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Home My WebLink AboutCouncil Actions 03-17-97HARRIS 33300 ROANOKE CITY CO UNCIL REGULAR SESSION March 17, 1997 12:30p. m. CITY COUNCIL CHAMBER ACTION AGENDA Call to Order -- Roll Call. All present. The Members of Council toured the following construction sites: Second Street and Wells Avenue Peters Creek Road Extension Brandon Avenue Blue Ridge Industrial Park At 12:35 p.m., the meeting was declared in recess until 2:00 p.m. ROANOKE CITY CO UNCIL REGULAR SESSION March 17, 199 7 2:00p. m. CITY COUNCIL CHAMBER ~1CTION A GEND~I Call to Order -- Roll Call. Ali present. The Invocation was delivered by The Reverend Cedric E. Malone, Pastor, Greater Mt. Zion Baptist Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. 2 THE PUBLIC IS ADVISED THAT 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. CONSENT AGENDA (APPROVED 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 Minutes of the regular meetings of City Council held on Monday, January 6, 1997, and Tuesday, January 21, 1997. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. C-2 A communication fi.om Mayor David A. Bowers requesting an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #15-110-132 Executive Session. C-3 A communication t~om Onzlee Ware tendering his resignation as a City representative to the Blue Ridge Community Services Board of Directors. RECOMMENDED ACTION: Accept the resignation and receive and file the File #15-110-314-335 communication. REGULAR AGENDA Review and consideration by the Members of Council of the following applications for appointment to the Roanoke City School Board for terms commencing July 1, 1997, and ending June 30, 2000, pursuant to Section 9-19, Preliminary Screening of Applicants, of the Code of the City of Roanoke (1979), as amended: Received and filed. File 0467 Sherrie M. Boone Elizabeth M. Burford F. B. Webster Day Marsha W. Ellison Joaun Hamidullah Brett A. Harwell Sherman P. Lea Michael S. Myers (withdrawn) David A. Ostroff Michael L. Rarnsey Lisa S. Updike 3. HEARING OF CITIZENS UPON PUBLIC MATTERS: a# Remarks by William W. (Bill) Field, Jr., commending Council for its concern for the citizens of the City of Roanoke. (5 minutes) Received and filed with appreciation. File #80-132 4 Presentation of the 1996 Annual Report of the Roanoke Valley Economic Development Partnership. Elizabeth Doughty, Executive D/rector. (5 minutes) Received and filed. File/1109-450 4. PETITIONS AND COMMUNICATIONS: A communication fi.om the Roanoke City School Board requesting appropriation of $196,694.00 for the purchase of school-based instructional computers, preparation of architectural designs for the renovation of Addison Middle School, and design plans for a facility addition at Round Hill Primary School, and $275,000.00 to purchase furniture and equipment for Breckinridge Middle School, fi.om the 1996-97 Capital Maintenance and Equipment Replacement Program fund; appropriation of $2,200.00 for the 1996-97 Vocational Instruction Improvement Grant to provide funds for purchase of automotive program equipment and instructional sot'rware designed to assist vocational teachers to improve instruction in the classroom; and a report of the D/rector of Finance recommending that Council concur in the request. Adopted Budget Ordinance No. 33300-031797. (7-0) File 1t60-236-270-467-472 5. REPORTS OF OFFICERS: a. CITY MANAGER: None. ITEMS RECOMMENDED FOR ACTION: A report recommending acceptance of the lowest responsible bids submitted by KME Fire Apparatus Corporation for providing fire aerial apparatus, in the amount of $896,105.00; and appropriation of funds in connection therewith. (15 minute briefing) Adopted Budget Ordinance No. 33301 on first reading and Resolution No. 33302-031797. (4-3, Council Members Harris, Trout and Wyatt voted no).' File 060-70-270-361-472 A report recommending authorization to amend the Annual Update of the Entitlement Consolidated Plan for fiscal year 1996-97 to increase the funding amount designated for the Deanwood Industrial Park by $123,329.00, and to submit the appropriate amendment to the United States Department of Housing and Urban Development; and transfer of funds in connection therewith. Adopted Budget Ordinance No. 33303-031797 and Resolution No. 33304-031797. (7-0) File #60-178-207-236 o A report recommending execution of an agreement with Virginia Western Community College relating to traffic signalization at the intersection of Colonial Avenue and McNeil Drive, S. W.; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 33305-031797 and Resolution No. 33306-031797. (7-0) Council Member White inquired as to the amount of the annual appropriation by the City to Virginia Western Community College. File #20-60-217-467-514 6 o A report recommending authorization to file on behalf of the City an application to dose and permanently vacate a certain portion of First Street, N. W. Concurred in the recommendation. Council Member White inquired if the Board of Trustees of First Baptist Church has concurred in the request; whereupon, the Director of Public Works advised that a communication from the Board of Trustees will be provided to Council with the report of the City Planning Commission. File #215-514 A report recommending execution of an amendment to the City's contract with Black & Veatch, in the amount of $73,235.00, in connection with additional studies and reports relating to the Roanoke River Interceptor Sewer Replacement Project. Adopted Resolution No. 33307-031797. (7-0) File #27.468 As City projects move forward, Council Member Swain inquired if there are existing controls to monitor whether minorities and women are given equal opportunities. In those instances when there are successes regarding employment of minorities/women on City-related projects, the City Administration was requested to communicate the appropriate information to Council. Vice-Mayor Wyatt inquired as to whether the City has a tracking system for monitoring employment of minority/ women-owned businesses as subcontractors. File #132-360-411 7 o A report recommending execution of an Intergovernmental Agreement estabhshing the Roanoke Valley Greenways Commission. Adopted Ordinance No. 33308-031797. (7-0) File #110-200-379 7. A report with regard to Innotech, Inc. expansion. Adopted Budget Ordinance No. 33309-031797 and Ordinance No. 33310 on first reading. (6-0, Council Member Parrott abstained from voting.) File #2-60-166-207-217-450-514 A report recommending execution of a Contract for Services between the Virginia Depadment of Health and the City of Roanoke relating to the operation of the local Health Department. Adopted Resolution No. 33311-031797. (7-0) File #22-72 b. DIRECTOR OF FINANCE: A joint report of the Director of Finance and City Manager with regard to an Employer Match to the 457 Deferred Compensation Program. Referred to the 1997-98 budget study. File 01-60-184-429 Vice-Mayor Wyatt expressed concern with regard to equity and requested that statistics be provided on the number of employees within the various salary ranges who have elected to participate in the 457 program. File 0132-184-429 8 A report with regard to the Division of Motor Vehicles' Vehicle Registration Withholding Program. Adopted Resolution No. 33312-031797. (7-0) File 079-111-163 A report with regard to appropriation of Community Development Block Grant program income received fi.om the Roanoke Redevelopment and Housing Authority and other miscellaneous program income. Adopted Budget Ordinance No. 33313-031797. (7-0) File #60-178-236 6. REPORTS OF COMMITTEES: A report of the Water Resources Committee with regard to the McClanahan Cemetery. Vice-Mayor Linda F. Wyatt, Chairperson. Concurred in the recommendation. File #166-216-367-468-514 A report of the Audit Committee recommending that KPMG Peat Marwick LLP be engaged to perform audits of the City of Roanoke financial records for the years ending June 30, 1997 through June 30, 2000. Council Member William White, Sr., Chairperson. Adopted Resolution No. 33314-031797. (7-0) File #10-132-110-300 A report of the bid committee recommending execution of a unit price contract with H. & S. Construction Company for new concrete sidewalks, entrances and curb - Phase II project, in the amount of $557,750.00; and transfer and appropriation of funds in connection therewith. Council Member John H. Parrott, Chairperson. Adopted Budget Ordinance No. 33315-031797 and Ordinance No. 33316-031797. (7-0) File #57-60-217-514 The Mayor suggested that sidewalks, improvements be listed on the "City Page". File #57-132-227 entrances and curb 7. UNFINISHED BUSINESS: None. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: Ordinance No. 33298, on second reading, author/zing the donation and conveyance of certain easements across City-owned property to Botetourt County in order to extend a sewer line to the Botetourt Center at Greenfield in Botetourt County, upon certain terms and conditions. Adopted Ordinance No. 33298-031797. (7-0) File #27-28-166 bo A Resolution appointing a Director of the Industrial Development Authority of the City of Roanoke, to fill the remaining portion of a four (4) year term on its Board of Directors. Adopted Resolution No. 33317-031797. (7-0) File #15-110-207 l0 Co A Resolution chan~ng the time and place of commencement of the regular meeting of City Council scheduled to be held at 12:30 p.m., on Monday, April 7, 1997. Adopted Resolution No. 33318-031797. (7-0) File #132-207 9. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. Council Member White commended the City Administration on re-en~neering efforts during the past two years to improve efficiency and effectiveness in the delivery of services. Vice-Mayor Wyatt advised that the City of Roanoke is a service-oriented delivery system, which depends on its employees to deliver services, and cuts can be made to the point where the orgnni,ation becomes ineffective and unproductive. File #80-132-184 bo Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. HEARING OF CITIZENS UPON PUBLIC MATTERS: Ms. Patricia Earls, 717 Mississippi Avenue, N. E., requested that the City Code be amended to allow pigs in the City of Roanoke. The matter was referred to the City Manager for study, report and recommendation to Council. File 024-54-66 CERTIFICATION OF EXECUTIVE SESSION. (7-0) A communication from Samuel H. McGhee, III, submitting his resignation as a Director of the Industrial Development Authority, effective immediately, was received and filed and accepted with regret. File #15-110-207 Adopted Resolution No. 33319-031797 appointing Sydnor W. Brizendine, Jr., as a Director of the Industrial Development Authority of the City of Roanoke, to fill the unexpired term of Samuel H. McGhee, III, resigned, ending October 20, 2000. File #15-110-207 Reappointed The Reverend Charles T. Green and G. David Nixon as members of the Fair Housing Board for terms ending March 31, 2000. File #15-110-178 Appointed Kathryn V. Weikel as a member of the City of Roanoke Transportation Safety Commission to fill the unexpired term of Stephen A. Mancuso, resigned, ending October 31, 2000. File #15-20-55-110 Appointed J. Granger Macfarlane as a member of the Roanoke Regional Airport Commission for a term ending March 9, 2001. File #9-15-110 At 5:30 p.m., the meeting was recessed until 7:00 p.m. ROANOKE CITY CO UNCIL REGULAR SESSION March 17, 1997 7:00p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order -- Roll Call. All present. The Invocation was delivered by Mayor David A. Bowers. The Pledge of Allegiance to the Flag of the United States of America was led by representatives of the Virginia Skyline Girl Scout Council. Welcome. Mayor Bowers. PRESENTATIONS: A Proclamation declaring the month of March, 1997 as Girl Scout Month. File #3 }IEARING OF CITIZENS UPON PUBLIC MATTERS: Presentation by the New Century Council with regard to establishment of a regional pride campaign. Beverly T. Fitzpatrick, Jr., Executive Director. (5 minutes) Bo No action was taken. File #395 Presentation by the Make A Difference-Society with regard to beautification of the 24th Street, N. W., underpass area. Gail Boyd, Spokesperson. (5 minutes) Ms. Lavenia Toliver, representing the Make A Difference Society of the Roanoke Valley, advised that the organization is composed of 21 members. Out of their concern for the appearance of the 24th Street Underpass, the organization presented $16.54 token pennies to be used toward purchase of paint and seasonal flowers. Representatives of the organization advised that if the City will provide paint and landscaping materials, the Make A Difference Society will volunteer to provide manpower. File #60-102-415-514 REPORTS OF COMMITTEES: A repol~ of the Mill Mountain Development Committee with regard to the Committee's Vision Process. Carl H. Kopitzke, Chairperson. Council approved the proposed Vision and Mission Statements as submitted by the Mill Mountain Development Committee, and authorized the renaming of the Committee from Mill Mountain Development Committee to Mill Mountain Advisory Committee. File #67-110 14 MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, S.V~, Room 452 Roanoke, Virginia 24011-1594 Telephone: (540)981-2444 Fax: (540) 853-1145 March 17, 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 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) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 19, 1997 File #15-110-314-335 Mr, Onzlee Ware P. O. Box 1745 Roanoke, Virginia 24008 Dear Mr. Ware: Your communication tendering your resignation as a City representative to the Blue Ridge Community Services Board of Directors was before the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On motion, duly seconded and unanimously adopted, your resignation was accepted with regret and the communication was received and filed. The Members of City Council requested that I express sincere appreciation for your service as a City representative to the Blue Ridge Community Services Board of Directors from April 1, 1991 to March 17, 1997. Please find enclosed a Certificate of Appreciation and an aerialview photograph of the Roanoke Valley which was issued by the Mayor on behalf of the Members of the Roanoke City Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Mr. Onzlee Ware March 19, 1997 Page 2 pc; Susan J. CIoeter, Chairperson, Blue Ridge Community Services Board of Directors, 301 Elm Avenue, S. W., Roanoke, Virginia 24016-4026 Dr. Fred P. Roessel, Jr., Executive Director, Blue Ridge Community Services, 301 Elm Avenue, S. W., Roanoke, Virginia 24016-4026 Sandra H. Eakin, Deputy City Clerk Shenandoah Building, Suite 418 305 First Street, S.W. Roanoke, Virginia 24011 FAX (540) 344-7980 ONZLEE WARE AWFORNEY AT LAW March 6, 1997 RECEIVED NAR ? lq? '~IAYOR's O!Zlzfo. v MAILING ADDRESS: P.O. Box 1745 Roanoke, Virginia 24008 (540) 344-7947 Honorable David A. Bowers 215 Church Avenue, SW Roanoke, Virginia 24016 Dear Mayor Bowers: I am writing this letter to tender my resignation for the unexpired term on the Blue Ridge Community Services Board. This has been a very difficult decision for me to make; however, due to my law practice and other interest, I do not feel that I can continue to be an effective Board member. I graciously thank you for giving me the opportunity to serve the citizens of Roanoke, and I would not want my services to the Board to diminish. As I stated, my practice is demanding more of my time and the Board would certainly suffer due to my absences at meetings ifI were to remain. Thus, I feel it is in the best interest of all, I relinquish my seat on the Board. Sincerely, OW/mv c: Susan Cloeter, Chair Dr. Fred P. Roessel, dr., Director Mary F. Parker, City Clerk File 3727 Parliament Road, S. W., Apartment 9 Roanoke, Virginia 24014 March 11, 1997 Mary F. Parker City Clerk Room 456, Municipal Building 215 Church Avenue, S. W. Roanoke, Virginia 24011-1536 Dear Ms. Parker: I request to be placed on the agenda for the meeting of the Roanoke City Council to be held on Monday, March 17, 1997. My purpose is to commend Council for its concern for the citizens of Roanoke, and its long and sometimes frustrating work on their behalf. Please include me at an appropriate place on the agenda. I thank you for your attention to my request. Sincerely, William W. Field, Jr. (Bill) February 6, 1997 Ms. Mary Parker City of Roanoke Municipal Building, Room 456 Roanoke, VA 2401 i Dear Ms. Parker: In appreciation of the support City of Roanoke provides, the Roanoke Valley Economic Development Partnership would like the opportunity to present to your City Council the 1996 Report of Economic Development Activity for City of Roanoke and the Greater Roanoke Valley. As you may remember, the Partnership has made this annual report for several years to your City Council. The report for 1996 is a good one that we would like to share with your elected officials at their next available meeting. Please call me to let me know the date for the presentation. Thank you for your consideration of this request. 111 FRANKLIN PLAZA, SUITE 333 ROANOKE, VIRGINIA 24011 5 4 0 - 3 4 3 - I 5 5 0 1- 800- LO CATE 2 FAX: 540-344-6096 Comments to Roanoke City Council March 17, 1997 by Beth Doughty Roanoke Valley Economic Development Partnership Thank you for the opportunity to serve Roanoke in 1996. I am pleased to bring you this report of activity for the Partnership overall and for its work specifically for Roanoke in 1996. First Overall... The Greater Roanoke Region experienced a good year in industrial development. * 33 prospects visited the region; a 22% increase from 1995 * 900 inquiries were filled by Partnership staff * Of the 33 prospects to visit the region; 2 1/2 leads were generated by the Partnership for every one that came from the Virginia Economic Development Partnership. * 12 companies announced new and expanded locations with assistance from the Partnership. These 12 companies represent $188 million in investment 955 new jobs for residents from the entire region and new corporate names such as RR Donnelley, York International, Dynax America, First Citizens Bankcard, and Meadville Forging. * These projects represent $23 million in payroll that will be spent in Roanoke and throughout the region. * The average hourly wage for all jobs created in 1996 is $10.35. That's significantly above the so called "living wage" goal and above the Partnership's goal of double digit wages. * Overall, the Partnership produced 69 to 1 return on investment in terms of payroll ($23 mil.) and local expenditures ($19 mil.) generated as a result of its 1996 marketing program. Remarks to Roanoke City Council page 2 March 17, 1997 But how did Roanoke benefit most directly in 19967 * The Partnership worked with First Citizens Bank to locate its bank card center in Roanoke. The company announced 45 jobs and $1 million in investment in December of 1996. * The Partnership also assisted Lineal Technologies, Federal Express, and Airborne Express with locations in the City of Roanoke. These projects represent about 100 new and retained jobs for the city of Roanoke. Roanoke's current annual contribution of $143,400 (or $1.50 per capita) was leveraged into an overall marketing plan of $600,000 that benefits Roanoke and the other 6 jurisdictions in our Partnership. Because of that marketing program... * The Roanoke Valley was mentioned in editorial features in more than 50 trade and business publications. * The Roanoke Valley was represented at six trade shows. * The Roanoke Valley was advertised in six business publications -- a total of 20 times * The Roanoke Valley was put in the hands of prospects through 7 direct mail campaigns * 900 inquiries received information on Roanoke * Roanoke was considered by 11 of the 33 prospects who visited The Partnership has been and will continue to be of assistance in whatever way we are called upon by Roanoke. It is a pleasure to work with your fine economic development staff. And I thank the mayor, council, and city manager who respond enthusiastically when Phil or I ask for your assistance. Thank you for the privilege of working and learning from you. MARY F. PARKER, CMC/AAE Cily Clerk 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 March 19, 1997 File ~60-236-270-467-472 Marsha W. Ellison, Chairperson Roanoke City School Board 2030 Knollwood Road, S. W. Roanoke, Virginia 24018 Dear Ms. EIlison: I am enclosing copy of Ordinance No. 33300-031797 amending and reordaining certain sections of the 1996-97 School and General Fund Appropriations, providing for appropriation of $196,694.00 for the purchase of school-based instructional computers, preparation of architectural designs for renovation of Addison Middle School, and design plans for a facility addition at Round Hill Primary School; appropriation of $275,000.00 to purchase furniture and equipment for Breckinddge Middle School from the 1996-97 Capital Maintenance and Equipment Replacement Program fund; and appropriation of $2,200.00 for the 1996-97 Vocational Instruction Improvement Grant to provide funds for purchase of automotive program equipment and instructional software designed to assist vocational teachers to improve instruction in the classroom. The abovereferencad measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. Marsha W. Ellison, Chairperson Roanoke City School Board March 19, 1997 Page 2 pc: W. Robert Herbert, City Manager James D. Grisso, Director of Finance .- Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools Richard L. Kelley, Assistant Superintendent for Operations, Roanoke City Public Schools Cindy H, Ramsuer, Clerk, Roanoke City School Board Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 17th day of March, 1997. No. 33300-031797. AN ORDINANCE to amend and reordain certain sections of the 1996-97 School and 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 School and General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: School Fund Education Vocational Instruction Improvement Grant 96-97 (1) ............... Facilities (2-5) ............................................ Revenue Education Vocational Instruction Improvement Grant 96-97 (6) ............... Non-Operating (7) ......................................... Nondepartmental Transfer to Other Funds (8) .................................. Fund Balance Capital Maintenance and Equipment Replacement Program - School Unappropriated (9) .................................. $ $108,108,990 2,200 2,556,393 $105,310,567 2,200 39,861,533 $ 55,234,582 54,744,745 178,607 1) Equipment 2) Computers 3) Addison Preliminary Architectural Designs 4) Round Hill Addition (030-060-6793-6334-0826) $ 2,200 (030-060-6006-6302-0826) 87,729 (030-060-6006-6896-0829) Plan (030-060-6006-6896-0851) 5) Breckinridge Furniture/ Equipment 6) State Grant Receipts 7) Transfer from General Fund 8) Transfer to School Fund 9) CMERP - School (030-060-6006-6681-0822) (030-060-6793-1100) (030-060-6000-1037) (001-004-9310-9530) (001-3324) 100,000 8,965 27~,000 2,200 471,694 471,694 ( 471,694) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. DEPARTMENT OF FINANCE CITY OF ROANOKE, VA. March 17, 1997 FROM: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance School Board Requests for the Appropriation of School Funds and School CMERP Funds We have reviewed the attached request to appropriate funding for the School Board. This report will appropriate funding for one grant in the School Fund. This grant is funded with 100% state funds. This report also appropriates $471,694 from the School portion of the Capital Maintenance and Equipment Replacement Program. The CMERP funds will be used for the purchase of instructional computers, preliminary architectural designs for the renovation of Addison Middle School, design plan for a facility addition at Round Hill Primary School, and the purchase of furniture and equipment at Breckinrldge Middle School. This is the seventh and eighth appropriation of the School Board's FY96 CMERP funding of $2,132,372. This will leave an unappropriated balance of $178,607. We recommend that you concur with this request of the School Board. Director of Finance JDG/ICF/bls Attachments c: Ila Farris, Senior Accountant ROANOKE CITY SCHOOL BOARD Roanoke, Virginia · APPROPRIATION REQUEST Capital Ma,nte~ance and Equipment Replacement Funds Request VII 030-060-6006-6302-0826 030.060-6006.6896.0829 030-060-6006-6896-0851 Appropriation Unit ZD1 Computers Addison Preliminary Amhitectural Designs Round Hill Addition Plan $ 87,729.00 44.6% 100,000.00 50.8% 8,965.00 4.6% $ 196,694.00 100.0% The above appropriation represents the seventh request for proceeds from the 1996.97 Capital Maintenance and Equipment Replacement Fund. The proceeds will be used for the pumhase of school-based instructional computers, the preparation of preliminary architectural designs for the renovation of Addison Middle School, and a design plan for a facility addition at Round Hill Pdmary School. The amount of the Capital Maintenance and Equipment Replacement Fund for 1996-97 is $2,132,372. The unappropriated balance of the fund alter the above appropriation is $453,607. February 11, 1997 ROANOKE CiTY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Capital Maintenance and Equipment Replacement Fund Request VIii 030-060-6006-6681 ~0822 Appropriation Unit ZD1 Breckinridge Furniture/Equipment $ 275,000.00 100.0% The above appropriation represents the eighth request for proceeds from the 1996-97 Capital Maintenance and Equipment Replacement Fund. The proceeds will be used for the purchase of furniture and equipment at Breckinddge Middle School. The amount of the Capital Maintenance and Equipment Replacement Fund for 1996-97 is $2,132,372. The unappropriated balance of the fund after the above appropriation is $178,607. March 4, 1997 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Vocational Ins~ucfion Improvement Grant 96-97 6793 030-060-6793-6334-0826 Appropriation Unit X7F Equipment $ 2,200.00 100.0% 030-060-6793-1100 State Grant Receipts $ 2,200.00 100.0% The 1996-97 Vocational Instruction Improvement Grant will provide funds for the purchase of automotive program equipment and instructional software designed to assist vocational teachers to improve instruction in the classroom. State funding in the amount of $2,200 will reimburse expenses. The program will end June 30, 1997. This is a new program. March 4, 1997 MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue. SW~ Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk April 14, 1997 File #70-270-361-472 John Kovatch, III, President Kovatch Mobile Equipment Corp. One Industrial Complex Nesqueshoning, Pennsylvania 18240 Dear Mr. Kovatch: I am enclosing copy of Resolution No. 33302-031797 accepting the bids of Kovatch Mobile Equipment Corp., for purchase of one new 75 ft. Quint Fire Aedal Apparatus, in the amount of $441,325.00; and one new 75 ft. Quint Fire Aerial Apparatus, in the amount of $454,780.00, upon certain terms and conditions; and rejecting all other bids made to the City. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Sandra H. Eakin Deputy City Clerk SHE:sm Enc. pc; W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupa, 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 James Grigsby, Chief of Fire and Emergency Medical Services Diane S. Akers, Budget Administrator, Office of Management and Budget 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) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy Cily Clerk April 14, 1997 File #70-270-361-472 FWD Corp. Kodiak Emergency Equipment, Inc. Simon Ladder Towers, Inc. Singer Associates Fire Equipment, Inc. Ladies and Gentlemen: I am enclosing copy of Resolution No. 33302-031797 accepting the bids of Kovatch Mobile Equipment Corp., for purchase of one new 75 ft. Quint Fire Aerial Apparatus, in the amount of $441,325.00; and one new 75 ft. Quint Fire Aerial Apparatus, in the amount of $454,780.00, upon certain terms and conditions; and rejecting all other bids made to the City. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bids on the abovedescribed fire aerial apparatus. Sincerely, Sandra H. Eakin Deputy City Clerk SHE:sm Eric. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 17th day of March, 1997. No. 33302-031797. A RESOLUTION accepting the bids of Kovatch Mobile Equipment Corp. for the purchase of fire apparatus, upon certain terms and conditions; and rejecting ali other bids made for such item. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The bid submitted by Kovatch Mobile Equipment Corp., for the purchase of one new 75 ~., Quint Fire Aerial Apparatus including performance bond, Bid Number 96-7-19, at a cost of $441,325.00, is hereby ACCEPTED. 2. The bid submitted by Kovatch Mobile Equipment Corp., for the purchase of one new 75 fk, Quint Fire Aerial Apparatus including performance bond, Bid Number 97-2-6, at a cost of $454,780.00, is hereby ACCEPTED. 3. The Ci~s M_m~er of Supply Management is hereby authorized and directed to issue any required purchase orders for the purchase of such fire apparatus, 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 fire apparatus, such agreements to be in such form as shall be approved by the City Attorney. 4. Any and all other bids made to the City for the aforesaid items or alternate items are hereby RF_JECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. Mary F. Parker, CMC/AAE Cay C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk April 14, 1997 File f/60-70-270-361-472 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33301-040797 amending and reordaining certain sections of the 1996-97 General and Fleet Management Fund Appropriations, providing for appropriation of $896,105.00 from Capital Maintenance and Equipment Replacement Program to General Fund Transfers to Fleet Management, in connection with purchase of fire aerial apparatus. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, March 17, 1997, also adopted by the Council on second reading on Monday, April 7, 1997, and will be in full force and effect ten days following the date of its second reading. Sincerely, Sandra H. Eakin Deputy City Clerk SHE:sm Attachment James D. Grisso Director of Finance April 14, 1997 Page 2 pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management George C. Snead, Jr., Director, Public Safety James Grigsby, Chief of Fire and Emergency Medical Services Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of April, 1997. No. 33301-040797. AN ORDINANCE to amend and reordain certain sections of the 1996-97 General and Fleet Management Fund Appropriations. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 General and Fleet Management Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund ADorooriations Nondepartmental Transfers to Other Funds (1) ................................. Fund Balance Reserved for CMERP - City (2) ................................ Fleet Manaqement Fund Aoorooriations Fleet Management - Capital Outlay (3) .......................... Revenue Non-Operating (4) .......................................... 1 ) Transfer to Fleet Management Fund 2) Reserved for CMERP - City (001-004-9310-9506) $ 896,105 (001-3323) (896,105) $55,658,993 55,169,156 $ 2,503,849 $ 2,692,698 $ 993,358 3) Other Equipment 4) Transfer from General Fund (017-052-2642-9015) (017-020-1234-0951) $ 896,105 896,105 A'CrEST: City Clerk. 97-324 Roanoke, Virginia March 17, 1997 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Bid Committee Report on Fire Aerial Apparatus, Bid No. 96-7-19 and 97-2-6 I. Backqround on the subject in chronological order is: Prior Year Capital Maintenance and Eauipment Replacement Prooram identified the need to replace One (1) Aerial Fire Apparatus. Current Capital Maintenance and Equipment Replacement Program identified the need to replace another Aerial Fire Apparatus. ~ identified the purchase of Quint Aerial Fire Apparatus would be in the City's best interest. A Quint is a multi- functional piece of Fire equipment that combines many features of a pumping engine and a ladder truck. This versatility will allow the responding Fire company to begin fighting fire even if the support Fire Engine is on a EMS call. Soecifications were developed, on Bid No. 96-7-19, and were sent along with a Request for Quotation, to eighteen (18) Fire Apparatus dealers and manufacturers. A public advertisement was also published in THE ROANOKE TIMES AND THE ROANOKE TRIBUNE. All bids, for Bid No. 96-7-19, appropriately received were publicly opened and read at 2:00 p.m. on July 31, 1996 in the Office of the Manager of Supply Management. Bids submitted were requested to extend their price until March 31, 1997. January_. 1997 specifications were developed on the 2nd Aerial Apparatus identified in the current Capital Maintenance & Equipment Replacement Program, on Bid No. 97-2-6, and were sent, along with Request for Quotation, to eighteen (18) Fire Apparatus dealers and manufacturers. A public advertisement was also published in THE ROANOKE TIMES AND THE ROANOKE TRIBUNE. Fire Aerial Apparatus Bid No. 96-7-19 and 97-2-6 Page 2 II, All bids, for Bid No. 97-2-6, appropriately received were publicly opened and read at 2:00 p.m. on February 18, 1997 in the Office of the Manager of Supply Management. Both bids required 100% performance bonds be quoted as separate items. ~ Five (5) bids were received on Bid No. 96-7-19. Attachment "A" of this report is the tabulation of those bids received. Three (3) bids were received on Bid No. 97-2-6. Attachment "B" of this report is the tabulation of those bids received. ~J~bJ~L~, for both bids, were evaluated in a consistent manner by representatives of the following departments: Public Safety Fire/EMS Fleet Management Supply Management D. ~ of Bid No. 96-7-19 is as follows: The ~, submitted by Kodiak Emergency Equipment, Inc. took fifteen (15) exceptions to the required specifications. These exceptions are substantial and cannot be waived as informalities. The second lowest bid: submitted by Kovatch Mobile Equipment Corp. met all required specifications for the cost, including performance bond, of ~. E. Bid evaluatiorl$ of Bid No. 97-2-6 is as follows: Item #1 - One (1) new 75 ft. Quint Fire Aerial Apparatus. The lowest bid, submitted by Kovatch Mobile Equipment Corp. met all required specifications for the cost, including performance bond, of $454.780.00. Increased cost of this unit over Bid No. 97-7-19 is due to the addition of required breathing apparatus. Fire Aerial Apparatus Bid No. 96~7-19 and 97-2-6 Page 3 III. IV. 2. Option #1 - One (1) new 100 ft. Aerial Platform. ~, submitted by Simon Ladder Towers, Inc. took Six (6) major exceptions to the required specifications. These exceptions are substantial and cannot be waived as informalities The second lowest bid, submitted by Kovatch Mobile Equipment Corp. meets all required specifications for the cost, including performance bond, of ~. Bid No. 97-2-6 also requested reductions in cost to delete the water tanks from both the 75 ft. Aerial Apparatus, and the 100 ft. platform. Those reduction prices are shown on the bid tabulation. Issues in order of importance are: 1. Need 2. Compliance with Specifications 3. Funding Alternatives in order of feasibility are: ~ the lowest responsible bids meeting specifications as follows for a total cost of $896.105.00. (Two (2) 75 ft. Aerial Quints) Bid No. 96-7-1~ - One (1) new 75 ft. Quint Fire Aerial Apparatus from Kovatch Mobile Equipment Corp. for a cost, including performance bond of ~. ~ - One (1) new 75 ft. Quint Fire Aerial Apparatus from Kovatch Mobile Equipment Corp. for a cost, including performance bond of $454.780.00. Need for the requested Fire equipment is to continue to provide necessary and appropriate Fire service in response to the needs of the citizens of the City of Roanoke, Virginia and allow for maximum capability for utilization of equipment. Compliance with Specificati0n,~ is met by Kovatch Mobile Equipment Corp. on both bids identified in this alternative. Fire Aerial Apparatus Bid No. 96-7-19 and 97-2-6 Page 4 Funding is available in Capital Maintenance and Equipment Replacement Program to be transferred to Fleet Management Account 017-052-2642-9015 to provide for the purchases identified in this alternative. ~ the lowest responsible bids meeting specifications as follows for a total cost of $894.005,00. (One (1) 75 ft. Aerial Quint and One (1) 75 ft. Aerial Ladder. Bid No. 96-7-19 - One (1) new 75 ft. Quint Fire Aerial Apparatus from Kovatch Mobile Equipment Corp. for a cost, including performance bond, of ~. Bid No. 97-2-6 - One (1) new 75 ft. Fire Aerial Apparatus, less water tank, from Kovatch Mobile Equipment Corp. for a cost, including performance bond, of $452.680.00. Need for requested Fire Equipment is to continue to provide necessary and appropriate Fire service in response to the needs of the citizens of the City of Roanoke, Virginia and allow for increase utilization of equipment. Comoliance with Specifications is met by Kovatch Mobile Equipment Corp. on both bids identified in this alternative. Funding is available in Capital Maintenance and Equipment Replacement Program to be transferred to Fleet Management Account 017- 052-2642-9015 to provide for this purchase. ci_C. gJ, E].~l~ the lowest responsible bids meeting specifications as follows for a total cost of 1_~. (One (1) 75 ft. Aerial Quint and One (1) 100 ft. Aerial Platform Quint) Bid No. 96-7~19 - One (1) new 75 ft. Quint Fire Aerial Apparatus from Kovatch Mobile Equipment Corp. for a cost, including performance bond, of ~. Bid No. 97-2-6 - One (1) new 100 ft. Aerial Platform from Kovatch Mobile Equipment Corp. for a cost, including performance bond, of ~. Fire Aerial Apparatus Bid No. 96-7-19 and 97-2-6 Page 5 Need for requested Fire equipment is to continue to provide necessary and appropriate Fire service to the Citizens of the City of Roanoke, Virginia. Compliance with Specifications is met by Kovatch Mobile Equipment Corp. for both bids identified in this alternative. Funding is available in Capital Maintenance and Equipment Replacement Program to be transferred to Fleet Management Account 017-052-2642-9015. ~ the lowest responsible bid, for Bid No. 97-2-6, as submitted by Kovatch Mobile Equipment Corp. for the following at a total cost of $1.033.030.00. (One (1) 75 ft. Aerial Ladder and One (1) 100 ft. Aerial Platform) One (1) new 75 ft. Aerial Fire Apparatus, less water tanks, for a cost, including performance bond, of ~. One (1) new 100 ft. Aerial Platform, less water tanks, for a cost, including performance bond, of $580.350.00. Need for requested Fire equipment is to continue to provide necessary and appropriate Fire service to the Citizens of the City of Roanoke, Virginia. Compliance with Specifications is met by the bid response from Kovatch Mobile Equipment Corp. Funding is available in Capital Maintenance and Equipment Replacement Program to be transferred to Fleet Management Account 017-052-2642-9015. 1. Need to provide continuous Fire service to the Citizens of the City of Roanoke, Virginia would not be addressed by this alternative. Comoliance with Soecifications would not be a factor in this alternative. Funding designated for this purchase of requested Fire Apparatus would not be expended at this time. Fire Aerial Apparatus Bid No. 96-7-19 and 97-2-6 Page 6 CC; V. Recommendation City Council concur with Alternative "A" accept the bids to purchase Fire Apparatus from Kovatch Mobile Equipment Corp. as follows: One (1) new 75 ft. Quint Fire Aerial Apparatus as quoted on Bid No. 96-7-19 at a cost, including performance bond, of $441.325.00. One (1) new 75 ft. Quint Fire Aerial Apparatus as quoted on Bid No. 97-2-6 at, a cost, including performance bond, of $454.780.00. AoproDriate $896.105,00 from Capital Maintenance and Equipment Replacement Program to General Fund Transfers to Fleet Management Account 001-004-9310-9506 and to Fleet Management Account 017-052-2642-9015. C. Re' ct all other bids on Bid No. 96-7-19 and 97-2-6. Respectfully Submitted, W. Robert Herbert, City Manager City Attorney City Clerk Director of Finance Director of Utilities & Operations Director of Public Safety Manager, Fleet Management Chief, Fire/EMS Manager, Supply Management Management & Budget o 0 Comments to Roanoke City Council by Daniel G. Oakey 3620 Brymoor Road, SW Roanoke, VA 24018 Mayor Bowers, Vice Mayor Wyatt, members of Council, thank you for allowing me the opportunity to address council today. I am Bud Oakey. I am a resident of the City of Roanoke and live at 3620 Brymoor Road in Southwest City. I am also Vice President of the Roanoke Regional Chamber of Commerce. I am here today first as a city resident and second, representing the Chamber and its seventeen hundred plus members. As you are aware, for almost two years the Chamber and the city have been working together to identify those areas of government service that can be improved through efficiencies and economies of scale. With the help of Chamber volunteers such as Tom Brock and the leadership of Bob Herbert your department managers are working to provide better services to the tax payers at less cost. The goal - to do more with the money you have so that you won't have to raise taxes and fees in the future. Your department heads should be applauded for those efforts, they are doing an outstanding job. As in the private sector, the problem which arises is that anytime systems are changed there are groups of people that resist. They resist for one basic reason. They are uncomfortable with change. As a Chamber, we have worked with Chief Grigsby and Chip Snead over the past year. We are excited by the ideas Chief Grigsby has presented. Not just about new fire trucks but about his forward thinking. We believe the plans he has presented will move this city's fire department and EMS services forward. We believe the City will be served with a more efficient and reliable service that will provide faster first response to Roanoke's residents and visitors. We originally did not plan to attend today's meeting. However, the Chamber's board felt that with all the misinformation that has been diseminated over the past four days that it was important to come here to present our support for Chief Grigsby and his plans. He is doing what you hired him to do and what we as a community have asked him to do. Please, approve the purchase of the two quint fire trucks. Thank you. Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 19, 1997 File #178-207-236 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33304-031797 authorizing you to amend the Annual Update of the Entitlement Consolidated Plan for FY 1996-97, to submit said amendment to the United States Department of Housing and Urban Development, and to execute documents in connection with said amendment. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. W. Robert Herbert City Manager March 19, 1997 Page 2 pc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Phillip F. Sparks, Chief, Economic Development E. Douglas Chittum, Economic Development Specialist Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie S. Tragubov, Grants Compliance Monitor IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33304-031797. A RESOLUTION authorizing the City Manager to amend the Annual Update of the Entitlement Consolidated Plan~for FY 1996-97 and submit said amendment to the United States Department of Housing and Urban Development (HUD), and to execute documents in connection with said amendment. WHEREAS, each year, the City receives Community Development Block Grant (CDBG) and Home Investment Partnership Program (HOME) entitlement funds from HUD to implement a variety of community development programs; WHEREAS, these programs are outlined each year as an Annual Update to the Five Year Consolidated Plan; WHEREAS, citizen hearings were conducted on January 16, April 9, and April 29, 1996, to identify community needs, to review the 1996-97 Annual Update to the Consolidated Plan, and to obtain citizens' recommendations; WHEREAS, City Council approved the FY 1996-97 Annual Update on May 13, 1996, WHEREAS, submitted to entitlement funds; WHEREAS, official July 15, 1996; and by Resolution No. 32939-051396; the Annual Plan was approved by this Council and HUD in May, 1996, to ensure timely receipt of new approval of the Annual Plan was received WHEREAS, City Council requested a recommendation concerning the allocation of said new entitlement funds prior to June 30, 1997. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the City Manager or his designee is hereby authorized, for and on behalf of the City, to amend the Annual Update of the Entitlement Consolidated Plan for FY 1996-97 and submit said Amendment to HUD, after the required citizen review, provided there are no compelling objections to the Amendment, and to execute the appropriate documents in connection with HUD for said amendment, said documents to be approved as to form by the City Attorney, all in accordance with the City Manager's report dated March 17, 1997, to this Council. ATTEST: City Clerk. Mary F, Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 19, 1997 File ~60-178-207-236 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33303-031797 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for the transfer of $123,329.00 from Community Development Block Grant fiscal year 1995-96 - CDBG Unprogrammed to Community Development Block Grant FY95-96 - Deanwood Industrial Park, in connection with amendment to the Annual Update of the Entitlement Consolidated Plan for fiscal year 1996-97 to increase funds designated for the Deanwood Industrial Park. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eno. James D. Grisso Director of Finance March 19, 1997 Page 2 pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Phillip F. Sparks, Chief, Economic Development E. Douglas Chittum, Economic Development Specialist 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 17th day of March, 1997. No. 33303-031797. 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: Community Development Block Grant FY95-96 $ 2,574,376 Economic Development (1) ................................. Unprogrammed CDBG 95-96 (2) ............................. 847,598 16,002 1) Deanwood 2) Unprogrammed CDBG - Other (035-095-9530-5020) (035-095-9540-5189) $ 123,329 (123,329) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. A'FI'EST: City Clerk. March 17, 1997 Report//97-06 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Council Members: Subject: Authorization to Amend 1996-97 Consolidated Annual Plan and transfer Community Development Block Grant (CDBG) Unprogramed funds to the Deanwood Account # 035-095-9530-5020 II. Background: Each year. the City submits a Consolidated Annual Plan (Annual Plan) to the US Department of Housing and Urban Development (HUD) in order to receive CDBG and HOME entitlements. The Annual Plan describes the individual programs and projects to be conducted with the funds awarded to the City. The current Annual Plan was approved by City Council for submission to HUD on May 13, 1996, by Resolution No. 32939-051396. HUD's verbal approval of the plan was received June 27, 1996; its official letter of approval was received July 15, 1996. Ci_ty Council must approve amendments to the Annual Plan to add, delete or fundamentally alter planned programs or projects. In addition, the public must be provided a minimum of thirty (30) days to review and comment on the amendment before the change can be implemented. D ' is located off Hollins Road NE and is being developed by the Roanoke Redevelopment and Housing Authority (RRHA) with the assistance of the City of Roanoke. Five industrial sites are located in the Deanwood Industrial Park. Two sites have been developed and the remaining three sites are under contract by businesses who are relocating to the Park. Program income of $225.000 will be returned to the City from the sale of land to the three new businesses. Current Situation: Public infrastructure improvements, such as a sewer extension and storm water management system, are needed in order to complete the sale and development of the three remaining parcels. B. Cost of the needed improvements is estimated to be $170,000 by the City Engineer. Members of City Council Page 2 March 17, 1997 III. Issues: A. B. C. Deanwood Account # 035-095-9530-5020 has $46,671 available in existing funding. An additional $123,329 needs to be transferred from CDBG Unprogramed Account # 035-095-9540-5189 to provide total funding needed of $170,000. To implement this nroject. City Council must authorize an amendment to the Annual Plan and must authorize the transfer of funds from the CDBG Unprogramed account to Deanwood. Cost to the City. mi Prooress and Achieving Consolidated Plan Goals. IV. Alternatives: Authorize the City Manager to amend the 1996-97 Annual Plan to increase the funding amount designated for the Deanwood Industrial Park by $123,329 and to submit the appropriate amendment to the Annual Plan to HUD following the 30 day public review and comment period, if no substantive adverse public comments are received; 2. ~from CDBG Unprogramed account # 035-095-9540-5189 to Deanwood Industrial Park account #035-095-9530-5020. a. Cost to City will be $123,329 in CDBG Unprogramed funds. b. ~ program of the City will be enhanced by the creation of new jobs and new revenue when the three remaining sites are developed. Also $225,000 in land sale proceeds will be counted as CDBG program income. Progress in achieving the Consolidated Plan goals will be made. Jobs will be created for low to moderate individuals, and the former blighted conditions at Deanwood will have been removed. Do not authorize the City Manager to amend the 1996-97 Annual Plan to increase the funding amount designated for the Deanwood Industrial Park by $123,329; Members of City Council Page 3 March 17, 1997 2. Do not authorize the amendment of the Annual Plan a. Cost to the City will be the potential loss of tax revenues due to the project not being completed. F~ program of the City will be hindered by the lack of new jobs and new revenue creation, and the loss of $225,000 in land sale proceeds. c. progress in achieving the Consolidated Plan goals will not be made. It is recommended that City Council adopt ~ which will authorize the following: 1. Authorize the City Manager to amend the 1996-97 Annual Plan to increase the funding amount designated for the Deanwood Industrial Park by $123,329 and to submit the appropriate amendment to the Annual Plan to HUD following the 30 day public review and comment period, if no substantive adverse public comments are received; 2. ~from CDBG Unprogramed account # 035-095-9540-5189 to Deanwood Industrial Park account #035-095-9530-5020. WRH:EDC/lf CC: City Engineer Director of Public Worlcs Grants Compliance Office of Management and Budget Assistant City Manager City Attorney Director of Finance Respectfully submitted, W. Robert Herbert City Manager Mary F, Parker, CMCIAAE c~y C~erk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #20-217-467-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, March 17, 1997, Council Member White inquired as to the amount of the annual appropriation by the City to Virginia Western Community College. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Rose M. Woodford, Executive Secretary, City Manager's Office MARY E PARKER, CMC/AAE Cily Clerk 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 March 20, 1997 File #20-217-467-514 SANDRA H. EAKIN Deputy Cit3, Clerk Dr. Charles L. Downs, President Virginia Western Community College P. O. Box 14007 Roanoke, Virginia 24038 Dear Dr. Downs: I am enclosing copy of Resolution No. 33306-031797 authorizing an agreement between the City and Virginia Western Community College relating to signalization of the intersection of Colonial Avenue and McNeil Drive, S. W., by which the City agrees to signalize the intersection and Virginia Western Community College agrees to reimburse the City for up to $100,000.00 of the City's expenses of signalization. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. ~"'~'~'Sincerely' Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attomey William F. Clark, Director, Public Works William L. Stuart, Manager, Streets and Traffic Robert K. Bengtson, Traffic Engineer Charles M. Hufflne, City Engineer Ellen S. Evans, Construction Cost Technician Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33306-031797. A RESOLUTION authorizing an agreement between the City and Virginia Western Community College relating to the signalization of the intersection of Colonial Avenue, S. W., and McNeil Drive, S. W. WHEREAS, signalization of the intersection of Colonial Avenue, S. W., and McNeil Drive, S. W., (the "intersection"), has been desired by Virginia Western Community College ("VWCC") for many years; WHEREAS, only recently has this intersection me{ warrants that would justify its signalization; and WHEREAS, V'WCC has committed to reimburse the City for up to $100,000 for signalization of this intersection; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager and City Clerk are hereby authorized to execute and attest, respectively, an agreement between the City and VWCC by which the City agrees to signalize the intersection and VWCC agrees to reimburse the City for up to $100,000 of the City's expenses of signalization. 2. Such agreement shall be in such form as shall be approved by the City Attorney. ATTEST: City Clerk. Mary F. Parker, CMCIAAE c.y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 19, 1997 File #20-60-217-467-514 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33305-031797 amending and reordaining certain sections of the 1996-97 Capital Projects Fund Appropriations, providing for appropriation of $100,000.00 to Traffic Signals - Installation of New Signals, in connection with traffic signalization at the intersection of Colonial Avenue and McNeil Drive, S. W. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. James D. Grisso Director of Finance March 19, 1997 Page 2 pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works William L. Stuart, Manager, Streets and Traffic Robert K. Bengtson, Traffic Engineer Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CI'P( OF ROANOKE, VIRGINIA The 17th day of March, 1997. No. 33305-031797. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal 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 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Streets and Bridges $14,059,505 Traffic Signals - Install New Signals (1) ......................... 332,000 Revenue Due from State Government (2) ................................ $ 100,000 1) Appropriated from State Grant Funds 2) VVVCC - New Traffic Signals (008-052-9561-9007) (008-1313) $ 100,000 100,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shatl be in effect from its passage. A'CI'EST: City Clerk. March 17, 1997 No. 97-123 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: Traffic Signalization - Intersection of Colonial Avenue and McNeil Drive I. Backqround: ao Traffic siqnalization for the intersection of Colonial Avenue and McNeil Drive, S.W. (see attached map) has been a request of Virginia Western Community College (VWCC) for many years. McNeil Drive serves as the main access to the VWCC campus on the north side of Colonial Avenue, and also provides access to Blue Ridge Public Television (WRBA) and a rear parking area for Madison Middle School. The main entrance to the VWCC parking lot on the south side of Colonial Avenue is also part of this intersection. Traffic control is presently assisted by a VWCC security officer who directs intersection traffic during peak hours of activity. Traffic studies conducted since the 1970's have repeatedly indicated that the warrants (criteria) used to justify an intersection for signalization were not met. On November 8, 1995, another traffic study was conducted which, for the first time, met a warrant for traffic signalization. Due to the high volume of pedestrian crossings at this intersection (926 pedestrian crossings from 7 a.m. to 7 p.m.), the intersection achieved a ranking of No. 4 on the city's traffic signal priority list. II. Current situation: Fundinq for pending signalization projects is only available to install new signals at the city's top two (2) priority intersections (Main Street/Elm Avenue/ Ferdinand Avenue, S.W. and Hershberger Road/ Westside Boulevard, N.W.) VWCC has committed to providing up to $100,000 for installation of the Colonial Avenue/McNeil Drive intersection (see attached letter). This amount is expected to cover the cost to design and construct this Mayor Bowers, Members of No. 97-123 Page 2 March 17, 1997 Council traffic signal, including an interconnect feature with the traffic signal at Colonial Avenue and Overland Road, a distance of 1,000 feet to the north. The interconnect will enable better coordination and traffic flow through the two intersections. An enqineerinq agreement with Mattern & Craig, Inc. in the original amount of $52~000 for the two (2) intersections noted in II. A. can be amended in the amount of $16~000 for design services to develop plans for this new signal. This can be done without delaying ongoing signal design for the other two (2) intersections. III. Issues: A. Traffic B. Fundinq C. Timinq IV. Alternatives: City Council authorize the City Manager to enter into an agreement with VWCC, in a form acceptable to the City Attorney, by which the City would accept VWCC's offer of up to $100,000 for expenses the City will incur for signalization of the Colonial Avenue/McNeil Drive intersection and authorize the Director of Finance to appropriate $100~000 and establish an accounts receivable in the amount of $100,000. Traffic control and safety at this intersection is improved. Fundinq is provided by VWCC. City will need to front-fund all expenses before being reimbursed by VWCC. Timinq of installation is expected to be completed in 1997. City Council not accept VWCC's offer of up to $100,000 for signalization at the Colonial Avenue/McNeil Drive intersection. Mayor Bowers, Members of Council No. 97-123 Page 3 March 17, 1997 1. Traffic control and safety would continue under current conditions. o Fundinq for signalization would be deferred to the City for future implementation of traffic signal. Timinq of future implementation of traffic signal by City is unknown. Recommendation is that City Council approve Alternative "A" and take the following actions: Authorize the City Manager to enter into an agreement with VWCC, in a form acceptable to the City Attorney, by which the City would accept VWCC's offer of up to $100,000 for expenses the City will incur for signalization of the Colonial Avenue/McNeil Drive intersection. Authorize the Director of Finance to appropriate $100,000 to account number 008-052-9561-9007 ("Traffic Signals Installation of New Signals") and establish an accounts receivable in the amount of $100,000. WRH/RKB/gpe Attachments copy: Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Manager, Office of Management & Budget City Engineer Traffic Engineer Construction Cost Technician Dr. Charles Downs, VWCC VIRGINIA WESTERN COMMUNITY COLLEGE January 20, 1997 City of Roanoke Attn: Robert K. Bengston, 1802 Courtland Road, N.E. Roanoke, Virginia 24012 Traffic Engineer Re: Colonial Avenue & McNeil Drive Intersection TraffLc Signal Dear Mr. Bengston, Please accept this letter as our agreement to commit up to a total of $100,000 for installation of a traffic signal at the intersection of Colonial Avenue & McNeil Drive. From your letter of December 16, 1996, we understand that this amount will cover the entire obligation expected of the college to signalize the intersection and synchronize its operation with the existing Colonial Avenue & Overland Road intersection. From our previous discussion, the signal will also require a pedestrian crosswalk fea[ure. Would you please advise us of the expected timeline for design/construction. Also, we would like to explore whether revenues from campus parking tickets could be earmarked to defray all or a portion of the cost of this signal. Your assistance in this matter is greatly appreciated. Sincerely, W.C. Winged CC: Dr. Charles Downs D.E. Blalock Mary F. Parker, CMCIAAE c~y Ck~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #215-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending authorization to file, on behalf of the City, an application to close and permanently vacate a certain portion of First Street, N. W., was before the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On motion, duly seconded and unanimously adopted, Council concurred in the recommendation. Council Member White inquired if the Board of Trustees of First Baptist Church has concurred in the request; whereupon, the Director of Public Works advised that a communication from the Board of Trustees will be provided to Council with the report of the City Planning Commission. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm W. Robert Herbert City Manager March 20, 1997 Page 2 pc: Witburn C. Dibling, Jr., City Attorney Steven J. Talevi, Assistant City Attorney William F. Clark, Director, Public Works John R. Marlles, Agent, City Planning Commission Martha P. Franklin, Secretary, City Planning Commission Evelyn D. Dorsey, Zoning Administrator March 17, 1997 Roanoke, Virginia No. 97-124 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: Request fi.om the City Manager for authorization to file on behalf of the City an application to close and permanently vacate a certain section of First Street, N.W. I. Backeround: Cit~ Council adored a resolution (No. 30254-10190) on October 1, 1990, approving the location and design of the Second street/Gainsboro Road project. Acquisition of proncrtics necessary and essential to location and design of the Second Street/Gainsboro Road right-of-way have now been completed. Construction and reali_munent of the new Second Street/Gainsboro Road right-of-way through these properties will be composed of residue land parcels and land formerly located within the existing street rights-of-way. First Baptist Church on North Jefferson StreeL early in the design process of this project, expressed an interest in acquiring certain residual parcels between their property and the boundary of the new roadway. City Council was advised on May 6, 1996, of the desire of the Trustees of First Baptist Church, to acquire certain of these residual parcels. Rieht-of-w~y of a portion of First Street, N.W., abuts the property of First Baptist Church. Realignment and construction of the new Second Street/Gainsboro Road has now rendered this section of First Street right-of-way as obsolete and useless. Closure and permanent vacation of this former street section will revert the land within the street right-of-way to the status of real estate. Members of Council Page 2 First Street rieht-of-way needs to be closed and vacated in order for the church to acquire these residual parcels as real estate. RI. Recommendation: A r v h r to authorize the City Manager to file an application to close and permanently vacate the subject section of First Street, N.W. Respectfully submitted, W. Robert Herbert City Manager WRH:ERT:mpf attachments cc: City Attorney Director of Finance Director of Public Works Chief of Planning and Community Development IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA Application of the City of Roanoke for vacating, discontinuing and closing of First Street, N.W., as the same extends from an intersection with Wells Avenue, N.W., to an intersection with Gilmer Avenue, N.W. Members of Council: The City Manager, on behalf of the City of Roanoke, applies to have that section of First Street, N.W., in the City of Roanoke, Virginia, situated between its intersection with Wells Avenue, N.W., and its intersection with Gilmer Avenue, N.W., closed and permanently vacated pursuant to Virginia Code Section 15.1-364 and Section 30-14 of the Code of the City of Roanoke, Virginia (1979), as amended. The subject section of First Street, N.W., is more particularly described on an attached plat of subdivision as prepared by the Office of the City Engineer. The City of Roanoke states that the grounds for their application are as follows: 1. The subject street section has been discontinued as a result of the adjacent construction and realignment ora new major street thoroughfare. 2. City has not current or future needs or plans to use this discontinued street section. 3. Abutting property owners can use the land within the vacated right-of-way in a more efficient manner. 4. Land within the vacated right-of-way will be returned to the City tax rolls. Wherefore, the City of Roanoke, respectfully requests that the above-described section of First Street, N.W., be closed and vacated in accordance with the provisions of Section 15.1-364, of the Code of Virginia, and Section 30-14 of the Code of the City of Roanoke, Virginia (1979), as amended. Respectfully submitted, W. Robert Herbert, City Manager PATTON GILMER WELLS LOUDON Mary F. Parker, CMCiAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #132-360-411 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, March 17, 1997, Vice-Mayor Wyatt inquired as to whether the City has a tracking system for monitoring employment of minority/women-owned businesses as subcontractors. As City projects move forward, Council Member Swain inquired if there are existing controls to monitor whether minorities and women are given equal employment opportunities. In those instances when there are successes regarding employment of minorities/women on City-related projects, Council Member White requested that the City Administration communicate the appropriate information to Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Rose M. Woodford, Executive Secretary, City Manager's Office 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) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Dcpuly City Clerk March 20,1997 File #27-468 Brent Reuss Project Manager Black & Veatch 8604 Cliff Cameron Drive Suite 164 Charlotte, North Carolina 28269 Dear Mr. Rouss: I am enclosing copy of Resolution No. 33307-031797 providing for an amendment to the contract between the City of Roanoke and Black & Veatch to increase the contract amount for the Roanoke River Interceptor Sewer Replacement Project by $73,235.00, from $1,595,000.00 to $1,668,235.00, for additional studies and work required by federal and state permitting authorities. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMClME City Clerk MFP:sm Enc. Brent Reuss Project Manager Black & Veatch March 20, 1997 Page 2 pc: The Honorable Marsha Compton Fielder, Commissioner of the Revenue W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works Charles M. Huft'lne, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Dolores C. Daniels, Assistant to the City Manager for Community Relations Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33307-031797. A RESOLUTION providing for an amendment to the contract between the City of Roanoke and Black & Veatch to increase the contract amount for the Roanoke River Interceptor Sewer Replacement contract by $73,235.00, from $1,595,000.00 to $1,668,235.00, for the additional studies and work required by federal and state permitting authorities. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The contract dated October 10, 1994, between the City and Black & Veatch for the Roanoke River Interceptor Sewer Replacement Project is hereby amended to increase the contract amount by $73,235.00, from $1,595,000.00 to $1,668,235.00, for the additional studies and work mentioned above. 2. The City Manager or the Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, such contract amendment, all as more particularly set forth in the City Manager's report to this Council dated March 17, 1997. ATTEST: City Clerk. March 17, 1997 Council Report No. 97-126 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT Backoround on the subject in chronological order is as follows: Roanoke River InterceDtor Sewer Re[~lacement Proiect is Dart of the renovation and expansion of ioint use sewer facilities considered by City Council at its meeting of December 13, 1993. Fundino in the amount of 915.7 million was aooroved bv Council action on December 13, 1993, to support the City's share of the $41.5 million Droiect. The funding is from the proceeds of a general obligation bond issue. The Roanoke River Interceptor Sewer Reolacement Proiect replaces the existinn interceptor sewer from the Water Pollution Control Plant to the Salem City limit. Desion services contract was awarded to Black & Veatch on October 10, 1994, in the amount of $1.59§.Q00 to design the Roanoke River Interceptor Sewer. II. Current situation is as follows: Federal and State oermittino authorities have reouested that additional studies be ~erformed as a Drereouisite to oermit issuance. These studies are as follows: The Roanoke LooDerch is a small fish ~resent in the Roanoke River that has been identified as an endanoered so~cies. The City was requested to perform a preconstruction survey of the Roanoke Logperch to identify their numbers and potential impacts due to construction. This survey and report was performed under subcontract by the Virginia Tech Fisheries Department and has been accepted by the Corps of Engineers and the Fish and Wildlife Service. The report found the Roanoke Logperch to be present in the river in abundance. The cost of this study is 925.742. The Department of Historic Resources identified Smith Park as an area havino sionificant prehistoric archeolooical ~it~.~. The project consultant had a Phase I and Phase II Archeological Investigation performed in the Honorable Mayor and Members of City Council ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT March 17, 1997 Page 2 proposed sewer alignment. The study did not find any significant aroheological sites. The cost of this study is $28,893. Additional oeotechnical investioations were determined to be necessarv to identify soil conditions and depth to bedrock in the proposed trench excavations. The initial design services contract addressed this item with a $20.0(;)0 allowance. The actual cost of this work was $38.600, an increase of $18.600. A contract amendment has been reouested bv Black & Veiatch for the extra work since these tasks were in addition to their contract work scope. III. Issues in order of importance are as follows: A. Cost B. Fundino IV. Alternatives in order of feasibility are as follows: A. Authorize the City Manaoer to execute a contract amendment, in a form approved by the City Attorney, with Black & Veatch, in the amount of $73,235 to cover the additional studies and reports. 1. Cost is 4.6% of the base contract amount of $1.595.000. Base Contract Proposed Amendment Total 2. Fundino is available in Roanoke $1,595,000 73.2~5 $1,668,235 River Interceptor Sewer account (003-056-8469) to pay the increased cost. Do not authorize the City Manaoer to execute a contract amendment with Black & Veatch. Cost would be based on further negotiation and possible accrued interest. 2. Fundino would remain in the Roanoke River Interceptor Sewer account. Honorable Mayor and Members of City Council ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT March 17, 1997 Page 3 Recommendation is that City Council concur in Alternative A, and take the following specific actions: A. Authorize the City Manaoer to execute a contract amendment in a form approved by the City Attorney, with Black & Veatch, in the amount of $73.275. Respectfully submitted, W. Robert Herbert City Manager WRH/PCS/kh c: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to the City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of the Revenue Agenda March 17,1997 Item 5.a.5. Discussion: Mr. Swain: I notice that since I have been on Council that we are dealing with many contractors or firms where we are spending a lot of taxpayers money. Here again we have one that is better than $1.5 million, but my concern is what do we have in place to monitor - to make sure - that these people are giving equal opportunities to women and also to minorities? Do we have anything within the City when we issue a contract to monitor this? Mr. Kiser: Typically, when we engage consulting firms for this, we inquire of that; but I cannot tell you that periodically we go back and see if their work force has changed. We ask the question up front as a consideration to see more as a sensitivity issue like you are always asking us. We don't typically follow up as the job progresses of the consultants. Mr. Swain: Is there anything wrong with us following up? Mr. Kiser: I believe not. Mr. Swain: Can we get that going as a matter of policy, Mr. Herbert? That we do follow up on this and make sure that things are pretty well covered out there because as I pass by some of these projects, I'm looking - I don't see any women, I don't see any minorities. We passed by a VDOT project today, and I saw one minority; and I think even sweeping. Mr. Kiser: Yes sir, typically this work is done in offices, but you want all work - all contractors. Mr. Swain: Yes, all of it - all offices and out there in the field. Mr. Kiser: Yes sir. Mayor Bowers: To follow up with that and I thank you Mr. Swain for bringing that matter. We not only have a policy of working with and contracting with minority businesses, but what - this may go to the issue that Mr. Swain was bringing up Mr. Herbert - what policy do we have in contracting with businesses and their minority hiring practices? Is that what you are referring to Mr. Swain? 1 Mr. Swain: Yes. Mayor Bowers: The reason I ask this is because that if I'm not mistaken, it is a requirement in dealing with federal contracts. I may be wrong. Mr. Herbert: Mayor and Members of Council, this is not a simple topic that we are getting in to, and it might be helpful if we provided you with some written information. I know the City Attorney has extensively researched this back when Council raised this probably back in the early 1990's. Mayor, what you are referring to is that we require a good faith effort for contractors to show that they have contacted minority and women firms to make sure that: a) they were knowledgeable that they were going to put together a bid and b) so that v~ can then come back and track once they submit the bid even if they say they contracted XYZ Corporation, that we have the capacity to go see if indeed they did. What would be most helpful I think though is if we give the complexity to this that we provide you with a written report and then be ready to answer any questions that you might have once you see that. Mayor Bowers: You also, even though it is not within your jurisdiction... Can you also provide us some information - even though it is not under your jurisdiction - with regards to stats contracts and VDOT and things such as that? Mr. Herbert: Yes sir. Mr. White: Thank you. Mr Mayor - my only comment is to I think what we need to have the city administration do is to maybe give us a briefing. I can remember back in the early 90's, and I think the project was the Jefferson High School - we got involved with the City Attorney on what we could do and what we could not do. We did quite a bit of research, and I think we redraftsd and changed some of our contractual agreements to spell out some things to help us. I think a lot of things are in place. Also, on the particular projects that we have going on - these road projects in the City, I personally have knowledge of a minority firm that has done probably 80 percent of the curbing; but these things don't get reported to Council, and if I could ask the administration to do one thing is to do a better job when we do have successes going on in the City - let us know. One of the reasons that the primary contractor got the subcontractor is because of the work we've done hers on City Council, but also because this subcontractor is probably the best in the State at what he does. The gentleman is working right here in the City of Roanoke; he's had crews in here; he's from out of town. He's a client of mine that is the reason I know it. But he has had crews in here all summer and has been working on that project. Ms. Wyatt: So he's going to take our money somewhere else? 2 Mr. White: Well, I said he was one of the best in the State at what he did -- not necessarily a minority. We need to be informed about these. We are interested in this type .... Ms. Wyatt: I think Mr. White got at probably - I was thinking of it more generally - one of the things I have a concern about is when we deal with a contractor, you never know who the subcontractors are. That's where I would like some tracking to go on because who the major contractor is and where all those subcontracts go may give you an entirely different picture, and that's one of the things I've found. For me, personally, I'd like to know if you've got a contractor - who is he going to use as subcontractors on this deal - because that's going to give me a truer picture of what truly is going on. Mr. Parrott: Since I've been on City Council and been much more aware of our needs along these lines, I've checked with a number of contractors concerning our desires. The problem is that they cannot find anybody. They put out requests for bids, and I was talking to a local contractor the other day - this subject came up - he said, "1 can't find anybody to do these things that are needed." There ars a lot of different reasons that I could go into later on. I do happen to know that I have made an effort through T.A.P. and through Mr. Hale's organization to find young minority contractors or would be contractors who wanted to take some courses in how to develop bids, how to keep costa, how to do these things. I was going to do this. Neither one of them could come up with anybody who was even interested in taking the course. It takes more than us wanting to. Mayor Bowers: I was going to quote the famous line out of the Jerry Macguire movie - "Show me the money?' Mr. Swain I think makes a very good point on all of this, and that is we spend millions of dollars of our taxpayers money and that's white and black taxpayers and forty-two recognized nationalities that live in this City now - their money too. When we spend that money, if we want people to participate, and to get that money and to do business with the City of Roanoke, we should encourage them. We should, by showing them the money if they want the money - my guess is these contractors do - then they should go out and train minorities and women and others and hire them and get them working in responsible jobs. This "Show me the moneyl" - they will want the money and our business. I think this point is well taken Mr. Herbert. I think that we as a responsible City government need to pursue this. I commend Mr. Swain and all of you for continuing to bring this up and talk about it. 3 Mary F. Parker, CMC/AAE cay Clerk CITY OF ROANOKE Office of the City Clerk Sandm H. Eakin Deputy City Clerk March 20, 1997 File #110-200-379 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33308-031797 authorizing an Intergovernmental Agreement establishing the Roanoke Valley Greenway Commission between the City of Roanoke, City of Salem, County of Roanoke and Town of Vinton. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997 Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. W. Robert Herbert City Manager March 20, 1997 Page 2 pc: Mary H. Allen, Clerk, Roanoke County Board of Supervisors, P. O. Box 29800, Roanoke, Virginia 24018-0798 ~. Carolyn $. Ross, Clerk of Council, Town of Vinton, P. O. Box 338, Vinton, Virginia 24179 Forest G. Jones, Clerk of Council, City of Salem, P. O. Box 869, Salem, Virginia 24153 Wayne G. Strickland, Executive Director, Fifth Planning District Commission, P. O. Box 2569, Roanoke, Virginia 24010 Lucy Ellett, Chairperson, Greenways Open Space Steering Committee, 3752 Brandon Avenue, S. W., Roanoke, Virginia 24018 Elizabeth Belcher, Roanoke Valley Greenways Coordinator, Fifth Planning District Commission, P. O. Box 2569, Roanoke, Virginia 24010 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works John R. Marlles, Chief, Planning and Community Development Martha P. Franklin, Secretary, City Planning Commission John W. Coates, Manager, Parks and Recreation/Grounds Maintenance Diane S. Akers, Budget Administrator, Office of Management and Budget Sandra H. Eakin, Deputy City Clerk IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33308-031797. AN ORDINANCE authorizing an Intergovernmental ~Agreement establishing the Roanoke Valley Greenway Commission between the City of Roanoke, City of Salem, County of Roanoke and Town of Vinton; and providing for an emergency. WHEREAS, over the past several years, citizens of the Roanoke Valley have expressed considerable interest in preserving open space, protecting viewsheds along the Blue Ridge Parkway and developing a Regional Greenway System; WHEREAS, the Roanoke Valley Greenways Steering Committee has previously been established to prepare a regional greenway plan and develop a long term organizational structure to carry on greenway planning and implementation; WHEREAS, the Roanoke Valley Greenways Steering Committee has recommended an Intergovernmental Agreement establishing a permanent Roanoke Valley Greenway Commission; WHEREAS, the purpose of the Roanoke Valley Greenway Commission would be to promote and facilitate coordinated direction and guidance in the planning, development and maintenance of a system of greenways throughout the Roanoke Valley; and WHEREAS, this Council desires to exercise its authority pursuant to § 15.1-21, Code of Virginia (1950), as amended, to enter into an Intergovernmental Agreement establishing such Commission; THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Mayor and the City Clerk are hereby authorized to execute and attest, respectively, an Intergovernmental Agreement establishing the Roanoke Valley Greenway Commission. 2. Such Agreement shall be in form approved by the City Attorney and substantially in the form of the Agreement attached to the report of the City Manager to this Council, dated March 17, 1997. 3. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia March 17, 1997 No. 97-131 The Honorable David A. Bowers, Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: Proposed Roanoke Valley Greenway Commission Over the past several vears, there has been considerable interest by citizens in the Roanoke Valley in preserving open space, protecting viewsheds along the Blue Ridge Parkway and developing a regional greenway system. The existing Roanoke Valley Greenwavs Steering, Committee with representatives appointed by each of the four Valley governments was established in February, 1995, for a period of one year. When established, the Roanoke Valley Greenwavs Steerin~ Committee was charged with preparing a regional greenway plan and developing a long-term organizational structure to carry on greenway planning and implementation. Over the past year the Roanoke Valley Greenways Steering Committee has spent considerable time researching possible organizational structures. Discussions have been held with representatives from other cities with existing greenway programs, national greenway experts and local government attorneys from each of the four Valley governments. II. ~: Representatives of the Roanoke Valley Greenways Steering Committee appeared before City Council on February 3, 1997, to recommend an Intergovernmental Agreement establishing a permanent Roanoke Valley Greenway Commission. The purpose of the pronosed Roanoke Valley Greenwav Commission is to promote and facilitate coordinated direction and guidance in the planning, development and maintenance of a system ofgreenways throughout the Roanoke Valley. Members of Council Page 2 The scope, authority, resoonsibilities, duties, membershio and other resoonsibiliti0~. are outlined in the attached Intergovernmental Agreement establishing the Roanoke Valley Greenway Commission. Local attorneys from each of the Valley jurisdictions have reviewed the proposed Intergovernmental Agreement and have developed a unified document. ~ of other Valley jurisdictions are scheduled to act on the proposed Intergovernmental Agreement as follows: Vinton- March 18, 1997, Salem - March 24, 1997, Roanoke County - March 25, 1997. It is recommended that the Mayor be authorized to execute the Intergovernmental Agreement establishing the Roanoke Valley G-reenways Commission on behalf of the City of Roanoke. WRH:JRM:mpf attachments cc: City Attorney Respectfully submitted, W. Robert Herbert City Manager Director of Finance Director of Public Works Chief, Planning and Community Development Greenways Coordinator, P. O. Box 2569, Roanoke, VA 24010 WILBURN C. DIBLING, JR. CITY A~]'OR NE y CITY OF ROANOKE OFFICE OF CITY ATTORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE. VIRGINIA 24011-~595 March 5, 1997 WILLIAM X PARSONS STEVEN J. TALEVI GLADYS L. YATES GARY E. TEGENKAMP Elizabeth Belcher, Greenways Coordinator c/o F~h Planning District Commission P. O. Box 2569 ~ Roanoke, Virginia 24010 Re: Roanoke Valley G-reenway Commission Agreement Dear Liz: This is to advise that the attorneys for the City of Salem, the Town of Vinton, Roanoke County and Roanoke City have agreed as to the form of the Roanoke Valley G-reenway Commission Agreement. Only one change has been made to the draft agreement that I submitted to you with my letter of February 4, 1997. Please note that, in Section 11, at the bottom of page 4, the words "To the extent permitted by law" have been added at the beginning of the sentence. This amendment was requested by Mr. Mahoney on behalf of Roanoke County. It is the intention of Bob Herbert to recommend this Agreement to City Council on March 17, 1997. I will prepare a resolution to accompany Mr. Herbert's report which will authorize the Mayor to execute this Agreement on behalf of the City of Roanoke. Please contact me if you have any questions. It has been a pleasure to be of service to the Roanoke Valley Greenway Commission in this matter. With kindest personal regards, I am Sincerel~ yours, Wilbum C. Dibling, Jr. City Attorney WCD:f Enclosure cc: W. Robert Herbert, City Manager Stephen M.Yost, Esquire William L. Heartwell, III, Esquire Paul M. Mahoney, Esquire INTERGOVERNMENTAL AGREEMENT ESTABLISHING THE ROANOKE VALLEY GREENWAY COMMISSION 1. PURPOSE The purpose of the Roanoke Valley Greenway Commission ("Commission") is to promote and facilitate coordinated direction and guidance ir~'the planning, development, and maintenance of a system of greanways throughout the Roanoke Valley. 2. SCOPE This graenway system is intended to enhance the quality of life for Valley citizens and visitors and to: (a) provide safe and efficient alternative transportation linkages between recreational sites, open spaces, residential areas, employment centers, educational and cultural facilities, and other activity centers; (b) encourage citizen wellness and maintain environments which promote opportunities for recreation activities; (c) protect environmental assets and retain beneficial ecological habitats; (d) maintain a contiguous urban forest ecosystem to reduce community wide environmental problems such as excessive storm water runoff, air quality degradation, water pollution, and urban climate change; (e) promote an appreciation for the Valley's natural, historical and cultural resources and its neighborhoods; (f) protect and link significant remnants of the community's undeveloped open spaces, woodlands, and wetlands; and (g) enhance the Valley's appearance to encourage tourism, promote e.~onomic development, and improve the living environment for residents. 3. EFFECTIVE DATE; ESTABLISHMENT OF COMMISSION This Agreement shall be effective, and the Commission shall be established, pursuant to §15.1-21, Code of Virginia (1950), as amended, upon its execution pursuant to the authority of ordinances adopted by the governing bodies of each of the City of Roanoke, the City of Salem, the County of Roanoke and the Town of Vinton. RESPONSIBILITIES AND DUTIES The Commission shall have the following responsibilities and duties: (a) To study the needs of the Roanoke Valley and the desires of the Valley residents as expressed in the Roanoke Valley Conceptual Greenway Plan, dated December, 1995, as the same may be amended from time to time, and to work to implement a coordinated system of greenways into each jurisdiction's planning efforts; (b) To advise and info~n the governing bodies and'~he citizens of tyro Valley of existing, planned, and potential opportunities for establishing greenways within the Valley; (c) To make recommendations to the governing bodies relative to desirable federal, state, and local legislation concerning greenway programs and related activities; (d) To investigate and recommend funding, grants, and/or donations of land, property or services from the Commonwealth of Virginia, the United States of America, their agencies, private citizens, corporations, institutions and others to promote, construct or maintain Greenways within the Roanoke Valley; (e) To study and recommend uniform standards for the design and construction of graenways, including sign standards, to be employed Valley-wide; (f) To actively pursue and promote public/private partnerships, work ciosely with the Western Virginia Land Trust and similar nonprofit organizations, and facilitate cooperation among Valley govemmenta in developing, constructing and maintaining a system of greenways throughout the Valley; and, (g To coordinate the efforts of the federal, state and local jurisdictions in the Valley to create a Valley-wide system of greenways and trails that satisfy the needs of all the residents of the Valley, including those with special needs. MEMBERSHIP (a) The Roanoke Valley Greenway Commission shall composed of members, appointed as fo,ows: (1) Three (3) members from each of the participating political subdivisions to be 2 (b) (c) (d) (e) appointed by the governing bodies, each for a term of three (3) years, except for the initial appointments which are to be staggered for each representative as a one, a two and a three-year term as determined by the governing body. Each member shall be a resident of the jurisdiction which he or she represents. (2) One (1) member appointed by the Metropolitan Planning Organization of the Fifth Planning District Commission for a term of three (3) years. In addition to the above members, the following'individuals, or their designated representatives, shall serve as ex-officio, non- voting members of the Greenway Commission: (1) the chief planning official of each jurisdiction; (2) the official responsible for parks and recreation from each jurisdiction; (3) one representative of the nonprofit group heretofore established to support greenways in the Roanoke Valley; and, (4) one representative of the Western Virginia Land Trust. A vacancy for the remainder of any term shall be filled by the governing body making the original appointment. The Commission may add ex-officio members, as appropriate, from interested organizations. The members of the Commission shall serve without pay. MEE~NGS (a) The Commission shall hold regular meetings at least once per quartar each calendar year. All meetings and hearings of the Commission shall be open to the public except private meetings may be held pursuant to provisions of the Virginia Freedom of Information Act. Reasonable notice of the time and place of all regular and special meetings shall be given to the public. Meetings shall be called by the chairman or upon request of a majority of the members. (b) The Commission shall adopt bylaws necessary to conduct the affairs of the Commission. 3 e OPERATING REVENUE (a) The Commission shall not operate as a fiscal agent. (b) Funding for staff support to the Commission may be made available as appropriated and administered through an agreed-upon fiscal agent. (c) Annual funding requests from the Commission shall be made by February 1 of each year to the governing bodies of the member jurisdictions. _ ADMINISTRATION (a) An annual report shall be prepared and submitted to the governing body of each member jurisdiction each calendar year. (b) The Commission may establish any committees necessary to fulfill the responsibilities and duties of the Commission. (c) Any greenway coordinator or staff positions of the Commission approved by the governing bodies shall be funded on a per capita basis as determined by the most recent population estimates of the Weldon Cooper Center for Public Sen/ica of the University of Virginia. DURATION AND TERMINATION (a) This Agreement shall remain in force fora pedod of twelve (12) years unless specifically extended or otherwise modified by action of the governing bodies of all member jurisdictions. (b) A participating political subdivision may withdraw from this by adoption of appropriate ordinance. 10. AMENDMENTS This may be amended only by approval by the governing bodies of each member jurisdiction. 11. LIABILITY To the extent permitted by law, the participating political subdivisions agree to indemnify, keep and hold the members of the Commission and its staff free and harmless 4 from any liability on account of any injury or damage of any type to any person or property growing out of performance of'he duties and responsibilities imposed by this Agreement. In the event of any suit or proceeding brought against members of the Commission or its staff, the participating political subdivisions shall pay reasonable costs of defense. Any costs of the participating political subdivisions under this section shall be shared on a per capita basis as determined by the most recent population estimates of the Weldon Cooper Center for Public Service of the University of Virginia. WITNESS our hands and seals this day of ,1997. ATTEST: CITY OF ROANOKE Mary F. Parker, City Clerk By ATTEST: COUNTY OF ROANOKE By ATTEST: CITY OF SALEM By ATTEST: TOWN OF VINTON By H:VUVlISC~A-GREENW. 1/Draft 3/5/97 Mary Fo Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #2-60-166-207-217-450-514 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33309-031797 amending and reordaining certain sections of the 1996-97 Capital Projects Fund Appropriations, providing for the transfer and appropriation of funds in connection with Innotech, Inc. expansion. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. James D. Grisso Director of Finance March 20, 1997 Page 2 pc: W. Robert Herbert, City Manager William F, Clark, Director, Public Works Phillip F. Sparks, Chief, Economic Development Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 17th day of March, 1997. No. 33309-031797. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects Fund Appropriations, and providing for an emergency. VVHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADDroDriationa General Government Innotech Expansion (1) ..................................... Fund Balance Reserved for Fund Balance - Unappropriated (2) ................. Revenue A & M Enterprises - Land Sa;e (3) ............................. $ 9,072,343 665,000 $ 1,252,187 $ 346,660 1) Appropriated from General Revenue 2) Reserved for Fund Balance - Unappropriated 3) A & M Enterprises - Land Sale (008-052-9627-9003) (008-3325) (008-1258) $ 665,000 (318,340) 346,660 March 17, 1997 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Subject: Innotech, Incorporated (Innotech) Expansion Dear Mayor Bowers and Members of City Council: I. BACKGROUND ~ in the development, manufacture and sale of lens casting fabrication systems. B. Innotech began in Roanoke. Virgi~lia 10 years ago as an idea. May. 1993_ Innotech introdu~ecl the "Excalibur System" which is based upon its patented SurfaceCasting technology and is capable of fabricating millions of different lenses of various styles, materials and prescriptions. Eight hundred and fifty Excalibur Systelll,S have been sold world-wide since May, 1993. In ten (10) years Innotech has gone from idea to commercial production to Nasdaq Public Company and soon to be a division of Johnson and Johnson, the world's largest and most comprehensive manufacturer of health care products. In four and one-half (4½) years Innotech has gone from a commercial product to public financing to Nasdaq a soon to be division of Johnson and Johnson. H. CURRENT SITUATION Innotech has outgrown its current facility at 5568 Airport Road and needs to immediately double the size of its plant, from 30,000 sq. ft. to 60,000 sq. fi. Geoffrey M. Ottaway_ owner and developer of Innotech's current faciliB', has agreed to construct the 30,000 sq. ft. addition and lease the property to Innotech for a period often (10) years. $1.4 million is the investment in the new construction and renovations to the current facility. Innotech anticipates they will need to purchase $600.000 in new equipment to meet their growth demands. Current sinkholes on the property at 5568 Airport Road and the lack of a storm water management system will not allow the expansion to occur. Council Members March 17, 1997 Page 2 Lack of comprehensive storm water management system will prevent future development of Russell Transfer property, Coulter property, City-owned property, Avis Rent-a-Car property and other contiguous tracts in the area. G. $400.000 is the estimated cost of the storm water management system. A&M Enterprises L.L.C. (A&IVl), of which Geoffrey M. Ottaway is a member, has agreed to purchase 8.6665 acres of City property located on the rear portion of property currently identified by Roanoke City Tax Map Number 6640105 for $40.000 per acre, totaling $346,660 for future industrial development purposes. This property is adjacent to the property Ottaway owns and is currently leasing to Innotech. Pursuant to the proposed purchase and sale agreement which has been signed by A&M and Ottaway: · upon completion of construction of public road Within 24 months from the execution of this Agreement by the City or, 30 days following completion of storm water management project, whichever occurs first. A&M is granted fight of entry, for interim use of property for: temporary parking for Innotech employees while new facility is under construction, and to grade the site and use dirt from the site on property currently leased to Innotech at 5568 Airport Road. Geoffrey M. Ottaway and A&M has also agreed to pay $50,000 or 14%, whichever is less. toward the storm water management system A credit toward the $50_000 will be allowed for improvements on the Ottaway's property and the property to be acquired by A&M which are incurred to provide temporary storm water management to Ottaway's parcel and the parcel to be purchased by A&M. Innotech has requested that the City constant a new public road offMunicipal Road to provide for their needs as well as for other property in the area, i.e. Budget Rent-a-Car and the approximately nine acres being sold to A&M. Projected cost $265.000. llI. ISSUES Council Members March 17, 1997 Page 3 IV. ALTERNATIVES Al. ' ' ' the following: the City Manager or his designee to proceed with the due diligence necessary for construction of this road. Projected cost of road, including due diligence is ~65.000. the City Manager or his designee to proceed with the due diligence necessary for construction of a comprehensive storm water management system to serve the property at 5568 Airport Road as well as other undeveloped properties in the storm water drainage basin. Projected cost of storm water management system, including due diligence is $400.000. sale of 8.6665 acres of land currently owned by the City to A&M for $346.660. Transfer $318.340 from undesignated capital funds and aggr.o.g;5~ $346.660 land sale proceeds to a new Capital Projects fund account entitled "Innotech Expansion". Establish an accounts receivable for the land sale proceeds of $346,660. $400,000 Comprehensive storm water management system $265.000 New public street offofMunicipal Road $665,000 Any payment by A&M Enterprises toward storm water management of $50,000 will be recorded as revenue when received and available for appropriation at that time. Timing is critical in that Innotech must implement their plant expansion as quickly as possible to ensure their market competitiveness. Safety - Innotech needs safer access to their property for employees and trucks than what is available at the intersection of Municipal Road and Airport Road. ~ - New investment of approximately $2 million would occur at Innotech creating increased tax revenue and a significant number of new jobs, 410 projected by the year 2000. Council Members March 17, 1997 Page 4 4. F. llltdJllg is currently available in the undesignated Capital Fund Account. B. City_ Council not authorize the following: the City Manager or his designee to proceed with the due diligence necessary for construction of this road. the City Manager or his designee to proceed with the due diligence necessary for construction of a comprehensive storm water management system to serve the property at 5568 Airport Road as well as other undeveloped properties in the storm water drainage basin. sale of 8.6665 acres of land to A&M. transfer $318_340 from undesignated capital funds and ao. lJg4lt_o, gri~ $346.660 from land sale proceeds and not received $50,000 in future revenue. Iilllillg for Innotech will not be me% therefore, jeopardizing their plant expansion as well as their market competitiveness. 2. Safety will not be an issue. 3. ~ will not be enhanced by new investment and jobs. 4. F_llfldiflg will not be an issue. V. RECOMMENDATION Recommend that City Council authorize the following actions: the City Manager or his designee to proceed with the due diligence necessary for construction of this road. Projected cost of road, including due diligence, is ~,,_6..~.,_Q~. the City Manager or his designee to proceed with the due diligence necessary for construction of a comprehensive storm water management system to serve the property at 5568 Airport Road as well as other undeveloped properties in the storm water drainage basin. Projected cost of the storm water management system, including due diligence, is $400.000, sale of 8.6665 acres of land currently owned by the City to A&M for $346.660. Council Members March 17, 1997 Page 5 Transfer $318-340 from undesignated capital funds and appropriate $346.660 land sale proceeds to a new Capital Projects fund account entitled "Innotech Expansion". Establish an accounts receivable for the land sale proceeds of $346,660. $400,000 Comprehensive storm water management system ~ New public street off of Municipal Road $665,000 Any payment by A&M Enterprises toward storm water management of $50,000 will be recorded as revenue when received and available for appropriation at that time. WRI-FPFS:kdc CC~ Assistant City Manager Director of Finance City Attorney Manager, Management and Budget Director of Public Works Chief of Economic Development Respectfully submitted, W. Robert Herbert City Manager MARY E PARKER. CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church A'venue, S.W, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy Cit~, Clerk March 20, 1997 File #22-72 Dr. Randolph L. Gordon State Health Commissioner Virginia Department of Health P. O. Box 2448 Richmond, Virginia 23218 Dear Dr. Gordon: I am enclosing copy of Resolution No. 33311-031797 authorizing the City Manager, or his designee, to enter into a contract and any necessary addenda with the Virginia Department of Health relating to operation of the local Health Department, upon certain terms and conditions. The abovereferanced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Dr. Molly L. Rutledge, Director, Roanoke City Health Department, 515 Eighth Street, S. W., Roanoke, Virginia 24016 W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33311-031797. A RESOLUTION authorizing the City Manager or his designee to enter into a contract and any necessary adderu/a with the Virginia Department of Health relating to the operation of the local Health Department, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager or his designee, and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, the requisite contract and any necessary addenda with the Virginia Department of Health, pursuant to S32.1-31, Code of Virginia (1950), as amended, such contract and addenda establishing the financial contributions of the City and the Commonwealth to the local Health Department and the public health services to be rendered by such Department, as more particularly set forth in the March 17, 1997, report of the City Manager to this Council, such contract and addenda to be in form approved by the City Attorney. ATTEST: City Clerk. March 17, 1997 Report #97-578 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: SUBJECT: VIRGINIA STATE DEPARTMENT OF HEALTH AND THE CITY OF ROANOKE CONTRACT FOR SERVICES I. BACKGROUND The local commitment statement, found at Health Laws of Virqinia, Chapter 1, Article 5, Paragraph 32.1-31, "Operation of local health department under contract with Board; district health departments," states (in part): A governing body of a city may enter into a contract with the Board for the operation of the local health department in such city. The contract between the City and the Board shall specify the services to be provided in addition to the services required by law and shall contain other provisions as the Board and the governing body may agree upon. Local commitment statement was used in previous years to certify that City Council appropriate a given amount for the support of the Roanoke City Health Department. Contract establishes that legal defense with respect to services performed pursuant to local ordinance, enabling legislation set out in Title 15.1 of the State Code, and other services set out in Attachment A(2) of the contract will be provided by the City Attorney. This requirement will continue to impose an additional burden on this office. II. CURRENT SITUATION Contract and services checklist must be completed per instructions received by the State Health Department from Dr. Robert B. Stroube, Deputy Commissioner for Community Health Services, dated September 27, 1988. Contract between the Commonwealth of Virginia and City of Roanoke is necessary for proper billing to localities for health and environmental services. Honorable Mayor & Members of Council Page 2 March 17, 1997 The local required match amount of $865,060 (40.36% of total cooperative budget) plus $75,000 local 100% money in one-time support of the Roanoke City dental program, totaling to $940,060 was included in the fiscal year 1996-97 resource allocation plan adopted by City Council on May 13, 1996. The 1996-97 Health Department Budget is based on approved funding as follows: a. State $1,278,300 b. Local Match $ 940,060 Services to be in contract include the following: 2. 3. 4. 5. 6. 7. 8. 9. 10. Communicable Disease Services Child Health Services Maternal Health Services Family Planning Services Environmental Health Services Management and Support Services Dental Health Services Specialty Clinic Services Other Public Health Services a. Including Medicaid Nursing Home Screening Public Health Service provided under local ordinance a. Including Insect Control, Rodent Control, Swimming Facilities and Grocery Store Delicatessens. III. ISSUES A. Services to citizens. B. Fundin,q. C. Legal. Honorable Mayor & Members of Council Page 3 March 17, 1997 IV. ALTERNATIVES City Council authorize the City Manager or his designee to execute a contract, approved as to form by the City Attorney, with the State Health Department as provided for in the Health Laws of Virginia. 1. Services to citizens would be continued. 2. Funding has been approved by the State and City. 3. Legal requirements would be met. Do not authorize the City Manaqer or his desi.qnee to execute contract with the State Health Department as provided for in the Health Laws of Virginia. Services to citizens could be discontinued by the State, and eligible Roanoke City citizens would not receive health department services. 2. Funding would not be made available by the State. Legal requirements and compliance with Health Laws of Virginia would not be met. RECOMMENDATION City Council concur in the implementation of Alternative A and authorize the City Manager or his designee to execute a contract, approved as to form by the City Attorney, with the State Health Department as provided for in the Health Laws of Virginia. Respectfully Submitted, W. Robert Herbert City Manager Honorable Mayor & Members of Council Page 4 March 17, 1997 CC: James Grisso, Director of Finance Wilburn C. Dibling, City Attorney Glenn D. Radcliffe, Director of Human Development Dr. Molly Rutledge, Director, Roanoke City Health Department Diane Akers, Manager, Management and Budget Attachment COMMONWEALTH OF VIRGINIA DEPARTMENT OF HEALTH STATEMENT OF AGREEMENT WITH City Council of City of Roanoke Under this agreement, which is created in satisfaction of the requirements of § 32.1-31 of the Code of Virginia (1950), as amended, the Virginia Department of Health, over the course of one fiscal year, will pay an amount not to exceed $ 1.278.300 , from the state general fund in accordance with appropriations by the General Assembly, and in like time frame, the Roanoke CiW Council will provide by appropriation and in equal quarterly payments a sum of $ 940,060 . These joint funds will be distributed in timely installments, as services are rendered in the operation of the Roanoke City Health Department, which shall perform public health services to the Commonwealth as indicated in Attachment A(1.), and will perform services required by local ordinances as indicated in Attachment A(2.). Payments from the local government are due on: First Quarter Second Quarter Third Quarter Fourth Quarter August 16, 1996 November 18, 1996 February 17, 1997 May 16, 1997 The term of this agreement begins Jui¥ 1, 1996. This agreement will be automatically extended on a state fiscal year to year renewal basis under the terms and conditions of the original agreement unless written notice of termination is provided by either party. Such written notice shall be given at least 60 days prior to the the beginning of the fiscal year in which the termination is to be effective. Any increase or decrease in funding allocation shall be made by an amendment to this agreement. The parties agree that: Under this agreement, as set forth in paragraphs A, B, C, and D below, the Commonwealth of Virginia and the Virginia Department of Health shall be responsible for providing liability insurance coverage and will provide legal defense for state employees of the local health department for acts or occurrences arising from performance of activities conducted pursuant to state statutes and regulations. The responsibility of the Commonwealth and the Virginia Department of Health to provide liability insurance coverage shall be limited to and governed by the Self- Insured General Liability Plan for the Commonwealth of Virginia, established under § 2.1-526.8 of the Code of Virginia. Such insurance coverage shall extend to the services specified in Attachments A(1.) and A(2.), unless the locality has opted to provide coverage for the employee under the Public Officials Liability Self- Insurance Plan, established under § 2.1-526.8:1 of the code or under a policy procured by the locality. B. The Commonwealth and the Virginia Department of Health will be responsible for providing legal defense for those acts or occurrences arising from the performance of those services listed in Attachment A(1.), conducted in the performance of this contract, as provided for under the Code of Virginia and as provided for under the terms and conditions of the Self-lnsured General Liability Plan for the Commonwealth of Virginia. LGA97V3.WPD October, 1996 Services listed in Attachment A(2.), any services performed pursuant to a local ordinance, and any services authorized solely by Title l 5.1 of the Code of Virginia, when performed by a state employee, are herewith expressly excepted from any requirements of legal defense or representation by the Attorney General or the Commonwealth. For purposes of assuring the eligibility of a state employee performing such services for liability coverage under the Self-Insured General Liability Plan of the Commonwealth of Virginia, the Attorney General has approved, pursuant to § 2.1-121 of the Code of Virginia and the Self-Insured General Liability Plan of the Commonwealth of Virginia, the legal representation of said employee by the city or county attorney, and the Roanoke ~ Council (Board of Supervisors or City Council) hereby expressly agrees to provide the legal defense or representation at its sole expense in such cases by its local attorney. In no event shall the Commonwealth or the Virginia Department of Health be responsible for providing legal defense or insurance coverage for local government employees. Title to equipment purchased with funds appropriated by the local government and transferred to the state, either as match for state dollars or as a purchase under appropriated funds expressly allocated to support the activities of the local health department, will be retained by the Commonwealth and will be entered into the Virginia Fixed Asset Accounting and Control System. Local appropriations for equipment to be locally owned and controlled should not be remitted to the Commonwealth, and the local government's procurement procedures shall apply in the purchase. The locality assumes the responsibility to maintain the equipment and all records thereon. Amendments to or modifications of this contract must be agreed to in writing and signed by both parties. State Health Commissioner Virginia Depaxtment of Health Local authorizing officer Title Date Date Approved as to form: (Office of the Attorney General) Date: Attachments: Local Government Agreement, Attachment A(1.) Local Government Agreement, Attachment A(2.) LGA97V3.WPD October, 1996 LOCAL GOVER#HEHT AGREEHENT, ATTACHHEHT-AIl.) VIRGINIA DEPARTHEHT OF HEALTH CC~I)IUNITY HEALTH SERVICES HEDICAL CARE SERVICES BASIC PUBLIC HEALTH SERVICES TO SE PROVIDED BY LOCAL HEALTH DEPARTHENTS IN.HE LEVEL A IS DEFINED BY THE BOARD Of HEALTH TO BE HEDIOALLY iNDiGENT (32.1-11) For Eech Service Provided, Check Block for COKHUNICABLE DISEASE SERVICES ChiLdhood Imumizscions As provided for in 32.1-46 dJegr'~sJs, treetmnt, & surveillance 32.~-57 SurveJLiBrce of reportable c~onicibLe diseeses, food borne disease outbreaks, 32.1-39 end RuLes and Regulations TubercuLosis control scre.ning, 32.1-49 and32.1-5~ CHILD HEALTH SEDVIC~S ghi[dron SpecieRy services; diagnosis treatment, foi[o~up, ~d parent teashing 32.1-77, 32.1-89 end32.1-90 ScrnenJng for genetic traits and inborn errors of Imtmbolism, and provision of djetary eL~pLonente 32.1-65 ~32. I-69 gert c~iLd care up to ege_~(eflttr year) Wit EPRDT (#ediceid) Nighest Income Level Served A I s [ c I o I E I F I x I x I x I x I x I x I x I x I x I x I x I x I I I I I I I I I I I I I I I I I I I x I x I x I x I x I x J I I I I I I i I I I I I x I xI x I x I x I x I I I I I I I A I B J C I D I E J F I x I x[ x I x I x I x I I I I I B x I x I x I x I x I x I xlxlxlx Ix Ix I xl xl xl x I I I x I xl xl t f I REVISED JUNE, 1991 pAGE 1 OF 8 PAGES OF ATTACHHENTS LOCAL GOVERNHEHT AGREEHE~T, ATTACHHE~T AIl.) VIRGINIA DEPARTHENT OF HEALTH CI~/'IUNITY HEALTH SERVICES HEDIOAL CARE SERVICES CONTINUED BASIC ~BLLC HEALTH SERVICES TO SE PROVIDED DY LOCAL HEALTH DEPARTHE#T$ IHCONE LEVEL A IS DEFINED BY THE BOARD OF HEALTH TO 8E HEDIOALLY INDIGENT For Each Service Provided, Check Brock HATERNAL HEALTH SERVICES I Prermtcl and post part~ care for lou I rick m~d intermediate rick u~m~n ] I Habycere Services FANILY PLANNING SERVICES CLinic cervicec including drugs and contraceptive supplies Pregrmncy testing and coLi~seLing for Highest lnco~ Level Served I x I z I x I z I z I x I ] I I I I I xl xl xl I I I xl xl xl xl I I A I S I C I O I E I F I I I I I I I X I X I X I z Iz Iz I x I xl x I I I I I I r I I REVISED JUNE, 1991 PAGE 2 OF D PAGES OF ATTACHHEHTS LOCAL GOVERNMENT AGREEHEHT, ATTAGHHENT A(1.) VIRGINIA DERARTHENT OF HEALTH G~H~JNITY HEALTH SERVICES ENVIRONMEHTAL HEALTH SERVICES The roll.lng carvicas performed in accordance ~Jth the provisions of tho code of Virginis, the reguisti~'~s of the Dosrd of Hes~th and/or VOH agreemn~s ~ith other state or recital ager~Jes. SZATE Ice Crem/FroztnOassart x InvescJgstiofl of ¢omumicahls Diseases x MsrJr~s X HJgrlnt L~bor C&q)s MiLk 1 ~ Sits SeNsgo Disposal (SHDR) I Roi)les C~cro~ X Restsur&nts X S4~I t&ry Surveys SJflsLO Hm~ Ssusgs Discharge (VPDES) Tourist EstabLishmAt Inspection glair SuppLy SInitetJm~ X X For Adults I Dsyosre Centers X Sumer C-,,~- X REVISED JUNE, 1991 PAGE 3 OF ~ PAGES OF ATTACRHENTS LOCAL GOVER#HEHT AGREEHEHT, ATTACHHEHT A(1.) VIRGINIA DEPAHTHEHT OF HEALTH COI414U#ITY HEALTH HERVICEG OTHER PUBLIC HEALTH SERVICES The foLLouing services performed in I accordar~o uith the provision~ of tho Hoard of HeaLth and/or the poLtciea end procedures of the State Department of Health. Hedicaid Hursing N~ Screening ~licaid preeutherlzation~ Vital Recorc~ (Death Certificates) Early IncervenCion Services Ocher (L£sc) SIATE x x I I X HEVIGED Sepcember, ].993 PAGE :, OF 8 PAGES OF ATTACHMEHTS OPTIONAL PUBLIC HEALTH SERVICES For Each Servlcs Provided, check Block for COHHUNICAELE DISEASE SERVICES ForeiGn Travel ]nmmizstJons CoflYnunlty Eclucatta~ CHILD HEALTH SERVICES Babycara Services Sick child care BLood lead level Testing School Health Servtces Outreach Comnunity Educltion Other: HATERNAL HEALTH SERVICES Funds for deliveries Funds for special tests and drugs Dlagnosll, treatment, aM referral for gynecological problem Community EducatJcfl Outreach FAHILY PLANNING SERVICES outreach C~nmJnlty Educetlofl Other: I I I I e c o E I F I IX x X X I ×1 I I I t REVISED JUNE, 1991 PAGE 5 O~r g PAGES OF ATTAClg4ENTS Activities of Dltly Living C~nm~ntty Educetion Geflerel Cltnlc Services #oflw #eelth Services Iskitled nurstn~ End there.) ~trelch Occ~Ci~ Heltth Servic~ Pho~ Se~Jces ~espl~e Care Servicu O~heF~ SPECIALITY ~IMIC ~RVI~S For Each Service Provided, Check SIock for Highest DENTAL HEALTN SERVICES Prevefltlw Clinic Services - Chltdrefl prevmttlve Clinic Services - Adults Reetorit~Ye Clinic Services other: Sea.~uzt8 L X X I I I I I I 1 I I · 1 I · I · I [ I · I Ix I]~ I [ · [ I · I I · Serv~ IE J× I [ I 1 I I I I F I I I I REVISED JUNE, 1~1 PAGE 6 OF 8 PAGES OF ATTACRH~NTS LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(2,) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES PUBLIC HEALTH SERVICES PROVIDED UNDER LOCAL ORDINANCE Neither the Code of Virg/n/a nor AUTHORITY Regulations of the Board of Health TO PROVIDE requires the following services to SERVICE be provided by the local health IS LOCAL department ORDINANCE Accident Prevention Air Pollution Bird Control Employee Physicals General Environmental X Housing - BOCA & local building X codes Insect control X Noise Plumbing Radiological Health Rodent Control X Solid Waste Swimming facilities X Weeds Smoking Ordinances Radon Other environmental services (identify) X Barber and Beauty Shop Inspections X Grocery Store Dells X REVISED JUNE 1991 PAGE 7 OF 8 PAGES OF ATTACHMENTS LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(2.) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES PUBLIC HEALTH SERVICES PROVIDED UNDER LOCAL ORDINANCES OR CONTRACT WITH LOCAL GOVERNMENTS For Each Service Provided, Check Block for Highest Income Level Served A 9 C D E F Employee physicals X X X X X X Primary care for inmates in local jails or correctional institutions Other medical services (List) REVISED JUNE 1991 PAGE 8 OF 8 PAGES OF ATTACHMENTS MaW F. Parker, CMCIAAE city Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #1-60-184-429 W. Robert Herbert City Manager Roanoke, Virginia James D. Grisso Director of Finance Roanoke, Virginia Gentlemen: Your joint report with regard to an Employer Match to the 457 Deferred Compensation Program, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On motion, duly seconded and unanimously adopted, the report was referred to 1997-98 budget study. Vice-Mayor Wyatt expressed concern with regard to equity and requested that statistics be provided on the number of employees within the various salary ranges who have elected to participate in the 457 Deferred Compensation Program. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Diane S. Akers, Budget Administrator, Office of Management and Budget Rose M. Woodford, Executive Secretary, City Manager's Office REVISED DATE: TO: FROM~ SUBJECt. March 17, 1997 Honorable Mayor and Members of City Council James D. Grisso, Director of Finance W. Robert Herbert, City Manager Employer Match to 457 Deferred Compensation Program In April 1996, the City of Roanoke Pension Plan Board of Trustees approved certain actuarial assumptions which reduced the employer contribution rate to the Pension Plan. On May 6, 1996, City Council approved certain benefit enhancements to the Pension Plan and referred a request to the City Manager and Director of Finance regarding an employer match to the City's 457 Deferred Compensation Program. It was suggested that the savings from the employer contribution rate be designated for this purpose as these funds would have been targeted for retirement benefits for City employees. Current Issues The City's deferred compensation program began in July 1981. Deferred compensation is an IR~S approved method for deferring federal and state income taxes on savings until retirement. As of February 28, 1997, 628 employees (32%) participate in this program. Per the International City/County Managers' Association - Retirement Corporation (ICMA-RC), the City of Roanoke has the lowest employee participation rate in the Commonwealth of Virginia. Last July the City of Newport News addressed low employee participation and devised a program to match up to $20 per month for eligible employees participating in the program. The program was a great success, with 61% of Newport News employees now participating in the 457 deferred compensation program. Advantages for an employer match for all eligible employees would be: Increases productivity and improves morale · Assists in recruiting and retaining valued employees · Supports transition from paternalistic environment to one of empowerment · Provides employees an incentive to take responsibility for saving for future retirement Honorable Mayor and Members of City Council Page 2 March 17, 1997 There is approximately $442,282 in retirement contribution savings due to changes in actuarial assumptions in the Pension Plan approved by the Board of Trustees and above average investment performance for fiscal year 1996. Examples of how a program might operate at the City for an employer match for all eligible employees is as follows: Example A 70% assumed participation rate of all 1,951 City employees, excluding Council- Appointed, Elected, Grant, and FDETC employees: 1,366 x $15 x 26 = $532,740 employees per pay day paydays funds required Example B 55% assumed participation rate of 1,608 eligible employees with at least three {3) years of creditable service and excluding Council-Appointed, Elected, Grant, and FDEI~ employees: 884 x $15 x 26 = $344,760 employees per pay day paydays funds required Considerations Governmental entities are recognizing the importance of becoming the employer of choice and that current and future employees' ability to perform will determine the success of the organization. Benefits need to move from a message of entitlement to one of increased individual responsibility. Research has shown that governments today are recognizing that benefits must take into consideration the changing nature of both business and the workforce. The ability to attract and retain a workforce with the skills needed to be competitive in tomorrow's environment requires that governments include initiatives in their benefits package. We feel thls important benefit program is worth consideration. We request that this pending item be referred to the 1997-98 fiscal year budget study to be considered with other compensation issues. Honorable Mayor and Members of City Council Page 3 March 17, 1997 If this program is not funded in fiscal year constraints, its consideration should remain resources are available to address new initiatives. 1997-98 because of budget active and considered when We recommend that you concur with this request. ~D~ector of Finance City Manager JDG:WRH:DP/bs C: Wilbum C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk Doris Peters, Retirement Administrator Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #79-111-163 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Resolution No. 33312-031797 authorizing you to enter into an agreement with the Commonwealth of Virginia Division of Motor Vehicles for implementation of the Vehicle Registration Withholding Program, pursuant to §46.2-752(J) of the Code of Virginia (1950), as amended, subject to certain terms and conditions. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. James D. Grisso Director of Finance March 20, 1997 Page 2 pc: Richard D. Holcomb, Commissioner, Commonwealth of Virginia Division of Motor Vehicles, P. O. Box 27412, Richmond, Virginia 23220 The Honorable Marsha C. Fielder, Commissioner of the Revenue The Honorable David C. Anderson, City Treasurer W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Dana D. Long, Chief, Billings and Collections IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33312-031797. A RESOLUTION authorizing the Director of Finance to enter into an agreement with the Commonwealth of Virginia Division of Motor Vehicles ("DMV"), for implementation of the Vehicle Registration Withholding Program ("VRW"), pursuant to S46.2-752(J) of the Code of Virginia (1950), as amended, subject to certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that the Director of Finance is hereby authorized, for and on behalf of the City, to enter into an agreement with the DMV, for implementation of the Vehicle Registration Withholding Program, pursuant to S46.2- 752(J) of the Code of Virginia (1950), as amended, subject to certain terms and conditions set forth in the report to this Council dated March 17, 1997, and subject to the requirement that the City maintain insurance sufficient to indemnify DMV against any and all claims which arise as a result of acts or omissions by the City with respect to the agreement. The form of the agreement shall be approved by the City Attorney. ATTEST: City Clerk. JAMES D. GRISSO Director of Finance March 17, 1997 CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, S.W., Room 461 E O. Box 1220 Roanoke, Virginia 24006-1220 Telephone: (540) 853-2821 Fax: (540) 853-2940 JESSE A. HALL Deputy Director Honorable Mayor and Members of City Council Roanoke, Virginia Re: Division of Motor Vehicles' Vehicle Registration Withholding Program Dear Mayor and Members of Council: The Office of Billings and Collections is working to enhance its collection efforts for personal property taxes. We are seeking to enter into a contract with the Division of Motor Vehicles (DMV) to participate in their '"Vehicle Registration Withholding Program" (VRW). In 1991, this program was passed in Legislation and authorized by §46.2-7520) of the Code of Virginia. This program allows the City to notify the DMV via on-line transmission when a citizen falls to pay personal property taxes over $100.00 per vehicle. According to the Code, a reasonable fee is allowed to cover the cost of such enforceme.~t action. The DMV has deemed this fee to be $20.00 per vehicle payable by the delinquent taxpayer. This program will enable the City of Roanoke to withhold vehicle registration or renewal until the taxes are paid in full. The Office of Billings and Collections will have a responsibility to notify the vehicle owner(s) at least thirty days prior to the expiration of the registration. If the owner(s) fall to respond to the notice, a request can be submitted to the DMV to place a "stop" on the issuance or renewal of the vehicle registration. This "stop" will halt the registration process; and registration cards and license tag decals will not be issued. The "stop" will be removed from the vehicle record when notification is sent to the DMV that the taxes have been paid or when the owner(s) present a valid paid receipt issued by the Treasurer or other documentation issued by the Commissioner of Revenue. Requests to place or remove vehicle stops will be submitted to the DMV headquarters via on-line transmission by the Office of Billings and Collections. On January 1, 1997, $1,137,310.82 was turned over to the ()ffice of Billings and Collections in delinquent tangible personal property tax levied for tax year 1996. Collection strategies currently being used include, but are not limited to, liens Honorable Mayor and Members of City Council March 17, 1997 Page 2 against bank accounts and wages, and the Department of Taxation's set off debt collection program. Due to the increase in accounts reaching delinquent status, participation in the VRW allows a more innovative and resourceful manner in the collection of delinquent accounts. Many localities in Virginia are already using this program with success including surrounding localities of Roanoke County and Bedford County. Notices have been prepared to go into personal property tax bills to alert citizens to this new initiative to collect unpaid personal property taxes (draft copy enclosed). A news release and notices on the City Page, City Web and the RVTV message board will also help in notifying citizens. In conclusion, this program, as authorized through the Code of Virginia, will enhance the overall effectiveness of the collection efforts used in the Office of Billings and Collections. This move is supported by the City's Treasurer, David C. Anderson, and the City's Commissioner of the Revenue, Marsha Compton Fielder. Accordingly, I recommend your approval to enter into a contract with the Division of Motor Vehicles for the Vehicle Registration Withholding Program. I will be pleased to answer any questions that you may have regarding this matter. Respectfully submitted, Director of Finance JDG\DDL:s Attachment C' W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Marsha Compton Fielder, Commissioner of the Revenue David Anderson, Treasurer Mary F. Parker, City Clerk Dana D. Long, Chief, Billings and Collections Efforts to Collect Delinauent Taxes Improved The citizens of Roanoke have told the City in the past that it's important that everyone pay their fair share. In this regard, the Office of Billings and Collections is joining localities across the State in participating in the Vehicle Registration Withholding Program allowed by §46.2-752(j) of the Code of Virginia. This program allows the City to notify the DMV via on-line transmission when a citizen falls to pay personal property taxes over $100.00 per vehicle. The owner of the vehicle cannot renew tags, state decal or registration until the taxes have been paid. An additional fee of $20.00 for processing per vehicle will be added as well. The goal is to increase the number of citizens who pay their taxes in a responsible manner. Citizens can settle any assessments or pay the personal property bill(s) at the Municipal Building or the City's satellite office at the DMV, located at Crossroads Mall. For additional information contact the Office of Billings and Collections at (540) 853-2880. Mary F. Parker, CMCIAAE C~y Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File f~60-178-236 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33313-031797 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of $148,029.00 in program income received from the Roanoke Redevelopment and Housing Authority and other miscellaneous program income. The abovereferanced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc; Neva J. Smith, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 W. Robert Herbert, City Manager Deborah J. Moses, Assistant to the City Manager for Special Projects 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 17th day of March, 1997. No. 33313-031797. 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: ADorooriations Community Development Block Grant FY96 Unprogrammed CDBG (1-2) ................................ Community Development Block Grant FY97 Economic Development (3) ................................. Revenue Community Development Block Grant FY96 (4-10) ............... Community Development Block Grant FY97 (11 ) ................. $ 2,614,055 179,010 $ 2,507,350 802,801 $ 2,614,055 2,507,350 1) Unprogrammed CDBG - RRHA 2) Unprogrammed CDBG - Other 3) Hotel Roanoke Section 108 Interest 4) Other Program Income - RRHA 5) Demolition 6) Loan Repayment - NNEO 7) TAP SRO Loan Payment (035-095-9540-5197) $ 39,423 (035-095-9540-5189) 256 (035-097-9730-5135) 108,350 (035-035-1234-9603) 10,661 (035-035-1234-9604) 200 (035-035-1234-9609) 449 (035-035-1234-9620) (3,990) 8) Home Ownership Assistance 9) Gainsboro Land Sale 10) Rental Rehabilitation Repayments 11 ) Hotel Roanoke Section 108 Loan Repayment (035-035-1234-9622) $ 3,597 (035-035-1234-9628) 808 (035-035-1234-9640) 27,954 (035-035-1234-9737) 108,350 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. Al-rEST: City Clerk. DEPARTt~ENT OF FINANCE CITY OF ROANOKE, VA. March 17, 1997 FROM: SUIMF. C~. Honorable Mayor and Members of City Council James D. Grisso, Director of Finance Appropriation of CDBG Program Income Received from Roanoke Redevelopment and Housing Authority and Other Miscellaneous Program Income Pro,/ram Income from Roanoke Redevelopment and Ho. sin_~ Authority By agreement with the City of Roanoke, the Roanoke Redevelopment and Housing Authority (RRHA) administers a large segment of the City's Community Development Block Grant Program. The Housing Authority receives program income during the course of its administration of various projects by renting properties and by receiving loan repayments from project area residents. The Housing Authority is required to transfer this program income to the City of Roanoke. The City of Roanoke is required to use the income for community development activities. The Housing Authority has made payments to the City in the amount of $39,423 from February 1, 1996 through February 28, 1997 for program income in excess of income previously appropriated. Program income is primarily received from loan repayments and sale of land. Miscellaneous Program Income The City has received the following miscellaneous program income: $108,350 from Hotel Roanoke, L.L.C. for loan repayment of the $6,000,000 Section 108 loan. These earnings are required by HUD to be spent on Section 108 loan repayments to HUD. $256 in other program income relating to other loan repayments. This is the difference between what was previously appropriated and actually received. I recommend that City Council appropriate the total $148,029 in program income as follows: Honorable Mayor and Members of City Council Page 2 March 17, 1997 $39,423 to account 035-095-9540-5197, Unprogrammed CDBG - RRHA. $256 to account 035-095-9540-5189, Unprogrammed CDBG - Other. $108,350 to account 035-097-9730-5135, Hotel Roanoke Section 108 Interest. The amounts being appropriated to Unprogrammed accounts will be available for further appropriation transfers for community development purposes. Director of Finance JDG/ICF/bls Attachments C: Ila Fan-is, Senior Accountant Lori Spencer, Grants Compliance Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #166-216-367-468-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: A report of the Water Resources Committee with regard to the McClanahan Cemetery was before the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On motion, duly seconded and unanimously adopted, Council concurred in the recommendations of the Committee, as follows: City Council expresses its appreciation to the McClanahan Ad Hoc Committee and the historical organizations represented for their continued interest in the McClanahan Cemetery. Given the opinion of the City Attorney, the City should not consider the McClanahan Cemetery to be City property. The City agrees to provide space at the City-owned Coyner Springs property for relocation of the remains of any disinterred person should some other person or organization other than the City wish to undertake the task of relocating the remains. The City will replace or facilitate replacement of the historical marker along the right-of-way of 24th Street, N. W. W. Robert Herbert City Manager March 20, 1997 Page 2 MFP:sm pc: The City will participate in an additional clean-up and vegetation cutting during the spring season, if needed, without incurr~g any indication of adverse possession. The City will attempt to facilitate, with the McClanahan Ad Hoc Committee and other interested historical organizations, a more permanent solution. Sincerely, Mary F. Parker, CMC/AAE City Clerk The Honorable Jack B. Coulter, 3944 Winding Way Road, S. W., Roanoke, Virginia 24015 James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations March 17, 1997 Report No· 97-321 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: McClanahan Cemetery The attached staff report was considered by the Water Resources Committee at its regular meeting on February 18, 1997. In fact, the Committee has considered this matter on three (3) separate occasions. After considerable discussion, the Committee recommends the following: Council express its thanks to the McClanahan Ad Hoc Committee and the Historical Organizations represented for their continued interest in the McClanahan Cemetery. Given the opinion of the City Attorney, the City should not consider the McClanahan Cemetery property to be City property. The City agree to provide space at the City owned Coyner Springs property for relocation of the remains of any disinterred person should some other person or organization other than the City wish to undertake the task of relocating the remains. City will replace or facilitate the replacement of the historical marker along the right-of-way of 24th Street, NW. City will participate in an additional clean-up and vegetation cutting this spring if needed without incurring any indication of adverse possession. City will attempt to facilitate, with the McClanahan Ad Hoc Committee and other interested historical organizations, a more permanent solution· Respectfully submitted, · Wyatt, Chairperson Water Resources Committee LFW:KBK:afm Attachment CC: The Honorable Jack B. Coulter Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities & Operations Report No. 97-321 CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: February18,1997 TO: FROM: THRU: Members, Water Resources Committee Kiser, Director of Utilities & Operations W. Robert Herbert, City Manager SUBJECT: McClanahan Cemetery The attached report and comments by Retired Circuit Court Judge Jack B. Coulter were considered by the Water Resources Committee on January 21, 1997. Due to time constraints and the fact that Judge Coulter, at the conclusion of his presentation, handed members of the Committee a counter proposal, the Committee tabled the matter to give time to consider the counter proposal, copy attached, and to continue consideration of the matter at this date. It should be noted that the January 21, 1997, report attached a list of cemeteries that were apparently abandoned as well as numerous others that may soon become abandoned should the City undertake a policy of restoring and/or mait~taining abandoned cemeteries. You now have three proposals for consideration as follows: McClanahan Ad Hoc Committee's Original Proposal - The City to assume responsibility for restoring and maintaining the site. Staff Proposal - City offer to provide space at the City-owned Coyner Springs Cemetery should persons, other than the City, desire to disinter and relocate any and all remains encountered. The City would also agree to replace the historic marker along the right-of-way of 24th Street, N.W. Page 2 McClanahan Ad Hoc Committee Counter Proposal (received January_ 21, 1997 City Council appoint a committee to be composed of representatives of the Ad Hoc Committee but adding the Ci_ty Manager or his designee. City coordinate a second "clean up" day to remove vegetation from the remaining property, being property indicated on tax maps as reserved for the cemetery but being outside the area indicated on the ground as being part of any burial site. Provide an estimated $15,000 (Ad Hoc Committee estimate) to restore and landscape the site. Assign the committee the responsibility of perpetual care of the cemetery_. This is to request that the Committee make a recommendion that Council offer to provide space at the Coyner Springs Cemetery and restore the historical marker as outlined in the attached January 21, 1997, report to the Committee. KBK:afm Attachments CC: The Honorable Jack B. Coulter Wilbum C. Dibling, City Attorney Mary F. Parker, City Clerk MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue. S.W., Room 456 Roanoke. Virginia 24011-1536 Telephone: (54.0) 853-2541 Fax: (Sa0) 853-1{45 SANDRA H. EAKIN Deputy City Clerk February 21, 1997 The Honorable Jack B. Coulter 3944 Winding Way Road, S. W. Roanoke, Virginia 24015 Dear Judge Coulter:. At the request of Mayor Bowers, I am pleased to provide you with the following motion which was adopted by the Water Resources Committee at its meeting on Tuesday, February 18, 1997, with regard to the McClanahan gravesite: Mayor Bowers moved that the Water Resources Committee refer the matter of the McClanahan gravesite to the attention of the Roanoke City Council, with the following provisions. The motion was seconded by Mr. Trout and adopted. (1) (2) (3) (4) (5) Appreciation is expressed to the historical societies for bringing the matter to the attention of the citizens of Roanoke. In view of the opinion of the City Attorney, the property in question is not City property. The City will offer to provide space at the City-owned Coyner Springs Cemetery should persons other than the City desire to disinter and relocate any and all remains encountered. The City will agree to replace the historic marker along the right-of-way of 24th Street, N. W. Without giving any indication of adverse possession of the property by the City, the City govemmant will cooperate in one additional clean-up day during the spdng season in conjunction with the local historical societies. The Honorable-jack B. Coulter February 21, 1997 Page 2 (6) In conjunction with the local historical societies, the City will attempt to facilitate a more permanent group to oversee the McClanahan gravesite. If you have questions, please feel free to call me. With kindest regards, I am Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc-' The Honorable David A. Bowem, Mayor, Room 452, Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia 24011 The Honorable Linda F. Wyatt, Vice-Mayor, 2543 Round Top Road, N. W., Roanoke, Virginia 24012 W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities and Operations Report No. 97-308 CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: January 21, 1997 TO: FROM: THRU: Members, qWater Resources Committee Kit B. Kiser, Director of Utilities & Operations W. Robert Her e~,~ity Manager SUBJECT: McClanahan Grave Site I. Background: mo Attached report recommending the City donate space in the City owned cemetery at Coyner Springs was considered by the Water Resources Committee on August 19, 1996. Bo The Honorable Jack B. Coulter, Retired Judge of the 23rd Judicial Circuit Court, and other representatives of the McClanahan Grave Site Ad Hoc Committee spoke before the August 19, 1996, Water Resources Committee meeting to say the Ad Hoc Committee was opposed to relocating the remains of the interred to Coyner Springs and pressed their request for the City to clean up the grave site, restore it to a good condition and maintain it in the future. Precedent setting and responsibilities were discussed at length at the August 19, 1996, meeting. Committee Member White asked what was the City policy of involvement in private and/or abandoned cemeteries and how many cemeteries were located in the City. Do Non-involvement has been the City's policy regarding private cemeteries in the remembered and/or documented past. The attached listing of private cemeteries was developed with the help of the Page 2 Director of Real Estate Valuation. A collage of photographs will be made available at the Water Resources Committee meeting when this report is considered. II. A volunteer clean-up effort was offered by the Water Resources Committee through the offices of the Mayor and City Manager working in conjunction with Judge Coulter. That clean-up of the McClanahan grave site occurred on November 16, 1996. A final decision by Roanoke Ci_ty Council is still sought by the McClanahan Ad Hoc Committee in accordance with the attached letter of December 10, 1996, from Judge Coulter. Recommendation: Water Resources Committee recommend to Council that it continue to hold out the offer to donate space at the City owned cemetery at Coyner Springs should parties, other than the City, wish to relocate the graves and offer to help restore the historical marker on 24th Street, N.W., but decline to assume ownership and/or maintenance responsibilities for the McClanahan grave site. WRH:KBK:afm Attachments CC: The Honorable Jack B. Coulter Wilburn C. Dibling, City Attorney Mary F. Parker, City Clerk Glenn D. Radcliffe, Director of Human Development Willard N. Claytor, Director of Real Estate Valuation Report No. 96-337 CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: TO: FROM: THRU: August 19, 1996 Me~m~,ers, W~ter Resources Committee ~ .~ser,~D~i~c~or~ ~ of Utilities& Operations W. Robert Herbert, City Manager SUBJECT: McCLANAHAN GRAVE SITE I. Background: The Honorable Jack B. Coulter, Retired Judge of the 23rd Judicial Circuit Court, on behalf of the McClanahan Grave Site Ad Hoc Committee, appeared before Council on April 15, 1996 to request the City "do something" regarding the McClanahan grave site. The McClanahan grave site is on private property located behind Advance Auto Parts on 24th Street, N.W. The grave site is believed to contain the remains of Elijah and Agatha McClanahan and at least one of their direct descendants. The grave site is believed to have been established in or around 1821. The attached map shows the location of the cemetery. C. The request for the City to 'do something" includes: City take over ownership, restore, and maintain the property. Relocate the remains to a more accessible location and maintain that location. Current City owned cemeteries and status for which the City has certain responsibilities are as follows: Coyner Springs - New area recently established with space available. 2. Tazewell Avenue - Acquired by the Town of Big Lick, no remaining space available, and needs a Page 2 II. new fence to discourage vandals as well as tombstone replacements. Three located in the Carvins Cove watershed area where City responsibility is limited to maintaining a passable access road. Other cemeteries where concerned citizens or descendants have requested the City to become involved include a large cemetery on Liberty Road (Just east of Lincoln Terrace) and on Orange Avenue (Just east of 1- 581). To date, the City has declined involvement in these cemeteries. Responsibilities for cemeteries is a subject for various opinions and include: 2. 3. 4. 5. 6. 7. Commercial operators Land owner(s) Heirs and descendants Estates Government Historical groups Any citizen group G6 A preliminary recommendation of non-involvement in the cemetery restoration was discussed during a July 2, 1996 meeting with numerous representatives of the Ad Hoc Committee. The attached July 3, 1996 letter from Judge Coulter is the result of that meeting. Cost of maintaining the site of the stone of the Douqhboy was requested by Judge Coulter in the last paragraph of the attached letter. Attached map and photographs show this area. The area is shown as ARGONNE PLACE on the attached map and is crossed by both water and sewer lines. Annual cost of maintenance is approximately the same as maintaining two average size residential lots, approximately $1t200/yr. ~ssues: A. Responsibility B. Historical C. Precedent D. Costs Page 3 III. Alternatives: Committee recommend that the City offer spac~ in the City owned cemetery at Coyner Springs should the current landowners, descendants, and/or any other group wish to undertake the responsibility of disinterring, relocating and reburial of the remains and the grave stones. The City would then maintain the graves at the same standard we maintain the other graves. Also, City agree to pay up to $1,500 to reimburse the appropriate State agency to reinstall a roadside marker, if the previous one cannot be found, commemorating the location of the McClanahan cemetery. Responsibility for relocating the remains would be with interested parties other than the City. Future maintenance at the re-established graves would be the City of Roanoke's responsibility. Historical significance would be recognized by interested parties by relocating the graves. Precedent of the City assuming responsibility of abandoned grave sites is not set. Costs of relocating the graves would need to be explored by responsible parties presumably with a private attorney versed in those procedures. Cost of maintaining the graves, once relocated to the City's Coyner Springs cemetery, would not be significant. Cost to the City for the roadside marker would be up to $1,500. Committee recommend that the City acquire title to th~ cemetery lands, restore and maintain the McClanahan cemetery. Responsibility would be assumed by the City while the current City cemetery on Tazewell Avenue has unmet needs for security against vandals· Historical siqnificance of the McClanahans for Roanoke City, Roanoke County, and the City of Salem would be promoted by Roanoke City. Precedent of taking responsibility for abandoned grave sites will be set. Cost of restoring the site could well approach $100,000, depending on how much attention to detail is used, how many graves are actually Page 4 IV. involved (there may be more than three), and how the brick wall is restored. No detailed estimate has been undertaken. Committee recommend that the City assume no responsibility. Responsibility for these abandoned graves would rest with the property owner or other interested parties. Historical significance could be developed by interested parties other than the City. Precedent is not set. 4. Cost to the City is zero. Recommendation: Committee recommend that the City offer to donate space at the City owned cemetery at Coyner Springs and maintain the graves if they are relocated by parties other than the City of Roanoke and reimburse the appropriate agency to reinstall the roadside marker in accordance with Alternative WRH:KBK:afm Attachments cc: The Honorable Jack B. Coulter Ms. Natalie R. Lemon Ms. Mary R. Waynick Wilburn C. Dlbling, City Attorney James D. Grisso, Director of Finance Mary F. Parker, City Clerk Glenn D. Radcliffe, Director Of Human Development Kit B. Klser, Director of Utilities & Operations Ad Hoc Committee McClanahan Historical Site P.O. Box 1299 Roanoke, Virginia 24006 July 3, 1996 Mr. Kit Kiser Director of Utilities & Operations Room 354, Municipal Building 215 Church Avenue Roanoke, Virginia 24011 Re: McClanahan Historical Site Dear Mr. Kiser: I hope that the determination, sincerity and spirit of the Group that met with you yesterday was made manifest as you outlined for us your tentative conclusion not to support our request. First of all, we again express our appreciation for the thought and effort that you and your staff have put into this project, as well as Mr. Dibling and the City Manager. You must call these proposals as you see them, and this we understand. That we are keenly disappointed in how you see our proposal, however, goes without saying. The purpose of this'letter, in addition to thanking you most sincerely for giving us audience, is to try in amicable spirit to overcome your current position, to wed you willingly to our views, and to rebut your reasoning with a logic of overwhelming persuasion. So please clear your mind of pre-conceived notions, hear us afresh and make meaningful your representation that your decision was, in fact, only "tentative". You first state with an equivocation unworthy of the issues that you (meaning the City Administration) are not ~ the proposal, but only that you cannot support it. Well, someone of transcendental authority has said: "He who is not with me is against me''~, so let us get to the issues. You claim that the City's response, in effect, is that it has no business in maintaining ~ cemeteries, irrespective of any particular historical significance. The point is, however, that St. Matthew 12:30. Mr. Kit Kiser Page 2 July 3, 1996 the City does maintain or is charged with maintaining the City Cemetery. Maintaining a cemetery, therefore, is not something totally foreign to the City's current function or accepted responsibilities. You argue, however, that the City Cemetery is owned by the City. And so it does. But who owns the McClanahan cemetery? Its owners are obviously so numerous and so scattered that no one heir owns more than an infinitesimal fraction. Can you identify these owners by name and address and fractional interest? You may ask how do we know that their numbers are legion? Because Elijah McClanahan had ten (10) daughters and nine (9) of them, bearing non-McClanahan names, had families~ of seven, six, two with five, and another with four children. We are not aware of the exact number of offspring of the remaining four (4) daughters except that they were "numerous". One of these nine daughters we also know had eight children. And bear in mind, as they bore in body, that all this begetting began before the 20th Century had begun. There is no living McClanahan in the Roanoke Valley whom we have been able to identify even though there are fifteen listed in the current phone book. Though you call this cemetery "Private", it is in honest reality not private. Why do we claim this? Because these is no identifiable owner. "Private", according to any standard dictionary, means "belonging to someone." Without an owner the concept of "private" is meaningless. How can something be "private" if there is no one to maintain or enjoy that which being "private" is intended to guarantee? This is simply no longer a "private" cemetery; it is an abandoned one. We know that this landmark of local history has been abandoned since at least 1965 when Raymond Barnes wrote his telling article accompanied by a picture showing its then state of desecration-- over 30 years agog! Furthermore, it was declared to be a Public nuisance in 1990--six years past--and was cleared then at public expense. And now that same declarant resists the call for ~ help because the site is "private". What has happened to unmake it public in 19967 When the conditions on that little plot of land reaches again the rot and ruin that compels City action, who will then pay for the clean-up? ~1~_~ to this ~ ~ is Even more, now, to the fundamental premise of your argument: Where is it written that a. city has no business in maintaining neglected "private" cemeteries irrespective of their historical Mr. Kit Kiser Page 3 July 3, 1996 significance? Why isn't it the business of a city to undertake the care and preservation of "things" historical? You are already engaged and have been for years in maintaining the tablets and land upon which they rest--in memory of an old Indian trail (at Ferdinard Avenue, Riverside Drive, and llth Street); the boundary marker of James Alexander's land as deeded in 1771 (also Riverside Drive above Wasena Park); the Doughboys who fought in World War I (at King George Avenue at 4th St.); and surely others. The Virginia Code gives authority to a city to address the problem of abandoned cemeteries so that the responsibilities of a city to undertake the "business" of cemetery maintenance has the express blessing of public policy enshrined in state law (see Va. Code§ 57-36). Because we desperately want and seek your support on the merits, may we advance still another point: the concept of overall City Beautification. How many plots of land adjoining streets or gracing their medians does the city maintain with beautiful flowers, shrubberies and trees--planted, watered, and trimmed at public expense? They are things of beauty and we all take pride and pleasure in the City's sponsorship of this worthwhile function. All we ask, when bared to the bone, is the removal of this abandoned site as a thing of "unbeauty" while taking advantage of its unique historical significance to our City by upgrading its appearance, capitalizing on its potential for local educational development, and accepting it as a challenge for the enhancement of local pride, rather than discarding it as a burden to remain buried until rats and refuse compel again the City's engagement. Part of beautification is the removal of the unsightly--isn't it? We have too little of local history to espouse as it is. We have eliminated so much of our past by demolition and otherwise that little remains to preserve. "Tearing it down" or "letting it rot" are not commendable legacies nor the trademark of All-American Cities. Let not the fact that this is a cemetery overcome the need for historical preservation. Let not the concern that granting this request might precipitate others be so decisive a negative influence, but take this proposal, as any that might follow, on individual merit alone. Please, therefore, reconsider your tentative conclusions and cast your influence in favor of not only the preservation of local history but, in the spirit of City Beautification, the conversion of the ugly into a site that generates respect for our past. Mr. Kit Kiser Page 4 July 3, 1996 If you are not persuaded by this rebuttal, would you please include it in the official report that you tender to City Council, including, if you will, the estimated cost of the annual maintenance of a plot of land of less dimension than the site of the Stone of the Doughboy at King George and 4th Street. u OSt sincerely, lter f ~n Behalf of.the . ~.,/McClanahan Historical Site Ad Hoc Committee JBC/bcm cc: Witburn C. Dibling, Jr. Esq. Mrs. Natalie Lemon Mr. Andy Roberts Mr. Richard Loveland Mr. Paul C. Kuhnel Mrs. A. Morris Turner Mary B. (Peggy) Hatch, Esq. Ms. Katherine Ross Mr. George A. Kegley Mr. Paul~M. Frantz Dr. Conrad Stone Mrs. S.R. (Betty) Low Dr. Warren Moorman Mrs. Sophie Chapman Ingles Mrs. Roberta Ingles Steel Col. Lewis Ingles (Bud) Jeffries OTHE~ HIS~)RICAL Agatha Lewis McClanahan was not only the granddaughter of the famous General Andrew Lewis, but the daughter of another local military hero, Colonel Andrew Lewis, Jr. Elijah McClanahan's uncle was Dr. Robert McClanahan a captain in Colonel Fleming's Regiment and one of the few killed in the Battle of Point Pleasant. Betty Low (a local historian who revised and enlarged the index to Raymond Barnes' monumental work on the History of Roanoke) advises that no slaves were buried in family cemeteries (according to Claire White). ~ING G£O~GE ~z.~7 j OL acl I~ LT. C- 3C O. 462 Ac C.~ L V I ~..' ..~ D.C. A VENU£ I05//0~ By Ord. No. 19;5:~ D.B. 1293 P~.iZ 9 ~.42 320.46 LISTING OF KNOWN CEMETERIES IN THE CITY OF ROANOKE NAME 1. Evergreen 2. McClanahan Heirs 3. St. Andrews 4. Fairview 5. First Baptist Church Trustees 6. City of Roanoke 7. Campbell Heirs 8. Hylton Heirs 9. Logan Heirs Cemetery 10. Trevey 11. Church of the Brethren 12. Cedar Lawn 13. Blue Ridge Memorial Gardens 14. Temple Emanuel 15. Beth Israel 16. Mt. Moriah 17. Persinger Heirs 18. Moorman Heirs LOCATION OffBrighton Road, S.W. Behind Advance Auto Store on 24th Street, N.W. Salem Tumpike, N.W. Between Salem Turnpike & Melrose Avenue, N.W. Orange Avenue ~ 1-581 Tazewell Avenue Behind 4134 Welcome Valley Road Glen Heather Road, S.W. Glen Heather Road, S.W. Green Ridge Road, N.W. at Salem City Limits Cove Road, N.W. Cove Road, N.W. Airport Road Orange Avenue East Orange Avenue East Orange Avenue East Memorial Avenue, S.W. 800 blk. Hanover Avenue, N.W. GENERAL CONDITION/COMMENTS Well maintained Not maintained Well maintained Well maintained Part in fair condition & part in poor condition Well maintained Well maintained - Confederate Soldier grave Fair condition Not maintained Well maintained Well maintained Well maintained Well maintained Well maintained Well maintained Fair condition, aging congregation would like help in maintenance Well maintained, Confederate Soldier Mowed lot, could not distinguish graves NAME 19. Samara (Springwood) 20. Gmbb 21. Belford (Lewis & Elenore Shepherd) 22. Fleming/Read 23. Kefauver 24. Dillon, Anderson, Day 25. Coon & Bamhardt 26. Gravesite of Elizabeth Guerrant 27. Williams Memorial Park LOCATION Liberty & Hunt Avenue, N.W. Adjacent to 3622 Kegy Road Adjacent to 4306 Belford Avenue, S.W. Monterey Golf Course (may be one or two adjacent cemeteries) Mt. Pleasant Blvd. just past Rutrough Road Dead end of Carrington, S.W. Dead end of Mt. Holland, S.W. Property of Roland Macher Huntington Court Westside Blvd. & Tyler Avenue, N.W. GENERAL CONDITION/COMMENTS Grown over, sunken graves, brash cut two years ago, but growing back over again Fair condition Fair condition (vegetation cut, head stones knocked over) Fleming grave site in good condition. Horizontal slate tablets over numerous Read grave sites are deteriorating (spalling away) Grown over, not maintained Fair condition Grown over, not maintained Fair condition, not fenced in Excellent Ad Hoc Committee McClanahan Historical Site P.O. Box 1299 Roanoke, Virginia 24006 December 10, 1996 Mr. Kit Kiser Director of Utilities & Operations Room 354, Municipal Building 215 Church Avenue Roanoke, Virginia 24011 Re: McClanahan Historical Site Dear Mr. Kiser: I concur in your decision not to proceed with the second clean-up effort of the McClanahan Cemetery site that had been scheduled for December 14 and the cancellation of that project as announced in your letter of December 2. The remaining piles of debris, however, had not yet been removed at the time of my visit of the premises on Thursday, December 5. I trust that this commitment remains on Ed Culp's calendar. Again, on behalf of the Ad Hoc Committee, we want to thank you, your staff, Ed Culp and Kamp Thephasouk, Jim Phipps and Tim Allen and their crew, Mayor Bowers and the City Manager for their endorsement and participation in this volunteer program. The chain-saw efforts were outstanding and the removal of at least four big truck loads of debris, trees, vines and junk was most appreciated. The several enclosed snapshots of the work in progress should memorialize the considerable results achieved. With the conclusion of this clean-up effort we now return to the original request, first presented informally to Mayor Bowers on December 13, 1995, resulting in the City Manager's report of January 17, 1996 and the title examination summarized in the City Attorney's letter of April 2, 1996, and the formal submission to City Council on April 15, 1996. At that meeting the matter was referred to the City Manager and City Attorney "for study, report and recommendation to Council." Mr. Kit Kiser Page 2 December 10, 1996 After an informal session with you, the City Attorney and others on July 2, 1996, you submitted a detailed report to the members of the Water Resources Committee dated August 19, 1996. Your concluding recommendation that the City offer to donate space at the Coyner Springs city-owned cemetery in Botetourt County and maintain the subject graves if relocated by parties other than the City at other than the City's expense, though appreciated, was simply not acceptable to the Ad Hoc Committee. Reasons objecting to this recommendation were outlined in a point-by-point response to your report, dated August 16, 1996, which was delivered to members of the Committee in advance of the August 19 meeting. At the meeting of the Water Resources Committee, chaired by vice-mayor Wyatt, the City Manager graciously agreed to undertake a one-shot clean-up effort of the site. Members of the Ad Hoc Committee meet with you, Mr. Phipps and others at the site on September 13 and thereafter scheduled the two clean-up sessions for November 16 and December 14, thereby taking advantage of anticipated frost-kills that would make the work easier. It is my recollection of the Water Resources Committee meeting on August 19, 1996 that Councilmen White%wantec~toknow th~ City's ~olic~ an~preceden~with reference to the overalX problem; that no formal or official action with reference to your formal report and recommendation contained in your report dated August 19, 1996 and our response was taken; and that the matter would ultimately be reviewed after the clean-up operations and some report as to Mr. White's concerns of "policy and precedent" was submitted. The Com~itte~woul~ther~com~t~ some~finekconclusion with respect to the origin&~, reqtles~:~i an~; thereafter, submi~ i~ to Council in, respons~ t~-the~ initiating, directiv~ "fo= study,., report and recommen~a~~B-~nc~ ~ ~ Please let me know at your convenience when the matter will be reviewed by the Water Resources Committee so that we might have an opportunJ g~~~ renewe~~1~~,~,. appea, after some response has' beer~. ~irequest., Again we thank you and all concerned with the clean-up efforts made, and your continued sympathetic consideration of our request. We may not ultimately prevail in our considered judgment that this project is worthy of the City's assumption of total responsibility as one deserving of historic restoration and preservation, but we believe that it merits definitive resolution. And we further wish Mr. Kit Kiser Page 3 December 10, 1996 to emphasize and underscore that we realize that there are conflicting issues and priorities involved and that the ultimate decision, if against us, will create no ill will or irresponsible disappointment. JaCk B. Coulter i O~ Behalf of. the ~ ~6Clanahan .Historical Site VAd Hoc Committee JBC/bcm cc: W. Robert Herbert, City Manage~ Wilburn C. Dibling, Jr. Esq. Mayor David A. Bowers Members of the City Water Resources Committee Members of Ad Hoc Committee McClanahan Cemetery and Historical Site Ad Hoc Committee P.O. Box 1299 Roanoke, VA 24006 January 21, 1997 CITY TO TAKE OVER, RESTORE & THEREAFTER MAINTAIN THE SITE AT THE TOP OF TME KNOLL UNDER ITS CIVIC RESPONSIBILITY TOPRESERVE NEED BE, RESTORE HISTORICAL SITES AS WELL AS REGULATE ~ BURIAL AND DISPOSITION OF THE DEAD. II. - C. COMPROMISE PROPOSAL CITY COUNCIL TO APPOINT A MCCLANAHAN CEMETERY HISTORIC SITE COMMITTEE CONSISTING OF: One Member from each of the following organizations: a. Roanoke Valley Historical Society b. Roanoke Valley Preservation Foundation c. DAR do SAR e. City Manager or his Designee AND FOR THE COMMITTEE TO NAME ITS OWN CHAIRMAN AND ADD TO THE COMMITTEE MEMBERSHIP AS DEEMED ADVISABLE. CITY COUNCIL TO AUTHORIZE AND DIRECT THE COMMITTEE TO TAKE CHARGE AMD BE RESPONSIBLE FOR THE ULTIMATE~ CARE AMD MAINTENANCE OF THE SITE. CITY TO UNDERTAKE THE 2ND CLEANUP WORK SESSION (TMATHAD BEEN SCHEDULED FOR DECEMBER 14, 1996 BUT CANCELLED) TO CLEAN UP AMD CLEAR OUT THE REMAINING AREA ON THE TOP OF THE KNOLL INCLUDING A PATHWAY DOWN THE SIDE OF THE WESTERLY PORTION OF LOT 9 TOWARD THE VACATED LYNCHBURG- SALEM TURNPIKE ADJACENT TO THE PROPERTY OF ADVANCE AUTO STORES (ASSUMING PERMISSION IS OBTAINED FROM OWNER TO DO SO). Ee CITY COUNCIL TO APPROPRIATE OR AUTHORIZE FROM DISCRETIONARY FUNDS UP TO $15,000 TO UNDERWRITE THE RESTORATION AS DESIGNED BY THE COMMITTEE, THE ESTIMATE FOR SUCH EXPENSES BEING ITEMIZED AS FOLLOWS: Co GRADALL & BULLDOZER HIRE $ 664 LOCATING & M~RKING GRAVE SITES 10 days x 8 hrs./day x $15/hr. 1,200 2ND worker 1,200 LANDSCAPE CONTRACT 7,450 BRICK WALL REPLACEMENT 3,000 MISCELLANEOUS 1o4~ $15,000 CITY TO UPGRADE AND MAINTAIN THE EXISTING ALLEY. CITY TO RESTORE HISTORICAL MARKER KNOCKED DOWN IN AUTO ACCIDENT OF JANUARY 19~ 1986. Ge COM~iTTEE TO ASSUME1 - CARE ANDMAINT~NANCE OF 'l'n~ SITE INCLUDING PLACEMEN~-O~ ~ONUMENTS OR MARKERS UNDER AUTHORITY OF CITY COUNCIL. ,. NDSCAPE NTERPRISE 736 Roanoke S~et Salem, Vh-ginia 24153 PROPOSAL SUBMITTED TO: PROPOSAL rPROPOSAL NO. SHEET NO.~ DATE WORK TO BE PERFORMED AT: i-,i,~by = to furnish the materiais and perform the labor necessary for the completion of All material is guaranteed to be as specified, and the above work to be performed in accordance with the drawings and specifications submitted for above work and completed in a substantial workmanlike manner for the sum of S~,'~=,,.3 '%~v.s~,~c, ~-ov.,~ ~..,~,~'~_~ ~',F-~¥ C~o~\~s ---)~lle~($r-/ ~ -~0. OD) with peyment~ to be made as followo I ~ / / Note - Th~ proposal may be withdrawn by us if not accepted within days ACCEPTANCE OF PROPOSAL The above bdces, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specihed Payments wil} be made as outlined above. Signature__ Signature Director of Utilities & Operations February 21, 1997 The Honorable Linda F. Wyatt, Water Resources Committee 2543 Round Top Road, N.W. Roanoke, VA 24012 Chairperson Dear MS. Wyatt: Judge Coulter has indicated that he will be out of town on March 3, 1997, and will not be available to attend Council meeting. I would like to delay the report regarding the McClanahan Cemetery until March 17, 1997, at which time Judge Coulter can be present. Respectfully, ~ ~ se~, Director Utilities & Operations KBK:afm cc: The Honorable Jack B. Coulter Members, Water Resources Committee z~ry F. Parker, City Clerk Room 354 Municipal Building 215 Church Avenue, SW. Roanoke Virginia 240~ 1 (703) 981-2602 A DOO~CLOSED AND LOCKED IS }{A~D TO OPEN, BU~ SUCH IS OU~ CHALLENGF~-A CHALLENGE ~ WE FIND ACCEPTABLE BECAUSE OF THE PUBLIC SPIRIT AND OPEN-MINDEDNESS OF EACH OF YOU II. OUR DISAPPOINTMENT--WHICH IS KEEN AND REAL--IS THAT{WE HAVE NOT BEEN ABLE TO KINDLE ENOUGH APPRECIATION FOR OUR HISTORICAL PAST TO HAVE GENERATED MEANINGFUL AND PERMANENT RESULTS. FOR WITHOUT THE CITY'S~NVOLVEME~T AND SPONSORSHIP THE PROJECT WILL LIKELY DIE. This is more than an appeal to restore an old cemetery; it is addressed to seeking the appropriate recognition and preservation of our past and the perpetuation of our local history that not only predates the Civil War but goes back to our War of Independence. No other of the 17 so-called private cemeteries identified among the 27 listed in the administration's report can make such claim and of those 17 there are only 5 that represent any serious threat that th.e administration's fear~.o,.f, precedent might provoke~the~ .separation of chu;~ch and state~."~inates the 6 church c~mete~ries included iD .the ~ as recipients of sta~e aid. For the public record, let me ident~ the two known graves situated on this historical knoll that~---~looked out over race track, baseball grounds, the famous and historic trolley to Salem, the pioneer road known as the Pike~ ~%nd the spot where an airplane first landed in Roanoke b 0r~of thos? graves is that of Elijah McClanahan, who ~ · ~e(~hei~f4~ah~r~s-~ owned most of what is now the City of Roanoke. Elijah was the grandson of a leading patriot in the Revolutionary ~ar,. the grand-nephew of Dr. Thomas McClanahan one of the casua~,~s in the Battle of Point Pleasant, fought mostly by people ~this area and considered by some historians to be the first engagement of the Revolutionary War. And, the other, Elijah's wife, Agatha 8t-~ot~Aer Lewis McClanahan, the granddaughter of the Valley's most famous Revolutionary War hero--t -~w--General Andrew Lewis. She was the daughter of Colonel Andrew Lewis who married Elizabeth Madison, a direct and close relative of a President of the United States--James Madison. Elijah McClanahan sold off part of his lands that contain the % acre cemetery in question in 1825 to Dr. James Madison, one of the few physicians in our area at the time. His father was the First Bishop of Virginia and an early President of William & Mary. Dr. Madison, who never married, lived with his cousin, Agatha, in his later years and died before both Agatha and Elijah and is probably also buried on this site. In an early local history this spot is referred to as the "Madison" cemetery. In this Deed of 1825, Elijah clearly and unequivocally reserved legal title to this cemetery and it legally remains the property of his descendants. It is the McClanahan heirs, then, who own this property and no private citizen, organization or non- governmental entity has the authority or the right to do anything with the cemetery, absent court approval, other than the legion of McClanahan heirs--exc.~q~ the Government, City or State. And this is our major point. We have never seriously contended that the City owned this property~althou~h Mrs. N~J~ie Lemon is convinced that h~ ~*~ ~~--- .L .... · --~ ..... ~ ~¥e lu ~0 ~ne City in ~he has e~uitable argument and facts,tO support .her /~6ntention. /~.There ls..no deed of record, however, to 'the Clty~ ~_~Hence, the second point in the report of the Water Resourc6~ --Committee o~-~d~e, is a non-sequitur. We have ~ever cla~me~~ that the City had legal title--only that it ha~the rlght,'~-~'~ of the obvious abandonment of this property which the Roanoke Times in its Editorial of February 3, 1965 declared a public disgrace, to preserve and maintain it as an Historical Site--a fact that the State had long ago recognized as being~ historical significance by the Highway Marker misplaced by the City after an auto accident in 1986 had knocked it down. Historical preservation is a proper function of government. The City already maintains the lot upon which the stone of the doughboy of World War I stands at 4th Street and King George ~w~.~37~,+ Avenue; the stone above Wasena Park marking the Boundary of the -" ~ ~ ~ Lands of James Alexander as deeded in 1771; and the monument ~.~,' .~ memorializing an old indian trail at Ferdinand Avenue and Riverside '~ Drive. There is precedent, then, for what we seek--eloquently re- enforced by your recent vision statement which begins with the apparentis our.~lea.C°mmitment~t° show appreciation for our past.Le~ ~~'~z~'~--~ The only difference, which is the major thrust of the administration's position, is that the qity does not own this property. Nonetheless, under the City's /~ powers it could go upon this land without the permission of the legal owner to clean it up--which is precisely what it did in 1990 declaring it by official document to be a Public nuisance. Even more in point, however, is Paragraph 29 of Article 2 of the City Charter which gives the City the power--and we claim the duty--to regulate the burial and disposition of the dead. If it can b~_ regulation trespass upon the land of others to inventory wrecked automobiles, surel~t can maintain an abandoned cemetery. Th'e City's,offer to provide space for these City founders to be relocated in~ paupers grave at Coyner Springs in Botetourt County, though ~ubmitted in good faith and with the best of intentions~is simply undignified and demonstrates~insensitiv~tv to the historical component of our request--especially when it is conditioned, as the 3rd point in the committees recommendation spells out, "upon some other person or organization other than the City undertaking the task of relocating the remains." This could only be done with court approval after a very complicated technical and expensive lawsuit--a requirement before any activity on this property could be undertaken except if done under City th ' ti which is the obiect of o~r counter ProPosal. this He wrote to the City Manager, as well as all the sponsoring organizations~seeking permission to undertake such a project. · c e in e ~~ h~'~q~re~, %he City Manager graciously replied, after commending him for his efforts, that neither he nor the City had the legal standing nor the authority to grant such permission. And this position illustrates the lack of realism in the last point (No. 6) set forth in the committee's recommendation--"to attempt to facilitate" a more permanent solution. For just as the City implies~without total accuracy~that, it does not have the power or standing to grant this permission,o~ even greater validity neither do WE. ~,~/~cY, c~4/~'Z ,~ro~ect can ~ be .accomplished:~"~anent basis ' ' r ~nly~ ~ith City inv~vemen~ ~f, therefore, you' accept the committee's reco~endation and ~urn down our A young Boy Scout, Caleb Rossi, has volunteered to take over project on his own in pursuit of earning the rank of Eagle~ counter-proposal, as further negotiation might modify, then t~%~ likelihood of "a more permanent solution'% is rather ~em~ote.~--~.. You J~ill then, for all practical purposes, be accepting the miblical injunction, ~:Let the de~ bury the d.ed."-- and with that who can quarrel. If that is your decision, so ~--with ~gain our genuine thanks and appreciation ~-/~O~your attention and consideration. At least now some / of us will know that there was at one time a McClanahan .~ ,~ ~~ ~ ~ Cemetery. ~ ~C~~ ~' ~ ~ ~[~.~ May I respectiv~k that ~ Caleb's letter of ~l February 18, 199~ and the letter of January 28, 1997 to the Co~ittee from the Sponsoring Organizations be made ~~ a part of the official record. Office of the City Manager February 27, 1997 Mr. Caleb Rossi 195 Silverbirch Drive Blue Ridge, VA 24064 Dear Mr. Rossi: Thank you for your February 18, 1997, letter expressing your desire to undertake an Eagle Scout Service Project by cleaning up and landscaping the McClanahan Cemetery site. Your letter asks me to give you permission on behalf of the City to undertake the work. While I appreciate and commend your desire to undertake this work, the City has no legal standing in this situation, therefore any permission granted by this office would likewise have no standing. You may or may not be aware that the City coordinated a volunteer cleanup effort last November which resulted in an improved appearance of the site but did not include any landscaping efforts. A leader, and primary spokesperson, for the efforts to reclaim and maintain this site is the Honorable Jack Bo Coulter, retired Third Circuit Court Judge. I'm sure he will be delighted to hear from and discuss this project with you. I am, therefore, sending a copy of your letter to Judge Coulter. Since your telephone number is on your letter, you may very well receive a call from him. Good Luck! Sincerely, W. Robert Herbert City Manager WRH:afm Attachment cc: ~e Honorable Jack B. Coulter Members, Water Resources Committee Wilburn C. Dibling, City Attorney Kit B. Kiser, Director, Utilities & Operations Room 364 Municipal Building 215 Church Avenue, SW. Roanoke, Virginia 24011-1591 (540) 981-2333 FAX (540) 224-3138 tar. Bob Herbert City Manager ;>1§ Church Ave. SW Roanoke, VA 24011 FEB20 lg~7 t .~AGE~ S OFF 195 Silverbirch br. Blue Ridge, VA 24064 540-977-3863 Feb. 18, 1997 boor Mr Herbert ~-' c My nome is Coleb Rossi. I hove re4~ched the life rank in Boy Scouts and before I turn 18 years old in May I would like to try for the Eagle Ronk. To do this I need to complete an Eagle Scout Service Project. I hove to plan, develop ond give leadership to others in o service project helpful to o religious institution, school, or community. Lest May I saw an article in the newspaper about "A landmark with grave problems," the McCland~an Cemetery. I would like to revitalize this perpetual reserve that has been totally neglected for decades. I would like to make a wide mulch covered walking path into the main cemetery. I would like to cut down and remove oil the weeds and scrub trees. I would remove all the trash end debris and leave the larger shading trees. I would place o bench et the summit of the plot so people could come end relax while visiting the historic graves. Along the path way I would place shrubs or flowering plants to make it attractive. I would make o sign for public access to this site. This project would benefit the Fincastle Resolution Chapter of the sons of the Americon Revolution, Margaret Lynn Lewis Chopter of the baughters of the American Revolution; Roanoke Historical Society; citizens of Roanoke; as well ~ the members of the McClanahan families past and present. I understand that the city of Roanoke doesn't claim it. I om writing to you; Natalie Lemon; Mary Waynick and Mr. Andy Roberts to ask for written permission to do this project no matter who does or doesn't own it. Maybe if Roanoke City saw it looking more desirable they might decide Jt was worth keeping and keeping up. Any help you con give me would be greatly appreciated. Sincerely, Caleb Rossi Ms. Linda Wyatt, Chair Water Resources Committee Municipal Building Roanoke, Va. Roanoke Valley Historical Society Center in the Square P.O.Box '1904 Roanoke, Va. 24008 January 28, 1997 Re: McCianahan Cemetery & Historical Site Dear Ms. Wyatt: Committee We appreciate the opportunity given to us at the last Water Resources meeting, especially the tabling of the issue until the next meeting of your committee. The three minute limitation, which you so kindly extended did n ' anyone other than Judge Coulter the chance to ex,,r ....... ..__ _ , . o.t .g~ve abbreviated presentation, v .~.o uu, wcws or reemorce ms The montage submitted by Mr. Kiser was very impressive and well done, but we had not seen it in advance in order to have been able to point out that · so many of the cemeteries that were depicted were either public in nature or church 'sponsored or already being well or fairly maintained. Only five, including one with apparently no discernible graves (the Moorman Heirs Cemetery), were actually shown to be "not maintained". The Ci's res ' ty p entatmn was tactically designed to overwhelm the Committee with the prospect that if our request should be granted, there would be a deluge of similar requests that would simply inundate the City-just as the unsupported estimate that it would cost $100,00.00 to restore the McCianahan Site was somewhat of a scare tactic to discourage acceptance. As you and your Committee continue to consider the matter, hopefully still with open minds, we offer the following observations by way of summary and emphasis: 1. The City*s Vision Statement, which apparently is still in draft form, opens with the grandiloquent expression that the City "appreciating its past...wili be a community of excellence...-. How does the City expect or intend to show its appreciation for its past? /s this to be lip service only? What better and more meaningful manner to show appreciation for our past than by making sure that our dead are not left in perpetual obscurity, their graves overcome by weeds, undergrowth, overgowth, rot and ruin. As the editorial in the Roanoke Times of February 6, 1965, addressing the shame of the McClanahan Site over thirty (30) years ago, concluded: · . people which loses pride in its past or which fails to preserve its heritage and £~[ltIB I? A the resting place of its forebearers is poor Indeed,... 2. Since the Vision Statement is only in draft form, if the City should chose to uphold the administration's "do-nothing" policy of non- involvement, then perhaps the implied commitment to appreciate its past, by which this Statement so nobly begins, should be dismissed as hypocritical platitude. 3. Serious thought should be given the empowerment clause of the City Charter which gives the City the right, and suggests it to be its duty, to regulate the burial and disposition of the dead. Had this implied responsibility been implemented by meaningful policy in years past we would not have ~ graveyard in jungle-like condition, unkept and unattended. Who, then, is at least partiallyto blame for their present condition? Are not the graveyards of wrecked vehicles and dumps of inhuman remains regulated? /s not human disposal, when neglected or abandoned, entitled to no less? 4. There is only one request pending before Council and this Committee and that, of course, is the petition of the McClanahan Cemetery & Hintorieal Site Ad Hoc Committee. This group has the full and enthusiastic support of at least four responsible and public-spirited organizations, vitally concerned about the preservation of our local history-and rightly disturbed by the fact that there is so little that has been left to preserve. 5. The McClanahan Site represents more than a few graves of local forebearers who at one time owned most of what has become the City of Roanoke and who are close descendants of the few Revolutionary War participants from our area. Its historical significance was long ago recognized by an historical marker erected by the Commonwealth. It was-and is -located on a commanding knoll that overlooked the City's early race track and baseball grounds, the trolley car link to Salem, and an old historical road known as the "Pike" in early times [the Lynchburg-Salem (before there was a Roanoke) Turnpike]. And the first airplane to land in Roanoke set down of the old Horton Farm in May, 1919 (to the cheers and excitement of thousands)-hardly a stone's throw from this knoll. Plans for restoring the site would include an overiook with tablets of information and description to further the historical significance of the area. 6. Another consideration is relevant to the issues before this Committee and Council. The beautification of our City is a most worthy objective. .The beautiful flowers, plants, trees and shrubbery that adorn our sidewalks, streets and median strips and holiday recognitions and their annual upkeep and mainteaence are commendable and proper functions of our Ali-American City- sights and policies of which we are proud. By the same token, however, the few unkept gravesites, despoiled by time and neglect, should not continue to be ignored by a City so dedicated to its beautification. For, as the past record clearly demonstrates, if the City won't do it, who will? 7. The concern and fear that granting the pending petition would generate multiple requests for similar assistance, though real, we feel is greatly exaggerated. Each request,however, should be decided on its own merit and, if other cemetery owners cannot be realistically located or identified and there is Some local historical significance associated with the site, and the request is supported by independent groups advocating historical restoration and preservation, then consistent response should be afforded. BUT WHAT IS WRONG OR SO TERRIFYING ABOUT EXTENDING THE APPRECIATION ]FOR OUR PAST TO OTHER AREAS THAT MIGHT BE OF EQUAL OR APPROXIMATE APPEAL? For, to repeat, had the City in years gone by paid attention to its Charter and undertaken proper regulation of the burial and disposition of the dead, then the cemeteries now in need of care and maintenance would not~ or should nog have reached such state. AGAIn, TI:~.RE IS ONLY ONE REQUEST BEFORE ~ COUNCEL, AND ~ DOI~IG OF COOl) IN TITLq INSTANCE, OR WHAT IS RIGItT, SHOULD NOT BE }~.LD HOSTAGE BECAUSE IT MIGHT PRECIPITATE THE. DOING OF OTITE~R GOOD OR RIGHT. Some of us who sign this letter were not actually preseat at the meeting of your Committee of last Tuesday, January 21st; because of conflicting e~ga~g~eme_n_~,~ but we have been m~d~, aware of th and on belmlfof the oi~,,h,~tions for whom we speak, we urge you and the other members to support the request of the McClanahan Ad Hoc Committee Most Sincerely, FOR THE DAR: cc: Members of the Committee Judge Coulter Nelson Harris Carroll Swain FOR THE SAR: Mary F, Parker, CMCIAAE c~y Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #10-132-110-300 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33314-031797 authorizing you to enter into an agreement with KPMG Peat Marwick LLP for performance of annual audits of the financial records and accounts of the City for each of the fiscal years ending June 30, 1997, 1998, 1999 and 2000, upon certain terms and condition. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. W. Robert Herbert City Manager March 20, 1997 Page 2 pc~ T. Douglas McQuade, Managing Partner, KPMG PEAT MARWICK LLP, 213 S. Jefferson Street, Roanoke, Virginia 24011 James D. Grisso, Director of Finance Robert H. Bird, Municipal Auditor Wilburn C. Dibling, Jr., City Attorney Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33314-031797. A RESOLUTION authorizing the City Manager to enter into an agreement with KPMG Peat Marwick LLP for the performance of annual audits of the financial records and accounts of the City for each of the Fiscal Years ending June 30, 1997, 1998, 1999 and 2000, upon certain terms and conditions. WHEREAS, the Audit Committee of City Council has requested proposals for certain auditing services, and after public advertisement and competition, the Committee has, by report of March 17, 1997, recommended that the services of KPMG Peat Marwick LLP be engaged under contract for the purposes hereinafter provided; and WHEREAS, the written proposal of such fu-m, dated December 11, 1996, including a "Fee Schedule for Audit", dated January 16, 1997, setting out the services proposed to be rendered, is on file in the Office of City Clerk, and the Council, after considering the Audit Committee report, concurs in the recommendation made therein; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager is hereby authorized, for and on behalf of the City, to enter into a written agreement, upon form approved by the City Attorney, with KPMG Peat Marwick LLP, Certified Public Accountants, engaging the services of such firm to perform annual audits of the financial records and accounts of the City for each of the Fiscal Years ending June 30, 1997, 1998, 1999 and 2000. 2. The scope of such firm's examinations and/or its reports shall be as set forth in the City's Request for Proposals No. 96-10-125, and the finn's proposal, dated December 1 I, 1996, and "Fee Schedule for Audit", dated January 16, 1997. 3. The consideration to be paid for such firm's services shall be $121,750 for Fiscal Year ending June 30, 1997, $126,000 for Fiscal Year ending June 30, 1998, $131,000 for Fiscal Year ending June 30,1999 and $136,500 for Fiscal Year ending June 30, 2000. ATTEST: City Clerk. H:~aeasures~'-kpmg. 2 City Council Audit Committee March 17, 1997 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: In accord with Council's resolution of June 6, 1977, your Audit Committee has obtained and evaluated proposals for audits of the City of Roanoke financial records for the years ending June 30, 1997 through 2000. These proposals were evaluated using uniform criteria established prior to requesting the proposals. We recommend that the Council approve the engagement of KPMG Peat Marwick LLP for these audits. An resolution is submitted herewith to implement this recommendation. Respectfully submitted, William White, Sr. Chairman CITY OF ROANOKE, VIRGINIA REQUEST FOR PROPOSALS FOR AUDITING SERVICES FISCAL YEARS 1997 - 2000 PROPOSAL # 96-10-125 TABLE OF CONTENTS REQUEST FOR PROPOSAL FOR AUDITING SERVICES .................. Proposal Instructions ...................................... 1 Objectives ............................................ 2 Scope and Technical Requiv:ments ............................. City Furnished Items ...................................... 4 Submi.~sion of Reports ..................................... 5 Acceptance of Work ...................................... 7 Evaluation and Selection Process ............................... 7 City's Terms and Conditions ................................. 9 Appendix A Evaluation Criteria ................................... I 1 Appendix B Organization Chart ................................... 12 Appendix C Contact List - Telephone Numbers ......................... 13 APPendix D Location of F{,~nneial Records ............................ 14 Appendix E Use of EDP in Financial Systems .......................... 15 Appendix F Other Information ................................... 16 Appendix ~ Fee ~J~edule for Audit Services ........................... 17 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Proposal No. 96-10-125 The City of Roanoke (the "City") invites qualified certified public accountants (the "Auditor") to submit proposals to perform a financial and compliance audit for each of the four fiscal years 1997 through 2000, in accordance with the following specifications. Prooosal Instructions 1. The Municipal Auditor is the primary contact for technical information at (540) 981-2644. 2. Supplemental information listed in Appendix F is available upon request from Municipal Auditing from November 11, 1996 until December 6, 1996. 3. Representatives from City departments will be available by appointment from November 11, 1996 to December 6, 1996 to discuss their respective operations and answer questions. 4. The proposal will be limited to a maximum of 50 pages. 5. Twelve copies of the proposal are required. 6. The Auditor's proposal will by reference be made a part of the written contract and must include the following: a. The qualifications and experience of the firm, during the past 5 years, in auditing similar governmental units; including names, addresses, and telephone numbers of persons who may be contacted for reference. The governmental auditing experience should be described in detail, always including scope of work, dates, and type of reports issued. b. A list of the personnel to be assigned to the audit, including a description of their professional qualifications and relevant experience. c. The Auditor's approach to the audit engagement, including minority participation plans, interface with City personnel, effects of electronic data processing, audit risk and materiality, and timing of the audit work. d. The name, position and telephone number of the contact person authorized to conduct negotiations and discuss the proposal. e. A statement of assurance that the f'u'm is independent in accordance with the Code of Professional Ethics of the AICPA, and will comply with all Federal, State and Local laws and regulations in the performance of this engagement. f. A statement of assurance that the f'trm will provide Continuing Professional Education in the field of Governmental Accounting and Auditing to each of the personnel to be assigned to the audit in accordance with Government Auditing Standards issued by the Comptroller General of thc United Page I City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES States. g. A statement indicating the f'UTn'S participation in an external quality control review program and a copy of the most-recent quality control review report. h. A statement of assurance that if the firm's work is referred to a professional org~ni?ation for review, the fh'm waives the right to confidentiality and will permit the professional organization to inform the City of its findings. i. A statement of assurance that all requirements stated in this Request for Proposal are acceptable and will become a part of the final contract. Proposals, without any information on proposed costs or fees, should be sent in a sealed envelope clearly marked: PROPOSALS FOR AUDITING SERVICES Proposal Number 96 - 10 - 125 Opening 2:00 p.m., December 11, 1996 Proposals must be delivered prior to 2:00 p.m. on Wednesday, December 11, 199(5 to: D. Darwin Roupe Manager of Supply Management 215 West Church Avenue Room 353, Municipal Building - South Roanoke, Virginia 24011 Page 2 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Obiectives The objectives of the annual audit are: 1. To obtain an unqualified independent auditor's opinion on the financial statements of: a. The City of Roanoke. b. The City of Roanoke Pension Plan. c. The Roanoke City Public Schools. d. The Greater Roanoke Transit Company (Transit Operations), Parking Management of Southwest Virginia, Inc. (Parking Operations), and the Southwestern Virginia Transit Management Company, Inc. Retirement Plan. 2. To meet the audit requirements of the Commonwealth of Virginia Auditor of Public Accounts (the "APA"), which include the financial and compliance audit of Federal Grants (Single Audit) and the ' opinion on the APA Comparative Cost Reporting Transmittal forms. 3. To obtain an opinion on previously audited financial statements used in the issuance of revenue or general obligation bonds. 4. To generate suggestions and recommendations for improvements in general business practices in the City as a result of audit work. 5. To obtain assistance in maintaining and improving the City's system of internal controls. 6. To obtain advice in implement'mg future GASB statements. Scooe and Technical Renuirements The examinations will include all funds of the City, the City of Roanoke Pension Plan, Roanoke City Public Schools, the Greater Roanoke Transit Company, the Southwestern Virginia Transit Management Company, Inc. Retirement Plan, Parking Management of Southwest Virginia, and the Fifth District Employment and Training Consortium. The Auditor will conduct his examinations and render his reports in accordance with generally accepted auditing standards, Government Auditing Standards issued by the Comptroller General of the Uffited States, Office of Management and Budget Circular A-128, and Specifications for Audit issued by the Commonwealth of Virginia Auditor of Public Accounts including any revisions effective during the audit period. Page 3 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES o The Auditor will provide advice to the City concerning preparation of the CAFR and the City's application for the Governmental Finance Officers Association Certificate of Achievement Program. The Auditor will provide advice to the City of Roanoke Pension Plan concerning preparation of its CAFR and the Pension Plan's application for the Governmental Finance Officers Association Certificate of Achievement Program. The Auditor will provide advice to the Roanoke City School Board concerning preparation of its CAFR and the School Board's application for the Association of School Business Officials' Certificate of Excellence in Financial Reporting and the Governmental Finance Officers Association Certificate of Achievement Program. The Auditor will meet with the appropriate Audit Committee, and/or their representatives, as needed to maintain prompt and open communication concerning the audits being conducted. The Auditor will coordinate their audit work with the independent auditors of any related City and regional entities which have an affect on the City's f'mancial reporting responsibilities. City Furnished Items 1. City, Pension Plan, and School Board personnel shall coordinate with the Auditor, the preparation, on forms acceptable to the Auditor, the following: a. A final trial balance of each fund; b. A fatal trial balance of each subsidiary ledger; c. A copy of the final budget for the audit period and the related budget ordinances; d. A copy of all project ordinances and all amendments thereto, for all projects beginning during the audit period or not fully completed prior to the period; e. A schedule of insurance in force during the year and of insurance expense for the year; f. A schedule of investments of all funds at statement date, showing both book value and estimated market value at statement date; g. A schedule of all capital outlays during the period; h. A schedule of all capital asset dispositions during the period; i. A schedule of accounts payable at statement date; Page 4 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES j. Reconciliation of the final quarter's fringe benefit tax returns; k. Copies of contracts in force at statement date of a material amount; and 1. Such reasonable additional schedules as may be requested for financial and compliance audits. 2. The Depaxtment of Finance will prepare and print the City's Comprehensive Annual Financial Report (CAFR). 3. The City of Roanoke Pension Plan wil produce and pr'mt its Comprehensive Annual Financial Report (a Component Unit Financial Report of the City). 4. The School Board will prepare and print its Comprehensive Annual Financial Report (a Component Unit Financial Report of the City). 5. The Depathnent of Finance will prepare a schedule of federal grants. 6. The Department of Finance will prepare the transmittal forms required in accordance with the Uniform Financial Reporting Manual for Virginia Counties and Municipalities. These forms will be available for examination by November 10, of each year. 7. The audit reports and working papers of the Municipal Auditor will be available to the Auditor for review and use throughout the contract period. 8. To the extent possible, the Municipal Auditor will coordinate the work of the Municipal Auditor's staff with thc audit plan of the Auditor. 9. The City will make available to the Auditor a reasonable amount of computer time and the use of the City's data retrieval software. 10. Except in those instances where certain records arc protected by law from disclosure, the Auditor will have access to all City records. 11. The Municipal Auditor will be the primary contact and coordinator for the Auditor during the course of the examinations. Any problem related to the audit which cannot be resolved with appropriate City department personnel should be directed to the Municipal Auditor. 12. Preliminary audit work can commence immediately after the contract is awarded. 13. There will be reasonable working space provided for audit personnel. A private telephone line will be made available; however, no long distance, conference calls, or other toll services will be provided by the City. Parking is not available. Page 5 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES ubmission of R The Auditor will provide the following reports by the following dates each year: Description 1. Annual Audit Plan 2. All City of Roanoke Audit Adjustments 3. Opinion on City of Roanoke financial statements 4. Opinion on City of Roanoke Pension Plan financial statements 5. Opinion on Roanoke City Public Schools financial statements 6. Auditor's Repons for the Greater Roanoke Transit Company, Parking Management of Southwest Virginia, Inc. and thc Southwestern Virginia Transit Management Company, Inc. Retirement Plan and applicable Management Letter(s) 7. City of Roanoke Management Letter 80 8. City of Roanoke Pension Plan Management Letter 30 9. "Single Audit Report" financial, compliance, and control opinions 1 10. Opinion on the Auditor of Public Accounts Transmittal Forms 30 11. Opinion on previously audited financial statements which will be 2 contained in a future bond prospectus Number 30 1 1 1 1 30 Date May 1 September October 1 October 1 October 1 October 1 October 1 October 1 October 1 November 25 As Needed Page 6 .. City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES A etan fWrk Payment to the Auditor will be made upon completion of the services and acceptance of the reports each year by the Municipal Auditor. Interim payments for work performed by the Auditor can be made at the discretion of the Municipal Auditor. The Auditor's workpapers shall be available, at no additional charge, for routine review by the Municipal Auditor; appropriate auditors of the Federal or State governments; and, if applicable, a successor independent accounting firm. These workpapers shall be retained for a period of 5 years after completion of the audit. Evaluation and Selection Process 1. Opening of Proposals - On December 11, 1996, at 2:00 p.m., the Department of Supply Management will open the proposal envelopes and record their receipt. The proposals will then be forwarded to the Auditor Selection Committee for review. 2. Initial Evaluation of Proposals - Based on the written proposals received, the evaluation committee will select all offerors deemed fully qualified, responsible and suitable to provide the requested services. Individual interviews will then be held with the selected offerors. Essential criteria for being selected for an individual interview are: a. The proposal includes all statements of assurance listed in item 6 of the "Proposal Instructions"; b. The proposing auditor is licensed to perform the audit as provided in the applicable laws of the City of Roanoke and the Commonwealth of Virginia; c. The proposing auditor does not have a record of substandard work; 3. Interviews - At the interviews, the offeror will be encouraged to elaborate on their qualifications, performance data and staff expertise pertinent to the proposed project, as well as alternative concepts. The offeror will be expected to bring to the interview: a. Estimated hours required to complete the engagement by personnel level (partner, manager, supervisor, senior and junior, or their equivalent). b. A non-binding estimate of fees by audit service area with a not-to-exceed limit on the total for each year in the format of Appendix G. The Fee Schedule must be in a sealed envelope marked "FEE SCHEDULE FOR AUDIT SERVICES 1997 - 2000" 4. Final Technical Evaluation Criteria - Proposals will be evaluated based on the following criteria: Page 7 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES a. Qualifications of the Audit FLrm; b. Qualifications of the Audit Team; c. Accurate Understanding of the Audit Requirements; d. Soundness of Technical Approach. 5. Negotiations - At the conclusion of interviews outlined in the paragraph above, on the basis of evaluation factors published in the request for proposal and all information developed in the selection process to this point, the two (2) or more offerors whose professional qualifications and proposed services are deemed most meritorious shall be ranked in order of preference. Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract that is satisfactory and advantageous to the City can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on, until such a contract can be negotiated at a fair and reasonable price. 6. Contract Award - The Auditor Selection Committee will present the recommended contract to the Audit Committee of Roanoke City Council for their consideration. Final award of the contract will be made by City Council after considering the recommendation of the Audit Committee. Page 8 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES City's Terms and Conditions Reiection of Prooosals: The city of Roanoke reserves the right to accept or reject any and all proposals. The City of Roanoke reserves the right to negotiate with the selected contractor in order to best serve the needs of the City, in respect to both cost and effectiveness. Availability of Funds: It is understood and agreed between the parties to any agreement resulting from this proposal that the City shall be bound hereunder only to the extent of funds appropriated or which may hereafter be appropriated for the purposes of this agreement. It is further understood and agreed between the parties to any agreement resulting from this proposal that the City shall not be obligated to purchase or pay services covered by this agreement unless and until they are ordered, delivered, or performed for the City. 3. Cancellation: Any resulting contract shall be subject to cancellation by either party upon written notices, one to the other, at least ninety (90) days prior to the end of the fiscal year to be audited. Should the Auditor abandon services to be performed under the resulting contract, or terminate any resulting contract, the City shall be liable to the extent of satisfactory work completed by the Auditor up to the time of abandonment or termination, and upon delivery of completed or uncompleted work to the City. The City shall have full right to use such work in any manner when and where it may designate, without claim on the pan of the Auditor for additional compensation. 4. Term of Contract: The term of the contract shall be for the examination of the four (4) fiscal year periods for the City of Roanoke commencing July 1, 1996 and ending June 30, 2000. 5. Insurance: The Auditor will maintain professional liability insurance coverage of a minimum of $1,000,000. Return of Provosal: All proposals submitted under this RFP will become the property of the City of Roanoke and will not be returned. However, if any portion of the proposal is marked oroorietarv or confidential and is ~i~ted, this portion can be returned after award of contract, if requested. 7. Non-Discrimination: gxnployment discrimination by contractor is prohibited. Every contract of over $10,000 to which the City is a party shall contain the provisions in subparagraphs a, b, and c. During the performance of this contract, the contractor agrees as follows: a. The contractor will not discrLminate against any subcontractor, employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Page 9 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal employment opportunity employer. c. Notices, advertisements and solicitations placed in accordance with federal law, roles or regulations, shall be deemed sufficient for the purpose of meeting the requirements of this section. d. The contractor will include the provisions of the foregoing paragraphs a, b, and c, in every subcontract or pumhase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. Changes: Certain changes may be required due to implementation of new GASB statements that become effective. Minor audit work or technical assistance required by the implementation shall be covered under the terms of this agreement. Significant changes which will be mutually agreed upon by and between the City and the Auditors and approved by the Roanoke City Council, shall be incorporated in written amendments to this agreement. Accomolishment of Proiect: The Auditors shall commence, carry on and complete the project with all practicable dispatch, in a sound, economical and efficient manner, in accordance with the provisions hereof and all applicable laws. In accomplishing the project, Auditors shall take such steps as are appropriate to insure that the work involved is properly coordinated with the related work being carried on by the City. 10. Assignment: The Auditors shall not assign, sublet or transfer interests in this agreement without the written consent of the City. Page 10 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Appendix A Evaluation Criteria Technical Evaluation Criteria: Equal weight will be given to each of the four following criteria: Qualifications of the Audit Firm - Experience gained from recent audits of Virginia local governments, grantee agencies, or applicable entities; Reputation earned with prior clients and Virginia APA for professionalism, dependability, and cooperative attitude; Adequate staff to complete the audits in a timely manner; and Sufficient revenues from other clients to prevem an independence impairment. · Qualifications of the Audit Team - Relevant experience of f'mn management personnel; Relevant experience of personnel assigned to field work; Relevant education of fLrm management personnel; Relevant education of personnel assigned to field work; other professional qualifications of audit team members; and participation in Virginia governmental accounting and auditing professional organizations.. · Accurate Understanding of the Audit Requirements - The proposal and interview demonstrate that the fm-n has an accurate and adequate understanding of the requested audit objectives; the City's audit needs, including minority fu'm participation; the City's organizational structure and technical assistance available to the audit effort; the technical requirements of outside regulatory agencies; and process used to obtain the final products to be delivered in a timely and orderly manner. Soundness of Technical Approach - The proposal and interview demonstrate that the f'mn will use a systematic approach to examining systems and internal controls; effective procedures, including consideration of risk and materiality, to determine the extent of audit testing and review necessary; maximum effective use of electronic data processing audit techniques; a practical approach to meeting benchmarks and specific deadlines; and a realistic estimate of time required to complete the audit. Page 11 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Appendix B Organization Chart General Gpvernment Administration VOTERS Page 12 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Appendix C Contact List - Telephone Numbers City of Roanoke - Council Members 342-1440 344-9547 366-8788 Audit Committee Chairman Auditor Selection Committec Chairmau Auditor Selection Committee Chairmall William White, Sr. C. Nelson Harris Carroll E. Swain City of Roanoke - Admials~ration 981-2333 853-6003 853-6806 853-6801 981-2602 981-2741 981-2302 981-2306 853-2871 981-2966 853-1805 981-2241 981-2561 981-2521 981-2324 981-2431 981-2541 981-2821 981-2822 981-2823 981-2295 981-2644 City Manager Grants Compliance Manager of Management & Budget Budget Administrator Director of Utilities & Operations Director of Public Works Director of H~mnn Resources Director of Public Safety Manager of Supply Management Manager of City Information Systems Manager of Personnel Management Manager of Civic Center City Treasurer Commlasioner of the Revenue Clerk of Circuit Court City Attorney City Clerk Director of Finance Deputy Director of Finance Manager of Accounting Servicas Chief of Billings & Collections Municipal Auditor W. Robert Herbert Vickie S. Tregubov Barry L. Key Diane S. Akers Kit B. Kiser William F. Clark James D. Ritchie George C. Snead, Jr. D. Darwin Roupe Archie W. Harrington Kenneth S. Cronin Bob Cha~mnn David Anderson Marsha Compton Fielder Arthur B. Crush, III Wilbum C. Dibling, Jr. Mary F. Parker James D. Grisso Jesse A. Hail Mike Crew Dana Long Robert H. Bird Fifth District Ensployment & Tr~inin.o Consortium 981-2520 Adminintrator Vickie L. Price Roanoke City Public Schools 853-2381 853-2276 853-2551 Superintendent Assistant Superintendent for Operations Controller E. Wayne Harris Richard Kelley Kenneth Mundy City of Roanoke Pension Plan 981-2038 981-2038 Retirement Administrator Retirement Accountant Doris Peters Joyce Sparks Valley Metro (Greater Roanoke Transit Company) 982-2222 982-2222 General Manager Assistant General Manager Stephen Mancuan Kathryn Weikel Page 13 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Appendix D Location of Financial Records ORTC - General Ledger, Journals and most supporting documentation for operations City, School System and Pension Plan - General Ledger, Journals, documentation supporting disbursements, and most financial reports, City grant fmancial records City grant compliance records School grant and school payroll supporting documentation JTPA grant supporting documentation Utility (Water and Sewage Treatment) and miscellaneous non-tax billing records Local taxes assessment and billing records Collection, investment and bank account records Budget preparation and monitoring records Civic Center rental records Judgment and Other Permanent court records Documentation supporting mvanue collections in other areas EDP System documentation records Internal Audit workpapers Valley Metro Offices 1108 Campbell Avenue, S.E. Director of Finance Office 461 Municipal Building - South Grants Compliance Office 362 Municipal Building - South School Finance Department 40 Douglas Avenue, N.W. Fifth District Employment and TraininS Consortium 312 West Campbell Avenue Billings and Collections 212 Municipal Building - South Commissioner of the Revenue Office 251 Municipal Building - South City Treasurer's Office 254 Municipal Building - South Office of Management and Budget 361 Municipal Building - South Civic Center Box Office and Business Office 710 Willjamson Road, N.E. Clerk of Circuit Court's Office 310 Courthouse Building City Nursing Home, Parks & Recreation Department, Building Inspection, etc. City Information Systems Offices 4~h floor Municipal Building - North Municipal Auditor's Office 502 Municipal Building - North. Page 14 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Appendix E Use of EDP in Financial Systems The City's mninfrall~ is an IBM 4381 using MVS-XA, IMS, CICS and TSO software. There are approximately 250 workstations connected to the mainframe using CICS. TSO use is limited to the data processing staff. The primary financial systems are: 1. General Ledger - Local Government Financial System (LGFS) from American Management Systems; 2. Fixed Assets - (FA) from American Management Systems; 3. Purchasing - Extended Purchasing System (EPS) from American Management Systems; 4. Payroll - DuRa & Bradstreet Personnel and Payroll System; 5. Utility Billing - Water, Sewage Treatment and Utility Tax Billing and Accounts Receivable System from Network Computing Corporation; 6. Real Estate Assessment - CARAT Real Estate Assessment System from ECCO Consulting Inc.; 7. Local Taxes - Business License Billing, Renl Estate and Personal Property Tax Billing and Accounts Receivable Systems - City developed; 8. Treasurer Collectious - Cash Receipts System using intelligent nn-line workstatious - City developed; 9. City of Roanoke Pension Plan Retirement System - City developed; 10. Other - Central warehouse and other internal service fund billings - City developed. Report Writer Software - DYL 280 II, from Sterling Software, is installed on thc City's mainframe and is used by the dnta processing and auditing departments. Microcomputers - Microcomputer usage is expanding rapidly through-out thc City. There arc no established microcomputer standards, but all hardware and soRware purchases must be approved by City Information Systems. Additional information regarding the City's electronic data processing activities can be obtained from the Manager of City Information Systems. Page 15 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Appendix F Other Information The following information will be available upon request from November 11, 1996 until December 6, 1996 by contacting Municipal Auditing at (540) 981-2644. · City's CAFR for FY-9~J · Pension Plan's CAFR for FY-95 · Public School's CAFR for FY-95 · Copy of other FY-95 or FY-96 Audit Reports · FY-96 Distribution Schedule for Final Reports · FY-97 Adopted Budget · Municipal Auditor's FY-97 Audit Plan Page 16 City of Roanoke, Virginia REQUEST FOR PROPOSAL FOR AUDITING SERVICES Proposal No. 96-10-125 Appendix G Fee Schedule for Audit Services We want to develop a total all-inclusive maximum price for each contract year. This schedule con)ains a non-binding estimate of fees by audit service area Estimate Estimate Estimate Estimate Nature of Service YE 61~0197 YE 6150198 YE 6130199 YE 6/30/00 City of Roanoke Comprehensive $ $ $ $ Annual Financial Report Fifth District Employment and $ $ $ $ Training Consortium Single Audit $ $ $ $ City of Roanoke Pension Plan $ $ $ $ Roanoke City Public Schools $ $ $ $ Greater Roanoke Transit Company $ $ $ $ (Transit, Parking, and Retirement) Other: $ $ $ $ $ $ $ $ Total All-inclusive Maximum Do not include the Fee Schedule in the proposal. The Fee Schedule must be submitted during the interview in a sealed envelope marked '*FEE SCHEDULE FOR AUDIT SERVICES 1997 - 2000". Page 17 Mary F. Parker, CMCIAAE cay Crerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #57-132-227 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, March 17, 1997, the Mayor suggested that new sidewalks, entrances and curb improvements as referenced in Ordinance No. 33316-031797 be listed on the "City Page". Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Rose M. Woodford, Executive Secretary, City Manager's Office 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: 1540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 20, 1997 File #57-217-514 George M. Gee, President H. & S. Construction Co. P. O. Box 6226 Roanoke, Virginia 24017 Dear Mr. Gee: I am enclosing copy of Ordinance No. 33316-031797 accepting the bid of H. & S. Construction Co., for construction of new concrete sidewalks, entrances, and curb and gutter improvements throughout the City, upon certain terms and conditions, in the amount of $557,750.00; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made to the City for the work. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. /~e,,-,.~.Sincerely' Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: The Honorable Marsha C. Fielder, Commissioner of the Revenue W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance George M. Gee, President H. & S. Construction Co. March 20, 1997 Page 2 pc: William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Dolores C. Daniels, Assistant to the City Manager for Community Relations Diane S. Akers, Budget Administrator, Office of Management and Budget MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue. S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: 1540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy Cit~, Clerk March 20, 1997 File #57-217-514 Stanley G. Breakell, President Breakell, Inc. 2314 Patterson Avenue, S. W. Roanoke, Virginia 24016 Dear Mr. Breakell: I am enclosing copy of Ordinance No. 33316-031797 accepting the bid of H. & S. Construction Co., for construction of new concrete sidewalks, entrances, and curb and gutter improvements throughout the City, upon certain terms and conditions, in the amount of $557,750.00; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made to the City for the work. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 17th day of March, 1997. No. 33316-031797. AN ORDINANCE accepting the bid of H. & S. Construction Company, for the construction of new concrete sidewalks, entrances, and curb and gutter improvements throughout the City, upon certain terms and conditions, and awarding a contract therefor; anthori~tng the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid of H. & S. Construction Company, made to the City in the total amount of $557,750.00, for the construction of new concrete sidewalks, entrances, and curb and gutter improvements throughout the City of Roanoke, as is more particularly set forth in the report to this Council dated March 17, 1997, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Maw F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #57-60-217-514 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33315-031797 amending and reordaining certain sections of the 1996-97 Capital Projects and General Fund Appropriations, providing for transfer of $507,750.00 from Public Improvement Bonds - Series 1996 Streets and Sidewalks to Sidewalk and Curbs Phase I1, and appropriation of $100,000.00 from the Capital Maintenance and Equipment Replacement Program to Sidewalk and Curbs Phase II, in connection with construction of new concrete sidewalks, entrances, curb and gutter improvements throughout the City. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc, James D. Grisso Director of Finance March 20, 1997 Page 2 pc: The Honorable Marsha C. Fielder, Commissioner of the Revenue W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Dolores C. Daniels, Assistant to the City Manager for Community Relations Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 17th day of March, 1997. No. 33315-031797. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects and 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 Capital Projects and General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Capital Prolecte Fund AooroDriations Capital Improvement Reserve Public Improvement Bonds - Series 1996 (1) .................... Streets and Bridges Sidewalks and Curbs Phase II (2-3) ........................... General Fund ADorooriations Nondepartmental Transfers to Other Funds (4) ................................ Fund Balance Reserved for CMERP - City (5) ................................ $19,084,936 16,352,178 $14,567,255 607,750 $54,984,927 55,020,125 $ 3,299,954 1 ) Streets and Sidewalks 2) Appropriated from Bond Funds 3) Appropriated from General Revenue (008-052-9701-9191 ) (008-052-9543-9001) (008-052-9543-9003) $ (507,750) 507,750 100,000 4) Transfer to Capital Projects Fund 5) Reserved for CMERP - City (001-004-9310-9508) (001-3323) $ 100,000 (100,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. A'I-rEST: City Clerk. March 17, 1997 Council Report No. 97-122 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: NEW CONCRETE SIDEWALKS, ENTRANCES AND CURB - PHASE II BID NUMBER 97-1-56 We, the undersigned Bid Committee, hereby submit the attached report for your consideration. ~o~hn ~tfully ~u~ed, U, Joh~ F. , Chairman Carroll E. Swain William F. Clark Charles M. Huffine JHP/JGB/kh Attachment: Bid Committee Report City Attorney City Clerk Director of Finance Director of Public Works Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue T B LA I N F ID NEW CONCRETE SIDEWALKS, ENTRANCES AND CURB - PHASE II ROANOKE, VIRGINIA PROJECT NO. 6080-C BID NO. 97-1-56 Bids were opened by D. Darwin Roupe, Manager, Office of Supply Management, on Tuesday, February 18, 1997, at 2:00 p.m. COMPANY AMOUNT H. & S. Construction Company $557,750 Breakell, Inc. 628,365 Estimated Cost: $510.000 Office of the City Engineer Roanoke, Virginia March 17, 1997 March 17, 1997 Council Report No. 97-122 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: NEW CONCRETE SIDEWALKS, ENTRANCES AND CURB - PHASE II BID NUMBER 97-1-56 Backoround on the subject in chronological order is as follows: New concrete sidewalks, entrances, curb. and autter imorovements are to be constructed throuahout the citv as part of the 1996 Bond Issue. Phase I construction is nearina comDletign. (See Attachment A.) One (1) future Droiect in 1998 is anticiDated. II. Current situation is as follows: Bids for Phase II improvements have been advertised and were oubliclv opened and read aloud by D. Darwin Roupe, Manager, Office of Supply Management, on Tuesday, February 18, 1997. Two {2) bids were received with H. & S. Construction Company submitting the Iow bid in the amount of $5§7.7~). Proiect consists primarily of constructing 28,000 square feet of sidewalk and 14,000 linear feet of curb. (See Attachment B.) Street selection was develooed from various surveys (neighborhood questionnaires, staff recommendations, school recommendations) and the new process for evaluating citizens' requests. III. Issues in order of importance are as follows: A. Cost B. Fundina IV. Alternatives in order of feasibility are as follows: Authorize the City Manaaer to execute a unit price contract with H, & $. Construction Company, in a form approved by the City Attorney, in the amount of $557.750 with 365 calendar days for completion, with a project contingency of $50.000. Honorable Mayor and Members of City Council BID COMMITTEE REPORT NEW CONCRETE SIDEWALKS, ENTRANCES AND CURB - PHASE II March 17, 1997 Page 2 1. Cost is 9% above the Engineer's estimate, but is considered reasonable. Fundina is available from the proceeds of the 1996 Bond Issue in account number 008-052-9701-9191 and in the Capital Maintenance and Equipment Replacement Program (CMERP). Do not authorize the City Manaoer to execute a contract with H. & $. Construction Company. 1. Cost would be based on future bids. Fundino would remain in the anticipated bond proceeds of the 1996 Bond Issue and in CMERP. RecommendatiQq is as follows: City Council concur in alternative "A" and take the following specific actions: Authorize the City Manaoer to execute a unit price contract with H. & S. Construction Comoanv for the New Concrete Sidewalks, Entrances and Curb - Phase II Project in the amount of 9557,750 and authorize a project contingency of 950,000. Transfer 9507,750 from the Public Improvement Bonds - Series 1996 Streets and Sidewalks Account number 008-052-9701-9191 to a new account to be established by the Director of Finance in the Capital Projects Fund entitled "Sidewalk and Curbs Phase I1." ADDrooriate 9100,000 from CMERP to the same "Sidewalk and Curbs Phase I1" account. D, Reiect the other bid received. JGB/kh Attachments Honorable Mayor and Members of City Council BID COMMITTEE REPORT NEW CONCRETE SIDEWALKS, ENTRANCES AND CURB - PHASE II March 17, 1997 Page 3 City Attorney City Clerk Director of Finance Director of Public Works Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue CURB: Brooklyn Ave., N.W. 22nd St., N.W. 22nd St., N.W. ATTACHMENT "A" PROJECT LOCATIONS - PHASE I Fill-in 1400 Block 11 O0 Block Woodlawn Ave., S.W. Fill-in 3100 Block including Eastside Rosewood Woodlawn Ave., S.W. Gilford to Oregon 23rd St., S.W. Jefferson to Richelieu 5th St., S.W. Woods to Allison Albemarle, S.W. Fill-in 300 Block Camilla Ave., S.E. Fill-in 500 Block SIDEWALK: Hollins Road, N.E. Kyle to Pocahontas (East Side) - Sidewalk Moorman Rd., N.W. 12th to 13th (South Side) - Sidewalk Preston Ave., N.W. Exist. to Recreation Center - Sidewalk Westwood Street, N.W. Salem Turnpk. to Exist. @ School - Sidewalk Lincoln Ave., S.W. Carter to Alley (East Side) - Sidewalk Overland Rd., S.W. @ Fishburn Elementary & James Madison Middle School Windsor Ave., S.W. @ Wasena Elementary CURB & SIDEWALK: Melrose Ave., N.W. Fill-in @ 1622 Montrose Ave., S.E. Fill-in 1100 Block 31 st Street, N.W. Fill-in Melrose to Salem Turnpk. ATTACHMENT B PROPOSED PROJECT LOCATIONS - 1997 CURB: King Street, N.E. 2200 - 2400 Blocks Syracuse Avenue, N.W. 1500 Block Kennedy Street, N.E. Fugate to Liberty (West Side) Carlton Road, S.W. Devon Road to Lincoln Avenue Jackson Middle Replace Curb along 9th Street Maplelawn Avenue, N.W. 3000 and 3100 Blocks Meadowbrook Road, N.W. 2100 Block CURB AND SIDEWALK: Loudon Avenue, N.W. 900 Block Gilmer Avenue, N.W. 900 Block McDovvell Avenue, N.W. 800 & 900 Block Epperly Avenue, N.W. Greenlawn to existing 19th Street, N.W. School to Andrews Road Livingston Road, S.W. 2600 Block (Fill-ins) Orange Avenue, N.W. 1600 Block (North Side) SIDEWALK: Carroll Avenue, N.W. 1800 Block (Sidewalk Only) Highland Park Elementary Install handicap ramps on Albemarle & Walnut at school Attachment A Page 1 of 2 FILL-INS 2106 Avenal Avenue, S.W. 60' Curb 1849 Avon Road, S.W. 50' Sidewalk 2218-2226 Berkley Avenue, S.W. 80' Sidewalk 2321 Carlton Road, S.W. 120' Sidewalk 2102 Wycliff Avenue, S.W, (Side) 140' Curb 334 Maddock Avenue, N.E. 50' Curb 50' Sidewalk 203 Troy Avenue, N.E. 60' Curb 208 Troy Avenue, N.E. 60' Curb 2504 Cornell Drive, N.W. 60' Sidewalk 918 Crescent Street, N.W. 50' Sidewalk 922 Crescent Street, N.W. 50' Sidewalk 1201-1205 Crescent Street, N.W. 70' Curb 120' Sidewalk Attachment A Page 2 of 2 March 17, 1997 Council Report No. 97-122 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: NEW CONCRETE SIDEWALKS, ENTRANCES AND CURB - PH/~,SE II BID NUMBER 97-1-56 I concur with the Bid Committee recommendation relative to the above project and recommend it to you for appropriate action. Sincerely, W. Robert Herbert City Manager WRH/JGB/kh Attachment: Bid Committee Report City Attorney City Clerk Director of Finance Director of Public Works Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue MARY F. PARKER, CMC/AAE City Ctcrk 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 Depuly Cily Clerk March 20, 1997 File #27-28-166 Gerald A. Burgess, III Botetourt County Administrator P. O. Box 279 Fincastle, Virginia 24090 Dear Mr. Burgess: I am enclosing copy of Ordinance No. 33298-031797 authorizing donation and conveyance of a new 30 ft. wide permanent sanitary sewer easement and a 15 ft. wide temporary construction easement across the City's Tinker Creek Tunnel Intake property, in order to extend a sewer line to the Botetourt Center at Greenfield in Botetourt County, upon certain terms and conditions. The aboveraferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, March 3, 1997, also adopted by the Council on second reading on Monday, March 17, 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. Gerald A. Burgess, III Botetourt County Administrator March 20, 1997 Page 2 pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations Jesse H. Perdue, Jr., Manager, Water Department William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Engineering Coordinator Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, The 17th day of March, 1997. No. 33298-031797. VIRGINIA, AN ORDINANCE authorizing the donation and conveyance of certain easements across City-owned property to Botetourt County in order to extend a sewer line to the Botetourt Center at Greenfield in Botetourt County, upon certain terms and conditions. BE IT ORDAINED by the Council of the City of Roanoke that the City Manager and City Clerk are hereby authorized to execute and attest, respectively, in a form approved by the City Attorney, the necessary documents donating and conveying to Botetourt County a new 30' wide permanent sanitary sewer easement and a 15' wide temporary construction easement across the City's Tinker Creek Tunnel Intake property, in order to extend a sewer line to the Botetourt Center at Greenfield in Botetourt County, upon certain terms and conditions, and as more particularly set forth in the report of the Water Resources Committee dated March 3, 1997. ATTEST: City Clerk. March 3, 1997 Report No. 97-320 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Donation of Sewer Easement to Botetourt County Tinker Creek Tunnel Intake Property The attached staff report was considered by the Water Resources Committee at its regular meeting on February 18, 1997. The Committee recommends that Council authorize the donation of a new thirty-foot permanent sanitary sewer easement and a fifteen foot temporary construction easement across the Tinker Creek Tunnel Intake property to Botetourt County, in a form approved by the City Attorney, in accordance with conditions stated in the attached report. LFW:KBK:afm Attachment CC~ Respectfully submitted~ _~.nda] . y tt, Chairperson Water Resources Committee Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities & Operations Charles M. Huffme, City Engineer Delores D. Daniels, Assistant City Manager for Community Relations Jesse H. Perdue, Manager, Water Department Diane S. Akers, Budget Administrator Report No. 97-320 CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: February 18, 1997 TO: FROM: Memb~s~.ater Resources Committee Kit B. Kiser, Dire~ct~lities and Operations thru W. Robert Herbu-=¥t-~ty Manager SUBJECT: Donation of Sewer Easement to Botetourt County Tinker Creek Tunnel Intake Property ~ in chronological order is as follows: Tinker Creek Tunnel Intake was constructed in 1964 to divert surplus water from Tinker Creek in Botetourt County into the Carvins Cove Reservoir. Develooment of the Williamsburg Court subdivision in Botetourt County included the construction of a sewage lagoon upstream from the Tinker Creek Tunnel Intake. Subseouentlv, the City constructed a lagoon effluent sewa~_e overflow liq~ from the lagoon to a point below the Intake to assure that any overflow would not be taken into the Reservoir. II. ~ is as follows: Reouest for oermanent and temoorarv easements across the Tinker Creek Tunnel Intake property in order to extend a sewer line to the Botetourt Center at Greenfield has been received from Botetourt County. (See attached letter and plat.) Construction of the new sewer line would include the extension of an overflow line to the lagoon, thus eliminating the need for the overflow line constructed by the City. Members, Water Resources Committee Donation of Sewer Easement to Botetourt County Tinker Creek Tunnel Intake Property February 18, 1997 Page 2 Ill. Issues in order of importance are: A. Need B. Timing C. Cost to City D. ~ IV. Alternatives in order of feasibility are: Water Resources Committee recommends that City Council authori~n the donation of a new thirty-foot permanent sanitary sewer easement and a fifteen-foot temporary construction easement across the Tinker Creek Tunnel Intake property to Botetourt County, in a form approved by the City Attorney. 1. Need of Botetourt County for easements to allow construction of the new sewer line is met. 2. Timine to permit construction schedule to be kept is met. ~ would be the loss of the fair market value of the easement. ~ would be the cost of future maintenance on the City's current overflow line. Water Resources Committee does not recommend that City Council ~ the donation of a new thirty-foot permanent sanitary sewer easement and a fifteen-foot temporary construction easement across the Tinker Creek Tunnel Intake property to Botetourt County, in a form approved by the City Attorney. 1. Need of Botetourt County for easements to allow construction of the new sewer line is not met. Members, Water Resources Committee Donation of Sewer Easement to Botetourt County Tinker Creek Tunnel Intake Property February 18, 1997 Page 3 2. Timino to permit construction schedule to be kept is not met. 3. Cost to City would be the cost of future maintenance on the City's current overflow line. 4. Savin_os to City would be zero. Water Resources Committee recommends that City Council authorize the donation of a new thirty-foot permanent sanitary sewer easement and a fifteen-foot temporary construction easement across the Tinker Creek Tunnel Intake property to Botetourt County, in a form approved by the City Attorney, in accordance with Alternative "A". WRH/KBK/SEF Attachments CC: City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Manager, Water Department Budget Administrator PUBLIC WORKS F~,NE (540) 473-8316 UTILITY SUPERVISOR PHONE (540) 473-8316 RECREATION PHONE (540) 473-8326 LANDFILL PHONE (540) 992-5111 MAINTENANCE PHONE {540) 473-8238 FAX PHONE (540) 473-8360 $otetourt County of q u6fic q 2or ecreafon 1 WEST MAIN STREET, BOX 4 FINCASTLE, VIRGINIA 24090 January 24, 1997 KURTD. HODGEN DIRECTOR OF PUBLIC WORKS KEVIN R. SHEARER, P.E. / R.L.S. COUNTY ENGINEER ANTHONY T, MORSE UTILITY SUPERVISOR KENNETH M. MYERS RECREATION DtRECTOR JUSTIN C. BOWERS MAINTENANCE SUPERVISOR GREGORY W. HANNAH LANDFILL SUPERVISOR Mr. Kit Kiser, Dir. of Utilities city of Roanoke 215 Church Avenue, SW Roanoke, VA 24011 & Operations RE: Easement Acquisition Dear Kit: Botetourt County is moving forward with its extension of util- ities to the 922-acre Botetourt Center at Greenfield, with an ad- vertisement for bids for construction of the sewer line extension scheduled to go out in the coming weeks. As such, we are now in the process of acquiring easements from affected property owners along the project route. The attached plat prepared by Engineering Concepts, Inc. indi- cates the area that we will need to acquire from you. Such area consists of both a temporary and permanent easement. I have also attached for your review, a copy of our easement form. Standard county practices dictate that we first request that you consider donating the easement to the County. If you are ame- nable to doing this, simply sign the form, notarize it and return it to my office. If a donation is not feasible, I would request that you contact my office so arrangements can be made to meet with you for further discussions relative to the easement acquisition. If you have further questions or need additional information, please give me a call at (540) 473-8316. In the meantime, a re- sponse at your earliest convenience would be appreciated. Sincerel~/~ Director of Public Works Attachments o~w MAP OF GREENFIELD pLAT BOOK 16 PAGE 113 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) 853-2541 Fax: 1540) 853-1t45 SANDRA H. EAKIN Deputy Cit~ Clerk March 20, 1997 File #15-110-207 Mr. Dennis R. Cronk 3278 Avenham Avenue, S. W. Roanoke, Virginia 24014 Dear Mr. Cronk: I am enclosing copy of Resolution No. 33317-031797 appointing you as a Director of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of the four year term of W. Bolling Izard, which commenced on October 21, 1994, and will expire on October 20, 1998. Resolution No. 33317-031797 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. I am also enclosing a Certificate of your election. Your Oath of Office was administered on March 18, 1997, and is on file in the Office of the Clerk of the Circuit Court and the City Clerk's Office. Pursuant to Section 2.1-341.1, Code of Virginia (1950), as amended, I am enclosing copy of the Freedom of Information ACt. On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a Director of the Industrial Development Authority. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc, Mr. Dennis R. Cronk March 20, 1997 Page 2 pc: Margaret R. Baker, Secretary, Industrial Development Authority of the City of Roanoke, 212 S. Jefferson Street, Roanoke, Virginia 24011 Sandra H. Eakin, Deputy City Clerk COMMONWEALTH OF VIRGINIA ) ) To-wit: CiTY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the seventeenth day of March, 1997, DENNIS R. CRONK was appointed as a Director of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of the four year term of W. Bolling Izard, which commenced on October 21, 1994, and will expire on October 20, 1998. Given under my hand and the Seal of the City of Roanoke this twentieth day of March, 1997. City Clerk IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33317-031797. A RESOLUTION appointing a Director of the Industrial Development Authority of the City of Roanoke, to fill the remaining portion of a four (4) year term on its Board of Directors. WHEREAS, the Council is advised that W. Bolling Izard, a Director of the Industrial Development Authority of the City of Roanoke, Virginia, resigned effective October 23, 1996, and the vacancy has not been filled; WHEREAS, § 15.1-1377 of the Code of Virginia (1950), as amended, provides that appointments made by the gov~nning body of such Directors shall, after initial appointment, be made for terms of four (4) years. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that Dennis R. Cronk is hereby appointed as a Director on the Board of Directors of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of the four (4) year term of W. Bolling Izard which commenced on October 21, 1994, and will expire on October 20, 1998. ATTEST: City Clerk. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy C~y C~erk March 20, 1997 File #132-207 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33318-031797 changing the time and place of commencement of the regular meeting of City Council scheduled to be held at 12:30 p.m., on Monday, April 7, 1997, to 12:00 noon, Monday, April 7, 1997, in the Lobby of the Vitramon plant at 3435 Chip Drive, N. E., with the 2:00 p.m. session to be held in the City Council Chamber, fourth floor, Municipal Building. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm En¢. W. Robert Herbert Ci~ Manager March 20,1997 Page 2 pc: Wilburn C, Dibling, Jr., City Attorney James D. Grisso, Director of Finance Willard N. Claytor, Director of Real Estate Valuation Robert H, Bird, Municipal Auditor James D. Ritchie, Sr., Assistant City Manager Kit B. Kiser, Director, Utilities and Operations George C. Snead, Jr., Director, Public Safety William F. Clark, Director, Public Works Glenn D. Radcliffe, Director, Human Development Rose M. Woodford, Executive Secretary, City Manager's Office IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33318-031797. A RESOLUTION changing thc time and place of commencement of thc regular meeting of City Council scheduled to be held at 12:30 p.m., on Monday, April 7, 1997. BE IT RESOLVED by the Council of the City of Roanoke that: 1. Thc meeting of City Council regularly scheduled to be held at 12:30 p.m. on Monday, April 7, 1997, is hereby reschcduled to be held at 12:00 noon, Monday, April 7, 1997, in the Lobby of the Vitramon plant at 3435 Chip Drive, N. E., with the 2:00 p.m. session to be held in City Council Chambers, Fourth Floor, Municipal Building, at 215 Church Avenue, S. W. 2. The City Clerk is hereby authorized to take whatever steps are deemed necessary to notify the public of the change in the time and place of such meeting. ATTEST: City Clerk. Mary F. Parker, CMC/AAE c~y C~rk CITY OF ROANOKE Office of the City Clerk ~ndra H. Eekin Deputy City Clerk March 20, 1997 File #24-54-66 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of a communication from Ms. Patricia Earls, 717 Mississippi Avenue, N. E., requesting that the City Code be amended to allow pigs in the City of Roanoke, which communication was before the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On motion, duly seconded and unanimously adopted, the matter was referred to you for study, report and recommendation to Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Ms. Patricia Earls, 717 Mississippi Avenue, N. E., Roanoke, Virginia 24012 Wilburn C. Dibling, Jr., City Attorney George C. Snead, Jr., Director, Public Safety 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) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy Cit~ Clerk March 20, 1997 File #15-110-207 Mr. Samuel H. McGhee, Itl 701 First Street, S. W. Roanoke, Virginia 24016 Dear Mr. McGhee: Your communication tendering your resignation as a Director of the Industrial Development Authority of the City of Roanoke, effective immediately, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On motion, duly seconded and unanimously adopted, your resignation was accepted with regret and the communication was received and filed. The Members of City Council requested that I express sincere appreciation for your service as a Director of the Industrial Development Authority from November 11, 1984 to March 14, 1997. Please find enclosed a Certificate of Appreciation and an aerialview photograph of the Roanoke Valley which was issued by the Mayor on behalf of the Members of the Roanoke City Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. pc: Margaret R. Baker, Secretary, Industrial Development Authority of the City of Roanoke, 212 S. Jefferson Street, Roanoke, Virginia 24011 Sandra H. Eakin, Deputy City Clerk March 14, 1997 Mlohael S Agoe Kyle D Austin Randy W. Beckner Mayor and Members of City Council c/o City Clerk Room 456, Municipal Building 215 Church Avenue, SW Roanoke, VA 24011 Dear Mayor and Members of City Council: The City of Roanoke is embarking on new initiatives in economic development. You are beginning to provide City funding through the Industrial Development Authority of the City of Roanoke to new or expanding industries. It now appears that the IDA could also be the recipient of property and other grants which the City desires to transfer to new economic development projects. You have recently reappointed me to the IDA. My employer, Mattern & Craig, Inc., is in business to provide consulting services to the City and to private companies. Applicable law not withstanding, in order that/here be absolutely no perception that Mattern & Craig is selected for consulting services by either the City or by private business or that I have any conflict of interest, because I serve on the IDA, I feel that I must resign from the Authority. Accordingly, I am hereby resigning effective today, from the Industrial Development Authority of the City of Roanoke. I appreciate the oppommity you have given me to serve the City on this capacity and look forward to continuing to serve the City in other ways in the future. Very truly yours, MATTERN & CRAIG, INC. Sam H. McGhee, III, P.E., President SHM/amg CC: Mr. Lynn D. Avis, Vice-Chairman, IDA Ms. Margaret R. Baker, Secretary, IDA Mr. Harwell M. Darby, Jr., Esquire, General Counsel, IDA Ms. Mary Parker, City Clerk 701 First Street, SW, Roanoke, Virginia 24016 (540) 345-9342 Fax (540) 345 7691 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) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 20, 1997 File #15-110-207 Mr. Sydnor W. Brizendine, Jr. 3539 Heritage Circle, S. W. Roanoke, Virginia 24015 Dear Mr. Brizendine: I am enclosing copy of Resolution No. 33319-031797 appointing you as a Director of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of the four year term of Samuel H. McGhee, III, which commenced on October 21, 1996, and will expire on October 20, 2000. Resolution No. 33319-031797 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. I am also enclosing a Certificate of your election. Your Oath of Office was administered on March 18, 1997, and is on file in the Office of the Clerk of the Circuit Court and the City Clerk's Office. Pursuant to Section 2.1-341.1, Code of Virginia (1950), as amended, I am enclosing copy of the Freedom of Information Act. On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a Director of the Industrial Development Authority. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eno. H:~AGENOA.9'/tMARCHA 7 Mr. Sydnor W. Brizendine, Jr. March 20, 1997 Page 2 pc: Margaret R. Baker, Secretary, Industrial Development Authority of the City of Roanoke, 212 S. Jefferson Street, Roanoke, Virginia 24011 Sandra H. Eakin, Deputy City Clerk COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the seventeenth day of March, 1997, SYDNOR W. BRIZENDINE, JR., was appointed as a Director of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of the four year term of Samuel H. McGhee, III, which commenced on October 21, 1996, and will expire on October 20, 2000. Given under my hand and the Seal of the City of Roanoke this twentieth day of March, 1997. City Clerk IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 17th day of March, 1997. No. 33319-031797. A RESOLUTION appointing a Director of the Industrial Development Authority of the City of Roanoke, to fill the remaining portion of a four (4) year term on its Board of Directors. WHEREAS, the Council is advised that Samuel H. McGhee, III, a Director of the Industrial Development Authority of the City of Roanoke, Virginia, resigned effective March 14, 1997, and the vacancy has not been filled; WHEREAS, § 15.1-1377 of the Code of Virginia (1950), as amended, provides that appointments made by the governing body of such Directors shall, after initial appointment, be made for terms of four (4) years. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that Sydnor W. Brizendine, Jr., is hereby appointed as a Director on the Board of Directors of the Industrial Development Authority of the City of Roanoke, Vir~nla, to fill the remaining portion of the four (4) year term of Samuel H. McGhee, III, which commenced on October 21, 1996, and will expire on October 20, 2000. ATTEST: City Clerk. ~. 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, " MARY F. PARKER, CMC/AAE City Clerk SANDRA H. EAKIN Deputy City Clerk March 20, 1997 File #15-20-55-110 / Ms. Kathryn V. Weikel P. O. Box 13247, Roanoke, Virginia 24032 Dear Ms. Weikel: At a regular meeting of the Council of the City of Roanoke held on Monday, March 17, 1997, you were elected as a member of the ,City of Roanoke Transportation Safety Commission, to fill the unexpired term of Stephen A. Mancuso, resigned, ending October 31, 2000. Enclosed you will find a Certificate of your election and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were elected. Pursuant to Section 2.1-341.1, Code of Virginia (1950), as amended, I am also enclosing copy of the Freedom of Information Act. On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the City of Roanoke Transportation Safety Commission. Sincerely, ~~ 1. P~.. - Mary F. Parker, CMC/AAE City Clerk MFP:sm Ene. H:\AGENOA.97\MARCH.17 ~ Ms. Kathryn V. Weikel March 20, 1997 Page 2 pc: Robert K. Bengtson, Chairperson, City of Roanoke Transportation Safety Commission Sandra H. Eakin, Deputy City Clerk H:\AGENOA.97\MARCH.17 ~ COMMONWEALTH OF VIRGINIA CITY OF ROANOKE ) ) To-wit: ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the seventeenth day of March, 1997,KATHRYN V. WEIKEL was elected as a member of the City of Roanoke Transportation Safety Commission, to fill the unexpired term of Stephen A. Mancuso, resigned, ending March 31, 2000. ) Given under my hand and the Seal of the City of Roanoke this twentieth day of March, 1997. "" ~ g. R 1..... City Clerk H:\AGENOA.97\MARCH.17 , .. ~. ~ ~. .,~/ 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' '" MARY F. PARKER, CMC/AAE City Clerk SANDRA H. EAKIN Deputy City Clerk March 20,1997 File #9-15-110 Mr. J. Granger Macfarlane .2402 Woodcliff Road, S. E. o . Roanoke, Virginia 24014 Dear Mr. Macfarlane: At a regular meeting of the Council of the City of Roanoke held on Monday, March 17,. 1 g97, you were elected as a member of the' Roanoke Regional Airport' Commission for a term ending March 9, 2001. 0 . Enclosed you will find a Certificate of your election and an Oath or Affirmation of Office which may be adrhinisteredby the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving .in the capacity to which you were elected. Pursuant to Section 2.1-341.1, Code of Virginia (1950), as amended, I am also enclosing copy of the Freedom of Information Act. On behalf of the Mayor and Members of City Council, I would like to express appreciation for~ your' willingness to serve the City of Roanoke as a member of the Roanoke Regional Airport Commission. . Sincerely, ~/1 o'Att;' .' . ,. '\.YA'1 Mary F. Parker, CMC." .E City Clerk MFP:sm Ene. H:\AGENOA.97\MARCH.17 t.!\;) 1 ~ ( -, ~""<",'..",,.,=. """-~=:!>.,~ . < Mr.J. Granger Macfarlane March 20, 1997. Page 2 . ~ pc: Bob L. Johnson, Chairperson, Roanoke Regional Airport Commission, Pi O. Box 29800, Roanoke, Virginia 24018-0798 Catherine S. Pendleton, Secretary, Roanoke Regiona~Airport Commission . Sandra H. Eakin, Deputy City Clerk tl' . H:\AGENOA.97\MARCH.17 ,0.' "~\I ;::.\ ,.,' . ,c:-::" , ~ \. COMMONWEALTH OFVIRGINIA ) ) To-wit: ) CITY OF ROANOKE I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certifY that at' a regular meeting of Council held on the seventeenth day of March, 1997, J. GRANGER MACFARLANE was elected as a member of the Roanoke Regional Airport Commission for a term ending March 9, 2001. Given under my hand and the Seal of the City of Roanoke this twentieth dayof March, 1997. ~10.~ . City Clerk . H:\AGENOA.97\MARCH.17 ~g, ~ ~ CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-254\ Fax: (540) 853-1145 , " MARY F. PARKER, CMC/AAE City Clerk SANDRA H. EAKIN Deputy City Clerk March 20, 1997 File #9-15-110 Mr. Kit B. Kiser Director of Utilities and Operations Roanoke, Virginia Dear Mr. Kiser: On December 27, 1982, the Roanoke City Code was amended to provide that after completion of three consecutive terms of office, no member of a permanent board, authority, commission or committee shall be eligible for reappointment to the same office for the next succeeding term. '- On March 9, 1997, you completed your third consecutive term of office as a member of the Roanoke Regional Airport Commission. '\ The Members of City Council requested that I express sincere appreciation for your willingness to serve the City of Roanoke as a member of the Roanoke Regional Airport Commission. Please find enclosed a Certificate of Appreciation and an a~rialview photograph of the Roanoke Valley which was issued by the Mayor on behalf of the Members of the Roanoke City Council. ~ . With warQ:'est regards, I am Sincerely, ~I.~ r'\~ 1- Mary F. Parker, CMC/AAE City Clerk MFP:ec Enc. :) pc: Bob L. Johnson, Chairperson, Roanoke Regional Airport Commission, P.O. Box 29800, Roanoke, Virginia 24018 Cathy Pendleton, Secretary, Roanoke Regional Airport Commission Sandra H. Eakin, Deputy City Clerk Given under our hands and the Seal of the City of Roanoke this seventeenth day of March nineteen hundred and ninety-seven. WHEREAS, eighty-five years ago, on March 12, 1912, in Savannah, Georgia, Juliette Gordon Low founded the Girl Scouts, creating a movement that has inspired millions of girls and women with the highest ideals of character, conduct and patriotism; and WHEREAS, today's girls involved in Girl Scouting are learning to value themselves and others, to have confidence in their own abilities, to take responsibility for their actions, to work with others as a team, and to successfully tackle the many challenges that lie ahead; and WHEREAS, the Virginia Skyline Girl Scout Council is committed to helping girls develop to their fullest potential and to become responsible, resourceful women; and in the Roanoke Valley, more than 1900 girls, and in the Girl Scout Council approximately 13,000 girls, ages 5 through 17, are registered as Daisy, Brownie, Junior, Cadette and Senior Girl Scouts; and WHEREAS, Girl Scouting is a volunteer organization dependent on contributions of time, energy and resources by its volunteers, with almost 500 registered Girl Scout adult volunteer women and men in the Roanoke Valley's Daisy Low, Golden Link, Juliette Low, Salem/Skyline, Star City and Trefoil Service Units, and approximately 4,000 adult volunteers in the Council. NOW, THEREFORE, J, David A. Bowers, Mayor of the City of Roanoke, Virginia, in honor of the 85th anniversary of Girl Scouting, do hereby proclaim the month of March, 1997, throughout this great All-America City, as GIRL SCOUT MONTH. ATTEST: f'\.. :J fl. L. . Mary F. Parker City Clerk David A. Bowers Mayor A VISION FOR WESTFt7N VIRGINIA February 12, 1997 Sandy Eakin Deputy City Clerk City of Roanoke 215 West Church Avenue Roanoke, VA 24011 Dear Sandy: At the request of Mayor Bowers and members of Roanoke City Council, I would like to request time on the agenda for the Council meeting scheduled for March 17 at 7:00 p.m. The purpose of my request is to make a presentation to Council regarding a New Century meeting on 2/18/97 relative to the establishment of a regional pride campaign. I was advised by Mayor Bowers that, due to 2/17 being a holiday, the Council meeting normally held on that date has been rescheduled for 2/18, therefore, no members from Council will be able to attend the New Century meeting. He did indicate, though, their strong interest in this project and asked that I bring them up-to- date as to the happenings at the meeting. Thanks so much for your consideration of this request. I look forward to hearing from you. Sincerely, ~ Beverly T. Fitzpatrick, Jr. Executive Director cc: Joyce Sink, Mayor Bowers Office Sue Gotwalt, Subcommittee Chair, New Century Quality of Life Gerald Carter, Subcommittee Chair, New Century Quality of Life Charlotte Reed, New Century Quality of Life Post Office Box 18084, Roanoke, Vuginia 24014 (540) 982.3720 Fax (540) 982.3954 A'" :,5/0,,\,' ;:0(( 'vtE') .!E:7:'V 1,//,'tGi/\,''/J;, January 20, 1997 The Honorable David A. Bowers Mayor City of Roanoke 215 Church Avenue, SW, Room 452 Roanoke, VA 24011 Dear David: During the New Century Visioning process, there were many discussions about the need to enhance our sense of community throughout the region. One issue that continued to be prevalent was an apparent lack of appreciation of the area's assets, no consistent level of pride, and a sense that we take things for granted. It was noted that pride in the region is essential to having a positive attitude and crucial if we are going to sell ourselves as a place for others to invest and live as we enter the 21" century, We are most appreciative of your involvement in the region to improve our quality of life. Because you have shown a willingness to make a difference, your name was suggested by one of our committee members to help us gather some important information. As part of The New Century Council's Quality of Life Committee, we would like to conduct a one-time focus group meeting to discuss regional pride and awareness with the dialogue gathered from this meeting being used to develop a pride campaign for the New Century Region. Several facilitators have agreed to help conduct the meeting and to work in p& breakout sessions with our P~~ic:~ants:", ~I The meeting is scheduled few r=~7 from 6:00 pm - 9:00 pm on the campus of Hollins College ,'" 0 in Ballator Gallery of the Moody Ce ould Hollins College cancel evening classes because of weather conditions, February 25, 1997 has been selecllld as a snow date), A light dinner will be served, I ,J ,... therefore, we need to know how many people to expect. Please contact Mendy Collins at (540) 982-3720 ,..tlc. or fax (540) 982-3954 by February 5 to let us know if you can attend. c- '-il We really hope you can participate in this focus group as 'Ml strive to communicate the wonderful \,. C\\ resources and advantages we have here in the New Century Region to our own citizens and to others ~I ~ looking to possibly locate here. It is imperative that a positive regional attitude exist among our citizens ~;ll and, to accomplish this, we must keep our citizens informed about all areas of the region _ not just their , own. \" Your participation in this project would be greatly applllCiated and will be beneficial in developing an successful pride/awareness program for the region. We look forward to seeing you on the 18"', I ~i/i'ely. yJ,V Bev Fitzpatrick Executive Director ~ Co-Chair Quality of Life Committee a~ Co-Chair Quality of Life Committee CITTZENS DETERMINING THEIR FUTURE Post Office Box 18084, Roanoke, Vuginia 24014 (540) 982-3720 Fax (540) 982-3954 ~ ... CITY OF ROANOKE Office of the City Clerk Mary F. Parker, CMC/AAE City Clerk Sandra H. Eakin Deputy City Clerk March 20, 1997 File #60-102-415-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, March 17, 1997, Ms. Lavenia Toliver, representing the Make A Difference Society of the Roanoke Valley, advised that the organization is composed of 21 members. Out of t.tl~it.HOncern for the appearance of the 24th Street Underpass, the organization presented ~ token pennies to be used toward purchase of paint and seasonal flowers. Representatives of the organization advised that if the City will provide paint and landscaping materials, the Make A Difference Society will volunteer to provide manpower. Sincerely, ~ ;-.... --.... /I IA . ,I.. . . ,,_ -y -"76 --- Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Lavenia Toliver, Advisor, Make A Difference - Society, 1243 Wests ide Boulevard, N. W., Roanoke, Virginia 24017 Rose M. Woodford, Executive Secretary, City Manager's Office H:\AGENDA.07\MARCH.17 ROANOKE CITY DSS 770 TEL:1-540-224-3141 Mar 07,97 16:43 No.Oll P.02 o~/Jt(,o ~ 090 MAKE A DIFFERENCE - SOCIETY 1243 WESTSlOE BLVD.,NW ROANOKE, VA 24017 (540) 362-7535 Wnda Henderson March 7, 1997 Roanoke City Council Mary F. Parker 215 Church Street SW Roanoke, VA 24011 RE: Space on your agenda on Monday, March 17, 1997, at 7:00 pm Purpose: Beautification of 24th Street under-pass area. Paint, Lighting, and Flowers in season. We want to make a positive impression on the Roanoke Valley and this is our first step. Thank you in advance for your consideration. Respectfully, Make A Difference-Society Advisors Gail Boyd Nancy Divers Carol Goffigan Linda Henderson Anita Ollie Lavenia Toliver MAR-07-1997 16:08 1 540 224 3141 93% P.02 " 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 MARY F. PARKER, CMC/AAE City Clerk SANDRA H. EAKI" Deputy City Clerk March 20,1997 File #67-110 , Carl H. Kopitzke, Chairperson Mill Mountain Development Committee 4581 Oakland Boulevard, N. E. Roanoke, Virginia 24012 Dear Mr. Kopitzke: A report of the Mill Mountain Development Committee recommending that Council approve the proposed Vision and Mission Statements and authorize the renaming of the Mill Mountain Development Committee to the Mill Mountain Advisory Committee, was before the Council of the City of Roanoke at a regular meeting held on Monday, March 17, 1997. On motion, duly seconded and unanimously adopted, Council concurred in the request. Sincerely, ~ ,-...... Iww..., 1 A 4 1.. . 1 - -, 7- -~ Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works John W. Coates, Manager, Parks and Recreation/Grounds Maintenance Lynnis B. Vernon, Parks Planner H;\AGENDA.;NMRCH.17 ROANOKE CITY MILL MOUNTAIN DEVELOPMENT COMMITTEE March 17, 1997 The Honorable David A Bowers, Mayor and Members of Roanoke City Council Roanoke, Virginia SUBJECT: Report on the Committee's Visioning Process Dear Mayor Bowers and Members of City Council: The Mill Mountain Development Committee has been working to develop vision and mission statements in order that the committee can better advise City Council and serve the citizens of the Roanoke Valley regarding the future of Mill Mountain Park. The first ever visioning workshop of the committee was conducted on January 18, 1997. During the public meetings held on February 12 and March 12, 1997 the committee members drafted and approved the proposed Vision and Mission Statements, a copy of which is attached for your review and consideration. The committee is requesting that City Council accept the proposed Vision and Mission Statements as submitted. The committee is asking that City Council reflect upon the thoughts that have been stated in the report and utilize the information as a guide when City Council and this committee deal with issues regarding Mill Mountain. The committee is recommending to City Council that the committee name be otticially changed from the Mill Mountain Development Committee to a name that is more in keeping with the committee's present purpose and that being the Mill Mountain Advisory Committee. By City Council concurring in the acceptance and approval of the recommendations, the members feel that the Mill Mountain Advisory Committee can move forward with confidence in addressing the issues regarding the future of Mill Mountain Park. RespectfUlly SUbmit;yctitf._ c:;:= //,f A . eMl H. Kopi"ke, Ch ' p,,~ Mill Mountain Development Committee CHKlLBV/mab Attachment pc: Members of Mill Mountain Development Committee City Manager City Attorney City Clerk Director of Public Works Manager. Parks and Recreation Mill Mountain Development Committee VISION STATEMENT To be Good Stewards of the Mountain, To Protect and Preserve the Natural Resources For All Future Generations, in Accordance with the Fishburn Grant which i~ as follow~: The said real estate is given and conveyed to the Grantee for public use arid shaft the Grantee developed and forever preserved, improved and maintained for the ~s~ and p/eas~r~ of th~ p~op/~ of th~ Citg of Roanoie, M'rginia, and vicinit~ as a p~b/;c pa~ to be ~nown as "M#] Mountain Par~" to the end that there ma~ be providod a.d ~aintainod on said ,o~/ ostato, as tho varO.s parts tho~oof mag bo t~e,'oto, par~s, playgrounds, buildings, structures and things simila~ tfiereto, wfiio~ may 4fo~d ~o trio vooelo of ~fii~ oo~i~v o.d ~oi~ o~i/dro., i. ~ v,'ovo~ MISSION STATEMENT To at'vise the Roanoke City Council regarding appropriate'maintenance and improvements for Mill Mountain Park, consistent with the Fishburn Grant. We are dedicated to making Mill Mountain as accessible and pleasurable to all persons while preserving the environmental and aesthetic integrity of mountain. "Progress with Preservation." To Roanoke City Council Monday, March 17, 1997 Statement of Carl H. Kopitzke, Chairperson, formally submitting the Mill Mountain Development Committee's results of their Visioning Retreat on January 18, 1997, and .further reftned at public meetings on February 12 and March 12, 1997 Mr. Mayor, Vice-Mayor Wyatt and Members of Council: Thank you for allowing the Mill Mountain Development Committee to serve you and the citizens of the Roanoke Valley. Our Team is a small number of people with complementing skills who are committed to a common purpose, performance goals and approval for which they hold themselves and each other mutually accountable. We consider ourselves honored to serve the All America City in which we live. I would like to recognize the members of the team that are here tonight. We believe i'hat we are not just another team existing within the city but a High Performance Team of nine citizens who are deeply committed to one another's personal growth and success. We strive to out perform other teams and surpass City Council's expectations of this team. Each of you has been provided with a copy of the report containing the results of our team retreat on January 18, 1997, which was originally suggested by Councilman Trout at an earlier meeting held in late 1996. The retreat was held at Mr. Ralph Smith's beautiful home on Mill Mountain known as Rockledge. Mr. Smith has served actively as a team member since January 10, 1994. I will not go into the details of our report which developed from our Visioning Retreat and have been refined at two public meetings since then on February 12 and on March 12, 1997. However, it seems important that I point out on behalf of our team members, a few of the highlights and the consensus forming logic we used to arrive at our recommendations. As the team was working through the visioning process we tried to keep in mind City Council's four elements for becoming a community of excellence and how these elements relate to our purpose. Effective Government - As a committee appointed by City Council, it is our duty to be a leading force in shaping and achieving the future of Mill Mountain Park. Economy - As tourism and eco-tourism becomes more and more prevalent, it is the charge of this committee to ensure that Mill Mountain Park remains a dynamic, diversified, regional destination and that Mill Mountain Park contributes to the tourism efforts of the area in a positive manner. Education - Mill Mountain Park is and must remain a place of learning whether it be in solitude or within a group. The resources and opportunities exist for ali visitors to develop a bond in one way or another with this valuable natural asset. Quality of Life - Mill Mountain Park is very important to the 3 community as a public open space and the mountain deserves our respect for its contribution of proudly holding the symbol of our City on high. Next, let me say that all team members fully recognize that Mill Mountain may be owned by the City of Roanoke but is there for the enjoyment of all citizens of the Roanoke Valley and welcome visitors that may come to see what the five time All America Star City is all about. We reaffirm this belief in our Vision Statement established at our public meeting on February 12, 1997, which is as follows: "To be good stewards of the Mountain, to protect and preserve the natural resources for all future generations, in accordance with the Fishburn grant which is 'The said real estate is given and conveyed to the Grantee for public use and shall be by the Grantee developed and forever preserved, improved and maintained for the use and pleasure of the people of the City of Roanoke, Virginia, 4 and vicinity as a public park to be known as "Mill Mountain Park" to the end that there may be provided and maintained on said real estate, as the various parts thereof may be suitably adapted thereto, parks, playgrounds, buildings, structures and things similar thereto, which may afford to the people of this community and their children, in the proper use and enjoyment thereof, healthful and pleasant recreation.' Now, our Mission Statement, adopted by our team at our public meeting on Wednesday, March 12, 1997, is: "To advise the Roanoke City Council regarding appropriate maintenance and improvements for Mill Mountain Park, consistent with the Fishburn Grant. We are dedicated to making Mill Mountain as accessible and pleasurable to all persons while preserving the environmental and aesthetic integrity of the mountain; in other words "Progress with Preservation". Beyond our Vision and Mission Statements, I would like to direct your attention to the packet furnished to each of you earlier. The first two pages are the minutes from our Visioning Retreat on January 18, 1997. And I might add, that this particular Saturday was the coldest day of the winter with a wind chill factor of -24 degrees. The next three pages consist of thoughts from the eight team members present that day on how they perceived Mill Mountain would look in the year 2007. That is only ten short years from now. I will not read all seventy-five of those bulleted comments to you, but I would like to point out that there were eight common themes of the future from the independent thoughts of the eight members present that day. They are shown on the page following the three pages of individual ideas each person contributed that day. 6 4. 5. 6. And 7. Following the vision of what the year 2007 could be are four pages of each member's individual thoughts on Creating a Statement of Purpose/Mission. There were seven specific questions asked of each member. They are: 1. Who is the Mill Mountain Development Committee? 2. Why does the Mill Mountain Development Committee exist? What is the purpose of the Committee? Who will benefit by the work of the Committee? What functions and services does the Committee provide? What will be the result of the Committee's work? How will the Committee accomplish its mission? At the end of Page 4 on Creating a Statement of Purpose/Mission you will find the guidelines we have for working successfully as a team. Those values include: ae be ee Take responsibility for and ownership of our team actions. Make ourselves available to help each other. Actively listen to all citizens' input on Mill Mountain. Invest in the success of this "TEAM" and recognize by that success we will provide a better quality of life for Valley citizens. Listen to one another and encourage one another to speak out. At the same time respect each others' ideas. We will be participative in our decision making, including those most affected by our decisions. We will be honest with each other about our expectations and purpose for serving on this "Team". We will take the extra effort to preserve and make Mill Mountain a place where all citizens can come to enjoy and by so doing say "Thank You" to the Fishburn Family for 8 having "The Vision" to provide this Mountain for their enjoyment. h. To have a "Guardian" or "Superintendent" or "Coordinator" to carry out Council's wishes. Here I would like to recognize our team member who represents the interests of the Fishburn Family. Mr. Scott Shackelford developed the Executive Summary, which is the two pages following the four pages of individual thoughts. He basically blended eight different ideas for each of the seven questions into paragraph form without losing anyone's contribution. He is to be commended for that long tedious project. Following the Executive Summary is a list of sixteen priority issues our team thought on January 18 were some of the most pressing items our group should address. The list of current priority issues following the list from our Visioning Retreat on January 18 was developed after our February 12 meeting, where we decided we needed to rank 9 those items that carried a higher degree of urgency in our members' minds. Again, even though we consider ourselves a high performance team, we independently ranked the sixteen items that we thought needed to be addressed first. The first column on that page indicates a consensus of ho~v our team should approach each of the sixteen items in the months ahead. The number one priority was to formalize a Vision and Mission Statement (which I'm happy to report we have accomplished after our March 12, 1997, meeting), with the lowest item being coin operated binoculars. You will note there are four other items that were introduced into the list of issues from the January 18 meeting and the meeting held on February 12. The final page is a flow chart prepared by Mr. Barry Thomas, our Vice-Chair, showing how this team decided we should proceed after our Visionary Retreat of January 18. I would like to close by repeating the words of Joel Barker from his video on the Power of Vision: "Vision without Action is merely a dream. Action without 10 Vision just passes the time. Vision with Action can change the world". We don't intend to change the world, Mr. Mayor and Members of Council, but with the work we have put into this process since being appointed by you, we believe in and are dedicated to advising you to the best of our abilities how Mill Mountain should be enhanced for future generations. Tonight we are requesting that City Council accept the proposed Vision and Mission Statements as drafted by the team. Secondly, we are asking that City Council reflect upon the individual thoughts that have been stated in our report and utilize this information as a guide when we deal with issues regarding Mill Mountain. Thirdly, we are formally recommending to City Council that the name of this team be officially changed from the Mill Mountain Development Committee to a name that is more in keeping with its 11 present purpose and that being the Mill Mountain Advisory Committee. By City Council concurring in the acceptance and approval of these recommendations, we feel that the Mill Mountain Advisory Committee can move forward with confidence in addressing the issues regarding the future of Mill Mountain Park. I would like to thank City Council for the opportunity to share our team's work with you tonight and would welcome any questions or comments that you may have regarding the report or our recommendations. 12 Mill Mountain Development Committee March 10, 1997 The Honorable David A. Bowers, Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Please reserve space on the Monday, March 17, 1997, 7:00 p.m. City Council Agenda for a report from the Mill Mountain Development Committee regarding the Visioning Process that the Committee has been participating in since January 18, 1997. Carl H. Kopitzke Chairperson CHK/LBV/plr pc~ Members of Mill Mountain Development Committee Mary F. Parker, City Clerk W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. CJrisso, Director of Finance William F. Clark, Director of Public Works John W. Coates, Manager, Parks and Recreation MILL MOUNTAIN DEVELOPMENT COMMITTEE MINUTES OF VISIONING RETREAT January 18, 1997 MEMBERS PRESENT MEMBERS ABSENT Carl H. Kopitzke, Chairperson L. Thompson Hanes Mary Elizabeth Kepley Jordan B. Peck, III G. Scott Shackelford Ralph K. Smith Barry L. Thomas, Vice Chairperson James O. Trout Betty Winfree GUESTS PRESENT Mary Bishop, Roanoke Times John W. Coates, Manager, Parks & Recreation Betty Field, Interested Citizen Beth Poff, Executive Director, Mill Mountain Zoo Lynnis B. Vernon, Parks Planner, Parks & Recreation FACILITATOR Celia Denning, Training Coordinator, Personnel Management Call to order and welcome by Carl H. Kopitzke. Introduction of members and guests. A group discussion was led by Carl Kopitzke. See "Expectations" compiled from flip chart notes. Everyone shared personal memories of the mountain (led by Celia Denning). See "Creating a Statement of Purpose/Mission" compiled from flip chart notes. The committee reviewed the visioning process; key ingredients, review of how we will go through the process. MILL MOUNTAIN DEVELOPMENT COMMITTEE MINUTES OF VISIONING RETREAT January 18, 1997 PAGE 2 The group viewed the video Power of Vision video featuring Joel Barker. The committee discussed the video. The group toured the mountain; had historical overview and update on current and future projects and issues by Lynn Vernon and John Coates. The Committee members individually reported on their answer to the question "What do you see in the Year 2007?". See "The Future 2007 List 1; Thc Future 2007 List 2; and Common Themes of Future" compiled from flip chart notes. Concern expressed in regard to new development encroaching toward Mill Mountain Park and new development of zoo and how it impacts the park. Motion approved to refer residential development issue to department of Planning and Community Development for further information/feedback. Discussion regarding common themes found in lists of future of Mill Mountain (Year 2007) Presentation of City Council's visioning process xvith discussion on how we would compile first draft of Mill Mountain Development Committee vision statement. Jordan Peck, Carl Kopitzke, and Barry Thomas volunteered to prepare a draft vision statement. The Parks and Recreation Department will type minutes capture all work done by committee and have available for above committee by January 27. 1997. Sub- committee will meet the week of January 27, 1997, to begin preparing draft statement. Carl Kopitzke, Scott Shackelford, Tom Hanes, and Mary Elizabeth Kepley volunteered to help prepare a draft mission statement. The committee discussed priority issues and a work plan for the next several months. See "Current Priority Issues" and" Work Flow for Mill Mountain Development Committee" compiled from flip chart notes. The next meeting of the Mill Mountain Development Committee will take place on Wednesday, February 12, 1997, at 4:00 p.m. in the Parks & Recreation conference room. The committee viewed the video "Celebrate Living" and adjourned. Mill Mountain Development Committee Visioning Retreat January 18, 1997 THE FUTURE 2007 · Park atmosphere/benches, tables People with unselfish interest of facility Natural setting People socializing/enjoying opportunity to share Citizens of Roanoke Valley taking advantage of Mill Mountain · Taller trees, healthier vegetation Sounds of forest blending with hum of City · Looks same from a distance · Provide more/hr citizen Hiking, biking, sightseeing Something new for wider group of citizens "will encompass a larger group" not a skyscraper, unnoticed from a view ************************************************************************ Flower gardens, landscaping, winning design, national recognition Family laughter, bird sanctuary Stone platform/group activities · Citizens, on tour, destination Plan meets needs of all citizens · Valley wide greenway program Citizens, out of town groups Results - working together to move into the 21 st Century Trees, nature in raw, unspoiled mountain Updated Zoo Aesthetically pleasing, environmental solution to parking Recreated Rockledge Inn for dining · City own every piece of unowned land · Stewardship of Mountain in good hands Enjoying God and man-made beauty all around Attracted to beauty and uniqueness of place Good stewards - not misused or exploited Attraction - Consistent level day to day Peaking level - special events THE FUTURE 2007 Page 2 · Flexibility - Not fixed and in place; if so, they are movable and adaptable Alternative mode of transportation · Continuous architectural style/stone & wood · City owned mountain (unspoiled land) Peace, quiet, birds, happy voices · People from all over, attracted by beauty, excitement, animals · Proud of being good stewards Makes Mill Mountain a recognized name; maybe natural beauty, peak attraction. zoo Makes Mill Mountain a recognized name - maybe showcase ************************************************************************ Don't see - Tower, tanks See - positive experiences Hear - Natural sounds, calmness, laughter, music, not much about cars, dishes rattling What - Recreating themselves, families Mostly local folks, some visitors whose consciousness raised by what the Mountain has to offer · Economic Development in terms of values and infrastructure Diverse group here - wanting Mountain to speak to them People - higher self esteem, learning stimulated, feelings, thinking, physical activity, inspired; going to sunrise church services · Why here - Ability to recreate/get away/experience calm Not sure sees Zoo at top of Mountain Not sure about location Proud of- asking questions/getting things re-visited See - Natural setting; attractive landscaping/more natural habitat for zoo: greenways tying in/Wiley Drive -.} Explore Park Mountain as central stopping part for refreshments Bikers, hikers (including Harleys) Picnickers · More from interstate through greenway promotions Proud of - Continuing natural setting Continuing improvement of zoo Mixture of experiences "from sounds of city to no sounds at all" Zoo goers, sounds of nature THE FUTURE 2007 Page 3 A place not to hear human sounds Greenways, hiking, bike, more of same All walks of life, citizens, travelers, people off the Interstate · Natural habitat · Linchpin in Greenways plan User Friendly Natural Setting (preserve) while linking to other aspects of valley Appreciate value of another Rockledge Inn Likes value of natural setting Doesn't see community tower Restored - Rockledge Inn; used for l~stivals Hiking, biking trails in good shape/nature experience Don't see - Parking garage · See - Greenways · Enjoying sights, walking, biking, picnicking Who - Citizens, tourists, from Hotel Roanoke, etc. Multiple use-unique park · Top-well planned, designed, walks to gardens (Sister City sponsored), benches, vistas Consistent architectural in historic style Restored bridge, Rockledge Inn with outdoor theater used in summer - Shakespeare, folk music Hiking trails, biking trails, picnicking (off site locations) No parking garage · Free public transportation from downtown area - trolley, tram · People enjoying sites, zoo, predominately citizens, also tourists Balloon rides from bottom to top - wildflower garden Experiencing peace and contentment People from all walks of life enjoying · Families enjoying park, zoo, Sister City area Hear laughter, see well maintained area, en~joying surroundings, contentment · Work - Vision, to advise council on what people ~vanted for use of natural resource. Mill Mountain Development Committee Visioning Retreat January 18, 1997 Common Themes of Future Natural Setting Harmony - uses, architectural (linkage) to other areas of Appalachian Trail; City; Parkway Interaction with Mountain Unselfish Interests All Walks of Life Appeal to Greater Cross-Section Stewardship Destination of citizens and visitors Multiplicity of uses Aesthetic - landscape of the top, architecture Hiking, biking, trails/distinct areas Natural/development Mill Mountain Development Committee Visioning Retreat January 18, 1997 CREATING A STATEMENT OF PURPOSE/MISSION 1. Who is the Mill Mountain Development Committee? A "team" of nine citizens (including one representative from City Council) interested in the improvements, upkeep, and future utilization of Mill Mountain. Citizens appointed by Council to screen/suggest ideas re: the Mountain. Members of Community with diverse background who represent the community: interest as owners and stewards of the mountain. A Committee of local leaders who have a strong interest in the preservation and appropriate development of Mill Mountain park. A Committee to oversee and safeguard the use of Mill Mountain in accordance with best interests of the people of the Roanoke Valley. A group of citizens providing guidance and direction to City Council on the best use of Mill Mountain Park and related entities. Citizens of the Roanoke Valley who are interested in the use of the Mountain. Citizens named by City Council to provide input and information to City Council. 2. Why does the Mill Mountain Development Committee exist? To protect the Mountain and keep it from being over developed, abused or exploited. Advise, propose, analyze, evaluate options, pro-active clearing house. It exists to assume that continuity and long range planning are exercised in the stewardship of the Mountain. To help City Council plan for improvements to Mill Mountain. To provide a broad-based means of input into the best use of Mill Mountain. To provide leadership for the development and use of Mill Mountain. Because in 1967 both City Council and the Chamber had 2 groups of individuals trying to recommend a plan of ACTION to deal with the many proposals offered up for improvements. These two groups combined 2/19/69, submitted a joint report addressing those proposals and it was adopted by City Council on 3/17/69. Creating a Statement of Purpose/Mission Page 2 3. What is the purpose of the committee? Facilitate City Council's responsibility of maximizing the benefit to be derived from this scarce resource. To act as gatekeepers/stewards of the Mill Mountain Park. To preserve and protect the integrity of the Mountain aesthetically and environmentally while allowing reasonable growth and maintenance. "Progress with Preservation" To advise Council on the desirable method of developing Mill Mountain for the best advantage to all the citizens of the City of Roanoke as to aesthetics and recreation. S/B a benefit to the Valley. To establish how the Mountain is to be utilized for the enjoyment of the citizenry. To provide leadership for planning appropriate development to enhance the historical recreational scenic and educational uses of the Mill Mountain Park. To ensure that the Mountain is used and protected for the greater benefit of the citizens. 4. Who will benefit by the work of the committee? All who enjoy the Mountain. Hopefully, the whole Valley and its visitors. Roanoke Valley residents; multipurpose users; visitors. Entire Community. Hopefully, the people of the Valley as well as its visitors. The citizens of Roanoke and their families. The citizens of our City, the Zoo, the Star, etc. play and share in our daily life. The entire Roanoke Valley. "Every park and playground in the City is a landmark to be guarded jealously; but it is also a lasting tribute to men and women of vision who realize that an adequate community is composed not just of streets and buildings but of green breathing places for its populace." (From Carl Andrews article 6/10/73) Creating a Statement of Purpose/Mission Page 3 What functions and services does the committee provide? Mostly advisory up to now. Hopefully, will become more active. Stewards; compilers of opportunities; gatekeepers; advisors to City Government. Leadership, coordination, communication, preservation and planning. The committee offers guidelines to the City Council regarding the management and planning related to the Mountain. Advise, propose, analyze, screen, discuss, and evaluate. We have the power, duty, responsibility, (whatever you want to call it), to advise City Council how to carry out the wishes laid out in Mr. J.B. Fishburn's gift to the City. We also need to hear the "voice and vision" of what our citizens of the Roanoke Valley have for the future. What will be the result of the committee's work? Hopefully, a Mountain that we can be even more proud of- - a Mountain that belongs to the people of Roanoke and which the people respect. A master plan and a strategy for carrying out that plan. To preserve, protect, improve and plan for Mill Mountain as a unique resource for all citizens. Hopefully, a consistent approach to the use of the Mountain for the future. Action by City Council and City Manager to improve Mill Mountain. A comprehensive, yet flexible and "Living" procedure and guidelines which identify uses consistent with the vision. Specific plans/proposals. Correctly advise City Council as to what should be done to protect, beautify, and utilize Roanoke's "Crown Jewel" of Parks & Recreation. How will the committee accomplish its mission? After consensus, a hands-on approach. First, develop a vision statement. Next, devise a strategy plan to prepare a master plan and carry out. Through a master plan/specific criteria, actions and objectives i.e. Rhodeside and Harwell criteria. Creating a Statement of Purpose/Mission Page 4 Strong leadership role; establish goals/targets; and establish procedures and criteria. By integrating the thoughts of its members into a forward looking policy/vision statement regarding how the Mountain is to be used. By teamwork and leadership. a. Take responsibility for and ownership of our team actions. b. Make ourselves available to help each other. Actively listen to al_!l citizens' input on Mill Mountain. c. Invest in the success of this "TEAM" and recognize by that success we will provide a better quality of life for Valley citizens. d. Listen to one another and encourage one another to speak out. At the same time respect each others' ideas. e. We will be participative in our decision making, including those most affected by our decisions. f. We will be honest with each other about our expectations and purpose for serving on this "Team". g. We will take the extra effort to preserve and make Mill Mountain a place where all citizens can come to enjoy and by so doing say "Thank You" to the Fishburn Family for having "The Vision" to provide this Mountain for their enjoyment. h. To have a "Guardian" or "Superintendent" or "Coordinator" to carry out Council's wishes. MILL MOUNTAIN DEVELOPMENT COMMITTEE EXECUTIVE SUMMARY Creating A Statement Of Purpose/Mission Who is the Mill Mountain Development Committee? Citizens of the Roanoke Valley, appointed by the City Council, to recommend to Council, how, in their judgment the Mountain can best serve the recreational needs of present and future generations of the Roanoke Valley. This Committee is subject to the wider expression of interest on the subject by individuals and other organizations throughout the Valley. Why does the Mill Mountain Development Committee exist? Roanoke is unique in having a beautiful mountain within its city limits. City Council recognizes this uniqueness and wishes to preserve it through a thoughtful, ongoing effort. This Committee systematically considers numerous, sometimes divergent ideas on how the Mountain should be preserved or even developed. Recommendations are accordingly presented to Council. 3. What is the purpose of the committee? The Fishburn deed designates that Mill Mountain be maintained lbr "the enjoyment of the people of the Roanoke Valley". The purpose of the Committee is to insure that use of the Mountain accords with the guide}ines of the trust and that careful scrutiny be given to any proposed changes on the Mountain. Over the years the Committee has considered a wide range of thought on the use of the Mountain, but as the principal advisor to Council, the Committee must recommend only the most prudent planning, which it as a deliberative body can generate. Who will benefit by the work of the committee? Everyone who lives in, works in, or visits the Roanoke Valley should benefit from decisions made by the Committee regarding the Mountain. The Mountain dominates our skyline and encourages a symbiotic relationship with the viewer. As development constantly limits open spaces where the outdoors can simply be enjoyed for itself, the Mountain provides a refuge of natural beauty. Again, the point should be reiterated that this beauty is in the middle of our city. MILL MOUNTAIN DEVELOPMENT COMMITTEE EXECUTIVE SUMMARY Creating A Statement Of Purpose/Mission Page 2 What functions and services does the committee provide? City Council has appointed a number of civic committees to advise and make recommendations to it on a wide range of activities and subjects, which bear on the life of our Valley. The duty of this Committee is to provide Council with its most deliberative and reflective judgments on the preservation and management of the Mountain. In this capacity, the Committee must consider and be responsive to the citizens of the Valley to whom the Mountain is of enduring importance. What will be the result of the committee's work? In the absence of a consistent, coherent plan for the Mountain in the past, ideas for its development have been accepted or rejected without regard for a long range strategy for the future. The goal of the Committee, as it presently exists, is to define such a strategy so that guidelines will exist for consistent and coherent management of the Mountain. While the Committee must be flexible in entertaining reasonable suggestions fi'om the citizenry, it must at the same time adopt an understandably conservative approach to structural change. Once compromised, the beautiful natural setting, which is now enjoyed, will be difficult to be regained. How will the committee accomplish its mission? City Council expects a clearly defined, comprehensive plan from the Committee regarding the present and future management of the Mountain. This planning should begin with a vision statement which encompasses an overall agreement among the Committee's members as to its purpose and fundamental managerial concept. Then, perhaps with the assistance fi'om the City or an outside agency, the Committee should prepare a long range plan for the Mountain, which states how it is to be used and how it should co-exist with other entities like the Zoo. This plan should provide a permanent frame of reference for future generations, whenever the subject of Mill Mountain's development or preservation should arise. Mill Mountain Development Committee Visioning Retreat January 18, 1997 CURRENT PRIORITY 1SSUES Do something with existing studies - not reinvent the wheel Summarize the existing studies and prioritize Guiding principles - screening criteria Keep Star White Campaign Alternative transportation/Mountain -~ Market Name change for committee Develop Strategic Plan Develop security plan to deal with vandalism and graffiti Consider notes from Mayor's Summit on the Summit Coin operated binoculars Total accessibility at the M. Carl Andrews Overlook Finalize Vision and Mission Statement Develop Goals/Master Plan Prospect Road Bridge Citizen survey of what should be on Mill Mountain Placement of diorama(s) at overlook(s) Mill Mountain Development Committee CURRENT PRIORITY ISSUES 1-16 Ranking 5 Do something with existing studies - not reinvent the wheel 12 Summarize the existing studies and prioritize 10 Guiding principles - screening criteria 15 Keep Star White Campaign 8 Alternative transportation/Mountain -~ Market 3 Name change for committee 2 Develop Strategic Plan 11 Develop security plan to deal with vandalism and graffiti 4 Consider notes from Mayor's Summit on the Summit 16 Coin operated binoculars 7 Total accessibility at the M. Carl Andrews Overlook 1 Finalize Vision and Mission Statement 6 Develop Goals/Master Plan 14 Prospect Road Bridge 9 Citizen survey of what should be on Mill Mountain 13 Placement of diorama(s) at overlook(s) Place a numerical (1 - 16) ranking to the left of the current priority issues with I being most preferred and 16 being least preferred. OTHER PRIORITY ISSUES Turn Caretaker House Into Interpretive Center Remove Overhead Power Lines From RMH to Mtn Top Wildflower Garden: Support/Promotion Trails/Paths Mill Mountain Development Committee Visioning Retreat January 18, 1997 WORK FLOW FOR MILL MOUNTAIN DEVELOPMENT COMMITTEE While dealing with day-to-day issues, the Committee will: Create: · Vision Statement · Mission Statement Appear before City Council regarding Name & Operations Develop: · Strategic Plan · Goals Report back to City Council Mill Mountain Development Committee March 10, 1997 The Honorable David A. Bowers, Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Please reserve space on the Monday, March 17, 1997, 7:00 p.m. City Council Agenda for a report from the Mill Mountain Development Committee regarding the Visioning Process that the Committee has been participating in since January 18, 1997. Respectfully submitted,. Carl H. Kopitzke Chairperson CHK/LBV/plr pc: Members of Mill Mountain Development Committee Mary F. Parker, City Clerk W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director of Public Works John W. Coates, Manager, Parks and Recreation