIVED FROM OUR AGENCY. Blue Ridge Community Services Onzlee Ware c~a/.w~ Pamela K. Cox t~-eCha/~man John M. Hudgins, Jr. ;"res~ur~ Susan J. Cloeter secrea~y Fred p. Roessel, Jr., Ph.D. October 16, 1996 The Honorable Mayor and Members of Roanoke City Council Office of City Clerk Room 456, Municipal Building 215 Church Avenue, SW Roanoke, Virginia 24011 Dear Members of Council: This is to confirm our appearance at Roanoke City Council meeting on Wednesday, October 23 at 2pm. Attached is a brief report on the services provided to the citizens of Roanoke City during FY1996 (July 1, 1995 - June 30, 1996). Mrs. Suzanne Vail, a resident of Roanoke City, will accompany us, and will speak briefly about our services from a personal point of view. /John A. Sabean Director, Resource Development CC; Robert Herbert James D. Ritchie Glenn D. Radcliffe Onzlee Ware, Esq. Fred P. Roessel, Jr., Ph.D. Thomas Chapman Betty Burke Suzanne Vail Executive Offices - 301 Elm Avenue, SW Roanoke, Virginia 24016-4026 (540) 345-9841 Fax: (540) 342-3855 TDD: (540) 345-0690 Serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig and Roanoke REPORT TO ROANOKE CITY October 23, 1996 Blue Ridge Community Services 301 Elm Avenue SW Roanoke, Virginia 24016-4026 MISSION STATEMENTS BLUE RIDGE COMMUNITY SERVICES PROVIDES A SYSTEM OF COMPREHENSIVE COMMUNITY MENTAL HEALTH, MENTAL RETARDATION, AND SUBSTANCE ABUSE SERVICES TO THE RESIDENTS OF THE CITIES OF ROANOKE AND SALEM, AND THE COUNTIES OF BOTETOURT, CRAIG AND ROANOKE, WITH AN EMPHASIS ON AN INTEGRATED COMMUNITY-BASED SYSTEM OF CARE THAT IS RESPONSIVE TO CONSUMER NEEDS AND CHOICES, RESPECTING AND PROMOTING THE DIGNITY, RIGHTS AND FULL PARTICIPATION OF INDIVIDUALS AND THEIR FAMILIES. THE DIVISION OF MENTAL HEALTH SERVICES PROVIDES TREATMENT AND SUPPORT FOR ADULTS AND CHILDREN WITH MENTAL ILLNESS AND THEIR FAMILIES, WITH AN EMPHASIS ON FOSTERING IMPROVED SOCIAL FUNCTIONING AND INDEPENDENCE. THE DIVISION OF MENTAL RETARDATION SERVICES PROVIDES COMPREHENSIVE COMMUNITY SUPPORT SERVICES TO PERSONS WITH MENTAL RETARDATION AND THEIR FAMILIES, WITH AN EMPHASIS ON PROMOTING AN ENVIRONMENT WHICH ENHANCES INDEPENDENCE AND GROWTH. THE DIVISION OF SUBSTANCE ABUSE SERVICES PROVIDES A FULL CONTINUUM OF ALCOHOL AND OTHER DRUG PREVENTION, TREATMENT, REHABILITATION, EARLY INTERVENTION AND SUPPORT SERVICES, WITH EMPHASIS ON REDUCING SUBSTANCE ABUSE IN OUR COMMUNITIES PROGRAM DIVISIONS MENTAL HEALTH MENTAL RETARDATION SUBSTANCE ABUSE MENTAL HEALTH SERVICES CRISIS SERVICES 540/981-9351 EMERGENCY OUTREACH SERVICES SEXUAL ASSAULT RESPONSE AND AWARENESS (SARA) ADULT INTAKE & ASSESSMENT SERVICES 422 Elm Avenue, SW, Roanoke ADULT COUNSELING SERVICES 1729 Patterson Avenue, NW, Roanoke COMMUNITY RESOURCE AND COUNSELING CENTER 410 Elm Avenue, SW, Roanoke MOUNTAIN HOUSE CLUBHOUSE Psychosocial Rehabilitation 317 Washington Avenue, SW, Roanoke CHILD AND ADOLESCENT CASE MANAGEMENT SERVICES 1336 Maple Avenue, SW, Roanoke CHILDREN'S AFTER SCHOOL AND DAY TREATMENT 402 Idaho Street, Salem CHILDREN'S CENTER (until 10/30/95) Mental Health Residential Treatment 324 Idaho Street, Salem CHILD AND ADOLESCENT OUTREACH SERVICES Counseling/Crisis Intervention/In-Home Services 1125 First Street, SW, Roanoke CONTRACTUAL PROGRAMS Roanoke County Department of Parks and Recreation TRIPS - Therapeutic Recreation Incentive Programs 3738 Brambleton Avenue, SW, Roanoke MENTAL RETARDATION SERVICES COMMUNITY SUPPORT SERVICES COUNSELING AND LIFE SKILLS CENTER 1315 Second Street, SW ~ Suite 201, Roanoke Case Management/Service Coordination Counseling Skills Training Crisis Servic:es Family Support Bridge Builders Program COMMUNITY TRAINING SERVICES 5220 Hazelridge Road, NW, Roanoke RESIDENTIAL SERVICES HAZELRIDGE ROAD ICF-MR 5220 Hazelridge Road, NW, Roanoke MELROSE AVENUE RESIDENCE 3605 Melrose Avenue, NW, Roanoke NIAGARA ROAD RESIDENCE 805 Niagara Road, Vinton READ ROAD RESIDENCE 3003 Hollins Road, NE, Roanoke RESPITE SERVICES: RESIDENTIAL CARE FACILITY 3003 Hollins Road, NE, Roanoke RESPITE SERVICES: SHORT-TERM CARE 985-5918 SUPPORTED APARTMENT PROGRAM 805 Niagara Road, Vinton (Mental Retardation Services, Continued) CONTRACTUAL PROGRAMS ARC - Roanoke/CHD Industries 3355 Shenandoah Avenue, NW, Roanoke Easter Seal Parent- Infant Education Program 4841 Williamson Road, NW, Roanoke Goodwill Industries/Tinker Mountain, Inc. 1488 East Main Street, Salem Roanoke County Department of Parks & Reczreation The Brambleton Center 3738 Brambleton Avenue, SW, Roanoke ADJUNCT PROVIDERS DePaul Family Services 4502 Starkey Road, Roanoke Developmental Disabilities Ministry/Virginia Baptist Children's Home and Family Services PO Box 730, Salem Fidura & Associates Boulders IV, Suite 650 7501 Boulders View Drive Richmond, Virginia SUBSTANCE ABUSE SERVICES SUBSTANCE ABUSE ASSESSMENT CENTER 1133 Second Street, SW, Roanoke HEGIRA HOUSE Therapeutic Community/Drug & Alcohol 1405 Patterson Avenue, SW, Roanoke INTENSIVE OUTPATIENT AND JAIL TREATMENT 145 Campbell Avenue, SW, Roanoke Roanoke City, Roanoke County, Botetourt County Jails NEW DIRECTIONS OUTPATIENT COUNSELING CENTER 1345 Clarke Avenue, SW, Roanoke PREVENTION PLUS Substance Abuse Prevention/Early Intervention 540 Campbell Avenue, SW - Suite 230, Roanoke PROJECT LINK Tdnity United Methodist Church 305 Mountain Avenue, SW, Roanoke DETOXlFICATION AND PRIMARY CARE 801 Shenandoah Avenue, NW, Roanoke MULTILODGE Residential Substance Abuse Treatment 1121 First Street, SW, Roanoke Community Substance Abuse Services Residential Treatment Aftercare 1121 First Street, SW, Roanoke CONTRACTUAL PROGRAMS Bethany Hall (Residential Substance Abuse Treatment for Women) 1109 Franklin Road, SW, Roanoke Directly Funded Programs FY96 Performance Report ROANOKE CITY BRCS Division Unduplicated Clients Cost of Service Mental Health 3,230 $2,923,454 Mental Retardation 777 .$2,063,929 Substance Abuse 1,755 $2,115,080 Sub - Total 5,762 ,$7.102,463 MH Prevention 126 Contacts ,$46,045 SA Prevent ion 2,664 Contacts .$290,674 Sub - Total 2,790 Contacts ,$336.719 J TOTAL J J `$7,439, ~ 82 J 10/23/96 BRCS DIRECTLY FUNDED PROGRAMS FY-96 PERFORMANCE REPORT CITY OF ROANOKE Unduplicated Units of Client Count Service Value of Service MENTAL HEALTH Emergency Services Outpatient Counseling Intensive In-Home Services Case Management Children's Day Treatment Mountain House Clubhouse Alternative Day Support Residential Services MH Subtotal MENTAL RETARDATION Case Management Sheltered Employment Rehabilitation Supported Employment Highly Intensive Residential Intensive Residential Supervised Residential Supportive Residential Family Support MR Subtotal SUBSTANCE ABUSE Outpatient Services Case Management 992 7,529 475 6,394 27 3,244 1,301 26,365 44 12,810 91 11,849 25 747 275 802 3,230 69,740 386 10,168 51 3,717 68 21,627 32 1,838 8 2,183 7 2,094 18 1,867 99 26,132 108 108 777 69,734 hours $297,425 hours $429,191 hours $158,149 hours $1,393,659 days $249,998 days $292,426 hours $10,356 days $92,250 mixed $2,923,454 units hours $394 965 days $105 022 days $205 552 days $76 793 days $397,232 days $300 461 days $162 022 hours $328,095 grants $93,787 mixed $2,063,929 units Highly Intensive Residential Residential Services Supervised Residential SA Subtotal PREVENTION MH Prevention Services SA Prevention Plus Prevention Subtotal 633 14,201 440 8,028 392 2,257 261 10,714 29 2,235 1,755 37,435 Contacts Units hours $671,570 hours $337,495 days $404,451 days $686,527 days $15,037 mixed $2,115,080 units 126 1,522 hours $46,045 2,664 6,998 hours $290,674 2,790 8,520 hours $336,719 TOTAL 8,552 185,429 mixed units $7,439,182 FY-96 Local Share Service/Local Dollar $336,165 $22 Blue Ridge Community Services Onzlee Ware ch~'m~ Pamela K. Cox 'vice ca~a~ John M. Hudgins, Jr. Tm~urer Susan J. Cloeter sec~ta~y Executive Dttecfor Fred P. Roessel, Jr., Ph.D. September 27, 1996 The Honorable Mayor and Members of Roanoke City Council Office of City Clerk Room 456, Municipal Building 215 Church Avenue, SW Roanoke, Virginia 24011 Dear Members of Council: This is to acknowledge notification of the change in meeting date for Roanoke City Council from Monday, October 21 to Wednesday, October 23. Blue Ridge Community Services desires to be on the agenda on October 23 to present a brief report on our services to residents of Roanoke City during the fiscal year ending June 30, 1995. Director, Resource Development CC: Robert Herbert James D. Ritchie Glenn D. Radcliffe Onzlee Ware, Esq. Fred P. Roessel, Jr., Ph.D. Thomas Chapman Betty Burke Suzanne Vail Executive Offices- 301 Elm Avenue, SW Roanoke, Virginia 24016-4026 (540) 345-9841 Fax: (540) 342-3855 TDD: (540) 345-0690 Serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig and Roanoke Blue Ridge Community Services Pamela K. Cox t~,~c~/rm~m John M. Hudgins, Jr. Trea~u,~r Susan J. Cloeter s~r~ Fred P. Roessel, Jr., Ph.D. September 25, 1996 The Honorable Mayor and Members of Roanoke City Council Office of City Clerk Room 456, Municipal Building 215 Church Avenue, SW Roanoke, Virginia 24011 Dear Members of Council: This is to request time on the agenda of Roanoke City Council meeting on Monday, October 21, 1996 at 2pm to give a brief report about services provided to the citizens of Roanoke City in FY96. Onzlee Ware, Blue Ridge Community Services Board Chairman, appointed by Roanoke City, Fred P. Roessel, Jr., Executive Director, Thomas Chapman, Director of Administration and I will be present. We will be accompanied by Mrs. Suzanne Vail, a resident of Roanoke City, who will speak briefly about our services from point of view of a consumer. Director, Resource Development W. Robert Herbert James D. Ritchie Glenn D. Radcliffe Onzlee Ware, Esq. Fred P. Roessel, Jr., Ph.D. Thomas Chapman Suzanne Vail Executive Offices - 301 Elm Avenue, SW Roanoke, Virginia 24016-4026 (540) 345-9841 Fax: (540) 342-3855 TDD: (540) 345-0690 Serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig and Roanoke Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. F. akin Deputy City Clerk October 29, 1996 File ~t66-178-226-236-511 The Honorable David A. Bowers, Chairperson Henry Street Revival Committee Roanoke, Virginia Dear Mayor Bowers: At a regular meeting of the Council of the City of Roanoke held on Wednesday, October 23, 1996, the following persons addressed Council with regard to action taken at its regular meeting on Monday, October 7, 1996, pursuant to Resolution No. 33150-100796, with regard to forgiving the loan to Total Action Against Poverty for the Henry Street Music Center, in the amount of $212,000.00: Bishop Spencer Manns 1829 Patterson Avenue, N. W. Ms. Vernice J. Law 1019 Staunton Avenue, N. W. Ms. Virgie F. Craighead 1625 Orange Avenue, N. W. The Reverend Leonard Hines 3819 Rolling Hill Avenue, N. W. The Honorable David A. Bowers, Chairperson Henry Street Revival Committee October 29, 1996 Page 2 Ms. Helen E. Davis 35 Patton Avenue, N. E. Ms. Evelyn D. Bethel 35 Patton Avenue, N. E. Mr. Henry H. Craighead 1625 Orange Avenue, N. W. Ms. Helen J. Hall 1411 Orange Avenue, N. W. Mr, Michael P. Elliotte 4912 Pomray Road, N. W. Mr. George E. Franklin 1716 Loudon Avenue, N. W. On motion, duly seconded and unanimously adopted, the statements were referred to the Henry Street Revival Committee. If you would like to have transcripts of the remarks, I will be pleased to assist you. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: W. Robert Herbert, City Manager Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File #20-66-304-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Wednesday, October 23, 1996, The Reverend Johnny R. Stone, 3321-B Circlebrook Drive, S. W., expressed concern with regard to the safety of children attending the Northwest Child Development Center on Melrose Avenue, N. W., and requested that a caution light be installed to serve as a deterrent to motorists exceeding the speed limit. On motion, duly seconded and unanimously adopted, the request was referred to you for investigation and report to Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: The Reverend Johnny R. Stone, 3321-B Circlebrook Drive, S. W., Roanoke, Virginia 24018 Rose W. Woodford, Executive Secretary, Office of the City Manager 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 October 29, 1996 File f~60-217-467 SANDRA H. EAKIN Deputy City Clerk Marsha W. Ellison, Chairperson Roanoke City School Board 2030 Knollwood Road, S. W. Roanoke, Virginia 24018 Dear Ms. Ellison: I am enclosing copy of Ordinance No. 33154-102396 amending and reordaining certain sections of the 1996-97 School and Capital Fund Appropriations, providing for appropriation of funds to the following school grant accounts: $16,000.00 - 1996-97 Title VI Curriculum Alignment Program, $691,513.00 - Magnet School Program, $1,832.00 - Child Development Clinic Program, $1,450.00 - Child Specialty Services Program, $1,600.00 - Juvenile Detention Home Program, $1,742.00 - Perkins Act Program, $500.00 - Project Success Program, and $4,700.00 - Tutors for Success Program at Forest Park New Amedcan School; and appropriation of $30,912.00 to provide funds for architectural studies for Woodrow Wilson Middle School renovations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, 9' ~~ Mary F. Parker, CMC/AAE City Clerk MFP:sm ERC. pc: Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools Richard L. Kelley, Assistant Superintendent for Operations, Roanoke City Public Schools Cindy H. Ramsuer, Clerk, Roanoke City School Board W. Robert Herbert, City Manager James D. Gdsso, Director of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROA~OKEt VIRGINIA The 23rd day of October, 1996. No. 33154-102396. AN ORDINANCE to amend and reordain certain sections of the 1996-97 School and Capital Fund Appropriations, an emergency. WHEREAS, for the usual daily operation Government of the City of Roanoke, an emergency exist. and providing for of the Municipal is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 School and Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: School Fund A o 'ations Education Title VI Curriculum Alignment 1996-97 (1-3) .......... Magnet School 1996-9~ {4-29) ..... Child Specialty Services 1996-97 (36-37) ............. Juvenile Detention Home 1996-97 (38-42) .............. Perkins Act Funds 1996-97 (43) ....................... Project Success Program (44) ......................... Tutors for Success Program 1996-97 (45-49) ........... $115,661,595 16 000 691 513 61 910 58 500 109 946 313 754 38 350 4 700 Revenue Education Title VI Curriculum Alignment 1996-97 (50) ........... Magnet School 1996-97 (51) ........................... Child Development Clinic 1996-97 (52) ................ Child Specialty Services 1996-97 (53) ................ Juvenile Detention Home 1996-97 (54) ................. Perkins Act Funds 1996-97 (55) ....................... Project Success Program (56) ......................... Tutors for Success Program 1996-97 (57) .............. $112,863,172 16,000 691,513 61,910 58,500 109,946 313,754 38,350 4,700 Education Wilson Renovations Revenue $ 19,890,309 (58-59) 204 566 Asbestos Lawsuit (60} ................................ $ 959 Due from State Literary Fund (61) .................... 29,953 1} Professional Development (030-060-6242-6000-0129) 2) Social Security (030-060-6242-6000-0201) 3) Instructional Materials 4) Teachers 5) coordinator 6) Inservice 7) Social Security 8) State Retirement 9) Health Insurance 10) Contracted Services 11) Travel 12) Supplies 13) Equipment 14) Teachers 15) Coordinator 16) Inservice 17) Social Security 18) State Retirement 19) Health Insurance 20) Supplies 21) Equipment 22} Management Specialist/ Recruiter/ Planner 23) Clerical 24) Social Security 25) State Retirement 26) Health Insurance (030-060-6242-6000-0614) (030-060-6311-6011-0121) (030-060-6311-6011-0124) (030-060-6311-6011-0129) (030-060-6311-6011-0201 (030-060-6311-6011-0202 (030-060-6311-6011-0204 (030-060-6311-6011-0332 (030-060-6311-6011-0551) (030-060-6311-6011-0614 (030-060-6311-6011-0822) (030-060-6311-6012-0121' (030-060-6311-6012-0124' (030-060-6311-6012-0129 (030-060-6311-6012-0201} (030-060-6311-6012-0202) (030-060-6311-6012-0204) (030-060-6311-6012-0614} (030-060-6311-6012-0822) (030-060-6311-6307-0138) (030-060-6311-6307-0151) (030-060-6311-6307-0201) (030-060-6311-6307-0202) (030-060-6311-6307-0204) $ 2,787 213 13,000 55,125 11,750 10,423 6,730 8,986 7,872 6 542 7 930 107 500 31 780 55 125 11 750 10 873 6,730 8,986 7,872 126,877 82,260 40,000 17,500 6,775 7,442 7,347 27) Indirect Costs 28) Advertising 29) Travel 30) Educational Coordinator 31) Social Security 32) State Retirement 33) Indirect Costs 34) Travel 35) Equipment 36) Travel 37) Equipment 38) Substitutes 39) Social Security 40) Travel 41) Supplies 42) Equipment 43) Trades Equipment 44) Tuition 45) Tutors 46) Professional Development 47) Social Security (030-060-6311-6307-0212) (030-060-6311-6307-0361} (030-060-6311-6307-0554) (030-060-6534-6554-0138) (030-060-6534-6554-0201) (030-060-6534-6554-0202) (030-060-6534-6554-0212) (030-060-6534-6554-0551) (030-060-6534-6554-0821) (030-060-6535-6554-0551) (030-060-6535-6554-0821) (030-060-6536-6554-0021) (030-060-6536-6554-0201) (030-060-6536-6554-0551) (030-060-6536-6554-0614) (030-060-6536-6554-0821) (030-060-6786-6138-0821) (030-060-6931-6100-0312) (030-060-6953-6214-0121) (030-060-6953-6214-0129) (030-060-6953-6214-0201) 48) Instructional Materials (030-060-6953-6214-0614) 49) Field Trips (030-060-6953-6214-0583) 50} Federal Grant Receipts (030-060-6242-1102) 51) Federal Grant Receipts (030-060-6311-1102) 52) State Grant Receipts (030-060-6534-1100) 53) State Grant Receipts (030-060-6535-1100) 54) State Grant Receipts (030-060-6536-1100) 55) Federal Grant Receipts (030-060-6786-1102) 56) Contributions(030-060-6931-1103) 57) Fees (030-060-6953-1103) 58) Appropriation from Third Party (008-060-6088-6896-9004) 59) Appropriation from Literary Fund (008-060-6088-6896-9006) $ 9,175 33,163 5,000 313 24 30 15 1,425 25 1,425 25 1,115 85 6O0 2,100 (2,300) 1,742 500 2,787 697 266 30O 650 16,000 691,513 1,832 1,450 1,600 1,742 5OO 4,700 959 29,953 60) Accounts Receivable - Asbestos Lawsuit 61) Due from State Literary Fund (008-1259) $ 959 (008-1161) 29,953 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. DEPART~4ENT OF FINANCE CITY OF ROANOKE, VA. October 23, 1996 FROM: SUBJECt. Honorable Mayor and Members of City Council James D. Grisso, Director of Finance School Board Requests for the Appropriation of School Funds and School Capital Project Ftmds We have reviewed the attached request to appropriate funding for the School Board. This report will appropriate funding for eight grants in the School Fund. These grants are funded with federal and state funds, contributions and fees. This report also appropriates $30,912 for the architect studies of the Woodrow Wilson Middle School renovation. These funds were received from interest earned in the State Non-Arbitrage Pool ($29,953) and from asbestos class action receipts ($959). We recommend that you concur with this request of the School Board. Director of Finance JdG/ICF/bls Attachments c: Ila Farris, Senior Accountant .~[l~l Marsha W. Ellison, Chairman Harry F. Davis John H. Saunders, Vice Chairman Chades W. Day ~- Mariiyn L. Curtis Melinda J. Payne / Roanoke City School Board P.O. Box 13145, Roanoke, Virginia 24031 · 540-853-2381 · Fax: 540-981-2951 Brian J. Wishneff Dr. E. Wayne Harris, Superintendent Cindy H. Ramsuer, Clerk of the Board October 9, 1996 The Honorable David A. Bowers, Mayor and Members of Roanoke City Council Roanoke, VA 2401 1 Dear Members of Council: As the result of official School Board action at its October 8 meeting, the Board respectfully requests City Council to appropriate funds for the following 1996-97 school grants: Grant No. 6242 - $16,0OO.OO for the 1996-97 Title VI Curriculum Alignment Program to provide funds for innovative education program strategies to be developed at eight Title I schools. This new program will be reimbursed one hundred percent by federal funds. Grant No. 6311 - $691,513.00 for the Magnet School Program to provide for the operation of the Magnet School Programs at Huff Lane MicroVillage and Lincoln Terrace Saturn Network School. This continuing program is one hundred percent reimbursed by federal funds. Grant No. 6534 - $1,832.00 for the Child Development Clinic Program to provide funds for the salary and expenses of the educational coordinator at the clinic. This continuing program will be reimbursed one hundred percent by state funds. Grant No. 6535 - $1,450.OO for the Child Specialty Services Program to provide funds for the salary and expenses of the educational coordinator. This continuing program is one hundred percent reimbursed by state funds. Grant No. 6536 - $1,600.00 for the Juvenile Detention Home Program to provide funds for the salary and expenses of the two educational coordinators. This continuing program is one hundred percent reimbursed by state funds. Grant No. 6786 - $1,742.00 for the Perkins Act Program to provide funds for vocational instructors and equipment. This continuing program will be reimbursed one hundred percent by federal funds. Excellence in Education Members of Council Page 2 October 9, 1996 Grant No. 6931 - $500.00 for the Project Success Program to utilize additional contributions from the private sector to establish a joint venture between Roanoke City S~hools, area colleges, and area businesses. Students will participate in summer sessions of academic enrichment and will continue to participate in expanded activities until they graduate from the school system. This is a continuing program. Grant No. 6953 - $4,700.00 for the Tutors for Success Program at Forest Park New American School to provide academic support to educationally at-risk students. The program will prepare students academically to enter the middle school grades, initiate a comprehensive training program for parents to support the academic effort of their children, and will increased community involvement in schools. This continuing program is one hundred percent reimbursed by a grant from Central Fidelity Bank. The Board further requests the appropriation of $30,912.00 to providing funding for architect studies of the Woodrow Wilson Middle School renovation. The funds have been received from intorsst earned in the State Non-Arbitrage Pool and from asbestos class action receipts. The approval of these requests is appreciated by the School Board. Sincerely. Cindy H. Ramsuer, Clerk re cc: Mrs. Marsha W. Ellison Dr, E. Wayne Harris Mr. Richard L Kelley Mr. William L Murray Mr. Kenneth F. Mundy Mr. W. Robert Herbert Mr. Wilbum C. Dibling ~/Mr. James D. Grisso Mrs. Ila Farris (with accounting details} ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Title VI Curriculum Alignment 96-97 6242 030-060-6242-6000-0129 030-060-6242-6000-0201 030-060-6242-6000-0614 Appropriation Unit X21 Professional Development Social Security Instructional Materials $ 2,787.00 17.4% 213.00 1.3% 13,000.00 81.3% $ 16,000.00 100.0% 030-060-6242-1102 Federal Grant Receipts $ 16,000.00 100.0% The 1996-97 Title VI Curriculum Alignment program will provide funds for innovative education program strategies to be developed at eight Title I schools. The program will be reimbursed one hundred percent by federal funds and will end December 31, 1996. This is a new program. October 8, 1996 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Magnet School 96-97 6311 030-060-6311-6011-0121 030-060-6311-6011-0124 030-060-6311-6011-0129 030-060-6311-6011-0201 030-060-6311-6011-0202 030-060-6311-6011-0204 030-060-6311-6011-0332 030-060-6311-6011-0551 030-060-6311-6011-0614 030-060-6311-6011-0822 030-060-6311-6012-0121 030-060-6311-6012-0124 030-060-6311-6012-0129 030-060-6311-6012-0201 030-060-6311-6012-0202 030-060-6311-6012-0204 030-060-6311-6012-0614 030-060-6311-6012-0822 030-060-6311-6307-0138 030-060-6311-6307-0151 030-060-6311-6307-0201 030-060-6311-6307-0202 030-060-6311-6307-0204 030-060-6311-6307-0212 030-060-6311-6307-0361 030-060-6311-6307-0554 Appropriation Unit X31 Lincoln Terrace Satum Networi( Teachers $ 55,125.00 8.0% Coordinator 11,750.00 1.7% Inservice 10,423.00 1.5% Social Sec. 6,730.00 1.0% State Ret. 8,986.00 1.3% Health Insurance 7,872.00 1.1% Contracted Svcs 6,542.00 1.0% Travel 7,930.00 1.1% Supplies 107,500.00 15.5% Equipment 31,780.00 4.6% Huff Lane MicmVillage Teachers 55,125.00 8.0% Coordinator 11,750.00 1.7% Inservice 10,873.00 1.6% Social Secudty 6,730.00 1.0% State Retirement 8,986.00 1.3% Health Insurance 7,872.00 1.1% Supplies 126,877.00 18.3% Equipment 82,260.00 11.9% Program Management Management Spec/Recruiter/Planner 40,000.00 5.8% Clerical 17,500.00 2.5% Social Security 6,775.00 1.0% State Retirement 7,442.00 1.1% Health Insurance 7,347.00 1.1% Indirect Costs 9,175.00 1.3% Advertising 33,163.00 4.8% Travel 5,000.00 0.7% $ 691,513.00 100.0% 030-060-6311-1102 Federal Grant Receipts $ 691,513.00 100.0% The 1996-97 Magnet School program will provide for the operation of the Magnet School Programs at Huff Lane MicroVillage and at Uncoln Terrace Saturn Natwon~. The program is one hundred percent reimbursed by federal funds and will end June 30, 1997. This is a continuing program. October 8, 1996 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Child Development Clinic 96-97 6534 030-060-6534-6554-0138 030-060-6534-6554-0201 030-060-6534-6554-0202 030-060-6534-6554-0212 030-060-6534-6554-0551 030-060-6534-6554-0821 Appropriation Unit X5X Educational Coordinator $ 313.00 17.1% Social Security 24.00 1.3% State Retirement 30,00 1.6% Indirect Costs 15.00 0.8% Travel 1,425.00 77.8% Equipment 25.00 1.4% $ 1.832.00 100.0% 030-060-6534-1100 State Grant Receipts $ 1,832.00 100.0% The 1996-97 Child Development Clinic program will provide funds for the salary and expenses of the educational coordinator at the clinic. One hundred percent of expenses are reimbursed by state funds. The above request represents additional state funds made available for the program. The program will operate July 1, 1996 through June 30, 1997. This is a continuing program. October 8, 1996 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Child Specialty Services 96-97 6535 030-060-6535-6554-0551 Travel 030-060-6535-6554-0821 Equipment Appropriation Unit X5Y $ 1,425.00 98.3% 25.00 1.7% $ 1,450.00 100.0% 030-060-6535-1100 State Grant Receipts $ 1,450.00 100.0% The 1996-97 Child Specialty Services program will provide funds for the salary and expenses of the educational coordinator. One hundred percent of expenses are reimbursed by state funds. The above request represents additional state funds made available for the program. The program will operate July 1, 1996 through June 30, 1997. This is a continuing program. October 8, 1996 ROANOKE CITY SCHOOL BOARD Roanoka, Virginia APPROPRIATION REQUEST Juvenile Detention Home 96-97 6536 030-060-6536-6554-0021 030-060-6536-6554-0201 030-060-6536-6554-0551 030-060-6536-6554-0614 030-060-6536-6554-0821 Appropriation Unit X5Z Substitutes $ 1,115.00 69.7% Social Security 85.00 5.3% Travel 600.00 37.5% Supplies 2,100.00 131.3% Equipment (2,300.00) (143.8%) $ 1,600.00 100.0% 030-060-6535-1100 State Grant Receipts $ 1,600.00 100.0% The 1996-97 Juvenile Detention Home program will provide funds for the salary and expenses of the two educational coordinators. One hundred pement of expenses are reimbursed by state funds. The above request represents additional state funds made available for the program. The program will operate July 1, 1996 through June 30, 1997. This is a continuing program. October 8, 1996 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Perkins Act Funds 99-97 6786 030-060.6786-6138-0821 Appropriation Unit X78 Trades Equipment $ 1,742.00 100.0% 030-060-6786-1102 Federal Grant Receipts $ 1,742.00 100.0% The 1996-97 Perkins Act program will provide funds for vocational instructors and equipment. One hundred percent of expenditures will be reimbursed by federal funds. The above request represents additional federal funds made available for the program. The program will end June 30, 1997. This is a continuing program. October 8, 1996 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Project Success Program 6931 030-060-6931-6100-0312 Appropriation Unit X90 Tuition $ 500.00 100.0 % 030-060-6931-1103 Contribution $ 500.00 100.0 % The Project Success program will utilize contributions to establish a joint venture between Roanoke City Schools, area colleges and area businesses. The program is designed to encourage college preparation of eighth grade students who show academic promise but would be unlikely to consider advanced studies without intervention. Students will participate in summer sessions of academic enrichment and will continue to participate in expanded activities until they graduate from the school system. This additional appropriation request represents contributions, received from the private sector to support the initiative. This is a continuing program. October 8, 1996 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Tutors for Success Program 96-97 6953 030-060-6953-6214-0121 030-060-6953-6214-0129 030-060-6953-6214-0201 030-060-6953-6214-0614 030-060-6935-6214-0583 Appropriation Unit X9B 030-060-6953-1103 Tutors $ 2,787.00 59.3% Professional Development $ 697.00 14.8% Social Secudty 266.00 5.7% Instructional Materials 300.00 6.4% Field Trips 650.00 13.8% $ 4,700.00 100.0% Fees $ 4,700.00 100.0% The Tutors for Success program at Forest Park New Amedcan School will provide academic support to educationally at-risk students. The program will prepare students academically to enter the middle school grades, will initiate a comprehensive training program for parents to support the academic effort of their children, and will increase community involvement in schools. The program is one hundred percent reimbursed by a grant from Central Fidelity Bank and will end September 30, 1997. This is a continuing program. October 8 1996 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Woodrow Wilson Middle School Renovations 6088 008-060-6088-6896-0809 Appropriation Unit ZM2 Architect Fees $ 30,912.00 100.0 % 006-060-6088-6896-9006 Literary Fund Loan $ 30,912.00 100.0 % The above additional appropriation request will provide funding for architect studies of the Woodmw Wilson Middle School renovation. The request is made to appropriate interest earned in the State Non-Arbitrage Pool ($29,953, account 006-1161) and from asbestos class action receipts ($959, account 008-1259). These funds have been received. October 8, 1996 Mary F. Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File #24-144-497 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33155-102396 amending Section 23.1-4, Re(~uirement of biddinD: Dower to reiect bids, Code of the City of Roanoke (1979), by the addition of a new subsection (e) providing that, upon determination made in advance by the governing body, the procurement method known as competitive negotiation may be used in lieu of the procurement method known as competitive sealed bidding when the latter either is not practicable or not fiscally advantageous to the public; and amending Section 23.1-4.1, Re(~uirement of competitive neootiation, by the addition of a new subsection (c) providing the required procedural steps for use of competitive negotiation for other than professional services. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. ~'~ ~'"0'''~'Sincerely, /~)~ Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. W. Robert Herbert City Manager October 29, 1996 Page 2 pc: Evelyn Jefferson, Vice-President - Supplements, Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32304 Raymond F. Leven, Public Defender, Suite 4B, Southwest Virginia Building, Roanoke, Virginia 24011 The Honorable Roy B. Willett, Chief Judge, Twenty-Third Judicial Circuit of Virginia The Honorable G. O. Clemens, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Clifford R. Weckstein, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Diane McQ. Strickland, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Richard C. Pattisall, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Robert P. Doherty, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Julian H. Raney, Jr., Chief Judge, General District Court The Honorable George W. Harris, Jr., Judge, General District Court The Honorable Vincent A. Lilley, Judge, General District Court The Honorable William D. Broadhurst, Judge, General District Court The Honorable Jacqueline F. Ward Talevi, Judge, General District Court The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic Relations District Court The Honorable Joseph M. Clarke, I1, Judge, Juvenile and Domestic Relations District Court The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Joseph P. Bounds, Judge, Juvenile and Domestic Relations District Court The Honorable Arthur B. Crush, III, Clerk, Circuit Court Ronald S. Albright, Clerk, General District Court Bobby D. Casey, Office of the Magistrate Michael Meise, Acting Law Librarian Patsy A. Bussey, Clerk, Juvenile and Domestic Relations District Court James D. Grisso, Director of Finance Wilburn C. Dibling, Jr., City Attorney Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of October, 1996. No. 33155-102396. AN ORDINANCE amending §23.1-4, Requirement of bidding; power to reject bids, Code of the City of Roanoke (1979), by the addition cfa new subsection (e) providing that, upon determination made in advance by the governing body, the procurement method known as competitive negotiation may be used in lieu of the procurement method known as competitive sealed bidding when the latter either is not practicable or not fiscally advantageous to the public; amending §23.1-4.1, Requirement of eompettive negotiation, by the addition of a new subsection (c) providing the required procedural steps for use of competitive negotiation for other than professional services; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Section 23.1-4, Requirement ofbidd'mg: power to re_ieet bids, Code of the City of Roanoke (1979), as amended, is hereby amended and reordained by the addition of a new subsection (e), such new subsection to read and provide as follows: §23.1-4. Requirement of bidding: power to reject bids. (e) Upon a determination made in advance by City Council and set forth in writing that competitive sealed bidding is either not practicable or not fiscally advantageous to the public, goods, services, or insurance may be procured by competitive negotiation. City Council shall adopt a Resolution documenting the basis for this determination. 2. Section 23.1-4.1, Requkement of competitive negotiation, Code of the City of Roanoke (1979), as amended, is hereby amended and reordained as follows: Sec. 23.1-4.1. Ren_uirement of competitive negotiation. (a) Except as provided by§23.1-6 of this Code, any contract with a nongovernmental contractor for professional services or services other than professional services which is expected to exceed fifteen thousand dollars ($15,000.00) shall be awarded pursuant to the method of procurement known as competitive negotiation. Co) "Competitive negotiation" for procurement of professional services is a method of contractor selection which includes the following elements: O) Issuance of a written request for proposal indicating in general terms that which is sought to be procured, specifying the factors which will be used in evaluating the proposal and containing or incorporating by reference the other applicable contractual terms and conditions, including any unique capabilities or qualifications which will be required of the contractor. (2) Public notice of the request for proposal at least ten (10) days prior to the date set for receipt of proposals by posting in a public area normally used for posting of public notices and by publication in a newspaper of general circulation in the area in which the contract is to be performed so as to provide reasonable notice to the maximum number of offerors that can reasonably be anticipated to submit proposals in response to the pa_Tlicular request. In addition, proposals may be solicited directly from potential contractors. (3) The city manager, other appropriate council-appointed officer or other designee of council shall engage in individual discussions with at least three (3), if there by that many, offerors deemed fully qualified, responsible and suitable on the basis of initial responses and with emphasis on professional competence to provide the required services. Repetitive informal interviews shall be permissible. Such offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. These discussions may encompass nonbinding estimates of total project costs including, where appropriate, design, construction and life cycle costs. Methods to be utilized in arriving at price for services may also be discussed. Proprieta~ information fi.om competing offerors shall not be disclosed to the public or to competitors. (4) At the conclusion of discussion, outlined in the paragraph above, on the basis of evaluation factors published in the request for proposal and all information developed in the selection process to this point, the two (2) or more offerors whose professional qualifications and proposed services are deemed most meritorious shall be ranked in order of preference. (5) Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the city can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. (c) "Competitive negotiation" for other than professional services is a method of contractor selection which inehides the following elements: (1) Issuance of a written request for proposal indicating in general terms that which is sought to be procured, specifying the factors which will be used in evaluating the proposal and containing or incorporating by refe~.nce the other applicable contractual terms and conditions, including any unique capabilities or qualifications which will be required of the contractor. (2) Public notice of the request for proposal at least ten (1 O) days prior to the date set for receipt of proposals by posting in a public area normally used for posting of public notices and by publication in a newspaper of general circulation in the area in which the contract is to be performed so as to provide reasonable notice to the maximum number of offerors that can reasonably be anticipated to submit proposals in response to the particular request. In addition, proposals may be solicited directly from potential contractors. (3) Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal. (4) Negotiations shall then be conducted with each of the offerors so selected. Price shall be considered, but need not be the sole determining factor. (5) After negotiations have been conducted with each offeror so selected, the public body shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to the offeror. (d) If the contract is expected to exceed seventy-five thousand dollars ($75,000.00), should the city council determine in writing and in its sole discretion that only one (1) offeror is fully qualified, or that one (1) offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror, ffthe contract is not expected to exceed seventy-five thousand dollars ($75,000.00), should the city manager determine in writing and in his sole discretion that only one (1) offeror is fully qualified, or that one (1) offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror. 3. In order to provide for the usual dally 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 October 23, 1996 Honorable Mayor and Member of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Amendment to Code of the City of Roanoke (1979), as amended, - Chapter 23.1 - Procurement Background on the subject in chronological order is as follows: A. Procurement options currently allowed under City Code provisions include: Competitive negotiation for procurement of professional services, which includes the following steps: b4 Issuance of a publicly advertised request for proposals (the request for proposals may not request that proposers provide an estimate of cost of services); Nonpublic opening of proposals received; Individual discussions with proposers to determine those proposers most suitable to providing the desired services (non binding estimates of cost may also be discussed); Ranking of proposers in order of preference based on professional competence and qualifications (cost may not be a factor); and Negotiation of a contract, beginning with the proposer ranked first. If a contract cannot be negotiated with the proposer ranked first, negotiations are terminated with the first proposer and conducted with the proposer ranked second, and so on, until a contract can be negotiated. Competitive bidding for the lease or purchase of goods or services, or for construction contracts, which includes the following steps: Issuance of a publicly advertised invitation for bids; Public opening and announcement of all bids received; Evaluation of bids based on requirements set forth in the invitation for bids; and Award to the lowest responsive and responsible bidder (negotiation of price is not allowed unless bids exceed budgeted funds available). The Solid Waste Collection and Disposition Study Committee appointed by City Council to study refuse collection issues and alternatives is preparing to seek information from private contractors regarding the procurement of residential refuse collection services. The only procurement method currently allowed by City Code that is suitable for the procurement of residential refuse collection services is competitive bidding, since refuse collection services do not meet the definition of professional services under the competitive negotiation for professional services option. Competitive bidding is not practicable or fiscally advantageous to the City for the procurement of refuse collection services because the process does not guarantee the selection of the private provider that can provide the highest quality service at the best economic value for the city. Competitive bidding requires the award of a contract to the lowest responsive bidder that meets the minimum qualification requirements stated in the invitation for bids, a sort of"pass-fail" determination. It allows little flexibility in considering, and ranking proposers, based on the extent to which proposers' qualifications may exceed those minimum requirements. Competitive bidding does not allow negotiation of price with proposers, thereby not allowing the city to ensure that it is receiving the best economic value in procuring a service. II. Current situation is: Another more practicable and fiscally advantageous procurement option is available to the City under the Virginia Public Procurement Act - competitive negotiation for the procurement of other than professional services. This procurement process consists of the following steps: Issuance of a publicly advertised request for proposals (the request for proposals may request that proposers provide an estimate of cost of services); Nonpublic opening of proposals received; Ranking of proposers in order of preference based on professional competence, qualifications and cost of service; Negotiations with the top-ranked proposers; and Award of a contract to the offeror with the best proposal for providing the service at the best economic value for the city. This procurement option must be added to the City Code before it can be used. The Virginia Public Procurement Act allows the use of competitive negotiation for the procurement of other than professional services if a public body determines, in advance and in writing, that competitive sealed bidding is not III. practicable or fiscally advantageous to the City. This provision must also be added to the City Code. The Solid Waste Collection and Disposition Study Committee considered all three procurement methods at its meeting on October 9th, and determined that competitive negotiation for the procurement of other than professional services is the best method for procuring residential refuse collection services. It may also prove to be the best method for procuring other nonprofessional services in the future. D. In order to use this procurement method, City Council must: Amend the City Code by ordinance to include as a new altemative the procurement method defined as competitive negotiation for the procurement of other than professional services to be used if Council determines, in advance and in writing, that competitive bidding is not practicable or fiscally advantageous to the City; and Adopt a resolution determining that the procurement method known as competitive bidding is not practicable or fiscally advantageous to the City for the procurement of residential refuse collection services. Recommendation is as follows: City Council take the following actions to include the procurement method known as competitive negotiation for the procurement of other than professional services as a part of the City Code and allow it to be used for the procurement of residential refuse collection services: Adopt the attached ordinance amending the City Code to include the procurement method defined as competitive negotiation for the procurement of other than professional services to be used if Council determines, in advance and in writing, that competitive bidding is not practicable or fiscally advantageous to the City. Adopt the attached resolution determining that the procurement method known as competitive bidding is not practicable or fiscally advantageous to the City for the procurement of residential refuse collection services. In order for the procurement process for residential refuse collection to proceed in a timely manner, these measures are being brought forward on an emergency basis. Respectfully submitted, W. Robert Herbert City Manager Wilbum C. Dibling, City Attorney James D. Grisso, Director of Finance Mary F. Parker, City Clerk William F. Clark, Director of Public Works James A. McClung, Manager, Solid Waste Management Barry L. Key, Manager, Management and Budget Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sendra H. Eakin Deputy City Clerk October 29, 1996 File #24-144-497 W. RObert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33156-102396 designating the procurement method known as competitive negotiation, rather than the procurement method known as competitive sealed bidding, to be used for procurement of residential solid waste collection services and documenting the basis for this determination. The abovereferenced measure was adopted by the Council of the City of Roanoke at. a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, City Clerk CMC/AAE MFP:sm Enc. pc: James D. Gdsso, Director of Finance Wilbum C. Dibling, Jr., City Attorney Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management Diane $. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of October, 1996. No. 33156-102396. A RESOLUTION designating the procurement method known as compeftive negotiation, rather than the procurement method known as competitive sealed bidding, to be used for procurement of residential solid waste collection services and documenting the basis for this determination. WHEREAS, the City seeks to procure services for residential solid waste collection; WHEREAS, City Council finds that the collection of solid waste is a critcal public service necessary to provide for the health and safety of citizens, to control disease, to prevent blight and other environmental degradation, to promote the generation of energy and the recover/of useful resources fi.om solid waste, to protect limited natural resources for the benefit of citizens, to limit noxious odors and unsightly garbage, trash and refuse and decay, and to promote the general health, safety and welfare; WHEREAS, this Council also fmds that use of the procurement method of competitive negotiation for the needed critical services will allow it to more fully consider factors of experience and references relating to the offerors and will also allow consideration of price of the services and negotiations as to price; and WHEREAS, City Council is of the opinion that such services should be procured by competitive negotiation for other than professional sendces, rather than competitive sealed bidding; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. Pursuant to §23.1-4 (e), Code of the City of Roanoke, (1979), as amended, this Council finds that the procurement method known as competitive sealed bidding is not practicable and is not fiscally advantageous to the public for the procurement of solid waste collection services. 2. City Council directs that the procurement method known as competitive negotiation for other than professional services shall be used for the procurement of solid waste collection services. 3. This Resolution shall document the basis for City Council's determination. ATTEST: City Clerk Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File ~60-102-514 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33157-102396 amending and reordaining certain sections of the 1996-97 Capital Projects Fund Appropriations, providing for appropriation of $150,000.00 in connection with 1996-97 bddge maintenance projects. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations Dolores C. Daniels, Assistant to the City Manager for Community Relations Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of October, 1996. No. 33157-102396. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to Government of the exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: &ooromrLa~Xo~s Streets and Bridges Bridge Maintenance (1) ............................ $ 13,515,432 318,650 1) Appropriated from General Revenue (008-052-9549-9003) $ 150,000 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. October 23, 1996 Council Report No. 96-171 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: BRIDGE MAINTENANCE 1996/97 FUNDS TRANSFER II. III. Backoround on the subject in chronological order is as follows: A. Fundino of $150.000 was adoDted in the FY96\97 budoet for bridqe maintenance. This funding exists in the General Fund Transfer to Capital Projects Fund, account number 001-004-9310-9§08. B, ~ for various small maintenance projects as identified in annual consultant bridge inspections, is $1.400.000. Current situation is as follows: A. Fundino needs to be transferred from the General Fund to the Capital Projects Fund for bridge maintenance needs. B. The followino bridoes have the hiohest priority maintenance needs that will be partially funded by the requested fund transfer. 1. Norwich Bridge (Bridge Street) #8036 a. Replace expansion joints b. Repair cracks & delamination in concrete deck and sidewalks e. Spot paint 2. Dale Avenue #1903 a. Replace transverse deck expansion joints 3. Jefferson Street (River Bridge) #8032 a. Clean and paint bearing plates Issues in order of importance are as follows: A. Fundino Need~ B. Timino Honorable Mayor and Members of City Council RE: BRIDGE MAINTENANCE 1996/97 FUNDS TRANSFER October 23, 1996 Page 2 IV. Alternatives in order of feasibility are as follows: Authorize the Director of Finance to aooroDriate $150.000 which is currently available in Account Number 001-004-9310-9§08, Transfer to Capital Project Fund to the Capital Fund Account Number 008-052-9549-9003 entitled Bridge Maintenance. 1. Fundino needs will be in place for small maintenance projects. Timino is important so that the highest priority small maintenance projects may proceed. Do not authorize the Director of Finance to appropriate $150,000 as requested in Alternative "A". 1. Fundino need would not be met at the time. Timino would be lost and each small project would need to be brought to Council for funding, Recommendation is that City Council concur in Alternative "A" and take the following action: Authorize the Director of Finan~;~ to appropriate $150,000 which is currently available in the General Fund Transfer to Capital Projects Fund to the Capital Fund Account Number 008-052-9549-9003 entitled "Bridge Maintenance". Respectfully submitted, W. Robert Herbert City Manager WRH/JGB/fm Honorable Mayor and Members of City Council RE: BRIDGE MAINTENANCE 1996/97 FUNDS TRANSFER October 23, 1996 Page 3 CC: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator 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 October 29, 1996 File #361-472 Thomas W. Mohr, President Highway Motors, Inc. 1814 Hollins Road, N. E. Roanoke, Virginia 24012 George H. Fulton Fulton Trucks, Inc. P. O. Box 8600 Roanoke, Virginia 24014 Gentlemen: I am enclosing copy of Resolution No. 33159-102396 accepting the bid of Magic City Motor Corporation, in the amount of $51,751.01, for purchase of a new road tractor, upon certain terms and conditions; and rejecting all other bids made to the City for such item. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed vehicular equipment. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. -j 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 October 29, 1996 File #361-472 F. A. Webb Truck Fleet Manager Magic City Motor Corp. P. O. Box 12807 Roanoke, Virginia 24028 Dear Mr. Webb: I am enclosing copy of Resolution No. 33159-102396 accepting the bid of Magic City Motor Corporation, in the amount of $51,751.01, for purchase of a new road tractor, upon certain terms and conditions; and rejecting all other bids made to the City for such item. The abovereferanced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, /,~ City Clerk MFP:sm Enc. pc; W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney James D. Gdsso, Director of Finance William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of October, 1996. No. 33159-102396. A RESOLUTION accepting the bid for the purchase ora New Road Tractor from Magic City Motor Corporation, upon certain terms and conditions; and rejecting ail other bids made for such items. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The bid submitted by Magic City Motor Corporation, to purchase one new Road Tractor at a total cost of $51,751.01, is hereby ACCEPTED. 2. The City% Manager of Supply Management is hereby authorized and directed to issue any required purchase orders for the purchase of such tractor, and the City Manager or the Assistant City Manager is authorized to execute, for and on behalf of the City, any required documents with respect to the aforesaid items, such documents to be in such form as shall be approved by the City Attorney. 3. Any and all other bids made to the City for the aforesaid items are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk November 4, 1996 File ~60-361-472 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33158-102396 amending and reordaining certain sections of the 1996-97 Fleet Management Fund Appropriations, providing for the transfer of $51,752.00 for purchase of a new road tractor from Magic City Motor Corporation. The aboveraferanced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of October, 1996. No. 33158-102396. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Fleet Management Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to Government of the exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Fleet Management Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: &mnronriations Fleet Management Capital Outlay (1) ................ $ 2,969,427 Retained Earnings Retained Earnings - Unrestricted (2) ............... $ 2,015,686 1) Vehicular Equipment 2) Retained Earnings - Unrestricted (017-052-2642-9010) (017-3336) 51,752 51,752) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. 96-359 Roanoke, Virginia October 23, 1996 Honorable Mayor and Members of Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Bid Committee Report to Purchase Road Tractor, Bid No. 96-8-2 I. Background on the subject in chronological order is: The Prior Year Capital Maintenance and Equipment Replacement Program identified the need to replace a Road Tractor used for the movement of heavy equipment and materials. Specifications were developed and along with Request for Quotations, were sent specifically to Eight (8) Vendors currently listed on the City's bid list. A public advertisement was also published in the Roanoke Times and Roanoke Tribune. Bids appropriately received were publicly opened and read at 2:00 p.m. on August 16, 1996 in the Office of the Manager of Supply Management. Three (3) Firms responded with bids. A bid tabulation is attached. II. Current_Situation is: A. All bid responses were evaluated in a consistent manner by representatives of the following departments: Public Worlcs Fleet Management Supply Management Road Tractor Bid No. 96-8-2 Page 2 B. Bid evaluations are as follows: The lowest bid, submitted by Fulton Trucks, Inc. took exception to stationary grille and hood forward tilting front end. These items are necessary for the proper mounting of snow plow mechanisms. The exceptions are substantial and cannot be waived as informalities. The lowest responsible bid, meeting all required specifications is submitted by Magic City Motor Corporation for a cost of $51.751.01. III. Issues in order of importance are: A. Need IV. B. Compliance with Specifications C. Funding Alternatives in order of feasibility are: A. City Council authorize the purchase of One ( 1 ) New Road Tractor from Magic City Motor Corporation for the total cost of $51.751.01. Need to replace the existing old, high maintenance unit would be accomplished by the alternative. Compliance with Specifications are met by the bid submitted by Magic City Motor Corporation. Funding is available in Fleet Management Prior Year Retained Earnings to provide for this purchase. Road Tractor Bid No. 96-8-2 Page 3 City Council not authorize the purchase of One ( 1 ) New Road Tractor. Need to replace an old high maintenance unit would not be accomplished. Compliance with Specifications would not be a factor in this alternative. CC: Funding designated for this expenditure would not be expended at this time. V. Recommendation is as follows: City Council concur with Alternative "A" and authorize the purchase of One ( 1 ) New Road Tractor from Magic City Motor Corporation for the total cost of $51.751.01. Transfer $51.752 from Fleet Management Prior Year Retained Earnings to Fleet Management Account 017-052-2642-9010. C. Re!ect all other bids. Respectfully Submitted, W. Robert Herbert, City Manager City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities & Operations Manager, Fleet Management Manager, Supply Management Management & Budget Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File g60-72-246 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33160-102396 amending and reordaining certain sections of the 1996-97 Consortium Fund Appropriations, providing for appropriation of $280,303.00 received by the Fifth Distdct Employment and Training Consortium for programs which include on-the-job training, work experience, job related education, classroom training, job related education, classroom training, job placement activities, and remedial education. The abovereferencad measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Development Vickie L. Price, Administrator, Fifth Distdct Employment and Training Consortium Vickia S. Tregubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINI& The 23rd day of October, 1996. No. 33160-102396. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Consortium 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 1996-97 Consortium Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Fifth District Employment & Training Consortium - FY96-97 Title II - A (1-12) ............................... Title II - C (13-23) .............................. Title III - F (24-31) ............................. Opportunity Knocks (32-35) ........................ $1,359,012 386,375 72,615 329,304 158,143 Fifth District Employment & Training Consortium - FY96-97 Title II - A (36) ................................. Title II - C (37) ................................. Title III - F (38) ................................ Opportunity Knocks (39) ........................... $1,359,012 386,375 72,615 329,304 158,143 1) Administrative Wages 2) Administrative Fringes 3) Administrative Communications 4) Administrative Supplies 5) Administrative Insurance (034-054-9761-8350) $ 4,463 (034-054-9761-8351) 1,275 (034-054-9761-8353) 75 (034-054-9761-8355) 75 (034-054-9761-8356) 100 6) Administrative Contracted Services 7) Services Wages 8) Services Fringes 9) Services Supplies 10 Services Insurance 11 Services Miscellaneous 12 Services Equipment 13 Administrative Wages 14 Administrative Fringes 15 Administrative Supplies 16) Training Wages 17) Training Fringes 18) Training Supplies 19) Services Wages 20) Services Fringes 21) Services Travel 22) Services Supplies 23) Supportive Services 24 Administrative Wages 25 Administrative Fringes 26 Administrative Communications 27 Administrative Supplies 28 Administrative Insurance 29 Administrative Miscellaneous 30 Training/FDETC I/R 31 Training/FDETC OJT 32 Staff Wages 33 Staff Fringes 34 Participant Wages 35 Participant Fringes 36) Title II - A Revenue 37) Title II - C Revenue 38) Title III - F Revenue 39) Opportunity Knocks - State Revenue (034-054-9761-8357) (034-054-9761-8030) (034-054-9761-8031) (034-054-9761-8035) (034-o54-9761-8036 (034-054-9761-8040 (034-054-9761-8034 (034-054-9763-8350 (034-054-9763-8351 (034-054-9763-8355 (034-054-9763-8050 (034-054-9763-8051 (034-054-9763-8055 (034-054-9763-8030 (034-054-9763-8031 (034-054-9763-8032 (034-054-9763-8035 (034-054-9763-8461) (034-054-9781-8350) (034-054-9781-8351) (034-054-9781-8353) (034-054-9781-8355) (034-054-9781-8356) (034-054-9781-8360) (034-054-9781-8500) (034-054-9781-8501) (034-054-9791-8050) (034-054-9791-8051) (034-054-9791-8030) (034-054-9791-8031) (034-034-1234-9761) (034-034-1234-9763) (034-034-1234-9781) (034-034-1234-9791) $ 450 8,528 2,325 750 1,000 1,000 2,000 2,490 750 2OO 3,228 9OO 2OO 6,821 1,725 2OO 30O 1,000 12,500 3,125 5OO 5OO 5OO 153 63,527 1,500 90,500 22,625 42,500 2,518 22,041 17,814 82,305 158,143 BE IT FURTHER ORDAINED that, an emergency Ordinance shall be in effect from its passage. existing, this ATTEST: City Clerk. October 23, 1996 # 96-566 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Funding for the Fifth District Employment and Training Consortium I. BACKGROUND The Fifth District Employment and Traininc Consortium (FDETC) administers the federally funded Job Training Partnership Act (JTPA) for the Fifth Planning District. The FDETC serves eligible residents in the counties of Alleghany, Botetourt, Craig and Roanoke as well as the cities of Clifton Forge, Covington, Roanoke and Salem. C. This acencv serves two primary client populations: the economically disadvantaged as determined by income guidelines set by the U.S. Dept. of Labor (under Titles II-A, II-C and the Summer Youth Employment Program) and dislocated workers who have been laid off from employment through no fault of their own (under Title III) Honorable Mayor and Members of City Council Page 2 October 23, 1996 The City of Roanoke is the ~rant recipient for FDETC funding. City Council must appropriate the funding for all grants and other monies the FDETC receives· II. CURRENT SITUATION Governor's Employment and Trainin~ Department (GETD) has sent to the Consortium Notices of Award and adjustments for programs which include on-the-job training, work experience, job related education, classroom training, job placement activities, and remedial education in the following amounts: Opportunity Knocks (State General Funds)- S127.840.00. (Notice of Award - OK-97-03-01, will be used to allow young people between the ages of 18 and 24 to gain practical work experience and participate in education and training activities while carrying out community service projects. Opportunity Knocks - 8% Funds - $30,303.00. (Notice of Award - OK-02), Carry-Over General Funds. To be used to provide participants between the ages of 18 and 24 with wages while carrying out community service projects. Title III - Carry-in Funds (Notice of Award - 96-03-15), dislocated workers within District· S82,305,00. will be used to serve the Fifth Planning Title II-A - Carry-in Funds - $22,041.00. (Notice of Award - 96-03-13), will be used to serve economically disadvantaged adults within the Fifth Planning District. Title II-C - Carry-in Funds $17,814.00. (Notice of Award - 96-03-14), will be used to serve economically disadvantaged youth within the Fifth Planning District. Honorable Mayor and Members of Page 3 October 23, 1996 City Council III. ISSUES A. Program Operations B. Funding C. Timinq IV. ALTERNATIVES Appropriate the FDETC's additional fundin~ totaling $280,303.00 and increase the revenue estimate by $280,303.00 in accounts to be established by the Director of Finance. 1. Program Onerations Existing activities will continue and planned programs will be implemented. Funding - Funds are available from the Grantor agency and other sources as indicated at no additional cost to the City. Timing - Immediate action will allow programs to be implemented and completed within planned time frames, July 1, 1996 through June 30, 1997. Do not appropriate the FDETC's funding totaling $280.303.00 Pro~ram Operations Planned programs to serve participants would be delayed or never initiated. Funding Funds currently available to operate these programs may be rescinded and redistributed to other localities. Honorable Mayor and Members of City Council Page 4 October 23, 1996 Timing - Delay will cause late or failed start- up of programs and possible under expenditure of available funds. RECOMMENDATION Approve Alternative A: Appropriate the FDETC's fundinq totalinq $280,303.00 and increase the revenue estimate by $280,303.00, in accounts to be established in the Consortium fund by the Director of Finance. Respectively submitted, W. Robert Herbert City Manager CC: Director of Finance City Attorney Director of Human Development FDETC Administrator MARY E PARKFA~, 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 October 29, 1996 File #72-236-323 Barbara McCarthy, Director Library and Resource Center Virginia Department for the Visually Handicapped 395 Azalea Avenue Richmond, Virginia 23227-3623 Dear Ms. McCarthy: I am enclosing copy of Resolution No. 33162-102396 accepting a Library Services and Construction Act TAle I Subregional Library for the Blind Grant, in the amount of $7,359.00, for enhanced library service for the visually and physically challenged. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincarely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. pc: W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development Beverly A. James, City Librarian Vickie S. Tragubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of October, 1996. No. 33162-102396. A RESOLUTION accepting a Library Services and Construction Act Title I Subregional Library for the Blind Grant. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City hereby accepts a Library Services and Construction Act (LSCA) Title I Subregional Library for the Blind Grant in the amount of $7,359.00, to be used for enhanced library service for the visually and physically challenged, as more particularly set forth in the October 23, 1996, report of the City Manager to this Council. 2. The City Manager, or the Assistant City Manager, is hereby authorized to execute any and all requisite documents pertaining to the City's acceptance of this grant, upon form approved by the City Attorney, and to furnish such additional information as may be required in connection with the City's acceptance of this grant. ATTEST: City Clerk. Office of the City Clerk Mary F. Parker, CMCIAAE City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File f~60-72-236-323 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33161-102396 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of $7,359.00 in connection with acceptance of a I.ibrary Services and Construction Act Title I Subregional Library for the Blind Grant to enhance library service for the visually and physically challenged. The abovereferanced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Glenn O. Radcliffe, Director, Human Development Bevedy A. James, City Librarian Vickie S. Tregubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKEt The 23rd day of October, 1996. No. 33161-102396. VIRGINIA Government of the exist. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Grant Fund Appropriations, and providing for an emergency. WHEREAS, 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 1996-97 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ApDrogriation Parks, Recreation and Cultural $ 30,918 LSCA Title I - Subregional 96-97 (1-2) ............ 7,359 Revenue Parks, Recreation and Cultural $ 30,918 LSCA Title I - Subregional 96-97 (3) .............. 7,359 1) Temporary Employee Wages 2) FICA 3) LSCA Title I - Subregional (035-054-5044-1004) $ 6,835 (035-054-5044-1120) 524 (035-035-1234-7242) 7,359 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. October 23, 1996 Report # 96-567 Honorable Mayor David Bowers and Members of City Council Roanoke, Virginia Mayor and Members of Council: SUBJECT: LIBRARY SERVICES AND CONSTRUCTION ACT (LSCA) TITLE 1 SUBREGIONAL LIBRARY FOR THE BLIND GRANT I. BACKGROUND Federal aid through an LSCA Title 1 Grant for $7,359.00 has been approved for the Roanoke City Public Library by The Library and Resource Center of the Virginia Department for the Visually Handicapped for fiscal year 1996-97. Roanoke City Public Library is a Subregional Library for the visually and physically challenged residents of the 5th Planning District. II. CURRENT SITUATION The number of volumes in the subregional library collection has increased 67% since 1991. Access to subregional library services has increased by 32.5% since 1991. Additional support staff hours are needed to allow the Sub- regional Librarian to spend more time serving clients, 80% of whom require assistance in material selection. D. ~ Administration recommends that the Subregional Grant of $7~359.00 be used to? Continue and increase the hours of an existing part-time temporary Library Assistant from 400 hours to 855 hours to maintain the collection and files for the subregional program for the visually and physically challenged. Mayor and Members of Council Page 2 October 23, 1996 III. ISSUES A. quality of service to the visually and physically challenged B. Budget Concerns C. Compliance with Regulations IV. ALTERNATIVES Accept the LSCA Title 1 Subregional Library for the Blind Grant and appropriate $7,359.00 to accounts to be established in the Grant Fund. 1. quality of service to the visually and physically challenged Response time to client requests will be improved and patron needs will be addressed more quickly. 2. Budget Concerns Library services will be improved without additional cost to the City. Compliance with Regulations Grant must be expended by May 1, 1997. Do not accept the LSCA Title 1 Subregional Library for th__e Blind Grant and do not appropriate ~7,359.00 in the Grant Fund. 1. quality of service to the visually and physically challenged Service would remain at present level. 2. Budget Concerns Not an issue. 3. Compliance with Regulations Not an issue. Mayor and Members of Council Page 3 October 23, 1996 V. RECOMMENDATION City Council concur with Alternative A and accept the LSCA Title 1 Subregional Library for the Blind Grant in the amount of $7~359.00 and appropriate the funds to the following accounts to be established in the Grant Fund: 1. $6,835.00 to Temporary Employee Wages #035-054-5044-1004 2. $ 524.00 to FICA #035-054-5044-1120 Establish a revenue estimate of $7~359.00 for the Subregional Title 1Gr~nt in the Grant Fund. Authorize the City Manager or his designee to execute the necessary documents accepting the Grant for the Roanoke City Public Library. Respectful ly submitted, .~Robert Herbert City Manager WRH/GDR/BAJ/js CC: Wilburn C. Dibling, City Attorney James Grisso, Director of Finance Glenn Radcliffe, Director of Human Development Beverly James, City Librarian Mary F. Parker, CMCIAAE C~y Clerk CITY OF ROANOKE Office of the City Clerk October 29, 1996 File ft60-72-236-326-335-353 Sandra H. Eakin Deputy City Clerk James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33163-102396 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of $34,302.00 in grant funds allocated for transfer to the Blue Ridge Independent Living Center and Blue Ridge Community Services. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, ~ Mary F. CMC/AAE City Clerk MFP:sm Er~c, pc: Karen Michalski, Executive Director, Blue Ridge Independent Living Center, 1502-D Williamson Road, N. E., Roanoke, Virginia 24012 Dr. Fred P. Rossel, Jr., Executive Director, Blue Ridge Community Services, 301 Elm Avenue, $. W., Roanoke, Virginia 24016 Edwin McGrath, Director of Counseling and Life Skills Center, Blue Ridge Community Services, 301 Elm Avenue, $. W., Roanoke, Virginia 24016 W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Development Donna $. Norvelle, Human Development Coordinator Vickie S. Tregubov, Grants Compliance Monitor Diane $. Akers, Budget Administrator, Office of Management and Budget IN THE CODNCIL OF THE CITY OF ROANOKE, VIRGINIA The 23rd day of October, 1R96. No. 33163-102396. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to Government of the exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: & ro i&tion Health and Welfare Rehabilitative Services Incentive FY96-97 Health and Welfare Rehabilitative Services Incentive FY96-97 1) Fees for Professional Services (035-054-5193-2010) 2) Rehabilitative Services Incentive Fund (035-035-1234-7244) $3,368,861 (1) ..... 34,302 $3,368,861 (2) ..... 34,302 $ 34,302 34,302 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: October 23, 1996 96 - 568 SUBJECT: ~PPROPRIATION OF REGIOI~,L DIS~,BILITY SERVICES BOARD GI~T FUNDING I. BACKGROUND ae The 5th District Disability Services Board (DSB) is responsible to local governments and serves as a critical resource for needs assessment, information sharing and service opportunities for citizens with disabilities, their families and the community. The followinq iurisdictions in the Fifth Planning District have enacted resolutions establishing their participation in a regional effort and have appointed a local official to serve. City of Roanoke Town of Vinton Roanoke County City of Salem City of Covington Craig County Botetourt County City of Clifton Forge Alleghany County Other members of the DSB include representatives from business and consumers. Funds from the State Rehabilitative Services Incentiv,. Fund RS_~, a short-term, non-renewable, stimulus fund designed to promote investment in meeting the needs of individuals with physical and sensory disabilities, have been allocated to the Fifth District DSB for the second consecutive year by the State Department of Rehabilitative Services. De Citv Council authorized the Director of Finance to serve as Fiscal Agent for the 5th Planning District Disabilities Services Board on September 25, 1995 Resolution No. 32675-092595. ' Honorable Mayor and Members of Council Page Two October 23, 1996 RSIF grant monies in the amount of $25,290 were awarded to the 5th District DSB last year and were appropriated by Council on April 15, 1996. All funds were expended in a timely and satisfactory manner. II. CURRENT SITUATION ae The DSB solicited proposals for the use of the new 1996- '97 RSIF funds. Two proposals were received,reviewed, and forwarded to the Department of Rehabiliative Services for approval. Upon approval from the state, the DSB has awarded the following agencies funding: Blue Ridge Independent Living Center Support,Peer Counseling, Assistive Medication and Other) $ 25,302 (Family Devises, Blue Ridge Community Services (Home Modifications and Equipment) $9,000 Be Blue RidGe Independent Livinq Center and Blue Ridqo Community Servic-m will provide local matching funds for this grant. No city funds will be required for the match. Funds from the State Rehabilitative Services Incentiv6 Fund RS~ in the amount of $34,302.00 will be received by the city's Director of Finance as the Fiscal Agent. D. Funds need to be appropriated. III. ISSUES A. Financial B. Services To Citizens IV. ALTERNATIVES City Council appropriate $34.302.00 to Grant Fund Account No. 035-054-5194-2010 and a corresponding revenue estimate to provide funding for Blue Ridge Independent Living Center ($25,302.00) and Blue Ridge Community Services ($9,000.00). Honorable Mayor and Members of Council Page Three October 23, 1996 Financial needs will be met. Services To Citizens with physical and sensory disabilities will be enhanced throughout the Fifth Planning District. City Council does not appropriate $34,302.00.00 to Grant Fund Account No. 035-054-5194-2010 and a corresponding revenue estimate for transfer to Blue Ridge Independent Living Center and Blue Ridge Community Services. 1. Financial needs will not be met. Services To Citizens with physical and sensory disabilities will be delayed and may not be enhanced throughout the Fifth Planning District if grant funds are rescinded by the State. RECOMMENDATION A. City Council resolve to concur with Alternative "A" and appropriate $34,302.00 to Grant Fund Account Number 035- 054-5194-2010 and a corresponding revenue estimate for transfer to Blue Ridge Independent Living Center and Blue Ridge Community Services. Respectfully submitted, W. Robert Herbert City Manager cc: James D. Grisso, Director of Finance Wiburn C. Dibling, City Attorney Glenn D. Radcliffe, Director of Human Development Donna S. Norvelle, Human Development Coordinator Karen Michalski, Executive Director, Blue Ridge Independent Living Center Dr. Fred Rossel, Executive Director, Blue Ridge Community Services Ed McGrath, Blue Ridge Community Services 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 Ci~ Clerk October 29, 1996 File #72-236-304-305 Rebecca Camache Regional Director Virginia Department of Youth and Family Services, 5457 Peters Creek Road, N. W., Suite 300 Roanoke, Virginia 24019-3889 Dear Ms. Camache: I am enclosing copy of Resolution No. 33164-102396 endorsing the revised plan of services for juvenile justice programs funded by the State Department of Juvenile Justice through the Virginia Juvenile Community Crime Control Act of 1995, and authorizing submittal to the Board of Juvenile Justice for approval. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. Rebecca Camache Regional Director Virginia Department of Youth and Family Services October 29, 1996 Page 2 pc: The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic Relations District Court Patsy A. Bussey, Clerk, Juvenile and Domestic Relations District Court Gary L. Conway, Director of Court Services, Juvenile and Domestic Relations District Court W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development Andrea B. Krochalis, Manager, Crisis Intervention Center Jack E. Trent, Manager, Youth Haven I Melvin G. Morton, Acting Manager, Juvenile Detention Home IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of October, 1996. No. 33164-102396. A RESOLUTION endorsing the revised plan of services for juvenile justice programs, funded by the State Department of Juvenile Justice through the Virginia Juvenile Community Crime Control Act of 1995, and authorizing its submittal to the Board of Juvenile Justice for approval. BE IT RESOLVED by the Council of the City of Roanoke that: 1. This Council endorses the revised plan for expansion or development of additional juvenile justice service programs, funded by the State Department of Juvenile Justice through the Virginia Juvenile Community Crime Control Act of 1995, as more specifically set out in the City Manager's 2. The City Manager, submit this revised plan of Justice for approval. report dated October 23, 1996. or his designee, is authorized to services to the Board of Juvenile ATTEST: City Clerk. Roanoke, Virginia October 23, 1996 No. 96-570 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: VIRGINIA JUVENILE COMMUNITY CRIME CONTROL ACT OF 1995 BACKGROUND A. City of Roanoke receives fundinq from the State DeDartment of Juvenile Justice through the Virginia Juvenile Community Crime Control Act of 1995 (VJCCCA) to administer and operate eleven juvenile justice programs. B. The Code of Virqinia, Section 16.1-322.1 delineates the appropriation of funds to localities for operating juvenile correctional facilities or programs. The funding from the State Department of Juvenile Justice is provided to the locality based on a formula that relates to arrest records of juveniles by the local police department. C. City Council approved a resolution authorizing the current VJCCCA Plan on October 23, 1995. The eleven programs, listed on Attachment A, are operating from state funds received under that plan. II. CURRENT SITUATION A. The State Department of Juvenile Justice has re-applied the formula and notified the city of Roanoke that an additional $101,195 is available for expansion or development of additional juvenile justice service programs. Localities wishinq to expand services usinq these additional VJCCCA funds must submit a revised plan to the Board of Juvenile Justice for approval. The Board of Juvenile Justice requires governing bodies to endorse by resolution or amended resolution the proposed plan to expand services. The current local operational plan approved October 23, 1995 includes programs listed on Attachment A as ~continued programs". The new program services are also shown on Attachment A, but are listed as Knew programs". Several existing programs are being expanded to meet the needs of a specific juvenile population. Honorable Mayor and Members of Council Page 2 October 23, 1996 Do The City of Roanoke may receive an additional $101,195 for the six months beginning January 1, 1997 through June 30, 1997. This amount does not include funding for the secure detention home. 1. The VJCCCA requires the city to maintain its funding level based on the amount of local dollars supporting block grant programs as of the fiscal year ending June 30, 1995. The city of Roanoke expended $501,935 as its local contribution to the operation of the block grant programs excluding secure detention for the 94-95 fiscal year. This will be the maintenance of effort level matching the VJCCCA funding from the Department of Juvenile Justice. No additional local match funds will be required. 2. The amount of VJCCCA funding for fiscal year 1996- 97 will increase to $1,017,059 and funding for fiscal year 1997-98 will be $1,118,254, averaging $1,.067,657 for each year of the biennium. The Director of the Roanoke City Court Service Unit for the 23rd Judicial District, the City's Department Managers for Youth Haven I, Sanctuary/Crisis Intervention Center, the Detention Outreach Program, and the Director of Human Development met to review local needs and develop a revised plan of services under the VJCCCA° Juvenile and Domestic Relation District Court Judqes from the 23rd Judicial District, the Director of the 23A Court Services Unit, and city staff recommend utilizing the funding through the VJCCCA for the continuation of the juvenile programs currently operating, expanding several programs and creating three new service components. The current VJCCCA funded programs are: a. Youth Haven I post-dispositional group home for males b. Sanctuary/Crisis Intervention Center c. Juvenile Outreach Detention Supervision Program d. Family Oriented Group Home Program e. Substance abuse assessment and treatment at (1) Court Services Unit (2) Youth Haven I Honorable Mayor and members of Council Page 3 October 23, 1996 f. Intensive Family Counseling at Youth Haven I g. Electronic monitoring through outreach detention program, h. Intensive supervision program through the Juvenile Court Service Unit, I. Intensive Outreach Program through Sanctuary/Crisis Intervention Center, j. Street Law Program through the Court Service Unit, and k. Enhanced Community Service Program through the Court Service Unit. III . 2 o 3 o ISSUES New proqrams or services to be established include: a. Aftercare supervision through Youth Haven I, bo Specialized Probation Supervision though Court Services Unit,and Restitution Program though Court Services Unit. The establishment of these services will enhance and add to the public safety programming for the juvenile justice system and provide for rehabilitation, community supervision and family preservation efforts. These services will provide sanctions, progressive treatment to juvenile offenders, and/or their families in a community- based system of programs and services. ~ervice Ca acit 1. Need for additional services have for the past two to three years. for services sometimes exists juvenile justice programs. been documented A waiting list in our present Honorable Mayor and Members of Council Page 4 October 23, 1996 Current Proqrams need to services to address the behaviors exhibited by population. expand the range of myriad of need and the juvenile justice FUNDING Fundinq from the State of Virqinia to create new programs or enhance existing programs has been increased through the Virginia Juvenile Community Crime Control Act of 1995 formula application. IV. ALTERNATIVES A. City Council endorse by resolution the revised plan of services and authorize the City Manager to submit the proposed plan to the State Board of Juvenile Justice. 1. Service Capacity a. Addition of the new programs and services will increase the numbers of youth and/or their families who could be served. b. Addition of these programs will allow for the provision of services in areas not previously addressed by the city's juvenile justice programs. 2. Fundinq. Upon approval of the plan by the State Board of Juvenile Justice, the additional state funding will be appropriated to maintain present services and establish additional services as proposed. B. Do not endorse proposed plan of services by resolution and do not authorize the City Manager to submit the revised plan to the State Board of Juvenile Justice. 1. Capacity. Programs and services will not be adequate and at the number of youth and families served will not reach the level of need. 2. Fundinq. The level of funding will remain at the current level and the city will forfeit receipt of an additional $101,195. Expansion of services and creation of new services will not be possible. Honorable Mayor and Members of Page 5 October 23, 1996 Council RECOMMENDATION A. City Council concur with Alternative A and endorse by resolution the revised plan of services and authorize the City Manager to submit the revised plan to the State Board of Juvenile Justice. Respectfully submitted, W. Robert Herbert City Manager WRH/GDR:gr cc: Glenn D. Radcliffe, Director of Human Development Honorable John Ferguson, Judge, 23rd J & D Court wilburn C. Dibling, Jr. City Attorney James D. Grisso, Director of Finance Diane Akers, Budget Administrator Gary Conway, Director, 23A Court Service Unit Jack Trent, Manager, Youth Haven I Rick Weekly, Coordinator, Outreach Detention Andrea Krochalis, Manager, Sanctuary ATTACHMENT A VIRGINIA JUVENILE COMMUNITY CRIME CONTROL ACT 23A District District 23A is comprised of the City of Roanoke. The City of Roanoke will continue all of the programs approved by the Board of Juvenile Justice last year, while adding three additional programs. Continued Programs: Youth Haven I post-dispositional group home Sanctuary Crisis Intervention Center Outreach Detention Family Oriented Group Home (FOGH) Substance Abuse Counselor for 23A CSU - provide assessment, treatment and educational services to juvenile offenders and their parents Family Counselor for Youth Haven I - increase parental responsibility and provide transitional intensive aftercare services to court ordered limitations on selected juveniles' mobility Purchase of Substance Abuse Services for Youth Haven I - contract services by private provider for assessments, individual and group intervention/treatment for designated juveniles Intensive Supervision for 23A CSU - four (4) surveillance officers to provide daily monitoring of juveniles on probation and parole. Sanctuary Outreach for Assaultive Youth - close monitoring and intervention as necessary for assaultive youth referred by the court or CSU. Street Law Program for 23A CSU - weekly group educational program using established curriculum to divert first time, non-violent offenders "THE FORCE" Enhanced Community Service for 23A CSU - provide punishment through strenuous supervised labor as a sentencing altemative for juveniles convicted of property crimes or minor assaults New Programs: Aftercare Counselor for Youth Haven I - increase level of supervision and provide greater accountability for juveniles released from the residential prograna. Specialized Probation Supervision for 23A CSU - provide intensive services for juvenile offenders dually diagnosed with substance abuse and other psychiatric or behavioral problems Restitution Program for 23A CSU - hold non-violent juvenile property offenders accountable, reimburse victims for financial losses, teach basic job skills. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File #58-66-184-202-501 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending renewal of the contract with the City's health insurance provider following expiration of the current contract on December 31, 1996, was before the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. In view of certain questions and concerns of Council Members and City employees, action on the report was deferred until a later date. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: James D. Grisso, Director of Finance Kenneth S. Cronin, Manager, Personnel Department Rose M. Woodford, Executive Secretary, Office of the City Manager Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: October 23, 1996 96-38 SUBJECT: RENEWAL OF HEALTH INSURANCE PROVIDER FOLLOWING THE EXPIRATION OF THE CURRENT CONTRACT ON DECEMBER 31,1996, II. BACKGROUND IN CHRONOLOGICAL ORDER IS AS FOLLOWS: The oresent Health Insurance contract with Trigon Blue Cross Blue Shield expires December 31, 1996. Currently, employees have two options: 1. Comprehensive Plan as has been traditionally provided to employees in recent years; and Point of Service Plan that was offered effective January 1, 1996. This plan is less expensive with many of the same benefits but requires the use of a network of primary care physicians and specialists in order to receive health care. City currently contributes 90% towards the "employee only" rate for both plan options. CURRENT SITUATION IS AS FOLLOWS: Current annual cost of the City health insurance Dian is $4,691,912 including employer and employee contributions. The trend factor, which is the percentage used to calculate anticipated medical inflation, is 8% in the proposed new contract. Employee Benefits Awareness Committee (EBAC) members reviewed the City's proposed options for 1997. The Committee advised the Personnel Manager to renew the contract as outlined in Alternative A. Retiree health care is provided to existing employees who retire during the period January 1, 1997 to December 31, 1997. Open enrollment will be available to current retirees under age 65 with 15 or more years of continuous service and retirees of any age who retire due to injuries compensable under the Workers' Compensation Act. All coverage ceases at age 65. E. Chanaes in the Comprehensive Plan Desion for 1997 include: Increasing the "employee only" deductible from $100 to $200 plus an increase in the employee out of pocket maximum from $750 to t~1500. Honorable Mayor and City Council Page 2 III. IV. Increasing the employee plus child and employee plus family deductible from $200 to $400 and an increase in the out of pocket maximum from $1500 to $3000. These plan design changes help to keep the rate increase down plus brin~ the City's comprehensive plan deductible and out of pocket maximums more in line with other local governments in the area. There are no chanoes in deductible or out of pocket maximums for the Point of Service Plan and the Retiree Comprehensive Health Plan. Total rates for the three levels of coverage, employee only, employee plus child and family will increase by 14.9%; however, the health care reserve fund will "buy down" the employer and employee rate increase to 9% for both the comprehensive plan and the point of service plan. Retiree rates will also be reduced by approximately 7% which is consistent with City Council's desire to bring retirees rates in line with those of active employees over a three (3) year period. This will be the second year of the three year period. All rates are effective for the contract year January 1, 1997 to December 31, 1997. Premium rates are outlined in Alternative A. ISSUES IN ORDER OF IMPORTANCE ARE' A. Coveraoe B. Qualifications of Trigon Blue Cross Blue Shield C. Cost D. Funding ALTERNATIVES IN ORDER OF FEASIBILITY ARF: Council aoDrove the award of a contract for The City's Comprehensive Health Plan and a Point of Service Health Plan as recommended by the Employee Benefits Awareness Committee to Trigon Blue Cross Blue Shield for the period of one (1) year beginning January 1, 1997 and ending December 31, 1997. Coverage for the Comprehensive Health Plan during 1997 provides the same services as last year with changes in deductibles and out of pocket maximums as stated in II.E.1 and 2 above. The Point of Service plan features the same elements as last year restated below: Establishment of a network of Primary Care Physicians and Specialists who deliver health care to participants. Honorable Mayor and City Council Page 3 Reouired Selection of a Primary Care Physician (PCP) from the network of physicians in the Roanoke Valley and surrounding area. The PCP serves as the "medical manager" for employees who select this option. Referrals for Soecialist Care handled by PCP's. Specialists are available in a network in the Roanoke Valley and throughout Virginia. d. Out of Network Coverage available for PCP's and Specialist's; however, greater savings are available by receiving services in the network. See Attachment A for a comparison of the Comprehensive Health Plan, the Point of Service Plan and the Retiree Comprehensive Plan. 2. Qualifications of Trigon Blue Cross Blue Shield include: Local marketing representatives to service the account by providing up-to-date information on benefits, trouble shooting problem areas and establishing a contact between physicians and employees. b= Established workino relationship with the City and a clear understanding of the group's needs. O= Particioating Network of doctors, hospitals and other providers of health care services that file and accept Trigon Blue Cross Blue Shield's determination of the allowable charge as payment in full. Special Customer Service Unit to specifically handle City claim problems on a timely basis. = Cost COBRA Administration which allows employees who leave the City and their dependents to continue their coverage for eighteen or thirty-six months under the City's plan would be provided for an additional 2% of each continuing participant's monthly premium. a. Current monthly rates and new rates are as follows: 1996 1997 1996 1997 COMP. RATE COMP.RATE P.O.S. RATE P.O.S. RATE Employee $157.32 $171.48 $133.72 $145.74 Emp/Child 226.58 246.96 192.58 209.90 Family 368.16 401.28 312.94 341.10 Honorable Mayor and City Council Page 4 Employee Costs monthly after City Contribution are as follows: 1996 1997 1996 1997 COMP. RATE COMP.RATE P.O.S. RATE P.O.S. RATE Employee $ 15.32 $16.98 $12.72 $ 7.74 Emp/Child 84.58 92.46 71.58 71.90 Family 226.16 246.78 191.94 203.10 City 142.00 154.50 121.00 138.00 Contribution Maximum Potential Cost - The health insurance premiums for CY1997 based on the current enrollment data are projected at.' City Emolovee Total Cost $3,700,31 5 $1,690,692 $5,391,007 ~ which are paid in total by the retiree for those who retire during the period January 1, 1997 to December 31, 1997 are the same as current employees during enrollment in COBRA. Current monthly rates and new rates after application of COBRA provisions are as follows: Employee Emp/Child Family 1996 1997 1996 1997 COMP. RATE COMP.RATE P.O.S. RATE P.O.S. RATE $201.59 $187.65 $ 175.08 $160.77 290.41 270.16 252.21 231.57 471.59 438.86 409.57 376.21 4. FundinR Recommended rates above will not require additional funding in the FY96-97 operating budget as the cost increase will be paid from Risk Management Fund reserve funds for the term of the contract. Council approve the award of a contract for Health Care Insurance without the "buydown" provision recommended in Alternative A. The rate increase would be 14.9% for both the City and the employee. The contract period would be one (1) year beginning January 1, 1997 and ending December 31, 1997. Covera.qe is provided using the same benefits currently in effect. (See Attachment A.) Honorable Mayor and City Council Page 5 Qualifications of Trigon Blue Cross Blue Shield include: Local marketing representatives to service the account by providing up-to-date information on benefits, trouble shooting problem areas and establishing a contact between physicians and employees. Established working relationship with the City and a clear understanding of the group's needs. Participating Network of doctors, hospitals and other providers of health care services that file and accept Trigon Blue Cross Blue Shield's determination of the usual, customary, and reasonable fee as payment in full. Special Customer Service Unit to specifically handle City claim problems on a timely basis. COBRA Administration which allows employees who leave the City and their dependents to continue their coverage for eighteen or thirty-six months under the City's plan would be provided for an additional 2% of each continuing participant's monthly premium. Cost a. Monthly rates for the new contract are as follows: 1996 1997 1996 1997 COMP. RATE COMP.RATE P.O.S. RATE P.O.S. RATE Employee $157.32 $180.76 $133.72 $153.64 Emp/Child 226.58 260.34 192.58 221.27 Family 368.16 423.02 312.94 359.57 Employee Costs monthly after City Contribution are as follows: 1996 1997 1996 1997 COMP. RATE COMP.RATE P.O.S. RATE P.O.S. RATE Employee $ 15.32 $17.76 $12.72 $ 7.64 Emp/Child 84.58 97.34 71.58 75.27 Family 226.16 260.02 191.94 213.57 City 142.00 163.00 121.00 146.00 Contribution Honorable Mayor and City Council Page 6 Maximum Potential Cost - The health insurance premiums for CY1997 based on the current enrollment data are projected at: City Em~)loyee Total Cost $3,612,960 $1,778,047 $5,391,007 Retiree rates which are paid in total by the retiree for those who retire during the period January 1, 1997 to December 31, 1997 are the same as current employees during enrollment in COBRA. After the provisions of COBRA, the following rates would apply: 1996 1997 1996 1997 COMP. RATE COMP.RATE P.O.S RATE P.O,S. RATE Employee $201.59 $187.65 $ 175.08 $160.77 Emp/Chiid 290.41 270.16 252.21 231.57 Family 471.59 438.86 409.57 376.21 4. Funding Rates outlined in Alternative B above will not require additional funding in the FY96-97 operating budget. RECOMMENDATIONS Council Approve the award of the contract for Health Care Insurance to Trigon Blue Cross Blue Shield for the period of one (1) year beginning January 1, 1997 and ending December 31, 1997 for the coverage and rates described under Alternative A of this report, and under the terms and conditions contained in the City's present contract with such firm, except as otherwise noted in said report, and authorize the City Manager to execute the same in form as approved by the City Attorney and with the understanding that Trigon Blue Cross Blue Shield provide the City Manager with said contract, for execution no later than December 15, 1996. WRH:jrl CC~ City Attorney Director of Finance Assistant City Manager Manager, Personnel Management Respectfully submitted, City Manager 0 Z 0 o.5 .~_ o 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 October 29, 1996 File #27-217 Stanley G. Breakell, President Breakell, Inc. 2314 Patterson Avenue, S. W. Roanoke, Virginia 24016 George M. Gee, President H. & S. Construction Co. P. O. Box 6226 Roanoke, Virginia 24017 Gentlemen: I am enclosing copy of Ordinance No. 33166-102396 accepting, the bid of S. R. Draper Paving Co., in the amount of $95,292.00, for construction of five small drainage projects, 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. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescdbed drainage projects. Sincerely, Ma~j F. Parker, CMC/AAE City Clerk MFP:sm Enc. 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) 981-254l Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk October 29, 1996 File #27-217 M. Wayne Hylton, Jr. Vice-President S. R. Draper Paving Co., Inc. 4742 Old Rocky Mount Road, S. W. Roanoke, Virginia 24014 Dear Mr. Hylton: I am encJosing copy of Ordinance No. 33166-102396 accepting the bid of S. R. Draper Paving Co., in the amount of $95,292.00, for construction of five small drainage projects, 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. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Ma~j F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: The Honorable Marsha C. Fielder, Commissioner of the Revenue W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Diane S. Akers, Budget Administrator, Office of Management and Budget Dolores C. Daniels, Assistant to the City Manager for Community Relations IN THECOUNCILOFTHECITY OF ROANOKE, VIRGINL~ The 23rd day of October, 1996. No. 33166-102396. AN ORDINANCE accepting the bid ofS. R. Draper Paving Company, for the construction of five small drainage projects, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting ail 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 S. R. Draper Paving Company, in the total amount of $95,292.00, for the construction of five small drainage projects, as is more particularly set forth in the October 23, 1996, report to this Council, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 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 full force and effect upon its passage. ATTEST: City Clerk. CITY OF ROANOKE Office of the City Clerk Mary F. Parker, CMCIAAE City Clerk Sandre H. Eakin Deputy City Clerk October 29, 1996 File #27-60-217 James D. Grlsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33165-102396 amending and reordaining certain sections of the 1996-97 Capital Projects Fund ^ppropdations, providing for the transfer of $104,792.00 for construction of 1996 miscellaneous drainage projects. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: The Honorable Marsha C. Fielder, Commissioner of the Revenue W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Diane S. Akers, Budget Administrator, Office of Management and Budget Dolores C. Daniels, Assistant to the City Manager for Community Relations IN THE COUNCIL OF THE CITY OF ROANOKE, The 23rd day of October, 1996. No. 33165-102396. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to Government of the exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Sanitation Miscellaneous Storm Drain Projects (1) ............ Capital Improvement Reserve Capital Improvement Reserve (2) ................... 1) Appropriated from General Revenue (008-052-9688-9003) $ 104,792 2) Storm Drains (008-052-9575-9176) (104,792) $ 3,285,155 159,952 $ 20,727,324 832,078 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. October 23, 1996 Council Report No. 96-173 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT 1996 MISCELLANEOUS DRAINAGE PROJECT We, the undersigned Bid Committee, hereby submit the attached report for your consideration. ~l~espectfully submitted, ~John H. Parrott, Chairman William F. Clark /Kit B. Kis/er ' JHP/JGR/kh Attachment: Bid Committee Report C: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue October 23, 1996 Council Report No. 96-173 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT 1996 MISCELLANEOUS DRAINAGE PROJECTS I concur with the Bid Committee recommendation relative to the above projects and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager WRH/JGR/kh Attachment: Bid Committee Report City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue October 23, 1996 Council Report No. 96-173 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT 1996 MISCELLANEOUS DRAINAGE PROJECTS ~ on the subject in chronological order is as follows: The 1996 Miscellaneous Draina(~e Proiect consists of five small drainaqe projects, located throuohout the City. Allison & 6th Street. S.W. Draina(~e Project: This project provides drainage to an area of 6th Street with an inadequate existing storm drain system. v n . : This project provides drainage to an intersection on Garden City Boulevard. Old Country Club Road. N.W,: This project provides drainage improvements on Old Country Club Road. 27th Street. S,W.: This project provides drainage improvements on 27th Street. r R .E: This project provides a headwall to an existing culvert where erosion to the street has caused a safety problem. Fundino is currently available in the Capital Imorovement Reserve Account Neiohborhood Storm Drains. II. ~ is as follows: Proiect was adverti~.d on Sunday September 15, 1996, and Thursday, September 19, 1996, and bids were publicly opened and read aloud by D. Darwin Roupe, Manager of Supply Management, on Tuesday, October 1, 1996. Three {3) bids were received for this oroiect with S. R. Draper Paving Company submitting the Iow bid in the amount of ~95.292. Honorable Mayor and Members of City Council BID COMMITTEE REPORT 1996 MISCELLANEOUS DRAINAGE PROJECTS October 23, 1996 Page 2 III. Issues in order of importance are as follows: A. Fundino B. Work IV. Alternatives in order of feasibility are as follows: Authorize the City Manaoer to execute a unit orice contract, in a form approved by the City Attorney, with S. R. Draper Paving Company, in the amount of $95.292 with 120 calendar days for completion, with a project contingency of $9.500 for a total of $104.792. Fundirlg is available in the Capital Improvement Reserve Account - Storm Drains (008-052-9575-9176) and may be transferred to the Capital Project Fund Miscellaneous Storm Drainage Projects (008-052-9688- 9003). 2. W rk to correct drainage problems would be accomplished. Do not authorize the City Manaoer to execute a contract with S. R. Draper Paving Company. Fundino would remain in the Capital Improvement Reserve Account - Storm Drains. 2. Work to correct drainage problems would not be accomplished Recommendati~)n is that City Council concur in Alternative A, and take the following specific actions: Authorize the City Manaoer to execute a unit orice contra~;t in a form approved by the City Attorney, with S. R. Draper Paving Company, in the amount of $95.292 with 120 calendar days for completion, with a project contingency of $9.500 for a total of $104.792. Transfer $104.7~ from the Capital Improvement Reserve Account for Storm Drains (008-052-9575-9176) to the Capital Project Fund Miscellaneous Storm Drain Projects (008-052-9688-9003). JGR/kh Attachment: Tabulation of Bids Honorable Mayor and Members of City Council BID COMMITTEE REPORT 1996 MISCELLANEOUS DRAINAGE PROJECTS October 23, 1996 Page 3 City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to the City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of the Revenue 1996 MISCELLANEOUS DRAINAGE PROJECTS PROJECT NO. 6333 Bids were opened by D. Darwin Roupe, Manager, Office of Supply Management, on Tuesday, October 1, 1996, at 2:00 p.m. COMPANY AMOUNT S. R. Draper Paving Company $ 95,292 Breakell, Inc. 98,256 H. & S. Construction Company 119,591 Office of the City Engineer Roanoke, Virginia October 23, 1996 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 October 29, 1996 File #70-217 SANDRA H. EAKIN Deputy City Clerk Raymond E. Jackson, President Raymond E. Jackson Constructors, Inc. 4303 Campbell Avenue Lynchburg, Virginia 24501 Dear Mr. Jackson: I am enclosing copy of Ordinance No. 33168-102396 accepting the bid of Raymond E. Jackson Constructors, Inc., in the amount of $94,852.00, for alterations to Fire Station No. 2, Project 10-96D, 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. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk ~FP:sm .~nc. pc: The Honorable Marsha C. Fielder, Commissioner of the Revenue W. Robert Herbert, City Manager James D. Gdsso, Director of Finance Witbum C. Dibling, Jr., City Attorney William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Coat Technician George C. Snead, Jr., Director, Public Safety James Gdgsby, Chief of Fire and Emergency Medical Services Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Doloras C. Daniels, Assistant to the City Manager for Community Relations Diane S. Akers, Budget Administrator, Office of Management and Budget 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) 981-254I Fax: (540) 224-3145 October 29, 1996 File #70-217-514 SANDRA H. EAKIN Deputy City Clerk J. W. Chdstenbury, Jr., President Acorn Construction, Ltd. P. O. Box 625 Troutville, Virginia 24175 Stanley G. Breakell, President Breakell, Inc. P. O. Box 6414 Roanoke, Virginia 24016 L. D. Johnson, Jr., President Construction Services of Roanoke, Inc. 3812 Concord Place, S. W. Roanoke, Virginia 24018 John J. Jones, Vice-President R. L. Lucas Construction d/bla Lucas Construction 2030 Shenandoah Valley Avenue, N. E. Roanoke, Virginia 24012 Neville A~ Rowland, Secretary Southern Air, Inc. P. O. Box 4205 Lynchburg, Virginia 24502 Gentlemen: I am enclosing copy of Ordinance No. 33168-102396 accepting the bid of Raymond E. Jackson Constructors, Inc., in the amount of $94,852.00, for alterations to Fire Station No. 2, Project 10-96D, 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. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedesoribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of October, 1996. No. 33168-102396. AN ORDINANCE accepting the bid of Raymond E. Jackson Constructors, Inc., for the alterations to Fire Station No. 2, Project 10-96D, 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 Raymond E. Jackson Constructors,/nc., in the total amount of $94,852.00, for the alterations to Fire Station No. 2, ' Project 10-96D, as is more particularly set forth in the October 23, 1996, report to this Council, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the ',d'oresaid 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 full force and effect upon its passage. ATTEST: City Clerk. Mary F. Parker, CMC/AAE City Clerk CITY OF R O/INOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File ft60-70-217 James D. Grlsso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33167-102396 amending and reordaining certain sections of the 1996-97 Capital Projects and General Fund Appropriations, providing for appropriation of $100,000.00, for construction of alterations to Fire Station No. 2, Courtland at Noble Avenue, N. E. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: The Honorable Marsha C. Fielder, Commissioner of the Revenue W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician George C. Snead, Jr., Director, Public Safety James Gdgsby, Chief of Fire and Emergency Medical Services Kit B. Kiser, Director, Utilities and Operations D. Dar~vin Roupe, Manager, Supply Management Dolores C. Daniels, Assistant to the City Manager for Community Relations Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKEt The 23rd day of October, 1996. No. 33167-102396. VIRGINIA AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects and providing for an emergency. WHEREAS, for the usual General Fund Appropriations, and daily operation of the Municipal Government of the city of Roanoke, an emergency exist. THEREFORE, BE IT ORDAINED by the Council is declared to of the City of Roanoke that certain sections of the 1996-97 Capital Projects and General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: CaDit&l Pro~aots Fund Appropriations Public Safety Alterations to Fire Station No. 2 (1) ............. $ 9,661,146 100,000 Gener&l Fund Appropriations Nondepartmental Transfers to Other Funds (2) ...................... Fund Balance Reserved CMERP - City (3) .......................... 1) Appropriated from General Revenue 2) Transfer to Capital Projects Fund (008-052-9695-9003) (001-004-9310-9508) $ 100,000 100,000 $ 54,039,515 2,873,094 $ 6,519,303 3) Reserved CMERP - City (001-3323} $(100,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. October 23, 1996 Council Report No. 96-174 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT ALTERATIONS TO FIRE STATION NO. 2 COURTLAND AT NOBLE AVENUE, N.E. We, the undersigned Bid Committee, hereby submit the attached report and recommend it to you for approval.  pectfully sub~nitted, John H. Parrott, Cha'tr4nan ~George/~. Snead ' ~.~._~J~.~J JHP/LBC/kh Attachment: Tabulation of Bids City Attorney City Clerk Director of Finance Director of Public Works Director of Public Safety Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue Fire Chief October 23, 1996 Council Report No. 96-174 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT ALTERATIONS TO FIRE STATION NO. 2 COURTLAND AT NOBLE AVENUE, N,E. I concur with the Bid Committee recommendation relative to the above project and recommend it to you for appropriate action. Sincerely, W. Robert Herbert City Manager WRH/LBC/kh Attachment: Tabulation of Bids City Attorney City Clerk Director of Finance Director of Public Works Director of Public Safety Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue Fire Chief October 23, 1996 Council Report No. 96-174 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT ALTERATIONS TO FIRE STATION NO, 2 COURTLAND AT NOBLE AVENUE, N,E, Backoround on the subject in chronological order is as follows: Ao Modifications are beino done to upgrade the building's heating and cooling capability, enhancing employee comfort and reducing utility cost. Some modifications will provide for female sleeping and restroom accommodations. B. Proiect consists of the followil3q: Removal of the existino Jalousie windQws in the occupied areas of the fire station and replacing them with energy efficient insulated aluminum windows. Air conditionino occupied spaces on the first and second floor. The existing gas-fired hot water boiler is to remain in operation. 3. Related work as reouired in the contract documents. II. Current situation is as follows: Followina orooer advertisement, bids were oubliclv ooened and read aIQud by D. Darwin Roupe, Manager of Supply Management, on Tuesday, October 8, 1996, at 2:00 p.m. Six {6) bids were received with Raymond E. Jackson Constructors, Inc., submitting the Iow bid in the amount of $94.852 and 60 consecutive calendar days. C. The contract needs to be executed. III. Issues A. in order of importance are as follows: Compliance of the bidders with the reouirements of the contract documents for biddino Honorable Mayor and Members of City Council BID COMMITTEE REPORT ALTERATIONS TO FIRE STATION NO. 2 October 23, 1996 Page 2 Amount of the Iow bid Fundino for the oroiect Ti f I ' IV. Alternatives in order of feasibility are as follows: Award a lump sum contract to Raymond E. Jackson Constructors, Inc., in the amount of .~ and 60 consecutive calendar days to perform the alterations to Fire Station No. 2, in accordance with the contract documents as prepared by the Office of the City Engineer. Compliance of the bidders with the reouirements of the contrail ~[9~E~[~[j~ we r e met. 2. Amount of the Iow bid is acceptable. 3. Fundino for the Droiect is available in the previous year's CMERP Fund. ~3~ of 60 consecutive calendar days is acceptable. The contractor has informed the City Engineer that there is an eleven week delivery date for the window shop drawing approval and manufacture of the windows. The construction time of 60 consecutive calendar days will start with the delivery date of the windows. B. ~ and do not award a contract at this time. Comoliance of the bidders with the reouirements of the contra(,[ documents for biddinq would not be an issue. Amount of the Iow bid would probably increase when rebid at a later date. 3. Fundina for the oroie~t would not be encumbered at this time. 4. Tm f I ' for this project would be extended. Recommendatiq)n is as follows: City Council concur in alternative "A" and take the following specific actions: Honorable Mayor and Members of City Council BID COMMITTEE REPORT ALTERATIONS TO FIRE STATION NO. 2 October 23, 1996 Page 3 Authorize the Citv Manager to enter into a contractual aoreem~r,l, in form approved by the City Attorney, with Raymond E. Jackson Constructors, Inc,, to perform the Alterations to Fire Station No. 2, Project No. 10-96D, Bid No. 96-9-20, in accordance with the contract documents as prepared by the Office of the City Engineer in the amount of .~ and 60 consecutive calendar days. AoDroDriate the following funding from previous year's CMERP account to a new Capital account entitled Alterations to Fire Station No. 2, as follows: Contract Amount Project Contingency 94,852 5,148 00.000 Reject the other bids received LBC/kh Attachment: Tabulation of Bids City Attorney City Clerk Director of Finance Director of Public Works Director of Public Safety Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue Fire Chief ALTERATIONS TO FIRE STATION NO. 2 COURTLAND AT NOBLE AVENUE, N.E. ROANOKE, VIRGINIA PROJECT NO. 10-96D BID NO. 96-9-20 Bids were opened by D. Darwin Roupe, Manager, Office of Supply Management, on Tuesday, October 8, 1996, at 2:00 p.m. NO. OF BIDDER LUMP SUM DAYS BOND Raymond E. Jackson Constructors, Inc. $ 94,852 60 Yes Breakell, Inc. 94,965 1 O0 Yes Construction Services of Roanoke, Inc. 102,510 120 Yes Acorn Construction, Ltd. 111,700 90 Yes R. L. Lucas Construction 112,107 100 Yes DBA Lucas Construction Southern Air, Inc. 113,606 180 Yes Estimated Cost: $85,000 to $95,000 Office of the City Engineer Roanoke, Virginia October 23, 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 October 29, 1996 File #144-253 SANDRA H. EAKIN Deputy City Clerk John R. Hubbard Chief Executive Director Roanoke Valley Resource Authority 1020 Hollins Road, N. E. Roanoke, Virginia 24012 Dear Mr. Hubbard: I am enclosing copy of Resolution No. 33169-102396 authorizing Articles of Amendment to the Roanoke Valley Resource Authority Articles of Incorporation and an Amendment to the Roanoke Valley Resource Authority Members Use Agreement to authorize the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services. The aboveraferanced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm ERC. pc: Mary H. Allen, Clerk, Roanoke county Board of Supervisors, P. O. Box 29800, Roanoke, Virginia 24018-0798 Carolyn S. Ross, Clerk of Council, Town of Vinton, P. O. Box 338, Vinton, Virginia 24179 Carolyn Wagner, Secretary, Roanoke Valley Resource Authority, 1020 Hollins Road, N. E., Roanoke, Virginia 24012 W. Robert Herbert, City Manager James D. Gdsso, Director of Finance Wilbum C. Dibling, Jr., City Attorney Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of October, 1996. No. 33169-102396. A RESOLUTION authorizing Articles of Amendment to the Roanoke Valley Resource Authority Articles of Incorporation and an Amendment to the Roanoke Valley Resource Authority Members Use Agreement to authorize the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services. WHEREAS, the Board of Supervisors of Roanoke County, Virginia, ("County"), the Council of the Town of Vinton, Virginia ('Town'), and the Council of the City of Roanoke, Virginia, ('City') have determined that it is in their best interests to amend the Articles of Incorporation of the Roanoke Valley Resource Authority ('Authority") and the Roanoke Valley Resource Authority Member Use Agreement to authorize the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services, pursuant to the provisions of the Virginia Water and Sewer Authorities Act, Chapter 28, Title 15.1, Code of Virginia (1950), as amended, ('Act"); and, WHEREAS, the Board of Supervisors of Roanoke County, Virginia, the Council of the Town of Vintou, Virginia, and the Council of the City of Roanoke, Virginia, do by concurrent resolutions provide for amendment of the Authority's Articles of Incorporation to authorize the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services pursuant to the Act; and, WHEREAS, a public hearing has been held in accordance with the requirements of the Act, including, without limitation, sections 15.1-1243, 15.1-1244, and 15.1-1250(o); and, WHEREAS, the Roanoke Valley Resource Authority has, by resolution, expressed its consent to the aforesaid amendments. NOW, THEREFORE, BE IT RESOLVED as follows: 1. The proper officials are authorized to execute and attest, in form approved by legal counsel, an amendment to the Roanoke Valley Resource Authority Members Use Agreement authorizing the Authority to engage in or provide for commercial and/or residential ga~oage and refuse collection activities or services. 2. The authorization of the Authority to engage in or provide for commercial and/or residential collection activities or services pursuant to the Act is hereby approved, and the Articles of Amendment of the Roanoke Valley Resource Authority sets forth and specifies this additional authority. 3. The Articles of Amendment of the Roanoke Valley Resource Authority are as follows: ARTICLES OF AMENDMENT ROANOKE VALLEY RESOURCE AUTHORITY The Board of Supervisors of Roanoke County, the Town Council of the Town of Vinton, and the Council of the City of Roanoke have by concurrent resolution adopted the following amendments to the Articles of Incorporation of the Roanoke County Resource Authority of Virginia, pursuant to the Virginia Water and Sewer Authorities Act (chapter 28, Title 15.1, 1950 Code of Virginia, as amended) ("Actw) L The Articles of Incorporation shall be amended by striking out ARTICLE I and substituting the following: The name of the Authority shall be the Roanoke Valley Resource Authority and the address of its principal office is 1020 Hollins Road, Roanoke, Virginia 24012. IT. ARTICLE II of the Articles of Incorporation shall continue to read as follows: The names of the incorporating political subdivisions are the County of Roanoke, Virginia; the City of Roanoke, Virginia; and the Town of Vinton, Virginia. The County of Roanoke, the City of Roanoke, and the Town of Vinton, as the incorporating political subdivisions, hereby acknowledge, covenant, and agree that these Articles of Incorporation shall not be further amended or changed without the express agreement of each of the governing bodies of each of the incorporating political subdivisions. Neither of the following actions shall he taken or permitted to occur by the Authority without the consent of the City of Roanoke and the County of Roanoke as expressed by the affirmative vote of all City and County representatives on the Authority: (1) Any change in the terms or conditions of design or operation of the Transfer Station located in the City of Roanoke as set forth in the Solid Waste Transfer Facility Design Criteria, dated March 19, 1991, and the Solid Waste Transfer Facility Operating Criteria, d~t~xi May 21, 1991, as approved by the Roanoke City Planning Commission on June 5, 1991, and the Part A and Part B applications for the Transfer Station as approved by the Commonwealth of Virginia, or any expansion or modification thereof or use by any persons or entities other than City, County, or Town; (2) Any change in the terms and conditions of the design or operation of the Landfill located in Roanoke County as set forth in the special use permit and the Landfill Permit Conditions and Operating Policies, Action 62789-10 and Resolution 62789-12, each dated June 27, 1989, and the Part A and Part B applications for the Landfill as approved by the Commonwealth of Virginia. Since the Landfill and Transfer Station are scarce and valuable resources, and because the incorporating political subdivisions have a common interest in insuring that thc Landfill is utilized in the best possible and most efficient manner, the incorporating political subdivisions agree that Authority membership and operation and use and operation of the Transfer Station and Landfill shall be governed by the terms and conditions of the Roanoke Valley Resource Authority Members Use Agreement ("Use Agreement") dated October 23, 1991. IH. The Articles of Incorporation shah be amended by striking out ARTICLE Ill and substituting the following: The names, addresses, and terms of office of the members of the Board of the Roanoke Valley Resource Authority (*Authority') are as follows: Diane Hyatt 2. B. Clayton Goodman, III P.O. Box 338 Vinton, VA 24179 w o Kit B. Kiser Bittle W. Porterfield, III William J. Rand, HI Allan C. Robinson, Jr. Katherine Schefsky P. O. Box 29800 Roanoke, VA 24018 215 Church Avenue, $.W. Roanoke, VA 24011 2436 Cornwallis Avenue Roanoke, VA 24014 P. O. Box 29800 Roanoke, VA 24018 4819 Buckhorn Road Roanoke, Virginia 24014 8385 Bradshaw Road Salem, VA 24153 4 yrs - exp. 12/31/98 4 yrs - exp. 12/31/99 3 yrs - exp. 12/31/97 4 yrs - exp. 12/31/99 4 yrs - exp. 12/31/99 4 yrs - exp. 12/31/97 4 yrs - exp. 12/31/97 The terms of office of each of the members shall become effective on the date of issuance of a certificate ofjoinder for the Authority by the State Corporation Commission in accordance with the provisions of Section 15.1-1248 of the Act. The governing body of each participating political subdivision shall appoint the number of members, who may be members of the governing body, set forth opposite its name below: County of Roanoke - four City of Roanoke - two Town of Vinton - one It being the intention of these Articles that the governing body of the County of Roanoke shall always appoint a majority of the members, whenever an additional political subdivision shall join the Authority, such governing body shall be entitled to appoint one or more additional members in order to maintain such majority. Initially, the governing body of the County of Roanoke shall appoint one member for a four-year term, one member for a three-year term, and two members for a two-year term. Initially, the governing body of the City of Roanoke shall appoint one member for a four-year term and one member for a three-year term. Initially, the governing body of the Town of Vinton shall appoint one member for a four-year term. After the initial terms, each member shall be appointed for a four-year term or until his successor is appointed and qualified. Any additional members appointed by the County of Roanoke to maintain its majority pursuant to the foregoing paragraph shall also be appointed for four-year terms. The governing body of each political subdivision shall be empowered to remove at any time, without cause, any member appointed by it and appoint a successor member to fill the unexpired portion of the removed member's term. Each member may be reimbursed by the Authority for the amount of actual expenses incurred by him in the performance of his duties. IV. The Articles of Incorporation shall be amended by striking out ARTICLE IV and substituting the following: The purpose for which the Authority is to be formed is to exercise all the powers granw, d to the Authority to acquire, finance, construct, operate, manage and maintain a garbage and refuse collection and disposal system and related facilities pursuant to the Act. For purposes of these Articles, and any contracts or documents entered into on behalf of Authority, Ngaffoage and refuse collection and disposal system and related facilities' shall mean collection and disposal of garbage and refuse at and through a transfer facility owned and operated by the Authority and the associated landfill or disposal operations and including the authority to engage in or provide for residential and/or commercial garbage and refuse collection activities or services. The Authority shall contract with the County of Roanoke, the City of Roanoke, and the Town of Vinton to furnish garbage and refuse collection and disposal services upon identical terms and conditions including the same schedule of service rates, fees and charges of all types which shall be uniformly applicable to such political subdivisions. Subject to the terms of the Use Agreement, the Authority may contract with other political subdivisions to furnish garbage and trash disposal services upon such terms and conditions as the Authority shall determine. The Authority may contract to make host locality payments to Roanoke County and Roanoke City to compensate the County and City in consideration of location of facilities within their communities. It is not practicable to set forth herein information regarding preliminary estimates of capital costs, proposals for specific projects to be undertaken, or initial rates for the proposed projects. V. ARTICLE V of the Articles of Incorporation shall continue to read as follows: The Authority shall serve the County of Roanoke, the City of Roanoke, the Town of Vinton and, to the extent permitted by the Act and by thc terms of these Articles and the Use Agreement, such other public or private entities as the Authority may determine upon the terms and conditions established pursuant to such contracts. VI. ARTICLE VI of the Articles of Incorporation shall continue to read as follows: The Authority shall cause an annual audit of its books and records to be made by the State Auditor of Public Accounts or by an independent certified public accountant at the end of each fiscal year and a certified copy thereof to be filed promptly with the governing body of each of the incorporating political subdivisions. 4. A copy of the Roanoke Valley Resource Authority Members Use Agreement is available for inspection in the Office of the Town Manager, Vinton Municipal Building, Office of the Clerk to the Board, Administration Center, and Office of the City Clerk, Room 456, Municipal Building. 5. This resolution shall take effect immediately upon its adoption ATTEST: City Clerk. OPEN LETTER TO THE ROANOKE CITY COUNCIL Dear City Councilmembers: On October 23, 1996, you may be voting on a resolution deciding whether or not to allow the Roanoke Valley Resource Authority (a publicly funded entity) to enter the business of providing commercial waste collection services. Currently, these sendces are being provided effectively and efficiently by the private sector within a thrimg, competitive marketplace. We believe it is bad public policy to allow public dollars to subsidize the Roanoke Valley Resource Authority getting into the business of commercial waste collection. How many times have we seen governments get into business and fail? And at taxpayer expense. Fortunately, the All-American city of Roanoke has up until now seen fit not to enter into this business. The risk of tax revenue loss to the city of Roanoke is great. The competitive private sector provides a substantial tax base for the region that we cannot afford to lose. This proposal before you is anti-business and anti-taxpayer. Please vote to keep the government managing the government and leave business alone. PLEASE VOTE AGAINST TillS RESOLUTION AND FOR THE CITIZENS OF ROANOKE Sincerely, John D. Walrond President Shenandoah Auto Parts, Inc. M. Bright Owner Bright Images Beauty Salon Jeffery J. Winslow President Yes, Roanoke, Inc. T/A Yard Equipment Service James C. Davis Chief Executive Officer Transformer/Electric Company, Inc. Ronald E. Daugherty President Kennett & Kennett PC Anita Phillips President American Financial Corporation of Virginia Dave Wineman Richard Graham Manager Earl Scheib Auto Paint Kenneth L. Carter Branch Manager Central Wholesale Supply Joan Catron James M. Tabor, Jr. President Comfort Services, Inc. Paul E. Hoiden Branch Manger Yellow Freight Andy Shumate Store Manager Phar-Mar Chris W. Dreyer President B&K Auto Service, Inc. Robert G. Bowers President TTR, Inc. T/A The Tax Depot & Ken's Trains Edward C. Lee President Maaco Auto Painting & Bodyworks S. Jack Conner President S.J. Conner & Sons, Inc. Diana L. Setters Ralph K. Smith President Ralph Smith, Inc. James Bowman President Truck & Industrial Supply, ln~ R.N. Steele President Vogue Cleaners & Laundry Frances G. Gray Assistant to the President Vogue Cleaners & Laundry Thomas Ripley Vice President & Co-Owner Rip-Tex Winfred Moore President Roanoke Printing Company, Inc. David Robertson Appraiser Commonwealth Appraisal Co. Robert E. Zimmerman Owner Roanoke Electrical Supply MARY E PAR~ER, C2~C/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 Depur/City Clerk October 16, 1996 File #144-253 John R. Hubbard Chief Executive Director Roanoke Valley Resource Authority 1020 Hollins Road, N. E. Roanoke, Virginia 24012 Dear Mr. Hubbard: At a regular meeting of the Council of the City of Roanoke held on Monday, October 7, 1996, Council voted to reconsider a previous vote of the Council on Monday, September 16, 1996, with respect to a Resolution autt~'izing Articles of Amendment to the Roanoke Valley Resource Authority Articles of Incorporation and an Amendment to the Roanoke Valley Resource Authority Members Use Agreement to authorize the Authority to engage in or to provide for commercial and/or residential garbage and refuse collection activities or services. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm John R. Hubbard Chief Executive Director Roanoke Valley Resource Authority October 16, 1996 Page 2 pc: Mary H. Allen, Clerk, Roanoke County Board of Supervisors, P. O. Box 29800, Roanoke, Virginia 24018-0798 Carolyn Wagner, Secretary, Roanoke Valley Resource Authority, 1020 Hollins Road, N. E, Roanoke, Virginia 24012 Carolyn S. Ross, Clerk of Council, Town of Vinton, P. O. Box 338, Vinton, Virginia 24179 W. Robert Herbert, City Manager James D. Grisso, Director of Finance Wilbum C. Dibling, Jr., City Attorney Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works 0CT-04-1996 13:27 UITRAMON UIRGINIA 1 548 342 8652 ¥;T;~ANK)N ING'OIqPOSATED! P.O. 80X 1178~f 80A~K)~(~. PHONE (?03) 9~-~OW FAX U031 10-7~-96 Misc., Council,CMgr, ^ co.,^.Y 0F CAtty, DOF, Press Po~i/OI October 4, 1996 Roanoke City Council Room 456 215 Church Ave. Roanoke, VA 240ii Dear City Council Members: I would like to commend your vote of September 16, 1996 denying a resolution that would amend the Roanoke Valley Resource Authority charter to allow it to pick up commercial trash. I believe that private haulers are providing ef£icient service in a competitive environment and I am skeptical that the local government could provide this service cost effectively. Public pickup of commercial trash is extremely rare, and it appears that most communities understand this is not a natural extension of government services. I do understand the need to increase the tonnage over which the fixed costs of our transfer station are amortized. However, if a private hauler can dispose of their trash outside our area at less cost, there may be a long term benefit to this - increasing the life of our current landfill. Again, thank you for your vote on this matter. Best Regards, Dgsr Plant Manager SRD/sgm TOTAL p. 01 0CT-04-1996 13:57 i 540 ~42 8658 ~6% P.81 August 5, 1996 Report No. 96-325 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Amendments to Founding Documents to Permit the Roanoke Valley Resource Authority to Engage in Solid Waste Collection I. Background: Revenue needed to offset operating and capital cost for the Roanoke Valley Resource Authority (RVRA) is generated solely from the collection of tipping fees. If there is insufficient solid waste or the tipping fees are too low, the RVRA would incur a deficit. The FY 96-97 budget projects $10~282~455 in revenue from 187,000 tons of sol~d waste (including 104,700 tons of commercially generated waste.) A deficit in revenues versus expenses would be an obligation for the founding jurisdictions, namely, Roanoke City, Roanoke County, and the Town of Vinton. Commercially provided landfill space has become more available in recent months as private companies have been successful in obtaining operating permits for these large commercial landfills. Commercial landfills also need a certain volume of solid waste to pay for the operating and capital cost of their landfills. A method of controllinq the end destination of solid waste is to be the collection agency that picks up the solid waste. Nationally known private haulers have entered the local market in recent months, buying up smaller private haulers and becoming more and more in a position to justify some form of long distance transportation method to divert the solid waste they collect and transport that is now going to RVRA to a distant private landfill. Authority to compete for solid waste collection via establishing a collection operation is being sought by RVRA in accordance with the attached April 8, 1996 and June 21, 1996 letters from RVRA Executive Director John Hubbard. Honorable Mayor and City Council August 5, 1996 Page 2 Several steps would have to be undertaken by both the RVRA and the founding jurisdictions, including public hearings, prior to the RVRA being able to engage in this activity. Amendments to the Authority's Charter and the Member Use Agreement, being requested hereby, are the first steps to this process. A Public Hearinq is required to amend the founding documents, as was required for the initial approval of these documents. Public Hearing requires at least 30 days notice. II. Issues: A. Ability to compete B. Need to stabilize solid waste volume C. Tipping fees D. Deficit prevention III. Alternatives: Council schedule a Public Hearing to consider approval of the amendments, in a form acceptable to the City Attorney, to the RVRA's Charter and Members Use Agreement as a first step to permitting the Authority to engage in solid waste collection. Ability to compete for commercial solid waste collection will be initiated. Need to stabilize solid waste volume will be shown. Tipping fees of economical range will be supported. 4. Deficit prevention will be sought. B. Council refrain from approving the proposed amendments. 1. Ability to compete will not be initiated. Need to stabilize solid waste volume will linger as a pending problem. Honorable Mayor and City Council August 5, 1996 Page 3 3. Tipping fees may escalate greatly. 4. Deficit prevention may be impossible. IV. Recommendation: Council schedule a public hearing to consider the adoption of the attached resolution authorizing amendments to the RVRA's Charter and Member Use Agreement in accordance with Alternative "A". Respectfully submitted, W. Robert Herbert City Manager WRH:KBK:afm Attachments cc: John R. Hubbard, Executive Director, RVRA Elmer C. Hodge, Roanoke County Administrator B. Clayton Goodman, III, Vinton Town Manager Bittle W. Porterfield, III, RVRA Member Kit B. Kiser, Vice Chairman, RVRA Wilburn C. Dlbling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director of Public Works ROANOKE VALLEY RE: Cjt vLa_na r's O fice April 8, 1996 B. Clayton Goodman, III, Town Manager Town of Vinton P.O. Box 338 Vinton, VA 24179 W. Robert Herbert, City Manager City of Roanoke 215 Church Avenue Roanoke, VA 24011 Elmer C. Hodge, County Administrator County of Roanoke P.O. Box 29800 Roanoke, VA 24018 Dear Gentlemen: Re: Diversion of Commercial Waste As you know, pursuant to its organizing documents, the Roanoke Valley Resource Authority ("Authority") accepts solid waste for disposal but is not permitted to engage in collection activities. Currently, residemial waste is collected by the Authority's Charter Member jurisdictions. Commercial waste is collected by private haulers. Commercial waste constitutes over 50% of the Authority's total waste flow and accounts for more than half of the Authority's revenues. The revenue from commercial waste collected by private haulers and disposed of at Authority facilities is critical to the Authority's finances and helps secure paymeat of the revenue bonds issued by the Authority in 1992 to finance construction of the Transfer Station and the Smith Gap Landfill. Over tim past few years, the Authority has kept the jurisdictiom informed of the possibility that one or more private haulers could divert the flow of commercial waste by Uamporting and disposing of the waste at private landfills located outside the Roanoke Valley. The Authority has identified possible methods of addressing the diversion threat, including support for federal legislation to authorize local governments to control the flow of local waste. As you are aware, recent state and federal court cases have severely restricted flow control and the United States Congress is not likely to act on authorizing legislation in the near future. 1020 Hollins Road Roanoke, Virginia 24012 (540) 857-5050 Fax (540) 857-5056 B. Clayton Goodman, ~I, Town Manager W. Robert Herbert, City Manager Elmer C. Hodge, County Administrator April 8. 1996 Page 2 To date, the Anthority's disposal fees and the actual amount of solid waste received by the Authority for disposal have remained well within bond projections. Recent developments, however, have caused new concern that one or more private haulers might divert the commercial waste that they collect. Such a diversion of the commercial waste flow could significantly impair the Authority's ability to meet its obligations under the revenue bonds and could have a direct financial impact on the Charter Member jurisdictions. If diversion does occur, one possible avenue for 'the jurisdictions and\or the Authority would be to provide for the collection of commercial refixse. The Authority believes that it would be prudent for the jurisdictions and/or the Authority to be prepared to consider enu~ into the market of providing collection service for commercial waste. This service could compete directly with the private collection companies. Therefore, the. AuthorRy ha~ authorized m~ to ~ ~ ~ ~r Mem~ j~om ~ove ~ ~ ~ A~'s ~ ~ ~ M~ Um A~nt ~it ~ au~ ~ ~, ff ~, m ~a~ ~ ~ for ~ ~ ~,,~,~ ~ ~ ~ ~H~. A ~ ~ ~lud~g pro~s~ ~icles of ~en~ent to ~c Au~ofi~'s ~cles of ~o~mtion, ~ we~ ~ a ~R ~e~ent to Me~r U~ A~m ~ e~lo~ for yo~ review. You sh~d ~ aw~ ~t ~ ~ ce~ pr~al requ~emen~ ~t mint ~ met ~fore ~ ~e~en~ c~ ~ completed. On behalf of the Authority, we sincerely appreciate your consideration of this matter. I would be pleased to discuss this ma~er with you and/or members of your governing body at your earliest convenience. jrh enclosures cc: Members, Roanoke Valley Resource Authority Mark Allan Williams, General Counsel Chief Executive Officer ROANOKE VALLEY RESOURCE AUTHORITY June 21, 1996 Mr. Bob Herbert, City Manager City of Roanoke 215 Church Avenue 24011 Roanoke, VA 24011 Mr. Elmer Hodge, County Administrator County of Roanoke 5204.Bernard Drive Roanoke, VA 24018 Mr. B. Clayton Goodman, III Town Manager, Town of Vinton P.O. Box 338 Vinton, VA 24179 Dear Gentlemen: I have received your letters of support for amending the Members Use Agreement and the Authority's Charter allowing the collection of commercial waste. Each of you have also requested that residential collection be included. Since the receipt of your letters the Authority has drafted amendments to each document that include both commercial and residential collection. These amendments have been forwarded to your respective legal counsel for their review and comment. Upon receipt of any comments the Authority's attorney will fil~nliT~ the documents and forward to you for action. The amendments will place the Authority and the local governments in a position to proceed with the necessary public hearings and adoption of the appropriate ordinances. If you have any questions plea.se let me know. Sincerely, Chief Executive Officer J I/mej 1020 Hollins Road Roanoke, Virginia 24012 (540) 8S7-5050 Fax (540) 857-5056 DRAFT RES. FOR ARTICLES OF AMENDMF~NT 5-23-96 PAGE 1 A RESOLUTION AUTHOPJ7~qG ARTICLES OF AMENDMENT TO THE ROANOKE VALLEY RESOURCE AUTHORITY ARTICLES OF INCORPORATION AND AN ~MENT TO TH~ ROANOKE VALLEY RESOURCE AUTHORITY MEMBERS USE AGReeMENT TO AUTHORIZE THE AUTHORITY TO ENGAGE IN OR PROVIDE FOR COMMERC~ AND/OR RESIDENTIAL GARBAGE AND REFUSE COLLECTION ACTIVITIES OR SERVICES. Whereas the Board of Supervisors of Roanoke County, Virginia, ("County"), the Council of the Town of Vinton, Virginia ('Town'), and the Council of the City of Roanoke, Virginia, ("City") have determined that it is in their best interests to amend the Articles of Incorporation of the Roanoke Valley Resource Authority ("Authority") and the Roanoke Valley Resource Authority Member Use Agreement to authorize the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services, pursuant to the pwvisions of the Virginia Water and Sewer Authorities Aa, Chapter 28, Title 15. I, Code of Virginia (1950), as amended, ("Act"); and, Whereas, the Board of Supervisors of Roanoke County, Virginia, the Council of the Town of Vinton, Virginia, and the Council of the City of Roanoke, Virginia, do by concurrent resolutions provide for amendment of the Authority's Articles of Incorporation to authorize the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services pursuant to the Act; and, Whereas, a public hearing has been held in accordance with the requirements of the Act, including, without limitation, sections 15.1-1243, 15.1-1244, and 15.1-1250(o); and, Whereas, the Roanoke Valley Re~urce Authority has, by resolution, expressed its consent to the aforesaid amendments. NOW, TKER.EFORE, BE IT RESOLVED as follows: I. The proper officials are authorized to execute and attest, in form approved by legal counsel, an amendment to the Roanoke Valley Resource Authority Members Use Agreement authorizing the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services. 2. The authorization of the Authority to engage in or provide for commerdal and/or residential collection activities or services pursuant to the Act is hereby approved, and the Articles of Amendment of the Roanoke Valley Resource Authority sets forth and specifies this additional DRAFt RES. FOR ARTICLES OF AMENDMENT 5-23-96 PAGE 2 authority. 3. The Articles of Amendment of the Roanoke Valley Resource Authority are as follows: ARTIC! .l~.~ O]: AM~.N'DM~NT RC)ANC)IC~ VAI.I.]:.¥ I?!~_~C~II'RC~ AIITI4Ol~IWy The Board of Supervhors of Roanoke County, the Town Council of the Town of Vinton, and the Council of the City of Roanoke have by concurrent resolution adopted the following amendments to the Articles of Incorporation of the Roanoke County Resource Authority of Virginia, pursuant to the Virginia Water and Sewer Authorities Act (chapter 28, Title 15.1, 1950 Code of Virginia, a.s amended) (*Act~) I. The Articles of Incorporation shall be amended by striking out ARTICLE I and. substituting the following: The name of the Authority shall be the Roanoke Valley Resource Authority and the address of its principal office is 373~ ~,,~,,b:~,~ A,~,,,~, ~ Roanoke, Virginia ~ H. ARTICLE H of the Articles of Incorporation shall continue to read a~ follows: The names of the incorporating political subdivisions are the County of Roanoke, Virginia; the City of Roanoke, Virginia; and the Town of Vinton, Vh~i~ia. The County of Roanoke, the City of Roanoke, and the Town of Vinton, as the incorporating political subdivisions, hereby acknowledge, covenant, and agree that these Articles of Incorporation shall not be further amended or changed without the express agreement of each of the governing bodies of DRAFT RES. FOR ARTICLES OF AI~I:~NDIVIF_2~FF 5-23-96 PAGE 3 each of the incorporating political subdivisions. Neither of the following actions shall be taken or 'permitted to occur by the Authority without the consent of the City of Roanoke and the County of Roanoke as expressed by the affirmative vote of ail City and County representatives on the Authority: (1) Any change in the terms or conditions of design or operation of the Transfer Station located in the City of Roanoke as set forth in the Solid Waste Transfer Facility Design Criteria, dated March 19, 1991, and the Solid Waste Transfer Facility Operating Criteria, dated May 21, 1991, as approved by the Roanoke City Planning Commission on Sune 5, 1991, and the Pa~t A and Part B applications for the Transfer Station as approved by the Commonwealth of Virginia, or any expansion or modification thereof or use by any persons or entities other than City, County, or Town; (2) Any change in the terms and conditions of the design or operation of the Landfill located in Roanoke County as set forth in the special use permit and the Landfill Permit Conditions and Operating Policies, Action 62789-10 and Resolution 62789-12, each dated June 27, 1989, and the Part A and Part B applications for the Landfill as approved by the Commonwealth of Virginia. Since the Landfill and Transfer Station ~ scarce and valuable resource-% and because the incorporating political subdivi.~ions have a common interest in insuring that the Landfill is utilized in the best possible and most efficient manner, the incorporating political subdivisions agree that Authority membership and operation and use and operation of the Transfer Station and Landfill shali be governed by the terms and conditions of the Roanoke Valley Resource Authority Members DRAFT RES. FOR ARTICLES OF AMI:~NDMENT 5-23-96 PAGE 4 Use Agreement ('Use Agreement") dated October 23, 1991. III. The Articles of Incorporation shnll be amended by striking out ARTICLE HI and substituting the following: The names, addresses, and terms of office of the members of the Board of the Roanoke VaLley Resource Authority ("Authority") are as follows: Nnm~ Add'r~,~ Tt~vn of 1. Diane Hyatt 2. B. Clayton Goodman, HI . 3. Kit B. Kiser 4. Bittle W. Porterfield, 1TI 5. William $. Rand, HI 6. Allan C. Robinson, Ir. 7. Kathe~'ine Schefsky The terms of office of ea~ of the members shall become effective on the date of issuance of a certificate ofjoinder for the Authority by the State Corporation Commission in accordance with the provisions of Section 15.1-1248 of the Act. The governing body of each participating political subdivision shall appoint the number of members, who may be members of the governing body, set forth opposite its name below: County of Roanoke - four City of Roanoke - two DRAFT RES. FOR ARTICLES OF AMENDNf~NT 5-23-96 PAGE 5 Town of Vinton - one It being the intention of these Articles that the governing body of the County of Roanoke shall always appoint a majority of the members, whenever an additional political subdivision shall join the Authority, such governing body shall be entitled to appoint one or more additional members in order to maintain such majority. Initially, the governing body of the County of Roanoke shall appoint one member for a four-year term, one member for a three-year term, and two members for a two-year term. Initially, the governing body of the City of Roanoke shall appoint one member for a four-year term and one member for a three-year term,. Initially, the governing body of the Town of Vinton shall appoint one member for a four-year term. After the initial terms, each member shall be appointed for a four-year term or until his successor is appointed and qualified. Any additional membe~ appointed by the County of Roanoke to maintain its majority pursuant to the foregoing paragraph shall also be appointed'for four-year terms. The governing body of each political subdivision shall be empowered to remove at any time, without cause, any member appointed by it and appoint a successor member to fill the unexpired portion of the removed member's term. Each membe~ may be reimbursed by the Authority for the mount of actual expenses incurred by him in the performance of his dut/es. IV. The Articles of Incorporation shall be amended by slriking out ARTICLE IV and substituting the following: The purpose for which the Authority is to be formed is to exercise all the powers granted to the Authority to acquire, finance, conslruct, operate, manage and maintain a garbage and refuse DRAFT RES. FOR ARTICLES OF AlV~N'DMENT 5-23-96 PAGE 6 collection and disposal system and related facilities pursuant to the Act. For purposes of these Articles, and any contracts or documents entered into on behalf of Authority, "garbage and refuse collection and disposal system and related facilities" shall mean collection and disposal of garbage and refuse at and through a transfer facility own~l and operated by the Authority and the ~i~collecuon aeUvmes or services. The Authority shall contract with the County of Roanoke, the City of Roanoke, and the Town of Vinton to furnish garbage and refus and disposal services upon identical terms and conditions including the same seheduh ~. rates, fees and charges of all types which shall be uniformly applicable to subdivisions. Subject to the t~ms of the Use Agr~emont, the Authority may contrae~ political subdivisions to furnish garbage and trash disposal services upon such terms an¢ as the Authority shall clem'mine. The Authority may contract to wak~- host locality payments to Roanoke County and Roanoke City to eompev~a,~, the County and City in consideration of location of facilities within their communities. It is not practicable to set forth herein information regarding preliminary estit~a~ of capital eom, proposals for specific projects to be undertaken, or initial rates for the propo~ projects. V. ARTICLE V of the Articles of Incorporation shall continue to read as follows: The Authority shall serve the County of Roanoke, the City of Roanoke, the Town of Vinton and, to the extent permitted by the Act and by the terrain of these Articles and the Use Agreement, such other public or private entities as the Auth~)rity may determine upon the terms DRAFt RES. FOR ARTICLES OF AMENDlW~NT 5-23-96 PAGE 7 and conditions established pursuant to such contracts. VI. ARTICLE VI of the Articles of Incorporation shall continue to read as follows: The Authority shall cause an annual audit of its books and records to be made by the State Auditor of Public Accounts or by an independent certified public accountant at the end of each fiscal year and a certified copy thereof to be filed promptly with the governing body of each of the incorporating political subdivisions. 4. A copy of the Roanoke Valley Resource Authority Members Use Agreement is available for inspection in the Office of the Town Manager, Vinton Municipal Building, Office of the Clerk to the Board, Administration Center, and Office of the City Clerk, Room 456, Municipal Building. 5. This resolution shall take effect immediately upon its adoption. C:\WI~ 1 WII.~5~OIDI~LLWII -P-q~aLOWO4TR~,RTICL~.AMD DRAFT A.MI=.NDlV~.NT TO USE AGREEM~.NT 5-23-96 PAGE 1 SECOND AMENDMI~NT TO ROANOKE VALLEY RESOURCE AUTHORITY MEMBERS USE AGRER~NT THIS SECOND AMENDIV~.NT TO ROANOKE VALLEY RESOURCE AUTHORITY MEMBERS USE AGRK~MENT (the "Second AmendmentS.) is made as of 1996, by and among the ROANOKE VALLEY RESOURCE AUTHORITY, as successor to the Roanoke County Resource Authority (the "Authority"), the COUNTY OF ROANOKE, VIRGINIA (the "County"), the CITY OF ROANOKE, VIRGINIA (the "City') and the TOWN OF VINTON, VIRGINIA (the "Town"); each of which are political subdivisions of the Commonwealth of Virginia. RECITALS WI~-REAS, the parties hereto entered into the Roanoke Valley Resource Authority Members Use Agreement dated October 23, 1991, as amended by First Amendment dated as of June 1, 1992, (the "Membem Use Agreement") under which the Authority a_greed__ to acquire, construct and equip a regional waste disposal system consisting of a landfill and transfer station and related structures and equipment (the 'System"), and to provide financing therefor in order to dispose of all novJ~rdous solid waste delivered to the System by or on behalf of the County, the City and the Town (collectively, the 'Charter Members'). WHEREAS, the Authority and tb.e County, City, and Town desire to amend the Members Use Agreement to pennit the Authority to engage in or provide for commercial and/or residential garbage and refuse collection activities or services. DP. AFt A/V/F~DM~NT TO USE AG~ $-23-96 PAGE 2 NOW, TI-IEREFORE, in consideration of the foregoing, the Authority and the County, City, and Town, covenant and agree as follows: 1. r'xe. finifinn,. The capjmli?e~d terms in this Second Amendment have the meanings given to them in the Members Use Agreement unless othen~ise defined. 2. Am~ndmt,nt o~e R~tlnn ~ ~ nf K4~.mh~rs II~ A~r~"~m~nt, Section 2.2 of the Members Use Agreement is hereby mended by $~lcing out current Section 2.2 in its entirety and substituting the following: Section 2.2 A.r~. lit,-~hili~: Am~ndm~t~ The Authority and Users covenant and agree that except as stated herein the terms, conditions and requirements contained in this Agreement shall apply equally to each Charter Member User and further coveamnt and agree that this Agreement, the Articles of Incorporation, and B. ylaws, shall not be amended or changed in any way without the consent of Authority and the consent of the governing body of each Charter Member User. The parties hereto further covenant and agree that the Authority shall engage in the collection and disposal of garbage and refuse at and through the Facility or other transfer facilitiea owned and operaled by the Authority, and that the Authority shall be authorized to engage in or provide for commercial and/or residential garbage and refuse collection activities or services. 3. C.,,n.??.. ~ Second Amendment may be execut~l in any number of counterparts, each of which, when so executed and delivered, will be an original, and the counterparts taken together will conatitute one and the same instrument. 4. ~ffi.~tlwn~ nf ~l'~m~ lT~ A~n-~.m~t, Except ~a expr~sly amended in this Second Amendment, all terms and proviaiona of the Members Uae Agreement, as amended, shall remain in full force and effect. DRAFT A_,M~N'DM~NT TO USE AGI~-EMENT 5-23-96 PAGE 3 IN wrrNF. SS WHERF.~F, the parties have caused this Second Amendment to be executed as of the date above written. ROANOKE VALLEY RESOURCE AUTHORITY ATYE~T: Title: By: Date: COUNTY OF ROANOKE, VIRGINIA ATTF. ST: By: Title: By: Title: Date: CITY OF ROANOKE, VIRGINIA ATrEST: By: Title: By: Title: Date: TOWN OF VINTON, VIRGINIA ATT~T: By: Title: By: Title: Date: Mary F. Parker, CMCIAAE CRy Clerk CITY OF ROANOKE Office of the City Clerk ~indm H. Eakin Deputy C~y Ckrk August 9, 1996 File #144-253 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending that a public hearing be advertised to consider approval of amendments to the Charter and Members Use Agreement of the Roanoke Valley Resource Authority as a first step to permitting the Authority to engage in commercial solid waste collection, was before the Council of the City of Roanoke at a regular meeting held on Monday, August 5, 1996. On motion, duly seconded and adopted, Council authorized a public hearing to be held on Monday, September 16, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard.. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm W. Robert Herbert City Manager August 9, 1996 Page 2 pc: John R. Hubbard, Executive Director, Roanoke Valley Resource Authority, 1020 Hotlins Road, N. E., Roanoke, Virginia 24012 Elmer C. Hodge, County Administrator, County of Roanoke, 5204 Bernard Drive, S. W., Roanoke, Virginia 24018 B. Clayton Goodman, III, Town Manager, Town of Vinton, P. O. Box 338, Vinton, Virginia 24179 Carolyn Wagner, Secretary, Roanoke Valley Resource Authority, 1020 Hollins Road, N. E., Roanoke, Virginia 24012 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works 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 October 29, 1996 File #247-293-336-450 Beth Poff, President Board of Directors Roanoke Valley Convention and Visitors Bureau P. O, Box 13484 Roanoke, Virginia 24032 Dear Ms. Poff: I am enclosing copy of Resolution No. 33170-102396 authorizing an agreement with the Roanoke Valley Convention and Visitors Bureau, for a term of one year, unless sooner terminated in accordance with provisions of the agreement, for the purpose of increasing tourism and assisting in marketing of the Conference Center of Roanoke, as more particularly set forth in a report of the City Manager under date of October 23, 1996. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Man/F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Catherine A. Fox, Acting Executive Director, Roanoke Valley Convention and Visitors Bureau, 114 Market Street, Roanoke, Virginia 24011 W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney James D. Gdsso, Director of Finance Barry L. Key, Manager, Office of Management and Budget Phillip F. Sparks, Chief, Economic Development Deborah J. Moses, Director, Hotel Roanoke Conference Center I~THECOUNCILOFTHECITY OF ROANOKE, VIRGINI& The 23rd day of October, 1996. No. 33170-102396. A RESOLUTION authorizing an agreement with the Roanoke Valley Convention and Visitors Bureau for the purpose of increasing tourism in the Roanoke Valley and assisting in marketing the Conference Center of Roanoke. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized to execute and attest, respectively, an agreement with the Roanoke Valley Convention and Visitors Bureau, for a term of one year, unless sooner terminated in accordance with the provisions of the agreement, for the purpose ofincrensing tourism and assisting in marketing of the Conference Center of Roanoke, all as more particularly set forth in the City manager's report to this Council dated October 23, 1996. 2. The contract amount authorized by this resolution shall not exceed $500,000 without further Council authorization. ~ / 3. Said agreement shall be in such form as is approved by the City Attorney. ATTEST: City Clerk. orr or Office of the C,ty Clerk Ma~/F. Parker, CMC/AAE City Clerk Sandra H. Eakln Deputy City Clerk October 10, 1996 File ~247-258-293-336-450 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to payment of $500,000.00 to the Roanoke Valley Convention and Visitors Bureau for the purpose of increasing tourism in the City of Roanoke and assisting in the marketing of the Conference Center of Roanoke, was bi,om the Council of the City of Roanoke at a regular meeting held on Monday, October 7, 1996. Pursuant to a request of the Mayor, the report was referred back to you for presentation at a future Council meeting when the Mayor is in attendance. pc: .~,~ Jr., City Attorney James D~ ~, Director of Finance Sincerely, Mary F. Parker, CMC/AA~ C~y Clark Barry L Key, Manager, Office of Management and Budget Phillip F. Sparks, Chief of Economic Development Catherine A. Fox, Acting Director, Roanoke Valley Convention and V'=itors Bureau, 114 Market Street, S. E., Roanoke, Virginia 24011-1402 October 7, 1996 Report No. 96-33 Honorable Mayor David A. Bowers and Members of City Council Dear Mayor and Council Members: Subject: Roanoke Valley Convention and Visitors Bureau City Council adopted an annual operating budget which included $500,000 to the Roanoke Valley Convention and Visitors Bureau (RVCVB) for FY 96/97. City Council requests assistance from the RVCVB in marketing and selling Roanoke and desires assurance that the funds will be used for these purposes. City Administratioq has negotiated an agreement (attached) with the RVCVB to assure that the City's funds be used for these purposes. II. CURRENT SITUATION: RVCVB has st,bmitted_ for approval by the City Manager. a budget setting forth the anticipated expenditures of City funds involved. IlL ISSUES: A. Funding for RVCVB. B. Timing. IV. &I~I, RlflfiIIX.F~: City_ Council authorize quarterly payments of $125.000 to the RVCVB and authorize the City Manager to execute an agreement which provides for a term of one year with RVCVB for the express purpose of increasing tourism in Roanoke and to assist in the marketing of the Conference Center of Roanoke. This Agreement contains a mutual indemnity clause and is similar to the one used in the past. 1. Funding is available in the Fiscal Year 1996/97 General Fund budget. Timing would allow the City to continue to make payments to the RVCVB as provided fbr in the proposed agreement. Mayor and Members of City Council October 7, 1996 Page 2 3. ~ would be enhanced. City Council not approve the payment or not authorize the City Manager to execute an agreement with the RVCVB for the express purpose of marketing the Conference Center of Roanoke. 1. Funding of the RVCVB would be jeopardized. Timing would not allow the City to continue to make payments to the RVCVB as provided for in the proposed agreement. Economic Developmeinl would be negatively impacted due to lack of marketing and promotional activity. V. RECOMMENDATION: City Council authorize the payment of $500.000 to the RVCVP, and authorize the City Manager to execute an agreement which provides for a term of one year with RVCVB for the express purpose of increasing tourism in Roanoke and assisting in the marketing of the Conference Center of Roanoke. WRH/PFS:kdc CC2 Director of Finance City Attorney Manager, Management and Budget Chief of Economic Development Acting Director, RVCVB Respectfully submitted: W. Robert Herbert City Manager AGREEMENT THIS AGREEMENT, dated this day of July, 1996, by and between the ROANOKE VALLEY CONVENTION AND VISITORS BUREAU, a corporation organized under the laws of the Commonwealth of Virginia (hereinafter "RVCVB") and the CITY OF ROANOKE, a municipal corporation of the Commonwealth of Virginia (hereinafter "City"). WHEREAS, the RVCVB is a "REGIONAL DESTINATION MARKETING ORGANIZATION" whose mission is to market the entire Roanoke Valley as an exciting destination for Convention and Leisure travel; WHEREAS, the City is the largest contributor and with its concentration of hotels, convention facilities, shopping, dining and attractions, realizes enhancement of its tax revenues as a result of the RVCVB marketing efforts; WHEREAS, the City desires to render aid and provide support to the RVCVB to assist in the promotion of the Roanoke Valley as a destination or meeting site for Visitors including tourists, conventions and meeting groups, special event visitors and commercial travelers; WHEREAS, the City desires to donate $500,000 for the express purpose of increasing tourism activities; WHEREAS, the City desires to formalize its relationship with RVCVB in an effort to increase the revenue enhancement derived from tourism activity; WHEREAS, the City is requesting assistauce from RVCVB in marketing The Conference Center of Roanoke; and WHEREAS, the City desires to assure that its donation of funds be used for these purposes. Therefore, in consideration of the mutual promises hereinafter set forth, the parties do hereby agree as follows: 1. Term. The term of this Agreement shall be for one year, commencing July 1, 1996 and ending on June 30, 1997. 2. Services. Funds made available to RVCVB by the City will be applied to provide additional services resulting directly or indirectly in income producing activities, including but not limited to: (a) Direct sales programs. (b) Sales promotions. (c) Servicing conventions. (d) Marketing/communications. (e) Identify product need (new and improved facility and attractions). (f) Coordination with other City and Civic agencies and businesses involved in the growth of the Roanoke Valley. (g)Staff and run a Visitors' Center. (h)Promote and sell the Roanoke Valley as a convention and tourist destination. (I) Implement an advertising campaign for the Conference Center of Roanoke. The RVCVB shall use only those advertisements approved by the City to fulfill this service. Any proposed change in the content of the advertisements shall be submitted to the Chief of Economic Development for approval. 3. Work Program/Budget. No later than August 15, 1996, the RVCVB shall submit to the City Manager for approval a work program, marketing plan and budget setting forth in reasonable detail the activities planned for the year and the anticipated expenditures of City funds involved. The marketing plan shall be in sufficient detail as to determine the strategy RVCVB will be pursuing in promoting and selling the Roanoke Valley as a destination for group meetings, i.e. conferences and conventions as well as tourists. The City Manager shall approve or otherwise respond to the proposed work program, marketing plan and budget no later than August 21, 1996 in order that any necessary modifications be settled upon before August g0, 1996. Monthly reports outlining progress on convention sales, tourism activities and groups booked, bus tour activity, bookings and other information as deemed to be necessary shall be submitted by the RVCVB to the City's Chief of Economic Development. The lack of any written response by the City's Chief of Economic Development within ten (10) days of receipt of each monthly report, requesting redirection of efforts or noting "sub par performance," will denote satisfaction with RVCVB efforts. 4. F_Kaflillg. The City agrees to provide funding to RVCVB in the amount of Five Hundred Thousand Dollars ($500,000.00). Thirty Thousand Dollars ($30,000.00) of this amount shall be used to provide the service set forth in 2(I), above. Any additional expenditures for the services set forth in 2(1) shall be subject to the approval of the Roanoke Valley Convention and Visitors Bureau Board of Directors. The total amount shall be paid quarterly in equal payments of One Hundred Twenty-Five Thousand Dollars ($125,000.00) on or before the last day of July 1996, last day of ~ 1996, D~ember 1996 and March 1997. 5. Subcontracting. It is understood that RVCVB may from time to time contract with firms and individuals for the acquisition of goods or services in the furtherance of the activities contemplated by this Agreement. RVCVB shall not enter into any contract relating to activities contemplated by this Agreement or involving the expenditure of funds provided to RVCVB by the City under this Agreement, where the amount of such contract is $5,000 or more, without written authorization of the City Manager unless the nature of the goods or services to be acquired were disclosed in the work program or annual plan and budget submitted for the year. 6. Books and Records. Audit~. RVCVB shall keep accurate books and records. Both monthly P&L and Income Statements as well as an audited financial statement shall be made available to the City upon request. Additionally, RVCVB shall make such books and records available to the Municipal Auditor of the City or other independent auditor selected by the City during its regular office hours. 3 7. Contacts with Prospective Client,s. As specified in paragraph 3, the RVCVB shall inform the City's Chief of Economic Development on a regular basis of work in progress at the RVCVB. A representative from the City shall have the right to be present at any formal bid presentations made to any potential group meeting or business meeting. 8. BI~d:~LDLI2,~igI~. Upon the execution of this Agreement, City Council shall appoint one of its members and one other person as members of the Board of Directors of the RVCVB; such appointees shall have full voting rights and privileges during the term of this Agreement and shall serve on the Board at the pleasure of City Council. In addition, the City Manager, the City's Chief of Economic Development, the Chairman of the Hotel Roanoke Conference Center Commission or his designee, and the Chairman of the Roanoke Civic Center Commission shall be ex-officio members of the Board, with full voting rights and privileges during the term of this Agreement. 9. ~. Each party shall indemnify and hold harmless the other party, its officers, agents and employees, from any and all claims, legal actions and judgements advanced against it or its officers, agents or employees, and for expenses it may incur in this regard, arising out of the other's negligent acts or omissions, with respect to carrying out this Agreement. 10. Insurance. RVCVB shall obtain and maintain during the life of this Agreement a policy or policies of commercial general liability insurance with an insurance company or companies licensed to do business in Virginia, which policy or policies shall provide coverage with respect to claims arising out of the subject matter of this Agreement. The amount of such insurance shall not be less than $1,000,000. RVCVB shall also obtain and maintain during the life of this Agreement Directors and Officers Liability insurance in the amount of $1,000,000 per occurrence providing coverage including defense costs, with respect to claims arising out of the subject matter of this Agreement. All such policies shall be occurrence policies and shall name the City of Roanoke, its officers, agents, employees and representatives as additional insureds under the commercial general liability policy and, if possible, under the Director and Officers Liability policy. 4 ]'¥CVB shall provide the City with certificates of insurance for each of the above policies and each certificate shall contain substantially the following statement: "The insurance coverage by this certificate shall not be canceled or materially altered except after thirty (30) days written notice has been received by the City of Roanoke." 11. ~s:~galll.e.~. Neither the City nor RVCVB may assign its rights or obligations hereunder without the prior written consent of the other. 12. Notices. Any notices required by the terms of this Agreement shall be deemed to have been given when delivered in person to or deposited in the U.S. mail, postage prepaid, addressed: (a) If to the City: City Manager City of Roanoke Municipal Building, Room 364 215 Church Avenue, S.W. Roanoke, Virginia 24011 If to the RVCVB: President Roanoke Valley Convention and Visitors Bureau Marketplace Center 114 Market Street Roanoke, Virginia 24011 or at such other address as each party may designate for itself by giving at least five (5) days prior written notice. 13. A. During the performance of this contract, the RVCVB agrees as follows: 1. RVCVB will not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. RVCVB agrees to post in 5 conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 2. RVCVB, in all solicitations or advertisements for employees placed by or on behalf of RVCVB will state that RVCVB is an equal employment opportunity employer. 3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. B. RVCVB will include the provisions of the foregoing subparagraph (a)(1), (2) and (3), in every subcontract or purchase order of over ten thousand dollars ($10,000.00), so that the provisions will be binding upon each subcontractor or vendor. 14. T~tlllillalJ. o~. The City may terminate this Agreement at any time if RVCVB applies funds paid to RVCVB by the City for any purpose other than the purposes contemplated by this Agreement, provided that reasonable notice and opportunity to cure shall first be afforded. Upon termination of this contract, the number of City representatives on the Board of Directors of RVCVB shall be reduced to two (2). In such event, the City Manager shall designate the City's representatives to remain on the Board or in the event the City Manager does not so designate within 14 days of termination of the contract, the President of RVCVB shall make the designation. 15. ~ This agreement may be executed in duplicate, each of which shall be deemed to be an original and all of which will be deemed to represent one and the same agreement. To witness the agreements contained above, the City and the RVCVB have caused this contract to be executed and sealed by their respective officers. ATTEST: CITY OF ROANOKE Mary F. Parker, City Clerk ATTEST: W. Robert Herbert, City Manager ROANOKE VALLEY CONVENTION AND VISITORS BUREAU Title: Approved as to form: By:. Title: Appropriation & Funds required for this Contract certified: Director of Finance Account No. Date: A, City Attorney Approved as to execution A, City Attorney 7 October 7, 1996 The Honorable David Bowers, Mayor and Members of City Council Roanoke, Virginia Re: Roanoke Valley Convention & Visitors Bureau Dear Mayor Bowers and Members of Council: On July 15, 1996, the Mayor asked for an evaluation of the future direction of the Roanoke Valley Convention and Visitors Bureau (RVC&VB) in light of the resignation of the Executive Director, Martha Mackey. As a result of your request, I directed Phillip Sparks, Chief of Economic Development, to visit other bureaus in the Commonwealth of Virginia to assess their levels of activity relative to that of the RVC&VB. Visits were made to the Richmond, Virginia Beach, Norfolk and Hampton Convention and Visitors Bureaus. The following observations were made: The Virginia Beach, Norfolk and Hampton Bureaus function as departments within their respective cities. Richmond's Convention and Visitors Bureau functions as a 501(C6) nonprofit corporation supported by area Governments and Chambers of Commerce. No formula exists for funding by participating governments. Funding ranged from $2 million in Richmond to over $3 million in Virginia Beach. Richmond. with 10,590 hotel rooms, has a goal of 80,000 convention room nights for 1996. Vi~inia Beach, with 11,000 hotel and motel rooms booked 80,000 convention room nights last year, Ham=ton does not count convention room nights, but rather has a goal to double tax revenue from conventioneers and tourists by the year 2000. Roanoke. with 4,000+ hotel and motel rooms booked approximately 33,0000 in 1995/96 and 40,000 in 1994/95. VVhile the Virginia Beach and Norfolk areas do compete with the RVC&VB, they also compete with areas such as Myrtle Beach and Atlantic City. The Honorable David A. Bowers, Mayor and Members of City Council October 7, 1996 Page Two Those bureaus operating as city departments do not have the flexibility to respond to the needs of convention planners, nor do they have the flexibility that Richmond or Roanoke would have in dealing with non-productive or marginally productive personnel. They do have greater control over their resources. The RVC&VB is working very hard to develop a plan for the future growth of the bureau. For example, subcommittees are actively working to evaluate the present activity of the bureau and to secure the future growth of the bureau by analysis of the following areas: 2. 3. 4. 5. Bylaws of the corporation Marketing Coordination of information and leads dissemination to member hotels Level of services offered to members based on funding Further development of cooperative advertising effort. I feel that the bureau is moving in the right direction; but, the region must realize that greater opportunity does exist. Those opportunities can be realized by employing an Executive Director who can move the bureau to the next level of activity. That level will include the following: Determine the size of conventions the bureau can reasonably expect to attract and the area where the bureau should be marketing for those conventions. For example: East of Mississippi, Mid-Atlantic states or states contiguous to Virginia. Develop a market for corporate training and business and government related seminars. Development of group packages for overnight or weekend trips, for example: packages for golf weekends, visits to the Farmer's Market and Festival in the Park. Tour bus destination for day trips to Natural Bridge and Monticello, Smith Mountain Lake and all area attractions. The Honorable David A. Bowers, Mayor and Members of City Council October 7, 1996 Page Three Once the new Executive Director and Board has determined the level of funding required to move the bureau successfully into the 21st century and outline very specific (~oals. objectives and strateaies for the growth of the bureau, then its Board of Directors should work with current funding sources and develop new sources to meet those funding needs. Respectfully, W. Robert Herbert City Manager WRH/dh Wilburn C. Dibling, Jr., City Attorney James D. Gris$o, Director of Finance Mary F. Parker, City Clerk Phillip F. Sparks, Chief, Economic Development DAVID A, BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, 5.W. Room 452 Roanoke, Virginia 2~11-1594 Telephone: (703) 981.2444 October 3, 1996 The Honorable Vice-Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Members of Council: You have on your agenda, at item 5.a. from the City Manager, a report regarding the Roanoke Valley Convention and Visitors Bureau (CVB). By this letter, I would respectfully request, as a courtesy to me, that Council take no action on the report at your meeting on October 7, 1996, but instead refer the matter b~ck to the City Manager for additional information. When Martha Mackey resigned as Executive Director of the CVB in the summer, I expressed concern about the direction of the CVB. As you know, the City of Roanoke is not only the majority provider of funds for the CVB, but we provide about 73 percent of the funds! Someone asked me back during the summer controversy, whether I thought other local governments should support the CVB with greater funding, and my response was that it was my position that the City of Roanoke should provide areater fundina for the CVB, but it would be hard to get Roanoke City Council to provide this additional funding if no other jurisdiction is willing to come forward, as well, in a significant and substantial way. As you know, economic development and the tourism industry has been the hallmark of my term as your Mayor. The Hotel Roanoke Conference Center has been the centerpiece of that initiative, but we have done a lot of other things, including additional funding for the CVB, Explore, D-Day Memorial, Transportation Museum, development of the Railwalk, and we have even begun to discuss future improvements to Mill Mountain. This has been a progressive course for our City, and we have taken up this challenge nobly, leading the way in our region in developing this very lucrative and successful industry. It is gratifying to me to see that people from every state and many, many foreign countries are now visiting "The Star City." Our investment is paying off. What concerns me about Mr. Herbert's report is that it just does not go far enough. Frankly, I am not sure that the CVB has fully The Honorable Vice-Mayor and Members of Roanoke City Council October 3, 1996 Page 2 reexamined itself and set challenging goals for itself. If this Council and this industry is not willing to step up and set forth a plan for greater funding from businesses and localities for tourism development, then I do not believe they are meeting their full potential. We have heard talk for years about how Chattanooga, Asheville, and Virginia Beach spend more money on tourism than Roanoke. Now is the time, I believe, for Roanoke to make another substantial effort to increase tourism in our area, so that our community can become competitive with other cities. Our citizens should know that this development yields a terrific profit additional jobs, construction, tax revenue, outside of the valley. investment in tourism for our community in and income from sources Tourism helps Roanoke thrive, and respond to the challenge of great place to visit. and we need to be forward thinking doing more to promote Roanoke as a I would like to be heard on this matter at another meeting of Council. Since I will not be at the October 7 meeting, I wo~ld respectfully request, as a courtesy, that the matter be returned to the City Manager, so that he might bring it forward at another meeting when I will be present. Thank you for your consideration. Sincerely, David A. Bowers Mayor DAB: jas CITY OF ROANOKE MEMORANDUM Date: To: From: October 14, 1996 Wilburn C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk Please prepare the proper measure for consideration by Council on Wednesday, October 23 changing the time and location of the November 4, 1996 City Council meeting from 12:30 p.m., in the Council Chamber to 12:00 noon, at Campbell Court, 17 Campbell Avenue, S. W. The Council will hold a joint meeting with the Roanoke County Board of Supervisors. Your assistance will be appreciated. MFP:sm Mary F. Parker, CMC/AAE C~y Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 29, 1996 File #132 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33171-102396 changing the time and place of commencement of the regular meeting of City Council scheduled to be held at 12:30 p.m., on Monday, November 4, 1996, to 12:00 noon, at Campbell Court, 17 Campbell Avenue, S. W., with the 2:00 p.m. session on the same date to be held in the City Council Chamber. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Wednesday, October 23, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Angela McPeak, Cable 'IV Government Access Director, Roanoke Valley Television - Government and Educational Access, 514 Luck Avenue, S. W., Suite 145, Roanoke, Virginia 24016 W. Robert Herbert City Manager October 29, 1996 Page 2 pc: James D. Grisso, Director of Finance Wilburn C. Dibling, Jr., City Attorney Robert H. Bird, Municipal Auditor Willard N. Claytor, Director of Real Estate Valuation William F. Clark, Director, Public Works Glenn D. Radcliffe, Director, Human Resources Kit B. Kiser, Director, Utilities and Operations George C. Snead, Jr., Director, Public Safety Rose M. Woodford, Executive Secretary, City Manager's Office IN THE COUNCIL OF THE CITY OF ROANOKE, The 23rd day of October, 1996. ' NB. 33171-102396. VIRGINIA, A RESOLUTION changing the time and place of commencement of the regular meeting of City Council scheduled to be held at 12:30 p.m., on Monday, November 4, 1996. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The meeting of City Council regularly scheduled to be held at 12:30 p.m. on Monday, November 4, 1996, is hereby rescheduled to be held at 12:00 noon, Monday, November 4, 1996, at Campbell Court, 17 Campbell Avenue, S. W., with the 2:00 p.m. session on the same date to be held in City Council Chambers, at 215 Church Avenue, S. W. 2. The City Clerk is hereby authorized to take whatever steps are deemed necessary to notify the public of the change in the time and place of such meeting. ATTEST: City 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 October 29, 1996 File #51 SANDRA H. EAKIN Deputy City Clerk Edward A. Natt, Attorney Osterhoudt, Ferguson, Naif, Aheron & Agee, P.C. 1919 Electric Road, S. W. Roanoke, Virginia 24014 Dear Mr. Naif: At a regular meeting of the Council of the City of Roanoke held on Wednesday, October 23, 1996, a public hearing was held on the request of Michael A. Wells that the previous proffered conditions approved pursuant to Ordinance No. 32294-121994 adopted by the Council of the City of Roanoke on Monday, December 19, 1994, for property identified as Official Tax No. 2761409, located at the corner of Virginia Avenue and Westside Boulevard, N. W., be amended; and a 0.5-acre of land located at the rear of property identified as Official Tax No. 2761421 and fronting on Virginia Avenue, N. W., be rezoned from RS-3, Single Family Residential District, to C-2, General Commercial District, subject to certain conditions proffered by the petitioner. Following discussion of the matter, and pursuant to a roll call vote of the Council, the abovedescribed request was denied. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. Osterhoudt, Ferguson, Natt, Aheron & Agee, P.C. October 29, 1996 Page 2 pc: Mr. Michael A. Wells, 3723 Greenland Avenue, N. W., Roanoke, Virginia 24012 Trustees of Fairview Methodist Church, 1310 Van Buren Street, N. W., Roanoke, Virginia 24017 Ms. Anna L. Pryor and Ms. Ruth L. Pryor, 3901 Virginia Avenue, N. W., Roanoke, Virginia 24017 Mr. Marvin L. Hickson, 1610 Starview Drive, Salem, Virginia 24153 Roanoke Real Estate Exchange Corp., 2302 Colonial Avenue, S. W., Roanoke, Virginia 24015 Mr. Ralph L. Austin, 2723 Greenland Avenue, N. W., Roanoke, Virginia 24012 Whiting Oil Co., P. O. Box 13026, Roanoke, Virginia 24030 Mr. and Mrs. David H. Mitchell, 3910 Virginia Avenue, N. W., Roanoke, Virginia 24017 Ms. Betty B. McCormick and Ms. Julie A. McCormick, 3826 Virginia Avenue, N. W., Roanoke, Virginia 24017 Mr. R. L. Underwood, 3922 Virginia Avenue, N. W., Roanoke, Virginia 24017 Mr. G. P. Wise,'3934 Virginia Avenue, N. W., Roanoke, Virginia 24017 Mr. and Mrs. Paul F. Snodgrass, 3914 Virginia Avenue, N. W., Roanoke, Virginia 24017 Ms. Becky Wright, 3918 Virginia Avenue, N. W., Roanoke, Virginia 24017 Mr. Lloyd F. Vest, 3938 Virginia Avenue, N. W., Roanoke, Virginia 24017 Carolyn H. Coles, Chairperson, City Planning Commission, 1501 Cove Road, N. W., Roanoke, Virginia 24017 W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Steven J. Talevi, Assistant City Attorney Willard N. Claytor, Director of Real Estate Valuation Nancy J. Brown, Appraiser Aide, Real Estate Valuation Kit B. Kiser, Director of Utilities and Operations William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Ronald H. Miller, Building Commissioner John R. Marlles, Agent, City Planning Commission Evelyn D. Dorsey, Zoning Administrator Martha P. Franklin, Secretary, City Planning Commission SENT BY:LEWIS-SALE HOSPITAL ;10-22-96 ; 8:ISAM ; ADMISSIONS- 540 224 3145;# 1 October 20, 1996 The Honorable David A. Bowers~ Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Public Hearing for October 23, 1996 Request from Michael A. wells that existing proffers contained in Ord. Mo. 32294-121994 be re~ealed and replaced for property located at 3904 Virginia Avenue, N.W., bearing Official Tax No. 2761421, and fronting on Virginia Avenue~ be rezoned from RS-3, Residential Single Family District, to C-2, General Commercial District, such rezoning to be subject to certain conditions pro£fered by the petitioner. Please be advised that the Trustees for Fairview United Methodist Church are opgosed to Mr. Wells' request that his property be rezoned for commercial purpeses. We support the recent vote of October 2, 1996 by the Planning Commission to deny this request. Sincerely, Michael R. Caldwell Chairman Hoard of Trustees Fatrview United Methodist Church ~C/dc 0CT-22-19~6 ~9:20 772448~ 93~ P. 01 Roanoke City Planning Commission October 23, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Request fi.om Michael A. Wells that existing proffers contained in Ord. No. 32294- -121994 be repealed and replaced for property located at 3904 Virginia Avenue, N.W., bearing Official Tax No. 2761409; and that a 0.5 acre of land, located at the rear of property bearing Official Tax No. 2761421, and fronting on Virginia Avenue, be rezoned from RS-3, Residential Single Family District, to C-2, General Commercial District, such rezoning to be subject to certain conditions proffered by the petitioner. I. Background: Purpose of the rezoning request is to permit the expansion of an existing automobile cleaning facility currently located in an existing garage at the rear of Official Tax No. 2761409 and to eliminate several proffered conditions limiting the size of the business and the amount of signage permitted on the property. Existing automobile cleaning business located on Official Tax No. 2761409 was established at~er the petitioner was incorrectly informed by City staff of the zoning designation of the property. Oricnal petition to rezone the rear portion of Official Tax No. 2761409 was approved by City Council on December 12, 1994, subject to the following conditions: The use of the subject property to be rezoned shall be an automobile cleaning facility in the existing garage. Signage will be restricted to a single wall sign, not to exceed 20 square feet, to be located on the front of the existing garage facing Westslde Boulevard. Room162 MunicipalBuilding 215ChurchAvenue, S.W. Roanoke, Virginia24011 (703)98~-2344 Members of Coucil Page 2 Petition to ~mend existing proffered conditions and to rezone rear portion of Official Tax No. 2761421 was filed on March 7, 1996. Amended proffered conditions are as follows: That the property will be developed in substantial conformity with the site plan prepared for Michael A. Wells dated September 24, 1990, a copy of which is attached to the Petition for Rezoning as Exhibit "2" subject to any changes required by the city during site plan review. That if no building permit has been issued and no construction commenced within three (3) years from the date of final zoning approval, the zoning shall revert to RS- 3, Residential Single Family District without further action by City Council. The use of the subject property to be rezoned shall be an automobile cleaning facility. Amended proffered conditions eliminate the existing restriction limiting the automobile cleaning facility to the existing garage located on the rear portion of Official Tax No. 2761409 and the restriction limiting signage to a single wall sign not to exceed 20 square feet. First Planning Commission public hearing was held on April 3, 1996. Mr. Michael Wells appeared before the Commission and stated that he had a small car care facility on the rear of his property. He indicated that he would like to rezone the property and amend the existing proffered conditions so that he could construct a two-bay garage to accommodate larger vehicles. He noted that he had tried to rent another facility, but the rent was too expensive. In response to a question from Mr. Hill, Mr. Wells stated that he would use the existing garage for sto/'age. Mr. Wells also indicated that he would take the hillside out to accommodate the new garage and construct a driveway from Westside Boulevard to provide access. Mr. Wells further stated he was willing to eliminate any signage and limit the hours of operation of the business. Mr. Marlles gave the staffreport. He stated that staffhad looked at the original rezoning requested in 1994 and had recommended approval subject to the proffered conditions. He noted that staff could not support the current request for rezoning because staff was concerned about the impact on the neighborhood. Mr. Marlles noted that the Planning office had received three to four calls from residential and commercial property owners who were opposed to the rezoning Ms. Betty McCormick (3826 Virginia Avenue) appeared before the Commission to express opposition to the rezoning request. Ms. McCormick stated that Westside Boulevard was cluttered with cars using Mr. Wells' facility. She also noted that she had been awakened at 3:30 a.m. by loud music coming from Mr. Wells' facility. II. Members of Coucil Page 3 Mr. David Mitchell (3910 Virginia Avenue) appeared before the Commission to oppose the rezoning. Mr. Mitchell stated that he was concerned about the traffic congestion, noise in the middle of the night, and the impact on his property values. Mrs. Brenda Mitchell (3910 Virginia Avenue) appeared before the Commission and stated that even if Mr. Wells erected a fence, she would still get the trash and noise from the facility. Ms. Julie McCormick (3826 Virginia Avenue) appeared before the Commission and said that her main concern was that cars parked on the U.S. Construction lot. She said that her privacy fence had been damaged by the cars parked there by Mr. Wells. Mr. Bradshaw stated that he felt the cut into the bank which would be necessary to accommodate the proposed garage was too much for the neighborhood. He also noted that the necessary structural reconfiguration that would be necessary would make Mr. Wells' house difficult to sell in the future as his business prospered. By a vote of 5-0 (Mrs. Coles and Mr. Butler absent) the Planning Commission recommended denial of the requested rezoning. City Council public hearing was held on May 20, 1996. Mr. Wells appeared before Council to request a postponement of the request because his attorney could not attend the scheduled public hearing. Mrs. Wyatt indicated that she had heard a number of complaints regarding the existing car wash operation and noted that Mr. Wells had been before City Council before and had agreed to proffered conditions that he would not expand the existing facility. Mr. Wells indicated his neighbors were opposed to the request because of his race. After additional discussion, the matter was referred back to the City Planning Commission for further study, report and recommendation to Council. Current Situation: ~ was held on August 26, 1996, at Washington Heights Grace Brethren Church. Seven residents attended. John Marlles, Chief of Planning and Community Development, summarized the history of the rezoning request. Mr. Edward Natt, attorney for the petitioner, introduced himself and described the reasons for the proposed rezoning. Mr. Natt stated that Mr. Wells needed a two-bay garage to accommodate larger vehicles. Mr. Natt also stated that Mr. Wells would need to construct a new driveway which would provide additional off-street parking. Mr. Natt noted that the existing garage would no longer be used in conjunction with the business. Mr. Natt indicated he was aware of the concerns of the neighborhood. He stated Mr. Wells was prepared to proffer that the hours of operation on weekdays be limited to 9 a.m. to 7 p.m.; 7:30 a.m. to 6 p.m. on Saturdays and 1 p.m. to 6 p.m. on Sundays. Members of Coucil Page 4 Mr. Wells indicated that if the requested rezoning was approved, he would demolish the existing garage. At this point, Mr. Natt asked for comments from the residents. Mr. David Mitchell (3910 Virginia Avenue) stated he would like a wooden fence and/or trees to screen his view of Mr. Wells' property. Mt. Natt and Mr. Mitchell discussed the possible location of the fence. The following concerns were discussed by the residents: noise from loud radios, traffic congestion, the need for buffering, storm drainage, and impact of the business on property values. In response to a question from Mrs. Betty McCormick (3826 Virginia Avenue) regarding the number of employees, Mr. Wells stated that the only employees were himself and his two brothers. Amended petition to rezone was filed on August 30, 1996, subject to the following conditions: That the property will be developed in substantial conformity with the site plan prepared for Michael A. Wells dated 9/24/90, a copy of which is attached to the Petition for Rezoning as Exhibit "2" subject to any changes required by the City during site plan review. In addition thereto, the existing garage designated as "car wash" will be removed. That if no building permit has been issued and no construction commenced for the new 2-bay garage approved hereunder within three (3) years from the date of final zoning approval, the zoning of the rear portion of Official Tax No. 2761421 shall revert to RS-3, Residential Single Family District, without further action by City Council. The use of the subject property to be rezoned shall be an automobile cleaning facility. No additional signage shall be located on Official Tax No. 2761409 and 2761421 other than a single wall sign, not to exceed 20 square feet, to be located on the front of the garage facing Westside Boulevard. 5. The hours of operation shall be limited as follows: Monday through Friday - 9:00 a.m. to 7:30 p.m. Saturday - 8:30 a.m. to 6:00 p.m. Sunday - 1:00 p.m. to 6:00 p.m. Members of Coucil Page 5 A wooden stockade fence and/or appropriate screening, to be approved by the Agent, shall be constructed along the top of the bank adjoining the adjacent residential property. There shall be no parking of vehicles to be cleaned or already cleaned in front of the residence at 3904 Virginia Avenue. Upon completion of the structure, no parking of vehicles in connection with the business operation shall be permitted on the U.S. Construction lot across Westside Boulevard. The provisions of Roanoke City Code, Section 31-207, relating to noise, as the same section shall from time to time be amended, be applicable to the subject property 24 hours per day, seven per week. Second Planning Commission public heating was held on September 4, 1996. Mr. Ed Natt, attorney, presented an amended petition to the Commission, which was not subsequently filed with the City Clerk. Mr. Natt reviewed the history of the rezoning request, noting that it had been heard earlier this year by the Commission and referred back to the Commission by City Council. Mr Natt stated that a neighborhood meeting had been conducted on August 26, 1996. He stated that he believed a number of concerns raised at the neighborhood meeting had been addressed. Mr. Natt then reviewed the amended petition. There was discussion among Commission members and Mr. Natt relative to the exact area included in the petition to rezone. Mr. Bradshaw noted that the current request was substantially different from the original petition. Mr. Bradshaw also raised the question of a retaining wall and noted his concern about the utilization of a garage on the back side of a residential piece of property. Commission members also questioned the materials which would be used in the construction of the garage and the design of the roo£ After further discussion, Mr. Natt indicated that the petitioner was willing to proffer that the proposed garage would be ten feet tall, a rock retaining wall would be provided, the exposed area of the garage would be constructed of brick, and the roof would be pitched in keeping with the surrounding character. Mr. Marlles gave the staff report noting the petitioner had come a considerable distance in resolving some of the outstanding issues. Mr. Madles reviewed the criteria which the Commission must consider when reviewing a rezoning request. He stated that the City's comprehensive plan recommended: (1) that commercial sites should be carefully planned and designed to promote quality development and good land use; and (2) neighborhoods should be protected from encroachment of incompatible land uses. He said that although the Commission needed to consider the economics, it should not be to the detriment of Members of Coucil Page 6 good land use planning and the neighborhood. He said that staff`was recommending denial of the request. The following residents spoke in opposition to the request. Mr. David Mitchell (3910 Virginia Avenue, N.W.) and Ms. Betty McCormick (3826 Virginia Avenue, N.W.). A complete set of the draft minutes is attached to this report. Second amended petition to rezone was filed on October 2, 1996, subject to the following conditions: That the property will be developed in substantial conformity with the site plan prepared for Michael A. Wells dated September 24, 1990, a copy of which is attached to the Petition for Rezoning as Exhibit "2", subject to any changes required by the city during site plan review. In addition thereto, the existing garage designated as "car wash" will be removed. The building to be constructed will be constructed as follows: There will be 8' interior clearance; The primary building will be 10' tall with a pitched roof, All exposed areas of the building will be constructed of brick; A rock retaining wall will be constructed and maintained where determined to be necessary by the Roanoke City Engineering Department. That if no building permit has been issued and no construction commenced for the new 2 bay garage approved hereunder within three (3) years from the date of final zoning approval, the zoning of the rear portion of Official Tax No. 2761421 shall revert to RS-3, Residential Single Family District without further action by City Council. The use of the subject property to be rezoned shall be an automobile cleaning facility. No signage shall be located on Official Tax No. 2761409 and 2761421 other than a single wall sign, not to exceed 20 square feet, to be located on the front of the garage facing Westside Boulevard. The hours of operation shall be limited as follows: Monday through Friday - 9 a.m. to 7:30 p.m.; Saturdays - 8:30 a.m. to 6 p.m.; and Sundays - 1 p.m. to 6 p.m. A wooden stockade fence and appropriate landscaping, to be approved by the Agent, shall be constructed and maintained along the top of the bank adjoining the adjacent residential property. Members of Coucil Page 7 There shall be no parking of vehicles to be cleaned or already cleaned in front of the residence at 3904 Virginia Avenue. Upon completion of the new structure, no parking of vehicles in connection with the business operation shall be permitted on the U.S. Construction lot, identified as Official Tax No. 2761501, across Westside Boulevard. The provisions of Roanoke City Code, Section 21-207, relating to noise, as the same Section shall from time to time be amended, be applicable to the subject property 24 hours per day, seven per week. III. Issues: Zoning of Official Tax No. 2761421 is currently RS-3, Residential Single Family District. Zoning to the north, across Virginia Avenue, and to the west is RS-3, Residential Single Family District. Zoning to the east across Westside Boulevard is C-i, Office District, and to the south is C-2, General Commercial District. Land use of the parcel to be rezoned is single family residential. Land use to the north and west is single family residential. Land use to the east is the existing automobile cleaning facility located in the existing garage on the rear portion of Official Tax No. 2761409. C. Utilities are available. Traffic impact is an issue. Access to the existing and proposed automobile cleaning facility is from Westside Boulevard. Residents report that some traffic congestion on Westside Boulevard occurs as a result of the existing business. Neighborhood is not presently organized. The Planning office received several calls from residents and businesses expressing opposition to the proposed rezoning and noting problems associated with the existing operation including noise and traffic congestion on Westside Boulevard. The Planning Office also received a letter from Fairview Methodist Church dated Septe~nber 4, 1996 (attached) expressing their opposition to the proposed rezoning F. Comprehensive Plan recommends that: Development of commercial sites shall be carefully planned and designed to promote quality development and good land use. Neighborhoods should be protected from encroachment of incompatible use through appropriate land use decisions and design/buffering requirements. Members of Coucil Page 8 IV. Alternatives: City Council deny the rezoning request and requested amendments to conditions approved pursuant to the previous rezoning of Official Tax No. 2761409. Zoning of the subject property would remain RS-3, Residential Single Family District. The existing automobile cleaning facility would be permitted to continue in operation but would be confined to the existing garage on the rear portion of Official Tax No. 276 1409. Signage would continue to be restricted. Land use of the subject parcel would remain single family residential and would continue to serve as a buffer between the existing business and the residential portion of the neighborhood. 3. Utilities would not be an issue. 4. Traffic impact would not be an issue. 5. Nei~hborh00d impact would not be an issue. 6. Comprehensive plan issues as set forth Item III.F. would be followed. City Council approve the rezoning request and requested amendments to conditions approved pursuant to the previous rezoning of Official Tax No. 2761409. Zoning becomes conditional C-2, allowing the petitioner to build a new two-bay garage and to expand the existing automobile cleaning facility onto the rear portion of the adjacent lot further encroaching into the residential portion of the neighborhood. Land use of the rear portion of the subject parcel becomes commercial. Front portion of the subject parcel remains single family residential. 3. Utilities would not be affected. 4. Traffic impact would be increased slightly. Neighborhood could be impacted by continued commercial encroachment, noise, and traffic congestion. 6. Comprehensive plan issues as set forth in Item III.F. would not be addressed. Members of Coucil Page 9 By a vote of 7-0, the Planning Commission voted to recommend denial of the request. It was the opinion of the Commission that the proposed rezoning, providing for the expansion of the existing business, did not represent good land use planning and could have a detrimental impact on the residential portion of the neighborhood. The Commission, noting the success of the existing operation, recommended that the petitioner consider relocating the business to an area of the City already zoned for commercial purposes. Respectfully submitted, JRM:mpf attachment cc: Assistant City Attorney City Engineer Building Commissioner Attorney for the Petitioner Carolyn H. Coles, Chairman Roanoke City Planning Commission BECOND ~MENDED PETITION TO REZONE IN THE COUNCIL OF THE CITY OF ROANOKEt VIRGINI~ IN RE: Request to amend conditions proffered and approved under Ordinance No. 32294-121994, for property identified as Official Tax No. 2761409, located at the corner of Virginia Avenue, NW and Westslde Boulevard, NW; and to rezone 0.5 acre of land, located at the rear of the lot identified as official Tax No. 2761421 and fronting on Virginia Avenue, NW; subject to certain conditions proffered by the petitioner. TO THE HONOI~ABLE M~YOR AND MEMBERS OF THE COUNCIL OF THE CITY OF ROANOKE: The Petitioner, Michael A. Wells, owns land in the City of Roanoke containing one (1) acre, more or less, located at 3904 Virginia Avenue, N.W., identified as a portion of Official Tax Number 2761421 currently zoned RS-3, Residential Single Family Residential District and Official Tax No. 2761409 currently zoned RS-3, Single Family Residential District and C-2 General Commercial. A map of the property to be rezoned is attached as Exhibit "1". Pursuant to Section 36.1-690, Code of the City of Roanoke (1979), as amended, the Petitioner requests that the rear portion of property identified as official tax number 2761421 be rezoned from RS-3 Residential to C-2, General Commercial District, subject to certain conditions set forth below, for the purpose of expanding an existing automobile cleaning facility; said portion to be defined as follows: Beginning at a point on the northerly side of a 10' alley on the westerly side of Westside Boulevard northeast; said point being at the southwest corner of Lot 10, Block 22, Map of Washington Heights, thence N. 66° 30' W. 100 feet; thence N. 23° 30' E. 50 feet; thence S. 66° 30' E. 100 feet to a point on the west side of Westside Boulevard. Thence with the same S. 23° 30' E. 50 feet to the point and place of beginning. The Petitioner believes the rezoning of the said tract of land Will further the intent and purposes of the City's Zoning Ordinance and its comprehensive plan, in that it will provide a needed commercial service. The Petitioner requests that the existing proffers contained in Ordinance No. 32294-121994 for property identified as Official Tax Number 2761409 be repealed and replaced, and hereby proffers and agrees that if the said tract is rezoned as requested, that the rezoning will be subject to, and that the Petitioner will abide by, the following conditions on both parcels, identified by Official Tax Nos. 2761409 and 2761421. 1. That the property will be developed in substantial conformity with the site plan prepared for Michael A. Wells dated September 24, 1990, a copy of which is attached to the Petition for Rezoning as Exhibit "2", subject to any changes required by the city during site plan review. In addition thereto, the existing garage designated as "car wash" will be removed. The building to be constructed will be constructed as follows: a. There will be a 8' interior clearance; b. The primary building will be 10' tall with a pitched roof; c. All exposed areas of the building will be constructed of brick; d. A rock retaining wall will be constructed and maintained where determined to be necessary by the Roanoke City Engineering Department. 2. That if no building permit has been issued and no construction commenced for the new 2 bay garage approved hereunder within three (3) years from the date of final zoning approval, the zoning of the rear portion of official Tax No. 2761421 shall revert to RS-3, Residential Single Family District without further action by City Council. 3. The use of the subject property to be rezoned shall be an automobile cleaning facility. 4. No signage shall be located on official Tax No. 2761409 and 2761421 other than a single wall sign, not to exceed 20 square feet, to be located on the front of the garage facing Westside Boulevard. 5. The hours of operation shall be limited as follows: Monday through Friday-9:00 a.m. to 7:30 p.m. Saturdays-8:30 a.m. to 6:00 p.m. Sundays-l:00 p.m. to 6:00 p.m. 6. A wooden stockade fence and appropriate landscaping to be approved by the Agent, shall be constructed and maintained along the top of the bank adjoining the adjacent residential property. 7. There shall be no parking of vehicles to be cleaned or already cleaned in front of the residence at 3904 Virginia Avenue. 8. Upon completion of the new structure, no parking of vehicles in connection with the business operation shall be permitted on the U.S. Construction lot identified as Official Tax No. 2761501 across Westside Boulevard. 9. The provisions of Roanoke City Code, §21-207, relating to noise, as the same Section shall from time to time be amended, be applicable to the subject property 24 hours per day, seven per week. Attached as Exhibit "3" are the names, addresses and tax numbers of the owner or owners of all lots or property i~u~ediately adjacent to i~Lmediately across a street or road from the property to be rezoned. ~EREFORE, the Petitioner requests that the above described tract be rezoned as requested in accordance with the provisions of the Zoning Ordinance of the City of Roanoke. Respectfully submitted this ~day of 3904 Virginia Avenue, Roanoke, VA 24017 (540) 366-0123 i Sl~na~c~r'~' bf ©~rnef z: \wpS0\ [ ( sa\we [ [ s. Pet: [ a f09/30/96 1996. RESPECTFULLY SUBMITTED, Of counsel and ! t t t ADMISSIONS- 922~3088;~ 1 September 4, 1996 lik~amnent of Plmmi~ & Community D~veiopment Rmmok~, Va.. 1~: Public H~in~ ~ 0~ No. 32294-~2199~ Pl~a~ be advi~l that Fai~ew Meetodist Church is ogpo~i ~ ~t~ ~ezontn~ of inulxa~ owntd by Mjr, hae/A. We~la from RS-3 ~oC'2. $in~av/y, Tr,_,~ee*_ of Fsirview Roanoke City Planning Commission September 4, 1996 Minutes The regular meeting of the Roanoke City Planning Commission was held on Wednesday, September 4, 1996, at 1:30 p.m., in the City Council Chamber. The meeting was called to order by Carolyn H. Coles, Chairman. Attendance was as follows: Members Present: J'ohn P. Bradshaw, Jr. Gilbert E. Butler, .Ir. D. Kent Chrisman Carolyn H. Coles Barbara N. Duerk Melvin L. Hill Richard L. J'ones The following items were considered: 1. An~roval of Minutes: August 8, 1996 Mrs. Coles asked for a motion to approve the minutes of the August 8, 1996, Planning Commission minutes. Motion was made by Mr. Butler to approve the minutes. Mr. Chrisman advised that his first name and middle initial had been transposed in the minutes. Correction was so noted. Mrs. Duerk seconded the motion and the minutes were approved 7-0. At this point, Mr. Steve Talevi, Assistant City Attorney, introduced Mr. Gary Tengenkamp, Assistant City Attorney, and noted that Mr. Tengenkamp may, at sometime in the future, attend the Commission's meetings in Mr. Talevi's absence. Reauest from Michael A. Wells for an amendment to certain conditions approved ~ursuant to Ord No. 32294-121994 in conjunction with the rezonin~, of pronertv located at 3904 Virginia Avenue, N.W., bearing Official Tax NO. 2761409; and that 0.5 acr~ tract of land. located at the rear oforoperty bearing Official Tax NO. 2761421, and fronting on Virginia Avenue. be rezoned from RS-3. Residential Single Family District. to C-2, General Commercial District, ,uch rez0ning to be subject to certain conditions proffered by the oetitioner. Mr. Ed Natt, attorney, appeared before the Commission on behalf of Mr. Wells. Mr. Natt gave the Commission a copy of an amended petition which contained a number of amended proffers. Roanoke City Planning Commission Minutes September 4, 1996 Page 2 Mr. Natt reviewed the history of the rezoning request, noting that it had been heard earlier this year by the Commission, denied and referred back to the Commission by City Council a few months ago. Mr. Natt stated that a neighborhood meeting had been conducted on August 26 and he felt it had been very positive. He said that he hoped he had addressed most of the concerns that were brought up at the neighborhood meeting. Mr. Natt went over each of the nine proffers noting the following: Relative to the first condition, the existing garage would be removed if the property were rezoned. 2. The second proffer contained a reversion clause. 3. The third proffer specified that the use would be an automobile cleaning facility. The fourth proffer addressed the signage, noting that only that signage which was currently on the property would remain. The fitch proffer limited the hours of operation, in deference to comments made at the neighborhood meeting. The proffer of a stockade fence or appropriate screen had been made to address a concern expressed by the adjoining property owner. No parking of vehicles, to be cleaned or already cleaned, would be allowed in front of 3904 Virginia Avenue. No parking of vehicles by Mr. Wells on the U.S. Construction lot would be allowed after construction of the new facility. 9. Noise from the property would be dealt with under the City's current noise ordinance. Mr. Natt stated that Mr. Wells has begun a small business a few years ago and the business was successful. He said that Mr. Wells wanted to remain at his current location. He said that because of the nature and extent of his business, at this point, Mr. Wells could not economically move and rent another building for his business. Mr. Natt pointed out the commercial uses along Melrose Avenue and the C-1, U.S. Construction office across Westside Boulevard. He also noted that a portion of Mr. Wells' property was already zoned for commercial purposes and he was now asking for an additional, small area to be rezoned to commercial. Roanoke City Planning Commission Minutes September 4, 1996 Page 3 Mr. Bradshaw asked exactly how much area at the rear of the Virginia Avenue property was to be rezoned and how the garage would fit on the site. Mr. Natt referred to the site plan enclosed in the Commission's package and noted that there would be a 10' side yard setback and that the building would be at least 10 feet offthe property line, if not a little more. Mr. Butler asked if Mr. Wells had staked off'the property he wanted to rezone. Mr. Natt responded that he had staked it off, but had not had a survey done. He said that he did not have a metes and bounds description of the area proposed for rezoning. Mr. Bradshaw voiced his concern that Mr. Wells was asking for more than an amendment of the conditions on the first parcel and that it seemed more property was involved on the first parcel, along Westside Boulevard, than had been rezoned in 1994. There was discussion among Commission members and Mr. Natt relative to the exact area included in the petition to rezone. Mr. Natt noted that the depth of both lots would be about 50 feet from the alley in a northerly direction. Mr. Bradshaw said that this request was substantially different from the original petition. Mr. Natt stated that was correct. He said that he was proposing to do away with old and proposing an entirely new petition. Mr. Bradshaw commented on the steepness of the bank and asked how much cut there would be on the back side of the garage. Mr. Natt said that he did not know the actual depth of the cut. Mr. Bradshaw also raised the question ora retaining wall and noted his concern about the utilization ora garage on the back side ora residential piece of property. He asked what impact the rezoning would have on someone who might possibly want to buy Mr. Wells' home in the future. Mr. Natt stated that the rear portion would be zoned C-2 and the buyer would be aware of that. Mr. Bradshaw asked if the property could be subdivided. Mr. Natt stated he had not looked at the ordinance to determine whether or not that could be done. Roanoke City Planning Commission Minutes September 4, 1996 Page 4 A/~er some calculation, Mr. Natt noted that the area to be rezoned was approximately 50'x50' and it would adjoin the commercially zoned adjacent lot of the same size, making a 100'xS0' commercial piece of property. Mrs. Coles commented that she had heard a number of different things at the meeting. She said that it had been stated that Mr. Wells was expanding because his business was prosperous, but then she heard that economically, he was not ready to move to another location. She said that she could not see that moving would be as expensive as the cost of the improvements that would have to be made to the site as well as the new construction. She said that the Commission needed to stay focused on the fact that the rezoning was for a commercial use on a residential property. She again stated that she could not see how Mr. Wells could say that he could not afford to move once he considered the cost of his proposed expansion. Mr. Natt stated that Mr. Wells was not financially able to rent apiece of commercial property. Mr. Chrisman asked about the height of the structure, noting that was not mentioned in the petition. Mr. Natt stated that the building would be 10 feet tall. Mr..[ones commented on the building location and possible grading and retaining wall. Mr. Bradshaw asked if the roof would be flat and noted that a flat roof would not improve the appearance of the structure. Mr. Natt advised that it would be a flat roof. Mr. Jones asked the materials of the walls of the structure. A/~er conferring with Mr. Wells, Mr. Natt stated the building would be covered with aluminum siding. Mr. Bradshaw asked if there would be a separate retaining wall to hold the dirt back. Mr. Natt stated that had not been determined. He said that his client had not had the engineering work done because he wanted to wait on zoning approval. Mr. Natt further stated that the retaining wall would be determined by the location of the garage. He said he did not think it would be 15 feet. He said that if the structure was used as the retaining wall, then the exposed area would be sided with aluminum. Mr. Jones asked Mr. Natt if he would be willing to proffer that the building, above ground, would be brick to match the existing house. Roanoke City Planning Commission Minutes September 4, 1996 Page 5 Mr. Natt stated he would ask Mr. Wells. Mr. Butler stated that in most rezoning petitions, the applicant came before the Commission with proffers concerning the type of building proposed. He said that there were too many variables in this case and Commission did not have enough information. Mr. Natt stated he understood Mr. Butler's comments, but noted that he had many discussions with staffon the petition and staffhad not discussed the issue of how the proposed structure would look or the materials for the proposed structure. He said that issue had not been raised by the neighborhood either. Mr. Bradshaw said that he was concerned about what was being allowed to happen to the neighborhood. He said that the proposed commercial garage penetrated the established commercial/residential boundary line. He said that if the Commission made an original mistake in rezoning the property in 1994, they did not have to compound that mistake by rezoning the adjacent property. He asked if the existing house would look like a residential house with a commercial garage or was the integrity of the lot going to be maintained as residential. Mrs. Coles advised that when Mr. Wells first appeared before the Commission in 1994, he had stated he wanted to have a small business behind his home and had stated the he did not expect to expand. He said that the Commission had congratulated him on wanting to operate his own business and was also pleased that his business was doing well. She noted, however, that if the business had grown to a point where the garage needed to be expanded, then she felt Mr. Wells should look at other alternative sites. Mr. Natt stated that Mr. Wells was not at a point where he could expand elsewhere. At this point, Mrs. Coles allowed Mr. Natt and Mr. Wells to confer relative to proffers on the materials of the proposed garage. Mr. Marlles commented on the subdivision question which had been raised earlier. He noted that the area requirements for the C-2 district were 10,000 square feet minimum with a frontage requirement of 7500 square feet and this property did not meet those requirements. Mr. Natt stated that his client was willing to proffer a ten foot tall building, a rock retaining wall and brick on the exposed area of the garage. Mr. Jones said that he was concerned about the flat roof. He noted that a flat roof was considerably more expensive than a pitched roof. Mr. Natt amended the proffer to call for a pitched roof in keeping with the surrounding residential character. Roanoke City Planning Commission Minutes September 4, 1996 Page 6 Mr. Marlles presented the staff report, noting that Mr. Natl had summarized the request and background. He noted that staff and the petitioner had come a considerable distance in resolving some of the outstanding issues. He said that the appearance of the expanded garage had not been identified as an issue at any public meeting. He noted that the City Attorney's office had concerns relative to the enforceability of some of the proffers and would discuss those with Mr. Natl. Mr. Marlles thanked Messrs. Natt and Wells for their willingness to resolve some of the issues. Mr. Marlles referred the Commission to Section 36.1-691 of the zoning ordinance which dealt with the criteria for rezoning. He said that at least three of them applied in this situation; i.e., (1) the need and justification for the change; (2) impact of the proposed rezoning on the surrounding neighborhood; and (3) the relationsNp to the City's comprehensive plan. Mr. Marlles said that the City's comprehensive plan recommended the following: (1) development of commercial sites shall be carefully planned and designed to promote quality development and good land use; and (2) neighborhoods should be protected from encroachment of incompatible use through appropriate land use decisions and design/buffering requirements. He said that in looking at this particular rezoning, the City's comprehensive plan did not support it. He noted that staffhad recommended approval of the rezoning in 1994 with the conditions that had been proffered, however, the current petition seemed to violate the two principles found in the City's comprehensive plan. He said that the business had outgrown its current site. He said that he understood, for economic reasons, why the owner would like to keep the business on his property. He said that although the Commission needed to consider the economics, it should not be to the detriment of good land use planning and the neighborhood. He said that staffwas recommending denial of the request. Mr. Hill questioned the enforceability of proffer number 5 relative to hours of operation, and if enforced, what type of sanctions were used. Mr. Talevi stated he felt that could be enforced by fines. Mrs. Coles stated that she also had questions about the hours of operation because there was no one to take the zoning complaint on a Saturday or Sunday. She said that the parking on Virginia Avenue seemed to be a moot point because she did not understand how it could be proven that a car had been cleaned or was to be cleaned. She also questioned parking on the U.S. Construction site. Mr. Talevi advised that they would be difficult to enforce. Mr. Marlles advised that from a practical standpoint, the proffers could be enforced. Mrs. Coles asked for citizen comment. Roanoke City Planning Commission Minutes September 4, 1996 Page 7 Mr. David Mitchell (39 l 0 Virginia Avenue, N.W.) appeared before the Commission and stated his property adjoined Mr. Wells'. Mr. Mitchell said that he had been told that there was nothing but shale rock under the soil in the area and that Mr. Wells would have trouble if he excavated the property. Mr. Mitchell presented photographs of Mr. Wells' existing business, noting that there was plenty of clearance for extra large vehicles. Mr. Mitchell said that he was also concerned that his house might shift if Mr. Wells dug down too far in the back. He said that he was against the rezoning and he also said that the residential lots would be nonconforming if the property was rezoned. Ms. Betty McCormick (3826 Virginia Avenue, N.W.) appeared before the Commission and thanked the Commission for heating her again. She read offa list of car washes in the immediate area which were currently in operation and stated that another car wash in the area was not needed. Ms. McCormick said that on April 3, 1996, Mr. Wells had said he was going to keep the existing garage for storage. She said that he was now going to remove it and she wondered if Mr. Wells would be coming back again to rezone more property. She said that she was not against Mr. Wells, but did not want a car wash in the back yard ora residential area. She said that U.S. Construction, which adjoined her property, was supposed to revert to residential if it went out of business. Ms. McCormick also mentioned the loud music that came from Mr. Wells' establishment, noting that she could hear it through her cement walls. She asked the Commission to think about whether they would like a car wash in their back yards. Mrs. Coles asked for further comments. There being none, Mr. Hill made a motion to approve the request. The motion was seconded by Mr. Chfisman. Mrs. Coles asked for clarification of what the Commission would be voting on. Mr. Maflles advised that the Commission was voting on whether to rezone the second parcel of land, as well as the amended conditions on the first piece of land and the proffers made at the hearing today. Mr. Bradshaw said that the original proposal was not 50 feet from the back line. He said that the amended proposal would make the tract 100 feet by 50 feet and the petitioner, regardless of how the vote goes, has proffered additional conditions relative to the appearance. Mr. Marlles said that if the rezoning were not approved, Mr. Wells would be under no obligation to make any improvements. Mr. Bradshaw stated that City Council could rezone the property even if the Commission recommended denial. He said that he wanted to make sure that the what had been proffered at Roanoke City Planning Commission Minutes September 4, 1996 Page 8 the Commission's meeting would be part of the record that went to City Council for their consideration. Mr. Marlles advised that an amended petition would have to be submitted and forwarded to City Council with the Commission's recommendation. There being no further discussion a roll call vote was taken on the motion to approve the request, as follows: Mr. Bradshaw - no Mr. Butler - no Mr. Jones - no Mrs. Coles - no Mr. Chrisman - no Mrs. Duerk - no Mr. Hill - no The motion was defeated by a 7-0 vote. Re{~uest from Geome E. and Virginia M. Sweeney. represented bv leffrev L. Dorsev. attorney, that a 10' wide alley, running between properties bearin~ Official Tax Nos. 3020924 and 3020925. in a north-south directign from Sunset Street to Archbold Avenue. NE.. be t>ermanently vacated, discontinued and closed. Mr. Jeffrey Dorsey appeared before the Commission and stated that the alley ran between properties owned by the Sweeneys and in order to clear up paperwork, he was requesting closure. He noted that the Sweeneys had been maintaining the alleyway for many years. He also noted that the Sweeneys desired to create one lot from their adjoining properties. He said that he did not think the City would have any use for the alley and asked that it be closed. Mr. Tucker appeared before the Commission and gave the staffreport. He noted that the case was simple and clear-cut, noting that the City had no use for the property. He said that staff recommended closure. Them being no further discussion, Mr. Bradshaw moved to approve the request. The motion was seconded by Mr. Jones and approved 7-0. Request to schedule a nublic hearing to amend Section 36.1-412. Temporary_ buildings. structures, and construction dumpsters: and Division 9. Accessory Uses and Structures. Section 36.1-53 I. General Requirements. Roanoke City Planning Commission Minutes September 4, 1996 Page 9 Mr. Marlles advised that certain issues had been raised recently which staff, felt could be resolved in the future by amendments to the zoning ordinance. He advised that he would be in contact with the Ordinance and Names Subcommittee to discuss the proposed amendments and asked that the Commission give staff permission to advertise the matters. Mrs. Coles so authorized staff'to advertise for public hearing proposed amendments to Sections 36.1-412 and 53 I. She also asked how ofmn stafflooked at the zoning ordinance to see that it was up to date. Mr. Marlles advised that staff was continually looking at the ordinance, and that if an excessive number of variances or special exceptions were requested, staffchecked to see if there was a problem with the Code. 6. Other Discussion: Mrs. Duerk asked the status of the Mount Holland Road closure. Mr. Tucker stated he was preparing a report on the matter, which would be heard by the Commission at a special meeting on September 18, 1996. There being no further discussion, the meeting was adjourned at 3:00 p.m. ~Ad Number: 100446745 Publisher's Fee: $128.00 OSTERHOUDT FERGUSON NATT 1919 ELECTRIC RD ROANOKE, VA 24018 The Roanoke Times STATE of VIRGINIA CITY of ROANOKE AFFIDAVIT of PUBLICATION I, (the undersigned) an authorized representative of the Times-World Cor- poration, which corporation is publisher of The Roanoke Times, a daily newspaper published in Roanoke, in the State of Virginia, do certify that the annexed notice was published in said newspapers on the following dates: 10/04/96 FULL RUN - Friday 10/11/96 FULL RUN - Friday Witness, this 14th day of October 1996 Authorized Signature NOTICE OF PUBLIC HEARING TO WHOM IT MAY CONCERN: The Council of the City of Roanoke will hold a Public Hearing on Wednesday, October 23, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard, in the Council Chamber in the Municipal Building, 215 Church Avenue, S.W., on the question of amending conditions proffered on the rezoning of a tract of land located at 3904 Virginia Avenue, N.W., and designated as Official Tax No. 2761409; and on the question of rezoning from RS-3, Residential Single Family District, to C-2, General Commercial District, subject to certain proffered conditions, the following property: A 0.5-acre tract of land located at the rear of property bearing Official Tax No. 2761421, and fronting on Virginia Avenue. A copy of this proposal is available for public inspection in the Office of the City Clerk, Room 456, Municipal Building. All parties in interest may appear on the above date and be heard on the question. GIVEN under my hand this 2nd day of October , 1996. Mary F. Parker, City Clerk. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 30, 1996 File ~0-132-379 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting, of the Council of the City of Roanoke held on Wednesday, October 23, 1996, Council Member White requested that he be provided with the following information on greenways: What is the City's commitment? What is the City committed to fund? How much funding should be earmarked and the source of funds? Without objection by Council, the Mayor advised that the request for information would be referred to you for appropriate response. M~a~F.~ark~eel City Clerk MFP:sm pc: Rose M. Woodford, Executive Secretary, Office of the City Manager Mary F. Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk October 30, 1996 File f~66-67-79 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Wednesday, October 23, 1996, Vice-Mayor Wyatt referred to the "Ruby the Tiger Rescue Project" at the Mill Mountain Zoo, and requested that you work with the Executive Director of the Mill Mountain Zoo and the Commissioner of the Revenue with regard to including a check-off box on the City's personal property tax fora3 and the real estate tax form whereby citizens may donate additional funds that would be earmarked for the "Ruby the Tiger Rescue Project." Members of Council listed other worthy programs such as Center in the Square, Roanoke City Boxing Association, Virginia Museum of Transportation, and the Harrison Museum of Afdcan Amedcan Culture, etc. The request was referred to you for report to Council. ~"~ ~'~ "~'Sincerely, Mary F, Parker, CMC/AAE City Clerk MFP:sm pc: Elizabeth Poff, Executive Director, Mill Mountain Zoo, P. O. Box 13484, Roanoke, Virginia 24034 The Honorable Marsha C. Fielder, Commissioner of the Revenue James D. Gdsso, Director of Finance Rose M. Woodford, Executive Secretary, Office of the City Manager H:~GENDA~*TOBER.23