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HomeMy WebLinkAboutCouncil Actions 11-04-96ROANOKE CITY CO UNCIL REGULAR SESSION November 4, 1996 2:00 p.m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL 1. Call to Order -- Roll Call. Vice-Mayor Wyatt was absent The Invocation was delivered by The Reverend Kenneth B. Wright, Pastor, First Baptist Church, N. Jefferson Street. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. NOTICE: 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. C-1 C-2 CONSENT AGENDA (APPROVED 6-0) 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. Minutes of the regular meetings of City Council held on Monday, August 5, and Monday, August 19, 1996. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. 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-3 C-4 C-5 A report of the City Manager with regard to the status of Personnel Lapse for the first quarter of fiscal year 1996-97. RECOMMENDED ACTION: Receive and file. File #60-184 A report of the City Manager with regard to installation of a stop sign on Mason Mill Road, N. E. RECOMMENDED ACTION: Receive and file. File #20-66-514 A joint report of the City Manager and Director of Finance with regard to fimding options for middle school renovations. RECOMMENDED ACTION: Concur in recommendation. File #53-60-217-467 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 OBJECTION, IMMEDIATELY FOR ANY NECESSARY AND APPROPRIATE RESPONSE, RECOMMENDATION OR REPORT BACK TO COUNCIL. 4. PETITIONS AND COMMUNICATIONS: None. 5. REPORTS OF OFFICERS: a. CITY MANAGER: None. ITEMS RECOMMENDED FOR ACTION: A report recommending acceptance and appropriation of additional funds, in the amount of $86,579.00, fi:om the U. S. Depmhnent of Justice, Forfeited Property Sharing Program. Adopted Budget Ordinance No. 33173-110496. (6-0) File 115-60-76-236 A report recommending adoption of the City's Emergency Operations Plan and reaffirm the City's commitment to a comprehensive emergency management program. Adopted Resolution No. 33174-110496. (6-0) File 11188 A report recommending execution of a contract with Total Action Against Poverty for a Family Support Services Program to provide in-home services to prevent truancy in Roanoke City Schools; and appropriation and transfer of funds in connection therewith. Adopted Budget Ordinance No. 33175-110496 and Resolution No. 33176-110496. (6-0) File 1160-72-226-467 A report with regard to Law Enforcement Block Grant participation. Adopted Resolution No. 33177-110496. (6-0) File 115-236-301 DIRECTOR OF FINANCE: 1. A financial report for the month of September, 1996. Received and filed. Council Member White inquired as to the amount of accumulated interest earnings on capital funds; whereupon, the Director of Finance advised that he would provide the requested information. Council Member Swain requested that the Director of Finance provide Council with City revenue adjustments at mid-year; whereupon, the Director of Finance advised that a more realistic figure could be provided after March 1. File #1-10-60-217 CITY ATTORNEY: 1. A report with regard to amendment of Section 21 of enabling legislation creating the Hotel Roanoke and Conference Center Commission. Adopted Resolution No. 33178-110496. (6-0) File #60-110-137-247-258 6. REPORTS OF COMMITTEES: None. 7. UNFINISHED BUSINESS: None. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: Ordinance No. 33172, on second reading, permanently vacating, discontinuing and closing a ten foot wide alley lying between Official Tax Nos. 3020924 and 3020925, extending in a northerly direction f~om Sunset Street to Archbold Avenue, N. E. Adopted Ordinance No. 33172-110496. (6-0) File #514 9. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. Council Member Harris inquired about the status of the vision statement rollout process; whereupon, Council Member White reported that it is proposed to accomplish the rollout piece within approximately 60 to 90 days. File #132-404 Council Member Swain called attention to the need for sensitivity training for City employees in dealing with the public and with each other. He spoke in support of strengthening the City's on-the-job training programs to enable the hiring of City residents when vacancies in City positions occur. File #11-66-132-184 With Council's concurrence, the Mayor advised that for future City Council meetings, he will strictly abide by the five minute time limit for speakers addressing Council. File #132 Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. HEARING OF CITIZENS UPON PUBLIC MATTERS: CERTIFICATION OF EXECUTIVE SESSION. (6-0) Reappointed Samuel H. McGhee, III, as a Director of the Industrial Development Authority of the City of Roanoke for a term ending October 20, 2000. File #15-110-207 Reappointed Stephen A. Mancuso, Troy M. White, and Harold S. Zimmerman as members of the City of Roanoke Transportation Safety Commission for terms ending October 31, 2000. File #15-20-110 10 MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, S.W., Room 452 Roanoke, Virginia 24011 - 1594 Telephone: (540) 981-2444 Fax: (540) 224-3145 November 4, 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 November 4, 1996 Honorable Mayor and Members Of City Co'uncil Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: Personnel Lapse for the First Quarter of Fiscal Year 1996-97 Personnel lapse is generated due to employee turnover and vacancies in City departments. For the current fiscal year, salary savings of $815,000 are projected as a result of these vacancies. The following figures represent the status of Personnel Lapse for Fiscal Year 1996-97 as of September 30, 1996: General Fund: Total Budgeted Personnel Lapse ($815,ooo) First Quarter Personnel Lapse Generated July $105,236 August 134,246 September 136.084 $375,566 Less Revenue Adjustment (56,756) Net First Quarter Reduction $318,810 Personnel Lapse Balance Remaining after First Quarter ($496.190~ The status of lapse is now being reported to City Council as a Consent Agenda item. A fourth quarter report will provide a budget ordinance that encompasses all quarters, eliminates the budgeted lapse amount and adjusts affected departmental operating budgets. Please let me know if you have any questions. Respectfully Submitted, W. Robert Herbert City Manager WRH:abh CC: James D. Grisso, Director of Finance Wilburn C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk Diane S. Akers, Budget Administrator Directors Mary F. Parker, CMCIAAE c~y c~rk CITY OF ROANOKE Office of the City Clerk November 7, 1996 File #20-66-514 8andra H. Eakin Deputy City Clerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to installation of a stop sign on Mason Mill Road, N. E., was before the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. On motion, duly seconded and adopted, the report was received and filed. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Mr. Edward J. Kirk, Route 1, Box 1101, Thaxton, Virginia 24174 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Barry L. Key, Manager, Office of Management and Budget William F. Clark, Director, Public Works William L. Stuart, Manager, Streets and Traffic Robert K. Bengtson, Traffic Engineer November 4, 1996 No. 96-175 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: Request for Stop Sign on Mason Mill Road at 13th Street, N.E. A petition signed by 31 persons requesting installation of a stop sign on Mason Mill Road at 13th Street, N.E. was presented to City Council at a regular meeting on Monday, October 7, 1996. At that time, City Council referred the matter to my office for investigation and report to Council within 30 days. This is to advise Council that the study and response to this request is still being developed at this time. within the past four (4) weeks, the Traffic Engineering Division has collected traffic count information at this intersection, added speed limit signage, and reviewed the reported accident history of the intersection. Their traffic study is now reviewing the potential for excavation of an embankment adjacent to the intersection to improve sight distance. It is expected that a complete response will be provided to Council within the next 30 days. Respectfully submitted, W. Robert Herbert City Manager WRH/RKB/gpe copy: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director of Public Works Barry L. Key, Office of Management and Budget Robert K. Bengtson, P.E., Traffic Engineer Mr. Edward J. Kirk, Route 1, Box 1101, Thaxton, VA 24174 Mary F. Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk November 7, 1996 File #53-60-217-467 W. Robert Herbert City Manager Roanoke, Virginia James D. Grisso Director of Finance Roanoke, Virginia Gentlemen: Your report with regard to funding options for middle school renovations, was before the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. On motion, duly seconded and adopted, Council concurred in the recommendation. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Marsha W. Ellison, Chairperson, Roanoke City School Board, 2030 Knollwood Road, S. W., Roanoke, Virginia 24018 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 Diane S. Akers, Budget Administrator, Office of Management and Budget November 4, 1996 Honorable Mayor David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Subject: Funding Options for Middle School Renovations Dear Mayor and Council Members: During the City Council meeting of Tuesday, September 3, 1996, a communication from Ms. Marsha Ellison, Chairperson of the Roanoke City School Board, was presented regarding the timeframe for the next capital bond referendum. This matter was referred to the City Manager and Director of Finance to discuss other funding options and present a follow-up report to Council and the School Board. We met with Dr. E. Wayne Harris, School Superintendent, on September 25, 1998, to discuss this matter and agreed to recommend to our City Council and School Board that the City and School Administration will share the debt service on a $2,500,000 Virginia Public School Authority (VPSA) Bond Issue, subject to approval by the School Board and City Council. This will provide an interim solution to the funding deficiencies related to the Wilson Middle School Renovation Project. This interim solution will address the timing concerns until the entire Five-Year Capital Improvement Program for our City is developed with affordable financing alternatives. Prior to the final adoption of the Five-Year Capital Improvement Program, the School Administration and/or School Board may elect to assume all the debt service of the entire $2.5 million VPSA issue, or reduce their share of the general obligation bond issue by $1.25 million, an amount equal to the City's commitment for debt service in the VPSA issue. This proposal provides a permanent financing option if the 1997 referendum is unsuccessful. The financial implications of this agreement are as follows: The Schools have identified a $5 million Literary Loan and the $2.5 million VPSA Loan as the funding sources for the Wilson Middle School Project. Literary Loan funds are typically available within twelve months after construction begins. The VPSA bond funds are anticipated to be available in late fall of 1997, which is the State's next projected issuance date. The City Administration will coordinate with the School Administration to ensure cash flow on the construction costs until the VPSA funds are available. Debt service on the VPSA funding will begin accruing upon issuance, and will be repaid jointly, by the City and Schools. The first debt service payment on the VPSA bonds will not be due until approximately July, 1998, which means the financial impact for debt service will not occur until fiscal year 1998-99. The monthly debt service assumption on the entire $2.5 million at a 8% rate of interest will be $11,459 for the City and $11,459 for the Schools and will impact fiscal year 1998-99. We believe this proposal addresses the timeframe issues of the School Board. We recommend your concurrence in the above recommended report. Respectfully Submitted, W. Robert Herbert City Manager James D. Grisso Director of Finance WRH:DSA CC: Mary F. Parker, City Clerk Roanoke City School Board Members Dr. E. Wayne Hards, Superintendent, Roanoke City Schools Richard L Kelley, Assistant Superintendent for Operations, Roanoke City Schools Cindy H. Ramsuer, Clerk, Roanoke City School Board Diane S. Akers, Budget Administrator Filename: A:~Ellison.sam Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk November 7, 1996 File #5-60-76-236 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No; 33173-110496 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of additional funds, in the amount of $86,579.00, from the U. S. Department of Justice, Forfeited Property Sharing Program. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc; W. Robert Herbert, City Manager George C. Snead, Jr., Director, Public Safety M. David Hooper, Chief, Police Department Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tragubov, Grants Compliance Monitor IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of November, 1996. No. 33173-110496. 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 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 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Public Safety Federal Fodeiture Program (1) ........................................................... $ 1,984,906 297,705 Revenue Public Safety Federal Forfeiture Program (2) ....... . ....................... 1) Investigations and Rewards 2) Federal Forfeiture Program (035.-050-3304-2150) (035-035-1234-7184) $ 86,579 86,579 $ 1,984,906 297,705 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. November 4, 1996 96-408 Honorable Mayor and Members of City Council Roanoke, Vir~nia - ' Dear Mayor Bowers and Members of Council: Subject: Sharing Federally Forfeited Property I. ~ on the subject in chronological order is as follows: Con~ess amended 21 USC. Sec. 881 el-4. October, 1986. which authorized the transfer of certain federally forfeited property to state and local law enforcement agencies that pa~icipated in the investigation and seizure of the property. Application for an _e~uitable share ofproper~y seized by local law enforcement must be made to the U. S. Depaxtment of Justice and certified by the City Attorney as to the appropriate agency and representative to receive the property and that the transfer is not prohibited by state and local law. Property_ (including funds shared with stat~ aha local agencies) may be used only for the purpose stated in the application, i.e., narcotics investigations related to law enforcement. Participation in Federally Forfeited Prop~'~y enhances the effectiveness of narcotics investigations by providing necessary investigative equipment, investigative funds, overtime expenses, and off sets the costs that would othetwvise have to be burdened by the City's taxpayers. The agency requesting the transfer of property agrees to pay fees and expenses necessary to effect the transfer. II. ~ is as follows: Police Department receives additional fimds ~ from the federal government's asset sharing program ~ is required to accept additional funds to be dispersed in accordance with provisions of the program Revenues totalling $86.579.00 have been collected and are available for appropriation in Grant Fund Account 035-035-1234-7184. m. Issues in order of importance are as follows: A. Need Honorable Mayor and Members of Council Page 2 Alternatives in order of feasibility are as follows: City Council accept additional $86,579,00 fimd~ fi~om U. S. Department of Justice, Forfeited Property Sharing Program and authorize the Director of Finance to increase the appropriate accounts so that funds can be expended in accordance with program requirements. Need exists to provide additional funds and equipment to enhance undercover narcotics control investigations. ~ will be controlled by effectiveness of investigations through assets seized and forfeited in joint investigations with federal agencies. City_ Council reject assets from Federal Forfeiture ~ and not authorize Director of Finance to increase the appropriate accounts for such assets. Need for supplemental funds enabling increased effectiveness of undercover drug enforcement will not be met. Funds will not be applied for or received from the Federal Forfeiture Sharing Program. ~ is as follows: City_ Council approve Altematlve "A" to accept assets from the Federal Forfeited Property Sharing Program and: r__~03~_Qp_rjna~ $86.579.00 to Grant Fund Account: Investigations and Rewards (035-050-3304-2150) and increase the Grant Fund revenue estimate (035-035-1234-7184) for $86,579.00. Respectfiflly(_~, {~c~ Submitted~ W. Robert Herbert City Manager WRH:MDH:tmp c: City Attorney Director of Finance Director of Public Safety Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk November 7, 1996 File #188 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33174-110496 authorizing adoption of the Emergency Operations Plan for the City of Roanoke. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc; Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Barry L. Key, Manager, Office of Management and Budget George C. Snead, Jr., Director, Public Safety Wanda L Reed, Manager, Emergency Services IN THECOUNCILOFTHECITY OF ROANOKE, VIRGINIA The 4th day of November, 1996. No. 33174-110496. A RESOLUTION authorizing the adoption of the Emergency Operations Plan for the City of Roanoke. WHEREAS, this Council is greatly concerned with the health, safety and well-being of its citizens and desires that the best possible emergency services be available to them; WHEREAS, the Commonwealth of Virginia Emergency Services and Disaster Law of 1973, Chapter 3.2 of Title 44 of the Code of Virginia, 1950, as amended, requires that each city and county in the Commonwealth maintain an Emergency Operations Plan which addresses its planned response to emergency situations; and WHEREAS, such an Emergency Operations Plan has been developed by City staff in coordination with the Virginia Department of Emergency Services incorporating input bom responsible departments and agencies. BE IT RESOLVED by the Council of the City of Roanoke that: 1. This Council hereby adopts the revised and current Roanoke City Emergency Operations Plan, to include plans and procedures for both peacetime and war-caused disasters. 2. The City officials charged with planning and operational responsibility in the Emergency Operations Plan shall become knowledgeable of such responsibilities and be prepared to execute their respective responsibilities upon notification of implementation of the plan. ATTEST: City Clerk. November 4, 1996 Council Report 96-409 Honorable David A. Bowers, Mayor and City Council Members Roanoke, Virginia Subject: Emergency Operations Plan Dear Mayor Bowers and Members of Council: I. BACKGROUND Virginia Emergency Services and Disaster Laws, Title 44, Chapter 3.2, Section 44- 146.19 - 44-156.21 outline the powers and duties of political subdivisions in regards to delivery of emergency sezvices. One component of these laws is the requirement that the city promulgate an Emergency Operations Plan. City, Code Section 2-126 identifies the CiW Manager as Director of Emergency Services who is responsible for ca~. 'rig out these powers and duties. Emergency Operations Plans must be updated annually and readopted every five years by the local governing body in order to meet federal regulations. A current Emergency Operations Plan is a prerequisite federal funds for emergency management programs. II. CURRENT SITUATION The city's Emergency Operations plan has been reviewed and updated by the Emergency Services Coordinator with the assistance of department managers, agency heads and others who have responsibilities during emergencies. A team approach in plan development was highly successful because much like the leadership team's involvement in the high performance organization (HPO), decision-making and ownership was dispersed to a large range of participants. Implementation of the plan and response to emergencies will also be enhanced because of the team work taking place in the HPO process. City Council was briefed October 23.1996 relative to the Emergency Operations Plan, emergency management principles and functions. Page 2 III. ISSUES A. Community Preparedness B. Continuity of Government C. Legal Requirements IV. ALTERNATIVES A. City Council adopt the Emergency Operations Plan reaffirming the city's commitment to a comprehensive emergency management program. 1. Community Preparedness is enhanced by the planning process and the development of an Emergency Operations Plan. 2. Continuity of Government during disasters is ensured by identifying lines of succession for all departments within this plan. 3. ke~gfl~lllJX~lll~ will be met. B. CiSy Council does not adopt the Emergency Operations Plan 1. ~omrauniW_ Preparedness will have already been addressed through the planning process; however, an officially adopted plan would not be available for distribution. 2. Continuity of Government may not be clear during emergencies. 3. ~ for an up-to-date emergency plan will not be met. TI N A. City Council adopt the Emergency Operations Plan and reaffirm the city's commitment to a comprehensive emergency management program. Respectfully submitted, W. Robert Herbert City Manager WRH/WBR Page 3 CC: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Finance Director Barry Key, Manager, OMB George C. Snead, Public Safety Director Wanda B. Reed, Coordinator, Emergency Services 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 November 7, 1996 File #72-226-467 Theodore J. Edlich, III Executive Director Total Action Against Poverty in Roanoke Valley P. O. Box 2868 Roanoke, Virginia 24001 Dear Mr. Edlich: I am enclosing copy of Resolution No. 33176-110496 authorizing execution of a contract with Total Action Against Poverty in Roanoke Valley for in-home family support services designed to prevent truancy in the Roanoke City Schools, in an amount not to exceed $75,636.00, upon certain terms and conditions as set forth in a report of the City Manager under date of November 4, 1996. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. Theodore J. Edlich, III Executive Director Total Action Against Poverty in Roanoke Valley November 7, 1996 Page 2 pc: Marsha W. Ellison, Chairperson, Roanoke City School Board, 2030 Knollwood Road, S. W., Roanoke, Virginia 24018 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 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development Corinne B. Gott, Manager, Social Services Diane S. Akers, Budget Administrator, Office of Management and Budget Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management 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 November 7, 1996 File #72-226-467 John F. Pendarvis, Executive Director Family Services of the Roanoke Valley 3208 Hershberger Road, N. W. Roanoke, Virginia 24017 Barbara Mitchell, Executive Assistance Lutheran Family Services of Virginia P. O. Box 21609 Roanoke, Virginia 24018-0574 Dear Mr. Pendarvis and Ms. Mitchell: I am enciosing copy of Resolution No. 33176-110496 authorizing execution of a contract with Total Action Against Poverty in Roanoke Valley for in-home family support services designed to prevent truancy in the Roanoke City Schools, in an amount not to exceed $75,636.00, upon certain terms and conditions as set forth in a report of the City Manager under date of November 4, 1996. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. On behalf of the City of Roanoke, I would like to express appreciation for submitting your proposal on the abovedescribed services. Sincerely, City Clerk MFP:sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 4th day of November, 1996. No. 33176-110496. A RESOLUTION authorizing the execution of a contract with Total Action Against Poverty in Roanoke Valley for in-home family support services designed to prevent truancy in the Roanoke City Schools. BE follows: 1. IT RESOLVED by the Council of the City of Roanoke as 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, a contract with Total Action Against Poverty in Roanoke Valley ("TAP") for in-home family support services designed to prevent truancy in the Roanoke City Schools. Payment to TAP for these services shall not exceed $75,636.00. The contract with TAP shall contain such terms and conditions as set forth in the City Manager's report dated November 4, 1996, and such other terms and conditions as the City Manager deems appropriate. The form of said contract shall be approved by the City Attorney. 2. The City Clerk is to notify Family Services of Roanoke Valley and Lutheran Family Services of Virginia that they were not selected to provide these services to prevent truancy and to express the City's appreciation for the submission of their proposals. ATTEST: City Clerk. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk November 7, 1996 File #60-72-226-467 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33175-110496 amending and reordaining certain sections of the 1996-97 General Fund Appropriations, providing for appropriation and transfer of funds in connection with a Family Support Services Program to provide in-home services to prevent truancy in Roanoke City Schools. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Marsha W. Ellison, Chairperson, Roanoke City School Board, 2030 Knollwood Road, S. W., Roanoke, Virginia 24018 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 Glenn D. Radcliffe, Director, Human Development Codnne B. Gott, Manager, Social Services Diane S. Akers, Budget Administrator, Office of Management and Budget Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of November, 1996. No. 33175-110496. AN ORDINANCE to amend and reordain certain sections of the 1996-97 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: APpropriations Health and Welfare Social Services -Services (1) ............................................................... Nondepartmental Contingency - General Fund (2) ........................................................... Revenue Grant-in-Aid Commonwealth Welfare (3) ....................................................... 1) Purchased Services 2) Contingency 3) Other Purchased Services (001-054-5314-3160) $ 75,636 (001-002-9410-2199) ( 7,563) (001-020-1234-0683) 68,073 $ 20,070,034 6,196,469 $ 54,031,983 311,925 $ 33,981,917 13,363,383 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia November 4, 1996 #96-569 The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: FAMILY PRESERVATION/FAMII,y SUPPORT SERVICES PROGRAM, Proposal 96-8-5 Back~ound on the subject in chronological order is: The Federal Government enacted the Faunly Preservation Act which allocates funds to State Government to allow localities to develop programs to strengthen family life. Roanoke Ci_ty received a total of $75.636.00 fgr FY 96-97, 10% of which is required to be matched by local funds. Funds must be appropriated for 96/97 Fiscal Year. In the Summer of 1996. Roanoke City Social Services and Roanoke Ci_ty Schools develov,~tl a olan with the goal to reduce truancy within the early grades, concentrating on kindergarten through 2nd grade. Building on the feedback from the school staffon the positive narticipation of the children in the Summer School nro~am Social Services proposes to continue truancy prevention efforts by in-home services to families whose children have excessive absenteeism. Sneeificafions were developed and requests for Proposals were sent specifically to six (6) vendors known to be able to provide proposed in-home services. A public advertisamant was also published in the Roanoke Times and Roanoke Tribune. Three proposals were received and publicly opened at 2:00 p.m. on 8-26-96 in the office of the Manager of Supply Management. Interviews were held with (1) Family Services of Roanoke Valley; (2) Lutheran Family Services; (3) Total Action Against Poverty; representing all who submitted proposals. The proposal evaluations were conducted in a consistent manner by representatives of the following depamnents: Human Development, Social Services, Supply Management. Attachment A shows the results of the evaluation review based on program goals. The services needed to accomplish those goals are described in Attachment B. B. Based upon the pronosals and the interviews, the review conmUttee believes Total Action A~alnst Poverty_ is more qualified and suitable than the other entities submitting pronosal~ to urovide services needed by the uroiect. The services are: 1. working with families through remedial activities, 2. connecting families to ongoing resources, 3. follow up with families to measure results, and 4. evaluation of project. Issues in order ofimportence are: A. Services to Tareeted Population. B. Required standards ofnerformance. C. Education enhancement. D. Communi _ty cooperation. E. Funds. Alternative~ in order of feasibility are: A. Authorize the Ci_ty Manaeer to execute a conttact in a form approved by the City Attorney not to exceed $75.636,00 for Family Support Services with Total Action Against Poverty to provide in-home services to prevent truancy in Roanoke City Schools. 1. Services to Targeted Ponulation - families whose children have high absenteeism fi.om school will receive motivational services targeted to increase the value of education such as job skills for parents and tutoring for students. 2. Required standards of performance - evaluation systems will be developed to meet Federal requirements for continued funding. 3. Education enhancement - development of a positive experience in learning in early years will reduce drop-out rates. The Honorable Mayor and Members of City Council Roanoke, Virginia November 4, 1996 #96-569 Page Two Current Situation is A. The Honorable Mayor end Members of City Council Roenoke, Virgima November 4, 1996 #96-569 Page Three Commumty cooperation - using commumty resources bom several social agencies in cooperation with the school system will enhence the City's investment in its children. Fundina - Cost of project will be 90% reimbursed by State Department of Social Services ($68,073.00), leaving local cost of $7,563.00. Do not authorize the City Menaeer to execute contract with Total Action A~ainst Poverty_ m the amount not to exceed $75.636.00 to provide in-home services to prevent tmency in Roenoke City Schools. Services to Targeted Population - services proposed in this contract will not be offered to students. Required stendards of performence - Social Services will develop a different project but a large portion of the year will be non-productive. Education enhancement - targeted fanUhes in need of services will not receive tutoring and other needed motivational services. Community cooperation - Roenoke City commumty will lose resources to prevent Funding - Loss of resources of $68,073.00 for special project for Tmency Prevention. RECOMMENDATION A. City Council concur in the implementation of Alternative A end enthofize the following: The City Mena~er to execute a contract with TAP in a form approve~l by the CiB, Attorney. to provide in-home services to prevent truency in Roenoke City Sch9ol~. The City Clerk to notify Family Services of Roanoke Valley end Lutheren Family Services of Vir_mnia that they were not selected to provide m-home services to prevent tmency. 3. Transfer $7.563 bom Contingency Fund Account #001-002-9410-2199 to Purchased Services Account #001-054-5314-3160. The Honorable Mayor and Members of City Council Roanoke, Virginia November 4, 1996 #96-569 Page Four Increase Revenue Estimate of funds received fi.om the State Department of Social Services Account #001-020-1234-0683 in the amount of $68.073 and appropriate $68.073 to Expenditure Account #001-054-5314-3160. Respectfully submitted, W. Robert Herbert City Manager Wilbum C. Dibling, City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director of Human Development Corinne B. Gott, Superintendent of Social Services Diane S. Akers, Budget Administrator D. DarWin Ronpe, Manager, Supply Management ~ F. Parker, City Clerk ATTA_~HMENT A Truancy Prevention Project RVP No. 96-8-5 Summary of evaluation of 3 bids Family Seawices of Roanoke Valley a. Fomilies served b. Applicability to targeted population c. Program strengths d. Staffing e. Cost Average Score 6 6 6.6 6.6 6.1 Lutheran Family Services of Vir~nia a. Families served b. Applicability to target population c. Program strengths d. Staffing e. Cost 7 5 4.3 5.7 4.3 Total Action Against Poverty a. Families served b. Applicability to target population c. Program strengths d. Staffing e. Cost 8.6 9.6 9.6 7.7 8.7 Z < ATTACHMENT B TRUANCY PREVENTION PROJECT - IN-HOME SERVICES TEAM Program Description A grant funded program designed to provide short term, in-home services to designated families referred by the Truancy Prevention Project. The In-Home Service Team will consist of one case manager and two case aides. All referred cases will originate t~om either Hurt Park Elementary School, Fallon Park Elementary School, or Jackson Middle School. Ali referred cases must meet the following minimnm criteria: (1) (2) (3) Student has missed a minimum of 10 days of school, unexcused. a. Student, age 4-16, is in danger of abuse/neglect and/or out-of-home placement; or b. Student, age 4-16, is experiencing severe problems in the educational setting as a result of situations beyond the control of the school, and is at risk of being removed fxom the school. Parent or responsible adult with whom the child is living must be willing to participate in intensive in-home services, with the goal of keeping the child in the home and in school. Program Model The short term model of in-home sexvices focuses on preventing either (1) abuse/neglect and/or out of home placement of a child; or (2) preventing the removal of a student bom the school. The program is based on cris~s theory and u 'tflizes the family's high level of motivation during a crisis as an oppommity to teach new skills. The model contains the following characteristics: The duration of services is limited and ranges from one to three months Services are intensive and range t~om 7-10 hours per week in the home with the family The team is available to the family around the clock The team works flexible hours The goal of the service is to remm the family to a level of fimctioning and stability that allows the child to remain in the home and in school A combination of counseling, parenting skill education, case management and concrete services are provided to meet the needs of the family Administrative and program supervision is provided by the Truancy Prevention Project The primary goal of in-home services is to remm the family to a level of stability and functioning that allows the child to remain in the home and in school. As a short term crisis intervention program, the In-Home Service Team does not expect to solve all of the family's problems. Rather, the In-Home Service Team works toward stabilifing families and leaving them with additional skillg that they can use to function more effectively in the future. Families are linked with other agencies for ongoing assistance. A second goal of the In-Home Service Team is to improve school attendance of the identified child, and of his or her siblings. The In-Home Service Team will work closely with the Truancy Prevention Project staffto decrease any barriers that prevent the child from regularly attending school. In addition, project staffwill strive to make the school setting more inviting and supportive for the family. From a program perspective, the last goal is for the In-Home Service Team to serve a minimmn of thirty fiunilies in the 1996-1997 school year (including summer). 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 November 7, 1996 File ~5.236-301 Martin B. Malt Deputy Director Virginia Department of Cdminal Justice Services 805 East Broad Street Richmond, Virginia 23219 Dear Mr. Malt: I am enclosing copy of Resolution No. 33177-110496 accepting a grant for criminal history records system improvements from the Commonwealth of Virginia Department of Cdminal Justice Services, in the amount of $65,000.00, with the City of Roanoke providing $28,750.00 in local match, and authorizing execution of any required documentation on behalf of the City. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attomey James D. Grisso, Director of Finance George C. Snead, Jr., Director, Public Safety M. David Hooper, Chief, Police Department Kit B. Kiser, Director, Utilities and Operations Archie Herrington, Manager, City Information Systems IN THE COUNCH.. OF THE CITY OF ROANOKE, VIRGINIA, The 4th day of November, 1996. No. 33177-110496. A RESOLUTION accepting a certain grant for criminal history records system improvements from the Commonwealth of Virginia's Department of Criminal Justice Services and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke does hereby accept the offer made to the City by the Commonwealth of Virginia's Department of Criminal Justice Services of a grant for criminal history records system improvements in the amount of $65,000.00, with the City's providing $28,750.00 in local match, such grant being more particularly described in the report of the City Manager, dated November 4, 1996, upon all the terms, provisions and conditions relating to the receipt of such funds. 2. The City Manager or the Assistant City Manager is hereby authorized to execute, on behalf of the City, any documentation required in connection with the acceptance of such grant and to furnish such additional information as may be required by the Commonwealth. ATTEST: City Clerk. November 4, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: RE: Law Enforcement Grant Participation During the first part of September of this year, we received information that the Department of Criminal Justice Services was administering a grant program for Criminal History Records System Improvements. This is a three-part grant package in which the City of Roanoke would qualify in two areas, Analysis of Criminal History Record Information Systems and Procurement of Incident-Based Reporting Systems. The grant requirements are very detailed and necessitated the involvement of City Information Systems. A needs assessment was conducted to determine the areas where these funds would best meet the needs of the city. The availability of this grant is very timely in that the Police Department and CIS are currently involved in a technology update project which includes these two areas. The Criminal History Records System under development would greatly improve records efficiency. The Incident Based Reporting System is mandated by the State and must be developed and fully operational by 1999. The City of Roanoke would be eligible for a direct award of $65,000 with a local match of $28,750. Funds already designated for the current technology update project would be used for the local match if the grant is approved. The Honorable David A. Bowers, Mayor and Members of City Council Page 2 November 4, 1996 This letter is to request City Council to enact an authorizing resolution permitting the City Manager to apply for the above-referenced funds. Respectfully submitted, W. Robert Herbert City Manager WRm/hw cc; Wilbum C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk James D. Grisso, Director of Finance George C. Snead, Director of Public Safety M. David Hooper, Chief of Police Lt. B. S. Lugar, Roanoke City Police Department Archie Harrington, Manager, City Information Systems Mary F. Parker, CMC~AAE ¢~y Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk November 7, 1996 File #1-10-60-217 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: At a regular meeting of the Council of the City of Roanoke held on Monday, November 4, 1996, Council Member White inquired as to the amount of accumulated interest earnings on capital funds. Council Member Swain requested that you provide Council with City revenue adjustments at mid-year. He concurred in your suggestion that a more realistic figure could be provided after March 1. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: W. Robert Herbert, City Manager Diane S. Akers, Budget Administrator, Office of Management and Budget November 4, 1996 TO: Honorable Mayor and Members of City Council FROM: James D. Grisso, Director of Finance SUBJECT: September Financial Report This financial report covers the first quarter of the 1996-97 fiscal year. The following narrative discusses revenue and expenditure trends to date. REVENUE Total General Fund revenues reflect an increase of 4.91% or $1,109,000, on a year-to-date basis, compared to FY96. Variances in specific categories of revenue are as follows: Other Local Taxes are up 3.36% or $226,000 in FY97. This is due to increases in sales and business license tax. Sales tax is showing positive growth as the holiday shopping season approaches with an increase of more than 7% since last year. Permits, Fees and Licenses are up 28.66% or $45,000 due to increased revenues from electrical, plumbing, and building inspections and street opening permits. Street opening permits are up due to a more stringent enforcement of the requirements to obtain such permits. Fines and Forfeitures increased $24,000 or 10.37% due to increased General District Court fines and higher Circuit Court judgment collection fees. General District Court fines have risen due to increases in several traffic related fines and due to a more aggressive collection approach. Revenue from the Use of Money and Property decreased $65,000 or 22.05% due to a decline in interest earnings. The General Fund earns less interest than it did last year due to the reduction of its cash balances when the new Risk Management Internal Service Fund was established July 1. Grants-in-Aid Commonwealth have increased $939,000 or 39.5%. $233,000 of this is from greater revenue in the form of shared expenses from the Commonwealth for the Sheriff's department which has more employees in FY97 as a result of the City Jail expansion. Jail block grant revenue is higher as is Comprehensive Services Act revenue and revenue from other categorical aid relating to juvenile programs. Grants-in-Aid-Federal Government are up about $7,000 due to higher FEMA payments this year. Miscellaneous Revenue has increased $28,000 or 27.66% due to increased sales of surplus items. Internal Services have increased 11.07% or $29,000 due to higher billings by Engineering and Building Maintenance. Engineering has billed three times this year, compared to twice through September of the prior year. Building Maintenance has billed increased amounts to the City garages and Nursing Home. Honorable Mayor and Members Roanoke City Council November 4, 1996 Page 2 EXPENDITURES AND ENCUMBRANCES Expenditures and encumbrances in the General Fund have increased 5.46% or $2,294,000 since FY96. Variances in individual expenditure categories are discussed as follows:. General Government expenditures have decreased $136,000 or 5.28% due to the establishment of a separate fund for Risk Management in FY97, instead of including it in the General Fund as was the case last year. Judicial Administration expenditures have decreased 6.22% or $60,000. Fees for professional services were higher in FY96 in the Clerk of Circuit Court when various printing and binding services were needed. The Law Library has incurred lower expenditures for equipment purchases. The Commonwealth's Attorney has incurred lower personal services costs. Health and Welfare expenditures have increased 18.55% or $699,000. Cultural and Human Services contributions have increased by $167,000. Some contributions previously included in the Parks, Recreation and Cultural category are now in Health and Welfare. Social Services costs have risen due to increased personal services costs, foster care, and daycare due to an increased demand for these services. CSA expenditures have risen by more than $300,000 as well, continuing the trend exhibited over the past year of increased children in the program and increased costs to care for the children. Parks, Recreation and Cultural expenditures have decreased $144,000 or 11.15%. As mentioned above, contributions to cultural and human services organizations which were included in this category in the past are now reported as Health and Welfare expenditures. As such, the contributions to Center in the Square, the Virginia Museum of Transportation, Harrison Cultural Center and Roanoke Sister Cities are now in that category. Nondepartmental expenditures have increased $223,000 or 9.26% due to increased transfers to the Civic Center and Transportation Funds. This category consists primarily of transfers to other funds and varies from year to year based on budgeted transfer requirements. I would be pleased to answer any questions which City Council may have regarding the Monthly Financial Statements. IDG/AHA/pac Attachments Director of Finance CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE SEPTEMBER 30, 1996 Balance July 1,1996 Ordinance Number 33067 33075 33105 CMT045 Department Director of Utilities and Operations Recreation Dues, Memberships and Affiliations City Attorney Balance September 30, '1996 Purpose City's Share of Go,~mmental Electric Rate Negotiatlan Costs Roanoke City Boxing Association Equipment Pumhases Greenways/Open Space Steering Committee Local Government Attomeys of Virginia Membership $367,576 (23,086) (16,ooo) (28,800) (1,800) $298,890 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE Revenue Source General Property Taxes Other Local Taxes Permits, Fees and Licenses Fines and Forfeitures Revenue fi.om Use of Money and Property Grants-in-Aid Commonwe~th Grants-in-Aid Federal Government Charges for Services Miscellaneous Revenue Internal Services Total Year to Date for the Period Current Fiscal Year Percentof Revlaed Revenue Ju~ l-Sep 30 Ju~ 1-Sep 30 Percentage Revenue Estimate 1996-96 1996-97 of Change Estimates Receded $11,759,713 $11,663,945 (0.81)% $62,236,700 18.74% 6,726,099 6,952,431 3.36 % 48,446,356 14.35% 156,633 201,531 28.66 % 562,200 35.85% 233,600 257,821 10.37 % 875,500 29.45% 298,459 232,636 (22.05) % 1,138,326 20.44% 2,378,696 3,318,327 39.50 % 33,913,844 9.78% 9,948 17,498 75.89 % 25,000 69.99% 664,291 635,753 (4.30) % 3,312,010 19.20% 100,199 127,919 27.66 % 310,500 41.20% 258,356 286,948 11.07 % 1,824,000 15.73% $22,586,994 $23,694,809 4.91% $152,644,436 15.52% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Expenditures Year to Date for the Period Current Fiscal Year Pement of July 1- Sep 30 July 1- Sep 30 Percentage Unencumbered Revised Budget 1995-96 1996-97 of Change Balance Appropriations Obligated General Government $2,584,089 Judicial Administration 965,281 Public Safety 8,125,218 Public Works 6,858,715 Health and Welfare 3,769,852 Parks, Recrea~on and Cultural 1,299,333 Community Development 313,849 Transfer to Debt Service Fund 6,443,077 Transfer to School Fund 9,203,936 Nondepartmental 2,404,964 $2,447,598 (5.28)% $7,694,637 $10,142,235 24.13% 905,285 (6.22) % 3,165,823 4,071,108 22.24% 8,608,281 5.95 % 28,685,684 37,293,965 23.08% 7,220,370 5.27 % 15,519,910 22,740,280 31.75% 4,468,994 18.55 % 15,525,404 19,994,398 22.35% 1,154,508 (11.15)% 3,728,827 4,883,335 23.64% 296,226 (5.62) % 1,047,995 1,344,221 22.04% 6,775,664 5.16 % 2,535,136 9,310,800 72.77% 9,756,883 6.01% 28,970,554 38,727,437 25.19% 2,627,744 9.26 % 3,373,565 6,001,309 43.79% Total $41,968,314 $44,261,553 5.46 % $110,247,53~ $154,509,088 28.55% 2 CITY OF ROANOKE, VIRGINIA SCHOOL FUND STATEMENT OF REVENUE Revenue Source State Sales Tax Grants-in-Aid Commonwealth Grants-in-Aid Federal Government Charges for Services Transfer from General Fund Special Purpose Grants Total Year to Date for the Period July 1-Sep 30 July 1-Sep 30 Percentage 1995-96 1996-97 of Change Current Fiscal Year Percent of Revised Revenue Revenue Estimate Estimates Received $954,776 $1,390,977 5,593,750 6,880,188 35,019 12,681 293,048 229,218 9,203,936 9,756,883 2,768,861 1,752,370 45.69 % $8,090,895 17.19% 23.00 % 30,904,880 22.26% (63.79) % 2,353,996 0.54% (21.78) % 2,732,706 8.39% 6.01% 38,727,437 25.19% (36.71)% 2,922,512 N/A $18,849~390 $20,022~317 6.22 % $85~732~426 23.35% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period July 1-Sep 30 July l-Sep 30 ExPenditures 1995-96 1996-97 Instruction $9,343,700 $9,421,468 General Support 728,546 668,610 Transportation 388,912 311,200 Operation and Maintenance of Plant 2,351,566 2,159,122 Food Services 275,218 323,362 Facilities 1,862,990 1,622,297 Other Uses of Funds 2,114,318 1,681,076 Special Purpose Grants 2,525,404 2,922,512 Percentage of Change Current Fiscal Year Percent of Unencumbered Revised Budget Balance Appropriations Obligated 0.83 % $52,186,310 $61,607,778 15.29% (8.23)% 2,489,216 3,157,826 21.17% (19.98)% 2,542,691 2,853,891 10.90% (8.18)% 7,347,449 9,506,571 22.71% 17.49 % 3,242,334 3,565,696 9.07% (12.92)% 1,622,297 100.00% (20.49) % 1,613,202 3,294,278 51.03% 15.72 % 2,922,512 N/A Total $19,590,654 $19,109,647 (2.46) % $69,421,202 $88,530,849 21.59% 3 CITY OF ROANOKE, VIRGINIA CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF SEPTEMBER, 1996 Expenditures Unexpended Outstanding Unencumbered Budget To Date Balance Encumbrances Balance General Government $9,795,177 $6,481,787 $3,313,390 $280,705 $3,032,685 Judicial Administration 37,540 37,540 Public Safety 9,561,146 9,386,637 174,509 7,190 167,319 Educa§on 19,859,397 11,717,994 8,141,403 6,982,999 1,158,404 Community Development 1,041,000 82,269 958,731 958,731 Recrea~on 468,491 325,392 143,099 137,363 5,736 Streets and Bridges 13,365,432 10,092,346 3,273,086 1,869,226 1,403,860 Sanitation Projects 3,180,363 3,109,729 70,634 2,500 68,134 Traffic Engineering & Co mmunica~ons 1,775,300 1,380,188 395,112 35,370 359,742 Other Infrastructure Projects 6,205,534 3,827,495 2,378,039 152,829 2,225,210 Capital Improvement Reserve 20,832,116 20,832,116 20,832,116 Total $86,121~,96 $46~t41,377 $39,680,119 $10~426,913 $29,263,206 4 CITY OF ROANOKE, VIRGINIA WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 3 MONTHS ENDING SEPTEMBER 30, 1996 Operating Revenue Commercial Sales Domestic Sales Industrial Sales Town of Vinton County of Roanoke City of Salem Customer Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest on Investments Rent Miscellaneous Revenue Interest Expense Total Nonoperatin9 Revenue (Expenses) Net Income 1996 1995 $841,011 $859,219 746,649 777,832 57,511 68,972 5,845 8,147 535,119 434,729 1,766 156,675 90,305 2,344,576 2,239,204 330,528 322,373 854,112 699,485 234,692 234,692 1,419,332 1,256,550 925,244 982,654 58,772 12,616 845 825 12,796 11,605 (395,715)(1) (323,302) 25,046 $601,942 $1,007,700 Note (1) This amount represents interest paid on the 1992 Water Bonds. Interest was previously capitalized as part of the construction costs related to the Carvins Cove improvements, which were substantially complete in February 1996. 5 CiTY OF ROANOKE, VIRGINIA SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 3 MONTHS ENDING SEPTEMBER 30, 1996 Operating Revenue Sewage Charges - City Sewage Charges - Roanoke County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue Interest on Investments Miscellaneous Revenue Total Nonoperating Revenue Net Income 1996 $1,948,633 245,046 64,572 246,170 27,267 41,423 21,108 2,594,219 382,928 1,115,414 233,866 1,732,208 862,011 97,894 5,581 103,475 $965~86 1995 $1,744,425 222,324 44,471 219,841 17,742 26,073 20,395 2,295,271 387,837 888,667 233,866 1,510,370 784,901 51,172 7,269 58,441 $843,342 CITY OF ROANOKE, VIRGINIA CiViC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 3 MONTHS ENDING SEPTEMBER 30, t996 Operating Revenue Rentals Parking Fee Event Expenses AdverlJsing Admissions Tax Commissions Novelty Fees Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depredation Total Operating Expenses Operating Loss Nonoperating Revenue Transfer from General Fund Transfer from Materials Control Fund Interest on Investments Miscellaneous Total Nonoperating Revenue Net Income 1996 $69,459 4,890 20,648 475 12,002 29,889 137,363 220,343 257,326 95,790 573,459 (436,096) 879,771 3,981 1,712 885,464 $449,368 1995 $104,406 12,850 20,404 460 21,492 23,167 4,858 187,637 217,629 249,140 95,790 562,559 (374,922) 779,636 114,896 4,715 1,067 900,314 $525,392 7 CITY OF ROANOKE, VIRGINIA TRANSPORTATION FUND COMPARATIVE INCOME STATEMENT FOR THE 3 MONTHS ENDING SEPTEMBER 30, 1996 Operating Revenue Century Station Parking Garage Williamson Road Parking Garage Market Square Parking Garage Church Avenue Parking Garage Tower Parking Garage Surface Parking Lots Total Operating Revenue Operating Expenses Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Transfer from General Fund Transfer from Materials Control Fund Operating Subsidy for GRTC Interest on Investments Interest Expense Miscellaneous Total Nonoperating Revenue (Expenses) Net income 1996 $75,592 102,415 40,976 110,033 62,125 30,269 421,410 177,086 130,129 307,215 114,195 1,001,133 (300,000) (5,066) ( 182,771 ) 4,245 517,541 $631,736 1995 $69,537 79,837 39,217 105,442 45,423 28,546 368,002 150,634 130,128 280,762 87,240 872,665 43,165 (200,000) (18) (169,187) 1,372 547,997 $635,237 8 CITY OF ROANOKE, VIRGINIA NURSING HOME FUND COMPARATIVE INCOME STATEMENT FOR THE 3 MONTHS ENDING SEPTEMBER 30, 1996 Operating Revenue Private Patient Fees Medicaid Patient Fees Medicaid Reimbursements Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Transfer from General Fund Interest on Investments Proceeds from Sale of Nursing Home Total Nonoperating Revenue Net Income 1996 $3,296 71,718 221,585 296,599 298,203 103,314 5,907 407,424 (110,825) 545,022 4,770 549,792 $438,967 1995 $8,950 73,109 257,041 339,100 304,720 122,139 5,907 432,766 (93,666) 504,210 2,607 50,000 556,817 $463,151 9 CITY OF ROANOKE, VIRGINIA HOTEL ROANOKE CONFERENCE CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 3 MONTHS ENDING SEPTEMBER 30, 1996 Operating Revenue Commission Conference Center Total Operating Revenue Operating Expenses Commission Conference Center Depreciation Expense Total Operating Expenses Operating Income (Loss) Nonoperating Revenue {Expenses) Proceeds from Brick Sales Interest on Investments Conference Center Total Nonoperating Revenue {Expenses) Net Income {Loss) Notes to Financial Statement: (1) (2) (3) 1996 1995 CONFERENCE COMMISSION (1) CENTER (2) TOTAL $ $ $ $ 532,015 532,015 270,720 532,015 532,015 270,720 20,108 20,108 (13,914) {3) 442,422 442,422 360,919 111,019 10,282 121,301 113,724 131,127 452,704 583,831 460,729 (131,127) 79,311 (51,816) (19O,OO9) 150 150 300 876 876 2,547 5,140 5,140 (4,106) 1,026 5,140 6,166 (1,259) ($130,101) $84,451 ($45,650) ($191,268) The column entitled "Commission" represents Commission activity in the City's financial records. The column entitled "Conference Centsr" represents actual revenue and expenses of the Conference Center, as provided by Doubletree Management. Reversing entry from FY 96. 10 CITY OF ROANOKE, VIRGINIA INTERNAL SERVICE FUNDS COMPARATIVE INCOME STATEMENT FOR THE 3 MONTHS ENDING SEPTEMBER 30, 1996 TOTALS city Information Materials Management Utility Line Fleet Risk (t) Systems Control Servlcnn Snrvlcen Management Management 1896 1986 $588,786 $45,937 $50,212 $754,752 $1,020,589 $1,512,875 $3,973,151 $2,318,827 321,772 23,293 12,414 533,227 276,439 38,455 1,205,600 1,115,572 78,467 3,271 22,591 128,873 167,512 1,517,736 1,918,450 481,474 80,348 457 10,598 43,131 272,902 407,436 407~436 480,987 27,02t 46,~03 706,231 7tE,863 t,666,101 3,631,486 2,004,482 t08,189 t8,819 4,908 48,62t 303,739 (43,3t6) 441,696 314,346 Operating Revenue Charges for Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income (Loss) #onoperating Revenue (Expenses) Interest Revenue Transfer from General Fund Transfer to Civic Center Fund Transfer to Transportation Fund 26,188 (1,905) 2,701 16,932 15,438 106,980 166,334 31,593 177,692 67,253 244,945 50,000 (114,896) (43,165) Net Nonoperating Revenue (Expenses} 203,880 (1,~06) 2,701 19,532 82,68t t0~,880 411,279 (76,4~8) $3t2,078 $t7,011 $7,3t0 $6g,493 $386,427 $93,694 $862,~44 $237,81, Netlncome Note (1) The Risk Management Fund was established on July t, 1886. 11 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNT~BILrFY FOR THE MONTH ENDED SEPTEMBER 30, 1996 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED SEPTEMBER 30, 1996. GENERAL WATER SEWAGE CIVIC CENTER TRANSPORTATION CAPITAL PROJECTS ~IURSING HOME CONFERENCE CENTER DEBT SERVICE CITY INFORMATION SYSTEMS MATERIALS CONTROL MANAGEMENT SERVICES UTILITY LINE SERVICES FLEET MANAGEMENT PAYROLL RISK MANAGEMENT PENSION SCHOOL BOARD FDETC GRANT ($1,291,163.46)$16,633,875.34 $14,213,569.48 $2,838,932.38 4,865,578.11 554,934.74 88,155.13 4,421,166.62 21,535,062.66 1,748,355.08 1,281,911.85 21,368,432.58 148,806.99 861,099.58 56,689.95 1,075,982.78 (688,744.67) 1,106,887.39 108,272.44 562,583.31 34,818,802.82 320,381.30 7,174,376.32 239,815.19 913,261.02 24,539.50 705,438.26 64,149.49 75.00 8,639.14 210,326.60 8,834,405.30 22,057.00 1,480.65 8,131,012.28 2,014,540.51 93,818.67 25,369.67 559,999.48 (92,139.02) 92,881.28 64,946.83 82,233.86 199,804.61 14,018.64 234,709.83 1,365,219.01 79,168.17 29,755.45 1,508,749.12 1,043,203.74 290,588.49 44,863.79 786,544.36 (7,242,036.36) 7,758,456.64 10,075,913.82 (1,771,347.611 9,390,023.78 395,468.76 13,012.21 0.00] 403,429.48 499,603.42 710,416.73 207,011.45! 9,919,610.82 5,541,181.25 1,486,075.06 11,577,077.01~ 154,634.72 I 57,475.29 66,607.26 122,590.58 367,870.58 197,517.16 372,304.28 445,270.78 TOTAL $85,783,361.45 $37,365,023.31 $29,640,162 $60,195,733.93 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED SEPTEMBER 30, 1996. THAT SAID FOREGOING: CASH: CASH ON HAND CASH IN TRANSIT INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: COMMERCIAL PAPER OVERNIGHT INVESTMENT REPURCHASE AGREEMENTS U. S. TREASURY NOTES VIRGINIA AIM PROGRAM (U. S. SECURITIES) TOTAL DATE: OCTOBER 28, 1996 DAVID C. ANDERSON, TREASURER 12 CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 3 MONTHS ENDING SEPTEMBER 30, 1996 Revenue Contributions investment Income Gain on Sale of Investments Bond Discount Amortization TotalRevenue 1996 $1,246,943 1,028,494 1,127,710 11,439 $3,414,586 1995 $1,322,011 961,089 1,473,364 82,486 $3,838,950 Expenses Pension Payments Fees for Professional Services Bond Premium Amortization Administrative Expense Total Expenses Net Income $2,042,649 31,946 78,915 9,610 2,163,120 $1,251 ~466 $2,110,230 (9,300) 60,643 6,045 2,167,618 $1,671,332 13 CITY OF ROANOKE PENSION PLAN BALANCE SHEET SEPTEMBER 30, 1996 Assets Cash Investments: (market value: 1996 $216,571,771 1995 $194,612,499) Due from Other Funds Other Assets TotalAssets 1996 $161,800 174,962,214 2,415 18,000 $~429 1995 $206,219 161,015,245 1,550 18,000 $161 ~241,01 4 Liabilities and Ft!!~d Balance Liabilities: Due to Other Funds Total Liabilities $680,002 680,002 173,212,961 1,251,466 174,464,427 $1751144,429 $641,479 641,479 158,928,203 1,671,332 160,599,535 $161~241,014 Fund Balance: Fund Balance, July 1 Net Income - Year to Date Total Fund Balance Total Liabilities and Fund Balance Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk November 7, 1996 File #60-11-137-247~258 The Honorable John H. Pan'off, Chairperson Hotel Roanoke Conference Center Commission 714 Wildwood Road, S. W. Roanoke, Virginia 24014 Dear Mr. Parrott: I am enclosing copy of Resolution No. 33178-110496 supporting three legislative amendments to Section 21 of the Special Act of the General Assembly creating the Hotel Roanoke Conference Center Commission. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 4, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. pc: W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney James D. Gdsso, Director of Finance Deborah J. Moses, Director, The Hotel Roanoke and Conference Center Donna H. Hurd, Secretary, Hotel Roanoke Conference Center Commission Paul G. Beers, Counsel, Hotel Roanoke Conference Center Commission, 200 First Campbell Square, Roanoke, Virginia 24011 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 4th day of November, 1996. No. 33178-110496. A RESOLUTION supporting three legislative amendments to Section 21 of the Special Act of the General Assembly creating the Hotel Roanoke Conference Center Commission. WHEREAS, the Hotel Roanoke Conference Center Commission has advised the City of Roanoke that it intends to request three amendments to Section 21 of the enabling legislation for the Hotel Roanoke Conference Center Commission Act (1991 Acts of Assembly, Chapter 440); and WHEREAS, it appears that the three proposed amendments set forth in Resolution 77 from the Hotel Roanoke Conference Center Commission dated October 17, 1996, appear to be reasonable and appropriate amendments to the enabling legislation of the Commission, as set forth in a report to this Council, dated November 4,1996. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The Council of the City of Roanoke supports the proposed three amendments to Section 21 of the enabling legislation of the Hotel Roanoke Conference Center Commission Act at Chapter 440 of the 1991 Acts of the General Assembly of the Commonwealth of Virginia (March 20, 1991), which amendments are generally set forth as follows: A. The Commission's annual deadline for submitting its operating and capital budgets to the two participating parties, Virginia Polytechnic Institute and State University and the City of Roanoke, be changed from February 15 of each year to April 1 of each year. (Section 21.B) B.The term "Authority" contained in the final sentence of Section 21.B of the Roanoke Conference Center Commission. enabling legislation be changed to read "Commission." C. Section 2I.G of the enabling legislation be amended to allow Virginia Polytechnic Institute and State University to be able to use funds generated by any of its continuing education programs to contribute financially to the operation of the Conference Center. The City Clerk is directed to forward an attested copy of this resolution to the Hotel ATTEST: City Clerk. WILBURN C. DIBLING, JR. CITY ATTORNEY CITY OF ROANOKE OFFICE OF CITY ATTORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE, VIRGINIA 24011-I595 TELEPHONE: 54tL853 2431 FACSIMILE: 54~1853-1221 E MAIL: cltyatty t~ci manokc, va.us WILLIAM X PARSONS STEVEN J. TALEVI GLADYS L. YATES GARY E. TEGENKAMP ASSISTANT CiTY ATFORNEYS November 4, 1996 The Honorable Mayor and Members Roanoke City Council Roanoke, VA Re: Hotel Roanoke Confemace Center Commission'sRequest to amend Section 21 of the Enabling Legislation Creating the Commission Dear Mayor Bowers and Members of Council: Byletter dated October 22, 1996, the Hotel Roanoke Conference Center Commission, by its counsel, requested City Council to support three amendments to Section 21 of the enabling legislation Chapter 440 of the 1991 Acts of the General Assembly of the Commonwealth of Virginia (March 20, 1991). The three amendments that the Commission will request from the General Assembly are as follows: The Commission's annual deadline for submitting its operating and capital budgets to the two participating parties, Virginia Tech and the City of Roanoke, would be changed from February 15, to April 1. (Section 21.B) The purpose of this amendment is to allow for better fiscal coordination and planning among the Commission, City of Roanoke, and Virginia Tech. The term "Authority" would be changed to "Commission" (Section 21.B) The proposed amendment corrects a misnomer in the original legislation where the term Authority was used instead of Commission. Section 21.G of the enabling legislation would be amended to provide that in contributing financially to the operation of the Conference Center, Virginia Tech would be able to use funds generated by any of its continuing education programs, rather than only fimds from educational programs Virgin/a Tech offers at the Conference Center. The purpose of this proposed amendment would allow Virginia Tech more flexibility in selecting sources from which to draw fiscal support for the Conference Center. The proposed amendments appear to be reasonable and in the nature of housekeeping amendments. It appears that the City should support these requested amendments. Attached to this letter is a copy of Resolution 77 dated October 17, 1996, from the Roanoke Conference Center Commission setting forth in detail the above proposed amendments. The Honorable Mayor and Members Roanoke City Council November 4, 1996 Page 2 My office has prepared the attached resolution supporting these amendments for consideration by Council. With kindest personal regards, I am WCD/lsc cc: W. Robert Herbert, City Manager (w/o encl.) James D. Grisso, Director of Finance (w/encl.) Wilb urn-----UYl;h'bling, Jr. City Attorney Deborah J. Moses, Assistant to the City Manager for Special Project (w/o end.) Patti G. Beers, Counsel for HRCC Commission (w/o encl.) HOTEL ROANOKE CONFERENCE CENTER COMMISSION RESOLUTION NO, 77 October 17, 1996 A RESOLUTION OF THE COMM/SSION REQUESTING AME~S TO THE ENABLING LEGISLATION AND THE AMENDED AND RESTATED COMMISSION AGREEMENT WHEREAS, the Hotel Roanoke Conference Center Commission (the "Commission") was established by Resolutions adopted by Virginia Polytechnic Institute & State University (the "University"), on November 18, 1991, and by the City of Roanoke, Virginia (the "City"), on April 14, 1992, pursuant to Chapter 440 of the 1991 Acts of the General Assembly.of the Commonwealth of Virginia, adopted March 20, 1991, (the "Enabling Legislation"); and Wt-IRREA$, acting pursuant to the Enabling Legislation, the City, the University, with the express endorsement of the Virginia Tech Real Estate Foundation, Inc. ("the Foundation"), and the Commission on April 13, 1992, entered into an agreement ("the Agreement") concerning the operation of the Conference Center; and WI~-REAS, on August 4, 1993, the City, the University, the Foundation and the Commission executed a Fixst Amendment to the Commission Agreement and an Amended and Restated Commission Agreement; and Wt-IR. REAS, Section 21.B of the Enabling Legislation and Section 10(b) of the Amended and Restated Commission Agreement require the Commission prior to February 15 each year to submit to the City and the University, as the Commission's participating parties, (i) a proposed operating budget showing its estimated revenues and expenses on an accrual basis for the forthcoming fiscal year, and if such estimated expenses exceed such estimated revenues, the portion of the deficit proposed to be borne by each participating party, and (ii) a proposed capital budget showing its estimated expenditures for such fiscal year for assets costing more than $100,000; and WI-IEREAS, the Commission has found complying with this budgetary requirement impractical and inconsistent with its fiscal year; and WI-I~.REAS, the Commission finds that amending the Enabling Legislation and the Amended and Restated Commission Agreement to provide for submittal of the Commission's annual operating and capital budgets by April I rather than February 15 each year would further the objectives of the Enabling Legislation by allowing the Commission to deliver to the City and the University more complete financial data and sounder forecasts of revenues and expenses; and WI4~I~EAS, the Commission finds that a clerical error exists in the final sentence of Section 21.B of the Enabling Legislation in that the term "Authority" as it appears in that sentence should instead read "Commission"; and WI-II~-REAS, Section 21.G of the Enabling Legislation provides, "No moneys appropriated to the University by the Commonwealth, except moneys generated by the continu'mg education prog~arns offered through the Hotel Roanoke Conference Center, shall be contributed to the Commission by the University."; and WHEREAS, the University has found this budgetary requirement overly restrictive; and WHEREAS, the Commission finds that mending the Enabling Legislation to allow the University to contribute to the Commission funds generated by continuing education programs other than only those educational programs offered through the Conference Center would in~oduce a beneficial measure of flexibility into the University's process for financially supporting the Commission; and NOW, ~FORE, BE 1T RESOLVED that the Commission hereby REQUESTS that the City and the University, as its participating parties, as well as the Foundation, authorize and endorse (A) an amendment to Section 21.I1 of the Enabling Legislation in form substan~ally similar to the draft bill attached as Exhibit A to this Resolution, and (B) a corresponding amendment to Section 10(b) of the Amended and Restated Commission Agreement to require submittal of the Commission's annual operating and capital budgets by April 1 instead of February 15 each year. · BE IT FURTHER RESOLVED that the Commission hereby REQUESTS that the City and the University, as its participating parties, authorize and endorse an amendment to Section 21.G of the Enabling Legislation concerning the source of the University's contribution to the Commission in form substantially sil~ilar to the draft bill attached as Exhibit A to this Resolution. 3 BE 1T FINALLY RESOLVED that the Commission's chairman and executive director are authorized to undertake all steps and execute all documents they should deem necessary and appropriate to effect the amendments recited above. This Resolution shall be effective immediately. Adopted: Ayes: Nays: 4 CERTI~CATION BY ASSISTANT SECRETARY The undersigned Assistant Secretary of the Hotel Roanoke Conference Center Commission does hereby certify that the foregoing constitutes a true, correct and complete copy of a Resolution which was adopted by an affirmative vote of a majority of the Commissioners of the Hotel Roanoke Conference Center Commission at a meeting duly called and held on October 17, 1996, and that the foregoing has not been rescinded, amended or otherwise revised and is this date in full force and effect. Date: Assistant Secretary 5 A BrLI. to amend and reenact subsections B. and G. ofsect~'on 21 of the Hotel Roanoke Conference Center Commission Act. Chapter 440, 1991 Acts of Assembly. Be it enacted by the General Assembly of Virginia: 1. That subsections B. and G. of section 21, Fiscal year; Commission Budget, of the Hotel Roanoke Conference Center Commission Act, Chapter 440, 1991 Acts of Assembly, are amended and reenacted as follows: §21 .B. The Commission shall annually, prior to ~ ~iii~, prepare and submit to the participating parties (i) a proposed operating budget showing its estimated revenues and expenses on an accrual basis for the forthcoming fiscal year, and ff such estimated expenses exceed such estimated revenues, the portion of the deficit proposed to be borne by each participating party, and (ii) a proposed capital budget showing its estimated expenditures for such fiscal year for assets costing more than $20,000 (or such higher amount as the Commission and the participating parties may determine) and having an estimated useful life of twenty years or mom and the source of funds for such expenditures, including amy amount requested from the participating parties. Depreciation shall be excluded from the Commission's operating budget with respect to assets purchased by the Commission with funds appropriated to it for such purpose by a participating party and, for this determination, it shall be assumed that any appropriation so made is for the purchase of assets set forth in the applicable Commission budget to the extent such purchase price is included in the approved budget. Assets purchased by the A~-thovi{~, ~~ with bond proceeds shall be depreciated over the useful life of such assets purchased with bond proceeds. §21.G. No moneys appropriated to the University by the Commonwealth, except moneys generated by [its] continuing education programs [,] ~ TT-o., '~ .... ,._ r'---~ ...... r' ..... shall be contributed to the Commission by the University. Extn~it A 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 November 7, 1996 File #514 Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 Dear Mr. Dorsey: I am enclosing copy of Ordinance No. 33172-110496 permanently vacating, discontinuing and closing 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. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Wednesday, October 23, 1996, also adopted by the Council on second reading on Monday, November 4, 1996, and will be in full force and effect ten days following the date of its second reading. Sincerely, ..~~ Mary F. Parker, CMC/AAE City Clerk MFP:sm Eno. Jeffrey L. Dorsey, Attorney November 7, 1996 Page 2 pc: Mr. and Mrs. George E. Sweeney, 1510 Archbold Avenue, N. W., Roanoke, Virginia 24012 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 IN THE COUNCIL OF THE CITY OF ROANOKE, The 4th day of November, 1996. No. 33172-110496. AN ORDINANCE permanently vacating, certain public right-of-way in the City of Roanoke, are more particularly described hereinafter. VIRGINIA, discontinuing and closing Virginia, as WHEREAS, George Sweeney and Virginia Sweeney, filed an application to the Council of the City of Roanoke, Virginia, in accordance with law, requesting the Council to permanently vacate, discontinue and close the public right-of-way described hereinafter; and WHEREAS, the City Planning Commission, after giving proper notice to all concerned as required by S30-14, Code of the City of Roanoke (1979), as amended, and after having conducted a public hearing on the matter, has made its recommendation to Council; and WHEREAS, a public hearing was held on said application by the City Council on October 23, 1996, after due and timely notice thereof as required by S30-14, Code of the City of Roanoke (1979), as amended, at which hearing all parties in interest and citizens were afforded an opportunity to be heard on said application; and WHEREAS, it appearing from the foregoing that the land proprietors affected by the requested closing of the subject public right-of-way have been properly notified; and WHEREAS, from all of the foregoing, the Council considers that no inconvenience will result to any individual or to the public from permanently vacating, discontinuing and closing said public right-of-way. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke, Virginia, that the public right-of-way sltuate in the City of Roanoke, Virginia, and more particularly described as follows: A 10' wide alley lying between Official Tax Nos. 3020924 and 3020925, extending in a northerly direction from Sunset Street to Archbold Avenue, N. E. be, and is hereby permanently vacated, discontinued and closed, and that all right and interest of the public in and to the same be, and hereby is, released insofar as the Council of the City of Roanoke is empowered so to do with respect to the closed portion of the right-of-way, reserving however, to the City of Roanoke and any public utility, including, specifically, without limitation, providers to or for the public of cable television, electricity, natural gas or telephone service, an easement for sewer and water mains, television cable, electric wires, gas lines, telephone lines, and related facilities that may now be located in or across said public right-of-way, together with the right of ingress and egress for the maintenance or replacement of such lines, mains or utilities, such right to include the right to remove, without the payment of compensation or damages of any kind to the owner, any landscaping, fences, shrubbery, structure or any other encroachments on or over the easement which impede access for maintenance or replacement purposes at the time such work is undertaken; such easement or easements to terminate upon the later abandonment of use or permanent removal from the above-described public right-of-way of any such municipal installation or other utility or facility by the owner thereof. BE IT FURTHER ORDAINED that the closure of the above-described right-of-way is conditioned upon applicant's submitting to the City, receiving approval of, and recording a subdivision plat, providing for the disposition of the land within the right-of-way, to be vacated, in a manner consistent with the requirements of Chapter 31, Subdivision, of the City Code, and providing for the retention of appropriate easements, together with the right of public passage over the same, for the purpose of construction, repair and general maintenance of any and all utilities that may exist within said right-of-way; and in the event these conditions have not been met and the said plat has not been recorded in the Office of the Clerk of Circuit Court within six (6) months from the effective date of this ordinance, this ordinance shall become null and void with no further action by City Council being necessary. BE IT FURTHER ORDAINED that the City Engineer be, and he is, directed to mark "permanently vacated" on said public right-of-way on all maps and plats on file in his office on which said right-of- way is shown, referring to the book and page of ordinances and resolutions of the Council of the City of Roanoke, Virginia, wherein this ordinance shall be spread. BE IT FINALLY ORDAINED that the Clerk of the Council deliver to the Clerk of the Circuit Court of the City of Roanoke, Virginia, a certified copy of this ordinance for recordation in the Deed Books of said Clerk's Office, indexing the same in the name of the City of Roanoke, Virginia, as Grantor, and in the name of George Sweeney and Virginia Sweeney, interest who may so request, and the names of any other parties as Grantees. ATTEST: in City Clerk. ' 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 from Jeffrey Dorsey, attorney, representing George and Virginia Sweeney, that a ten foot wide alley, running between properties bearing Official Tax Nos. 3020924 and 3020925, in a north-south direction from Sunset Street to Archbold Avenue, N.E., be permanently vacated, discontinued and closed. I. Background: Alley requested for closure is a platted but undeveloped public right-of-way. Alley extends in a northerly direction from Archbold Avenue, N.E., to Sunset Avenue, N.E. (see Map A). ADnlicant owns all of the properties abutting both sides of the alley (see attached plat dated 1949). Undeveloped alley is situated on steep and sloping terrain. Probability of the City needing or opening this alley in the future would be highly unlikely. II. Current Situation: Application was reviewed by the Planning Commission at its regular meeting of September 4, 1996. Applicant reauested closure and vacation of the subject alley from its platted intersection with Archbold Avenue, N.E., to its platted intersection with Sunset Avenue, N.E. Planning, staffreported that alley has remained undeveloped and unneeded for many years. Room162 MunicipalBuilding 215ChurchAvenue, S.W. Roanoke, Virginia24011 (703)981-2344 Members of Council Page 2 III. Issue~: A. B. C. D. E. IV. No opposition to the requested closure was expressed by any person or persons in attendance at the public hearing. Neighborhood impact. Traffic impact. Utilities in the public right-of-way. Land use. Relationship to the comprehensive plan. Alternatives: ~rove the applicant's request to close and vacate the described alley subject to certain conditions outlined in Section V. of this report. 1. ~ Closure and vacation of the subject alley will have no impact on the surrounding neighborhood. Traffic impact: Closure of this alley will have no impact on traffic or traffic needs in the community. Creation ora dead-end alley: Closure will not create a dead-end alley. Utilitie~ in the public righvof-way. a. City water line is located within the alley right-of-way. b. American Electric Power has utilities within the alley fight-of-way. c. Bell Atlantic has utilities within the alley fight-of-way. d. Easements for these utilities should be retained by the City as a condition to the requested closure. Land use: a. Vacation of the described alley will leave a 10 foot wide substandard lot in private ownership. Members of Council Page 3 Subdivision plat should be required as a condition to the requested closure to ensure that the land within the vacated alley is combined with the adjacent properties. Easements for water line and America Electric Power and Bell Atlantic utilities can be reserved on the subdivision plat. 6. Relationship to the comprehensive plan: Request is consistent with the intent of the comprehensive plan that available land should be used in the most appropriate manner. Applicant can utilize the land within the right-of-way in a more efficient manner. B. ~ the applicant's request to close and vacate the described alley. 1. N i hb rh od im act: There would be no neighborhood impact. 2. Traffic impact: There would be no traffic impact. 3. Creation of a dead-end alley would be a moot point. 4. Utilities in the public right-of-way: There would be no impact. 5. Land use: Land use within the alley right-of-way will remain idle and unproductive. City will retain the alley right-of-way even though it has no future use or need for this land for public access purposes. Relationshin to the comprehensive plan: Denial would be inconsistent with the intent of the comprehensive plan as the land within the alley right-of-way will not be put to any practical use. V. Re mm ndation: Bv a vote of 7-0. the Plannin~ Commission recommended that City Council approve the applicant's request to close and vacate the described alley subject to the following conditions: Members of Council Page 4 The applicant shall submit to the City for its review and approval, receive approval of, and record with the Clerk of the Circuit Court, a subdivision plat providing thereon for the following: The disposition of the land within the right-of-way to be vacated in a manner consistent with the requirements of Chapter 31 of the Code of the City of Roanoke (1979), as amended. The retention of appropriate easements together with a right of passage over the same for surface and subsurface construction and repair of any and all utilities that may be located in the vacated right-of-way. If the subject plat of subdivision is not approved and recorded by the applicant within a period of six months from the date of the adoption of the ordinance providing for this closure, then said ordinance shall become null and void with no further action by City Council being necessary. Respectfully submitted, Carolyn H. Coles, Chairman Roanoke City Planning Commission ERT:mpf attachments cc: Assistant City Attorney City Engineer Attorney for the Petitioner IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA IN RE: Application of GEORGE E. and VIRGINIA M. SWEENEY for vacation of alley MEMBERS OF COUNCIL: ) ) ) ) ) APPLICATION FOR VACATING, DISCONTINUING AND CLOSING OF ALLEY GEORGE E. and VIRGINIA M. SWEENEY, by counsel, applies to have the following described alley, in the City of Roanoke, Virgin/a, permanently vacated, discontinued and closed, pursuant to Virginia Code Section 15.1-364 and Section 30-14, Code of the City of Roanoke (1979), as amended. This alley is more particularly described on the plat attached and as follows: A certain 10 foot wide alley running between Lots 32 and 33 of section 39, according to the map of East Gate, Plat Number 2, of record in the Circuit Court of the City of Roanoke, Virginia. The property adjoining the alley on both sides is owned by the petitioners and does not affect any other persons. The alley to be vacated is not open on the ground and is not being used for any specific purpose, and is not needed to service the petitioners' or others' property and the terrain is such that it would be virtually impossible to develop the alley as a thoroughfare. The petitioners desire to use the property to be vacated for the purposes of their own personal use and enjoyment. WHF~REFORE, George E. and Virginia M. Sweeney respectfully request that the above-described alley be vacated by the Council of the City of Roanoke, Virginia, in accordance with Virginia Code Section 15.1-364 and Section 30-14, Code of the City of Roanoke (1979), as amended. Jeffrey L. Dorsey Jeffrey L. Dorsey, P.C. 25 Library Square Salem, Virginia 24153 (540) 389-8800 Bar I. D. No. 32702 Counsel for petitioners Respectfully submitted, GEORGE E. and VIRGINIA M. SWEENEY J'a ~, s e.I- i I t "'I I ~ I I ~ I ~ I t I ~ t I I I ! t I t I I t Ad Number: Publisher's Fee: 100446746 $115.20 JEFFREY L. DORSEY 25 LIBRARY SQUARE SALEM, VA 24153 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 14thday of October 1996 Authorized Signature NOTICE OF PUBUC HEARING TO WHOM IT MAY CONCERN: 1he Council of the City of Roanoke will hold a Public NOTICE OF PUBLIC HEARING TO WHOM IT MAY CONCERN: The Council of the City of Roanoke will hold a Public Hearing on We4nes4a¥,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 an application to permanently abandon, vacate, discontinue and close, to the extent the City has any legal interest in said public right-of-way, the following public right-of-way: A 10' wide alley lying between Official Tax Nos. 3020924 and 3020925 extending in a northerly direction from Sunset Street to Archbold Avenue, N. E. 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. Publish in the Roanoke Times, once on Friday, October 4, 1996, and once on Friday, October 11, 1996. Send publisher's affidavit to: Send bill to: Mary F. Parker, City Clerk Room 456, Municipal Building 215 Church Avenue, S. W. Roanoke, Virginia 24011-1536 Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 Publish in the Roanoke Tribune, once on Thursday, October 10, 1996, and once on Thursday, October 17, 1996. Send publisher's affidavit to: Send bill to: Mary F. Parker, City Clerk Room 456, Municipal Building 215 Church Avenue, S. W. Roanoke, Virginia 24011-1536 Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 NOTICE OF PUBLIC HEARING BEFORE THE ROANOKE CITY PLANNING COMMISSION TO WHOM IT MAY CONCERN: The Roanoke City Planning Commission will hold a public hearing on Wednesday, September 4, 1996, at 1:30 p.m. or as soon as the matter may be heard, in the City Council Chamber, fourth floor, Municipal Building, 215 Church Avenue, S.W., in order to consider the following: Request fi.om George E. and Virginia M. Sweeney, represented by Jeffrey L. Dorsey, attorney, that a ten foot wide alley, running between properties bearing Official Tax Nos. 3220924 and 3220925, in a north-south direction from Sunset Street to Archbold Avenue, N.E., be permanently vacated, discontinued and closed. A copy of said application is available for review in the Department of Planning and Community Development, Room ! 62, Municipal Building. All parties in interest and citizens may appear on the above date and be heard on the matter. Martha P. Franklin, Secretary Roanoke City Planning Commission Please print in newspaper on Tuesday, August 20, 1996 and Tuesday, August 27, 1996 Please bill: Jeffrey L. Dorsey Attorney and Counsellor at Law 25 Library Square Salem, VA 24153 (540) 389-8800 Please send affidavit of publication to: Department of Planning and Community Development Room 162, Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 MARY F. PARY~, C~C/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.~L, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224q3145 SANDRA H. EAKIN Deputy City Clerk October 3, 1996 File #514 Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 Dear Mr. Dorsey: Pursuant to provisions of Resolution No. 25523 adopted by the Council of the City of Roanoke on Monday, April 6, 1981, I have advertised a public hearing for Wednesday, October 23, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard, 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. If you have questions with regard to the request, please contact John R. Marlles, Chief of Planning and Community Development, at 981-2344. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Mr. and Mrs. George E. Sweeney, 1510 Archbold Avenue, N. W., Roanoke, Virginia 24012 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) 9gl-2541 Fax: (540) 224-3145 October 3, 1996 File #514 SANDRA H. EAKIN DepuV/Cit~ Clerk Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 Dear Mr. Dorsey: Pursuant to provisions of Resolution No. 25523 adopted by the Council of the City of Roanoke on Monday, Apdl 6, 1981, I have advertised a public headng for Wednesday, October 23, 1996, at 7:00 p.m., or as soon thereafter as the maffer may be heard, 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. For your information, I am enclosing copy of a notice of the public hearing, an Ordinance and a report of the City Planning Commission with regard to the alley closure. Please review the documents and if you have questions, you may contact Steven J. Talevi, Assistant City Attorney, at 981-2431. Questions with regard to the Planning Commission report should be directed to John R. Marlles, Chief of Planning and Community Development, at 981-2344. It will be necessary for you, or your representative, to be present at the October 23 public hearing. Failure to appear could result in a deferral of the requeat until a later date. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc.