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Home My WebLink AboutCouncil Actions 01-06-97HARRIS 33220 ROANOKE CITY CO UNCIL REGULAR SESSION January 6, 1997 12:30p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order -- Roll Call. Council Member White was absent. A. Tour of the Roanoke City Jail Addition. (12:40 - 1:45 p.m.) Recessed until 2:00 p.m. ROANOKE CITY COUNCIL REGULAR SESSION January 6, 1997 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 C. Kenneth Wright, Pastor, Evangel Foursquare Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. The Mayor presented Mr. John P. Bradshaw with a Certificate of Appreciation, a Crystal Star, and a City paper weight in recognition of his service as a member of the City Planning Commission from December 26, 1972 to December :31, 1996. File 080-110-200 2 MEMBERS OF COUNCIL RECEIVE THE CITY COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS, ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE MONDAY COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456. C-1 C-2 CONSENT AGENDA (APPROVED 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. THE CITY ATTORNEY REVISED HIS REQUEST FOR CITY COUNCIL TO CONVENE IN TWO EXECUTIVE SESSIONS TO ONE. A communication from Mayor David A. Bowers requesting an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #110-132 Executive Session. Minutes of the meeting of the Audit Committee of Roanoke City Council held on December 16, 1996. RECOMMENDED ACTION: Receive and file. File #110-132-300 C-3 A communication fi'om Dr. Fred P. Roessell, Sr., Executive Director, Blue Ridge Community Services, recommending ratification of the appointment of Mr. Robert Lee as an at-large member of the Board of Directors, for a term ending December 31, 1999. RECOMMENDED ACTION: Receive and file. File #110-314-335 C-4 A report of the City Manager requesting that Council approve a proposed schedule for the fiscal year 1997-98 budget study process. RECOMMENDED ACTION: Concur in request of the City Manager. File #60 C-5 A report of the City Manager with regard to Second Street/Gainsboro Road Project, Maintenance of Traffic/Detours. RECOMMENDED ACTION: Receive and file. File #20-66-200-514 C-6 C-7 A report of the City Attorney requesting an Executive Session to discuss specific legal matters requiring the provision of legal advice by counsel; viz: pending litigation in the Circuit Court for the City of Roanoke, pursuant to Section 2.1-344(A)(7), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #132-214 Executive Session. Qualifications of Dan L. Frei as a member of the Roanoke Valley Regional Cable Television Committee to fill the unexpired term of Alfred Beckley, deceased, ending July 21, 1999; and Robert B. Marietta as a member of the City PJanning Commission for a term ending December 31, 2000. RECOMMENDED ACTION: Receive and file. File #15-110-200-448 4 REGULAR AGENDA HEARING OF CITIZENS UPON PUBLIC MATTERS: None. 4. PETITIONS AND COMMUNICATIONS: None. 5. REPORTS OF OFFICERS: CITY MANAGER: BR IE~FINGS: None. ITEMS RECOMMENDED FOR ACTION: A report with regard to a Driving Under the Influence Enforcement Grant - Renewal. (eight minutes) Adopted Budget Ordinance No. 33220-010697 and Resolution No. 33221-010697. (7-0) File #5-20-60-236 A report with regard to appropriation of additional funds, in the amount of $58,225.00, for the Fifth District Employment and Training Consortium. Adopted Budget Ordinance No. 33222-010697. (7-0) File #60-72-246 A report requesting that a public hearing be advertised for Tuesday, January 21, 1997, at 7:00 p.m., with regard to Intermodal Surface Transportation Efficiency Act Enhancement Projects. Concurred in the request File #20-200-236 5 A report with regard to award ofa U. S. Department of Housing and Urban Development Grant allocation, in the amount of $400,000.00, to be used for establishment of a Homeless Assistance Team, and execution of an agreement with Roanoke Area Ministries to provide supervision and coordination for the Homeless Assistance Team. Adopted Budget Ordinance No. 33223-010697 and Resolution No. ;}3224-010697. (7-0) File #72-178-236-351 A report recommending that Council authorize continuation of the services of the Outstationed Eligibility Worker at the Health Department, and appropriation of $28,867.00. Adopted Budget Ordinance No. 33225-010697. (7-0) File #60-72-184-236 o A report with regard to purchase of 22 full-size marked automobiles and three intermediate-size unmarked automobiles, bom Farreil Ford-Pontiac, Inc., at a total cost of $475,786.00, for use by Police and Fire/EMS Depa~'tments. Adopted Resolution No. 33226-010697. abstained from voting.) File #5-70-270-354-361-472 (6-0, Mayor Bowers b. DIRECTOR OF FINANCE: 1. A report with regard to bingo activity close-out for 1996. Adopted Ordinance No. 33227-010697. (7-0) File #10-24-111-285 Financial report for the month of November, 1996. Received and filed. File #1-10 6. REPORTS OF COMMITTEES: a# A report of the Water Resources Committee recommending authorization of a Lease Agreement for space in the Campbell Court Transportation Center for use by the City Information Systems Depm'tment, effective December 1, 1996. Vice-Mayor Linda F. Wyatt, Chairperson. Adopted Budget Ordinance No. 33228-010697 and Ordinance No. 33229=010697. (7-0) File #60-262-301-373-468-472-515 A report of the Water Resources Committee in connection with property rights acquisition across property of Clement and Joan Binnings, in connection with the Mount Holland Fire Hydrant Project. Vice-Mayor Linda F. Wyatt, Chairperson. Adopted Ordinance No. 33230-010697. (7-0) File #70-468-514 A report of the Water Resources Committee recommending that Council authorize the lease of land occupied by the Mill Mountain Zoo to The Blue Ridge Zoological Society of Vir~nia, Inc., for a term of five years, ending December 31, 2001. Vice-Mayor Linda F. Wyatt, Chairperson. Adopted Ordinance No. 33231 on first reading. Member White voted no.) File 058-67-111-373-468 (6-1, Council 7 f. A report of the Solid Waste Collection and Disposition Study Committee with regard to provision of residential refuse collection. Council Member John H. Parrott, Chairperson. Adopted Resolution No. 33232-010697. (7-0) File #80-110-144-183 A report of the Legislative Committee recommending retention of a legislative liaison to represent the interests of the City before the 1997 Session of the General Assembly. Council Member William White, Sr., Chairperson. Adopted Budget Ordinance No. 33233-010697 and Resolution No. 33234-010697. (5-2, Vice-Mayor Wyatt and Council Member Harris voted no.) File #110-137 A report of the Audit Committee recommending that Council authorize amendment to Section 2-121, of the Code of the City of Roanoke (1979), as amended, to permit the City Manager to approve transfers between depa~h~ents in the amount of $25,000.00, which is an increase over the current allowance of $5,000.00. Council Member William White, Sr., Chairperson. Adopted Ordinance No. 33235-010697. (7-0) File #24-104-300 7. UNFINISHED BUSINESS: None. 8. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: ao Ordinance No. 33218, on second reading, repealing Ordinance No. 33172=110496, and vacating discontinuing and closing a certain ten=foot wide alley running between Lots 32 and 33, Section 39, Map of East Gate. Adopted Ordinance No. 33218-010697. (7-0) File #514 9. MOTIONS AND MISCELLANEOUS BUSINESS: ao Inquiries and/or comments by the Mayor and Members of City Council. The City Clerk was instructed to poll the Members of Council with regard to establishing a meeting date for the Council's f'mancial/revenue planning session. File #60-132 Major J. L. Viar, Roanoke City Police Department, presented a brief'rog on City of Roanoke homicides from 1993 - 1996. File #5 Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. 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. ao Ordinance No. 33218, on second reading, repealing Ordinance No. 33172-110496, and vacating, discontinuing and closing a certain ten-foot wide alley running between Lots 32 and 33, Section 39, Map of East Gate. Adopted Ordinance No. 33218-010697. (7-0) File #514 9. MOTIONS AND MISCELLANEOUS BUSINESS: ao Inquiries and/or comments by the Mayor and Members of City Council. The City Clerk was instructed to poll the Members of Council with regard to establishing a meeting date for the Council's f'mancial/revenue planning session. File #60-132 Major J. L. Viar, Roanoke City Police Department, presented a briefing on City of Roanoke homicides from 1993 - 1996. File #5 Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. 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. 9 CERTIFICATION OF EXECUTIVE SESSION. (7-0) Appointed Gina B. Wilburn as a member of the Advisory Board of Human Development for a term ending November 30, 2000. File #15-72-110 l0 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 Janua~ 6,1997 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 MINUTES OF THE AUDIT COMMITTEE OF ROANOKE CITY COUNCIL December 16, 1996 1. CALL TO ORDER: The meeting of the Roanoke City Audit Committee was called to order at 11:35 a.m. on Monday, December 16, 1996, with Chairman, William White, Sr., presiding. · The roll was called by Ms. Barger Audit Committee Members Present: William White, Sr., Chairman Mayor David Bowers C. Nelson Harris Carroll E. Swain Others Present: Robert H. Bird, Municipal Auditor W. Robert Herbert, City Manager James D. Ritchie, Assistant City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kenneth F. Mundy, Controller School Board Thomas F. Baldwin, Assistant Municipal Auditor Evelyn W. Barger, Administrative Assistant Denise E. Stewart, Senior Auditor Judy M. Taylor, Senior Auditor Robert S. Renaud, Auditor T. Douglas McQuade, KPMG Peat Marwick Robert N. Collis, KPMG Peat Marwick Dan Casey, Reporter Roanoke Times & World News EXTERNAL AUDITS: KPMG Peat Marwick: A. City of Roanoke Letter of Recommendation on Procedures and Controls B. City of Roanoke Report to the Audit Committee C. City of Roanoke School Board Report to the Audit Committee D. City of Roanoke Pension Plan Letter to the Pension Committee E City of Roanoke Comparative Report Transmittal Form The motion was made by Mr. Harris and seconded by Mayor Bowers and Mr. Swain to receive and file the KPMG Peat Marwick audit reports. The motion was approved unanimously. Audit Committee Minutes -2- December 16, 1996 Mr. White recognized Mr. McQuade for comments. Mr. McQuade reported that they did issue a management letter and introduced Mr. Collis to report the details. Mr. Collis reported that there were only two management letter comments and that City management has responded positively to these two comments. Mr. Grisso reported to the Committee that the Department of Finance is familiar with the new accounting pronouncements and that they are also aware of the new change in federal legislation which affects the City's deferred compensation plans and that they will comply with these changes in the upcoming year. Roanoke CitySchool Board: F. Comprehensive Annual Financial Report - June 30, 1996 The motion was made by Mr. Harris and seconded by Mayor Bowers and Mr. Swain to receive and file the Comprehensive Annual Financial Report - June 30, 1996. The motion was approved unanimously. Mr. Mundy reported an increase in cash of 8.2 million due to reimbursements in the literacy fund and VPSA bond sales. There were no questions from the Committee. Municipal Auditing: G. School Activity Funds June 30, 1996 The motion was made by Mr. Harris and seconded by Mayor Bowers and Mr. Swain to receive and file the School Activity Funds June 30, 1996 audit report. The motion was approved unanimously. Mr. White recognized Mr. Bird who asked the in-charge auditor to summarize the report. Mrs. Stewart briefed the Committee on the School Activity Funds June 30, 1996 audit. Mr. Mundy reported to the Committee that the School Board had sent correspondence to all schools regarding the various audit findings and that training was held with all personnel regarding the audit findings. There were no questions from the Committee. Auditor of Public Accounts: H. Statement of Treasurer's Accountability to the Commonwealth The motion was made by Mr. Harris and seconded by Mayor Bowers and Mr. Swain to receive and file the Statement of Treasurer's Accountability to the Commonwealth audit report. The motion was approved unanimously. Mr. White recognized Mr. Bird for comments. Mr. Bird informed the Committee that this was a turnover audit done by the State APA when Mr. Peters retired and Mr. Anderson took office as the Treasurer. Mr. White recognized Mr. Anderson, who commented that the transition between Treasurers had been smooth. Audit Committee Minutes -3- December 16, 1996 INTERNAL AUDITS A. Controls Evaluations: · General Ledger System · Computer Operations Center The motion was made by Mr. Harris and seconded by Mayor Bowers and Mr. Swain to receive and file the Controls Evaluations audit reports. The motion was approved unanimously. Mr. White recognized Mr. Bird who asked the in-charge auditor to summarize the reports. Mr. Baldwin briefed the Committee on the General Ledger System audit report. Ms. Taylor briefed the Committee on the Computer Operations Center audit report. There were no questions from the Committee on the reports. UNFINISHED BUSINESS: None. NEW BUSINESS: National Association of Local Government Auditors Quality Assurance Review The motion was made by Mr. Harris and seconded by Mayor Bowers and Mr. Swain to receive and file the National Association of Local Government Auditors Quality Assurance Review audit report. The motion was approved unanimously. Mr. White recognized Mr. Bird who briefed the Committee on the audit report. Mr. Bird told the Committee that this audit report resulted from a peer review of the Municipal Auditing department. Mr. Bird also told the Committee that due to a recommendation from the Quality Assurance audit, there will be a change in the way the Municipal Auditor reports audit recommendations in the audit reports. There were no questions from the Committee. LGFS General Ledger Recommendation to City Council The motion was made by Mr. Harris and seconded by Mayor Bowers and Mr. Swain to concur in the recommendation to City Council to amend Section 2-121 of the City Code to authorize the City Manager to approve transfers between departments in the amount of $25,000, an increase over the current allowance of $5,000. The motion was approved unanimously however, the Mayor did state that he would vote to recommend this to the Council, but he may have some questions when it got to Council. Audit Committee Minutes 6. ADJOURNMENT: There being no further business, -4- the meeting adjourned at 12:02 p.m. William White, Sr., Chairman December 16, 1996 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk January 27, 1997 File #110-314-335 Dr. Fred P. Roessel, Jr. Executive Director Blue Ridge Community Services 301 Elm Avenue, S. W. Roanoke, Virginia 24016-4026 Dear Dr. Roessel: Your communication recommending ratification of the appointment of Mr. Robert Lee as an at-large member of the Blue Ridge Community Services Board of Directors, for a term ending December 31, 1999, was before the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. On motion, duly seconded and unanimously adopted, Council concurred in the appointment of Mr. Lee for a term ending December 31, 1999. Sincerely, F~,,-J~,~---- Mary F. Parker, CMC/AAE City Clerk MFP:sm Dr. Fred P. Roessal, Jr. Executive Director Blue Ridge Community Services January 27, 1997 Page 2 pc: Susan J. Cloeter, Chairperson, Blue Ridge Community Services Board of Directors, 301 Elm Avenue, S. W., Roanoke, Virginia 24016-4026 Mr. Robert Lee, 3710 Southway Drive, S. W., Apartment 54, Roanoke, Virginia 24014 Forest G. Jones, Assist. ant City Manager and Clerk of Council, City of Salem, P. O. Box 869, Salem, Virginia 24153 Mary H. Allen, Clerk, Roanoke County Board of Supervisors, P. O. Box 29800, Roanoke, Virginia 24018-0798 Susan H. Fain, Clerk, Botetourt County Board of Supervisors, One W. Main Street, Box One, Fincastle, Virginia 24090 Stephen A. Carter, Clerk, Craig County Board of Supervisors, P. O. Box 308, New Castle, Virginia 24127 W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Development Sandra H. Eakin, Deputy City Clerk Blue Ridge Community Services RECEIVED DEC I 6 1996 MAYOR'S OFFICE John M. Hudgins, Jr. Treaaurer Susan J. Cloeter s~m~aq, Fred E Roessel, Jr., Ph.D. December 13, 1996 The Honorable David A. Mayor, City of Roanoke 215 Church Avenue, SW Roanoke, VA 24011 Bowers Dear Mayor Bowers: At the December 12, 1996, Board of Directors meeting a resolution was passed to recommend Mr. Robert Lee, 3710 Southway Drive, S. W. Roanoke, as an at-large member of the Board of Directors. The term of appointment would be through December 31, 1999. The bylaws of the Board require that members at-large be recommended by the Board to the five participating localities. All five local governments must ratify the appointment. Your attention to this matter will be very much appreciated. Sincerely, P. Roessel, Jr., Executive Director Ph. D. FPRjr:cd C: W. Robert Herbert James D. Ritchie Glenn Radcliffe Mary Parker Robert Lee Onzlee Ware Susan Cloeter Executive Offices - 301 Elm Avenue, SW Roanoke, Virginia 24016-4026 (540) 345-9841 Fax: (540) 342-3855 TDD: (540) 345-0690 1 Serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig and Roanoke CITY OF SALE'I, ~rIIIGINIA January 13, 1997 Dr. Fred P. Roessel, Jr. Blue Ridge Community Services 301 Elm Avenue, S. W. Roanoke, VA 2A016-4026 Dear Dr. Roessel: The Council of the City of Salem at its regular meeting held on January 13, 1997, appointed Mr. Robert Lee, 3710 Southway Drive, S. W., Roanoke, to the Blue Ridge Community Services Board of Directors as an at-large member, subject to the concurrence of the other participating jurisdictions. This term will expire on December 31, 1999. If you have any questions, please do not hesitate to contact me. Sincerely, ~,.? Foresn G. Jones Assistant City Manager and Clerk of Council FGJ:jcb c: Clerk, Clerk, Clerk, Clerk, Roanoke County Board of Supervisors Roanoke City Council Botetourt County Board of Supervisors Craig County Board of Supervisors Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk January 9, 1997 File fi60 Sandra H. Eakin Deputy City Clerk W. Robed Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report requesting that Council approve a proposed schedule for the fiscal year 1997-98 budget study process, was before the Council of the City of Roanoke at a regular meeting held, on Monday, January 6, 1997. On motion, duly seconded and unanimously adopted, Council concurred in the proposed budget study schedule. Sincerely, Mary F. Parker, CMClAAE City Clerk MFP:sm pc: Marsha W. Ellison, Chairperson, Roanoke City School Board, 2030 Knollwood Road, S. W., Roanoke, Virginia 24018 Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools James D. Ritchie, Sr., Assistant City Manager Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works George C. Snead, Jr., Director, Public Safety Barry L. Key, Manager, Office of Management and Budget January 6,1997 Honorable Mayor and Members of City Council Roanoke, Virginia Subject: Proposed Budget Study Schedule - Fiscal Year 1997-98 Dear Mayor and Members of Council: On December 16, 1996, I forwarded to you a proposed schedule for the Fiscal Year 1997-98 budget study process. My letter requested that you review the proposed schedule and advise my office if any of our suggested dates and times conflicted with your schedules. In that we have received no changes from any member of Council, this is to request that you formally approve the attached schedule of activities, dates and times (including two special meetings of Council) in order that we might finalize all the arrangements necessary to move forward with the budget study process. Respectfully Submiffed, W. Robert Herbert City Manager WRH:DSA Attachment CC: Chairman, Roanoke City School Board Superintendent of Schools Assistant City Manager Budget Administrator City Attorney City Clerk Deputy Director of Finance Director of Finance Director of Human Development Director of Public Safety Director of Public Works Director of Utilities and Operations Manager, Management and Budget PROPOSED BUDGET STUDY SCHEDULE FOR CITY COUNCIL FISCAL YEAR 1997-98 Date April 21, 1997 Budqet Preparation Activities Public presentation of Fiscal Year 1997-98 recommended budget, and update to the Consolidated Plan (Grants budget) to City Council by City Manager. April 21, 1997 Advertisements of public hearings on recommended budget, tax rates and Consolidated Plan update appear in newspapers. May 5, 1997 Public hearings on recommended budget, tax rates and update to the Consolidated Plan. ** Requires Special Meeting of City Council May 6 - 9, 1997 City Council budget study work sessions. Note: Due to scheduling conflicts, the May 7 budget study session may begin after 11:00 a.m. May 12, 1997 City Council adopts General Fund, School Fund and Proprietary Fund budgets, approves an annual appropriation ordinance and adopts the update to the Consolidated Plan. ** Requires Special Meeting of City Council Mary F. Parker, CMCIAAE C~ty Clerk CITY OF ROANOKE 'Office of the City Clerk Sandrs H. Eakin Deputy City Clerk January 9, 1997 File ~20-66-200-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to the Second Street/Gainsboro Road Project, Maintenance of Traffic/Detours, was before the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. On motion, duly seconded and unanimously adopted, the report was received and filed. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Ms. Evelyn O. Bethel, 35 Patton Avenue, N. E., Roanoke, Virginia 24016 Wilbum C. Dibling, Jr., City Attomey James D. Grisso, Director of Finance William F. Clark, Director, Public Works William L. Stuart, Manager, Streets and Traffic Robert K. Bengtson, Traffic Engineer January 6, 1997 96-45 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia SUBJECT: 2nd Street/Gainsboro Road Project, Maintenance of Traffic/Detours Dear Mayor Bowers and Members of City Council: On August 19, 1996, Ms. Evelyn Bethel addressed City Council regarding the detours and maintenance of traffic along the 2nd Street/Gainsboro Road project. Since that time, city staff has looked into and addressed a number of these issues. In terms of background, the 2nd StreetJGainsboro Road project has been underway for 14 months. At various times, construction has necessitated street closings and detours as the project moved from one area to another. Salem Avenue was among the first to be closed, clearly inconveniencing those businesses and parking lots located between 1st and 5th Street. As we have done throughout this project, special signage was put in place to help customers reach these businesses. Last month, Salem Avenue and the closed portion of 2nd Street by the Roanoke Times were reopened to traffic, although additional paving work will be required. In August, the portion of Gainsboro Road from Madison Avenue to Gilmer Avenue was closed to enable workers to complete construction of that portion of Gainsboro Road. While the detour may have been confusing to some motorists when first installed, they quickly seemed to understand its path and became accustomed to the detour route. For the citizens living in the Gainsboro neighborhood, the project has also been a major inconvenience. In addition to the traffic flow changes and closed roads, work has included installation of new water lines and curbing, gutters and sidewalks on Gilmer Avenue. We have worked to try to reduce the extent of the inconveniences and disruption for the nearby residents, but understand that these types of projects can be trying. Within two weeks following the August 19 City Council meeting, staff contacted Ms. Bethel in regard to her specific concerns and offered to hold a meeting where she could discuss those concerns with representatives of the city, VDOT and Branch Highways, Inc. Ms. Bethel indicated that rather than have such a meeting, she felt the city should try to better educate the public on the project design. Thus, information on the 2nd Street Gainsboro Road project was included in an article on the CityPage which was printed in the Roanoke Times on December 6, and the Roanoke Tribune on December 12. The article described the project's purpose, and highlighted the many design features it included. It also noted the expected completion date of June 1997. The Honorable Mayor and Members of Council January 6, 1997 Page Two Ms. Bethel had also questioned the reasoning behind the different stages of construction and the resulting detours. In a conversation with Ms. Bethel, City Traffic Engineer Bob Bengtson explained that this roadway and its path made it different from other road widening projects, such as Brandon Avenue. The 2nd Street/Gainsboro Road project features a roadway that is primarily on a new alignment. It intersects with six existing streets, all at new elevations where several feet of fill material can be required. In addition the project requires the installation and relocation of underground utilities. These factors made it necessary to route traffic onto other roadways near the project. If the project had been designed with the intent of keeping all streets open, it would have caused a significant increase in the cost of the project, as well as an increase in the time needed to construct the project. One additional concern Ms. Bethel mentioned to Council was the difficulty in seeing oncoming traffic when turning left from eastbound Wells Avenue onto northbound Jefferson Street. From April 1995 to September 1996, accident records indicate five traffic accidents at this intersection. None of these accidents resulted in any serious injuries and none were attributed to the visibility concerns expressed by Ms. Bethel. To be responsive to her request, the city asked VDOT for an independent opinion regarding this intersection. They agreed with the analysis of city staff that the sight clearance is acceptable and the existing trees and guide signs need not be removed. We will continue to monitor this intersection to see if this changes in the future. Our goal has been to be as helpful as possible in evaluating the issues raised by a city citizen. While our response may not have addressed every concern of Ms. Bethel, we hope it has been thorough and responsive. If any member of City Council has questions concerning any of this information, you may call me or Public Works Director Bill Clark at 981-2741. Sincerely, W. Robert Herbert City Manager WRH~s CCZ Mary F. Parker, City Clerk Wilburn C. Dibling, City Attorney James D. Grisso, Director of Finance William F. Clark, Director of Public Works Robert K. Bengtson, Traffic Engineer Ms. Evelyn Bethel WILBURN C. DIBLING, JR. CITY ATTORNEY CITY OF ROANOKE OFFICE OF CITY ATTORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE, VIRGINIA 24011-1595 WILLIAM X PARSONS STEVEN J. TALEVI GLADYS L. YATES GARY E. TEGENKAMP January6,1996 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request for Two Executive Sessions Dear Mayor Bowers and Council Members: This is to request that City Council convene in two Executive Sessions to discuss specific legal matters requiring the provision of legal advice by counsel. The first matter relates to pending litigation in the United States District Court for the Western District of Virginia. The second matter relates to pending litigation in the Circuit Court for the City of Roanoke. Both sessions are requested pursuant to §2.1-344(A)(7), Code of Virginia (1950), as amended. With kindest personal regards, I am Sincerely yours, City Attorney WCD/Isc cc: W. Robert Herbert, City Manager George C. Snead, Jr., Director Public Safety Mary F. Parker, City Clerk MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, $.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 ~ January 9, 1997 File #15-110-448 SANDRA H. EAKIN Deputy City Clerk The Honorable John H. Parma, Chairperson Roanoke Valley Regional Cable Television Committee 714 Wildwood Road, S. W. Roanoke, Virginia 24014 Dear Mr. Parrott: This is to advise you that on December 30, 1996, Dan L. Frei qualified as a member of the Roanoke Valley Regional Cable Television Committee to fill the unexpired term of Alfred Beckley, deceased, ending July 21, 1999. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Sandra H. Eakin, Secretary, Roanoke Valley Regional Cable Television Committee OATH OR AFFIRMATION OF OFFICE Commonwealth of Virginia, City of Roanoke, to-wit: I, Dan L. Frei, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Valley Regional Cable Televiaion Committee to fill the unexpired term of Alfred Beckley, deceaaed, ending July 21, 1999, according to the best of my ability. So help me God. Subscribed and sworn to before me this ;7~ day of ,~'~'-/~1996. ARTHUR B. CRUSH, III, CLERK , ~ CLERK MARY E ~ARI~R~CMC~AA~ 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 January 9, 1997 File #15-110-200 SANDRA H. EAKIN Deputy City Clerk Gilbert E. Butler, Jr., Chairperson City Planning Commission 308 Second Street, S. W, Roanoke, Virginia 24011 Dear Mr. Butler. This is to advise you that on December 31, 1996, Robert B. Marietta qualified as a member of the City Planning Commission for a term ending December 31, 2000. ~'N i F.~arker, CMC/AAE Ma~, City Clerk MFP:sm pc: John R. Marlles, Agent, City Planning Commission Martha P. Franklin, Secretary, City Planning Commission Sandra H. Eakin, Deputy City Clerk OATH OR AFFIRMATION OF OFFICE Commonwealth of Virginia, City of Roanoke, to-wit: I, Robert B. Manetta, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the City Planning Commission for a term ending December 31, 2000, according to the best of my ability. So help me God. Subscribed and sworn to before me this-_~__ day of ~ 1996. ART~:[b)R B. CRUSH, III, CLERK , DEPUTY CLERK January 6, 1997 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia RE: Request for Executive Session Dear Mayor Bowers and Council Members: This is to request that City Council convene in Executive Session to discuss the disposition of publicly held property in connection with the expansion of an existing business where no previous announcement has been made of the business' interest in expanding in the community, specifically the possible conveyance of an interest in land for economic development purposes, pursuant to §2.1-344(A)(3) and §2.1-344(A)(5), Code of Virginia (1950), as amended. 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 William F. Clark, Director of Public Works Phillip F. Sparks, Chief of Economic Development Mary F. Parker, City Clerk 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) 981-254t Fax: (540) 224-3145 January 9, 1997 File #5-20-236 SANDRA H. EAKIN Deputy City Clerk The Honorable Robert E. Martinez, Chairperson Commonwealth Transportation Board P. O. Box 1475 Richmond, Virginia 23212 Dear Mr. Martinez: I am enclosing copy of Resolution No. 33221-010697 accepting a certain Driving Under the Influence Enforcement Grant offer made to the City by the State Transportation Safety Board, in the amount of $10,000.00, 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, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance George C. Snead, Jr., Director, Public Safety M. David Hooper, Chief, Police Department Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tragubov, Grants Compliance Monitor INTHECOUNCILOFTHECITY OF ROANOKE, VIRGINI~ The 6th day of January, 1997. No. 33221-010697. A RESOLUTION accepting a certain Driving Under the Influence Enforcement Grant offer made to the City by the State Transportation Safety Board and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke does hereby accept the offer made to the City by the State Transportation Safety Board ora Driving Under the Influence Enforcement grant in the amount of $10,000.00, such grant being more particularly described in the report of the City Manager, dated January 6, 1997, upon all the terms, provisions and conditions relating to the receipt of such funds. 2. The City Manager is hereby authorized to execute, on behalf of the City, any documentation required in connection with the acceptance of such grant and to furnish such additional information as may be required by the State Transportation Safety Board. ATTEST: City Clerk. Mary F. Parker, CMCIAAE cay C~erk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk January 9, 1997 File ff.5-20-60-236 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33220-010697 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of $10,000.00, in connection with acceptance of a Driving Under the Influence Enforcement Grant - Renewal. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager George C. Snead, Jr., Director, Public Safety M. David Hooper, Chief, Police Department Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tregubov, Grants Compliance Monitor IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of January, 1997. No. 33220-010697. 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: Appropriations Public Safety $ 1,783,991 DUI Enforcement Grant FY96-97 (1) .................................................... 10,000 Revenue Public Safety $ 1,783,991 DUI Enforcement Grant FY96-97 (2) .................................................... 10,000 1) Overtime Wages (035-050-3402-1003) $ 10,000 2) State Grant Receipts (035-O35-1234-7233) 10,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. January 6, 1997 Council Report #97-400 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: State Transportation Safety Board Driving Under the Influence Enforcement Grant - Renewal I. Background State Transportation Safety Board awards state grants for districts throughout Virginia for the enhancement of selective DUI enforcement efforts. The Board awarded $19,500 to the City of Roanoke during FY 94-95 for this purpose. Application for a grant to be renewed for the City of Roanoke is based on the necessity to continue to raise DUI arrests to a level that will positively impact the total number of alcohol-related crashes and fatalities. Funds received may be used only as stated in the application for DUI enforcement. The agency requesting the grant funds agrees to provide items and equipment necessary to carry out selective enforcement. II. Current Situation: In Roanoke City, 47% of all traffic-related deaths involved alcohol for the period 1993 through 1995. Arrests for DUI have decreased by 30% for 1994-95 due partially to proactive enforcement, more public information concerning DUI enforcement and changes in State laws. Local funding for overtime for extra-duty assignments is limited and reduces the Police Department's ability to intensely conduct successful selective DUI enforcement. Honorable Mayor and Members of City Council Page 2 State Transportation Safety Board approved Roanoke's application for grant continuation from October 1, 1996 to September 30, 1997 in the amount of $10,000 on October 1, 1996. III. Issues: City Council was briefed on Selective DUI enforcement on December 20, 1993. A. Need. B. Funding expenditures and accountability. IV. Alternatives: City Council accept funding from the State Transportation Safety Board in the amount of a $10,000 grant to run from October 1, 1996 to September 30, 1997 and appropriate these funds to Grant Fund accounts to be established by the Director of Finance. Need exists to provide additional funding to enhance selective DUI enforcement with the goal of reducing alcohol-related crashes. Funding expenditures and accountability will be controlled through the Police Department's Traffic Bureau in coordination with the Department of Finance. All documentation required by the Department of Motor Vehicles, Transportation Safety Division, for reimbursement will be maintained by the Police Department. City Council reject funding from the State Transportation Safety Board and not authorize the Director of Finance to establish a special account for funding of a selective DUI enforcement effort. Need for additional funding to enhance selective DUI enforcement will not be met. Funding will not be applied for or received from the State Transportation Safety Board. Honorable Mayor and Members of City Council Page 3 Recommendation: Council approve Alternative "A" to: Accept the grant from the State Transportation Safety Board and authorize the City Manager to execute, on behalf of the City, any grant agreement or other documentation required by the State Transportation Safety Board; and Appropriate $10~000 of selective DUI enforcement grant funds to revenue and expenditure accounts to be established by the Director of Finance in the Grant Fund. Respectfully submitted, W. Robert Herbert City Manager WRH/jm cc: Director of Finance City Attorney Chief Hooper Director of Public Safety Budget Administrator 4. 5, 6, 7. 8. 10. 11. 12. 13. TRAFFIC BUREAU FACT SHEET -- 1996 ROANOKE CiTY HAS 103 BRIDGES AMONG THE APPROXIMATELY 500 MILES OF CITY STREETS. (FOUR (4) BRIDGES ARE CURRENTLY UNDER CONSTRUCTION) 31,115 DRIVERS LIVE AND WORK IN ROANOKE CITY. THERE ARE 13,691 OUT-COMMUTERS AND 40,200 IN-COMMUTERS, THERE ARE 69,000 LICENSED DRIVERS AND 79,000 REGISTERED VEHICLES IN ROANOKE CITY, TRAFFIC OFFICERS INVESTIGATE 300 TO 400 ACCIDENTS PER MONTH. ONE OFFICER FOLLOWS UP ON 900 HIT AND RUN ACCIDENTS PER YEAR. 500 TO 600 VEHICLES ARE IMPOUNDED PER YEAR, TWO (2) OFFICERS SERVE 27,500 COURT SERVICE PAPERS PER YEAR. COMPARATIVE FIGURES OF INVESTIGATED OFFENSES OF MOST RECENT UCR AND TRAFFIC STATISTICS BY ROANOKE CITY POLICE DEPARTMENT DURING THE LAST 1995 UCR CRIMES 1996 TRAFFIC STATISTICS 13 TRAFFIC ACCIDENTS 4,561 889 TRAFFIC FATALITIES 6 DEATHS 6 251 INJURIES 321 HOMICIDE BURGLARIES ROBBERIES LARCENIES 4,091 TOTAL 5,244 OFFENSES ECONOMIC LOSS TO CITY: BURGLARIES $ 581,274,00 ROBBERIES $ 74,423.00 LARCENIES $1,129,826.00 TOTAL $1,785,523.00 TRAFFIC ACCIDENTS $8,670,968.00 (THIS FIGURE IS FOR PROPERTY DAMAGE AND DOES NOT INCLUDE MEDICAL EXPENSE COST) SINCE 1993, 38% OR EIGHT (8) OF THE 21 TRAFFIC FATALiTiES INVOLVED ALCOHOL-IMPAIRED DRIVERS. SEVEN (7) OF THE EIGHT (8) FATALITIES WERE UNDER THE AGE OF 40. THERE WAS ONE ALCOHOL-RELATED DEATH iN 1996, A HiT AND RUN ACCIDENT, iN WHICH THE PEDESTRIAN WAS ALCOHOL-IMPAIRED. THREE (3) STATE TRANSPORTATION SAFETY BOARD GRANTS, FOR A TOTAL OF $59,500.00, HAVE BEEN AWARDED TO THE ROANOKE CiTY POLICE DEPARTMENT SINCE 1993, SINCE NOVEMBER 20, 1993, THIS GRANT HAS ADDED AN ADDITIONAL 266 OFFICERS ON THE STREET FOR DUI ENFORCEMENT, RESULTING IN 117 DUI ARRESTS AND A TOTAL OF 356 ENFORCEMENT ACTS. 1,407 STAFF-HOURS HAVE BEEN SPENT USING GRANT MONEY FOR THE PURPOSE OF PATROLLING THE STREETS OF THE CiTY OF ROANOKE FOR DRUNK DRIVERS (23.45 DAYS OF LOOKING FOR DRUNK DRIVERS). 14. SINCE OCTOBER, 1993, 1,507 DUI ARRESTS HAVE BEEN MADE BY THE DEPARTMENT, Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk January 9, 1997 File f~60-72-246 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33222-010697 amending and reordaining certain sections of the 1996-97 Consortium Fund Appropriations, providing for appropriation of additional funds, in the amount of $58,225.00, for the Fifth District Employment and Training Consortium. The aboveraferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Development Vickie L. Price, Administrator, Fifth District Employment and Training Consortium Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of January, 1997. No. 33222-010697. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Consortium Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Consortium Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADDro~)riatione Fifth District Employment and Training Consortium FY95.96 $ 1,817,190 Family Services - 96 (1-5) ....................................................................... 36,960 Fifth District Employment and Training Consortium FY96-97 $ 1,398,757 Title II-A Incentive (6) .............................................................................. 29,557 Other Jurisdictional Contributions (7-8) .................................................. 10,188 Revenue Fifth District Employment and Training Consortium FY95.96 $ 1,817,190 Family Services - 96 (9) .......................................................................... 36,960 Fifth District Employment and Training Consortium FY96-97 $ 1,398,757 Title II-A Incentive (10) ............................................................................ 29,557 Other Jurisdictional Contributions (11). ................................................... 10,188 1) Wages 2) Fringes 3) Communications 4) Supplies 5) Miscellaneous 6) Funding Authority 7) Administrative Insurance (034-054-9695-8350) $ 14,235 (034-054-9695-8351) 2,920 (034-054-9695-8353) 100 (034-054-9695-8355) 325 (034-054-9695-8360) 900 (034-054-9764-9990) 29,557 (034-054-9780-8356) 8) Administrative Miscellaneous 9) Family Sen/ices Revenue 10) Title II-A Incentive Revenue 11) Other Jurisdictional Contributions (034-054-9780-8360) $ 5,188 (034-034-1234-9695) 18,480 (034-034-1234-9764) 29,557 (034-034-1234-9780) 10,188 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATt'EST: City Clerk. January 6, 1997 # 97-575 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Funding for the Fifth District Employment and Training Consortium BACKGROUND The Fifth District Employment and Trainin~ Consortium (FDETC) administers the federally funded Job Training Partnership Act (JTPA) for the Fifth Planning District. The FDETC serves eligible residents in the counties of Alleghany, Botetourt, Craig and Roanoke as well as the cities of Clifton Forge, Covington, Roanoke and Salem. C. This a~ency serves two primary client populations: dislocated workers who have been laid off from employment through no fault of their own (under Title III), and the economically disadvantaged as determined income guidelines set by the U.S. Dept. of Labor (under Title II-A, II-C and the Summer Youth Employment Program). by The City of Roanoke is the ~rant recipient for FDETC fundina. City Council must appropriate the funding for all grants and other monies the FDETC receives. II. CURRENT SITUATION Governor's Employment and Traininc Department (GETD) has sent to the Consortium Notices of Award and adjustments for programs which include on-the-job training, work experience, job related education, classroom training, job placement activities, and remedial education in the following amounts: Title II-A 5% Incentive Funds - $29,557.00. Notice of Award - 97-03-03, for achieving performance standards during the Program Year 1995.)The incentive award is to be used as addition to Title II funding. Jurisdictions in the Fifth Planninc District, which include the cities of Salem, Clifton Forge, and Covington, as well as the Counties of Roanoke, Alleghany, Botetourt, and Craig, were requested by the FDETC to contribute a total of $10,187.38, to offset the agency's administrative costs. To date, allocations totaling S10.187.38 have been confirmed from the participating jurisdictions, Botetourt County-S1,556.00; Roanoke County-S3,500.00; City of Clifton Forge-S250.00, City of Salem-S1,750.38, City of Covington-S1,197.00, Craig County-S250.00 and Alleghany County-S1,684.00). 3 o The FDETC has entered into a Memorandum of Understandinc with Family Service of Roanoke Valley to provide two training activities (Employment Readiness and Placement and educational Opportunities) to their clients from the Alternative Punishment Program for the contract year of November 1, 1996 thru October 31, 1997. Family Service of Roanoke Valley has contracted to pay the FDETC a total of $18.480.00 for the service. III. ISSUES A. Pro,ram Operations B. Funding C. Timing IV. ALTERNATIVES Appropriate the FDETC's additional fundina totaling $58.225.00. and increase the revenue estimate by $58,225.00, in accounts to be established by the Director of Finance. 3 o Proaram Operations Existing activities will continue and planned programs will be implemented. Funding - Funds are available from the Grantor agency and other sources as indicated at no additional cost to the City. Timing Immediate action will allow programs to be implemented and completed within planned time frames, July 1, 1996 through June 30, 1997. Do not appropriate the FDETC's funding totaling $58.225.00. Pro,ram Operations - Planned programs to serve participants would be delayed or never initiated. Funding - Funds currently available to operate these programs may be rescinded and redistributed to other localities. Timing - Delay will cause late or failed start- up of programs and possible under expenditure of available funds. V. RECOMMENDATION Approve Alternative A: Appropriate the FDETC's fundin~ totalin~ S58.225.00, and increase the revenue estimate by $58,225.00, in accounts be established in the Consortium fund by the Director of Finance. to Respectively submitted, W. Robert Herbert City Manager WRH/VLP:wc cc: Director of Finance City Attorney Director of Human Development FDETC Executive Director Mary F. Parker, CMC/AAE c~y C~erk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk January 9, 1997 File #20-200-236 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report requesting that a public headng be advertised for Tuesday, January 21, 1997, at 7:00 p.m., with regard to Intermodal Surface Transportation Efficiency Act Enhancement Projects, was before the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. On motion, duly seconded and unanimously adopted, Council concurred in the request. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works William L. Stuart, Manager, Streets and Traffic Robed K. Bengtson, Traffic Engineer John R. Martles, Chief, Planning and Community Development Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tregubov, Grants Compliance Monitor January 6, 1997 No. 97-103 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia SUBJECT: Public Hearing on Intermodal Surface Transportation Efficiency Act Enhancement Projects Dear Mayor Bowers and Member of City Council: The Intermodal Surface Transportation Efficiency Act (ISTEA) was signed into federal law December 1991, representing a new vision for transportation in America. The law provides for $155 billion to be spent nationwide to rebuild and redirect surface transportation over 6 years (1992-1997). The intent of ISTEA is to move out of the interstate highway age and to encourage states and localities to make transportation decisions that make communities more livable, that are environmentally sound and economically efficient. This federal transportation legislation places the power of decision making with state and local government. The purpose is to allow increased flexibility and public input in how federal funds can be spent to solve local transportation problems. ISTEA requires state departments for transportation to set aside a minimum of 10 percent of their Surface Transportation Program (STP) allocation each year to be used for ten specific types of "enhancement" activities that enhance the physical environment. This includes activities such as facilities for pedestrians and bicyclists (such as greenways) and rehabilitation of historic transportation buildings. In Virginia, this minimum 10 percent figure equals $7.5 million in enhancement funds annually. While all funds under the current program have been allocated, the Virginia Department of Transportation will be accepting applications with the expectation of reauthorization. Enhancement projects may be initiated by any group or individual, and need to be formally endorsed by City Council prior to being submitted to VDOT. This year, two (2) applications were received by the City which will be submitted to Council on January 21, 1997. The applicants are the Virginia Museum of Transportation for enhancements to their facility, and the City of Roanoke for additional Mill Mountain Greenway funding. Both applicants have The Honorable David A. Bowers, Mayor and Members of City Council Page 2 No. 97-103 January 6, 1997 been successful at obtaining these ISTEA funds in the past and are now seeking more funding. The Roanoke City Planning Commission is scheduled to hear this matter at its January 8, 1997 meeting, and then provide a recommendation to City Council at its January 21, 1997 meeting. Further, VDOT requires that a public hearing be held for ISTEA projects as part of the application process. This is to advise that City administration has arranged to advertise a public hearing for City Council's January 21, 1997 agenda. This is being done to provide maximum citizen input into the selection of projects to be recommended to the state for funding under this transportation enhancement program. Respectfully, W. Robert Herbert City Manager WRH/RKB/gpe copy: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Mary F. Parker, City Clerk James D. Ritchie, Assistant City Manager William F. Clark, Director of Public Works John R. Marlles, Chief, Planning & Community Development Robert K. Bengtson, Traffic Engineer Retail Advertising Dept., The Roanoke Times, 98 ~'981-3204 110580 -- Tue, Dec 24, 1996 10:30 AM [~f Dec, 24, 1996 (~11:21AM ~2/2 NOTICE OF PUBLIC HEARING BEFORE THE ROANOKE CITY COUNCIL The Roanoke city Council will hold a public hearing on Tuesday, January 21, at 7:00 p.m., or as soon thereafter as the matter may be heard, in the City Council Chamber, fourth floor of the Municipal Building, in order to consider previously received applications for federal funds expected to be reauthorized and made' available through the Intermodal surface Transportation Efficiency Act (ISTEA) for transportation enhancements projects in FY 1997-1998. Applicants must submit their project applications to the Virginia Department of Transportation by January 51, 1997 with formal endorsement of the jurisdiction in which the project would be constructed. More details of the ISTEA program are available in the Traffic Engineering Office (981-2686) or the Planning and Community Development Office (853-2344). If you are a person with a disability who needs accommodations for the public hearing, contact 981-1580 (TDD). Given under my hand this 31st day of December, 1996. Mary Parker City Clerk DEC-24-1996 i0:45 981-32B4 P.02 MARY E PARKER, CMC/AAE Civy 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 January 9, 1997 File #72-178-236-351 Joseph K. Aversano, Director Community Planning and Development U. S. Department of Housing and Urban Development 3600 W. Broad Street Richmond, Virginia 23230-4920 Wendy Moore, Executive Director Roanoke Area Ministries 824 Campbell Avenue, S. W., Room 5 Roanoke, Virginia 24016 Dear Mr. Aversano and Ms. Moore: I am enclosing copy of Resolution No. 33224-010697 accepting a Supportive Housing Program Grant Award Allocation made to the City by the United States Department of Housing and Urban Development to support continuing assistance to homeless persons and establishment of a Homeless Assistance Team for a three-year pedod, in the amount of $400,000.00; authorizing execution of the necessary grant documents, on behalf of the City, to comply with the terms, conditions and requirements thereto; and authorizing execution of an agreement with Roanoke Area Ministries to implement the Supportive Housing Program. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Wilbum ¢. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development Donna S. Norvelle, Human Development Coordinator Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tragubov, Grants Compliance Monitor January 6, 1997 97- 577 Honorable Mayor David A. Bowers and Members of City Council SUBJECT: U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT GRANT AWARD BACKGROUND The pliqht of homeless individuals and families has been at the forefront of the community's attention for a decade. The number of homeless persons relying on local services has increased significantly in recent years. The Homeless Assistance Team IHAT), a short term program providing outreach to the homeless, was piloted in Roanoke last winter utilizing funds from the Virginia Innovative Homeless Initiative Grant Program. 403 homeless persons were served by the HAT Team from January 1, 1996 through April 30, 1996. Twenty-five percent (25%) of those served were children. The U. S. Department of Housing and Urban Develooment (HUD) announced the availability of funds to help communities support continuum of care systems to assist homeless persons in March 1996. The City developed and submitted a proposal for funding through HUD for funds to re-establish a long-term Homeless Assistance Team. II. CURRENT SITUATION There are currently no outreach services available to homeless persons who are not veterans or who do not have a dia.qnosed mental illness. The Department of Veterans Affairs Medical Center, Salem and the Blue Ridge Community Services "Street Team" provide outreach limited to veterans and individuals with serious mental illness. A Supportive Housing Program ,qrant allocation of $400.000 has been awarded to the City of Roanoke by the U. S. Department of Housing and Urban Development for three years for the establishment of the Homeless Assistance Team. Roanoke Area Ministries (RAM) has provided services to the homeless for 25 years including the establishment of a comprehensive day shelter referred to as RAM House. RAM House emerged as one of the primary outreach sites for the pilot HAT Team. Roanoke Area Ministries is a logical site for the Homeless Assistance Team's base of operations. RAM has agreed to work cooperatively with the city to provide supervision and coordination for the Homeless Assistance Team. III. ISSUES A. Impact on Services in the City. B. Cost to City. C. Timing. IV. ALTERNATIVES Authorize the City Manaqer to accept the Supportive Housing Program grant award of $400,000.00 from the U. S. Department of Housing and Urban Development, and execute the required grant documents on behalf of the City; authorize the City Manager to execute and the City Clerk to attest an agreement substantially similar to the one attached with Roanoke Area Ministries, said agreement to include a provision providing that RAM shall indemnify the city if RAM is solely negligent and that the city shall indemnify RAM in the event RAM and the city are jointly negligent, to be approved as to form by the City Attorney, and to be within the limits of funds set forth in this report for the purposes specified herein; and, appropriate funds to an account to be established in the Grant fund by the Director of Finance and increase the revenue estimate in the grant fund. Impact on Services in the City would be positive At least 500 homeless citizens will receive outreach services in the first year in order to secure temporary or permanent housing and develop a plan of action. Direct costs to the City are anticipated to be zero, since no additional City funds are required. The City has opted to accept 3% of the grant award to cover administrative expenses incurred. Existing resources from the city and other community agencies will be used to provide leveraging. Staff time will be a minimal cost as current staff will assume administrative responsibility. Timing is critical. Outreach should commence as soon as possible because homeless persons living in accommodations not intended for habitation such as under bddges, in cars, and vacant buildings endure greater burden and are the most vulnerable during cold weather. Do not authorize the City Manaqer to accept the U. S. Department of Housing and Urban Development grant award of $400,000.00. Impact on Services in the City could be neqative Many homeless people in Roanoke will not receive the outreach services which only the HAT Team could avail to them. Cost to the City would be the loss of a valuable source of funds for the community, and possible increased demand on other funds for providing outreach and supportive services to homeless persons. 3. Timinq would not be an issue. RECOMMENDATION Concur with Alternative A, and authorize the City Manager to execute the required grant documents with the U. S. Department of Housing and Urban Development, and execute the agreement with Roanoke Area Ministries. Appropriate $400,000.00 for the Homeless Assistance Team to an account to be established in the Grant Fund by the Director of Finance and increase the revenue estimate in the Grant Fund. Respectfully~.~.~submitti~L[ W. Robert Herbert City Manager WRH:DSN/dsn CC: James Grisso, Director of Finance Wilburn Dibling, City Attorney Glenn D. Radcliffe, Director of Human Development Donna S. Norvelle, Human Development Coordinator Lori Spencer, Office of Grants Compliance Wendy Moore, Executive Director, Roanoke Area Ministries ATTACHMENT HOMELESS ASSISTANCE TEAM SCOPE OF SERVICES The mission of the Homeless Assistance Team (HAT) is to sustain existence and promote self- sufficiency. The HAT will consist of three temporary full-time city employees who will perform the following services for homeless individuals and their families: Outreach - Outreach services include locating homeless persons sleeping in accommodations not designed for sleeping such as in abandoned buildings or vehicles, under bridges and offering them appropriate assistance. Assistance will range from a blanket and cup of coffee to transportation to a local shelter and case management. Case Management - Case management will include linking homeless persons with the appropriate existing community services. 3. Counseling - Short-term personal housing and employment counseling will be available. Housing Assistance - HAT workers will offer homeless persons options for temporary and permanent housing. Assistance will be provided to help individuals make the transition from homelessness to permanent housing. Transportation - Transportation is the number one need of homeless individuals. The HAT team will provide bus passes to those requiring transportation for medical appointment and employment on a temporary basis. In addition, the RAM van will be available for HAT workers to transport clients. Client Assistance - funds will be available to assist homeless individuals with prescription medication, cost associated with securing employment, and other items necessary to establish permanent housing. The HAT team is a federally funded, three-year program operated by the city of Roanoke in cooperation with Roanoke Area Ministries. AGREEMENT THIS AGREEMENT is made and entered into the sixth day of January 1997, by and between the following parties: theGrantee City of Roanoke 215 Church Avenue SW Roanoke, Virginia 24011 and the Subgrantee Roanoke Area Ministries Room 5 824 Campbell Avenue, SW Roanoke, Virginia 24016 WHEREAS, the Roanoke City Council approved the acceptance of the Supportive Housing Program (SLIP) Grant Award Allocation, the "Grant", in the amount of $400,000.00 from the U.S. Department of Housing and Urban Development (HUD) by Resolution No. on January 6, 1997, and by Ordinance No. appropriated funds therefore; and WHEREAS, the intent of the SHP award is to establish a Homeless Assistance Team (HAT) for three years to provide outreach, assessment and case management for homeless individuals and their families and link them to existing community services so that they can regain their self-sufficiency and permanent housing; and WHEREAS, the need for such services was documented by the positive response to a pilot program, referred to as the "Homeless Assistance Team (HAT)" during the time period January 1, 1996 through April 30, 1996 in which 403 homeless persons (25% of whom were children) were served; and WHEREAS, there is a gap in Roanoke's Continuum of Care for homeless assistance because there are currently no outreach services available to homeless persons who are not veterans or who do not have a diagnosed mental illness; and WHEREAS, Roanoke Area Ministries has provided setwices to the homeless for 25 years including the establishment of a comprehensive day shelter referred to as RAM House in 1987; and WHEREAS, Roanoke Area Ministries has been deemed a logical site for the HAT Team base of operations because many homeless persons spend a least a portion of their day at RAM House; and WHEREAS, the Roanoke Area Ministries Board of Directors on December 9, 1996 reviewed and approved the execution of this subgrant agreement; and WHEREAS, the Roanoke City Council on January 6, 1996 reviewed and approved by Resolution No. the execution of this subgrant agreement between the City of Roanoke ("the Grantee") and Roanoke Area Ministries ("the Subgrantee"); and NOW, THEREFORE, the Grantee and the Subgrantee mutually agree as follows: The Subgrantee and Grantee shall implement the Supportive Housing Program - Supportive Services Only as set forth in the following terms and conditions; PART I - SCOPE OF SERVICES: The Subgrantee shall, in a satisfactory and proper manner, as determined by the Grantee, and within the scope of the Grant Program Fund Appropriation for the Supportive Housing Program, provide orientation, supervision, and coordination of the "Homeless Assistance Team" which will be comprised of four Roanoke City employees. Roanoke Area Ministries shall perform the following tasks: Participate in panel interviews of selected applicants for Homeless Assistance Team (HAT) Worker positions to recommend candidates for employment to the Office of the Director of Human Development; Provide job orientation to all HAT Workers in cooperation with the Office of the Director of Human Development; Establish individual goals, objectives and performance measures for each employee in cooperation with the Office of the Director of Human Development; Establish team goals, objectives, and performance measures in cooperation with the city's Office of the Director of Human Development; Conduct weekly HAT Team employee team meetings to discuss cases, identify and address problems, and share relevant information; File written minutes of weekly team meetings with the Office of the Director of Human Development on a monthly basis; Review all cases with HAT Workers to determine which cases require close attention including situations where children are residing in locations not designed or intended for sleeping and other situations as deemed appropriate by the Executive Dkector of RAM or the Office of the Director of Human Development; Monitor specific and difficult cases and discuss with HAT workers; Document worker job performance; 2 Refer workers to the Office of the Director of Human Development for counsel when job performance becomes unsatisfactory; Refer workers to the Office of the Director of Human Development for disciplinary measures in the case of failure to comply with City, HAT, or RAM policies and procedures; Approve client assistance requests and forward HAT Payment Request Form, City requisitions or vouchers, including reciepts, invoices, or other back-up documentation to the City for payment to vendors; Approve payment for other expenses related to the provision of supportive services including payments to vendors and forward HAT Payment Request Forms, City requisitions or vouchers, and necessary back-up documentation to the City for payment; Maintain all client assistance records as required by HUD; Provide quarterly reports to the Grantee's Office of the Director of Human Development including, but not limited to, the following information - amount of client assistance per participant, documentation of vendor payments, aggregate client data, detailed report on other expenses related to the provision of supportive services; Work in collaboration with the Grantee's Directorate of Human Development to conduct an ongoing assessment of the SHP program including, but not limited to client assistance and outreach efforts; Designate an agency representative to work in cooperation with the Grantee's Human Development Coordinator to establish program guidelines procedures; Such other necessary tasks as set forth in the Supportive Housing Program application (Attachment A), Federal Regulations (Attachment B), and the HAT Team Policies and Procedures (Attachment C); Provide office space for HAT Team operations. The persons served must meet HUD's definitions of eligible persons as described in 24 CFR Part 583. The Supportive Housing Program application submitted to HUD and the HAT Team Policies and Procedures Manual are incorporated as a part of this Agreement; however, in the event of any conflict between the Application or Procedures including future amendments and any provision contained herein, then the federal Supportive Housing Program Regulations at 24 CFR Part 583 shall control. PART H - METHOD OF PAYMENT: A. Dispersement Procedures For Administrative Exoenses The Subgrantee will perform the following administrative services: annual audit as described in Part II - D and submission of data in response to HUD performance report requirements. 3 To the extent that the Grantee is paid by HUD and allowed by HUD's regulations, rules, and procedures regarding payment of administrative costs, the Grantee agrees to pay allowable administration costs up to 1.5% of the SHP request not to exceed $5,825 for the three year period of this agreement. The amount available for administrative payments will be calculated by the Grantee on a yearly basis. The Subgrantee shall submit requests for administrative expenses incurred during the previous six month period twice a year beginning June 6, 1996 and continuing every six months thereafter until June 6, 2000. The Grantee will pay the Subgrantee based on available funds and HUD regulations. Such payments to the Subgrantee shall not exceed $1,941.66 per year without written approval by the Grantee. Requests for administrative expenses shall include data in response to required HUD performance reports, list of activities performed including dates, the associated cost for each activity and the total costs incurred for that reporting period as required by HUD. Payment request approval is contingent upon receipt of all necessary documentation and payment will be made to the Sub-Grantee within 10 working days of receipt of such documentation. Dispersement for Leasine Upon execution of this agreement, the Grantee will provide the Subgrantee $110.00, the equalvalent of one month of rent within 10 days of receipt of written request for funds by the Human Development Coordinator. Thereafter, the Subgrantee shall file requests for payment and associated necessary documentation of funds expended with the Grantee's Human Development Coordinator, or her designated representative, by the fifth of each month. Monthly requests for such expenses shall include the associated cost for each item/activity, vendor invoice and the total costs incurred for that month. Payment request approval is contingent upon receipt of ail necessary documentation. Payment shall be made to the Sub-grantee within 10 working days of receipt of all necessary documentation. Annual Audit and Monitoring,: The Subgrantee shall provide for an independent audit of all Supportive Housing Program expenditures in accordance with Circular A-128 for the contract period covered by this Agreement as part of the Subgrantee's regularly scheduled audit process. An annual audit is required for each fiscal year that Subgrantee receives these funds. Two copies of said audit report shall be furnished to the Grantee within 30 days after completion of the audit. In addition, it is the intention of the Grantee to perform monitoring visits to verify the Subgrantee's performance from a financial and compliance auditing perspective during the contract period covered by this Agreement. The Grantee shall provide Sub-grantee a written report of such visits within 15 working days thereo£ 4 Di~nersement for Client Assistance and Other Exnenses Related to the Provisions of Suooortive Services Other expenses related to the provision of supportive services shall include funds for training, field supplies, uniforms, cellular phones, local transportation, and other eligible supportive costs. Payments for client assistance and other expenses related to the provision of supportive services shall be paid directly to the vendor by the City of Roanoke upon receipt of the HAT Payment Request Form, City Requisition or Voucher Payment Form, such forms to be provided by the Grantee, and all other necessary documentation. The HAT Payment Request Form will be completed by HAT employees and signed as to approval by the Executive Director &Roanoke Area Ministries or their designee. PART III - GRANTEE RESPONSIBILITIES: A. Program Coordination: The Grantee's Office of the Director of Human Development shall provide, as the Grantee deems appropriate, program coordination and oversight of the SI-IP, and technical support, monitoring, and evaluation of the Subgrantee. Reports prepared by the Grantee's staff for presentation to City Council relating to matters covered by this Agreement shall be provided to the Subgrantee for review and comment ten (10) working days before the day of the Council meeting. B. Existing Data: The Grantee shall make available existing reports, records or other existing data related to SHP that may assist the Subgrantee's performance of services covered under this Agreement. C. Overall Administration: The Grantee shall conduct ongoing assessment of the SHP to assure adequate provisions of supportive services to the participants in the program. D. Environmental Review: This project satisfies the requirements, as a categorical exclusion not subject to Section 58.5. of the Federal Regulations. 5 Participation of Homeless Individuals: The Grantee shall provide for the participation of not less than one homeless individual or formerly homeless individual in a policy decision making body that meets to monitor the progress of this program. Fe Dispersement for Client Assistance and Other Expenses Related To The Provision of Sunnortive Services The Grantee shall be responsible for payment of client assistance expenses and other expenses related to the provision of supportive services upon receipt of the HAT Payment Request Form, City Requisition or Voucher Payment Form, and necessary documentation. The Grantee agrees to process payment on a dally basis during regular business hours. Payment will be issued to the vendor within two working days following receipt and approval of forms and necesstuay documentation. Exceptions will only include payments to established charge accounts which will be paid in a timely manner. Established charge accounts include accounts with American Electric Power, Kroger Company, Roanoke Gas Company and other vendors with whom the City regularly conducts business. Personnel The Grantee represents that it has, or will secure (limited to the funds provided under this Agreement) all personnel required in performing the services under this Agreement including hiring four persons to fill HAT Worker postions. All of the services required hereunder will be performed by the Grantee or under its supervision, and all personnel engaged in the work shall be fully qualified to perform such services. PART 1V - PERFORMAN(~E AND RECORD KEEPING: A. Time Period; The Subgrantee shall commence the provision of the services described in Part I of this Agreement as of January 1, 1997, and continue through to the end of the SHP program or the exhaustion of SHP program funds. B. Retention of Records: All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years at, er the date services described in Part I of this Agreement are last provided. Appropriate Grantee and/or HUD personnel shall have free access to those records during said period. PART V - THIRD PARTY CONTRACTS AND BIDS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee. PART VI - PERSONNEL: The Subgrantee represents that it has, or will secure (limited to the funds provided under this Agreement) all personnel required in performing the services under this Agreement. All of the services required hereunder will be performed by the Subgrantee or under its supervision, and all personnel engaged in the work shall be fully qualified to perform such services. PART VII - UNIFORM ADMINISTRATIVE REQUIREMENTS: The Subgrantee agrees to abide by the HUD conditions for the SHP as set forth in 24 CFR Part 583 (Attachment B) and the policies, guidelines and requirements of OMB Circular No A-87 (Cost Principles Applicable to Grants, Controls, and other Agreements with state and local governments, 24 CFR Part 85, (Administrative Requirements for Grants and cooperative Agreements to state, local and federally recognized Indian Tribal Governments) and all other applicable federal regulations relating to the specific program performed hereunder. PART VIII: - FAIR HOUSING: Subgrantee may not define geographical area of participation in anyway that violates the Fair Housing Act of the Rehabilitation Act of 1973. PART IX - CONFLICT OF INTEREST: No employee, agent, consultant, officer or elected or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any SHP activities, may obtain a personal or financial interest in or benefit from any of the activities, or have an interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their service with Subgrantee and for one (1) year after termination of service. Participation by homeless individuals who also are participants under the program in policy or decision making under 582.300 does not constitute a conflict of interest. 7 PART X - MINIMIZING DISPLACEMENT: Subgrantee shall take all reasonable steps to minimize the displacement of persons as a result of the provision of supportive housing. If applicable, the Subgrantee will comply with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (42 USC 4601 - 4655) and implementing regulations at 49 CFR Part 24. PART XI - INDEMNITY PROVISION: The Subgrantee agrees to indemnify and hold harmless the Grantee, its officers, agents and employees, from any and all claims, legal actions and judgments and expenses resulting therefrom, arising out of Subgrantee's sole negligence with respect to the duties, rights and privileges granted in or arising under this Agreement. In the event that the parties are jointly or concurrently negligent, the Grantee shall indemnify and hold harmless the Subgrantee to the extent of the Subgrantee's negligence for any and all claims, legal actions, judgements, and expenses resulting therefrom. PART XII - ENTIRE AGREEMENT: This Agreement, including its Attachments, represents the entire agreement between the parties and this Agreement shall not be modified, amended, altered or changed, except by written agreement executed by the parties. Amendments that change the population to be served or are inconsistent with the Grantee's original Application for funds may not be made with out prior written approval from HUD. PART XIII - TERMINATION OF AGREEMENT FOR CAUSE: If either party to this Agreement should fail to fulfill in a timely and proper manner its obligations under this Agreement, use Grant funds for a purpose other than as authorized by HUD, conduct the program in noncompliance with applicable law, rule or regulation of any federal, state or local government, or fail to expend Grant funds in a timely manner, either party shall thereupon have the right to terminate this agreement by giving thirty (30) calendar days written notice of such termination to the other party and specifying the effective date thereof. SHP funding to be made available by the Grantee under this Agreement is contingent upon necessary appropriations by the Federal government. In the event that sufficient funds are not appropriated, not obtainable from the LOCS system, or sufficient in-kind match is not available, at the sole discretion of the Grantee, this Agreement may be terminated in whole or in part. PART XIV - REVERSION OF ASSETS: Upon expiration or termination of this Agreement, the Subgrantee shall transfer to the Grantee any Supportive Housing Program funds on hand at the time of expiration or termination and any accounts receivable attributable to the use of SHP funds. PART XV - NON-DISCRIMINATION During the performance of this agreement, the Subgrantee agrees not to discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, sex, or national origin. The Subgrantee agrees to post in conspicuous places, notice setting forth the provisions of this non-discrimination clause. The Subgrantee, in ail solicitations or advertisements for employees placed by or on behalf of the Subgrantee, will state the Subgrantee is an equal opportunity employer. During the performance of this agreement, the Subgrantee agrees not to discrimate against any client or potential client on the basis of race, religion, color, sex, or national origin. PART XVI - CONTACT PERSONS Contact persons for questions concerning this Agreement shall be the Grantee's Human Development Coordinator and the Subgrantee's Executive Director. PART XVII - GOVERNING LAW: This Agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the Grantee and Subgrantee have executed this Agreement as of the date first written above. ATTEST: CITY OF ROANOKE, VIRG1NIA Mary F. Parker, City Clerk By: W. Robert Herbert, City Manager ATTEST: ROANOKE AREA MINISTRIES By: Wendy Moore, Executive Director APPROVED AS TO FORM Assistant City Attorney CERTIFIED AS TO FUNDS Director of Finance APPROVED AS TO EXECUTION Assistant City ARomey ATTACHMENT A - SHP Application ATTACHMENT B - Federal Regulation 24 CFR Part 583 ATTACHMENT C - HAT Operational Guidelines 10 Mary F. Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk Sendra H. Eakin Deputy City Clerk January 9, 1997 File ~60-72-184-236 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33225-010697 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for approprfafion of $28,867.00 for continuation of the services of the Outstafioned Eligibility Worker at the Health Department. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Development Codnne B. Goff, Manager, Social Services Kenneth $. Cronin, Manager, Personnel Department Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of January, 1997. No. 33225-010697. 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: ADDrODrtations Health and Welfare $ 2,450,900 Restricted Medicaid Eligibility Worker 96-97 (1-6) .................................. 28,867 Revenue Health and Welfare $ 2,450,900 Restricted Medicaid Eligibility Worker 96-97 (7) ..................................... 28,867 1) Regular Employee Salaries 2) ICMA 3) FICA 4) Hospitalization Insurance 5) Disability Insurance 6) Life Insurance 7) State Grant Receipts (035-054-5173-1002) $ 22,742 (035-054-5173-1115) 2,047 (035-054-5173-1120) 1,740 (035-054-5173-1125) 2,209 (035-054-5173-1131) 49 (035-054-5173-1130) 80 (035-035-1234-7231) 28,867 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. A'I-rEST: City Clerk. Roanoke, Virgi~a January6,1997 #96-574 The Honorable Mayor and Members of City Council Roanoke, Virginia Mayor and Members of Council: SUBJECT: FUNDING FOR RESTRICTED ELIGIBILITY WORKER POSITION I. BACKGROUND Roanoke City Council approved fundin? during FY 95/96 for an Eli~bility Worker through the Department of Social Services to be placed at Roanoke City Health Denartment to assure that all citizens have an opportunity to apply for Medicaid. The service has been in operation for 24 months. The Health Denartment and Social Services reviewed the effectiveness of the program and decided to request continuation for another year. During this period, either party may terminate the aoreement if it is determined to be no longer a viable service to either agency. II. CURRENT SITUATION Roanoke City Department of Social Services has emvloved and will continue to train and suoervise worker who is located at the Health Department to execute applications for Medicaid. Roanoke City Health Department is satisfied with the results of the services of having an eligibility worker on location. III. ISSUES A. Services to citizens. B. Benefit to Health Department. C. Benefit to Social Services. D. Funding. The Honorable Mayor and Members of City Council Roanoke, Virginia January 6, 1997 #96-574 Page Two IV. ALTERNATIVES Approve funding for continuation of the Outstationed Eli~,ibilitv Worker at the Health Department. Services to Citizens - Citizens requesting services from the Health Department may apply for Medicaid at the same time, thereby making application process more accessible and efficient. Benefit to Health Department - Health Department will be able to maximize Medicaid revenue. Benefit to Denartment of Social Services - Department of Social Services is provided an eligibility worker at no cost for salary and benefits. Department of Social Services is responsible for supervision and quality control. Funding - Funds are provided by the State Department of Social Services. Health Department has access to 50% federal match for costs of eligibility worker. Revenue from Medicaid services delivered to citizens covers the costs of the 50% match required to draw down the federal match. There is no local cost attached to this position. Do not aonrove funding for the continuation of the Outstationed Eli~,ibility Worker at the Health Department. Services to Citizens - Citizens coming to the Health Department for clinical care will not have the convenience of receiving Social Services at the Health Department. Some citizens will fail to follow through on the Medicaid application, thereby incurring a medical debt they cannot afford. Benefit to Health Det~artment - The Health Department will have a reduction in revenue. Benefit to Deoartment of Social Services - Department of Social Services will have a reduction in manpower by losing the workload of one eligibility worker. The Honorable Mayor and Members of City Council Roanoke, Virginia January 6, 1997 #96-574 Page Three 4. Funding - Loss of 50% federal match for one eligibility worker. RECOMMENDATION A. City Council authorize the City Mana~,er to continue the services of the Outstationed Eli~,ibility Worker at the Health Department. City Council appropriate $28.867 to revenue and expenditure accounts to be established in the Grant Fund by the Director of Finance: 1. Salary $22,742 2. ICMA 2,047 3. FICA 1,740 4. Health 2,209 5. Disability Insurance 49 6. Life Insurance 80 $28,867 Respectfully submitted, W. Robert Herbert City Manager CC Wilburn C. Dibling, City Attorney James D. Grisso, Director of Finance Mary F. Parker, City Clerk Glenn D. Radcliffe, Director of Human Development Corinne B. Gott, Superintendent of Social Services Diane S. Akers, Budget Administrator Kenneth S. Cronin, Manager, Personnel Management 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 January 9, 1997 File #5-70-270-354-361-472 SANDRA H. EAKIN Deputy City Clerk Ken Spangler, Fleet Manager Berglund Chevrolet, Inc. P. O. Box 12608 Roanoke, Virginia 24027 Tony Webb, Truck Fleet Manager Magic City Motor Corp. P. O. Box 12807 Roanoke, Virginia 24028 Gentlemen: I am enclosing copy of Resolution No. 33226-010697 accepting the bid of Fan'ell Ford- Pontiac, Inc., for purchase of twenty-two new full-size automobiles, in the amount of $19,474.00 each, and three new intermediate-size automobiles, in the amount of $15,786.00 each, for use by the Police and Fire/EMS Departments, upon certain terms and conditions; and rejecting all other bids made to the City for such items. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed vehicles. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 January 9, 1997 File ff.5-70-270-354-361-472 SANDRA H. EAK1N Depuvy City Clerk Jesse B. Sellers, Jr. Fleet Manager Berglund-Ford-Pontiac-Mazda 834 E. Main Street Salem, Virginia 24153 Dear Mr. Sellers: I am enclosing copy of Resolution No. 33226-010697 accepting the bid of Farrell Ford-Pontiac, Inc., for purchase of twenty-two new full-size automobiles, in the amount of $19,474.00 each, and three new intermediate-size automobiles, in the amount of $15,786.00 each, for use by the Police and Fire/EMS Departments, upon certain terms and conditions; and rejecting all other bids made to the City for such items. The aboveraferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. pc: W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance 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 George C. Snead, Jr., Director, Public Safety M. David Hoopar, Chief, Police Department James Grigsby, Chief, Fira/Emergency Medical Services Diane S. Akers, Budget Administrator, Office of Management and Budget IN ~ COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of January, 1997. No. 33226-010697. A RESOLUTION accepting the bid of Farrell Ford-Pontiac, Inc., for the purchase of twenty- five new automobiles for use by the Police Department and Fire/EMS, upon certa'm terms and conditions; and rejecting all other bids made for such items. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The bid submitted by Farreil Ford-Pontiac, Inc., to furnish twenty-two new full size automobiles at a cost of $19,474.00 each and three new intermediate size automobiles at a cost of $15,786.00 each, for use by the Police Department and Fire/EMS, is hereby ACCEPTED. 2. The City's Manager of Supply Management is hereby authorized and directed to issue any required purchase orders for the purchase of such automobiles, 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 automobiles, such agreements to be in such form as shall be approved by the City Attorney. 3. Any and aH 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. 97-301 Roanoke, Vi~inia Janua~ 6,1997 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Bid to Purchase Police and Fire/EMS Automobiles, Bid Number 96-11-81 I. Background on the subject in chronological order is: The General Fund Capital Maintenance and EauiDment Replacement Program has identified the need to replace Twenty One (21) Full Size Marked Police Automobiles, One (1) Full Size Fire/EMS Marked Automobile and Three (3) Intermediate Size Unmarked Automobiles. These units are being replaced due to high mileage and age. Bid Specificatiorls were developed and along with Request for Quotations were sent to Nine (9) vendors listed on the City's bid list. A public advertisement was also published in the Roanoke Times and Roanoke Tribune. Bids appropriately received were publicly opened and read in the Office of the Manager of Supply Management at 2:00 p.m. on December 10, 1996. II. Current Situation is: Three (3) bid responses were received. A bid tabulation is attached. All bids were evaluated in a consistent manner by representatives of the following departments: Public Safety Police Fire/EMS Fleet Management Supply Management Police and Fire/EMS Vehicles Bid No. 96-11-81 Page 2 III. IV. C. Bids received were also compared with units available to the City through the State Contract system. D. Bid evaluations are as follows: 1. Item #1 - 22 New Full Size Marked Police, Fire/EMS automobiles. The lowest bid submitted by Farrell Ford- Pontiac, Inc. meets all required specifications for a cost of $19,474.00 per unit. 2. Item #2 - 3 New Intermediate Size unmarked automobiles for police service. The lowest bid submitted by Farrell Ford- Pontiac, Inc. meets all required specifications for a cost of $15,786.00 per unit. Issues in order of importance are: A. Need B. Compliance with Specifications C. Fundino Alternatives in order of feasibility are: A. Council authorize the purchase of 22 - Full Size Police, Fire/EMS marked automobiles at a cost of $19.474.00 per unit and 3 intermediate size unmarked automobiles for Police Service at $15.786.00 per unit, from Farrell Ford-Pontiac, Inc. 1. Need for the requested units is to allow for the continuous performance of duties in the Police and Fire/EMS services. 2. Compliance with Specifications is met in the response submitted by Farrell Ford-Pontiac, Inc. 3. Fundinc~ is available in Fleet Management account 017-052- 2642-9010 to provide for this purchase. Police and Fire/EMS Vehicles Bid No. 96-11-81 Page 3 CC: B. Re!ect all Bids. Need for vehicles to provide continued performance of assigned duties would not be met in the most efficient manner. Compliance with Specifications would not be a factor in this alternative. Fundino designated for the replacement of requested vehicles would not be expended at this time. V. Recommendation is as follows: ~ with Alternative "A" and authorize the purchase of 22 - Full Size marked automobiles and 3 - Intermediate Size unmarked automobiles from Farrell Ford-Pontiac, Inc. for a total cost of $475.786.00. B. Reject all other bids. Respectfully Submitted, W. Robert Herbert, City Manager City Attorney City Clerk Director of Finance Director of Utilities & Operations Director of Public Safety Police Department Fire/EMS Department Management & Budget Manager, Supply Management Manager, Fleet Management Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk January 9, 1997 File #10-24-111-285 Sandra H. Eakin Deputy C~y Clerk James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33227-010697 amending Article II, Gamblino, of Chapter 21, Offenses - Miscellaneous, of the Code of the City of Roanoke (1979), as amended, by amending §21-65, Binoo oames and raffles conducted under this article; by adding new section 21-65.1, entitled, Hours dudno which bin=o ~]ames mav be I~IaY~;I; and by REPEALING §21-66, ~ and raffles: definitions; §21-67, Annual oermit reouired: aoolication and orocessin= fee: form of ~; §21-68, Reouirament of issuance of oermit: where valid: duration: oermits subiect to raaulations; §21-69, Freouencv. duration, and conduct of bin=o oames rot raffles]: §21-70, "Instant bin=o": §21-71, Reoorts of omss receiots and disbursements raauirad: form of raoorts: failure to file: certificate of comoliance: daht of entry uoon oremises: records: indeoendent accountinq procedure; §21-72, Audit of re~orts: fee: §21-73, Prohibited oractices: §21-74, Denial. susoension or ravocatiorl of oermit: oenalties; §21-75, Enforcement of article: iniunctive relief: §21-76, Hearinas and aooeals; §2%77, Joint ooeration of binao aames: restrictions: soecial oermit raauired~ and §21-77.1, Only binao, instant binao, raffles, and duck races oermiffed: the amended section exempting certain games of chance regulated by the Commonwealth from the prohibition against gambling, the added section authorizing the conduct of bingo within certain hours only, and the repealed sections ensuring the City only regulates those limited areas that it has authority to regulate. The abovereferenced meesura was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. -James D. Gdsso Director of Finance Janua~ 9,1997 Page 2 pc: Evelyn Jefferson, Vice-Prasident - Supplements, Municipal Code Corporation, P. O. Box 2235, Tallahassee, Flodda 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 G. O. Clemens, Judge, Twenty-Third Judicial Circuit of Virginia Clifford R. Weckstein, Judge, Twenty-Third Judicial Circuit of The Honorable The Honorable Virginia The Honorable Virginia The Honorable The Honorable The Honorable The Honorable The Honorable The Honorable The Honorable The Honorable District Court The Honorable District Court The Honorable District Court The Honorable District Court Diane McQ. Strickland, Judge, Twenty-Third Judicial Circuit of Richard C. Pattisall, Judge, Twenty-Third Judicial Circuit of Virginia Robert P. Doherty, Judge, Twenty-Third Judicial Circuit of Virginia Julian H. Raney, Jr., Chief Judge, General District Court George W. Harris, Jr., Judge, General Distdct Court Vincent A. Lilley, Judge, General Distdct Court William D. Brcadhurst, Judge, General District Court Jacqueline F. Ward Talevi, Judge, General District Court John B. Ferguson, Chief Judge, Juvenile and Domestic Relations Joseph M. Clarke, II, Judge, Juvenile and Domestic Relations Philip Trcmpeter, Judge, Juvenile and Domestic Relations Joseph P. Bounds, Judge, Juvenile and Domestic Relations The Honorable Arthur B. Crush, III, Clerk, Circuit Court Ronald S. Albright, Clerk, General District Court Bobby D. Casey, Office of the Magistrate Michael Meise, Acting Law Librarian Patsy A. Bussey, Clerk, Juvenile and Domestic Relations Distdct Court W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney Dana D. Long, Chief, Billings and Collections Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, The 6th day of January, 1997. No. 33227-010697. VIRGINIA, AN ORDINANCE amending Article II, Gambling, of Chapter 21, Offenses - Miscellaneous, of the Code of the City of Roanoke (1979), as amended, by amending S21-65, Bingo games and raffles conducted under this article; by adding new section 21-65.1, entitled Hours during which bingo games may be played; and by REPEALING 921-66, Bingo games and raffles; definitions; 921-67, Annual permit required; application and processing fee; form of application; §21-68, Requirement of issuance of permit; where valid; duration; permits subject to regulations; 921-69, Frequency, duration, and conduct of bingo games [or raffles]; ~21-70, "Instant bingo"; 921-71, Reports of gross receipts and disbursements required; form of reports; failure to file; certificate of compliance; right of entry upon premises; records; independent accounting procedure; 921-72, 921-73, Prohibited practices; ~21-74, revocation of permit; penalties; 921-75, in~unctive relief; 921-76, Hearings and Audit of reports; fee; Denialt suspension or Enforcement of article; appeals; ~21-77, Joint operation of bingo games; restrictions; special permit required; and §21-77.1, Only bingo~ instant bingot raffles~ and duck races permitted; the amended section exempting certain games of chance regulated by the Commonwealth from the prohibition against gambling, the added section authorizing the conduct of bingo within certain hours only, and the repealed sections ensuring the city only regulates those limited areas it has authority to regulate; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. Section 21-65, Same - Blnqo qames and raffles conducted under this article, of Article II, Gamblinq, of Chapter 21, Offenses Miscellaneous, of the Code of the City of Roanoke (1979), as amended, is hereby amended and reordained to read and provide as follows: Sec. 21-65. Same - Bingo games and raffles conducted in accordance with state law. Nothing in sections 21-56 through 21-62 shall apply to any bingo game, instant bingo game, raffle, or other game conducted pursuant to sections 18.2-340.15 through section 18.2-340.38, Code of Virginia (1950), as amended, or as permitted by any other provision of state law. 2. Article II, Gamblinq, of Chapter 21, Offenses - Miscellaneous, of the Code of the City of Roanoke (1979), as amended, is hereby amended and reordained by the addition of the following section: Sec. 21-65.1. Hours during which bingo games may be played. Bingo and instant bingo games (the foregoing terms being defined by section 18.2-340.16, Code of Virginia (1950), as amended) may only be held between the hours of 6:00 a.m. and 12:00 a.m. 3. Section 21-66, Blnqo games and raffles~ definitions; S21- 67, Annual permit required~ application and processinq fee~ form of apDlication; S21-68, Requirement of issuance of permit~ where valid; duration; permits subject to requlations; ~21-69, Frequency, duration~ and conduct of binqo qames for raffles]; ~21-70, 2 "Instant bingo"; S21-71, Reports of gross receipts and disbursements required; form of reports~ failure to file~ certificate of compliance; right of entry upon premises; records~ independent accounting procedure; S21-72, §21-73, Prohibited practices; ~21-74, revocation of permit~ penalties; ~21-75, Audit of reports~ fee; Denial~ suspension or Enforcement of article~ injunctive relief; ~21-76, Hearings and appeals; ~21-77, Joint operation of bingo games~ restrictions~ special permit required; and S21-77.1, Only bingo~ instant bingo~ rafflest and duck races permitted, of the Code of the City of Roanoke (1979), as amended, are hereby REPEALED. 4. In order to provide for the usual daily operation of the municipal government, ordinance shall be in an emergency is deemed to exist, and full force and effect upon its passage. ATTEST: this City Clerk. Janua~6,1997 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Crrisso, Director of Finance Bingo Activity Close-out Report 1996 The following schedule of Bingo Activity by Organization is a compilation of Financial Reports prepared by the bingo permittee organizations for the nine month period of October 1, 1995 through June 30, 1996. The reporting period for bingo financial reports normally hms f~om October 1st through September 30th. Since the Commonwealth of Virginia's Charitable Gaming Commission began regulating bingo games on July 1, 1996, this report only includes nine months and this is the final closeout report for bingo regulation by the City. During the nine months ending on June 30, 1996, there were more permit-holders and an increased amount of organizations applying for permits than in 1995. All permit-holders required to file a fmancial report submitted a report. However, since an annual report was not required by the City due to the State taking over regulation, none of the fmancial reports were audited by a certified public accountant. The average profit percentage for the organizations conducting bingo decreased to 6.8% during this period. The profit percentage (for a twelve month period) in 1995 was 9.5% of the total gross receipts, 7.1% in 1994, and 6% in 1993. (Profit is the net amount after expenses are deducted from gross receipts) For this nine month period, 4.6% of the gross receipts were spent for charitable purposes as compared to 8.7% in 1995, 5.2% in 1994, and 3% in 1993. However, a nine month repo~fing period is not truly reflective of profits and of proceeds spent for charitable purposes as many organizations do not typically spend their profits until the fourth quarter. The fourth quarter Financial Report along with the annual report will be reported by the permit-holders to the Commonwealth of Virginia's Charitable Gaming Commission. The Charitable Gaming Commission began regulating bingos, raffles, and pull-tabs on July 1, 1996. Previously, all charitable gaming was regulated by each locality. The Office of Billings and Collections worked closely with the permit-holders and the Charitable Gaming Commission during the Iransition to resolve any issues as they arose. The u'ansition has been smooth with few problems. We have had no complaints regarding the take over by the State, in fact, most people welcomed the change since it will standardize and bring consistency to the rules and regulations across the Commonwealth. We will continue to assist both the state and the former permit-holders on any issues that may arise. Honorable Mayor and Members RoanOke City Council January 6, 1997 Page 2 The Charitable Gaming Commission has licensed nine hundred organizations and anticipates licensing another two thousand across the state. The Commission has held regional meetings to inform permit-holders of the new regulations and requirements. Current plans call for field staff to be located regionally while applications will likely continue to be processed from thc main office in Richmond. Both the City Code and the Commission's regulations are similar in their provisions. Both require applications, permit fees, accounting forms and procedures, financial reports, and that a fixed percentage of the gross receipts be spent for charitable purposes. A comparison chart is attached to this report. The only authority left to the City with regard to charitable gaming after July 1, 1996 is the ability to 1) adopt ordinances to prohibit instant bingo; 2) establish reasonable hours during which bingo games may be played; and 3) determine if the locations proposed for charitable gaming meet local zoning requirements. In accordance with this change, the City Attorney's Office has draf~ed the necessany changes to City Code in order to repeal the provisions of City Code on which we no longer have authority and to retain the provision which sets forth the hours during which bingo games may be played. Therefore, we recommend the attached changes to City Code. A special note of thanks goes to Dana D. Long, Chief of Billings and Collections, Gerri K. Rorer, Tax Compliance Administrator, and to Gladys L. Yates, Assistant City Attorney, for providing legal assistance in administering the ordinances relating to bingo. Director of Finance C~ W. Robert Herbert Wilburn C. Dibling, Jr. Jesse A. Hall Dana D. Long Gerri K. Rorer Gladys L. Yates COMPARISON OF CITY CODE PROVISIONS AND THE CHARITABLE GAMING COMMISSION REGULATIONS CITY CODE GAMING COMMISSION REGULATIONS Peimit Fees $200 for bingo and pull-tab Permit Fees $200 for bingo, pull-tab, raffles Permit Fees $25 for raffles Exemption from permit for organizations that expect to realize gross receipts of $25,000 or less in any 12 month period. A resolution of board of directors must be filed. Accounting forms required Accounting forms required Quarterly and Annual Financial Reports Quarterly and Annual Financial Reports required required Audit Fee: 1 1/2% of the first $150,000 of Audit Fee: 2% of gross receipts gross receipts and 2% over $150,000. Requirement that no less than 4% of the gross receipts must be spent annually and no less than 8% of gross receipts averaged for three annual financial reporting periods must be spent for charitable purposes Requirement that percentages ranging from 4% to 9% be spent in 1997 increasing to 5% to 12% in 1998 and later as follows: gross less than $150,000 5% gross between $150,000-$500,000 10% gross between over $500,000 12% No authority to license and regulate suppliers Licensing and regulation of suppliers CITY OF ROANOKE, VIRGINIA SCHEDULE OF BINGO ACTIVITY BY ORGANIZATION For the Period beginning October 1, 1995 and ending June 30, 1996 NOTES Net Profit is computed by subtracting the Prizes Paid and Other Expenses from the Gross Receipts. Column (I) minus Column (2) minus Column (3). Profit available for charity as a pement of gross receipts. Column (4) divided by Column (1). Profit (proceeds) derived from bingo games must be used for lawful, religious, charitable, community or educational purposes for which an organization is specifically chartered or organized. Proceeds may also be spent for expenses relating to the acquisition, construction, maintenance or repair of any interest in real property involving the operation of the organization and used for lawful, religious, charitable, community or educational purposes. Column (6) is the amount of proceeds listed on the financial report as spent for charitable purposes. Proceeds set aside for future use such as in savings accounts is not considered to have been spent. Profit Retained is computed by subtracting Profit Spent from Net Profit. Column (6) minus Column (4). This is the amount of profit or proceeds that was not spent towards a charitable purpose and carded over as a part of the Year End Cash Balance. Ending Cash Balance is the amount recorded on the Financial Report representing the amount of unspent net profit. As of June 30, 1996 Ending Cash Balance, Column (9), is also computed by combining the amount of Profit Retained, Column (7), with the Prior Year Cash Balance, Column (8). Profit (proceeds) spent for charity expressed as a percent of gross receipts. Column (6) divided by Column (1). In 1994, the City Of Roanoke adopted an ordinance requiring that no less that 4% of the gross receipts must be spent annually and no less than 8% of gross receipts averaged for three annual financial reporting periods must be spent for charitable purposes. This requirement became effective with the financial reporting period that began October 1, 1994 and ended September 30, 1995. With regulation by thestate, monitoring compliance with this provision became moot. Many of the permit-holding organizations make their charitable contributions during the fourth quarter of the fiscal year and without an annual financial report (October 1, 1995 through September 30,1996), there is no way to determine if this requirement was met on an annual basis. Page 2 NOTES The Year End cash balance as reported on the previous financial report for the period ending September 30, 1995 was $179,183. When combining the profit from the nine (9) months ended June 30, 1996 with the prior ending balance ($887 + $179,183), the new ending cash balance should be $180,070. However, $92,134 was reported as the ending balance. This difference is comprised of bingo monies placed in various types of savings accounts. As of June 30, 1996, the total of all unspent bingo monies (including those in savings accounts) was $236,849. The organization has informed us that they have made numerous contributions since June 30, 1996 including one for $70,000. This organization had discontinued their bingo operations but began operations again during the third quarter (three months ending June 30, 1996). The Year End Cash Balance as of September 30, 1995 was $7,736. When combining the profit retained of -$3,875 from the nine months ended June 30, 1996 with the prior year ending balance (-$3,875 + $7,736), the new ending balance should be $3,861. However, $3,962 was reported as the ending balance. Any differences in ending cash should be reconciled on the organization's annual report that will be filed with the Charitable Gaming Commission ("Commission"). The Commission does require that organizations with gross receipts over $250,000 must file an opinion of a certified public accountant along with their annual financial report just as the City previously required. A copy of this report will be provided to the Commission to aid their regulation efforts. Department of Finance City of Roanoke, Virginia January6,1997 TO: Honorable Mayor and Members of City Council FROM: James D. Grisso, Director of Finance SUBJECT: November Financial Report This financial report covers the first five 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 4.64% or $2,159,000, on a year-to-date basis, compared to FY96. Variances in specific categories of revenue are as follows: General Property Taxes are up 2.30% or $490,000 due to an increase of 5.7% or $1.1 million in real estate tax revenues, offset by decreases in personal property and public service tax revenues. Other Local Taxes have increased 3.17% or $404,000. Sales tax is up about 5%, and business, professional, and occupational license (BPOL) taxes have also increased. The E911 tax has added approximately $130,000 to revenues due to an increase in the tax that became effective in November 1995. Permits, Fees and Liceases are up 19.25% or $51,000 due to increased revenues from electrical, plumbing, and building inspections and street opening permits. Street opening permits have more than doubled since FY96, due to a more stringent enforcement of the requirements to obtain such permits. Fines and Forfeitures increased $41,000 or 10.32% due to increased General District Court fines which have risen as a result of increases in several traffic fines and a more aggressive collection approach. Circuit Court collection fees have also increased. Revenue from the Use of Money and Property decreased $125,000 or 22.93% due to a decline in interest earnings. This decrease occurred due to a reduction in the General Fund's cash balances which occurred when the new Risk Management Internal Service Fund was established July 1. The Risk Management function was previously part of the General Fund. Grants-in-Aid Commonwealth have increased $1,277,000 or 13.37%. ABC taxes are up as a result of timing differences in the receipt of revenue from FY96 to FY97. Revenue from shared expenses has grown by more than $400,000 due to increased revenue for the Sheriff's department which required more employees in FY97 as a result of the City Jail expansion. Welfare related revenues have increased, and Comprehensive Services Act revenue is higher due to a greater number of children being served by this program. Honorable Mayor and Members Roanoke City Council January 6, 1997 Page 2 Grants-in-Aid-Federal Government are up about $16,000 due to timing differences in the receipt of Federal Emergency Management Assistance (FEMA) quarterly reimbursements for salaries of the employees in the Emergency Services Department. Miscellaneous Revenue has increased $22,000 or 19.32% due to increased revenue fi.om the sale of surplus items. EXPENDITURES AND ENCUMBRANCES Expenditures and encumbrances in the General Fund have increased 4.80% or $3,176,000 since FY96. Variances in individual expenditure categories are discussed as follows: Health and Welfare expenditures have increased nearly $1.0 million or 14.83%. Cultural and Human Services contributions have increased by $229,000, 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 personnel costs, higher CIS charges, and increased foster care, daycare, and subsidized adoption expenditures. CSA expenditures have risen by over $400,000, continuing the trend exhibited over the past year of increased children in the program and more at very expensive facilities due to the high level of supervised care they require. Parks, Recreation and Cultural expenditures have decreased $166,000 or 6.69%. This is due to a decrease in cultoral contributions. 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, Harrison Cultural Center, Roanoke Sister Cities, and Explore Park are now in that category. Nondepartmental expenditures have increased $696,000 or 22.72% due to increased transfers to other funds, offset by a decrease in funding for the Pension Plan. The transfers to the Capital Projects, City Information Systems, and Transportation Funds have all increased. Transfers vary from year to year based on the adopted budget or budget ordinance amendments. The funding for the cost-of-living increases in the Pension Plan also varies from year to year. In FY97, funding is being provided entirely through departmental contributions, whereas in FY96, $195,000 was a non-departmental transfer. 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 NOVEMBER 30, '1996 Balance July 1,1996 Ordinance Number 33067 33075 33105 CMT045 33175 CMT087 Deoartment Director of Utilities and Operations Recreation Dues, Memberships and Affiliations City Affomey Social Services - Services Planning & Community Development Balance November 30, '1996 Purpose City's Share of Go~mmental Electric Rate Negotiation Costs Roanoke City Boxing Association Equipment Purchases Greenways/Open Space Steering Committse Looal Government Attorneys of Virginia Membership Family Preservation Program Ward System Task Force $367,576 (23,086) (15,000) (28,800) (1,8oo) (7,563) (3,ooo) $288,327 1 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE Revenue Source General Property Taxes Other Local Taxes Permits, Fees and Licenses Fines and Fort*eitures Revenue fi*om Use of Money and Property Grants-in-Aid Commonwealth Grants-in-,Nd Federal Government Charges for Services Miscellaneous Revenue Internal Se~ces Total Year to Data for the Period July 1- Nov 30 July 1- Nov 30 Percentage 1995-96 1996-97 of Change Current Fiscal Year Percent of Revised Revenue Revenue Estimate Estirnatas Received $21,288,056 $21,778,364 12,763,559 13,168,148 263,462 314,166 396,815 437,751 542,819 418,370 9,550,472 10,827,253 9,948 26,247 1,075,539 1,065,789 112,265 133,950 488,129 480,432 2.30 % $62,236,700 34.99% 3.17 % 48,446,356 27.18% 19.25 °,6 562,200 55.88°,6 10.32 % 875,500 50.00% (22.93) % 1,138,326 36.75% 13.37 % 33,981,917 31.86% 163.84 % 25,000 104.99% (0.91)% 3,312,010 32,18% 19.32 % 310,500 43.14% (1.58) % 1,824,000 26.34% $46/t91,064 $48,660,470 4.64 % $182~712,609 31.86% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Exoenditures Year to Data for the Period Current Fiscal Year Percent of July 1- Nov 30 July 1- Nov 30 Percentage Unencumbered Revised Budget 1995-96 1996-97 of Change Balance Appropriations Obligated General Government $4,367,740 Judicial Administra~on 1,678,303 Public Safety 14,680,251 Public Works 10,511,947 Health and Welfare 6,725,020 Parks, Recrea~on and Cultural 2,475,803 Community Development 516,372 Transfer to Debt Service Fund 6,443,227 Transfer to School Fund 15,763,538 Nondepartmental 3,065,591 Total $4,244,663 (2.82) % $5,901,208 $10,145,871 41.84% 1,630,860 (2.83)% 2,440,248 4,071,108 40.06% 15,292,857 4.17 % 21,998,468 37,291,325 41.01% 10,728,360 2.06 % 12,013,840 22,742,200 47.17% 7,722,115 14.83 % 12,347,919 20,070,034 38.48% 2,310,149 (6.69)% 2,572,826 4,882,975 47.31% 504,170 (2.36)% 843,051 1,347,221 37.42% 6,776,714 5.18 % 2,534,086 9,310,800 72.78% 16,432,133 4.24 % 22,532,654 38,964,787 42.17% 3,762,232 22.72 % 2,325,958 6,088,190 61.80% $66,227,792 $69,404,263 4.80 % $86,810,258 $154,914,511 44.80% 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 Current Fiscal Year Percent of Revised Revenue July 1-Nov 30 July l-Nov 30 Percentage Revenue Estimate 1995-96 1996-97 of Change Estimates Received $2,583,735 $2,729,606 5.65 % $8,090,895 33.74% 11,422,156 12,228,233 7.06 % 30,904,880 39.57% 290,059 245,931 (15.21)% 2,353,996 10.45% 657,538 666,962 1.43 % 2,850,206 23.40% 15,763,538 16,432,134 4.24 % 38,964,787 42.17% 4,420,136 3,859,309 (12.69)% 4,593,995 N/A $35,137,162 $36,162,175 2.92 % $87,758,759 41.21% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period Current Fiscal Year Percent of July 'l-Nov 30 July l-Nov 30 Percentage Unencumbered Revised Budget 1995-96 1996-97 of Change Balance Appropriations Obligated Ex~3enditures Instruction General Support Transportation Operation and Maintenance of Plant Food Services Facilities Other Uses of Funds Special Purpose Grants Total $21,158,880 $22,164,272 4.75 % $39,554,843 $61,719,115 35.91% 1,116,724 1,070,265 (4.16)% 2,087,561 3,157,826 33.89% 1,071,746 943,506 (11.97)% 1,910,385 2,853,891 33.06% 3,732,273 3,659,969 (1.94) % 5,846,602 9,506,571 38.50% 1,140,284 1,249,958 9.62 % 2,315,738 3,565,696 35.06% 2,320,641 1,859,647 (19.86)% 1,859,647 100.00% 2,203,947 2,905,105 31.81% 395,336 3,300,441 88.02% 4,338,502 4,593,995 5.89 % 4,593,995 N/A $37,082,997 $38,446,717 3.68 % $82,110,465 $90,557,182 42.46% 3 CITY OF ROANOKE, VIRGINIA CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF NOVEMBER 30, '1996 Expenditures Unexpended Outstanding Unencumbered Budget To Date Balance Encumbrances Balance General Government $8,332,343 $5,041,493 $3,290,850 $271,205 $3,019,645 Public Safety 9,694,206 9,374,325 319,881 7,100 312,781 Education 19,890,309 13,101,445 6,788,864 5,639,863 1,149,001 Community Development 1,041,000 82,269 958,731 958,731 Recreation 663,580 274,180 389,400 133,666 255,734 Streets and Bridges 12,953,357 10,145,515 2,807,842 1,257,950 1,549,892 Sanitation Projects 241,199 88,164 153,035 2,500 150,535 Traffic Engineering & Communica~ons 1,775,300 1,380,188 395,112 35,370 359,742 Other Infrastructure Projects 7,308,534 3,348,245 3,960,289 178,169 3,782,120 Capital Improvement Reserve 20,421,731 20,421,731 20,421,731 Total $82,321,869 $42,836,824 $39,488,735 $8,484,554 $31,001,181 4 CITY OF ROANOKE, VIRGINIA WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 5 MONTHS ENDING NOVEMBER 30, 1996 Operating Revenue Commercial Sales Domestic Sales Industrial Sales Town of Vinton County of Roanoke City of Salem Customer Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest on Investments Rent Miscellaneous Revenue Interest Expense Total Nonoperating Revenue (Expenses) Net Income 1996 1995 $1,372,835 $1,385,931 1,211,828 1,263,897 101,215 109,166 10,031 13,207 827,595 814,367 1,766 1,606 228,627 174,755 3,753,897 3,762,929 600,229 600,980 1,282,924 1,110,631 391,154 391,154 2,274,307 2,102,765 1,479,590 1,660,164 107,796 22,743 1,516 1,475 14,867 14.565 (659,525)(1) (535,346) 38,783 $944,244 $1,698,947 Note (1) This amount represents interest paid on the 1992 Water Bonds. Interest was previously capitalized as part of the construction costs related to He Carvins Cove improvements, which were substantially complete in February 1996. 5 CITY OF ROANOKE, VIRGINIA SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 5 MONTHS ENDING NOVEMBER 30, 1996 Operating Revenue Sewage Charges - City Sewage Charges - Roanoke County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depredation Total Operating Expenses Operating Income Nonoperating Revenue Interest on Investments Miscellaneous Revenue Total Nonoperating Revenue Net Income 1996 $3,152,531 393,431 109,044 394,263 46,210 67,151 38,714 4,201,344 700,036 1,916,611 389,777 3,006,424 1,194,920 167,419 6,814 174,233 $1 ~369~153 1995 $2,787,155 328,962 64,544 304,264 36,390 41,140 38,850 3,601,305 713,481 1,382,452 389,777 2,485,710 1,115,595 88,070 9,892 97,962 $1,213~557 CITY OF ROANOKE, VIRGINIA CiViC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 5 MONTHS ENDING NOVEMBER 30, 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 $95,886 27,806 33,509 825 14,753 32,930 205,709 450,834 425,655 159,650 1,036,139 (830,430) 879,771 12,912 2,329 895,012 $64,682 1995 $152,379 36,427 28,703 870 30,649 51,609 5,114 3051751 430,337 416,602 159,649 1,006,588 (700,837) 779,636 114,896 14,962 1,674 911,168 $219~331 7 CITY OF ROANOKE, VIRGINIA TRANSPORTATION FUND COMPARATIVE INCOME STATEMENT FOR THE 5 MONTHS ENDING NOVEMBER 30, 1996 Operating Revenue Century Station Parking Garage Williamson Road Parking Garage Market Square Parking Garage Church Avenue Parking Garage Tower Parking Garage Surface Parking Lots Total Operating Revenue Operating Expenses Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Transfer from General Fund Transfer from Materials Control Fund Operating Subsidy for GRTC Interest on Investments interest Expense Miscellaneous Total Nonoperating Revenue (Expenses) Net Income 1996 $124,493 187,965 65,277 173,433 96,935 46,388 694,491 291,618 216,881 508,499 185,992 1,001,133 (300,000) (3,277) (304,619) 6,109 399,346 $585,338 1995 $114,978 108,519 66,329 160,995 80,965 47,850 579,636 221,313 216,881 438,194 141,442 872,665 43,165 (200,000) 4,021 (276,308) 2,319 445,862 $587,304 CITY OF ROANOKE, VIRGINIA NURSING HOME FUND COMPARATIVE INCOME STATEMENT FOR THE 5 MONTHS ENDING NOVEMBER 30, 1996 Operating Revenue Pdvate Patient Fees Medicaid Patient Fees Medicaid Reimbursements Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Transfer from General Fund Interest on Investments Total Nonoperating Revenue Net Income 1996 $3,296 122,027 386,158 511,481 546,455 171,894 9,845 728,194 (216,713) 545,022 14,625 559,647 $342,934 1996 $14,013 121,954 404,088 540,055 552,367 179,755 9,845 741,967 (201,912) 504,210 8,273 512,483 $310,571 9 CITY OF ROANOKE, VIRGINIA HOTEL ROANOKE CONFERENCE CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 5 MONTHS ENDING NOVEMBER 30, 1996 1996 CONFERENCE COMMISSION (1) CENTER (2) TOTAL 1995 Operating Revenue Commission Conference Center $ $ $ $ 1,004,834 1,004,834 681,875 Total Operating Revenue 1,004,834 1,004,834 681,875 Operating Expenses Commission Conference Center Depreciation Expense 32,245 32,245 4,068 782,227 782,227 675,118 185,031 20,032 205,063 191,850 Total Operating Expenses 217,276 802,259 1,019,535 871,036 (217,276) 202,575 (14,701) (189,161) Operating Income (Loss) Nonoperating Revenue (Expenses) City Subsidy Virginia Tech Subsidy Proceeds from Brick Sales Interest on Investments Conference Center 175,000 175,000 175,000 175,000 175,000 175,000 150 150 875 1,572 1,572 5,068 3,577 3,577 (14,157) Total Nonoperating Revenue (Expenses) 351,722 3,577 355,299 341,786 $134,446 $206,152 $340,598 $152,625 Net Income Notes to Financial Statement: (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. 10 CITY OF ROANOKE, VIRGINIA INTERNAL SERVICE FUNDS COMPARATIVE INCOME STATEMENT FOR THE $ MONTHS ENDING NOVEMBER 30, 1996 TOTALS ORy Infof~natlon Materials Management UtllRy Line Flsnt Risk (1) Systems Control '=ervIoee ServIoes Management Management 1896 199G $969.231 $80,527 $82,115 $1,150,947 $1,274,980 $2.479,024 $81036,824 $3.762,441 969,231 80,627 82,t16 1,160,847 1,274,980 2,478,024 6,036,824 3,762,441 591,779 42,541 22.759 948,144 501,964 69.823 2,177,010 2,028,345 118,581 4,828 34.488 206,677 323,090 2,508,883 3,196,547 804,514 133,913 762 17,664 71,884 454,836 679,059 740,741 844,273 48,t3t 74,911 t,226,70~ 1,279,890 2,678,706 6,092,81g 3,673,600 124,968 32,386 7,204 (78,768) (4,8t0) (88,882) (16,792) 188,841 Operating Revenue Charges for Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses operating Inooflte {Loss) Nonopernting Revenue (Expenses) 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 Transportation Fund 44,598 (3,107) 4,540 29,356 25,809 195,735 296.931 177,692 67,253 244,945 55,258 50,000 212,600 20,000 (114,896) (212,600) (43,165) Nat Nonoperating Revenue (Expenses) 222,280 (3,107) 4,840 29,3,S9 88,062 196,736 641,876 (32,803) ~347,248 $29,288 $11,744 ($#,402) $88,182 $H,063 $626,084 $156,038 Net Income (Loss) Note (1) The Risk Management Fund was eatabllshed on July t, 19iJG. 11 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED NOVEMBER 30, 1996 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED NOVEMBER 30, 1996. GENERAL $6,362,797.23 $7,270,203.39 $14,018,911.37 $4,853,734.42 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 5,741,044.46 358,181.26 162,026.45 6,079,298.55! 22,463,227.10 1,288,842.89 1,285,255.63 20,726,248.36 i 777,647.35 55,083.93 246,598.84 791,327.65 182,867.27 143,518.58 97,841.49 510,712.84 34,238,720.59 1,609,869.15 825,327.00 4,103,560.81 1,091,075.08 106,748.97 182,076.36 ii 648,565.46 46,284.58 175,000.00 5,760.80 447,330.87 8,891,893.93 40,827.37 8,186,491.56 2,123,379.95 42,001.45 119,565.43 696,286.37 (111,748.96) 117,649.18 126,560.91 (156,392.70', 210,351.01 10,615.16 3,771.20 222,652.27 1,432,583.59 16,118.52 49,059.64 1,497,144.11 1,170,848.24 1,106.40 111,137.22 1,085,562.56 (13,348,628.31) 15,092,060.51 13,714,944.16 (5,679,235.60'~ 10,364,256.37 408,676.00 443,239.951 0.00 267,350.19 508,324.27 874,340.03 (328,382.631 12,399,429.48 4,100,865.64 5,796,261 8,147,175.28 32,595.89 42,673.59 206,411.43 ~ 4,040.24 279,715.22 522,409.33 287,294.25 70,070.14 TOTAL $94,615,690.26 $31,910,775.59 $38,556,633.59 $51,906,190.56! 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 NOVEMBER 30, 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: DECEMBER 18, 1996 DAVID C. ANDERSON, TREASURER 12 CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE $ MONTHS ENDING NOVEMBER 30, 1996 Revenue 1996 $2,492,623 1,982,856 2,548,349 22,235 $7,046,063 1995 $2,361,464 1,608,682 1,946,357 136,980 $6,053,483 Contributions Investment Income Gain on Sale of Investments Bond Discount Amortization Total Revenue Expenses Pension Payments Fees for Professional Services Bond Premium Amortization Administrative Expense $3,387,748 204,979 128,035 12,813 $3,382,860 181,707 106,412 12,140 Total Expenses 3,733,578 $31312~488 3,683,119 $2~370~364_ Net Income 13 CITY OF ROANOKE PENSION PLAN BALANCE SHEET NOVEMBER 30, 1996 _Assets Cash Investments: (market value: 1996 $231,705,894 1995 $200,384,254) 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 ($98,702) 177,285,784 1,062 18,000 $177,206~144 $680,695 680,695 173,212,961 3,312,488 176,525,449 $1771206,144 1995 ($415,370) 162,141,077 195,727 18,000 $161,9391434 $640,867 640,867 158,928,203 2,370,364 161,298,567 $161,939,434~ 14 Mary F. Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk January 9, 1997 File #262-301-373-468-472-515 Sandra H. F. akin Deputy City Clerk Stephen A. Mancuso General Manager Valley Metro Roanoke, Virginia Dear Mr. Mancuso: I am enclosing copy of Ordinance No. 33229-010697 authorizing the City Manager to enter into an agreement with Greater Roanoke Transit Co., for the leasing of office space within the Campbell Court Transportation Center to house the CIS Workstation Support Group, upon certain terms and conditions. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attomey James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations Archie Harrington, Manager, City Information Systems Ronald L. Wade, Acting Manager, Communications Department William F. Clark, Director, Public Works Chades M. Huffine, City Engineer Sarah E. Fitton, Engineering Coordinator George C. Snead, Jr., Director, Public Safety Diane S. Akers, Budget Administrator, Office of Management and Budget Dolores C. Daniels, Assistant to the City Manager for Community Relations IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of January, 1997. No. 33229-010697. AN ORDINANCE authorizing the City Manager to enter into an agreement with Greater Roanoke Transit Company for the leasing of office space within the Campbell Court Transportation Center to house the CIS Workstation Support Group, upon certain terms and conditions; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager and the City Clerk are authorized to execute and attest, respectively, in form approved by the City Attorney, an appropriate lease agreement with the Greater Roanoke Transit Company for the lease of 2,245 square feet of space within the Campbell Court Transportation Center on Campbell Avenue, S.W., for use by the CIS Workstation Support Group; said lease shall be for a one-year term, with up to four one-year renewals; the annual lease rate is first year - $6,487.50, second year - $6,920.00, third year - $7,352.50, fourth year - 7,785.00, and fifth year $8.217.50; said lease shall be upon the terms and conditions as more particularly described in the report to this Council from the Water Resources Committee dated January 6, 1997. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Mary F. Parker, CMC/AAE Cay Clerk CITY OF ROANOKE Office of the City Clerk January 9, 1997 File ~60-262-301-373-468-472-515 Sandre H. F. akin Deputy City Clerk James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33228-010697 amending and reordaining certain sections of the 1996-97 General and City Information Systems Fund Appropriations, providing for transfer of funds in connection with a Lease Agreement for space in the Campbell Court Transportation Center for use by the City Information Systems Department. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robed Herbert, City Manager Kit B. Kiser, Director, Utilities and Operations Archie Herrington, Manager, City Information Systems Ronald L. Wade, Acting Manager, Communications Department Stephen A. Mancu~o, General Manager, Valley Metro William F. Clark, Director, Publio Works Chades M. Huffine, City Engineer Sarah E. Fiffon, Engineering Coordinator George C. Snead, Jr., Director, Public Safet~ Diane S. Akers, Budget Administrator, Office of Management and Budget Dolores C. Daniels, Assistant to the City Manager for Community Relations IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of January, 1997. No. 33228-010697. AN ORDINANCE to amend and reordain certain sections of the 1996-97 General and City Information Systems Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 General and City Information Systems Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund Ao~)rooriations Public Works Communications (1-7) ............................................................................. Nondepartmental Transfers to Other Funds (8) .................................................................. City Information Systems Fund AoDroDriations Operating (9-16) ....................................................................................... Capital Outlay from Revenue (17) ............................................................ Revenue Non-Operating (18) ................................................................................... Retained Earninqs Retained Earnings - Unrestricted (19) ...................................................... $22,678,547 2,119,238 $54,424,930 54,375,786 $ 2,143,344 51,251 $ 241,345 $ 2,587,010 1) Regular Employees Salaries 2) FICA 3) City Retirement 4) Hospitalization Insurance 5) Dental Insurance 6) Disability Insurance 7) Maintenance - Equipment 8) Transfer to City Information Systems 9) Regular Employee Salaries 10) FICA 11) City Retirement 12) Hospitalization Insurance 13) Dental Insurance 14) Disability Insurance 15) Maintenance - Equipment 16) Equipment Rental/Lease 17) Other Equipment 18) Transfer from General Fund 19) Retained Earnings - Unrestricted (001-050-4130-1002) $ (34,826) (001-050-4130-1120) (2,665) (001-050-4130-1105) (4,006) (001-050-4130-1125) (2,192) (001-050-4130-1126) ( 132) (001-050-4130-1131 ) ( 82) (001-050-4130-2048) (19,750) (001-004-9310-9513) 63,653 (013-052-1601-1002) 34,826 (013-052-1601-1120) 2,665 (013-052-1601-1105) 4,006 (013-052-1601-1125) 2,192 (013-052-1601-1126) 132 (013-052-1601-1131 ) 82 (013-052-1601-2048) 19,750 (013-052-1601-3070) 3,244 (013-052-1602-9015) 13,810 (013-020-1234-1037) 63,653 (013-3336) (17,054) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. January 6, 1997 Report No. 96-373 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Campbell Court Transportation Center Lease Agreement - City of Roanoke The attached staff report was considered by the Water Resources Committee at its regular meeting on December 16, 1996. The Committee recommends that Council authorize the execution of a Lease Agreement in a form approved by the City Attorney and transfer funds associated with staff, telephone systems, office space lease, furniture and equipment, in accordance with conditions stated in the attached report. LFW:KBK:afm Attachment CC; W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities & Operations George C. Snead, Director of Public Safety Charles M. Huffine, City Engineer Archie Harrington, Manager, City Information Systems Ronald L. Wade, Acting Manager, Communications Stephen A. Mancuso, General Manager, Valley Metro Diane S. Akers, Budget Administrator Delores D. Daniels, Assistant to City Manager for Community Relations Sarah E. Fitton, Engineering Coordinator CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION Report No. 96-373 DATE: TO: FROM: SUBJECT: December 16, 1996 ,~e~., ~Resources Committee K~ser~, ' DJre~~ ~-x.{ . U · , ~?e~bvl~U~ilities and Operations thru W. Robert He--Manager Campbell Court Transportation Center Lease Agreement - City of Roanoke I. Backqround on the subject in chronological order is as follows: Responsibilities for the City's business telephone and computer aided dispatch (CAD) systems and two staff positions have been transferred from the Communications Department to the City Information Systems (CIS) Department effective December 1, 1996. Funding for the two staff positions and operation of business phones is available in the Communications Department budget and needs to be transferred to ClS. Funds for the operation of the CAD system for FY96-97 were transferred to CIS during budget work this past summer. Office space, furniture and equipment are needed to house the two staff members. Funding for those needs is available in CIS internal service fund retained earnings. II. Current situation is as follows: CIS has located 865 square feet of space within Greater Roanoke Transit Company's Campbell Court Transportation Center that is suitable to house the CIS Workstation Support Group, thereby making space available in Municipal North for the two transferred staff positions· B. The terms of a lease agreement were negotiated as follows: Number of Square Feet 2,245 (of which 865 S.F. is finished office space and 1,280 S.F. is unfinished space) 2. Term of Lease One year with up to four one year renewals Members, Water Resources Committee Campbell Court Transportation Center Lease Agreement December 16, 1996 Page 2 Annual Lease Rate, calculated on 865 S.F. of finished office space 87.50/S.F. year 1 = 86,487.50 88.00/S.F. year 2 -- 6,920.00 88.50/S.F. year 3 = 7,352.50 89.00/S.F. year 4 = 7,785.00 89.50/S.F. year5 = 8,217.50 Maximum Rent Credit for Capital Improvements None 5. Intended Use Office & computer work space 6, Location Second floor with second and ground floor entrances Utilities: a. Electric, gas, sewer & water Provided by GRTC b. Telephone & tele- communications Provided by City Janitorial and Maintenance Provided by GRTC for common areas only - not within leased premises Survey of the lease rates charged for comparable space reveals the competitiveness of items 3, 7, and 8 above. The lease rates charged in the four buildings that were surveyed range from 84.00 per square foot with no utilities, janitorial, and maintenance, to 812.00 per square foot with all utilities, janitorial, and maintenance. Lease agreement between the City and Greater Roanoke Transit Company (GRTC) and transfer of funds must be approved by City Council. III. Issues A. B. __ in order of importance are as follows: Cost Need C. Timing Members, Water Resources Committee Campbell Court Transportation Center Lease Agreement December 16, 1996 Page 3 IV. Alternatives in order of feasibility are as follows: Water Resources Committee recommends that City Council authorize the following: Execution of a Lease Agreement, as summarized above and in form approved by the City Attorney, and Transfer of funds associated with staff, telephone systems, office space lease, furniture and equipment. Cost of the lease will be $540.63 per month, or $6,487.50 per year. Cost of the lease for remainder of FY96-97 will be $3,243.78. This amount will reduce the City's subsidy funding to GRTC by an equal amount. Cost of furniture and equipment will be $13,810. 2. Need for suitable locations to house ClS staff will be met. 3. Timin.q to allow use of the facility as soon as possible will be met. Water Resources Committee does not recommend that City Council authorize the execution of a Lease Agreement and transfer of funds as summarized above. Cost for another location may increase and lease costs will not be offset by decreasing the amount of subsidy to Greater Roanoke Transit Company. 2. Need for suitable locations to house CIS staff will not be met. 3. Timing to allow use of the facility as soon as possible will not be met. Recommendation is as follows: Water Resources Committee recommends that City Council concur in Alternative "A" and take the following action: Authorize the execution of a Lease Agreement, as summarized above and in form approved by the City Attorney, Transfer funds associated with staff, telephone systems, office space lease, furniture and equipment as follows: Transfer from Communications Department (001-050-4130)to CIS Department (013-052-1601 ): Members, Water Resources Committee Campbell Court Transportation Center Lease Agreement December 16, 1996 Page 4 FROM TO AMOUNT ACCOUNT ACCOUNT DESCRIPTION a) 34,826 1002 1002 Employee Salaries b) 2,665 1120 1120 FICA c) 4,006 1105 1105 Retirement d) 2,192 1125 1125 Health Insurance e) 132 1126 1126 Dental Insurance f) 82 1131 1131 Disability Ins. g) 19,750 2048 2048 Telephone Maint. Transfer from CIS Retained Earnings (013-3336) to CIS Operating Budget (013-052-1601 & 1602): FROM T._.~O AMOUNT ACCOUNT ACCOUNT Description a) 13,810 013-3336 b) 3,244 013-3336 1602-9015 Other Equipment 1601-3075 Other Rental WRH/KBK/SEF/kh CC: City Attorney City Clerk Director of Finance Director of Public Safety Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Manager, City Information Systems Acting Manager, Communications Budget Administrator MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 21.5 Church Avenue, $.W., Room 4.56 Roanoke, Virginia 24011-1.53(5 Telephone: (.540) 981-2.541 Fax: (.540) 224-314.5 SANDRA H. EAK1N Deputy City Clerk January 13, 1997 File #70-468-514 Dr. and Mrs. Clement B. Binnings, Jr. 1701 Driftwood Lane, S. W. Roanoke, Virginia 24018 Dear Dr. and Mrs. Binnings: I am enclosing copy of Ordinance No. 33230-010697 providing for acquisitio~ of property rights needed by the City across property owned by Clement and Joan Binnings, identified by Official Tax Map No. 5110201 for construction of the Mount Holland Fire Hydrant Project; authorizing the City Manager to fix a certain limit on the consideration to be offered by the City; providing for the City's acquisition of such property rights by condemnation, under certain circumstances; and authorizing the City to make motion for the award of a right of entry on the parcel for the purpose of commencing the project. The abovereferanced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sinceraly, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of January, 1997. No. 33230-010697. AN ORDINANCE providing for the acquisition of property rights needed by the City across property owned by Clement and Joan Blnnings, identified by Official Tax Map No. 5110201 for the construction of the Mount Holland Fire Hydrant Project; authorizing the City Manager to fix a certain limit on the consideration to be offered by the City; providing for the City's acquisition of such property rights by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on the parcel for the purpose of commencing the project; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. For the construction of the Mount Holland Fire Hydrant Project, the City wants and needs certain property rights across property owned by Clement and Joan Blnnings, identified by Official Tax Map No. 5110201, as more specifically set forth in the report to this Council dated January 6, 1997, on file in the Office of the City Clerk. The proper City officials are authorized to acquire for the City from the owners the necessary property for such considerat~o~ as the City Manager may deem appropriate, subject to the limitation set out below and subject to applicable statutory guidelines. All requisite documents shall be upon form approved by the City Attorney. 2. The City Manager is directed to offer on behalf of the City to the owners of the aforesaid parcel, such consideration as he deems appropriate for the necessary Interests, provided, however, the total consideration offered or expended, as well as title search, appraisal, closing cost and recordation costs, shall not exceed $1,500.00 without further authorization of Council. Upon the acceptance of any offer and upon delivery to the City of a deed, approved as to form and execution by the City Attorney, the Director of Finance Is directed to pay the necessary consideration to the owners. 3. Should the City be unable to agree with the owner of the real estate over whlch the easement Is required or should any owner be a person under a disability and lacking capacity to convey real estate or should the whereabouts of the owner be unknown% the City Attorney Is authorized and directed to institute condemnation or legal proceedings to acquire for the City the appropriate property rights. 4. In instituting or conducting any condemnation proceeding, the City Attorney ls authorized to make motlon on behalf of the City for entry of an order, pursuant to S25-46.8, Code of Virginia (1950), as amended, granting to the City a right of entry for the purpose of commencing the project. The Director of Finance, upon request o~ the City Attorney, shall be authorized and directed to drawn and pa~ into court the sum offered to the owners. 5. In order to provide for the usual dally operation of the municipal government, an emergency is deemed to exlst, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. January 6, 1997 Report No. 96-375 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Property Rights Acquisition for Mount Holland Fire Hydrant Project The attached staff report was considered by the Water Resources Committee at its regular meeting on December 16, 1996. The Committee recommends that Council authorize the City Manager to take appropriate action in order to accomplish the acquisition of all property rights necessary for the construction of the project across the property of Clement & Joan Binnings, Tax Map No. 5110201, in accordance with conditions stated in the attached report. Respectfully submitted, LFW:KBK:afm Attachment CC~ W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities & Operations Jesse H. Perdue, Manager, Water Department Charles M. Huffine, City Engineer Diane S. Akers, Budget Administrator Delores D. Daniels, Assistant to City Manager for Community Relations Sarah E. Fitton, Engineering Coordinator Report No. 96-375 CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: TO: FROM: SUBJECT: December 16, 1996 Members, Water Resources Committee ~'Kit B. Kiser, Di~re~[~r,~Utilities and Operations thru W. Robert HerD'e'r~,-City Manager PROPERTY RIGHTS ACQUISITION FOR MOUNT HOLLAND FIRE HYDRANT PROJECT Backoround in chronological order is as follows: Roanoke City annexed the Windsor Lake Subdivision from Roanoke County in 1979. Reouest for hydrant installation for Keithwood Drive, Bruceton Road and Mount Holland Drive was made to the Fire Department by Bill Hackley, Partnership Facilitator, in 1992. Follow up request was presented by Mr. John Edwards March 1994. (Letter attached.) Water distribution system serving these three streets consists of 3- inch and 4-inch water mains. A minimum of 6-inch water mains is the preferred standard for installation of fire hydrants. Two directional flow on 4-inch water lines served by a 1 2-inch water line provides the option to install a limited number of hydrants. Fire hydrants were installed on Keithwood Drive and Bruceton Road in 1994. Easement acquisition is required to complete the loop (two directional feed) of 4-inch water line in Mount Holland from Driftwood Road. II. Current Situation is as follows: A. Mount Holland Fire Hydrant Pr~)ject is currently under design and construction is scheduled for the Spring of 1997. Members, Water Resources Committee Mount Holland Fire Hydrant Project December 16, 1996 Page 2 Bo Authorization is needed to move forward with title work, negotiations and closings for acquisition of property rights. III. Issues in order of importance are: A. Need B. Timing C. Fundirlg IV. Alternatives in order of feasibility are: Ao Water Resources Committee recommends that City Council authorize the City Manager to take appropriate action in order to accomplish the acquisition of all property rights necessary for the construction of the project across the property of Clement & Joan Binnings, Tax Map No. 5110201. Said property rights may be acquired by negotiation or eminent domain and include permanent easements, temporary construction easements (see attached map), and other property rights as needed for the project. All documents to be in a form approved by the City Attorney. Need for property rights acquisition exists in order to construct the 4-inch line to provide two directional flow. Timing of property rights acquisition is important to avoid delay of project schedule. Funding totaling $1,500.00 is available in the Fees for Professional Services Account #002-056-2160-2010, and is adequate to cover the acquisition of the property rights required. Water Resources Committee does not recommend that City Council ~ the City Manager to take appropriate action in order to accomplish the acquisition of all property rights necessary for the Members, Water Resources Committee Mount Holland Fire Hydrant Project December 16, 1996 Page 3 construction of the project across the property of Clement & Joan Binnings, Tax Map No. 5110201. Said property rights may not be acquired by negotiation or eminent domain and include permanent easements, temporary construction easements (see attached map), and other property rights as needed for the project. All documents to be in a form approved by the City Attorney. Need for property rights acquisition would not exist and fire hydrant request could not be honored. Timing of property rights acquisition to avoid delay of project schedule would not be met. 3. Funding would not be expended. Water Resources Committee recommends that City Council authorize the City Manager to take appropriate action in order to accomplish the acquisition of all property rights necessary for the construction of the project across the property of Clement & Joan Binnings, Tax Map No. 5110201, in accordance with Alternative "A". Said property rights may be acquired by negotiation or eminent domain and include permanent easements, temporary construction easements (see attached map), and other property rights as needed for the project. All documents to be in a form approved by the City Attorney. WRH/KBK/SEF/ Attachments CC: City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Manager, Water Department Assistant to City Manager for Community Relations Engineering Coordinator City Engineer Budget Administrator Dm~d A, Sowe~ Kit B. Kiser, Director Utilities & Operations Room 354, Municipal Bldg. 215 Church Ave., SW Roanoke, VA 24011 RH: CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W.. Room 456 Ronnoke, Virginia 24011-1536 Telephone (703} 981-2541 March 24, 1994 Council Members: Elizabeth T. Bowles John S. Edwards James O. Harvey, II Delvis O. "Mac" McCadden Howard E. Musser William White, Sr. Fire Hydrant at Bruceton Road And Mount Holland Drive Dear Kit: Thank you for your March 18, 1994 letter responding to my February 24, 1994 letter. I appreciate your investigation and report of findings and that the City is to install a fire hydrant at the intersection of Keithwood Drive and Bruceton Road and a second hydrant at the dead end of Keithwood Drive. I also appreciate that Mr. M. Craig Sluss, Water Department Manager, will be pursuing a possible easement to provide anothe~ direction of flow to the water line in Mount Holland Drive in order to permit additional hydrants in the area in the future. From talking to Mrs. Lynn Price, who lives at 4930 Mount Holland Drive, I understand that a fire hydrant at Bruceton Road and Mount Holland Drive is very much needed. Accordingly, I would appreciate the City moving forward expeditiously to obtain the necessary easements and install a fire hydrant at Bruceton and Mount Ho~land ~n order to protect our citizens from the risk of fires. Thanks again for your kind assistance and cooperation in this matter. Sincerely, S. Edwards JSE/jkl cc: w. Robert Herbert, City Manager Mr. and Mrs. David Price Leonard Booth Billy W. Southall M. Craig Sluss N 85°~9'._50"__E - - II II ~ ~11h ~ ~il~ BLOCK 2 5110201 --~1 L = , ~ 215.86' S89'3YSO"W LOT 2 BLOCK 2 5110202 1. THE PROPERTY SiIOWN ON Tlt~ FLAT IS NOW lH THE NAME OF C~ B & ~OAI~ BINNING8. 2. THIS FLAT W.a.,~dX]~l~} FROM INFORMATION OF RECORD AND DOES NOT ~A l,,m.n SURVEY. 215 Chinch Avenue, $.W. (~) 981-2~ t PLAT SHOWING A 15' WA'i'm~. EASEMENT ACROSS LOT I BLOCK 2 WINDSOR LAKE CITY OF ROANOKE, VIRGINIA II /~- 37'68' LOT 6 BLOCK 2 5110206 SCALE: 1'=50' DAT~: AUGUST 22, 1996 PLAN NO, 6335 MARY E PARKER, CMC/AAE Cie/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 January 9, 1997 File ff.80-110-144-183 SANDRA H. EAKIN Deputy City Clerk Scott Axelson, Division Vice-President Browning-Ferris Industries 341 - 24th Street, N. W. Roanoke, Virginia 24017 Chris Rooney, Division President Waste Management of Virginia-Blue Ridge 2508 W. Main Street Salem, Virginia 24153 Gentlemen: I am enclosing copy of Resolution No. 33232-010697 concurring in the recommendation of City Council's Solid Waste Collection and Disposition Study Committee that the City continue providing residential refuse collection service with City employees. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. On behalf of the City of Roanoke, I would like to express appreciation for submitting your proposal on residential refuse collection service. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. H:'~AGENDA.GT~JANUARY.8 Mary F. Parker, CMC/AAE C~y C~rk CITY OF ROANOKE Office of the City Clerk ~andra H. Eakin Deputy City Clerk January 9, 1997 File #80-110-144-183 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33232°010697 concurring in the recommendation of City Council's Solid Waste Collection and Disposition Study Committee that the City continue providing residential refuse collection service with City employees. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Wilbum C. Dibling, Jr,, City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management Barry L. Key, Manager, Office of Management and Budget Diane $. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of January, 1997. No. 33232-010697. A RESOLUTION concurring in the recommendation of City Council's Solid Waste Collection and Disposition Study Committee that the City continue providing residential refuse collection service with City employees. WHEREAS, on August 19, 1996, City Council created the Solid Waste Collection and Disposition Study Committee ("Committee") to thoroughly explore solid waste collection and disposition issues and report back to City Council with its recommendations; WHEREAS, on September 6, 1996, the Committee formulated a process for requesting proposals from the private sector for the provision of residential refuse collection service and directed staff to proceed with implementation; WHEREAS, subsequent to legal advertisement, receipt of proposals and interview of the two proposers, best and final price proposals were received fi.om each of the proposers on December 17, 1996; WHEREAS, the proposal of Browning-Ferris Industries was identified as the best private proposal; WHEREAS, on December 19, 1996, the Committee met and compared the proposal of Browning-Ferris Industries to the City benchmark proposal which had been submitted on November 22, 1996, the same date as the private proposals, and kept under seal until the Committee's meeting of December 19, 1996; WHEREAS, after careful review and evaluation of the private proposal and the City benchmark proposal, the Committee found that the City cost benchmark is lower than the cost of contracting with the private provider for residential refuse collection services in all prospective contract areas; WHEREAS, the Committee was also of the opinion that the quality of residential refuse collection services would remain high with the provision of such services by City employees; and WHEREAS, the Committee recommends to the City Council that the City continue to provide residential refuse collection sendce with City employees; THEREFORE, BE 1T RESOLVED by the Council of the City of Roanoke as follows: 1. City Council finds that the City cost benchmark is lower than the cost of conWacting with a private provider for residential refuse collection services in all prospective contract areas. 2. City Council further finds that by providing residential refuse collection service with City employees the quality of such service will remain high and that such action is otherwise in the public interests. 3. City Council, therefore, elects to continue providing residential refuse collection service by City employees. 4. City Council rejects proposals received from Browning-Ferris Industries and Waste Management of Virginia-Blue Ridge for the provision of residential refuse collection services and expresses appreciation to these tn'ms for their proposals to provide this critical service on behalf of the City. The City Clerk is directed to forward an attested copy of this Resolution to each. 5. City Council expresses its appreciation to the members of its Solid Waste Collection and Disposition Study Committee, John H. Parrott, Chairman, Member of Council, Carroll E. Swain, Member of Council, James O. Trout, Member of Council, William White, Sr., Member of Council, William F. Clark, Director of Public Works, Jesse A. Hall, Deputy Director of Finance, and James D. Ritchie, Assistant City Manager. ATTEST: City Clerk. DAVID A. BOWERS 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 January3,1997 Council Members: C. Nelson Harris John H. Parrott Can-oll E. Swain James O. Trout William White, Sr. Linda F. Wyatt Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: You will find attached a report from the Solid Waste Collection and Disposition Study Committee (SWCDSC) on the provision of residential refuse collection. The report was approved by the SWCDSC at its meeting today and is on the January 6 City Council agenda (Item 6.D). Thank you for your consideration of the report. ...-S~ncerely, A . . //'John H. Parrott Chairman, Solid Waste Collection and Disposition Study Committee Roanoke, Virginia January 6, 1997 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Provision of Residential Refuse Collection I. Back~,round on the subject in chronological order is as follows: On Aueust 19. 1996. City Council a~vroved a recommendation by Council Member Trout to appoint a Solid Waste Collection and Disposition Study Committee (SWCDSC) to thoroughly explore solid waste collection and disposition issues and report back to City Council with its recommendations. Members of the SWCDSC are: 1. John H. Parrott, Council Member-Chairman 2. Carroll E. Swain, Council Member 3. James O. Trout, Council Member 4. William White, Sr., Council Member 5. William F. Clark, Director of Public Works 6. Jesse A. Hall, Deputy Director of Finance 7. James D. Ritchie, Sr., Assistant City Manager On September 6, 1996, at its first meeting, the SWCDSC formulated a process for requesting proposals from the private sector for the provision of residential refuse collection service, and directed staff to proceed with implementation. On October 9. 1996, at its second meeting, the SWCDSC approved the Request for Proposals (RFP) document, which included a description of how private proposals would be evaluated. The SWCDSC also decided that not more than 50% of the City should be contracted out. On October 27. 1996, the RFP for the provision of containerized (automated) residential refuse collection service was advertised in the Roanoke Times and was made available on the City of Roanoke Internet homepage, City Page. Proposals were solicited for the provision of residential refuse collection in three service areas: 1. Contract Area A - Southwest quadrant of the City (28.6%) 2. Contract Area B - Southeast quadrant of the City (21.0%) 3. Contract Area C - Southwest and southeast quadrants of the City (49.6%) Honorable Mayor and Members of City Council Page 2 F. The RFP was also distributed directly to the following prospective proposers: 1. Area Container Services, Inc. 2. Browning-Ferris Industries 3. Consolidated Waste Industries 4. Cycle Systems 5. First Piedmont Corporation 6. Kay Kan Corporation 7. USA Waste of Virginia 8. Virginia Container Service 9. Waste Management of Virginia-Blue Ridge Proposals a~)~ro~riatelv received were publicly opened at 2:00 p.m., Monday, November 25, 1996 in the Office of the Manager of Supply Management, with only the name of the proposer announced. The ~rot>osals submitted by the private providers were forwarded to an Evaluation Committee consisting of the City Manager, Director of Finance, and Budget Administrator for review and identification of the best private proposal. The City's consultant on this project, Malcolm Pirnie, Inc., assisted the Committee in its evaluation process. The City of Roanoke submitted a cost benchmark at the same time that proposals from private service providers were received. The City's cost benchmark remained sealed in the custody of the City Clerk until the SWCDSC meeting on December 19, 1996. The City's cost benchmark was develooed based on avoidable costs (costs that would not be incurred if the service were contracted), as agreed to by the SWCDSC at its first meeting. The cost benchmark was audited by the Municipal Auditor. 2. The City's oro~osal included an estimate of contract administration and conversion costs. Contract administration costs are annual recurring expenses to the City for the on-going management of the service contract, including performance monitoring. Conversion costs are one-time expenses to the City made necessary by contracting, such as employee transition costs. Both estimates were audited by the Municipal Auditor. No members of the Evaluation Committee assisted in the development of the City's cost benchmark proposal. Nor did any members of the staff team preparing the City's cost benchmark proposal assist in the evaluation of the private proposals. Honorable Mayor and Members of City Council Page 3 ll. Current situation is as follows: A. Prooosals were received from the following refuse collection service providers: 1. Browning-Ferris Industries 2. Waste Management of Virginia-Blue Ridge B. The Evaluation Committee interviewed the two orivate nrooosers on December 12, 1996. Best and final orice oroposals were received from the two proposers at 12:00 noon, Tuesday, December 17, 1996 in the office of the City Manager. Brownine-Ferris Industries was identified by the Evaluation Committee as the private proposer submitting the best proposal. Both of the private proposers were deemed qualified to provide refuse collection service. The identification of the best private proposal was based on cost. The following cost proposals were submitted: Contract Area A a. Browning-Ferris Industries b. Waste Management of Virginia-Blue Ridge $ 524,528 $ 614,727 Contract Area B a. Browning-Ferris Industries b. Waste Management of Virginia-Blue Ridge $ 411,295 $ 460,307 Contract Area C a. Browning-Ferris Industries b. Waste Management of Virginia-Blue Ridge $ 795,923 $1,044,483 The orice nrooosal submitted by Brownine-Ferris Industries was adjusted to reflect the total contracting cost by including contract administration costs, conversion costs (amortized), and offsetting revenues projected to accrue to the City by the proposer under a service contract arrangement. This method of comparison is consistent with the method used by other local governments around the country that have been exploring privatization for many years, including Phoenix, Arizona and Charlotte, North Carolina. It has recently been used in Virginia by the City of Chesapeake. The Reason Foundation, a national non-profit organization that promotes privatization efforts, also recommends this approach. Honorable Mayor and Members of City Council Page 4 The adiusted orice oro~osal (total contracting cost) was compared to the City's cost benchmark for each prospective contract area. (See Exhibit A for information on the tabulation of the total contracting cost.) Contract Area A a. Browning-Ferris Industries b. City Cost Benchmark Difference (a-b) $566,793 $406,281 $160,512 (28.3%) Contract Area B a. Browning-Ferris Industries b. City Cost Benchmark Difference (a-b) $452,310 $323,133 $129,177 (28.6%) Contract Area C a. Browning-Ferris Industries b. City Cost Benchmark Difference (a-b) $838,619 $730,117 $108,502 (12.9%) IlL IV. Issues in order of importance are as follows: A. Oualitv of Residential Refuse Collection Service B. Cost Alternatives in order of feasibility are: A. Continue to ~rovide residential refuse collection service with City of Roanoke employees. 1. The aualitv of residential refuse collection service provided with City of Roanoke employees will continue to be high. 2. The City cost benchmark is lower than the cost of contracting with a private provider for residential refuse collection services in all prospective contract areas. B. Contract with a private l~rovider for the ~rovision of residential refuse collection service. The quality of residential refuse collection service provided by a private provider is an unknown, but should be acceptable based on the reputation and qualifications of the proposers. The cost of contractine with a orivate orovider for refuse collection service is higher than the City cost benchmark in all prospective contract areas. Honorable Mayor and Members of City Council Page 5 Recommendation is that (1) City Council Concur in Alternative A, (2) continue the provision of residential refuse collection service with City of Roanoke employees, and (3) reject all other proposals received for the provision of residential refuse collection. ~i~cerely, A ~ · Chairman, Solid Waste Collection and Disposition Study Committee CC: Assistant City Manager Budget Administrator City Attorney City Clerk City Manager Director of Finance Director of Public Works Manager, Office of Management and Budget Manager, Solid Waste Management · Exhibit A - Tabulation of Total Contracting Cost Contract Area A: Total Net Contract Amount Contract Administration Costs Conversion Costs (amortized) Offsetting Revenues {1) Total Contracting Cost (2) City Cost Benchmark Difference (1-2) Private Proposer Browning-Ferris $524,528 + 41,674 + 11,659 11,068 566,793 406,281 $160,512 Contract Area B: Total Net Contract Amount Contract Administration Costs Conversion Costs (amortized) Offsetting Revenues (1) Total Contracting Cost (2) City Cost Benchmark Difference {1-2) $411,295 + 41,674 + 10,002 10,661 452,310 323,133 $129,177 Contract Area C: Total Net Contract Amount Contract Administration Costs Conversion Costs (amortized) Offsetting Revenues {1) Total Contracting Cost (2) City Cost Benchmark Difference (1-2) $795,923 + 41,674 + 22,247 21,225 838,619 730,117 $108,502 Roanoke, Virginia January 6, 1997 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council Subject: Provision of Residential Refuse Collection Please reserve space on the January 6 City Council agenda for a report from the Solid Waste Collection and Disposition Study Committee on the item referenced above. The Solid Waste Collection and Disposition Study Committee will meet on Friday, January 3, 1997, at 9:00 a.m. to approve the report. The final report will be delivered Friday afternoon via courier. Waste Collection and Disposition Study Committee Mary F. Parker, CMC/AAE C~ Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk January 9, 1997 File #110-137 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33234-010697 authorizing execution of a contract with Thomas A. Dick to provide legislative liaison services, in the amount of $21,000.00, plus out-of-pocket expenses for calendar year 1997. The aboveraferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm ERC. pc: Mr. Thomas A. Dick, 2227 Eady Settlers Road, Richmond, Virginia 23235 Wilbum C. Dibling, Jr., City Attorney James D. Gdsso, Director of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of January, 1997. No. 33234-010697. A RESOLUTION authorizing the execution of a contract with Thomas A. Dick to provide legislative liaison services. 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, for and on behalf of the City, to execute and attest, respectively, an agreement with Thomas A. Dick, for the provision by Mr. Dick of legislative liaison services as more particularly set forth in the 1anuary 6, 1997, report of William White, Sr., Chairman, Legislative Committee. 2. The contract authorized by this resolution shall be in the amount of $21,000.00 plus out of pocket expenses for calendar year 1997. 3. The form of the contract with Mr. Dick shall be approved by the City Attorney. ATTEST: City Clerk. Mary F. Perker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk January 9, 1997 File f/60-110-137 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33233-010697 amending and reordaining certain sections of the 1996-97 Generel Fund Appropriations, providing for appropriation of $15,000.00, in connection with retention of a Jegislative liaison to represent the interests of the City before the 1997 Session of the General Assembly. The abovere~erenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, p Mary F.~rker, CMC/AAE City Clerk MFP:sm I=nc. pc: W. Robert Herbert, City Manager Diane S. Akere, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of January, 1997. No. 33233-010697. AN ORDINANCE to amend and reordain certain sections of the 1996-97 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADoroprlations General Government City Council (1) ....................................................................................... Nondepartmental Contingency (2) ...................................................................................... $ 10,163,371 236,628 $ 54,346,277 288,869 1) Fees for Professional Services 2) Contingency (001-001-1110-2010) $ 15,000 (001-002-9410-2199) (15,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. AFl'EST: City Clerk. DAVID A. BOWERS 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 January 6, 1997 Council Members: C. Nelson Harris John H. Parrott Carroll E. Swain James O. Trout William White, Sr. Linda F. Wyatt The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Retention of Legislation Liaison Dear Mayor Bowers and Council Members: On September 16, 1996, the Legislative Committee met and heard a report of the City Attorney recommending that the City retain the services of a legislative liaison for the 1997 Session of the General Assembly. The City Attorney explained that the work of his Office has grown to such an extent that he no longer has adequate time to review the approximately 2500 bills introduced at a Session of the General Assembly, coordinate the City's response and make the many required trips to Richmond to advocate the City's legislative interests. He further expressed the opinion that the City would be well served by an independent legislative liaison who would be present in Richmond during the entire Session and available to City officials on short order. The Legislative Committee concurred with the City Attorney's recommendations and directed him to commence the process of obtaining proposals from qualified persons. After advertisement in Roanoke and Richmond newspapers, proposals were received from four persons. Each of the proposers were deemed qualified, and Mr. Dibling and I interviewed each on December 23, 1996. Subsequent to the interviews, it was determined that Thomas A. Dick of Richmond presented the best proposal to meet the needs of the City. Mr. Dick has considerable experience with the legislative process. From 1985 to 1996, he was employed by the Virginia, Maryland and Delaware Association of Electric Cooperatives in which capacity he planned, organized and implemented the national and state government affairs programs for the electric cooperatives in Virginia, Maryland and Delaware. He is considered to be a skilled legislative strategist and possesses excellent oral and written communication skills. Mr. Dick is well known to the City's delegation and also has strong personal ties to Roanoke by virtue of being married to a Roanoke native. The Honorable Mayor and Members of City Council January 6, 1997 2 A contract has been negotiated with Mr. Dick by which he agrees to perform the following services on behalf of the City: 1. Advocate the legislative interests of the City during each Session of the General Assembly; 2. Monitor legislative matters of interest on behalf of the City between Sessions; 3. Assist the City in preparation for each Session of the General Assembly, including preparation of the annual Legislative Program; 4. Review all bills and resolutions introduced at each Session of the General Assembly, identify those items that significantly impact on the City and its operations and notify the designated City contact of such items; 5. Participate in a weekly, one-hour telephone conference call pertaining to the status of legislative matters with the City's designated contact person and other appropriate City officials; 6. Provide a weekly written report pertaining to the status of legislative matters of interest to the City; 7. Attend regular meetings held by the Virginia Municipal League for legislative liaisons of its members; 8. Provide a final written report at the end of each Session of the General Assembly as to the status of legislative issues of interest to the City; 9. Make one trip to Roanoke prior to each Session of the General Assembly to meet with legislators and other City officials; and 10. Make one trip to Roanoke after each Session of the General Assembly to meet with legislators and other City officials. The Honorable Mayor and Members of City Council January 6, 1997 3 The cost of the foregoing services will not exceed $21,000 plus out-of-pocket expenses for calendar year 1997. The proposed contract gives the City the right to extend on the same terms and conditions for calendar years 1998 and 1999. The Legislative Committee recommends adoption of the attached resolution which will authorize the contract with Mr. Dick and the attached budget ordinance which appropriates funds for this purpose. For the balance of this fiscal year, it is recommended that $15,000 be appropriated from General Fund Contingencies to fund this new activity. The Committee also wishes to extend its appreciation to the City Attorney who volunteered for additional duty as the City's Legislative Liaison in 1977, and has served effectively in this capacity since that time. Respectfully submitted, William White Sr., Chairman Legislative Committee WW/mcf Attachments cc: W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney Maxy F. Parker, City Clerk Mary F. Parker, CMCIAAE C~ty Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. F. akin Deputy City Clerk January 9, 1997 File #24-104-300 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33235-010697 amending and reordaining §2-121, Authodtv ~, Code of the City of Roanoke (1979), as amended, by increasing to $25,000.00, the maximum amount of money that the City Manager may transfer within or between the several departments and divisions set forth in the annual appropriation ordinance, rather than the current ceiling of $5,000.00. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 6, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Evelyn Jefferson, Vice-President - Supplements, Municipal Code Corporation, P. O. Box 2235, Tallahassee, Flodda 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 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Amendment of Section 2-121 of The City Code The attached staff report was considered by the Audit Committee at its regular meeting on December 16, 1996. The Committee recommends that Council approve an amendment to Section 2-121 of the City Code to authorize the City Manager to approve transfers between deptahnents in the amount of $25,000 an increase over the current allowance of $5,000. Respectfully submitted, William White, Sr, Chairman Audit Committee ewb W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Robert H. Bird, Municipal Auditor Bany L. Key, Manager Management & Budget Diane S. Akers, Budget Administrator December 16, 1996 Roanoke City Council Audit Committee Roanoke, Virginia Subject: Amendment of SectiOn 2-121 of the City Code Dear Councilmember White and Members of Audit Committee: II. Background on the subject in chronological order is as follows: City Council approves the annual operatin,q budqet and adopts the annual appropriation ordinances for each fund. Section 2-121 of the City Code authorizes the City Manager to make transfers of funds, not exceeding $5,000, between City departments as set forth in the annual appropriation ordinance. Current Situation is as follows: City Council established the maximum $5,000 allowance on transfers on January 8, 1979, with the adoption of ordinance number 24480. This amount was previously set at $1,000. Since that time, the Consumer Price Index (CPI) has increased 130%, or an average compounded rate of 5% per year. City Mana,qer currently has authority to enter into contracts not exceeding $75,000, without prior approval of City Council and to approve contract change orders in the amount of $25,000 on construction contracts. City Manaqer also has authority to execute documents or approve contract changes relating to grants of funds from the federal and state governments for any public purpose, up to $25,000. To continue to have consistency and effectiveness within the budgetary process, without significant loss of financial control, the Internal Auditor has suggested the maximum amount of funds transfer allowed between departments that can be authorized by the City Manager needs to be increased. III. Issues in order of importance are as follows: IV, A. Administrative cost B. Timing C. Compliance with City Code Alternatives in order of feasibility are as follows: Concur in the recommendation to City Council to amend Section 2-121 of the City Code to authorize the City Manager to approve transfers between departments in the amount of $25,000, an increase over the current allowance of $5,000. Administrative cost of preparing and processing the transfers of funds will be less because less staff time will be required to prepare, review and present transfers. Timinq of the budget transactions will be improved since the need for City Council reports will be lessened with the increased amount of transfer allowance. Compliance with City Code is assured through review by the Office of Management and Budget and the Department of Finance for every funds transfer request. Internal control compliance will also be reviewed by the Municipal Auditor. B. Concur in the recommendation to City Council to amend Section 2-121 of the City Code to authorize the City Manager to approve transfers between departments in the amount of $15,000, an increase over the current allowance of $5,000. Administrative cost of preparing and processing the transfers of funds will be less because less staff time will be required to prepare, review and present transfers. Timin,q of the budget transactions will be improved since the need for City Council reports will be lessened with the increased amount of transfer allowance. Compliance with City Code is assured through review by the Office of Management and Budget and the Department of Finance for every funds transfer request. Internal control compliance will also be reviewed by the Municipal Auditor. Advise City Council not to amend section 2-121 of the City CodR to increase the amount the City Manager is authorized to approve for transfers between departments. Administrative cost of preparing and processing the transfers of funds remain the same because of the staff time required to prepare, review and present transfers. Timin,q of the budget transactions will not be improved since the need for City Council reports will continue for those budget issues exceeding $5,000. Compliance with City Code will continue to be assured through review by the Office of Management and Budget and the Department of Finance. V. Recommendation is as follows: Audit Committee concur in alternative A., recommending to City Council to amend Section 2-121 of the City Code to authorize the City Manager to approve transfers between departments in the amount of $25,000, an increase over the current allowance of $5,000. CC; Respectfully Submitted, W. Robert Herbert City Manager Grisso Director of Finance City Clerk Director of Finance Municipal Auditor Director of Human Development Director of Public Works Director of Public Safety Director of Utilities and Operations Manager of Management and Budget Budget Administrator c:~otsuite~amiproMocs'.transfer.sam MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 240l 1-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 January 9, 1997 File #514 SANDRA H. EAKIN Deputy City Clerk Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 Dear Mr. Dorsey: I am enclosing copy of Ordinance No. 33218-010697, repealing Ordinance No. 33172-110496, and vacating, discontinuing and closing a certain ten-foot wide alley between Lots 32 and 33, Section 39, Map of East Gate. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, December 16, 1996, also adopted by the Council on second reading on Monday, January 6, 1997, and will be in full force and effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. .Jeffrqy L. Dopey, Attorney January 9,1997 Page 2 pc: Mr. and Mrs. George E. Sweeney, 1510 Archbold Avenue, N. W., Roanoke, Virginia 24012 Gilbert E. Butler, Jr., Chairperson, City Planning Commission, 308 Second Street, S. W., Roanoke, Virginia 24011 W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Steven J. Talevi, Assistant City Attorney Willard N. Claytor, Director of Real Estate Valuation Nancy J. Brown, Appraiser Aide, Real Estate Valuation Kit B. Kiser, Director of Utilities and Operations William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Ronald H. Miller, Building Commissioner John R. Marlles, Agent, City Planning Commission Evelyn D. Dorsey, Zoning Administrator Martha P. Franklin, Secretary, City Planning Commission MARY F. PARKER~ CMC/AAE City Cl~rk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk January 9, 1997 File #514 The Honorable Arthur B. Crush, III Clerk of Circuit Court Roanoke, Virginia Dear Mr. Crush: I am enclosing copy of Ordinance No. 33218-010697, repealing Ordinance No. 33172-110496, for proper recordation in your office, vacating, discontinuing and closing a certain ten-foot wide alley between Lots 32 and 33, Section 39, Map of East Gate. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, December 16, 1996, also adopted by the Council on second reading on Monday, January 6, 1997, and will be in full force and effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Jeffrey L. Dorsey, Attorney, 25 Library Square, Salem, Virginia 24153 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of January, 1997. No. 33218-010697. AN ORDINANCE permanently vacating, discontinuing and closing certain public right-of-way in the City of Roanoke, Virginia, as are more particularly described hereinafter. WHEREAS, George Sweeney and Virginia Sweeney, filed an application to the Council of the City of Roanoke, Virginia, in accordance with law, requesting the Council to permanently vacate, discontinue and close the hereinafter; and WHEREAS, the City Planning public right-of-way described Commission, after giving proper notice to all concerned as required by S30-14, Code of the City of Roanoke (1979), as amended, and after having conducted a public hearing on the matter, has made its recommendation to Council; and WHEREAS, a public hearing was held on said application by the City Council on October 23, 1996, at which hearing all parties in interest and citizens were afforded an opportunity to be heard on said application; and WHEREAS, Council adopted Ordinance No. 33172-110496 in error with respect to the aforementioned application and in connection with said public hearing; and WHEREAS, a public hearing was held on said application by the City Council on December 16, 1996, after due and timely notice thereof as required by S30-14, Code of the City of Roanoke (1979), as amended, at which hearing all parties in interest and citizens were afforded an opportunity to be heard on said application; and WHEREAS, it appearing from the foregoing that the land proprietors affected by the requested closing of the subject public right-of-way have been properly notified; and WHEREAS, from all of the foregoing, the Council considers that no inconvenience will result to any individual or to the public from permanently vacating, discontinuing and closing said public right-of-way. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke, Virginia, that Ordinance No. 33172-110406 is hereby REPEALED. BE IT FURTHER ORDAINED by the Council of the City of Roanoke, Virginia, that the public right-of-way situate in the City of Roanoke, Virginia, and more particularly described as follows: A certain 10 foot wide alley running between Lots 32 and 33, of Section 39, according to the Map of East Gate, Plat Number 2, of record in the Circuit Court of the City of Roanoke, Virginia be, and is hereby permanently vacated, discontinued and closed, and that all right and interest of the public in and to the same be, and hereby is, released insofar as the Council of the City of Roanoke is empowered so to do with respect to the closed portion of the right-of-way, reserving however, to the City of Roanoke and any public utility, including, specifically, without limitation, providers to or for the public of cable television, electricity, natural gas or telephone service, an easement for sewer and water mains, lines, television cable, electric wires, gas lines, telephone and related facilities that may now be located in or across 2 said public right-of-way, together with the right of ingress and egress for the maintenance or replacement of such lines, mains or utilities, such right to include the right to remove, without the payment of compensation or damages of any kind to the owner, any landscaping, fences, shrubbery, structure or any other encroachments on or over the easement which impede access for maintenance or replacement purposes at the time such work is undertaken; such easement or easements to terminate upon the later abandonment of use or permanent removal from the above-described public right-of-way of any such municipal installation or other utility or facility by the owner thereof. BE IT FURTHER ORDAINED that the closure of the above-described right-of-way is conditioned upon applicant's submitting to the City, receiving approval of, and recording a subdivision plat, providing for the disposition of the land within the right-of-way, to be vacated, in a manner consistent with the requirements of Chapter 31, Subdivision, of the City Code, and providing for the retention of appropriate easements, together with the right of public passage over the same, repair and general maintenance exist within said right-of-way; for the purpose of construction, of any and all utilities that may and in the event these conditions have not been met and the said plat has not been recorded in the Office of the Clerk of Circuit Court within six (6) months from the effective date of this ordinance, this ordinance shall become null and void with no further action by City Council being necessary. BE IT FURTHER ORDAINED that the City Engineer be, and he is, directed to mark "permanently vacated" on said public right-of-way on all maps and plats on file in his office on which said right-of- way is shown, referring to the book and page of ordinances and resolutions of the Council of the City of Roanoke, Virginia, wherein this ordinance shall be spread. BE IT FINALLY ORDAINED that the Clerk of the Council deliver to the Clerk of the Circuit Court of the City of Roanoke, Virginia, a certified copy of this ordinance for recordation in the Deed Books of said Clerk's Office, indexing the same in the name of the City of Roanoke, Virginia, as Grantor, and in the name of George Sweeney and Virginia Sweeney, and the names of any other parties in interest who may so request, as Grantees. ATTEST: City Clerk. Roanoke City Planning Commission December 16, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: Request from Jeffrey Dorsey, attorney, representing George and Virginia Sweeney, that a ten foot wide alley, running between properties bearing Official Tax Nos. 3220924 and 3220925, in a north-south direction from Sunset Street to Archbold Avenue, N.E., be permanently vacated, discontinued and closed. Attached for your reconsideration is a report on the above-referenced matter. The application was forwarded to you in October with incorrect tax numbers in the description of the revort. Although the matter was advertised correctly for Planning Commission public hearing, it was advertised in error for City Council's October public heating. The error in tax numbers has been corrected and re-advertised for your consideration at your December 16, 1996, public hearing. This is to request that you repeal Ordinance Number 33172-110496 permanently vacating, discontinuing and closing the above alley and adopt a new measure at your December 16, 1996, meeting. We apologize for any inconvenience this may have caused you. Please contact the Planning staffifyou have any questions about this matter. Respectfully submitted, Carolyn H. Coles, Chairman Roanoke City Planning Commission /f attachment cc: Assistant City Attorney Room162 MunicipalBuilding 215ChurchAvenue, S.W. Roanoke, Virginia24011 (703)981-2344 Roanoke City Planning Commission December 16, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Request from Jeffrey Dorsey, attorney, representing George and Virginia Sweeney, that a ten foot wide alley, running between properties bearing Official Tax Nos. 3220924 and 3220925, in a north-south direction from Sunset Street to Archbold Avenue, N.E., be permanently vacated, discontinued and dosed. Back,round: A. Alley reouested for closure is a platted but undeveloped public right-of-way. Alley extends in a northerly direction from Archbold Avenue, N.E., to Sunset Avenue, N.E. (see Map A). B. Applicant owns all of the properties abutting both Sides of the alley (see attached plat dated 1949). C. Undeveloped ailev is situated on steep and sloping terrain. Probability of the City needing or opening this alley in the future would be highly unlikely. Current Situation: A. Application was reviewed by the Planning Commission at its regular meeting of September 4, 1996. B. Applicant reouested closure and vacation of the subject alley fi.om its platted intersection with Archbold Avenue, N.E., to its platted intersection with Sunset Avenue, N.E. C. Planninst staff reported that ailev has remained undeveloped and unneeded for many years. Room 162 Municipal Building 215Church Avenue, S.W. Roanoke, Virginia 24011 (703)981-2344 Members of Council Page 2 Issues: A. B. C. D. E. No opposition to the requested closure was expressed by any person or persons in attendance at the public hearing. Traffic impact. Utilities in the nublic right-of-way. Land use. Relationship to the comnrehensive nlan. Alternatives: City_ Council approve the applicant's request to close and vacate the described alley subject to certain conditions outlined in Section V. of this report. 1. Neighborhood imoact: Closure and vacation of the subject alley will have no impact on the surrounding neighborhood. 2. Traffic imnact: Closure of this alley will have no impact on traffic or traffic needs in the community. 3. Creation of a dead-end alley: Closure will not create a dead-end alley. 4. Utilities in the public deht-of-way. a. City water line is located within the alley right-of-way. b. American Electric Power has utilities within the alley right-of-way. c. Bell Atlantic has utilities within the alley right-of-way. d. Easements for these utilities should be retained by the City as a condition to the requested closure. 5. Land use: a. Vacation of the described alley will leave a 10 foot wide substandard lot in private ownership. Members of Council Page 3 b. Subdivision plat should be required as a condition to the requested closure to ensure that the land within the vacated alley is combined with the adjacent properties. c. Easements for water line and America Electric Power and Bell Atlantic utilities can be reserved on the subdivision plat. 6. Relationshin to the comprehensive plan: a. Request is consistent with the intent of the comprehensive plan that available land should be used in the most appropriate manner. b. Applicant can utilize the land within the right-of-way in a more efficient manner. B. City Council deny the applicant's request to close and vacate the described alley. 1. ~lh~zg]:~lI~[~l~: There would be no neighborhood impact. 2. Traffic impact: There would be no traffic impact. 3. Creation ora dead-end alley would be a moot point. 4. Utilities in the public right-of-way: There would be no impact. 5. Land use: a. Land use within the alley right-of-way will remain idle and unproductive. b. City will retain the alley fight-of-way even though it has no future use or need for this land for public access purposes. 6. Relationship to the comprehensive ~lan: Denial would be inconsistent with the intent of the comprehensive plan as the land within the alley fight-of-way will not be put to any practical use. Recommendation: Bv a vote of 7-0. the Planning, Commission recommended that City Council approve the applicant's request to close and vacate the described alley subject to the following condkions: Members of Council Page 4 The applicant shall submit to the City for its review and approval, receive approval of, and record with the Clerk of the Circuit Court, a subdivision plat providing thereon for the following: The disposition of the land within the right-of-way to be vacated in a manner consistent with the requirements of ChaPter 31 of the Code of the City of Roanoke (1979), as amended. The retention of appropriate easements together with a fight of passage over the same for surface and subsurface construction and repair of any and all utilities that may be located in the vacated right-of-way. If the subject plat of subdivision is not approved and recorded by the applicant within a period of six months from the date of the adoption of the ordinance providing for this closure, then said ordinance shall become null and void with no further action by City Council being necessary. Respectfully submitted, Carolyn H. Coles, Chairman Roanoke City Planning Commission ERT:mpf attachments cc: Assistant City Attorney City Engineer Attorney for the Petitioner IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA Application of GEORGE E. and VIRGINIA M. SWEENEY for vacation of alley MEMBERS OF COUNC~: ) ) ) ) ) APPLICATION FOR VACATING, DISCONTINUING AND CLOSING OF ALLEY GEORGE E. and VIRGINIA M. S~, by counsel, applies to have the following descn~c~t alley, in the City of Roanoke, Virgin/a, permanently vacat~l, discontinued and closed, pursuant to Virg/nla Code Section 15.1-364 and Section 30-14, Code of the City of Roanoke (1979), as amended. This alley is more particularly described on the plat attached and as follows: A certain 10 foot wide alley running between Lots 32 and 33 of section 39, according to the map of East Gate, Plat Number 2, of record ia the Circuit Cou~ of the City of Roanoke, Virginia. The property adjo~nlng the alley on both sides is owned by the petitioners and does not affect any other persons. The alley to be vacated is not ope~ on the ground ~nd is not being used for a~y specific purpose, ~ i~ not needed to service the petifio~.r~' or others' property ~nd the terrain is such that it would be vir.~.!!y impossible to develop the alley as a thoroughfa~. The petitioners desire to use ~ property to be vacated for the purposes of tbe~r own porsonal use a~ enjoyment. W~IqREFO~, George E. md Virginia M. Swee:ey respectfully request tha~ the above-described alley be vacated by the Co,meil of the City of Roanoke, VL~nia, L~ accordance with Virginia Code Section 15.1-364 and Section 30-14. Code of the City of Roanoke (1979), as amended. 1effrey L. Dorsey Ieffrey L. Dorsey, P.C. 25 Library Square Salem, Virginia 24153 (54O) 389-88OO Bar I. D. No. 32702 Couriae! for petitione~ Respectfully submittal, GEORGE E. and VIRGINIA M. SWmTNEY Ad Number: 112974333 Publisher's Fee: $121.60 MARY F. PARKER, CITY CLE ROOM 456, MUNICIPAL BUIL 215 CHURCH AVENUE, S.W. ROANOKE, VA 24011-1536 The Roanoke Times STATE of VIRGINIA CITY of ROANOKE AFFIDAVIT of PUBLICATION I, (the undersigned) an authorized representative of the Times-World Cor- poration, which corporation is publisher of The Roanoke Times, a daily newspaper published in Roanoke, in the State of Virginia, do certify that the annexed notice was published in said newspapers on the following dates: 11/29/96 FULL RUN - Friday 12/06/96 FULL RUN - Friday Witness, this 9th day of December 1996 Authorized Signature NOTICE OF PUBLIC HEARING TO WHOM IT MAY CONCERN: The Council of the City of Roanoke will hold a Public Hearing on Monday, December 16, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard, in the Council Chamber in the Municipal Building, 215 Church Avenue, S.W., on an application to permanently abandon, vacate, discontinue and close, to the extent the City has any legal interest in said public right-of-way, the following public right-of-way: A certain 10 foot wide alley running between Lots 32 and 33, of Section 39, according to the Map of East Gate, Plat Number 2, of record in the Circuit Court of the City of Roanoke, Virginia. A copy of this proposal is available for public inspection in the Office of the City Clerk, Room 456, Municipal Building. All parties in interest may appear on the above date and be heard on the question. GIVEN under my hand this 26th day of N0¥ember , 1996. Mary F. Parker, City Clerk. Publish in the ~o~l~Tl:il~, once on Thursday, November 28, 1996, and once on Thursday, December 5, 1996. Send publisher's affidavit and bill to: Mary F. Parker, City Clerk Room 456, Municipal Building 215 Church Avenue, S. W. Roanoke, Virginia 24011-1536 Publish in the Roanoke Times, once on Friday, November 29, and once on Friday, December 6, 1996. Send publisher's affidavit and bill to: Mary F. Parker, City Cleric Room 456, Munidpal Building 215 Church Avenue, S. W. Roanoke, Virginia 24011-1536 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 3, 1996 File #514 SANDRA H. EAKIN Deputy City Clerk Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 Dear Mr. Dorsey: Pursuant to provisions of Resolution No. 25523 adopted by the Council of the City of Roanoke on Monday, Apdl 6, 1981, I have readvertised a public headng for Monday, December 16, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard, on the request of George E. and Virginia M. Sweenay, that a ten foot wide alley lying between Official Tax Nos. 3220924 and 3220925, extending in a northerly direction from Sunset Street to Archbold Avenue, N. E., be permanently vacated, discontinued and closed. Ordinance No. 33172-110496 which was adopted by Roanoke City Council on Monday, November 4, 1996, on its second reading, contained an incorrect tax number for the abovereferenced alley. Therefore, it was necessary to readvertise the matter for public headng. For your information, I am enclosing copy of a notice of the public headng, an Ordinance and a report of the City Planning Commission with regard to the alley closure. Please review the documents and if you have questions, you may contact Staven J. Talevi, Assistant City Attorney, at 853-2431. Questions with regard to the Planning Commission report should be directed to John R. Marlles, Chief of Planning and Community Development, at 981-2344. It is my understanding that you have discussed the question of your attendance at the public hearing with Mr. Talevi. It is normally the practice of Council to request that the attorney, or his or her representative, be present at public hearings to respond to questions and/or concerns. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eno. pc: Steven J. Talevi, Assistant City Attomey 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 3, 1996 File f~514 Jeffrey L. Dorsey, Attorney 25 Library Square Salem, Virginia 24153 Dear Mr. Dorsey: Pursuant to provisions of Resolution No. 25523 adopted by the Council of the City of Roanoke on Monday, Apdl 6, 1981, I have readvertised a public headng for Monday, December 16, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard, on the request of George E. and Virginia M. Sweeney, that a ten foot wide alley lying between Official Tax Nos. 3220924 and 3220925, extending in a northerly direction from Sunset Street to Arohbold Avenue, N. E., be permanently vacated, discontinued and closed. Ordinance No. 33172-110496 which was adopted by Roanoke City Council on Monday, November 4, 1996, on its second reading, contained an incorrect tax number for the aboveraferanced alley. Therefore, it was necessary to raadvertise the matter for public hearing. If you have questions with regard to the matter, please contact John R. Martles, Chief of Planning and Community Development, at 981-2344. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Mr. and Mrs. George E. Sweeney, 1510 Archbold Avenue, N. W., Roanoke, Virginia 24012 MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk July 24, 1996 File ff~514 Carolyn H. Colas, Chairperson City Planning Commission 1501 Cove Road, N. W. Roanoke, Virginia 24017 Dear Ms. Coles: Pursuant to Section 30-14, Procedure for altering or vacating City streets or alleys; fees therefor, of the Code of the City of Roanoke (1979), as amended, I am enclosing copy of an application from Jeffrey L. Dorsey, Attorney, representing George E. and Virginia M. Sweeney requesting that a certain 10-foot wide alley running between Lots 32 - 34, inclusive, Section 39, Map of East Gate, Plat No. 2, be permanently vacated, discontinued and closed. Sincerely, Mary F. Parker, CMC/A~E City Clerk MFP:sm Enc. pc: The Honorable Mayor and Members of the Roanoke City Council Jeffrey L. Dorsey, Attorney, 25 Library Square, Salem, Virginia 24153 Mr. and Mrs. George E. Sweeney, 1510 Archbald Avenue, N. W., Roanoke, Virginia 24012 Carolyn H. Coles, Chairperson City Planning Commission July 24, 1996 Page 2 pc: John R. Marlles, Agent, City Planning Commission Martha P. Franklin, Secretary, City Planning Commission Edward R. Tucker, City Planner Ronald H. Miller, Building Commissioner Steven J. Talevi, Assistant City Attorney IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA IN RE: Application of GEORGE E. and VIRGINIA M. SWEENEY for vacation of alley MEMBERS OF COUNCIL: APPLICATION FOR VACATING, DISCONTINUING AND CLOSING OF ALLEY GEORGE E. and VIRGINIA M. SWEENEY, by counsel, applies to have the following described alley, in the City of Roanoke, Virginia, permanently vacated, discontinued and closed, pursuant to Virginia Code Section 15.1-364 and Section 30-14, Code of the City of Roanoke (1979), as amended. This alley is more particularly described on the plat attached and as follows: A certain 10 foot wide alley running between Lots 32 and 33 of section 39, according to the map of East Gate, Plat Number 2, of record in the Circuit Court of the City of Roanoke, Virginia. The property adjoining the alley on both sides is owned by the petitioners and does not affect any other persons. The alley to be vacated is not open on the ground and is not being used for any specific purpose, and is not needed to service the petitioners' or others' property and the terrain is such that it would be virtually impossible to develop the alley as a thoroughfare. The petitioners desire to use the property to be vacated for the purposes of their own personal use and enjoyment. WHEREFORE, George E. and Virginia M. Sweeney respectfully request that the above-described alley be vacated by the Council of the City of Roanoke, Virginia, in accordance with Virginia Code Section 15.1-364 and Section 30-14, Code of the City of Roanoke (1979), as amended. Jeffrey L. Dorsey Jeffrey L. Dorsey, P.C. 25 Library Square Salem, Virginia 24153 (540) 389-8800 Bar I. D. No. 32702 Counsel for petitioners Respectfully submitted, GEORGE E. and VIRGINIA M. SWEENEY Summary of Homicides City of Roanoke Homicides by Year: 1996- 13 murders 1995- 13 murders 1994 - 4 murders 1993 - 13 murders 1996 Summary Date Area of City Description May 12, 1996 northwest male shot by male acquaintance May 16, 1996 southwest male killed by girlfriend during domestic dispute June 6, 1996 southwest husband and wife killed - suspected acquaintance June 22, 1996 southwest female killed by ex-boyfriend during domestic dispute July 4, 1996 northwest male killed by male friend July 28, 1996 southwest male killed by juvenile male acquaintance over drug debt Oct. 23, 1996 northwest male shot by wife during domestic dispute Oct. 26, 1996 southeast female killed by husband during domestic dispute Dec. 1, 1996 northwest male killed by male acquaintance Dec. 11, 1996 northwest male juvenile killed by male juvenile acquaintance Dec. 27, 1996 southwest two males killed - possible murder/suicide Dec. 30, 1996 southwest male killed - under investigation The conclusion can be made that all but one homicide in 1996 appeared to be domestic disputes or individuals killed by an acquaintance or friend. Only one appears to be the result of random violence on a stranger.