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Home My WebLink AboutCouncil Actions 12-02-96WHITE 33191 ROANOKE CITY COUNCIL ROANOKE CITY SCHOOL BOARD ROANOKE CITY LEGISLATORS SPECIAL MEETING EOC CONFERENCE ROOM ROOM 159, MUNICIPAL BUILDING December 2, 1996 12:00 noon Agenda o Call to Order. All Present. Roll Call. Invocation. ~aLunch~* Opening remarks by Mayor David A. Bowers. Opening remarks by the Chair of the Roanoke City School Board. o Presentation of highlights of the City's 1997 Legislative Program by the City Attorney. Presentation of highlights of the School Board's 1997 Legislative Program by the School Superintendent. Remarks by legislators. Remarks by City Council Members, School Board Members, and the City Manager. 10. Recessed until 2:00 p.m., in the City Council Chamber. 2 ROANOKE CITY CO UNCIL REGULAR SESSION December 2, 1996 2:00 p.m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL 1.Call to Order -- Roll Call. All Present. The Invocation was delivered by The Reverend Samuel D. Belise, Pastor, Penn Forest Church of God. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. 3 MEMBERS OF COUNCIL RECEIVE THE CITY COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS, ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE MONDAY COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456. e CONSENT AGENDA (APPROVED 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 A communication from Mayor David A. Bowers requesting an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #15-110-132 Executive Session. C-2 A communication f~om Mayor David A. Bowers requesting an Executive Session to discuss a special award, being the annual Citizen of the Year Award, pursuant to Section 2.1-344 (A)(10), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #132-496 Executive Session. 4 C-3 A communication from Council Member William White, Sr., with regard to a pre-recorded telephone message service. RECOMMENDED ACTION: Refer to the City Manager for study, report and File #132-383-404 recommendation to Council. C-4 A report of the City Manager with regard to installation of a stop sign on Mason Mill Road at 13th Street, N. E. RECOMMENDED ACTION: Receive and file. File #20-66-514 C-5 A report of the City Manager with regard to the feasibility of merging public transit and school bus operations. RECOMMENDED ACTION: Receive and file. File #55-60-467 C-6 Minutes of the meeting of the Audit Committee of Roanoke City Council held on Monday, October 7, 1996. RECOMMENDED ACTION: Receive and file. File #110-132-300 C-7 Qualification of the following persons: Stephen L. Jamison as a member of the Personnel and Employment Practices Commission for a term of three years ending June 30, 1998; File #15-110-202 John Dreiling as an alternate member of the Building Code Appeals Board, Volume I (Building Construction Division); File #15-32-110 Stephen A. Mancuso and Troy M. White as members of the City of Roanoke Transportation Safety Commission for terms ending October 31, 2000; and File #15-20-110 5 David L. Bandy as a member of the Architectural Review Board for a term ending October 1, 2000. File #15-110-249 RECOMMENDED ACTION: Receive and file. REGULAR AGENDA e HEARING OF CITIZENS UPON PUBLIC MATTERS: None. 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. PETITIONS AND COMMUNICATIONS: None. REPORTS OF OFFICERS: a. CITY MANAGER: 1. A report with regard to snow and ice emergency preparedness. (10 minutes) Received and fried. File #188-410-514 ITEMS RECOMMENDED FOR ACTION: A report recommending approval of a temporary supplement to the Roanoke City Sheriffs salary, effective December 1, 1996. Adopted Resolution No. 33191-120296. (7-0) File 060-121 A report recommending amendment of the fees charged at the Century Station, Church Avenue, Market Square, Tower, and Williamson Road Parking Garages, Williamson Road Parking Lot, and Viaduct Parking Lot, effective January 1, 1997. Adopted Resolution No. 33192-120296. (7-0) File 1t55-181-289-302-303-313-516 4. A report with regard to fiscal control of parking revenues. Concurred in the recommendation. File 1155-181-289-302-303-313-516 A report recommending acceptance of the lowest responsible bids submitted for trucks and related equipment as identified in the Capital Maintenance and Equipment Replacement Program; and transfer of funds in connection therewith. Adopted Budget Ordinance No. 33193-120296 and Resolution No. 33194-120296. (6-0, Mayor Bowers abstained from voting.) File 1127-60-217-361-410-472-514 A report in connection with the Commonwealth of Vir~nia, Dep~uaent of Emergency Services, Regional HaTardous Materials Response Team Agreement and Grant. Adopted Budget Ordinance No. 33195-120296 and Resolution No. 33196-120296. (7-0) File #60-70-188-2~6-472 A report recommending acceptance of additional Virginia Delinquency Prevention and Youth Development Act Grant funds, in the mount of $2,974.00, fi.om the Vir~nia Depar~nent of Juvenile Justice. Adopted Budget Ordinance No. 33197-120296 and Resolution No. 33198-120296. (7-0) File #60-72-236-304-305 A report recommending execution of temporary Nonexclusive Revocable License Agreements with KMC Telecom of Virginia, Inc., and American Communications Services of Vir~nia, Inc., for construction, maintenance and operation of telecommunications facilities in the City's rights-of-way. Adopted Ordinance No. 33199 on first reading. (7-0) File #11%166-169-262-322-383 DIRECTOR OF FRqA_NCE: 1. A financial report for the month of October, 1996. Received and filed. File #1-10 A Component Unit Annual Financial Report of the City of Roanoke Pension Plan. Received and filed. File #10-429 6. REPORTS OF COMMITTEES: None. 7. UNFINISHED BUSINESS: None. 8. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: Ordinance No. 33184, on second reading, amending Section 19-1.1, Intent of this chapter: lew_ and purpose of tax, of Article I, ~ Genera, of Chapter 19, I.~qll~I~l~2t~, of the Code of the City of Roanoke (1979), as amended, in connection with the Business, Professional and Occupational License Tax to exempt flat fees from the issuance fee. Adopted Ordinance No. 33184-120296. (7-0) File #24-79-322 9. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. Council Member Trout read a communication from Thomas Hearns expres~ ing appreciation for the City's hospitality in connection with the Thomas Hcarns World Tour. Received and f'ded. File #80-388-406 The matter of naming the Second Street/Gainsboro Road Bridge and the Peters Creek Road Extension Bridge was referred to the City Planning Commission for study, report and recommendation to Council. File #110-102-200 Council Member Swain expressed concern with regard to a section of Victory Stadium that has been rol~l off for an extended period of time; whereupon, the Director of Public Works advised that the 9 bo masonry facade which projects above the top of the stands on either end exhibited signs of movement that appears to have resulted from moisture entering the mortar joints during freeze/thaw cycles over the past years, and City staff is in the process of evaluating the type and amount of work that may be needed. The Mayor suggested that Council Member Swain be provided with a briefing on the matter. File #66-122 The Mayor requested that a communication from Valley Beautiful under date of November 26, 1996, with regard to appointment of a task force to development guidelines, which would foster adequate cellular coverage with the least visible impact on the surrounding area, be referred to the City Manager for appropriate response on behalf of Council. File #175-379-383 Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. HEARING OF CITIZENS UPON PUBLIC MATTERS: None. CERTIFICATION OF EXECUTIVE SESSION. (7-0) Reappointed Barbara N. Duerk as a member of the City Planning Commission for a term ending December 31, 2000. File #15-110-200 Reappointed David K. Lisk as a member of the Fifth Planning District Commission for a term ending December 31, 1999. File #15-110-326 Appointed Barbara Lashley as a member of the Roanoke Arts Commission to fill the unexpired term of Jaule P. Wheeler, resigned, ending June 30, 1999. File #15-110-230 l0 DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 2]5 Church Avenue, S.W., Room 452 Roanoke, Virginia 24011-1594 Telephone: (540) 981-2444 Fax: (540) 224-3145 December 2, 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 DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, S.W., Room 452 Roanoke, Virginia 2401 I - 1594 Telephone: (540) 981-2444 Fax: (540) 224-3145 December 2, 1996 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: I wish to request an Executive Session to discuss a special award, being the annual Citizen of the Year Award, pursuant to Section 2.1-344 (A)(10), Code of Virginia (1950), as amended. Sincerely, David A. Bowers Mayor DAB:se Mary F. Parker, CMCIAAE C~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk December 5, 1996 File #132-383-404 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of a communication from Council Member William White, Sr., with regard to a pre-recorded telephone message service, which communication was before the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 1996. On motion, duly seconded and unanimously adopted, the communication was referred to you for study, report and recommendation to Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Rose M. Woodford, Executive Secretary, Office of the City Manager Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 November 25, 1996 Council Members: C. Nelson Harris John H. Parrott Carroll E. Swain James O. Trout William White, Sr. Linda F. Wyatt The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: I have become aware recently that in various localities when customers or citizens call in and are put on hold, there are recorded messages informing citizens about services offered as well as public service announcements. I think it would be beneficial to citizens to learn about Council's visioning process and many other programs and services within the city should they be put on hold when calling in. I understand that the cost for this type of service would be nominal, and I would like to recommend that Council refer to the City Manager the task of investigating services wherein callers can listen to pre-recorded messages while put on hold when they call the City of Roanoke and then report back to Council with a recommendation. Cordially yours, William White, Sr. Council Member WWsddh December 2, 1996 No. 96-182 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. An interim report was provided to City Council at its meeting on November 4, 1996, which described actions as of that date, and advised that a complete response required an additional 30 days. I am now able to advise you that a stop sign will be installed on the westbound Mason Mill Road approach to 13th St., N.E. as requested by the petitioner. The embankment adjacent to the intersection, which creates the unsafe situation, could have been removed (at a cost of $8~700.00) to alleviate the need for the stop sign. The petitioner is not in agreement with embankment removal as the solution. The stop sign will be installed by Friday, December 6, 1996. This may result in complaints from some of the 2,000 Mason Mill Road motorists that will now be required to stop. Respectfully submitted, 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 December 2, 1996 Report No. 96-369 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Feasibility of Merging Public Transit and School Bus Operations I. Backqround: ko Subject study was requested by Council during the September 16, 1996 Council meeting. B · Meetinq was held October 10, 1996, agenda attached, with the following in attendance: Richard Kelley, Assistant Superintendent of Schools Chauncey Logan, Director of Transportation, Schools Stephen Mancuso, General Manager, Valley Metro Kathy Weikel, Assistant General Manager, Valley Metro Barry Key, Manager, Office of Management & Budget Kit Kiser, Director of Utilities & Operations Co The followinq issues, opportunities, and concerns were discussed: 1981 bus consolidation study, conducted by Management Improvement Corporation of America (MICA), excerpts attached, which concluded in recommending against consolidation but for cooperation. 2. Both systems have similar peak times. 3 o School system already utilizes approximately 20,000 one-way passes on Valley Metro each year plus approximately 75 daily riders on R~_DAR. Safety issues of: exposing elementary and middle school students to certain adult behavior and language · yellow buses are perceived to be more safe · exposing elderly citizens to certain behavior and language of disruptive students AGENDA ROANOKE CITY SCHOOLS/VALLEY METRO INFORMATIONAL MEETING THURSDAY, OCTOBER 10, 1996 9:30 A.M. INTRODUCTIONS PURPOSE OF MEETING OVERVIEW OF EACH SYSTEM/EXCHANGE OF INFORMATION NUMBER AND AGE OF BUSES TYPE OF EQUIPMENT/FEATURES NUMBER AND LOCATION OF ROUTES LOCATION OF SCHOOLS AND MAINTENANCE FACILITIES/ VALLEY METRO FACILITIES PEAK SERVICE REQUIREMENTS DRIVER/DISPATCHER TRAINING ADMINISTRATIVE REQUIREMENTS RATES OF PAY PART TIME VS. FULL TIME DRIVERS UNION ENVIRONMENT/CONTRACT PROVISIONS WORK/SAFETY RULES AND DRIVER RESPONSIBILITIES F.T.A. REGULATIONS STUDENTS CURRENTLY TR3%NSPORTED ON VALLEY METRO SYSTEM BRAINSTORMING ~'ROADBLOCKS AND THOROUGHFARES" OTHER BUSINESS 6. ADJOURNMENT ROANOKE CITY/SCHOOL STUDY Prepared By: Management Improvement Corporation of America 617 Morehead Avenue Durham, North Carolina 27707 NOTICE OF PROPRIETARY RIGHTS The contents of this report are proprietary and were prepared for the sole use of Roanoke, Virginia. The concepts and ideas contained herein are not to be copied, except for the official use by Roanoke Virginia, or shared with others. MICA reserves all rights. MANAGEMENT II.~ROVEMENT CORPORATION OF AMERICA 617 MOREHEAD AVENUE DURHAM, NORTH CAROLINA 27707 II. III. IV. V. VI. VII. VIII~ IX. X. XI. CONTENTS Introduction Finance Data Processing Purchasing Facilities Maintenance Ground Maintenance Vehicle Maintenance Student Transportation Custodial Maintenance Shared Use Of Facilities & Recreation Personnel Pa~e 1 3 20 39 84 102 111 142 154 174 180 INTRODUCTION Working with the City of Roanoke and the School Board for the City of Roanoke, the Management Improve- ment Corporation of America (MICA) recognized an aware- ness on the part of the respective governing bodies and staffs of the need to pursue opportunities for cost re- duction and productivity improvement. Representatives of both systems are very conscious of the need to make the most efficient use of public resources. In the course of these discussions it became apparent that both organizations had a mutual interest in identify- ing areas in which cooperation between the two organi- zations might be improved so as to avoid unnecessary duplication of administrative and operational effort. On January 28, 1980, the City of Roanoke, the School Board, and MICA entered into an agreement to analyze the organization and operation of the follow- ing functional areas of both organizations: (1) Finance (2) Data Processing (3) Purchasing (4) Maintenance (including buildings, grounds, and vehicles) (5) Student Transportation (6) Custodial Maintenance (7) Shared Use of Facilities & Recreation (8) Personnel The purpose of the study was to conduct a feasibility analysis as to whether alternative organizational as- signments and/or design could produce at least the same level of service at less total cost. In summary, we were asked to examine whether it was feasible to save money if the City and School System organized their re- sources differently in the above areas. The methodology used was: (1) to identify present levels of service, (2) to model a series of organizational alternatives, (3) to cost the various alternatives, (4) to evaluate each against the status quo and a series of pertinent issues and (5) to recom- mend an alternative which is feasible and most cost-ef- fective. -1- The studies are intended to provide a series of decision packages for both the City Council and the School Board to evaluate. Many implementation issues must be analyzed subsequent to any decision by the governing bodies and MICA is available to contract with either or both organizations to assist. MICA would like to take this opportunity to thank the many staff members of the School Board and the City who assisted us during the study. Special thanks must go to the members of the Steering Committee whose guidance was of immeasurable benefit. -2- STUDENT TRANSPORTATION TRANSPORTATION EXECUTIVE SUMMARY The purpose of this report is to evaluate the feasibility of alternative organization approaches to the delivery of transportation services to the City and the School System. Our methodology consisted of the following procedures: (a) Describe the present organization struc- tures and level of service provided (b) Model a series of alternatives (c) Evaluate each alternative against the existing structure and a series of relevant issues: 1. Duplication of service 2. Level of service 3. Effects on City/School Programs 4. Implementation 5. Obstacles 6. Policy control 7. Cost/benefit (d) Formulate a recomendation and an estimate of possible cost or savings of each alternative Alternative I - Present Structure ?uplication of Service - Duplication exists zn a few areas including routing and scheduling, and transportation planning. Level of Service - The quantity and quality of service by both systems is and would remain high at existing expenditure levels. Alternative II - Formalize Cooperation in Selected Areas Duplication of Service - Service could be improved at less cost with cooperation in the areas of: (1) routing and scheduling, -142- (2) transportation planning, work and vehicle repair, and and training. (3) body (4) safety Level of Service - Service can improve with cooperation. Effects on City/School Program - City and School System programs wouId benefit. Implementation - Measurable impact could be felt by the beginning of school in the Fall of 1981. Obstacles - The only obstacle is sustain- ing a co~nitment to cooperation. Policy Control - No effect. Cost/Benefit - A benefit in the near term of $15,000 to $25,000 can be expected. Alternative III - Consolidation of Systems Duplication of Service - Any existing duplication would be eliminated. Level of Service - Service improvement feasible. is Effects on City/School Program - Th~s approach would require alterations zn school hours. Do Implementation - Four to six.week? of detailed study would be required ~n addi- tion to a year to integrate the operating units. Obstacles - Several major issues must be of concern including: (1) integrating union and non-union personnel, (2) scheduling problems associated with similar peaking characteristics, and (3) financial integra- tion problems associated with different operating and capital requirements. -143- Cost/Benefit - This approach is not presently cost-effective, but should be reevaluated periodically. Recorm~endation: Alternative II - Formalize Cooperation in Selected Areas MICA recommends the approval and implementation of Alternative II. This alternative provides a coopera- tive mechanism for improving service with some small cost reductions of $15,000 to $20,000. In the course of the study we identified two areas within Valley Metro which could be used as local share for Section 5 purposes. Alternative methods of accounting for both the Dali-A-Ride program and the student fares could result in an improved financial position for Valley Metro and/or less cost to the City. The total impact of these changes could be approximately $25,000 for FY 1981. -144- TRANSPORTATION DESCRIPTION OF EXISTING SERVICES City Government Public transportation within the City of Roanoke is provided by Valley Metro. Valley Metro is a 35-bus system which operates 1.36 million platform miles at a cost of $1.48 per mile and carries 22 million passengers annually. Approxi- mately 3,000 student fares per month are being collected by the public system. The farebox provides 30 percent of available revenue and the City contributes $645,000 in annual operating subsidy. The remaining revenue is provided primarily by Federal sources. School System The City of Roanoke School Board provides pupil transpor- tation with a fleet of 104 yellow buses. The system operates 771,000 miles per year at a cost of $.83 per mile and carries an average of 11,827 students daily. Of this total, 5,600 are secondary students. Current policy provides that any secondary student residing more than 1.5 miles from school is eligible for transportation. The local cost of school transportation services in FY 1981 is $632,000. -145- ISSUES AND ANALYSIS Duplication of Services In our analysis of the two transportation systems, we identified a few areas of duplication. These include routing and scheduling, transportation planning, body work and vehicle repair, safety, and training. However, the organizations have identified as their primary customers groups who are not always capatible in terms of travel demand. Therefore, since 1975 each has develop- ed without significant communication and cooperation in areas of mutual interest. Level of Service Valley Metro provides a high level of service for the number of vehicles available. Approximately the same num- ber of vehicles are operated during peak and non-peak periods, providing little excess capacity. Headways are reasonable given service demand and the total cost compares favorably with other public transportation operators in theCommonwealth. The transportation department of the School System also provides a high level of service. This includes morning, afternoon and special activity runs. Legal Issues Although there are no legal impediments to the alternatives which MICA has identified, care needs to be taken to ensure that adequate safeguards are established for transportation of school children. The legislation and operating rules and requirements in this area are complex, and any imple- mentation plan should fully evaluate the relevant regulations. Effects on City and/or School Pro,rams The quality and reliability of transportation services have significant impact on school programs and the many customers of public transit. Any substantial deterioration in service would have negative impacts on the School System and major customers of the City service; therefore, we have attempted to identify these areas of concern with each alternative. Implementation In each alternative we have attempted to estimate the degree of difficulty in achieving implementation. The observations -146- and estimates are based on our experience and should be addressed in detail prior to beginning implementation. Obstacles With each alternative we have attempted to evaluate some of the more important obstacles to successful implementa- tion. The list of obstacles is not intended to be exhaus- tive, but rather a starting point for the development of an implementation plan. -147- ALTERNATIVES Introduction and Methodology This section of the report addresses the most feasible options available for meeting public and student trans- potation needs in Roanoke. The methodology consisted of the following: (A) Model a series of alternatives. (B) Evaluate each against the present structure and a series of relevant issues. (C) Formulate a reconm~ended course of action and estimate its potential cost or savings. Each alternative represents a base approach for providing transportation services. The alternative selected will be further refined during planning and implementation. Alternative I - Present Structure The first alternative is that of maintaining the status quo. This assumes that present organizations and delivery systems provide the most effective and efficient means for meeting current and future transportation needs of the School System and the public. The current local cost of this alternative is $1,277.000. Duplication of Service As previously indicated, there are some minor areas of duplication which would not be addressed by this alternative. Level of Service The quantity and quality of service from both systems would remain high. This alternative does not foster improved co~unications between the two transportation providers, which could improve the cost-effectiveness of service. Of course, the cost would remain the same. Alternative II - Formalize Cooperation in Selected Areas The second alternative would be to establish formal areas -148- of cooperation in areas of mutual interest. Examples of these areas are: (a) Routing and scheduling (b) Transportation planning (c) Body work and vehicle repair (d) Safety and training Duplication of Service Service can be provided at existing levels at less cost through cooperation in the routing and scheduling of both systems. Presently this activity is completed without consultation. Valley Metro provides routes which pass most, if not all, of the secondary schools. While existing routes do not provide access from all the drawing areas of each school, some service by Valley Metro is available. Addi- tionally, we believe it is important to include the school transportation staff in long-term planning for transpor- tation needs of the area. Coordination in providing new service and in the pUrchase of buses could improve service and avoid unnecessary costs. Two less significant areas where both systems provide ser- vice are safety and training and some body work. Coopera- tion and exchange could improve already good safety programs and consideration by the School System of utilizing Valley Metro's body work capability could help in avoiding excessive COSTS. Level of Service Cooperation in these areas can improve service and reduce costs. Effects on City and/or School Prosram City and School System programs would share the benefits of improved transportation service and reduced costs. Implementation Providing the framework for cooperation particularly in the areas of planning, routing and scheduling will be difficult since little coordination has occurred since 1975. However, there is reasonable time to achieve measurable impact by the beginning of school in the Fall of 1981. -149- Obstacles We have indicated previously that this cooperative process is difficult. Its success requires continuous connnitment and a focus on areas of mutual advantage. Policy Control The determination of transportation policy would be retained by the respective governing bodies. Cost/Benefit Our estimate of total benefit by cooperation in these areas in the near term of $15,000 to $25,000. Most of the savings would be achieved through reduced miles and hours necessary to transport secondary school children, through the use of existing or modified Valley Metro routes to replace or supplement school routes. Alternative III - Consolidate Systems The third alternative is the full consolidation of both systems, Under this alternative, Valley Metro would become the major transportation provider in the City. Duplication of Service This alternative would eliminate existing duplication of activities. Level of Service Potential service improvements are available, particularly through the modification of school hours to more efficiently utilize drivers and vehicles. Effects on City and/or School Programs Modifications in Valley Metro schedules can be expected to require alterations in school hours. Implementation Four to six weeks of detailed study would be required to implement this alternative. In addition, as much as a year -150- might be necessary to achieve full integration of the two operating units. Obstacles Many obstacles exist to the implementation of this alterna- tive, some of the major issues which are of concern are: (a) Integrating union and non-union personnel (b) Scheduling problems associated with similar peaking characteristics (c) Financial integration problems associated with different operating and capital cost require- ments~ Policy Control The School System would contract with Greater Roanoke Transit Company, the operator of Valley Metro, to provide all transportation services for the Schools. Issues such as staggered school hours would require negotiation. Cost/Benefit With the present capacity of Valley Metro and the operating cost per mile of each system, it would not be cost-effective to undertake a consolidation under present conditions. How- ever, this approach should be reevaluated periodically, es- pecially if additional buses are obtained for service expans- ion by Valley Metro and excess capacity develops. Many of these obstacles were referenced in report prepared by Greater Roanoke Transit staff, April, 1980. -151- RECOMMENDATION MICA recommends the approval and implementation of Alterna- tive II. This alternative provides a cooperative mechanism for improvtnE service with some small cost reduction of $15,000 - $25,000. In the course of the study, we identified two areas within Valley Metro which could be used as local share for Section 5 purposes. Alternative methods of accounting for both the Dial-A-Ride program and the student fares could result in an improved financial position for Valley Metro and/or less cost to the City. The total impact of these changes would be approximately $25,000 for FY 1981. -152- -].53- MINUTES OF THE AUDIT COMMITTEE OF ROANOKE CITY COUNCIL October 7, 1996 1. Call to order: The meeting of the Roanoke City Audit Committee was called to order at 1:15 p.m. on Monday, October 7, 1996, with Chairman, William White, Sr., presiding. · The roll was called by Ms. Barger Audit Committee Members Present: William White, Sr., Chairman C. Nelson Harris Carroll E. Swain Others Present: Robert H. Bird, Municipal Auditor James D. Ritchie, Assistant City Manager William X Parsons, Assistant City Attorney James D. Grisso, Director of Finance Stephen A. Mancuso, Manager GRTC Kathryn V. Weikel, Assistant Manager GRTC D. Darwin Roupe, Manager Supply Management Glenn D. Radcliffe, Director Human Development Thomas F. Baldwin, Assistant Municipal Auditor Evelyn W. Barger, Administrative Assistant Denise E Stewart, Senior Auditor Judy M. Taylor, Auditor Robert S. Renaud EXTERNAL AUDITS: Citizens' Services Committee The motion was made by Mr. Swain and seconded by Mr. Harris to receive and file the Citizens' Services Committee audit report. The motion was approved unanimously. Mr. Bird asked the in-charge auditor to summarize the report. Mrs. Stewart briefed the Committee on the Citizens' Services Committee report. There were no questions from the Committee. Audit Committee Minutes -2- October 7, 1996 o INTERNAL AUDITS A. Substantive Testing · Police Department Cash Funds B. Controls Evaluation · Parking Operations C. Systems Development · Fixed Assets · Purchasing The motion was made by Mr. Harris and seconded by Mr. Swain to receive and file the Internal Audit reports. The motion was approved unanimously. Mr. White recognized Mr. Bird who asked the in-charge auditors to summarize each of the Internal Audit reports. The chairman also recognized Mr. Kiser, Director of Utility and Operations for comments on Parking Operations and Doc Roupe for comments on the new Purchasing system. There were no questions from the Committee. D. Audit Findings Follow-Up The motion was made by Mr. Harris and seconded by Mr. Swain to receive and file the Audit Findings Follow-Up report. The motion was approved unanimously. Mr. White recognized Mr. Bird who briefed the Committee on the Audit Findings Follow-Up report. There were no questions from the Committee. UNFINISHED BUSINESS: None. NEW BUSINESS: Mr. Bird introduced Mr. Robert S. Renaud the new auditor. Mr. White announced the next meeting to be December 2, 1996. Audit Committee Minutes -3- October 7, 1996 6. ADJOURNMENT: There being no further business, the meeting adjourned at 1:45 p.m. William White, Sr., Chairman Mary F. Parker, CMCIAAE C~y Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk December 5, 1996 File #15-110-202 Kenneth S. Cronin, Secretary Personnel and Employment Practices Commission Roanoke, Virginia Dear Mr. Cronin: This is to advise you that on November 14, 1996, Stephen L. Jamison qualified as a member of the Personnel and Employment Practices Commission for a term ending June 30, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Stephen L. Jamison, do solemnly swear (or aWn'm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Personnel and Employment Practices Commission for a term of three years ending June 30, 1998, according to the best of my ability. So help me God. Subscribed to and sworn to before me this/P'~."~day of ~ ,1996. ARTHUR B. CRUSH, III, CLERK ~~, DEPUTY CLERK MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk December 5, 1996 File #15-32-110 Harry F. Collins, Chairperson Building Code Appeals Board, Volume I (Building Construction Division) 6603 Northway Drive, N. W. Roanoke, Virginia 24019 Dear Mr. Collins: This is to advise you that on November 14, 1996, John Dreiling qualified as an alternate member of the Building Code Appeals Board, Volume I (Building Construction Division). Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Patti C. Hanes, Secretary, Building Code Appeals Board, Volume I (Building Construction Division) Sandra H. Eakin, Deputy City Clerk H:~AG E N DA',DECEM EER.2 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, John Dreiling, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as an alternate member of the Building Code Appeals Board, Volume I (Building ' Construction Division), according to the best of my ability. So help me God. Subscribed and sworn to before me this of ~ ~ 1996. ARTHUR B. CRUSH, lmm, CLERK BY ~t,._J,-,.~/~,~ ,DEPUTYCLERK H:',AGEN DA',OCTOBER.23 i Mary F. Parker, CMC/AAE city C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Dep.ty City Clerk December 5, 1996 File #15-20-110 Robert K. Bengtson, Chairperson City of Roanoke Transportation Safety Commission Roanoke, Virginia Dear Mr. Bengtson: This is to advise you that on November 18, 1996, and November 26, 1996, respectively, Stephen A. Mancuso and Troy M. White qualified as members of the City of Roanoke Transportation Safety Commission for terms ending October 31, 2000. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Stephen A. Mancuso, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the City of Roanoke Transportation Safety Commission for a term ending October 31, 2000, according to the best of my ability. So help me God. Subscribed and sworn to before me this / ~/day of ./?~r.~1996. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Troy M. White, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the City of Roanoke Transportation Safety Commission for a term ending October 31, 2000, according to the best of my ability. So help me God. Subscribed and sworn to before me this ~.2 day of ~ 1996. ARTHUR B. CRUSH, III, CLERK MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk December 5, 1996 File #15-110-249 Kenneth L. Motley, Chairperson Architectural Review Board 2514 Robin Hood Road, S. E. Roanoke, Virginia 24014 Dear Mr. Motley: This is to advise you that on November 19, 1996, David L. Bandy qualified as a member of the Architectural Review Board for a term ending October 1, 2000. Sincerely, MaryF r~ r, CMC/AAE City Clerk MFP:sm pc: Evelyn S. Lander, Secretary, Architectural Review Board Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, David L. Bandy, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Architectural Review Board for a term ending October 1, 2000, according to the best of my ability. So help me God. Subscribed and sworn to before me this/~-'~day of~. ~ / 1996. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK December 2, 1996 No. 96-179 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: SUBJECT: Briefing Snow & Ice Emergency Preparedness One of the City of Roanoke's essential public services is the maintenance of streets during inclement weather. Last winter was particularly difficult, as the Roanoke Valley received 250 percent of average annual snowfall; a near record 24.9 inches of snow fell on January 6 and 7. Throughout the year the City's Public Works Directorate has been taking steps to be prepared for the 96-97 winter season. North America Snow Conference The Director of Public Works and Grounds Maintenance Superintendent attended the 1996 American Public Works Association annual snow conference in Salt Lake City, April 14-17, 1996; other City representatives have attended this educational forum in previous years. Featured speakers presented information on snow and ice management techniques, and equipment displays provided first-hand opportunity to view the latest designs of snow removal equipment. Many snowbelt communities practice the technique of"anti-icing," or attacking a snowstorm even before the frozen precipitation has an opportunity to accumulate. This has lead the City to purchase some chemical pre-wetting equipment, which will be described under the section on "New Equipment." Update of Snow and Ice Emergency Plan The City of Roanoke has had a formal plan for responding to snow and ice emergencies for approximately 15 years. During the past several months teams of employees have been working to review and update this document as a training tool for City personnel and as a public education instrument for our citizens. A copy of the City of Roanoke Snow and Ice Emergency Plan is attached to this report. Copies will be available for review at the City Libraries, and we hope to get summary information in the hands of citizens via "CityPage," RVTV Channel 3, the City's Intemet Web Page, and local media. Some of the key elements include: Mayor Bowers and Members of City Council December 2, 1996 Page 2 Overall responsibility for coordination of snow removal efforts is under command of the Manager of Streets &Traffic. Street Maintenance employees are assigned to cover streets in the northern half of the City and Grounds Maintenance employees are assigned to cover streets in the southern half of the City. The City is divided into 16 snow removal areas. Equipment and manpower are assigned to each area simultaneously to assure equal services to all citizens. In each area there are two or three vehicles with plows, spreaders, or combinations thereof. The City assigns 47 tmcks throughout the 16 areas, and can also place in service several motor graders and front end loaders during particularly difficult storms. Streets are plowed according to four (4) priorities. All streets in each priority category will be cleared before crews will move to the next lower priority streets. Major arterial highways and known trouble spots (unusually steep hills and sharp curves) Valley Metro bus routes School bus routes All remaining secondary streets City crews are called to standby at the Public Works Service Center whenever a prediction is received of a 50 percent or greater probability of snow, ice or freezing conditions. Personnel remain on 12-hour shifts until the storm has passed and streets are clear. Residents in residential areas, particularly along narrow streets in some of the City's older neighborhoods, are urged to move their cars off the street during snowstorms or at least park on one side or the other to facilitate snow plowing. Please understand that we cannot avoid piling snow in driveways that may already have been shoveled. Additional Salt Storage The City has a storage facility at the Public Works Service Center which holds approximately 2,000 tons of salt. During the past summer, city forces constructed an asphalt pad surrounded on three sides with timbers to create space for an additional 1,500-2,000 tons of salt. This outside storage will be covered with tarpaulins until needed. New Equipment Within this year's Capital Maintenance and Equipment Replacement Program thc City is purchasing six (6) additional snow plows and fourteen (14) salt spreaders. All existing spreader tracks will be equipped with a plow. Our existing fleet of twenty-one (21) spreaders will be increased by sixty percent (60%). Our goal is to have all vehicles involved in snow removal equipped with both a plow and a spreader. Mayor Bowers and Members of City Council December 2, 1996 Page 3 A new chemical pre-wetting system is being purchased for use in the City's snow and ice removal program. Liquid calcium chloride and magnesium chloride can be sprayed onto the rock salt used in normal operations to lower the melting temperature for increased effectiveness during colder weather. The wet-salt will also adhere to bare pavement when applied before snow has begun to accumulate. And the straight liquid can be added to City street sweepers which will allow sweeping during freezing temperatures and leave a residue to melt snow and ice as it begins to fall. Since the liquid chemicals are more costly than rock salt, these new techniques will mostly be used on bridges and trouble spots throughout the City. Pre-Season Refresher Trainino On Friday, November 8, 1996, all employees of the Streets and Grounds Maintenance Departments participated in a training exercise in preparation for the upcoming winter weather. A video presentation was shown on snow plowing and salt application techniques. The updated Snow and Ice Emergency Plan was reviewed. All crews drove their assigned routes to re-familiarize themselves with conditions they can expect to encounter during anticipated inclement weather. We certainly hope we do not have another 2-foot snowfall this season. And we cannot be so optimistic to think that no problems will arise, since no two storms are alike and we cannot completely predict all conditions to be encountered. But, we think we have made a good effort to be prepared for the winter of 96-97. Sincerely, W. Robert Herbert City Manager WRH:WFC:pr Attachment CC: William F. Clark, Director of Public Works William L. Stuart, Manager, Streets and Traffic H. E. Culp, Superintendent, Grounds Maintenance MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., l~om 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 December 5, 1996 File ~60-121 SANDRA H. EAKIN Deputy City Clerk The Honorable A. Victor Thomas Member, House of Delegates 1301 Orange Avenue, N. E. Roanoke, Virginia 24012 The Honorable Clifton A. Woodrum, III Member, House of Delegates P. O. Box 1371 Roanoke, Virginia 24007 Gentlemen: I am enclosing copy of Resolution No. 33191-120296 providing for a temporary salary supplement of 4.35% for the Honorable W. Alvin Hudson, Roanoke City Sheriff, effective retroactively to December 1, 1996; and the temporary salary supplement for the incumbent City Sheriff shall be applicable until such time as the General Assembly amends the State Budget to correct the omission. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: The Honorable W. Alvin Hudson, Sheriff W. Robert Herbert, City Manager James D. Grisso, Director of Finance Wilburn C. Dibling, Jr., City Attorney Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of December, 1996. No. 33191-120296. A RESOLUTION providing for a temporary salary supplement of 4.35% for the Roanoke City Sheriff effective retroactively to December 1, 1996. WHEREAS, the incumbent City Sheriff, The Honorable W. Alvin Hudson, who has served the City for more than 46 years, was regrettably not granted the 4.35% salary increase approved for employees funded by the State Compensation Board effective December 1, 1996; and WHEREAS, the Council desires to grant the incumbent Sheriff a temporary salary supplement from the City's General Fund until such time as the General Assembly rectifies this inequity; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The incumbent granted a temporary Sheriff for the City of Roanoke is hereby salary supplement of 4.35% effective retroactively to December 1, 1996. 2. Such temporary salary supplement for the incumbent City Sheriff shall be applicable until such time as the General Assembly amends the State Budget to correct the omission in the State Budget. ATTEST: City Clerk. December 2, 1996 Report # 96-42 Honorable Mayor and Members of Council Roanoke, Virginia Subject: Salary Adjustment for Roanoke City Sheriff Dear Mayor Bowers and Council Members: BackRround on the subject in chronological order is as follows: Constitutional Officers' salaries are established by the State Compensation Board, based on population of the locality. 1990 census count determined Roanoke City's population dropped below 100,000, which was the threshold for salary levels of the City's Constitutional Officers. State law provided that incumbent officers' salaries not be reduced due to the reduction in population. These officials were "grandfathered" at their existing salary levels. Saiades for new Constitutional Officers were based on the lower population threshold. Annual pay raises have continued to be Rranted by the State to these officials, regardless of whether they were grandfathered at the higher salary level. II. Current Situation is as follows: Durinf:l the 1996 session of the General Assembly, a salary increase was approved for employees funded by the State Compensation Board of 4.35% effective December 1, 1996 and 2% increase effective December 1, 1997. Due to a technical omission in the ie,qislation, the positions throughout the Commonwealth of Sheriff, Treasurer and Commissioner of Revenue, whose salaries were "grandfathered", were omitted from eligibility for the pay raise. Roanoke City Sheriff W. Alvin Hudson, who has served our City for more than 46 years, was impacted by this omission; however, neither the City Treasurer nor the Commissioner of Revenue was affected, since these officials assumed office after the 1990 census ceunt. Both theActing Treasurer and the Commissioner of Revenue received a 4.35% pay raise, effective December 1, 1996. Only three Shedffs throu.qhout the Commonwealth have been denied the December 1 pay raise, one of which is the Roanoke City Shedff. All other Sheriffs in Virginia received a 4.35% pay raise. Local Dele~lates Vic Thomas and Clifton Woodrum have been contacted and both were unaware of this situation. Both delegates have assured Sheriff Hudson that the matter will be corrected when the General Assembly convenes in January 1997. Dele~late Clifton Woodrum has already wdtten Mr. Robert Vaughn,, House Appropriations Committee and asked that an amendment to the State budget be prepared to permit a pay raise to the Sheriffs affected by this omission in legislation. III. Issues in order of importance are as follows: A. Timing B. Funding IV. Alternatives in order of feasibility are as follows: City Council approve a temporary supplement to the Roanoke City Sheriff's salary, equal to a 4.35% increase, effective December 1, 1996. This temporary supplement would be a Iocel cost only until such time as the State budget is amended and the adjustment made retroactive to December 1. TiminR is important, since other Constitutional Officers received a pay raise effective December 1, 1996. Fundin,q for this increase ($121.38 per pay pedod) is available within the Sheriff's budget, due to personnel lapse generated by vacancies. In addition, General Assembly approval of the amendment to the State budget, requested by Delegate Woodrum, will provide reimbursement to the City of Roanoke for all costs of the temporary supplement. City Council not approve a temporary supplement to the Roanoke City Sheriff's salary, equal to a 4.35% increase, effective December 1, 1996. 1. Timin~ will not be an issue. 2. Fundin,q will not be an issue. Recommendation is as follows: City Council concur in Alternative A and approve a temporary supplement to the Roanoke City Sheriff's salary, equal to a 4.35% increase, effective December 1, 1996. This temporary supplement would be a local cost only until such time as the State budget is amended and the adjustment made retroactive to December 1. Respectfully Submitted, W. Robert Herbert City Manager CC: Mary F. Parker, City Clerk James D. Grisso, Director of Finance Wilbum C. Dibling, Jr., City Attorney W. Alvin Hudson, Roanoke City Sheriff Delegate Clifton A. Woodrum Delegate Vic Thomas Diane S. Akers, Budget Administrator Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Depmy City Clerk December 5, 1996 File #55-181-289-302-303-313-516 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33192-120296 providing for an amendment of the fees chaq;ed at Century Station Parking Garage, Church Avenue Parking Garage, Market Square Parking Garage, Tower Parking Garage, Williamson Road Parking Garage, Williamson Road Parking Lot, and Viaduct Parking Lot; and directing amendment of the Fee Compendium, effective January 1, 1997. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. H:'~AG ENDA~:)ECF-.M BER.2 · W. Robert Herbert City Manager December 5, 1996 Page 2 pc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations Stephen A. Mancuso, General Manager, Valley Metro IN THECOUNCILOFTHECITY OF ROANOKE, VIRGINL~ The 2nd day of December, 1996. No. 33192-120296. A RESOLUTION providing for an amendment of the fees charged at Century Station Parking Garage, Church Avenue Parking Garage, Market Square Parking Garage, Tower Parking Garage, Williamson Road Parking Garage, Williamson Road Parking Lot, and Viaduct Parking Lot; and directing amendment of the Fee Compendium. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The parking fees for the Century Station Parking Garage shall be amended in accordance with the following schedule effective January 1, 1997: Century Station Parking Garage Monthly (un-reserved) $60.00 Monthly (reserved) 70.00 Monthly (un-reserved on roof) 55.00 accordance with the foHowin$ schedule effective January 1, 1997: Church Avenue Parking Garage The parking fees for the Church Avenue Parking Garage shall be amended in Monthly (un-reserved) ] Momhly (un-reserved on root) $50.00 45.00 Church Avenue Parking Garage SHORT-TERM One Hour .75 Two Hours 1.50 Three Hours 2.25 Four Hours 3.25 Five Hours and longer 4.25 Enter after 4:45 p.m. Monday - Friday Free Saturday and Sunday Free 3. The parking fees for the Market Square Parking Garage shall be amended in accordance with the following schedule effective January I, 1997: Market Square Parking Garage Monthly (un-reserved) $60.00 Monthly (reserved-health and/or security 70.00 concur-ns) Monthly (un-reserved on roof) 55.00 SHORT-TERM One Hour .75 Two Hours 1.50 Three Hours 2.25 Four Hours 3.25 Five Hours and longer 4.25 Enter between 4:45 p.m. and 9:00 p.m. 1.50 Monday- Saturday Enter after 9:00 p.m. Monday - Friday Free Saturday and Sunday Free 4. The parking fees for the Tower Parking Garage shah be amended in accordance with the following schedule effective January 1, 1997: Tower Parking Garage Monthly (reserved) $70.00 Monthly (un-reserved on roof) 55.00 Monthly (un-reserved) 60.00 SHORT-TERM One Hour .75 Two Hours 1.50 Three Hours 2.25 Four Hours 3.25 Five Hours and longer 4.25 Enter after 4:45 p.m. Monday - Friday Free Saturday and Sunday Free 5. The parking fees for the Williamson Road Parking Garage shall be amended in accordance with the following schedule effective January 1, 1997: Williamson Road Parking Garnge Monthly (un-reserved) $50.00 Monthly (un-reserved on roof) 45.00 Monthly (un-reserved on side lot) 47.50 6. The parking fees for the W'flliamson Road Parking Lot shall be amended in accordance with the following schedule effective January 1, 1997: Williamson Road Parking Lot Monthly (un-reserved) [ $47.50 7. The parking fees for the Viaduct Parking Lot shall be amended in accordance with the following schedule effective January 1, 1997: Viaduct Parking Lot I $47.50 Monthly (un-reserved) SHORT-TERM One Hour .75 Two Hours 1.50 Three Hours 2.25 Four Hours 3.25 Five Hours and longer 4.25 Enter between 4:45 p.m. and 9:00 p.m 1.50 Enter after 9:00 p.m. and Saturday and Free Sunday 8. The City Manager or his designee is hereby authorized to modify or waive the parking fees for any of the above parking garages or parking lots for City sponsored events or other special events, as the City Manger may deem appropriate, all as more particularly set forth in the City Manager's report to this Council dated December 2, 1996. 9. The Fee Compendium of the City, maintained by the Director of Finance and authorized and approved by the City Council by Resolution No. 32412-032795, adopted March 27, 1995, effective as of that date, shall be amended to reflect the new fees to be charged at Century Station Parking Garage, Church Avenue Parking Garage, Marke{ Square Parking Garage, Tower Parking Garage, Williamson Road Parking Garage, Williamson Road Parking Lot, and Viaduct Parking Lot. ATTEST: City Clerk. December 2, 1996 Report No. 96-367 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Parking Facility Fees I. Background: Roanoke City Council periodically establishes the parking facility fees for the following parking facilities: 2. 3. 4· 5. 6. 7. Century Station Parking Garage Church Avenue Parking Garage Market Square Parking Garage Tower Parking Garage Williamson Road Parking Garage Williamson Road Parking Lot Viaduct Parking Lot The parkinq garage fees were last adjusted in May of 1996. They remain in effect as follows: Century Station Parkinq Garaqe Monthly (un-reserved on roof) ......... 855.00 Monthly (reserved on roof) ............ $6M.OO Monthly (un-reserved) ................. $60.00 Monthly (reserved) .................... $70.00 Monthly (reserved - special contractual obligation) ...................... $65.75 Short-term ............................... N/A There is no attendant on duty. Church Avenue Parkinq Garaqe Monthly (un-reserved on roof) ......... $45.00 Monthly (un-reserved) ................. $50.00 Short-term (Monday through Friday): One hour .......................... $0.75 Two hours ......................... $1.50 Three hours ....................... $2.25 Four hours ........................ $3.25 Five hours or more ................ $4.25 Enter after 5:00 p.m ............... Free Short-term (Saturday and Sunday) ........ Free There is an attendant on duty Monday through Friday. Honorable Mayor and City Council December 2, 1996 Page 2 Market Square Parking Garage Monthly (un-reserved on roof) ......... $55.00 Monthly (reserved on roof) ............ $60.00 Monthly (un-reserved) ................. $60.00 Monthly (reserved - special health or safety concerns) ................. $70.00 Short-term (Monday through Saturday): One hour .......................... $0.75 Two hours ......................... $1.50 Three hours ....................... $2.25 Four hours ........................ $3.25 Five hours or more ................ $4.25 Saturday only first two hours are free if enter before 5:00 p.m. Enter between 5:00 p.m. and 9:00 p.m ................. $1.50 (in advance) Enter after 9:00 p.m ............... Free Short-term (Sunday) ..................... Free There is an attendant on duty Monday through Saturday. Tower Parking Garage Monthly (un-reserved on roof) ......... $55.00 Monthly (reserved on roof) ............ $60.00 Monthly (un-reserved) ................. $60.00 Monthly (reserved) .................... $70.00 Monthly (un-reserved special contractual obligation) ...................... $23.00 Monthly (reserved - special contractual obligation) ...................... $65.75 Short-term (Monday through Friday): One hour .......................... $0.75 Two hours ......................... $1.50 Three hours ....................... $2.25 Four hours ........................ $3.25 Five hours or more ................ $4.25 Enter after 6:00 p.m ............... Free Short-term (Saturday and Sunday) ........ Free There is an attendant on duty Monday through Williamson Road Parking Garage Friday. Monthly (un-reserved on roof) ......... $45.OO Monthly (un-reserved on side lot) ..... $47.50 Monthly (un-reserved) ................. $50.00 Short-term ............................... N/A There is no attendant on duty. Honorable Mayor and City Council December 2, 1996 Page 3 Williamson Road Parking Lot Monthly (un-reserved) ................. $47.50 Short-term ............................... N/A There is no attendant on duty. Viaduct Parking Lot Monthly (un-reserved) ................. $47.50 Short-term (Monday through Sunday): Each one-half hour ............. $0.50 (in advance) Enter after 5:00 p.m ........... $1.00 (in advance) There is no attendant on duty. Short-term parkers use an "honor" box for payment. II. Current Situation: Parkin~ fees for the seven parking facilities listed above need to be consistent between facilities in order for the new operator of the garages to better control revenues and to utilize attendants more efficiently. III. Issues: A. Transportation Fund budget B. Consistency of fees C. Reasonableness of fees D. Timinq IV. Alternatives: City Council approve the following parking garage fees to be effective January 1, 1997, and authorize the City Manager or his designee to waive or modify the fees for City-sponsored or other special events. Items with a proposed change are indicated by an asterisk. Also note that all special contractual monthly fees will be honored, but will not become a part of the public rate structure. Century Station Parking Garage Present Monthly (un-reserved on roof) ....... $55.00 * Monthly (reserved on roof) .......... $60.00 Proposed $55.00 N/A Honorable Mayor and City Council December 2, 1996 Page 4 Monthly (un-reserved) ............... $60.00 $60.00 Monthly (reserved) .................. $70.00 $70.00 Monthly (reserved special contractual obligation) .................... $65.75 Short-term ............................. N/A N/A The garage would remain without an attendant on duty. Church Avenue Parkinq Garaqe Monthly (un-reserved on roof) ....... $45.00 $45.00 Monthly (un-reserved) ............... $50.00 $50.00 Short-term (Monday through Friday): One hour ........................ $0.75 $0.75 Two hours ....................... $1.50 $1.50 Three hours ..................... $2.25 $2.25 Four hours ...................... $3.25 $3.25 Five hours or more .............. $4.25 $4.25 Enter after 4:45 p.m ............. Free Free Short-term (Saturday and Sunday) ...... Free Free An attendant would remain on duty Monday through Friday from 8:30 a.m. to 9:00 p.m. Market Square Parking Garaqe Monthly (un-reserved on roof) ....... $55.00 :355.00 Monthly (reserved on roof) .......... $60.00 N/A Monthly (un-reserved) ............... $60.00 $60.00 Monthly (reserved special health or safety concerns) ............... $70.00 $70.00 Short-term (Monday through Friday, rather than through Saturday): One hour ........................ $0.75 :30.75 Two hours ....................... $1.50 $1.50 Three hours ..................... $2.25 $2.25 Four hours ...................... $3.25 $3,25 Five hours or more .............. $4.25 :34.25 Enter between 4:45 p.m. and 9:00 p.m ................... $1.50 $1.50 Enter after 9:00 p.m ............. Free Free Short-term (Saturday, in addition to Sunday) ..................... Free Free The garage would no longer have an attendant on duty on Saturday. An attendant would remain on duty Monday through Friday from 8:30 a.m. to 9:00 p.m. Honorable Mayor and City Council December 2, 1996 Page 5 Tower Parking Garage Monthly (un-reserved on roof) ....... $55.00 $55.00 Monthly (reserved on roof) .......... $60.00 N/A Monthly (un-reserved) ............... $60.00 $60.00 Monthly (reserved) .................. $70.00 $70.00 Monthly (un-reserved - special contractual obligation) .................... $23.00 Monthly (reserved special contractual obligation) .................... $65.75 Short-term (Monday through Friday): One hour ........................ $0.75 $0.75 Two hours ....................... $1.50 S1.50 Three hours ..................... $2.25 $2.25 Four hours ...................... $3.25 $3.25 Five hours or more .............. $4.25 $4.25 Enter after 4:45 p.m. (rather than 6:00 p.m.) ............................ Free Short-term (Saturday and Sunday) ...... Free Free An attendant would remain on duty Monday through Friday from 8:30 a.m. to 9:00 p.m. Williamson Road Parking Garage Monthly (un-reserved on roof) ....... $45.00 $45.00 Monthly (un-reserved on side lot)...$47.50 $47.50 Monthly (un-reserved) ............... $50.00 $50.00 Short-term ............................. N/A N/A The garage would remain without an attendant on duty. Williamson Road Parking Lot Monthly (un-reserved) ............... $47.50 $47.50 Short-term ............................. N/A N/A The lot would remain without an attendant on duty. Viaduct Parking Lot Monthly (un-reserved) ............... $47.50 $47.50 Short-term (Monday through Friday, rather than through Sunday): One hour ........................ $1.OO $0.75 Two hours ....................... $2.00 S1.50 Three hours ..................... $3.00 $2.25 Four hours ...................... $4.00 $3.25 Five hours or more .............. $5.00 $4.25 Honorable Mayor and City Council December 2, 1996 Page 6 Enter between 4:45 p.m. and 9:00 p.m ................... $1.00 $1.50 Enter after 9=00 p.m ............ $1.00 Free Short-term (Saturday and Sunday) .............. Free The lot would be assigned an attendant on duty Monday through Friday from 8~30 a.m. to 9:00 p.m. to replace the use of an "honor" box for short-term payments. Existing equipment would be relocated at minimal cost. Labor costs would essentially remain level, as the increase in attendant labor would be offset by the elimination of the time it currently takes two parking personnel to retrieve the cash from the box eight times per day, as recommended in a recent audit report. For all monthly parking rates A "grace" period of the first seven calendar days of the month will be allowed for the remittance of that month's parking fees. Payments received on the eighth calendar day or thereafter will be assessed a $5.00 late fee in addition to the monthly rate. Transportation Fund budget for FY 96 materially effected. 97 will not be Consistency of fees for short-term parking will be enhanced. Reasonableness rates will not instances will of fees will be maintained, as monthly increase, and short-term rates in most decrease slightly. Timing will permit implementation of the proposed parking facility fees by the January 1, 1997 effective date. City Council not approve the proposed parking facility fees as denoted in Alternative A. 1. Transportation Fund budget for FY 96 97 will not be effected. Consistency of fees for short-term parking will not be improved. 3. Reasonableness of fees will not be an issue. Honorable Mayor and December 2, 1996 Page 7 City Council Timing will delay implementation of the proposed changes until such time as Council might approve otherwise. Recommendation: It is recommended that City Council adopt Alternative A~ which is to approve the following parking facility fees to be effective January 1, 1997, and to authorize the City Manager or his designee to modify or waive the fees for City-sponsored or other special events. Note that all special contractual monthly fees will continue to be honored, but will not become a part of the public rate structure. Century Station Parking Garage Proposed Monthly (un-reserved on roof) ........ $55.00 Monthly (un-reserved) ................ $60.00 Monthly (reserved) ................... $70.00 Short-term .............................. N/A There will be no attendant on duty. Church Avenue Parking Garage Monthly (un-reserved on roof) ........ $45.00 Monthly (un-reserved) ................ $50.00 Short-term (Monday through Friday): One hour ......................... $0.75 Two hours ........................ $1.50 Three hours ...................... $2.25 Four hours ....................... $3.25 Five hours or more ............... $4.25 Enter after 4:45 p.m .............. Free Short-term (Saturday and Sunday) ....... Free An attendant would remain on duty Monday through Friday from 8:30 a.m. to 9:00 p.m. Market Square Parking Garage Monthly (un-reserved on roof) ........ $55.00 Monthly (un-reserved) ................ $60.00 Monthly (reserved - special health or safety concerns) ................ $70.00 Honorable Mayor and December 2, 1996 Page 8 City Council Short-term (Monday through Friday): One hour ......................... $0.75 Two hours ........................ $1.50 Three hours ...................... $2.25 Four hours ....................... $3.25 Five hours or more ............... $4.25 Enter between 4:45 p.m. and 9~OO p.m .................... $1.50 Enter after 9:00 p.m .............. Free Short-term (Saturday and Sunday) ....... Free The garage would no longer have an attendant on duty on Saturday. An attendant would remain on duty Monday through Friday from 8:30 a.m. to 9:00 p.m. Tower Parkinq Garaqe Monthly (un-reserved on roof) ........ $55.00 Monthly (un-reserved) ................ $60.00 Monthly (reserved) ................... $70.00 Short-term (Monday through Friday): One hour ......................... $0.75 Two hours ........................ $1.50 Three hours ...................... $2.25 Four hours ....................... $3.25 Five hours or more ............... $4.25 Enter after 4:45 p.m .............. Free Short-term (Saturday and Sunday) ....... Free An attendant would remain on duty Monday through Friday from 8:30 a.m. to 9:OO p.m. Williamson Road Parkinq Garaqe Monthly (un-reserved on roof) ........ $45.00 Monthly (un-reserved on side lot) .... $47.50 Monthly (un-reserved) ................ $50.O~ Short-term .............................. N/A The garage would remain without an attendant on duty. Williamson Road Parkinq Lot Monthly (un-reserved) ................ $47.5~ Short-term .............................. N/A The lot would remain without an attendant on duty. Viaduct Parkinq Lot Monthly (un-reserved) ................ $47.50 Honorable Mayor and City Council December 2, 1996 Page 9 Short-term (Monday through Friday): One hour ......................... $0.75 Two hours ........................ $1.50 Three hours ...................... $2.25 Four hours ....................... $3.25 Five hours or more ............... $4.25 Enter between 4:45 p.m. and 9:00 p.m .................... $1.50 Enter after 9:OO p.m .............. Free Short-term (Saturday and Sunday) ....... Free The lot would be assigned an attendant on duty Monday through Friday from 8:30 a.m. to 9:00 p.m. For all monthly parkinq rates A "grace" period of the first seven calendar days of the month will be allowed for the remittance of that month's parking fees. Payments received on the eighth calendar day or thereafter will be assessed a $5.00 late fee in addition to the monthly rate. Respectfully submitted, W. Robert Herbert City Manager Wilburn C. Dibling Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities and Operations Stephen A. Mancuso, GRTC Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk December 5, 1996 File #55-181-289-302-303-313-516 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to fiscal control of parking revenues, was before the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 1996. On motion, duly seconded and unanimously adopted, Council concurred in the recommendation to require strict adherence to the current policy that all monthly parkers display a valid visor tag at all times when a vehicle is parked in a City garage or lot, effective January 1, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations Stephen A. Mancuso, General Manager, Valley Metro December 2, 1996 Report No. 96-368 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Fiscal Control of Parking Revenues I. Backqround: ao Roanoke City Council establishes the policies which guide the management and operations of the following parking facilities: 2. 3. 4. 5. 6. 7. Century Station Parking Garage Church Avenue Parking Garage Market Square Parking Garage Tower Parking Garage Williamson Road Parking Garage Williamson Road Parking Lot Viaduct Parking Lot Prior to September 29, 1996, the City contracted with Republic Parking Systems to operate the parking facilities and with the Greater Roanoke Transit Company (GRTC) to oversee the contract. Recently, the City's municipal audit department issued findings that certain areas of revenue control required improvement. Specifically, the audit found inconsistent use of visor tags by monthly parkers and possible "pass back" abuse of card keys (i.e., more than one vehicle enters or exits a garage using a single card key which the first vehicle passes back to those behind it.) The current parking policy (explained to each monthly parker in the parking contract they sign) requires a valid visor tag to be displayed at all times when a vehicle is parked in a garage or lot. Payment must be receiw~d for the month's parking prior to the issuance of the visor tag. Traditionallym exceptions to revenue control policies have been made in the interest of avoiding complaints and/or confrontations with individual customers and certain groups of customers. Many of these customers simply do not want to display their visor tags. Honorable Mayor and City Council December 2, 1996 Page 2 II. Current Situation: Since September 29, 1996, the GRTC has assumed responsibility for the operations of the parking facilities. In order to address the findings noted in the internal audit, the GRTC seeks clear guidance from Council regarding the nature of the improvements to be made in revenue control. III. Issues: A. Fiscal control B. Cost of improvements C. Customer complaints D. Timinq IV. Alternatives: City Council require strict adherence to the current policy that all monthly parkers display a valid visor tag at all times when a vehicle is parked in a City garage or lot, effective January 1, 1997. This practice will allow the operator to monitor the facilities throughout the day and to take appropriate action (depending on the type of facility) to ensure that all revenues due to the City are collected, as follows: Three facilities have monthly parking only. They are the Century Station Parking Garage, the Williamson Road Parking Garage, and the Williamson Road Parking Lot. In these facilities, the operator will check the vehicles parked throughout the day for the presence of a valid visor tag. A seven day grace period will be provided at the beginning of each month to allow parkers to pay for and obtain the current month's tag. On the eighth day of each month, any vehicle parked without a valid tag will be towed from the facility. The remaining facilities have a mix of both short-term and monthly parking. At these facilities, the attendant will observe each vehicle as it exits the garage. Following the grace period described above, the attendant will stop any vehicle attempting to exit with a card key which does not Honorable Mayor and City December 2, 1996 Page 3 Council display a valid visor tag. The parker will then be required to pay the maximum daily rate for short-term parking ($4.25). Prior to the implementation of the policy, the operator will notify each parker in writing of the enforcement of these procedures. It is anticipated that a first and second notice will be placed on the parked vehicles or distributed by the attendant during the four to six week period prior to the implementation date (sample letters attached). Fiscal control will be improved, as the operator will be authorized to remove non-paying parkers from the facilities (in the case of towing) or collect the daily short-term rate. Both of these practices will deter parkers from abusing the card key which is still in their possession even if they cease paying for monthly parking. This policy will also satisfy the concerns noted in the recent audit report. Cost of improvements will be minimal, as attendants are already present at those mixed facilities, and maintenance personnel already on staff can monitor the vehicles at the monthly-only facilities. Customer complaints may increase initially, as certain individuals and/or groups of customers do not wish to display visor tags· The requirement to display the tag, however, is not unreasonable, and it is likely that complaints will decline once parkers become accustomed to the procedure. Provisions will be made for those who have paid their monthly fee and unintentionally forget their tags (see sample letters attached.) Exceptions will not be made for those who have not paid prior to the end of the grace period. Timinq will permit adequate notice and implementation of the policy by the January 1, 1997 effective date. City Council continue to allow "honor" system of revenue control, whereby the operator will spot check those vehicles without valid visor tags. There will be no deterrent of towing of vehicles for non-payment, nor stopping of vehicles by the attendants for vehicles exiting with a card key and no valid visor tag. Instead, the operator will attempt to identify the owners of vehicles Honorable Mayor and City Council December 2, 1996 Page 4 C · parked without valid visor tags, review payment records to identify whether current payments have been made, and then attempt to contact the parkers to remind them to display the tag and/or to remit payment. The problem of "pass backs" cannot be corrected with this approach. Fiscal control will not be improved. The City will continue to be at risk for non-payment of fees to which it is due. Cost of improvements is not an issue, as there is no change from the current procedure. Customer complaints will not increase, as there is no change from the current procedure. 4. Timinq is not an issue. City Council authorize the purchase of new revenue control equipment to allow operator to discontinue use of a visor tag system. Card readers, gate equipment, and computer software exists that rely on programmable card keys to police entry and exit from parking facilities. After the installation of such equipment, parkers will be issued programmable card keys, along with a written explanation of how the system works. If, after the seven day grace period, payment for the current month's parking has not been received, the operator will de-activate the card key via a software program. The next time the non-paying parker attempts to enter or exit the garage, the gate will not open, and the parker will be forced to contact the operator (i.e., remit payment) in order to re-activate the card. In addition, the cards will be programmed to prevent pass backs by prohibiting two consecutive entry ~ttempts without an exit attempt between. Visor tags will not be necessary. Fiscal control will be improved, as the operator will have complete control over card keys issued. A de- activated card key cannot be used to illegally gain access to the parking facility. Programming will also prevent pass back abuse. The system will satisfy the concerns noted in the recent audit report. Cost of improvements will approximate $148,O0¢~ to purchase the required capital equipment for all parking facilities· Honorable December Page 5 Mayor and City Council 2, 1996 3 o Customer complaints will not increase for those parkers who remit their monthly payments on time. Parkers who now receive one or more "reminders" to remit past due payments may complain initially until they learn that the new system requires prompt payment. 4 o Timinq will permit the operator to proceed with the purchasing process to obtain the necessary equipment. It is not known how long delivery will take once the contract for the equipment is awarded. The operator will provide adequate notice to parkers in advance of the installation of the equipment. Recommendation: It is recommended that City Council adopt Alternative A, which is to require strict adherence to the current policy that all monthly parkers display a valid visor tag at all times when a vehicle is parked in a City garage or lot, effective January 1, 1997. Respe~tfully~ ~~ ~sub%itted" W. Robert Herbert City Manager Wilburn C. Dibling Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities and Operations Stephen A. Hancuso, GRTC SAMPLE FIRST NOTICE December 5, 1996 Dear Monthly Parker: Thank you for using the City of Roanoke's parking facilities. We appreciate your patronage! In our efforts to serve you better, we'd like to remind you that a valid visor tag must be displayed at all times when your vehicle is parked in the facility. Payment for monthly parking is due by the seventh calendar day of each month for that month's parking. Your visor tag will be issued upon receipt of payment. In the event of payment after the seventh, a late fee of $5.00 will be added to the amount due. Effective January 1, 1997, strict enforcement of this policy will include the following: At the Century Station Parking Garage, the Williamson Road Parking Garage, and the Williamson Road Parking Lot, any vehicle parked without a valid visor tag displayed after the seventh calendar day of the month will be towed at the owners' expense. At the Market Square Parking Garage, the Tower Parking Garage, and the Church Avenue Parking Garage, any parker attempting to exit the garage with a card key and not displaying a valid visor tag after the seventh calendar day of the month will be stopped by the parking attendant, and required to pay the maximum daily parking fee of $4.25. These measures will eliminate the use of the facilities by non-paying parkers, and ensure that paying customers have adequate parking spaces available to them. In the event that you've paid your monthly fee and forget to place your visor tag in your vehicle, please notify the office at 343-~585 immediately. We will instruct the appropriate personnel not to tow/charge the daily rate. Thank you for your cooperation. We look forward to continuing to serve your parking needs. Sincerely, Stephen A. Mancuso General Manager SAMPLE SECOND NOTICE December 15, 1996 Dear Monthly Parker: As the busy holiday season approaches, we'd like to send you and your family our best wishes! We'd also like to remind you that effective January 1, 1997, a valid visor tag must be displayed at all times when your vehicle is parked in the facility. Payment for monthly parking is due by the seventh calendar day of each month for that month's parking. Your visor tag will be issued upon receipt of payment. In the event of payment after the seventh, a late fee of $5.00 will be added to the amount due. Beginning on January 1, 1997, strict enforcement of this policy will include the following: At the Century Station Parking Garage, the Williamson Road Parking Garage, and the Williamson Road Parking Lot, any vehicle parked without a valid visor tag displayed after the seventh calendar day of the month will be towed at the owners' expense. At the Market Square Parking Garage, the Tower Parking Garage, and the Church Avenue Parking Garage, any parker attempting to exit the garage with a card key and not displaying a valid visor tag after the seventh calendar day of the month will be stopped by the parking attendant, and required to pay the maximum daily parking fee of $4.25. These measures will eliminate the use of the facilities by non-paying parkers, and ensure that paying customers have adequate parking spaces available to them. In the event that you've paid your monthly fee and forget to place your visor tag in your vehicle, please notify the office at 343-0585 immediately. We will instruct the appropriate personnel not to tow/charge the daily rate. Thank you for your cooperation. We look forward to continuing to serve your parking needs. Again, best wishes for the holiday season! Sincerely, Stephen A. Mancuso General Manager 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 December 5, 1996 File #27-217-361-410-472-514 Cavalier Equipment Co. Highway Motors, Inc. Magic City Motor Corp. Virginia Public Works Equip. Ladies and Gentlemen: I am enclosing copy of Resolution No. 33194-120296 accepting the following bids for purchase of vehicular equipment, upon certain terms and conditions; and rejecting all other bids made to the City for such items: Item Quantity and Description Successful bidder Total Number Purchase Price 1 One (1) new cab/chassis for high Highway Motors, Inc. $51,276.99 velocity waste removal unit 2 One (1) new high velocity waste Cavalier Equipment $90,320.00 removal unit Company 3 Two (2) new medium dump truck Magic City Motor $86,186.34 cab/chassis Corporation 4 Four (4) 10 Ton dump truck Highway Motors, Inc. $178,730.04 cab/chassis · Cavalier Equipment Co. Highway Motors, Inc. Magic City Motor Corp. Virginia Public Works Equip. December 5, 1996 Page 2 The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 1996. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed vehicular equipment. Sincerely, MFP:sm Enc. pc: Mary F. Parker, CMC/AAE City Clerk W. Robert Herbert, City Manager James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management Diane S. Akers, Budget Administrator, Office of Management and Budget IN THECOUNCILOFTHECITY OF ROANOKE, VIRGINIA The 2nd day of December, 1996. No. 33194-120296. A RESOLUTION accepting the bids for the purchase of vehicular equipment, upon certain terms and conditions; and rejecting all other bids made for such items. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The bids in writing of the following named bidders to furnish to the City the items hereinafter set out and generally described, such items being more particularly described in the City's specifications and any alternates and in each bidder's proposal, are hereby ACCEPTED, at the purchase price set out with each item: Item Quantity and Description Successful bidder Total Porchasc Number Price 1 One (I) new cab/chassis for high velocity waste Highway Motors, Inc. $51,276.99 removal unit 2 One (1) new high velocity waste removal unit Cavalier Equipment Company $90,320.00 3 Two (2) new medium dump truck cab/chassis Magic City Motor Corporation $86,186.34 4 Four (4) 10 Ton dump truck cab/chassis Highway Motors, Inc. $178,730.04 2. The City's Manager of Supply Management is hereby authorized and directed to issue any required purchase orders for the purchase of such vehicles, and the City Manager or the Assistant City Manager is authorized to execute, for and on behalf of the City, any required purchase agreements with respect to the aforesaid vehicles, such agreements to be in such form as shall be approved by the City Attorney. 3. Any and all other bids made to the City for the aforesaid items are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk December 5, 1996 File f~27-60-217-361-410-472-514 Sandra H. Eakin DePuty City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33193-120296 amending and reordaining certain sections of the 1996-97 Fleet Management Fund Appropriations, providing for the transfer of $227,784.00, in connection with the purchase of trucks and related equipment as identified in the Capital Maintenance and Equipment Replacement Program. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 1996. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. pc: W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management Diane S. Al(em, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of December, 1996. No. 33193-120296. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Fleet Management Fund Appropriations, and providing for an emergency. VVHEREAS, 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 Fleet Management Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Aoorooriationa Capital Outlay (1) .................................................................................... $ 1,941,680 Retained Eamin · Retained Earnings - Unrestricted (2) ...................................................... $ 1,839,654 1) Vehicular Equipment 2) Retained Earnings - Unrestricted (017-052-2642-9010) (017-3336) $ 227,784 (227,784) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia December 2, 1996 96-371 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Purchase of Trucks and Related Equipment Bid No. 96-7-58 I. Backoroul3d on the subject in chronological order is: Capital Maintenance and EouiDment Replacement Prooram has identified vehicle replacement needs as follows: One (1) New High Velocity Waste Removal Unit that through high velocity spray mechanisms and vaccum system is used to clean and maintain storm drains. This unit it to replace a 1982 unit which is inoperable. Six (6~ Dump Trucks for Street Maintenance Services including snow removal activities. These units also are replacements to existing, old, high maintenance cost trucks. Specifications were developed and along with Request for Quotation were sent specifically to Eleven (11) vendors currently listed on the City's bid list. Bids aoDroodatelv received were publicly opened and read in the Office of the Manager of Supply Management, at 2:00 p.m. on August 21, 1996. II. Current Situation is: A. Five 5 bid res onses were received. A bid tabulation is attached. All bid res~3onses were evaluated in a consistent manner by representatives of the following Deparlments: Public Works Fleet Management Supply Management Trucks and Related Equipment Bid No. 96-7-58 Page 2 III. IV. C. Bid evaluations are as follows: Item #1 - 1 New Cab/Chassis for High Velocity Waste Removal Unit. The lowest bid. an alternate bid submitted by Magic City Motor Corporation took exception to the required transmission. This exception is substantial and cannot be waived as an informality. The second lowest bid, submitted by Highway Motors, Inc. meets all required specifications for a cost of $51.276.99. Item #2 - 1 New High Velocity Waste Removal Unit for cleaning of storm drains, to be mounted on above Cab/Chassis. The lowest bid, submitted by Virginia Public Works Equipment took several major exceptions to the required specifications. These exceptions are substantial and cannot be waived as informalities. The second lowest bid, submitted by Cavalier Equipment Company meets all required specifications for a cost of $90.320.00. item #3 - 2 New Medium Dump Truck Cab/Chassis. The lowest bid submitted by Magic City Motor Corporation meets all required specifications for a cost of $43.093.17 each. Item #4 - 4 New 10 Ton Dump Truck Cab/Chassis. The lowest bid submitted by Highway Motors, Inc. meets all required specifications for a cost of $44.682.51 each, Issues in order of importance are: A. Need B. Compliance with Soecification,~ C. Funding Alternatives in order of feasibility are: City Council accept the lowest responsible bid meeting specifications and authorize the issuance of purchase orders for the following: Trucks and Related Equipment Bid No. 96-7-58 Page 3 One (1~ New Cab/Chassis for High Velocity Waste Removal Unit from Highway Motors, Inc. for a total cost of $51.276.99. One (1) New Hi(~h Velocitv Waste Removal Unit to be mounted on above Cab/Chassis from Cavalier Equipment Company for a total cost of $90.320.00. Two (2) - New Medium Dump Truck Cab/Chassis from Magic City Motor Corporation for a total cost of $86.186.34. Four (4) - New 10 Ton Dump Truck Cab/Chassis from Highway Motors, Inc. for a total cost of $178.730.04. Need for the requested equipment is to replace existing equipment to allow for maximum service to citizens and to provide for appropriate performance of required duties. Comoliance with S~3ecifications has been met by the vendors recommended in this alternative. Funding is available in Fleet Management Prior Year Retained Earnings Account ($227,784) and Current Year Operating Account 017-052-2642-9010, $178,731) to provide for this expenditure. Council not authorize the purchase of the requested equipment. Need for necessary equipment would not be accomplished with this alternative. Compliance with Soecifications would not be a factor with this alternative. Fundina designated for this purchase would not be expended at this time. Recommendation Council concur with Alternative "A", accept the lowest responsible bids and authorize the issuance of purchase orders for the following: One ¢1) New Cab/Chassis for High Velocity Waste Removal Unit from Highway Motors, Inc. for a total cost of $51.276.99. One (1) New Hioh Velocity Waste Removal Unit to be mounted on above Cab/Chassis, from Cavalier Equipment Company for a total cost of $90.320.00. Trucks and Related Equipment Bid. No, 96-7-58 Page 4 CC: Two ¢2) New Medium Dumo Truck Cab/Chassis from Magic City Motor Corporation for a total cost of :$86.186,34. Four (4) 10 Ton Dump Truck Cab/Chassis from Highway Motors, Inc. for a total cost of $178.730.04. B. Reiect all other bids Transfer $227.784 from Fleet Management Prior Year Retained Eamings Account to Fleet Management Account 017-052-2642-9010. ~,.~Res~pectfully Submitted, W. Robert Herbert City Manager City Attorney City Clerk Director of Finance Director of Utilities & Operations Director of Public Works Management & Budget Manager, Fleet Management 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 December 5, 1996 File #70-188-236-472 SANDRA H. EAKIN Deputy City Clerk James D. Holloway, Chief Technological Hazards Branch Virginia Department of Emergency Services 310 Turner Road Richmond, Virginia 23225-6491 Dear Mr. Holloway: I am enclosing copy of Resolution No. 33196-120296 authorizing the City Manager to enter into a two-year contract, commencing July 1, 1996, with the Commonwealth of Virginia Department of Emergency Services to participate in a Regional Hazardous Materials Response Team, accepting a certain Hazardous Materials Regional Response Team Grant, in the amount of $15,000.00, from the Virginia Department of Emergency Services, 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, December 2, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. James D. Holloway, Chief Technological Hazards Branch Virginia Department of Emergency Services December 5, 1996 Page 2 pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance George C. Snead, Jr., Director, Public Safety James Grigsby, Chief of Fire and Emergency Medical Services Wanda L Reed, Manager, Emergency Services Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tregubov, Grants Compliance Monitor IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day' of December, 1996. No. 33196-].20296. A RESOLUTION authorizing the City Manager to enter into a two-year contract with the Commonwealth of Virginia Department of Emergency Services to participate in a Regional JqaTsrdous Materials Response Team, accepting a certain Hazardous Materials Regional Response Team Grant from the Virginia Depa~uuent of Emergency 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 Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, a two-year contract commencing July 1, 1996, with the Commonwealth of Virginia Department of Emergency Services to participate in a Regional Ha~'~rdous Materials Response Team, said contract to be in such form as is approved by the City Attorney, as is more particularly set forth in the report of the City Manager, dated December 2, 1996. 2. The City of Roanoke does hereby accept the offer made to the City by the Virginia Department of Emergency Services for a HaTardous Materials Regional Response Team Grant in the amount of $15,000.00, all as is more particularly set forth in the report of the City Manager, dated December 2, 1996, upon all the terms, provisions and conditions relating to the receipt of such funds. 3. The City Manager or the Assistant City Manager is hereby authorized to execute, on behaffofthe City, any documentation required in connection with the acceptance of such grant and to furnish such additional information as may be required. ATTEST: City Clerk. Mary F. Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk December 5, 1996 File f~0-70-188-236-472 ~andra H. Eakin Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33195-120296 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of $15,000.00, in connection with the Regional Hazardous Materials Response Team Grant. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 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 James Grigsby, Chief of Fire and Emergency Medical Services Wanda L. Reed, Manager, Emergency Services Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tregubov, Grants Compliance Monitor IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of December, 1996. No. 33195-120296. 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: ADDroDriatione Public Safety $ 1,687,412 Hazardous Materials Response Team (1) ................................................ 196,665 Revenue Public Safety $ 1,687,412 Hazardous Materials Response Team (2) ................................................ 196,665 1) Expendable Equipment 2) State Grant Revenue (035-050-3220-2035) $ 15,000 (035-035-1234-7067) 15,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. AFTEST: City Clerk. December 2, 1996 Report # 96-410 The Honorable David A. Bowers, Mayor and Members of Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Roanoke Fire-EMS Department's Regional Hazardous Materials Response Team Agreement and Hazardous Material Regional Response Team Grant BACKGROUND August 1994 City Council authorized the City Manager to enter into a two- year agreement with the Commonwealth of Virginia Department of Emergency Services (VDES) to continue furnishing a Level III Regional Hazardous Material Response Team and respond to calls, at the request of VDES, within a designated region of the State. A Level III response is defined as a technical response to spills or releases of any classification of hazardous materials or extremely hazardous substances requiring the use of special protective clothing and equipment. Also, responders must be trained to a Hazardous Materials Technical level or greater. Bo Roanoke Valley has been identified by the Virginia Department of Emergency Services (VDES) as being at high risk for accidents involving hazardous materials due to the high volume of chemicals being transported through the City on the interstate and state highway systems, the railroad and the regional airport. In addition, twenty-five (25) companies are physically located within the City which manufacture, store or transport extremely hazardous substances which fall under the SARA Title III reporting requirements. Co Currently. the Roanoke Valley Regional l-laTardous Materials Response Team consists of firefighter-emts from Roanoke City and the City of Salem who have been trained to respond to hazardous materials incidents. The City Manager and the State Coordinator of Emergency Services will enter into this agreement which is effective until June 30, 1998 unless terminated upon thirty (30) days written notice by either party. The Honorable Mayor and Members of City Council December 2, 1996 Page 2 II. Accordim, to the pronosed aereement the City of Roanoke, as well as, all localities who participate in a regional response team, will receive "pass- through funding" from VDES to assist with the purchase of equipment and to attend training programs needed to comply with mandates set by OSHA and Virginia Department of Emergency Services (VDES). Regional response history for the last two fiscal years is as follows: FY 94-95:10 responses. FY 95-96:7 responses. (July 1, 1994- June 30, 1996) CURRENT SITUATION Vir~,inia Department of Emergency Services has requested that an extended contract/agreement be entered into beginning July 1. 1996 for a two-year period. Re~,ional Hazardous Materials Response Team A~reement expired June 30, 1996. Virginia Department of Emergency Services has agreed that the Agreement will remain in full force until renewed by Roanoke City Council. Roanoke City and the City of Salem will comprise the regional team and will respond to all Level III incidents within the regional boundaries from Lexington to Bristol (east to west) and Bath County to Martinsville (north to south). Roanoke City and the City of Salem have renewed a standard mutual aid agreement. This agreement is renewed biannually to correspond with regional agreement dates and lists all operations and objectives to be followed during an incident. The City staff has determined that Level III response capability should be maintained due to the identified high risk status for hazardous materials incidents in the boundaries of the City and that participation in a Regional Response Team program would be the most cost effective approach for the City as noted in Section IV, Alternatives "A" and 'B" of this report. Eo The City of Roanoke and the City of Salem will coordinate purchase of equinment for the Hazardous Materials Regional Response Team in order to avoid duplication of expensive equipment and allow for compatibility of equipment purchased. Training classes are coordinated through hazardous The Honorable Mayor and Members of City Council December 2, 1996 Page 3 III. material coordinators for respective jurisdictions and in conjunction with VDES. City Council aoproval and authorization to enter into such a contract/agreement is required if the City wishes to participate in this "Regional Response Team". Terms of the t>roposed Aereement define City and State responsibilities, response procedures, line of authority, reimbursement procedures, insurance and legal responsibilities and a termination clause. Members of Roanoke Fire-EMS Department will continue to participate in State sponsored Level III Hazardous Materials training. The City Attorney's Office has been involved in the development of the proposed agreement between the City and the State Department of Emergency Services. Pass through fundine totaling $15.000 has been received from VDES by the City of Roanoke as of this report and deposited in revenue account 035-035- 1234-7067. ISSUES A. Public Safety B. Funding C. Liability D. E ui ment/Trainin The Honorable Mayor and Members of City Council December 2, 1996 Page 4 IV. ALTERNATIVES City Council authorize the City Mana~,er to enter into a two year contract/ 3-way agreement with VDES for a "Regional Hazardous Materials Response Team" beginning July 1, 1996. In addition, City Council accept the year one Hazardous Materials Regional Team Grant in the amount of $15,000. 1. Public Safety a. Level of Service will be maintained at a Level III response. Level III Regional Response Team concept could not be implemented without state funds. 2. Funding a. Year One Year Two Grant $15,000 $15,000 Physical Reimbursement $9,000 $9,000 All salaries, wages, and expenses incurred during a VDES authorized Level III response will be directly reimbursed to the City. This includes all call-backs necessary to maintain a minimum staff for the department and for Level III calls within the City. 3. Liability Commonwealth of Virginia will r~rovide liability insurance coverage for the Regional Response Team, and will assume responsibility for any and all foreseeable acts or omissions arising out of or occurring during responses under this agreement. Roanoke City personnel will be deemed to be agents of the state during all Level III responses. The Honorable Mayor and Members of City Council December 2, 1996 Page 5 The Commonwealth of Virginia will provide legal representation for the City or its personnel at no cost for any legal matter resulting from a regional response or activity. do The Commonwealth of Vir~,inia will provide payment for vehicle dama~,e ut) to $1000. If a third party is involved in an accident and is at fault, collection will be attempted by the City from the third party. 4. E u~ent/Training This fundine shall be used to ~urchase: 1 lap top computer and accessories 4 sets of supplied air breathing apparatus I methane gas monitor Training needs Total $5,000 $5,000 $200 $4,800 $15,000 City Council not authorize the City Manager to enter into an extended contract/agreement with VDES for a "Regional Response Team" and the City provide Level III only within its boundaries. Additionally, do not accept the Hazardous Materials Regional Response Team grant in the amount of $15.000. 1. Public Safety ao Level of service would be limited as the City would provide its own response to Level III incidents. The closest regional response team, providing additional support, would beat least 2.5 hours from Roanoke at Harrisonburg, Henrico, or Danville, Virginia. The City of Roanoke would no longer be a leader in the region providing this service. 2. Funding Level III service must be funded entirely by the City. Fiscal Year 96-97 budget does not provide funds to maintain a Level III response capability. The Honorable Mayor and Members of City Council December 2, 1996 Page 6 The Cit_v would not receive maintenance funding which provides for reimbursement of cost of annual team members' physical examinations, expenses incurred during response, cost of medical monitoring for personnel, state share of Workman's Compensation or training costs. $15,000 will be returned to the Treasurer, Commonwealth of Virginia, and request that future funding not be appropriated. Liability Roanoke City would not receive liability insurance protection, legal representation and other advantages which the Commonwealth will provide under the proposed Agreement. Equipment/Training ao Necessary equipment could not be purchased for responses to Level III incidents, and regional training will not be maintained and, therefore, federal and state mandates would not be met. The Honorable Mayor and Members of City Council December 2, 1996 Page 7 RECOMMENDATION City Council concur with Alternative "A" and authorize the City Manager to enter into a two-year contract/3-way agreement with the Commonwealth of Virginia, Department of Emergency Services to participate in a Regional Hazardous Materials Response Team for a period of two (2) years beginning July 1, 1996 with the option to terminate upon thirty (30) days written notice. This agreement shall be in a form approved by the City Attorney. City Council accept the Hazardous Materials RegionaL Response Team Grant in the amount of $15,000 and authorize execution of grant agreement between VDES, the City of Salem, and the City of Roanoke, and appropriate funds to Other Equipment under the Hazardous Materials Response Team Grant (Account Number 035-050-3220-2035). WRH/wvs City Manager CC: City Attorney Director of Finance Director of Public Safety Fire-EMS Chief Deputy Chief, Support Manager, Emergency Services MARY F. PARKER, CMC/AAE Cie/Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.V~, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-254! Fax: (540) 224-3145 December 5, 1996 File ~60-72-236-304-305 SANDRA H. ES, KIN Deputy City Clerk Patricia L. West, Director Commonwealth of Virginia Department of Juvenile Justice P. O. Box 1110 Richmond, Virginia 23218-1110 Dear Ms. West: I am enclosing copy of Resolution No. 33198-120296 authorizing acceptance of additional Virginia Delinquency Prevention and Youth Development Act Grant funds from the Virginia Department of Juvenile Justice, in the amount of $2,974.00, and authorizing execution of any and all necessary documents to comply with the terms and conditions of the grant and applicable laws, regulations, and requirements pertaining thereto. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 2, 1996. Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development Marion Vaughn-Howard, Youth Coordinator Vickie S. Tregubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of December, 1996. No. 33198-120296. A RESOLUTION authorizing acceptance of additional Virginia Delinquency Prevention and Youth Development Act Grant funds from the Virginia Department of Juvenile Justice on behalf of the City, authorizing execution of any and all necessary documents to comply with the terms and conditions of the grant and applicable laws, regulations, and requirements pertaining thereto. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The additional Virginia Delinquency Prevention and Youth Development Act Grant funds from the Virginia Department of Juvenile Justice, in the amount of $2,974.00, as set forth in the City Manager's report dated December 2, 1996, are hereby ACCEPTED. 2. W. Robert Herbert, City Manager, or his designee, is hereby authorized to execute any and all requisite documents pertaining to the City's acceptance of these additional grant funds and to furnish such additional information as may be required in connection with the City's funds. All documents shall acceptance of the additional grant be approved by the City Attorney. ATTEST: City Clerk. IN THE COUNCIL OF THE CiTY OF ROANOKE, VIRGINIA The 2nd day of December, 1996. No. 33197-120296. 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: A~;)ropriations Health and Welfare Youth Services Grant FY96-97 (1) .......................................................... Revenue Health and Welfare Youth Services Grant FY96-97 (2) .......................................................... 1) Regular Employee Salaries (035-054-8834-1002) $ 2,974 2) State Grant Revenue (035-O35-1234-7221) 2,974 $ 2,425,007 62,556 $ 2,425,007 62,556 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. A'I-rEST: City Clerk. The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: RE: Budget Amendment to Office on Youth Grant for Fiscal Year 1996-1997 Grant Award 96-1-16 Roanoke, Virginia December 2, 1996 Report #96-573 I. Backaround and Current Situation: Grant first officially awarded to City under Virginia Delinquency Prevention & Youth Development Act on June 17, 1980. FY 96-97 Renewal Application for the Office on Youth was submitted to the Department of Juvenile Justice in June, 1996. Original total grant budget of $59.582 required a local cash match of 932.498. Council_.~_~_p_proved funding for the continuation of the Office on Youth on August 5, 1996, by Resolution No. 33069-080596 and Ordinance No. 33068-080596. Grant__~Q_~p~lication_ has been approved by the Department of Juvenile Justice, however an additional amount of 92,974 has been awarded to the Office on Youth. E. FY 96-97 amended grant budget will be as follows: Budget Category STATE FUNDS LOCAL MATCH TOTAL BUDGET Personnel 930,058.00 919,301.00 949,359.00 Consultants 0.00 0.00 0.00 Travel 0.00 2,400.00 2,400.00 Equipment 0.00 0.00 0.00 Supplies & Other Operating Expenses 0.00 10,797.00 10,797.00 TOTAL $30,058.00 $32,498.00 $62,556.00 Council Report #96-573 December 2, 1996 Page 2 II. III. Fo Local cash match was included in the FY 96-97 Human Development budget. Issues: A. Cost B. Continuity C. Staff Alternatives: A. Authorize the City Manager or his designee to execute the appropriate document to accept the award from the Department of Juvenile Justice. 1. Cost to the City is not a factor because the Local Cash Match amount has not changed. 2. Continuity of program would be maintained and more efficient. 3. Staff, consisting of the Youth Planner, will continue under the direction of the Director of Human Development. Do not authorize the City Manager to execute the appropriate document to accept the award from the Department of Juvenile Justice. 1. Cost would not be an issue at this time. 2. Continuity of the program would be questionable. 3. Staff, consisting of the Youth Planner, and the services provided would be contingent upon the availability of another funding source. Council Report #96-573 December 2, 1996 Page 3 IV. Recommendation: It is recommended that City Council adopt Alternative A which will authorize the following: AccePtance of the Virginia Delinquency Prevention and Youth Development Act Grant Number 96-1-16 from the Department of Juvenile Justice through execution of the proper form by the City Manager or his designee. Copy attached. ADDrooriation of the additional amount of $2,974 from the State into account 035-054-8834-1002 and increase the Grant Fund revenue estimate in account 035-035-1234-7221 by $2.974. Respectfully submitted, W. Robert Herbert City Manager WRH/MVH/mm Attachment C.' Office of Management & Budget City Attorney Director of Finance Director of Human Development Youth Planner Patrida L West DIRECTOR COMMONWEALTH of VIRGINIA d700 Centre, 4th Floor and Franklin Streets P. O. Box 'i1'10 , Virginia 23218-1110 (804) I~ax {804) 3~-0~3 Voice/TDD (~04) 371.0772 Mr. W. Robert Herbert city Manager City of Roanoke Room 364, Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 Department of Juveni~ Justice August 29, 1996 NOV i 1996 CITY OF ROANOKE ')FFICE ON YOUTH RE: The VA. DP and YD Act Grant Number: 96-I-16 Dear Mr. Herbert: The above-named Virginia Delinquency Prevention and Youth Development Act grant application has been approved in the amount of $ 30,058 Act funds, $ 32,498 local match, $ 62,556 total program. Attached you will find a Statement of Grant Award, SPECIAL CONDITIONS FOR DELINQUENCY pREVENTION AND YOUTH DEVELOPMENT ACT GRANT AWARDS, and a Budget Amendment Request form. The originals of the latter two forms should be signed and/or completed and returnsd to Mr. ~homas J. Northen, III, Prevention Coordinator, Department of Juvenile Justice, P. O. Box 1110, Richmond, VA. 23218-1110, FAX (804) 371-0773. The signed SPECIAL CONDITIONS is our official notice that you accept the award and the conditions of award. Before any funds are disbursed to the grantee under this award, the grantee must agree to comply with all conditions attached to this award found in the SPECIAL CONDITIONS FOR DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT GRANT AWARDS. The award of FY 1996-97 Act funds reflects an extra one-time only dispersal of $ 4,331 from VA. DP&YD Act appropriations not awarded to localities who have withdrawn from FY 1996-97 participation. This extra dispersal is only available through June 30, 1997, and cannot be guaranteed for future funding years. The award does not reflect a projected 4.35% cost-of-living allowance (COLA) appropriated by the 1996 Virginia General Assembly effective December 1, 1996, and to be distributed with third and fourth quarter payments to localities. Thank you for your cooperation and interest in this matter. Sincerely, Attachments cc: Ronald Batliner, Jr. Ken Miller Patricia L. West Director Rebecca S. Camache Timothy J. Eishton Marion A. Vaughn-Howard Thomas J. Northen, III P. Oo COMMONWEALTH OF VIRGINIA DEPARTMENT OF JUVENILE JUSTICE BOX 1110, RICHMOND, VIRGINIA 23218-1110 V I RG STATEMENT OF GRANT AWARD INIA DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT PDRSU~NT TO THE AUTHORITY OF THE DELINQUENCY PREVENTION GRANT NUMBER: AND YOUTH DEVELOPMENT ACT, SECTIONS 66-26 THROUGH 66-35 96-I-16 OF THE CODE OF VIRGINIA THE DIRECTOR OF THE DEPARTMENT OF JUVENILE JUSTICE HAS APPROVED THE GRANT AS INDICATED: DATE APPROVED: August 29, 1996 TITLE OF PROJECT= Roanoke Youth Services citizen Board/ office on Youth GI~a_NTEE: city of Roanoke, VA GI~%NT PERIOD= TOTAL LENGTH= 12 Months FROM= July 1, 1996 THROUGH= June 30, 1997 OFFICE ON YOUTH DIRECTOR= Mrs. Marion Vaughn-Howard, Youth Planner Roanoke Youth Services Citizens Boar¢ Suite 221, Jefferson Center 541 Luck Avenue, S.W. Roanoke, VA 24011 (540) 981-2349 PAYMENT PROCEDURE= Quarterly= 1st, 2nd & 3rd $7,515. 4th $7,513. * Does not include a projected 4.35% COLA effective December 1, 1996. FINANCE OFFICER: Mr. Michael R. Crew Manager of Accounting Services city of Roanoke Room 461, Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 (540) 981-2824 DETAIL BUDGET AWARD BUDGET -DY&FS- -GRANTEE- -TOTAL- CATEGORY STATE FUNDS LOCAL MATCH CASH IN-KIND PERSONNEL $ $ $ $ CONSULTANT TRAVEL EQUIPMENT OTHER EXPENSES TOTAL AWD/MATCH $ 30,058 $ 32,498 $ 62,556 THIS GR~NT IS SUBJECT TO THE MINIMUM ST/%NDARDS AND THE RULES /%ND REGU- LATIONS FOR THE DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT. THIS GRAlqT IS SUBJECT TO AND CONDITIONED UPON ACCEPTANCE OF SPECIAL CONDITIONS ATTACHED HERETO. SIGNATURE OF AUTHORIZED OFFICIAL DATE: August 29, 1996 ~'~"~. "[ t~' ,- aL'~- Patricia L West DIRECTOR COMMONWEALTH of V];RGIN];A 700 Centre, 4th Fl(x)[ 7th and Franklin Streets R O. Box 1110 Richmond, Virginia 2~ZI8-1110 (804) 371-0700 Fax (804) 371-0773 Voice/TOD (804) 371-0772 Department of Juveni~ Justice SPECIAL CONDITIONS FOR DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT GRANT AWARDS SPECIAL CONDITIONS FOR GRANT AWARD $ 96-I-16 THE DIRECTOR OF THE DEPARTMENT OF YOUTH & FAMILY SERVICES, THROUGH THE DEPARTMENT OF YOUTH & FAMILY SERVICES, HEREINAFTER REFERRED TO AS THE DEPARTMENT, DOES HEREBY AWARD TO CITY OF ROANOKE, VA. HEREINAFTER REFERRED TO AS THE GRANTEE, FROM THE DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT APPROPRIATION AN AMOUNT OF $ 30,058. THE GRANTEE HEREBY AGREES TO PROVIDE AT LEAST AN AMOUNT OF $ 32,498 AS THE MATCHING SHARE REQUIRED BY THE DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT, HEREINAFTER REFERRED TO AS THE ACT. THE TOTAL PROGP~24 AWARD THEREBY BEING THE SUM OF $ 62,556. THE FOLLOWING CONDITIONS ARE ATTACHED TO AND MADE A PART OF THIS GRANT AWARD: The Grantee will comply with the terms of the Grantee's application, its attachments and amendments thereto, and will not deviate therefrom without the prior approval of the Department. The Act funds awarded are subject to adjustment prior to the disbursement of funds by the Department; in no event shall the amount disbursed exceed the Act funds awarded. The Grantee will comply with the provisions of the Act and the rules and regulations prescribed by the Commonwealth of Virginia, under the Act. 4. The Grantee shall establish and maintain an accounting system, in compliance with generally accepted accounting principles, with internal controls which shall assure that the total program funds (Act and matching share) are. a. properly expended c. adequately accounted for b. adequately controlled d. separately identified 5. The Grantee shall establish and maintain accounting procedures which provide for an accurate and timely recording: a. total of grant funds (Act and matching share) e The a. b. c. Page 2 of 4 of expenditures from such funds of unexpended balances Grantee shall establish controls which ensure: de that expenditures charged to grant activities are for allowable purposes. that documentation is readily available to verify that such charges are accurate. that time and attendance records of personnel engaged in this program are maintained. that equipment purchased with grant funds shall be registered on inventory cards and properly labeled in a manner which will identify such equipment as being purchased with funds from this grant. Where the allowability of an expenditure cannot be determined because records or documentation are inadequate, the questionable cost will be disallowed. The Grantee shall reimburse the State for the amount of any disallowed items. The Grantee shall make all records and accounts documenting the disbursement, utilization, administration and management of total program (Act and matching share) funds approved in this grant accessible to all authorized State personnel and such persons as may be designated by the Department. The Grantee shall submit to the Department, on forms prescribed, accurate, timely and complete financial and narrative reports; the Grantee shall submit such other reports as may be reasonably required by the Department. The responsibility for complying with reporting requirements shall not be transferred by the Grantee to any other party. 9. No Act funds shall be expended for: a. any expenses other than those necessarily incurred in the performance of this grant program; b. the purchase of real property; c. new construction; d. costs incurred before the effective date of the grant, unless incurred with the prior authorization of the Department; e. the payment of any salary or compensation to a federal employee; f. payment of any consultant fee, or honorarium, to any officer of employee of the Department or of any State, municipality or local agency for services normally paid for by such employee's regular salary, wage and overtime compensation. This does not preclude payment of overtime compensation to such officers and employees consistent with the established personnel policies of the employing agency; and g. the payment of portions of any salaries in excess of the proportion of actual time spent in carrying out the grant program. Page 3 of 4 10. Any news releases, statement or publicity concerning this grant in which there is a reference to the source of the funds shall indicate that the grant was made to the Grantee by the Virginia Department of Juvenile Justice from Delinquency Prevention and Youth Development Act Funds. 11. No material produced in whole or in part under this grant shall be the subject of an application for copyright in the United States or in any country. The Department shall retain a royalty-free non-exclusive and irrevocable license to publish and use the materials and to authorize others to do so. 12. The Grantee shall commence performance of the program provided for in the grant on the 1st day of ~_~L~, and shall complete performance no later than the 30th day of ~. 13. The Grantee will indemnify, reimburse, hold and save the Commonwealth of Virginia and the Department harmless from all charges, damages, costs, or other liability that the Department may be required to pay o! otherwise incur by reason of any agreement between the Department and the Grantee, or by reason of any person, firm, or corporation being injured or damaged in any way in person or property, or in the event o~ a final judgment or decree being obtained against the Department, either independently or jointly with the Grantee then in that event th( Grantee will pay such judgment or comply with decree with all costs an( hold the Commonwealth of Virginia and the Department harmless therefrom. 14. 15. 16. This provision shall apply only in those instances where the Grantee would not be entitled to the defense of sovereign immunity were the charges, damages, costs or other liability sought directly from the Grantee, or in instances where the debt limitations imposed by Article VII, Section 10 of the Virginia Constitution would not be violated. Any applicable statutory procedures for the presentation of claims to the governing body of the Grantee and any other applicable legal provisions shall continue to apply. Ail purchases of equipment or contractual services made with funds from this grant award shall be in compliance with local rules and regulations governing such purchases, which are based on competitive principles. There shall be submitted to the Department a signed statement certifying that all applicable Act regulations, State laws, and local purchasing regulations have been complied with. Grantee agrees to provide documentation for a statewide evaluation, the criteria of which shall be jointly developed by Grantees and the Department of Juvenile Justice. Page 4 of 4 17. ADDITIONAL SPECIAL CONDITIONS Grantee agrees to submit to the Department of Juvenile Justice's regional office by October 16, 1996, a revised budget in the amount of the award. The Grantee is hereby informed that failure to comply with any of the above conditions, any of the provisions of the Act or any of the rules and regulations promulgated thereunder shall constitute grounds upon which the Department may terminate this grant, discontinue fund payments, and require reimbursement of fund payments after thirty days notice to each participating county and city and after a hearing has been conducted on the matter by the Director of the Department of Juvenile Justice or his designee. The undersigned, having received the Notice of Grant Award and the conditions attached thereto, does hereby accept this grant and agree to the conditions pertaining thereto, this day of 19 Signature Title COMMONWEALTH OF VIRGINIA DEPARTMENT OF JUVENILE JUSTICE VIRGINIA DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT GRANT PROGRAMS BUDGET AMENDMENT REOUEST GRANTEE: City of Roanoke 'GRANT NUMBER: 96-I-16 PROJECT TITLE: FUNDING PERIOD FROM: Roanoke City Office on Youth July 1~ 1996 TO: June 30. 1~97 CURRENT APPROVED REQUESTED GRANT GRANT BUDGET BUDGET DJJ I LOCALITYI DJJ I LOCALITY PERSONNEL $27,433.00521,926.00530,058.00 $19,301.00 CONSULTANTS 0.00 0.00 0.00 0.00 TRAVEL 0.00 1,400.00 0.00 2,400.00 EQUIPMENT 0.00 0 ~00 0.00 0.00 SUPPLIES/OTHER 0.00 9,172.00 0.00 10,797.00 TOTAL $27,433.00 $32,498.00 $30,058.00 $32,498.00 SUBMITTED BY: REVIEWED BY: Authorized Locality Finance officer Date DJJ Regional Administrator Date Department of Finance City of Roanoke, Virginia December 2, 1996 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance October Financial Report This financial report covers the first four months 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 8.71% or $3,377,000, on a year-to-date basis, compared to FY96. Variances in specific categories of revenue are as follows: General Property Taxes are up 4.63% or $946,000 due to a modest increase in real estate tax revenue. Permits, Fees and Licenses are up 24.72% or $53,000 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 $28,000 or 8.25% due to increased General District Court fines which 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 $48,000 or 11.87% due to a decline in interest earnings offset by increased property rental. November rent for Social Services in Municipal North was received in October of the current year but November of 1996. Interest earnings have decreased because 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 $2,139,000 or 35.09%. Nearly $1.0 million of this is a timing difference due to monthly reimbursements from the State that were received at the end of October of FY97 but in early November of FY96. Another $337,000 of the growth 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. Honorable Mayor and Members Roanoke City Council December 2, 1996 Page 2 Grants-in-Aid-Federal Government are up about $7,000 due to higher FEMA payments this year. Miscellaneous Revenue has increased $28,000 or 26.93% due to increased sales of surplus items. EXPENDITURES AND ENCUMBRANCES Expenditures and encumbrances in the General Fund have increased 10.66% or $5,662,000 since FY96. Approximately $2.3 million or 4.3% of this variance is due to the fact that there were three pay periods in October of 1997. In 1996, a third pay period occurred in the month of November. Variances in individual expenditure categories are discussed as follows: Public Safety expenditures increased $1,680,000 or 15.54%. Approximately $1,141,000 of this is related to the additional October payroll. Additional salary related increases occurred at the Jail which has additional employees this year as a result of the City Jail expansion. Emergency Medical Services has seen increased CIS charges and higher fees to the third party that handles EMS billing. Expenditures in the Police and Fire departments have also risen slightly. Public Works expenditures increased 10.71% or 906,000. About half of this was due to the extra pay period in the current fiscal year. Other increases occurred in Engineering for real estate acquisition and bridge inspections, Street Lighting for electric costs, Snow Removal for chemical purchases, and Solid Waste Management's fees for landfill disposal. Health and Welfare expenditures have increased 24.38% or $1,244,000, with $220,000 resulting from the additional October payroll. Cultural and Human Services contributions have increased by $228,000, mostly because 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 foster care, daycare, purchased services and subsidized adoption. CSA expenditures have risen by nearly $500,000, 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 $229,000 or 11.15%. This is due to a decrease in cultural contributions which is partially offset by the payroll increase. 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 the Center in the Square, the Virginia Museum of Transportation, and Harrison Cultural Center are now in that category. The $175,000 subsidy to the Hotel Roanoke Conference Center Commission, which will continue to be included in this category, was made in October last year but not until November of the current year. Honorable Mayor and Members Roanoke City Council December 2, 1996 Page 3 Nondepartmental expenditures have increased $1,060,000 or 39.24% due to increased transfers to other funds. The largest increase is in the transfer to the Capital Projects Fund, but increases have also occurred in the transfers to the Civic Center, City Information Systems, and Transportation Funds. Transfers vary from year to year based on the adopted budget or budget ordinance amendments. I would be pleased to answer any questions which City Council may have regarding the monthly financial statements. JDG/AHA/pac Attachments ~Director of Finance CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE OCTOBER 31, 1996 Balance July 1,1996 Ordinance Number 33067 33075 33105 CMT045 Department Dire~r of Utilities and Operations Recreation Dues, Memberships and Affiliations City Attomey Balance October 31, 1996 City's Share of Governmental Eleotric Rate Negotiation Costs Roanoke City Boxing Association Equipment Purchases Greenways/Open Space Steering Committee Local Govemment Attomeys of Virginia Membership $367,576 (23,086) HS,000) (2e,8oo) (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 from Use of Money and Property Grants-in~Aid Commonwealth Grants-in-Aid Federal Government Charges for Sen,ices Miscellaneous Revenue Internal Services Total Year to Data for the Period July 1- Oct 31 July 1- Oct 31 Percentage 1995-96 1996-97 of Change $20,444,500 $21,390,736 4.63 9,947,759 10,165,827 2.19 214,310 267,297 24.72 333,398 360,911 8.25 404,079 356,117 (11.87) 6,096,418 8,235,377 35.09 9,948 17,498 75.89 901,587 896,893 (0.52) 104,655 132,838 26.93 336,350 346,971 3.16 Current Fiscal Year Percent of Revised Revenue Revenue Estinmta Estimates Received $62,236,700 34.37% 48,446,356 20.98% 562,200 47.54% 875,500 41.22% 1,138,326 31.28% 33,913,844 24.28% 25,000 69.99% 3,312,010 27.08% 310,500 42.78% 1,824,000 19.02% $38,793,004 $42,170,465 8.71% $152,644,436 27.63% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period July 1- Oct 31 _ExDenditure_s 1998-96 Current Fiscal Year Percent of July t- Oct 31 Percentage Unencumbered Revised Budget 1996-97 of Change Balance Appropriations Obligated General Government $3,347,375 Judicial Administration 1,266,585 Public Safety 10,811,239 Public Works 8,468,501 Health and Welfare 5,100,464 Parks, Recrea~on and CuJtural 2,058,423 Community Deve/opment 405,031 Transfer to Debt Service Fund 6,443,077 Transfer to School Fund 12,508,450 Nondepartmental 2,701,738 Total $53,110,883 $3,466,192 3.55 % $6,676,043 $10,142,235 34.18% 1,325,305 4.64 % 2,745,803 4,071,108 32.55% 12,491,468 15.54 % 24,802,497 37,293,965 33.49% 9,375,119 10.71% 13,365,161 22,740,280 41.23% 6,343,874 24.38 % 13,650,524 19,994,398 31.73% 1,828,867 (11.15) % 3,054,468 4,883,335 37.45% 428,098 5.70 % 916,123 1,344,221 31.85% 6,776,713 5.18 o,<, 2,534,087 9,310,800 72.78% 12,975,833 3.74 % 25,751,604 38,727,437 33.51% 3,761,921 39.24 % 2,339,388 6,101,309 61.66% $68,773,390 '10.66 % $98,838,698 $'164,609,088 38.01% 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 l-Oct 31 July l-Oct 31 Percentage 1995-96 1996-97 of Change $1,579,311 $2,029,507 9,208,419 9,875,274 282,305 51,407 472,257 452,100 12,508,450 12,975,833 3,751,165 3,207,594 Current Fiscal Year Percent of Revised Revenue Revenue Estimate Estimates Received 28.51% $8,090,895 25.08% 7.24 % 30,904,880 31.95% (81.79)% 2,353,996 2.18% (4.27) % 2,732,706 16.54% 3.74 % 38,727,437 33.51% (14.49) % 3,757,086 N/A $27r801,907 $28,591~715 2.84 % $86,567,000 33.03% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Expenditures Instruction General Support Transportation Operation and Maintenance of Plant Food Services Facilities Other Uses of Funds Special Purpose Grants Year to Date for the Period Current Fiscal Year Percent of July 1-Oct 31 July 1-Oct 31 Percentage Unencumbered Revised Budget 1995-96 1996-97 of Change Balance Appropriations Obligated $14,642,044 $15,633,806 6.77 % $45,973,972 $61,607,778 25.38% 930,027 885,313 (4.81)% 2,272,513 3,157,826 28.04% 720,126 693,389 (3.71)% 2,160,502 2,853,891 24.30% 3,093,753 3,137,731 1.42 % 6,368,840 9,506,571 33.01% 667,615 869,068 30.18 % 2,696,628 3,565,696 24.37% 2,133,531 1,622,297 (23.96)% 1,622,297 100.00% 2,134,826 2,849,605 33.48 % 444,673 3,294,278 86.50% 3,523,513 3,757,086 6.63 % 3,757,086 N/A Total $27,845,435 $29,448,295 5.76 % $59,917,128 $89,365,423 32.95% 3 CITY OF ROANOKE, VIRGINIA CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF OCTOBER, 1996 Expenditures Unexpended Outstanding Unencumbered Budget To Date Balance Encumbrances Balance General Government $8,332,343 $5,031,818 $3,300,525 $280,705 $3,019,820 Public Safety 9,694,206 9,374,325 319,881 7,100 312,781 Education 19,890,309 12,492,868 7,397,441 6,402,884 994,557 Community Development 1,041,000 82,269 958,731 958,731 Recrea~on 663,580 270,502 393,078 137,344 255,734 Streets and Bridges 12,958,357 9,941,230 3,017,127 1,433,624 1,583,503 Sanitation Projects 236,199 74,595 161,604 3,557 158,047 Traffic Engineering & Communications 1,775,300 1,380,188 395,112 35,370 359,742 Other Infrastructure Projects 7,308,534 3,337,745 3,970,789 182,080 3,788,709 Capital Improvement Reserve 20,421,731 20,421,731 20,421,731 Totsl $82,321,559 $41,985,540 $40,336,019 $9,441,395 $30,894,624 4 CITY OF ROANOKE, VIRGINIA WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 4 MONTHS ENDING OCTOBER 31, 1996 Operating Revenue Commercial Sales Domestic Sales Indus~al Sales Town of Vinton County of Roanoke City of Salem Customer Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest on Investments Rent Miscellaneous Revenue Interest Expense Total Nonoperating Revenue (Expenses) Net Income 1996 1995 $1,103,045 $1,129,610 979,130 1,027,132 79,548 88,828 7,841 10,871 682,064 627,786 1,766 211,505 136,415 3,054,899 3,020,642 494,734 436,919 1,079,521 882,476 312,923 312,923 1,887,178 1,632,318 1,177,721 1,388,324 83,451 17,157 845 1,000 13,747 12,431 (527,620)(1) (429,577) 30,588 $748,144 $1,418,912 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 4 MONTHS ENDING OCTOBER 31, 1996 Operating Revenue Sewage Charges - City Sewage Charges - Roanoke County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Inter~und Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depredation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest on Investments Miscellaneous Revenue Total Nonoperating Revenue (Expenses) Net Income 1996 $2,518,273 334,979 91,785 360,545 40,077 50,801 30,684 3,427,144 572,742 1,656,954 311,822 2,541,518 885,626 133,488 6,451 139,939 $1,025~565 1995 $2,265,419 273,327 54,837 259,926 27,582 33,527 20,395 2,935,013 518,609 1,115,374 311,822 1,945,805 989,208 68,260 8,543 76,803 $1,066,011 6 CITY OF ROANOKE, VIRGINIA CiViC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 4 MONTHS ENDING OCTOBER 31, 1996 Operating Revenue Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Novelty Fees Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Transfer from General Fund Transfer from Materials Control Fund Interest on Investments Miscellaneous Total Nonoperating Revenue Net Income 1996 $69,458 16,054 20,960 675 12,002 32,930 152,079 352,310 364,107 127,720 844,137 (692,058) 879,771 8,443 2,217 890,431 $198,373 1995 $114,706 12,850 21,522 665 21,511 30,155 4,858 206,267 300,321 343,221 127,720 771,262 (564,995) 779,636 114,896 10,912 1,499 906,943 $341 ,~48 7 CITY OF ROANOKE, VIRGINIA TRANSPORTATION FUND COMPARATIVE INCOME STATEMENT FOR THE 4 MONTHS ENDING OCTOBER 31, 1996 Operating Revenue Century Station Parking Garage W~lliamson 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 $106,809 130,440 53,821 142,745 78,777 38,816 551,408 230,148 173,505 403,653 147,755 1,001,133 (300,000) (4,179) (243,695) 5,785 459,044 $606~799 1995 $95,639 106,516 55,511 138,618 63,716 40,380 182,749 173,505 356,254 144,126 872,665 43,165 (200,000) 2,024 (222,748) 1,736 496,842 $640,968 8 CITY OF ROANOKE, VIRGINIA NURSING HOME FUND COMPARATIVE INCOME STATEMENT FOR THE 4 MONTHS ENDING OCTOBER 31, 1996 Operating Revenue Private Patient Fees Medicaid Patient Fees Medicaid Reimbumements Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Transfer from General Fund Interest on Investments Total Nonoperating Revenue Net Income 1996 $3,296 98,590 303,820 405,706 445,269 138,928 7,876 592,073 (186,367) 545,022 9,975 554,997 $368,630 1995 $11,523 97,422 326,095 435,040 401,414 148,636 7,876 557,926 (122,886) 504,210 5,725 509,935 $387,049 9 CITY OF ROANOKE, VIRGINIA HOTEL ROANOKE CONFERENCE CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 4 MONTHS ENDING OCTOBER 31, 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) City Subsidy Virginia Tech Subsidy Proceeds from Brick Sales Interest on Investments Conference Center Total Nonoperating Revenue (Expenses) Net Income (Loss) Notes to Financial Statement: 1996 CONFERENCE COMMISSION(I) CENTER(2) TOTAL 1995 $ $ $ $ 832,000 832,000 452,274 832,000 832,000 452,274 27,395 27,395 (7,073) (3) 620,285 620,285 513,276 148,025 16,575 164,600 148,025 175,420 636,860 812,280 654,228 (175,420) 195,140 19,720 (201,954) 175,000 175,000 150 150 350 1,108 1,108 4,173 4,480 4,480 (16,861) 1,258 4,480 5,738 337,662 ($174,162) $199,620 $25,458 $135,708 (1) The column entitled "Commission" represents Commission activity in the City's financial records. (2) The column entitled "Conference Center" represents actual revenue and expenses of the Conference Center, as provided by Doubletree Management. (3) Reversing entry from FY 96. 10 CITY OF ROANOKE, VIRGINIA INTERNAL SERVICE FUNDS COMPARATIVE INCOME STATEMENT FOR THE 4 MONTHS ENDING OCTOBER 31, 1996 TOTALS City Information Mat~lele Management Utll#y Line Fleet Risk (1) Operating Revenue Charges for Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expense. Operating Income (Lo~s) Nonoperating Revenue (Expensea) Transfer from General Fund Transfer from Materials Control Fund Transfer from School Board Transfer to Civic Center Fund Transfer to City Information System Transfer to Transpo~ation Fund 35,682 (2,463) 3,645 23,383 20,963 152,413 233,623 177,692 67,253 244,945 43,894 50,000 212,600 20,000 (114,896} (212,600) (43,165) Net Nonopernting Revenue (Expenaea) 213,374 (2,463) 3,G46 23,383 88,2tG t82,4t3 478,668 (44,167) $314,026 $22,06T $7,369 $18,~8 ~231,068 $60,719 SGEE,22G $367,68t Net Incowm Note (1) The Risk Management Fund was established on July 1, t~. 11 CITY OF ROANOKE, VIRGINIA CFrY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED OCTOBER 31, 1996 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED OCTOBER 31,1996. GENERAL WATER SEWAGE CIVIC CENTER TRANSPORTATION CAPITAL PROJECTS NURSING HOME CONFERENCE CENTER DEBT SERVICE CITY INFORMATION SYSTEMS MATERIALS CONTROL MANAGEMENT SERVICES UTILITY LINE SERVICES FLEET MANAGEMENT PAYROLL RISK MANAGEMENT PENSION SCHOOL BOARD FDETC GRANT TOTAL $1,129,142.40 $19,129,694.10 $13,896,039.27 $7,799,311.99 5,332,357.72 531,725.12 123,038.38 5,627,162.27 22,001,505.89 2,038,914.86 1,577,193.65 20,851,201.84 953,216.62 15,838.42 191,407.69 869,289.62 309,870.28 131,736.27 258,739.28 528,193.59 34,306,906.08 1,098,270.14 1,166,455.63 5,546,539.95 1,128,536.71 109,523.92 146,985.55 666,331.17 55,585.35 0.00 9,300.77 527,457.42 8,854,981.65 37,712.28 800.00 8,158,846.26 2,082,989.51 87,292.67 46,902.23 409,598.49 (64,204.57) 109,702.58 157,246.97 53,134.10 207,411.85 11,453.83 224,274.48 1,414,631.73 64,875.26 46,923.40 1,486,472.85 1,288,928.44 569,752.27 687,832.47 1,081,034.04 (9,559,493.54) 12,015,393.01 15,804,527.78 (2,819,284.39) 9,772,480.33 616,473.81 24,697.77 0.00 192,616.17 763,726.46 688,992.44 70,442.38 13,974,717.01 4,198,180.40 5,773,467.93 11,376,106.84 1,491.97 188,696.27 157,592.35 59,698.80 124,550.66 513,956.34 358,791.78 336,442.84 $93,508,222.26 $42,232~918.01 $41,125,450.01 $62,852,254.54 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 OCTOBER 31, 1996. THAT SAID FOREGOING: CASH: CASH ON HAND CASH IN BANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: COMMERCIAL PAPER OVERNIGHT INVESTMENT REPURCHASE AGREEMENTS U. S. TREASURY NOTES VIRGINIA AIM PROGRAM (U. S. SECURITIES) TOTAL DATE: NOVEMBER 18, 1996 DAVID C. ANDERSON, TREASURER 12 CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 4 MONTHS ENDING OCTOBER 31, 1996 Revenue Contributions Investment Income Gain on Sale of investments Bond Discount Amortization TotalRevenue 1996 $1,993,470 1,593,948 1,975,335 16,921 $5,579,674 1998 $1,853,899 1,314,716 1,613,589 110,144 $4,892,348 Expenses Pension Payments Fees for Professional Services Bond Premium Amortization Administrative Expense Total Expenses Net Income $2,708,244 71,320 103,830 10~913 2,894,307 $2,685~367 $2,746,389 26,328 83,169 6,685 2,862,571 $2,0291777 13 CITY OF ROANOKE PENSION PLAN BALANCE SHEET OCTOBER 31, 1996 Assets Cash investments: (market value: 1996 $220,585,694 1995 $193,909,523) Due from Other Funds Other Assets Total Assets Liabilities and Fund Balance Liabilities: Due to Other Funds Total Liabilities Fund Balance: Fund Balance, July 1 Net Income - Year to Date Total Fund Balance Total Liabilities and Fund Balance 1996 $208,653 176,352,986 1,728 18,000 $176,581,367 $683,039 683,039 173,212,961 2,685,367 175,898,328 $1761581~367 1995 $70,442 161,513,872 357 18,000 $161,602~671 $644,691 644,691 158,928,203 2,029,777 160,957,980 $161,602,671 14 December 2, 1996 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance Presentation of the Component Unit Annual Financial Report of the City of Roanoke Pension Plan The Component Unit Annual Financial Report of the City of Roanoke Pension Plan is presented for your review. The Pension Trust Fund is the provider of monthly pension benefits to 1,150 retirees/beneficiaries and future retirement benefits for 2,111 current employees. Your Council appointed Board of Trustees and Retirement Administration have continuously worked to improve the financial stability of the Pension Trust Fund and to provide competitive retirement benefits to the current work force. The Pension Trust Fund earned an average rate of return for fiscal year 1996 equal to 15.5% with a five year average rate of return of 12.8%. The June 30, 1996 Actuarial Evaluation concluded that the actuarial liability of the Pension Trust Fund is 99.9% funded (Page 46 and 47). The future financial stability of the Pension Trust Fund is dependent upon investment earnings and City Council's continued commitment to fund the actuarial contribution rate recommended annually. I would be pleased to address questions you have regarding the Annual Financial Report. JDG/pac tor of Finance Enclosure Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. F. akin Deputy City Clem December 5, 1996 File #24-79-322 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33184-120296 amending §19-1.1, Intent of this chaoteF lew and Duroose of tax. of Article I, In General. of Chapter 19, of the Code of the City of Roanoke (1979), as amended, effective January 1, 1997, to exempt flat fees from the issuance fee. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, November 18, 1996, also adopted by the Council on second reading on Monday, December 2, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. W. Robert Herbert City Manager December 5, 1996 Page 2 pc: Evelyn Jefferson, Vice-President - Supplements, Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32304 Raymond F. Leven, Public Defender, Suite 4B, Southwest Virginia Building, Roanoke, Virginia 24011 The Honorable Roy B. Willett, Chief Judge, Twenty-Third Judicial Circuit of Virginia The Honorable G. O. Clemens, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Clifford R. Weckstein, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Diane McQ. Strickland, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Richard C. Pattisall, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Robert P. Doherty, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Julian H. Raney, Jr., Chief Judge, General District Court The Honorable George W. Harris, Jr., Judge, General District Court The Honorable Vincent A. Lilley, Judge, General District Court The Honorable William D. Broadhurst, Judge, General District Court The Honorable Jacqueline F. Ward Talevi, Judge, General District Court The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic Relations District Court The Honorable Joseph M. Clarke, II, Judge, Juvenile and Domestic Relations District Court The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Joseph P. Bounds, Judge, Juvenile and Domestic Relations District Court The Honorable Arthur B. Crush, III, Clerk, Circuit Court The Honorable Marsha C. Fielder, Commissioner of the Revenue The Honorable David C. Anderson, City Treasurer Ronald $. Albright, Clerk, General District Court Patsy A. Bussey, Clerk, Juvenile and Domestic Relations District Court Bobby D. Casey, Office of the Magistrate Michael Meise, Acting Law Librarian Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget H:~AGENDA~DECEMBER.2 IN THE COUNCIL OF THE CITY OF ROANOKE, The 2nd day of December, 1996. No. 33184-120296. VIRGINIA, AN ORDINANCE amending §19-1.1, Intent of this chapter~ levy and purpose of tax, of Article I, In General, of Chapter 19, License Tax Code, of the Code of the City of Roanoke (1979), as amended; and providing for an effective date. BE IT ORDAINED by the Council of the City of Roanoke that: 1. Section 19-1.1, Intent of this chapter; levy and purpose of tax, Article I, In General, of Chapter 19, License Tax Code, of the Code of the City of Roanoke (1979), as amended, be, and is hereby amended and reordained to read and provide as follows: S19-1.1. Intent of this chapter; levy and purpose of tax~ exception to issuance fee levy. It is hereby declared to be the intent of this chapter that, in order to distribute the tax burden of the city, any business, employment or profession located or conducted in the city, and the persons, firms, associations and corporations engaged therein and the agents thereof, shall, except as otherwise specifically provided, be subject to an annual license issuance fee and license tax under this chapter. There is hereby levied and there shall be assessed and collected a fifty dollar ($50.00) fee for issuing each license required by the chapter, except as otherwise specifically provided, as well as license taxes as set forth in this chapter for licenses issued for each and every license year, which license taxes shall be for the support of the city government, the payment of the city debts and interest thereon and for other municipal purposes. Any business, employment or profession required to obtain a license pursuant to sections 19-71, 19-72, 19- 73, 19-74, 19-74.1, 19-75, 19-76, 19-77, 19-78, 19-78.1, 19-79, 19-80, or 19-81.1 of this Code shall not be assessed the fifty dollar ($50.00) issuance fee. 5. This ordinance shall be in full force and effect on and after January 1, 1997. ATTEST: City Clerk. JAMES D. GRISSO Director of Finance CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, S.W., Room 461 P.O. Box 1220 Roanoke, Virginia 24006-1220 Telephone: (540) 981-2821 Fax: (540) 981-2940 November 18, 1996 JESSE A. HALL Deputy Director Honorable Mayor and Members of City Council Roanoke, Virginia Re: Business, Professional, and Occupational License (BPOL) Tax - Amendment of City Code to Exempt Flat Fees From the Issuance Fee Dear Mayor Bowers and Members of Council: On May 20, 1996, City Council adopted an ordinance to amend the City Code to comply with Virginia General Assembly Legislation passed during the 1996 session (House Bill 293). This ordinance, in part, specified that there shall be assessed and collected a fifty dollar fee for issuing each license required by City Code. The intent of this code change was to impose the issuance fee, along with the rate-based tax, upon taxpayers with business licenses. Most of the City's BPOL taxpayers are in business categories that have rate-based taxes. However, certain of the City's BPOL taxpayers are paying under a fiat fee structure. Businesses paying on a fiat fee structure include businesses holding alcoholic beverage licenses, carnivals, coin-operated machines, fortune tellers, massage parlors, magazine or book sellers, public service companies, real estate salespersons, savings and loan associations, craft shows, art shows, trade shows and festivals, shows and sales, street or other sellers, and itinerant merchants and peddlers. To specifically exclude such taxpayers from paying the fifty dollar issuance fee, an amendment to the City Code is required. The attached ordinance so amends the City Code, and we recommend it for your approval. Sincerely, Grisso Director of Finance JDG/AHA/:ps Attachment Honorable Mayor and Members of City Council November 18, 1996 P~e2 C: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk Marsha Compton Fielder, Commissioner of the Revenue David C. Anderson, City Treasurer Jesse A. Hall, Deputy Director of Finance Diane S. Akers, Budget Administrator Ann H. Allen, Financial Systems Accountant A DOWNTOWN ROANOKE LANDMARK 617 SOUTH JEFFERSON STREET ROANOKE, VIRGINIA 24011 540/345-8811 FAX $40/342-9908 November 29, 1996 THOMAS HEARNS WORLD TOUR: Jim, by the time you read this letter I'll probably be on my way home with memories of your kindness, support, and graciousness. I feel like I made a new friend. With friends like you Jim, I know I can do anything. So I say now thank you, thank you, thank you. Your friend! 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) 981-254! Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk December 5, 1996 File #110-102-200 Carolyn H. Coles, Chairperson City Planning Commission 1501 Cove Road, N. W. Roanoke, Virginia 24017 Dear Ms. Coles: At a regular meeting of the Council of the City of Roanoke held on Monday, December 2, 1996, the matter of naming the Second StreetJGainsboro Road Bridge and the Peters Creek Road Extension Bridge was referred to the City Planning Commission for study, report and recommendation to Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc; W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney William F. Clark, Director, Public Works John R. Marlles, Chief, Planning and Community Development Martha P. Franklin, Secretary, City Planning Commission MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-254i Fax: (540) 224-3145 December 11, 1996 SANDRA H. EAKIN Deputy City Clerk Mr. Harry E. Guilliams c/o Irvin L. Manning VFW Post #1264 3805 Melrose Avenue, N. W. Roanoke, Virginia 24017 Dear Mr. Guilliams: I wish to acknowledge receipt of your communication under date of October 23, 1996, addressed to the Members of the Roanoke City Council, with regard to the naming of the Peters Creek Road Extension Bridge. At the regular meeting of City Council on Monday, December 2, 1996, the matter of naming the Peters Creek Road Extension Bridge was referred to the City Planning Commission for study, report and recommendation. Therefore, I have taken the liberty of referring a copy of your letter to the Planning Commission for their information in connection with their study of the matter. With kindest regards, I am Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc; The Honorable Mayor and Members of the Roanoke City Council W. Robert Herbert, City Manager Carolyn H. Coles, Chairperson, City Planning Commission, 1501 Cove Road, N. W., Roanoke, Virginia 24017 John R. Marlles, Agent, City Planning Commission October 23, 1996 TO: ROANOKE FROM: HARRY E. GUILLIAMS PAST COMMANDER VETERANS OF FOREIGN WARS POST #1264 ROANOKE, VIRGINIA GENTLEMEN: I feel strongly that the. z. br~i~.g~,on Melrose Avenue & Peters Creek Road, which is in Roanoke 13~, be named "VETERANS OF FOREIGN WARS BRIDGE". We have several VFW Posts in the Roanoke Valley and thousands of VFW members. This bridge is very close to our Post #1264 home on Melrose Ave. and to the Veterans Administration Medical Center, Salem, Virginia. Our members provide volunteer service for the VA Medical Center. We are one of the largest Veterans Organizations in the Valley. A Resolution has been passed by our membership to name this bridge, Veterans of Foreign Wars Bridge. There is an American Legion Bridge and the Purple Heart Trail near Washington, D.C. and Fredricksburg, Va. We will be happy to pay for necessary signs. Sinc~ely in Pa.t[iptism, Harry E. Guilliams Past Commander Post #1264 VFW PS. My adress is Harry E. Guilliams, c/o Irvin L. Manning VFW Post #1264 3805 Melrose Ave. N.W. Roanoke, Virginia 24017 ROANOKE CITY COUNCIL RESOLUTION WHEREAS: A RESOLUTION HAS BEEN PASSED BY THE VETERANS OF FOREIGN WARS POST #1264 TO NAME THE BRIDGE ON MELROSE AVENUE AND PETERS CREEK ROAD, THE VETERANS OF FOREIGN WARS BRIDGE. WHEREAS: THERE ARE SEVERAL VFW POSTS IN THE ROANOKE VALLEY WITH OVER A THOUSAND MEMBERS. WHEREAS: THE BRIDGE ON MELROSE AVENUE AND PETERS CREEK ROAD IS VERY CLOSE TO VFW POST #1264 HOME AND THE VETERANS ADMINISTRATION MEDICAL CENTER SALEM, VIRGINIA. WHEREAS: VFW POST #1264 MEMBERS VOLUNTEER AT THE VA MEDICAL CENTER AND IS ONE OF THE LARGEST VETERANS ORGANIZATIONS IN THE VALLEY. WHEREAS: THE MILITARY ORDER OF THE PURPLE HEART HAS THE PURPLE HEART TRAIL FROM GEORGE WASHINGTON'S BIRTH PLACE IN WESTMORELAND COUNTY TO FREDERICKSBURG, VIRGINIA ON ROUTE #3 AND INTERSTATE #95 WILL ALSO HAVE THE NAME, THE PURPLE HEART TRAIL. WHEREAS: THE AMERICAN LEGION HAS A BRIDGE NAMED AFTER THIS ORGANIZATION NEAR WASHINGTON, D.C. WHEREAS: THERE ARE OTHER BRIDGES NAMED AFTER VETERANS ORGANIZATIONS IN THE STATE OF VIRGINIA. THEREFORE IT IS RESOLVED THAT THE BRIDGE ON MELROSE AVENUE AND PETERS CREEK ROAD WHICH IS IN THE CITY OF ROANOKE BE NAMED, VETERANS OF FOREIGN WARS BRIDGE. Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. F. akin Deputy City Clerk December 5, 1996 File ~66-122 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, December 2, 1996, Council Member Swain expressed concern with regard to a section of Victory Stadium that has been roped off for an extended period of time. The Director of Public Works advised that the masonry facade which projects above the top of the stands on either end exhibited signs of movement that appears to have resulted from moisture entering the mortar joints during freeze/thaw cycles over the past years, and City staff is in the process of evaluating the type and amount of work that may be needed. The Mayor suggested that Council Member Swain be provided with a briefing on the matter. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: William F. Clark, Director, Public Works Mary F. Parker, CMCIAAE c~y c~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk December 5, 1996 File #175-379-383 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of a communication from Valley Beautiful with regard to appointment by the four Roanoke Valley governments of a task force to develop guidelines, which would foster adequate cellular coverage with the least visible impact on the surrounding area. The Mayor requested that the communication be referred to you for appropriate response on behalf of Council. Sincerely, ~)~ Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. Lynn M. Davis, President, Valley Beautiful, P. O. Box 11672, Roanoke, Virginia 24022 Rose M. Woodford, Executive Secretary, Office of the City Manager RECEIVED NOV 2 7 1996 MAYOR'S OFFICE November 26, 1996 Board of Diredors 1996 Charles A Blanket ship The Honorable David A. Bowers 215 Church Avenue, SW Roanoke, Virginia 24011 The Honorable Carl E. Tarpley Post Office Box 869 Salem, Virginia 24153-0869 The Honorable Charles R. Hill 311 South Pollard Street Post Office Box 338 Vinton, Virginia 24179 Bob L. Johnson, Chairman Roanoke County Board of Supervisors Post Office Box 29800 Roanoke, Virginia 24018 Dear Mayor Bowers, Mayor Tarpley, Mayor Hill and Chairman Johnson: As you may know, Valley Beautiful consists of a group of volunteers who have joined fomes to help make the Roanoke Valley a more attractive place in which to live and work. With this objective in mind, the organization has over the years planted trees, shrubs and flowers in an effort to enhance the beauty of our community. Additionally, we have attempted to address problems which could result in a negative visual impact on our surroundings. Such a problem facing our Valley is the possible proliferation of towers for wireless telephone services and other communication devices on or near our mountain tops. Of course, we realize the need for these communication services, but we also see the necessity for immediate action to protect the scenic vistas of our mountains. With this in mind, the Board of Valley Beautiful passed a unanimous resolution at its meeting on November 20, 1996 to request that the four Valley governments take action to set up a task force of citizens, industry representatives, and government agency representatives to develop guidelines which would foster adequate cellular coverage with the least visibte impact on the surrounding area. It is our hope that our governments can come up with a joint plan. In closing, We thank you for your attention to this, and urge you to respond to this request as quickly as possible. Sincerely, President st Enclosure p.s. Enclosed is a brief article about how Fairfax County is addressing this problem.