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HomeMy WebLinkAboutCouncil Actions 05-22-89 Mu88er (29566) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL May 22, 1989 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. All Present. The invocation will be delivered by Father Nicholas G. Bacalis, Priest, Holy Trinity Greek Orthodox Church. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. Presentation by the Mayor and Members of Council· Adopted Resolution No. 29566 recognizing Valerie Efferson as Employee of the Year in the Public Works directorate. The Mayor introduced Mr. Danny Beamer and Mr. David Spisak representing the Roanoke Valley Youth Soccer League in con- nection with an upcoming festival soccer tournament of May 27 and 28 in the Roanoke Valley. BID OPENINGS Bids for construction of new concrete sidewalks, entrances and curb on various streets within the City of Roanoke (Bond Issue - Downtown Phase I). One bid was referred to a committee composed of Messrs. Garland~ Chairman, Clark and Kiser. Bids for renovations to Wasena, Eureka, Jackson and Washington Parks. Two bids were referred to a committee composed of Messrs. Garland, Chairman, Snead and Clark. PUBLIC HEARINGS Public hearing with regard to the proposed expansion of the City of Roanoke's Enterprise Zone. Mr. W. Robert Herbertj City Manager. Adopted Resolution No. 29567. (7-0) (1) 2. CONSENT AGENDA (Approved 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DIS- CUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED~ THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 C-2 C-3 C-4 Minutes of the regular meetings of Council held on Monday, January 23, 1989~ and Monday, February 6~ 1989. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. A communication from Mayor Noel C. Taylor requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and com- mittees 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 Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. A report of the City Manager requesting an Executive Session to discuss a matter pertaining to acquisition of real property for public purpose, pursuant to Section 2.1-344 (a) (3)~ Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss a matter per- taining to acquisition of real property for public purpose~ pursuant to Section 2.1-344 (a) (3)~ Code of Virginia (1950)~ as amended, Qualification of Ms. Melody S. Stovall as a member of the Roanoke Arts Cor~nission to fill the unexpired term of Ms. Blair W. Fishwick, deceased, ending June 30~ 1989. RECOMMENDED ACTION: Receive and file. REGULAR AGENDA Hearing of Citizens Upon Public Matters: a. Presentation by the Jefferson High School Homer & Associates, P.C., with regard to the Committee and feasibility (2) study of Jefferson High School. The Honorable Beverly T. Fitzpatrick, Sr., Chairman, Jefferson High School Committee, and Mr. Richard A. Rife, Homer & Associates, P.C. The request of the cort~nittee for $3.5 million representing the City's contribution for the Jefferson project, as well as a request for immediate repair of the Jefferson High School roof, was referred to the City Manager and Director of Finance for study, report and recort~nendation to Council as soon as possible. Petitions and Communications: A communication from Mr. W. Robert Herbert, Vice President of Operations, Greater Roanoke Transit Company, requesting that the City of Roanoke appropriate $32,187.00 to the Greater Roanoke Transit Company Subsidy Account to be made available as part of the local share for a capital grant which is being sought by GRTC. Adopted Ordinance No. 29568. (7-0) 2. A report of the City Manager recommending approval of the above request from Greater Roanoke Transit Company. Received and filed. A communication from Mr. Donald S. Caldwell, Commonwealth's Attorney, recommending acceptance of a State grant, in the amount of $60,307.00, for a Multi-Jurisdictional Special Drug Prosecutor, for the period April 1, 1989 through December 31, 1989; and appropriation of funds therefor· Adopted Ordinance No. 29569, Resolution No. 29570 and Ordinance No. 29571. (7-0) 2. A report of the City Manager concurring in the above recommendation of the Commonwealth's Attorney. Received and filed. Reports of Officers: a. City Manager: Briefings: None. Items Recommended for Action: 1. A report recommending acceptance of additional funding from the Department of Corrections, in the amount of $1,070.85, for the Office on Youth. (3) Adopted Ordinance No. 29572 and Resolution No. 29573. (7-0) A report with regard to employment of an engineering firm to perform the Valley Industrial Sewage Survey as required by the Environmental Protection Agency. Adopted Ordinance No. 29574. (7-0) A report with regard to designation of the Clean Valley Council, Inc., as recipient of Divisian of Litter Control and Recycling funds for the year beginning July 1, 1989. Adopted Resolution No. 29575. (7-0) A report recorr~nending allocation of Emergency Shelter Resource Funds~ in the amount of $24,000.00~ as recommended by the Follow-Up Task Force on the Homeless; and authorization to execute sub-grant agreements with Roanoke Area Ministries, Total Action Against Poverty and TRUST to administer said funds. Adopted Resolution No. 29576. (7-0) A report recommending issuance of Change Order No. I to the contract with Dixon Contracting, Inc., in the amount of $14~741.00, for construction of the Coyner Springs Gravity Sewer Main Extension project. Adopted Ordinance No. 29577. (7-0) A report recommending authorization to execute Change Order No. 4, in the amount of $47~913.78, to the contract with Aaron J. Conner, General Contractor, Inc., for construction of the Williamson Road Storm Drain project, Phase 2, Contract 2A. Adopted Ordinance No. 29578. (7-0) A report recommending approval of the location and major design features of the widening of Franklin Road, S. W., from Third Street to Elm Avenue, S. W., requesting that the Virginia Department of Transportation acquire all necessary rights-of-way for the project; and recommending authorization to execute all necessary utility agreements. Adopted Ordinance No. 29579. (7-0) A report recommending approval of a request from the Julian Stanley Wise Foundation for a donation of $50,000.00 in connection with fund raising efforts to establish a Rescue Squad Museum. Adopted Ordinance No. 29580 and Resolution No. 29581. (7-0) (4) A report recommending an increase in the mileage reim- bursement rate made to City employees who are authorized to utilize their personal automobiles in the performance of City business· Adopted Resolution No. 29582. (7-0) b. Director of Finance: 1. A financial report for the month of April, 1989. Received and filed. 2. A report recommending adjustments in salary budgets with regard to the Personnel Lapse Final Report. Adopted Ordinance No. 29583. (7-0) Reports of Committees: A report of the committee appointed to tabulate bids received for bituminous concrete overlays and pavement pro- filing of various streets within the City. Council Member Robert A. Garland, Chairman. Adopted Ordinance No. 29584 and Ordinance No. 29585. (7-0) Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: Ordinance No. 29564, on second reading, authorizing an Agreement between the City and Virginia Transformer Corporation, dated May 3, 1989~ by which the City agrees to convey 9.129 acres and Virginia Transformer Corporation, agrees to construct a manufacturing facility of at least 65,000 square feet on the property conveyed to it by the City with construction to begin by December 31, 1989, and to be completed on or before December 31, 1992; and authorizing conveyance of the same property to Virginia Transformer Corporation, by general warranty deed. Adopted Ordinance No. 29564. (7-0) Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and Members of City Council. Vice-Mayor Fitzpatrick requested that the City Attorney prepare the proper measure congratulating Roanoke County upon being designated as an All America City. Vacancies on various authorities, boards, commissions and committees appointed by Council. (5) 10. Other Hearings of Citizens: Reappointed Ms. Corinne B. Gott to the Youth Services Citizen Board. Appointed Mr. Harold F. Dill to the Advisory Board of Human Resources. Adopted Ordinance No. 29586 and Ordinance No. 29587 (7-0), in connection with acquisition of a 140 acre tract of land for industrial development purposes from A. Wade Douthat and Frances B. Douthat. Adopted Ordinance No. 29588 and Ordinance No. 29589 (7-0), in connection with an engineering services reimbursement with cost sealing contract with Mattern & Craig Consulting Engineers for provision of engineering services in connection with site deve- lopment analysis on an approximate 148 acre tract of land to be acquired from A. Wade Douthat and Frances B. Douthat. IN TflE COUNCIL OF THE CITY (IF tDANCKE, VIf~GINIA, The 22nd day of MayA 1989. No. 29566. A RESOLUTION recognizing VAI,ERIE EFFF_/~ON as Employee Of The Year in the Public Works directorate. WHEREAS, the Director of Public Works has instituted a prngrsm to recognize the services ~nd contributions of one of the directorate's u~loyees by designating an m~p. loyee Of The Year; and WH~EAS, Valerle Efferson, is an Account Te~h-lcian with the Motor Vehicle Maintenance Department and has been ~.ployed by the City since 1981; and WHEREAS, Ms. Efferson has earned annual perfo~nce evaluations of 90 or more each year she has been evaluated; and WHEREAS, Ms. Efferson has attended s~m~nars entitled 'Teadership & Supervisory Skills for W~nen" and "Assertiveness Training for Achievers," and has completed tutorial training sponsored by Literacy Volunteers of ~nerica and currently tutors a person in need of such services; and WHEREAS, Ms. Efferson deserves special ~.,.,--udation for her taking a lead role in bringing the City of Roancke's Vehicle Maintenance O-,,.,,uter System into operation; and WHERFAS, Ms. Efferson h..~ d~-~nstrated initiative and a positive attitude while on the Job; and WHI~m~, Ms. Efferson has been selected as the Public Works directorate's Fmp. loyee Of The Year. THI~EFORE, BE IT RESOLV~ by the Council of the City of Roanoke that this Council adopts this n~ans of recognizing and c~..,~nding the City by V~T.~IE EFFEP~9(tN, Acc~mt Technician. the excellent services rendered to A'~'r~ST: City Clerk. CITY OF ROANOKE INTEPd)EPARTMENT COMMUNICATION DATE: TO: FROM: SUBJECT: May 15, 1989 Mary F. Parker,~,.l~..erk W. Robert Herber~ff-City Manager Council Agenda - May 22, 1989 This is to request that an item be included on the agenda for Monday, May 22, 1989, for a presentation of the Public Works Employee of the Year. This will be similar to the itam which was on last year's agenda on May 16. I understand that your office already has the proclamation for National Public Works Week which will be presented by Mayor Taylor. Attached is a list of the Public Works Employees of the Quarter who will be in attendance at the meeting. It is anticipated that you will be asked to read the list of names. The City Attorney's office has prepared a resolution for the Public Works Employee of the Year which your office has agreed to have framed. Bill Clark will also have an engraved plaque and $100 Savings Bond for presentation by Mayor Taylor. Thank you for your assistance. WRH:WFC:pr Attachment cc: Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Works PUBLIC WORKS EMPLOYEES OF THE QUARTER First Quarter - May/July Alfred H. Cunningham Larry A. Minnix Martha P. Franklin Teresa J. Russell James D. Hall Bobby L. Nichols Douglas M. Terry Kelly J. Darnall Sanitation Worker Construction Inspector Executive Secretary Custodian I Dispatcher II Welder Crew Supervisor I Motor Equipment Mechanic II Refuse Collection Engineering Com~nunity Planning Custodial Services Communications Building Maintenance Street Maintenance Motor Vehicle Maint. Second Quarter - August/October John L. Fields James G. Blaney Albert J. Arnold Lill A. Robertson Carolyn Edwards Michael W. Wright Michael F. Randolph Sanitation Worker Motor Equipment Opr. II Motor Equipment Mechanic II Custodian I Administrative Secretary Signal Technician Aide Electrician Refuse Collection Street Maintenance Motor Vehicle Maint. Custodial Services Building Inspections Signals & Alarms Building Maintenance Third Quarter - November/January Alphonsia Preston Warren L. Robinson Roy J. Sweeney Meg Munton David N. Twigg James Axelsen Ronald L. Deanhofer Custodian I Trades Helper Motor Equipment Opr. I Executive Secretary Motor Equipment Mechanic Helper Crew Supervisor II Dispatcher I Custodial Services Building Maintenance Refuse Collection Engineering Motor Vehicle Maint. Street Maintenance Communications Fourth Quarter - February/April Leonard W. Booze Barbara A. Dowdy William E. Saunders Valerie Efferson Owen A. King Olin D. Davis W. Dan Webb Anthony Q. Bond Motor Equipment Opr. I Neighborhood Planner Custodian I Account Technician Maintenance Mechanic II Signal Technician II Building Inspector Laborer/Operator Refuse Collection Community Planning Custodial Services Motor Vehicle Maint. Building Maintenance Signals & Alarms Building Inspections Street Maintenance STATEMENT ~Y ~/[4YOR NOEL C. T4YLOR WITH REGARD TO VISITORS REPRESENTING THE ROANOKE VALLEY YOUTH SOCCER LEAGUE, May 22~ 1989 I ~ PLEASED TO DIRECTOR OF THE ROANOKE SPISAK l LEAGUE RECOGNIZE MR. DANNY BEAMER, EXECUTIVE VALLEY YOUTH SOCCER LEAGUE~ AND MR. DAVID ALSO REPRESENTING THE YOUTH SOCCER LEAGUE. WOULD LIKE TO RECOGNIZE THE ROANOKE VALLEY YOUTH SOCCER FOR THEIR EFFORTS IN REGARD TO THE UPCOMING FESTIVAL SOCCER TOURNAMENT ON MAY 27 - 28 TO BE HELD IN THE ROANOKE VALLEY. THE SOCCER TOURNAMENT WILL ATTRACT ONE HUNDRED FIFTY-EIGHT TEAMS FROM TWELVE DIFFERENT STATES. THERE WILL BE TWO HUNDRED AND FORTY-EIGHT ELIMINATION GAMES AND THIRTEEN CHAMPIONSHIP GAMES. OVER FOURTEEN HUNDRED HOTEL/MOTEL ROOMS HAVE BEEN RESERVED FOR PLAYERS AND THEIR FAMILIES~ AND IT IS ANTICIPATED THAT THE EVENT WILL ATTRACT FOUR THOUSAND VISITORS TO THE ROANOKE VALLEY. IT IS APPROPRIATE THAT THE ROANOKE VALLEY YOUTH SOCCER LEAGUE SHOULD BE COMMENDED FOR THEIR EFFORTS IN BRINGING HIGH QUALITY SOCCER PLAY TO THE ROANOKE AREA AND FOR THE EXTENSIVE ECONOMIC IMPACT THAT THEIR TOURNAMENT WILL HAVE ON BUSINESSES AND RESIDENTS OF THE ROANOKE VALLEY. I AM PLEASED TO CALL UPON MR. BEAMER AND MR. SPISAK FOR A PRESENTATION. CITY OF ROANOKE INTERDEPAIRTMENT COMMUNICATION ~*~ ~ ..; ; CITY Ti-:' DATE: May 17, 1989 TO: Ms. Mary Pa~ City Clerk FROM: Gary Fenton~anager, Parks, SUBJECT: Recreation and Grounds Maintenance Mayor's Acknowledgement of Efforts of Roanoke Valley Youth Soccer League at the May 22, 1989 Council Meeting I would greatly appreciate it if Mayor Taylor might recognize the Roanoke Valley Youth Soccer League for their efforts in regard to the upcoming Festival Soccer Tournament, (May 27-28 here in the Valley), at the May 22 Council Meeting. The tournament is attracting 158 teams from twelve (12) different states, (FLA, MD, MI, NC, NJ, NY, OH, PA, SC, TN, VA, and WV). There will be 248 elimination games and 13 championship games. Over 1400 motel/hotel rooms have been reserved for players and their families, and we anticipate that the event will attract 4000 visitors to the Valley. I feel it appropriate that the RVYSL should be commended for their efforts at bringing high quality soccer play to the Roanoke area, and for the extensive economic impact their tournament will have on the businesses and residents of the Roanoke Valley. Mr. Danny Beamer, Executive Director of RVYSL, will be in attendance representing RVYSL, along with Mr. David Spisak. Mr. Spisak has asked to present the Mayor, Members of Council, and City Manager with souvenir items from the tournament. Please feel free to contact me at Ext. 2494 should you or the Mayor have any questions regarding this request. Thank you. GF:vz CC: Mr. Bob Herbert, City Manager Mr. Chip Snead, Director of Administration and Public Safety O~ce of ~ne City Clen~ May 24, 1989 File #200-266 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29567 authorizing you to make application to the Virginia Department of Housing and Community Development for expansion of the area of the City's existing Enterprise Zone, which Resolution No. 29567 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday~ May 22, 1989. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP: ra Eric. pc: Mr. Correlli Rasheed, Outreach Director, Total Action Against Poverty, 702 Shenandoah Avenue, N. W., Roanoke, Virginia 24017 ~r. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Room 456 Muni¢ilX~l Building 215 Church Avenue SW Rc~nc~,,,e Virginia 244D11 (703) 981-254't IN THE COUNCIL OF THE CITY OF ROANOEE, VIRGINIA, The 22nd day of May, 1989. No. 29567, A RESOLUTION authorizing the City Manager to make application to the Virginia Department of Housing and Community Development for the expansion of the area of the City's existing Enterprize Zone. WHEREAS, there are additional areas within the City of Roanoke which areas are eligible for designation as an Enterprise Zone; WHEREAS, the Virginia Enterprize Zone Act of 1982 authorizes the amendment of an existing Enterprize Zone, thus making quali- fied business firms which locate or expand within such an amended zone eligible for significant credits on State taxes; WHEREAS, the designation of additionl areas of the City as part of the Enterprize Zone has the potential to stimulate sig- nificant private sector investment within the City in an area where such business and industrial growth would result in much needed neighborhood revitalization; and WHEREAS, this Council, acting in its capacity as governing body of the City of Roanoke, has held a public hearing on the proposed amendment, at which public hearing citizens and parties in interest were afforded an opportunity to be heard on the pro- posed amendment. THEREFORE, BE noke as follows: 1. rized, IT RESOLVED by the Council of the City of Roa- The City Manager or the Assistant City Manager is autho- for and on behalf of the City, to make application to the Virginia Department of Housing and Community Development to have those areas described in a report of the City Manager to Council dated May 22, 1989, designated as an ~mendment to the existing Enterprize Zone pursuant to the provisions of the Virginia Enter- prize Zone Act of 1982. 2. The City Manager or the Assistant City Manager is authorized to submit to the Virginia Department of Housing and Community Development any additional information necessary for the Department's review and consideration of the City's appli- cation for an amendment to the existing Enterprize Zone. ATTEST: City Clerk May 22, 1989 Honorable Mayor and Members of Council Roanoke, Virginia Dear Council Members: subject: Application to amend the boundaries of the City of Roanoke's Enterprise Zone. I. Background: ao City of Roanoke received Enterprise Zone designation in 1983 by Governor Charles S. Robb under authority of the Virginia 1982 Urban Enterprise Zone Act. The Enterprise Zone Program in the City of Roanoke has been successful in promoting economic development within the inner city. Currently 14 companies are certified to receive zone benefits and incentives. There is no Zone in Virginia that has certified more businesses than Roanoke. II. Current Situation: Roanoke's Enterprise Zone encompasses 1,895 acres. In accordance with State Enterprise Zone regulations, the City may file an application with the Department of Housing and Community Development to expand the City's zone to a maximum of 1,906 acres, thus allowing 11 additional acres for possible expansion. Department of Economic Development has determined two areas not currently in the zone which would benefit from being incorporated into the Enterprise Zone. These areas are highlighted on the attached map and are described as follows: Starting at the intersection of Luck Avenue and 5th Street at Tax Map Number 1113513, south to Marshall Avenue at Tax Map Number 1113531, west one and one-half blocks to include Tax Map Number 1113313, north to include Tax Map Number 1113304, south to include Tax Map Number 1113501, then east to include Tax Map Number 1113513. The major industry in this area is the Roanoke Dyeing and Finishing facility which is experiencing phenomenal growth. Members of Council May 22, 1989 Page 2 Starting at the intersection of 18th Street and Melrose Avenue at Tax Map Number 2322115, west three and one-half blocks to the intersection of Salem Turnpike and Melrose Avenue to include Tax Map Number 2321814, northeast to the intersection of Orange Avenue and 20th Street to include Tax Map Number 2321904, east one block to include Tax Map Number 2322001, south one-half block to include Tax Map Number 2322109, then east one block to include Tax Map Number 2322115. The vacant northwest Kroger grocery store is located in this area. (See attached map.) C. State of Virginia Enterprise Zone Program regulations require at least one public hearing on the requested amendment prior to its submission to the Department of Housing and Community Development. III. Recommendation: It is recommended that the City of Roanoke's Enterprise Zone be expanded to include the two areas described in this report and, to that end, that City Council pass a resolution authorizing the City Manager to file an application with the Virginia State Department of Housing and Community Development for this purpose. Respectfully submitted: W. Robert Herbert City Manager WP~/EDC:kds CC: wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Kit B. Kiser, Director of Utilities and Operations PUbLiSHEr<' S F~L ~41.~1 CITY CF RCANO~E C/O MAKY F PAR~ER CITY CLti<~S OFFICE K~O~ 450 MUNICIPAL bLD~ RCANU~ VA 24011 STATE OF Vlk~li~IA CITY CF ROANC~5 AFFIDAVIT CF PUgLICATION RbPRcSENTATiVE OF THE TIMmS-WORLD COR- PU~ATiUN, miflICfi CDK?URATION IS PUOL1SHEK EF THE ~OA~UKt lIMeS & ~CRLD-NEWS~ A u~ILY NENSPAPti* PuDLISHEC IN ~GANQKE, IN THE STATb OF Vi~GIr4IA~ DO CEkTIFY THAI' THE ANNEXED AUflCE mAS PUJLtSHEU iN SAID NEv4SPAPERS ~N TH& FOLLd~tNb DATES C!I ,' :: 05/19/89 wlT~ESS~ THIS ZJRO OAY OF MAY t$~9 AUTHOK~Zb~ 51G~iATUkE aa ~ ,.~1~, 051713360 .. · 41 . 31 Publiaher'~ Fee ................... City of Roanoke City Clerk's office Mary Parker Room 456, Municipal Bldg. Roanoke, VA 24011 % STATE OF VIRGINIA ~ Affidavit CITY OF ROANOKEJ to wit: i, ~.?~'..~."...~.~.~.~.~ .................. ,in officer of TIMES-WORLD CORPORATION, which cor- poration is Publisher of the Roanoke Times & World-News, a daily newspaper published in Roanoke, in the State of Virginia, do certify that the annexed notice was published in said news- papers on ....................................................... May ]9, 1989 a.m. edition 22nd ,rt--- of May, 01989 this .......... uy .............................. Marilyn ~vans NOTICE OF PUBLIC HEARING TO WHOM IT MAY CONCERN: Pursuant to the requirements of the Virginia Enterprise Zone Act, $§59.1-270 through 59.1-284, Code of Virginia (1950), as amended, the City of Roanoke proposes to make application to expand the Enterprise Zone and Roanoke City Council will hold a public hearing on May 22, 1989, at 2:00 p.m., or as soon there- after as the matter may be heard, in Council Chambers, Fourth Floor, Municipal Building, 215 Church Avenue, S. W., in the City, with respect to the proposed expansion of the Enterprise Zone by the addition of approximately 11.5 acres located in Census Tracts 8 and 10. A copy of the proposal and map showing the proposed boundary of the expanded Enterprise Zone is available for public inspection in the Office of Economic Development, Room 355, Municipal Building, 215 Church Avenue, S. W., in the City. All parties in interest and citizens may appear on the above date and be heard upon the matter. GIVEN under my hand this 17thday of May , 1989. Mary F. Please publish in full once on Friday, May 19, 1989, in the Roanoke Times & World News, Morning Edition. Please send publisher's affidavit to: Ms. Mary F. Parker, City Clerk Room 456, Municipal Building Roanoke, Virginia 24011 Parker, City Clerk Please Bill to: Ms. Mary F. Parker Room 456, Municipal Building Roanoke, Virginia 24011 May 15, 1989 Honorable Mayor and Members of Council Roanoke, Virginia Dear Council Members: Subject: Request for public hearing concerning application to amend the boundaries of the City of Roanoke's Enterprise Zone. I. Background: City of Roanoke received Enterprise Zone designation in 1983 by Governor Charles S. Robb under authority of the Virginia 1982 Urban Enterprise Zone Act. Bo The Enterprise Zone Program in the City of Roanoke has been successful in promoting economic development within the inner city. Currently 14 companies are certified to receive zone benefits and incentives. There is no Zone in Virginia that has certified more businesses than Roanoke. II. Current Situation: ao Roanoke's Enterprise Zone encompasses 1,895 acres. In accordance with State Enterprise Zone regulations, the City may file an application with the Department of Housing and Community Development to expand the City's zone to a maximum of 1,906 acres, thus allowing 11 additional acres for possible expansion. Department of Economic Development has determined two areas not currently in the zone which would benefit from being incorporated into the Enterprise Zone. These areas are highlighted on the attached map and are described as follows: Starting at the intersection of Luck Avenue and 5th Street at Tax Map Number 1113513, south to Marshall Avenue at Tax Map Number 1113531, west one and one-half blocks to include Tax Map Number 1113313, north to include Tax Map Number 1113304, south to include Tax Map Number 1113501, then east to include Tax Map Number 1113513. The major industry in this area is the Roanoke Dyeing and Finishing facility which is experiencing phenomenal growth. (See attached map.) Members of Council May 15, 1989 Page 2 Starting at the intersection of 18th Street and Melrose Avenue at Tax Map Number 2322115, west three and one-half blocks to the intersection of Salem Turnpike and Melrose Avenue to include Tax Map Number 2321814, northeast to the intersection of Orange Avenue and 20th Street to include Tax Map Number 2321904, east one block to include Tax Map Number 2322001, south one-half block to include Tax Map Number 2322109, then east one block to include Tax Map Number 2322115. The vacant northwest Kroger grocery store is located in this area. (See attached map.) Co State of Virginia Enterprise Zone Program regulations require at least one public hearing on the requested amendment prior to its submission to the Department of Housing and Corm~unity Development. III. Recommendation: It is recommended that the City of Roanoke's Enterprise Zone be expanded and, to that end, that City Council schedule a public hearing on May 22, 1989 at 2:00 p.m. in Council Chambers in order to receive citizen comment on the proposed amendment to the boundaries of the current Enterprise Zone. After the public hearing, Council will be requested to act upon the proposed amendment. WRH/EDC:kds Attachment cc: Respectfully submitted: W. Robert Herbert City Manager Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Kit B. Kiser, Director of Utilities and Operations MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE Office of ~e Moyor May 22, 1989 The Honorable Vice-Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I wish to request an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (a) (I), Code of Virginia (1950), as amended. Sincerely, Noel C. Taylor Mayor NCT: se Room 452 Municipal Building 215 Church Avenue, $.W. Roanoke, Virginia 24011 (703) 981-2444 Office of the City Clerk May 24, 1989 File #15-230 Mr. Timothy L. Jamieson, Chairman Roanoke Arts Commission 6857 Sugar Rum Ridge Road, So W. Roanoke, Virginia 24018 Dear Mr. Jamieson: This is to advise you that Ms. a member of the Roanoke Arts term of Ms. Blair W. Fishwick, Melody S. Stovall has qualified as Co,~mission to fill the unexpired deceased, ending June 30, 1989. Sincere ly, · Mary F. Parker, CMC City Clerk MFP:ra pc: Ms. Joyce A. Sink, Secretary, Roanoke Arts Corr~nission Room 456 Municipal Building 215 C~urch Avenue SW Roanoke V~rg~nia 24011 (703) 981-2541 0-2 Oath or Affirmation of ~ffic~e ...... 8tatz oI Virginia, Cirri ot Roanoke, to.udt: I, ;'~l~'_~ ~. ~<t'o~22 ,, do solemnly swear (or affirm) that will support the Constitution o[ the United States, and the Constitution of the State of Virginia, and that will faithfully and impartially discharge and pedorm all the duties incumbent upon me as Clerk Office of the Ci~' Cie~ May 24, 1989 File #467 Mr. W. Robert Herbert City Manager Roanoke, Virginia Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Gentlemen: An oral report of the Jefferson High School Corr~nittee with regard to a feasibility study of the reuse of Jefferson High School, was before the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. On motion, duly, seconded and unanimously adopted, a request for $3.5 million representing the City's contribution for the Jefferson project° as well as a request for immediate repair of the Jefferson High School roof, was referred to you for study, report and recommendation to Council as soon as possible. Sincerely, '~ Mary F. Parker, CMC City Clerk MFP:ra pc; The Honorable Beverly T. Fitzpatrick, Sr., Chairman, Jefferson High School Corr~littee, 2425 Nottingham Road, S. E., Roanoke, Virginia 24014 Mr. Richard A. Rife, Hornet & Associates, P. C., 110 West Campbell Avenue, Roanoke, Virginia 24011 Ms. Sandra H. Eakin, Secretary, Jefferson High School Corr~ittee 456 Municipal Building 2t5 Church Avenue SW Roanoke V~rg~nia 24~1 t (703) 98t-2541 JEFFERSON HIGH SCHOOL COMMITTEE May 12, 1989 The Honorable Mayor Noel C. Taylor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: As Chairman of the Jefferson High School Committee, I respect- fully request time on the City Council's agenda of May 22, 1989, to make a presentation with regard to the feasibility study of Jefferson High School. It is my understanding that Mr. Richard Rife of Homer & Associates, P. C., will also be present to make a presentation on this subject. With kindest regards, I am Sincerely, Beverly T. Fitzpatrick, Sr. Cha i rman BTFsr:se J~FFERSON HIGH SCHOOL COMMITTEE May 12~ 1989 Mr. Horace G. Fralin Mr. Theodore J. Edlich~ III Mr. Richard A. Dearing Mr. Warner N. Dalhouse Mrs. Vaunda Leftwich Mrs. Katherine A. Roche Mrs. Elizabeth T. Bowles Dear Committee Members: This is to advise you that Homer & Associates wilt make its report on the feasibility study of Jefferson High School during the regular meeting of Roanoke City Council on Monday~ May 22~ 1989~ at 2:00 p.m. Immediately following this report~ I would tike for us to meet as a committee in the Director's Conference Room (Room 161)~ first floor of the Municipal Building. I hope all of you can be present for both of these meetings. $incerely~ Beverly T. Fitzpatrick~ Sr. Chairman BTF:se cc: Mrs. June L. $immons~ 1712 Maiden Lane~ S. W.~ Roanoke~ Virginia 24015 Mr. Johnny Simpson~ 2102 Maiden Lane~ S. W.~ Roanoke~ Virginia 24015 Office of the Ci~' Clerk May 24, 1989 File #60-236-55 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29568 amending and reor- daining certain sections of the 1988-89 General Fund Appropriations, providing for appropriation of $32,187.00 to the Greater Roanoke Transit Company subsidy account to be made available as part of the local share for a capital grant which is being sought by GRTC, which Ordinance No. 29568 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincere ly, ~ Mary F.~arker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, Vice President of Operations, GRTC Mr. Joel M. Schlanger, Treasurer, GRTC Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Steven A. Mancuso, General Manager, Valley Metro, P. Dox 13247, Roanoke, Virginia 24032 Oe Room 456 Municipal Builcling 215 C~urch Avenue, SW. Roanoke V~rg~nia 2401 t (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of May, 1989. No. 29568. AN ORDINANCE to amend and reordain certain sections of the 1988-89 General Fund Appropriations, and providing for an emergency. WHEREAS, for Government of the exist. the usual daily operation of the Municipal City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1988-89 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Community Development Greater Roanoke Transit Co. (1) .................... $ 1,189,203 256,018 Revenue Revenue from Use of Money/Property Church Avenue Parking Garage (2) ................... 1) Local Match (001-056-8150-3699) 2) Park Mgr. - Revenue from Three Garages (001-020-1234-0534) $32,187 32,187 1,232,687 452,187 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Appropriation of $32,187.00 to GRTC The attached report was approved by the Greater Roanoke Transit Company (GRTC) Board of Directors on April 24, 1989. In accordance with that report, this is to request that the City of Roanoke appropriat~ $32~187.00 to the GRTC Subsidy Account 001-056-8150-3700, or such other account as deemed appropriate by the Director of Finance, and be made available as part of the local share for the capital grant being sought as outlined in the attached report. WRH:KBK:afm Attachment cc: General Manager Treasurer Legal Counsel Respectfully submitted, W, Robert Herbert Vice President of Operations VALLEY METRO Greater Roanoke Transit Company P.O. Box 13247 Roanoke, Va. 24032 703.982.2222 April 24, 1989 Board ~f D.irectors GreateJ Roanoke Transit Company Roanoke, Virginia Dear Members of the Board: Subject.: (;RTC "Funding Share of Capital C~rant. I. ~_a_cj~ round: Board of Directors authorized capital grant application in October 1988 for the purpose of making the capita]. acquisitions listed in attachment one. The GRTC funding share for this application ($9,186.00) was obtai,,ed from ~he sale of six older buses. Capital grant application was submitted to the appropriate federal and state agencies (U~ and VDOT respectively). These agencies were not expected to respond to the application until March 1989. VDOT responded to the application on March ]0, 1989 ~rovidin~ notice that there were not sufficieDt funds within the UMTA Section 9 prosram, controlled py the state, to award any capital assistance _.~rants. Furthermore, VDOT also advised that the state would be unable to provide more than 60 percent of the non-federal share of capital grants regardless of the availability of UMTA Section 9 program fnnds. Even if these funds were available, therefore, acceptance of the grant would ],ave required Board authorization to p~ovide the increased GRTC funding share shown on the followi~ page. Board R~port April 24, 1989 Page 2 Original Federal Share $734,872 Local Share Application 80% of total Impact of State Funding Change $734,872 80% of total State 174,532 19% of total 110,231 12%of total 95% of local 60% of local GRTC 9,186 1% of total 73,487 8% of total 5% of local 40% of local Total $918,590 $918,590 Management reviewed alternatives to the original capital ~rant application with UMTA and VDOT representatives reaching the consensus that since the UMTA Section 9 program fund from which GRTC must first seek capital assistance was depleted, GRTC would be eligible to request capital assistance from the UMTA Section 3 program fund. II. Cnrrent Situation: C~gpital grant application needs to be resubmitted requesting UMTA Section 3 program funds. Section 3 funding, however, requires a larger local funding share than does Section 9 funding (25% versus 20%), and compensating for this 5 percent funding difference warrants a reduction in the total grant amonnt as described in attachment one yielding the following total funding shares. Federal Share $538,942 Local Share Sta~e 107,788 GRTC 71,860 Total $718,590 75% of total 15% of total/60% of local 10% of total/40% of local Board R~port April 24, 1989 Page 3 III. GRTC has $39,673 within its capita] reserve account and an additional $32,]87 is potentially available from the net profit derived year to date from GRTC's ~3arking operation· These parking operation funds belong to the City of Roanoke and dedicating them to GRTC for the purpose of satisfying its UMTA Section 3 program undlng share requirement requires City of Roanoke approval. Issues: A. Need GRTC fundin~ share Timing IV. Alternatives: no Request City of Roanoke to dedicate $32,187.00 of the net profit derived year to date from GRTC's parkin~ operation, to GRTC for the purpose of satisfyin~ its UMTA Sectio,~ ~ pro,ram fundi~ share requirement and, following ~)p~oval ~y %he C~ty of Roanoke, authorize resubmission of the grant application in the revised project amount of $718,590 and execution of the appropriate grant agreement and accompanying documentation by the (~eneral Manager in form approved by General Counsel. Need for the additional funds is evidenced by the fact that obtaining the necessary UMTA and VDOT funding will require a GRTC funding share equal to $71,860.00. Need for the total grant amount is evidenced by the importance of completing GRTC's operations, maintenance and administrative facility as designed and the importance of making the other capital acquisitions listed in attachment one. GRTC funding share will increase substantially as compared to the original application but will be slightly less than the amount GRTC would have had to consider providing in order to obtain the original total grant amount had UMTA Section ~ funds been available. Timin~ will permit consideration of the request by ~ity of Roanoke in May, ]989 and submission of the Section 3 application immediately thereafter if the request is approved. Board R~port April 24, ]989 Page 4 Do not request City of Roanoke to dedicate $32,187.00 of ~he ne~ profit derived year to date from GRTC's ~arking ~peratlon to GRTC for the purpose of satisfying ~ts UMT~' Section 3 program fundin9 share requirement Need for the additional funds will not change. Using only the funds within GRTC's capital reserve account, the most GRTC could obtain from U~TA and VDOT would be $357,000.00, necessitating that the majority of th~ acquisitions listed in attachment 6ne be forgone. GRTC funding share will not be sufficient~to obtain the total UMTA and VDOT funding needed. Timin~ will delay consideration of request by City of Roanoke until such time as the Board might approve otherwise. V. Recommendation: A~prove Alternative A: Request City of Roanoke to edlcate d ' $32~'187.00 of the net pr6'fit derived year to date from GRTC's parking operation to GRTC for the purpose of satisfying its UMTA Section 3 program funding share .... , requirement and ~o]lowing the approval by the City of Roanoke, authorize resubmlssion of the grant application in the revised project am-,unt of $718,590 and execution of appropriate grant agreement and accompanying documentation by the General Manager in form approved by General Counsel. Respectfu~y submitf, ed, Genera] Manager cc: Vice President of Operations Assistant Vice President of Operations Genera] Counsel Treasure Se~retary Director of Utilities and Operations DESCRIPTION AND JUSTIFICATION Bus Lift. .One additional bus lift is needed for the new garage ~ac~]ity to perform general maJntensnce and certain mai~tenance ~asks that require that the vehicle b~,.oFf the grot~r,d. Bus Vacuum .... Syst~m._=__ .A vacuum .system is ~(_~_.~ ',ed for Yhe new garage Facility to p~ope3 ~y clean and maintain the buses, w}~J¢!]~ wJ]] exLend the ]]fe of the bus ~nteriors. Miscella~e©us Shop Equjpmenf.. .Numerous j t ores a~e needed to replace worn shop tools and equ~pm(..nt used to perform ,,aintenance tasks Jn the garage. Bus Sto_~ S_~5!n~s. .New signs and posts are Deeded to clearly maw]: the stops for new and regular p~,ssengers, and to iden[ify the GRTC service routes to the public. Information, Centei 9estrooms. .Restrooms axe n('eded or] the firs[, floor of Campbell Court for the convenience of the GRTC patrons who haYe expressed dissatJs[actJon with having to I ,ave] to the third floor of the mo]] to existing ~'e~: trooms. Radio Eq_u_~!?e__n_t. .Current radio con~mul~ic~,Lior, s system is appro×Jmotely 12 years old. Operational deficiencies in certain ~'omponents of the system; coup]ed w~tb th~~ age add frequency of ma-~ntenance required, severely threotens the system's: ze!iability. Furniture andE~Luipmenl~.' .Replacement furnJLure an{] equipment w~]l be requi~ed [o furnish the ncw garage and admJnJ.,~t cat,ye facility. ~ampbe]]___C??_t:_ImProvem~uts. .A numbe~ of capJ~ al improvement~ to Campbml] Court are needed. Fi]st, leasing Jhe remainder of the space within C~mphe]] Court is mc~e l lkely to occu~ if GRTC could ~mp)ove the space [~ suit tenants. Second, capital ~mprovement funds az~ n~ eded for those geneIsl maintenance items which qu~.~].:; [y as a capital expense. Such i~uprovements include s~g~age, replacement doors and floor surfaces, furnishir~g~ and furmJ[u]'e, plants, security cameras amd misce]laF)eo)~s equ~pme~)t. Thirdly, improvemepts to exlst[ng ){%AC system or(~ needed to mointoJn propez tempezat,q~:o throughout ~he facility. ESTIMATED COST $~5,000.00 Sr[o, 000. O0 $~2.,000.00 $~8,000.00 $300,000.00 $]~,1 ,000.00 DESCRIPTION AND JUSTIFICATION: Superviso2~_',,ehic]es. .Two (2) ].983 mode] N~ Sentra vel,:i~ 'les &re prese[ltly used for stree~ super- vision of kr ~nsit operations and one (1) ]979 Dodge Van Js used ~o transport ope}~stors to and from the transportalcJ,,n ceDter. These vehicles are quickly reaching the end of theJz usefnlness and the to maintain I hese vehicles, both in parts and continues to [nc~ease. Bus Shelters. .GRT¢I c.u] ~en[ly has no bus she]Leis along any of its routes. A number of ]ocatlo~,s have a sufficJ~,~ uumber of riders to warrant a she>Itel against ~nc]~,ment weathez. Mobile Sweo}?~r/Scrubbe].. .GRTC currently cleans the garage and ~,cmJna] facilities w~th manual equipment, which is ver~- labor intensive. A riding sweeper/ scrubber ~s ~,eeded to maintain the concrete f]ooz in a more efficient manner, as well as a cleaner surface than is possible under the currei~L method. Destinat~on Si~_g_2D~ns. .Selvice changes_ which already have and w]] I ccmtJnue to effect the destination of various rou[ ~s nr'cess~ l-ares the need fOr a new set of destinaL]~,n signs for every bus. Maintenan~:e Service Tr'uc]~. .A 1977 Che¥,~,le, I l ruck J.s currently us,:~d as the service vehicle for the Mair~tenance DepartmeD]. W]]~]o currently functional, :~t J s expected that ever Jn~'L'easing m~J. ntenance and repairs w]]l be required to l~eep thJ. s vehicle operational. Ade~JtJona]ly, the maJnte~,e,,~:e staff is x'espons~ble for snow removal, at all of GRTC':, facilities, a task made more difficult due to the lack.s,f[ four wheel dr.]ye on the vehJcl~ curren; ll,, in use for tl, is l,urpose. A four wheel dr~ve [:z~uck wi~ h pe~an, ently effJxed blade fez snow removal wJ].] therefore replace two truc]:s a~d enable GR~C to mee[ Jl s ~;ervice requ iremen t ~',. Coin-Coulnl_]_~):3_ and SortJ.n_~..Machir~e. .The pre~er, t coi~ machine is tv~elve years old and frequently jams. Its mechanical p~cts are becoming unreliable. GRTC must count and ~;o, t ai'q)ro~matoly $40,000 in coins per month from farebox ceccipts. The volume of coins ~eceJved would prohibJ i; a manual countSng should tt,e c~rlent machine ~,c¢'.o~,~e iDope~able. ESTIMATED COST $4¢,750.00 $3'4,000.00 $2~}, 000.00 $19,000.00 $1'7,800.00 $7,000.0O DESCRIPTION AND JUSTIFICATION: Purchase current]5, no system map available for passengers and pote~tJa] p~sseDgers to use to determine ~be service aroa of the transit operation. ONce ~nstalled at the Camp},ell Couzt Trmnsportation Cente~, system map w~ll contribute to the ~RTC's overa]l inform~ t ~n~, services. Computer~zed Informatlon Display. .Theze ~s curreDt]y nn electronic means to provide passengers the departu]~e t]mes of b~,ses from the Csmpbe]] Court Transportatl,3n Center. The constant demand placed upon the !n[,~zm~t, ion Officers to provide dep~_ture time prohlbJks their availability to provide detailed, personalized routing and scheduling information to those who ~ Jr~ ~eed of the additional information. Telephone E_~Qkipment Modif[catiorl. .To ensu~w~ customer service vis kelephoDe communications at the highest possible level, Jt bas become necessary to modify the current sys~ em. Add~tlona]ly, updating must be done when the sy~kem is moved to the new garage/administrative fac] lity. Striping Ma~h~ne. .With the large amount of pedestrian and vehicular t~aff~c moving khzoughout Campbell Cou~'t on a dai!y.hasis, ~t ~s important for the safety of our customers tl~at we m~nte~n ],igbly visible sk~ Jping on our curbs, ~ ldewa_lls and driveways. ORIGINAL GRANT TOTAL Eliminate R,,,iiio _EquipmeNf . .Priority and cest consideral.ie~}s warrank ti,is [rurchase be ellm~neted in order lo ,educe t~ota] gr~nt amount. Establish C,~:,ti]tig_sr_~~ Fup__d. .Existing con~ ir~ger~cy fund for ne~,, operations, maintenance and adm.i~Jstrat:ive facility Js ~ot expected to be sufficient to construct facility as modified by [ut~,ze change orders ESTIMATED COST $[, 300.00 $~,200.00 500. Otl $;!, 040. {)0 $918,590.00 - $3(]0,000.00 + $100,000.00 UMTA SECTION 3 GRANT APPLICATION TOTAL $718,590.00 Roanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Appropriation of $32,187.00 to GRTC I recommend approval of the request from the Greater Roanoke Transit Company (GRTC) for $32,187.00 as part of the local match for a capital grant being sought by GRTC. Respectfully submitted, City Manager WRH:KBK:afm CC: City Attorney Director of Finance GRTC General Manager Office of ~he City Cler~ May 24, 1989 File #133-76 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29571 authorizing and directing the proper City officials to enter into a certain lease between the City of Roanoke and Crystal Tower Associates for use by the Multi Jurisdictional Drug Prosecutor, for the period com- mencing April 1, 1989, and terminating December 31, 1989, at a monthly rental rate of $425.00, which Ordinance No. 29571 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincere ly, Mary F. Parker, CMC City Clerk MFP: ra Eno. pc: Crystal Tower Associates, 145 West Campbell Avenue, Suite 205, Roanoke, Virginia 24011 Mr. Joel M. Schlanger, Director of Finance Ms. Deborah J. Moses, Chief of Billings and Collections Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. David H. Dew, Budget Administrator Room 456 Municipal Building 215 Church Avenue SW Roanoke ~rg~nia 240~ 1 (703) 98'~-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA~ The 22nd day of May, 1989. No. 29571. AN ORDINANCE authorizing and directing the proper City officials to enter into a certain lease between the City of Roanoke and Crystal Tower Associates for use by the multi-Jurisdictional drug prosecutor; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The City Manager and the City Clerk be, and they are hereby, authorized and directed to execute and attest, respectively, for and on behalf of the City of Roanoke, in such form as is approved by the City Attorney, with Crystal Tower Associates a lease of Suite 205 on the second floor of the Crystal Tower Building, 145 W. Campbell Avenue, for use by the multi-Jurisdictional drug prosecutor, as described in the City Manager's report of May 22, 1989, for a period of nine months commencing on April 1, 1989 and terminating December 31, 1989. The monthly rental shall be $425.00. Such lease shall con- tain such other terms and conditions as are approved and required by the City Manager. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect upon its passage. Attest: City Clerk. Office of t~e City Cler~ May 24, 1989 File #133-76 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29570 authorizing the acceptance of a Multi-Jurisdictional Special Drug Prosecutor Grant made to the City of Roanoke by the Corrgnonwealth of Virginia and authorizing the acceptance~ execution and filing of all appropriate documents to obtain such grant, which Resolution No. 29570 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1959. Sincerely, /0 Mary F. Parker, CMC City Clerk MFP:ra Eric. pc: Mr. Jim L. Chin, Staff Attorney, Corrgnonwealth's Attorneys' Services and Training Council, P. 0. Drawer DE, Williamsburg, Virginia 23187-3548 Mr. Joel M. Schlanger, Director of Finance Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. David R. Dew, Budget Administrator Room 456 MunicilDol DuilOln~ 2t5 C~u,"ch A~,e~ue, SW Roanoke, ~rg~nia 24011 (703) 981-254'~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, JVo, 2~57Q, A RESOLUTION authorizing the acceptance of a Multi- Jurisdictional Special Drug Prosecutor Grant made to the City of Roanoke by the Commonwealth of Virginia and authorizing the acceptance, execution and filing of all appropriate documents to obtain such grant. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the Multi- Jurisdictional Special Drug Prosecutor Grant No. ADA87-A6576/ 87-A6792 AD in the total amount of $60,307 from the Commonwealth of Virginia. 2. W. Robert Herbert, City Manager, or his successor in office is hereby authorized to accept, execute and file on behalf of the City of Roanoke any and all appropriate documents required to obtain such grant, of 1989 formula grant 1986. 3. including the form providing for waiver funds under the Anti-Drug Abuse Act of The City Manager is further directed to furnish such additional information as may be required in connection with the City's acceptance of the aforegoing grant or with such project. ATTEST: City Clerk. Office of the City Clerk Nay 24, 1989 File #60-133-76 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear ~r. Schlanger: I am attaching copy of Ordinance No. 29569 amending and reor- daining certain sections of the 1988-89 Grant Fund Appropriations, providing for appropriation of $60,307.00, in connection with acceptance of a state grant for a Multi-Jurisdictional Special Drug Prosecutor, for the period April 1, 1989 through December 31, 1989, which Ordinance No. 29569 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, ~ Mary F. Parker, City Clerk CMC MFP: ra EnCo pc: The Honorable Donald S. Caldwell, Cor~nonwealth's Attorney Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. David H. Dew, Dudget Administrator and Room 4,56 Municipal Building 215 C~urch Avenue $ W Roanoke ~rglnia 2401 ~ (703) 981-254~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of May, 1989. No. 29569. AN ORDINANCE to amend and reordain certain sections of the 1988-89 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 1988-89 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Judicial Administration Multi-Jurisdiction Drug Prosecutor (1-15) .......... $ 60,307 60,307 Revenue Judicial Administration Multi-Jurisdiction Drug Prosecutor (16) ............ 1 ) Regular Employee Salaries 2) F.I.C.A. 3) Hospital Ins. 4) Dental Ins. 5) Life Insurance 6) Local Mileage 7) Training and Development 8) Telephone 9) Admin. Supplies ( 10) Dues and Memberships ( 11) Publications and Subscriptions ( 035-026-5121-1002) $ 44,345 035-026-5121-1120) 3,309 035-026-5121-1125) 801 035-026-5121-1126) 126 035-026-5121-1130) 450 035-026-5121-2046) 210 (035-026-5121-2044) 800 (035-026-5121-2020) 1,080 035-026-5121-2030) 1,039 035-026-5121-2042) 035-026-5121-2040) 5OO 5OO 60,307 60,307 12) Management Services 13) Other Rental 14) Expendable Equipment 15) Furniture and Equipment 16) State Grant Revenue (035-026-5121-7015) $ 635 (035-026-5121-3075) 3,825 (035-026-5121-2035) 462 (035-026-5121-9005) 2,225 (035-035-1234-7036) 60,307 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia May 22, 1989 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Subject: Acceptance of Multi-Jurisdictional Drug Prosecution Grant Dear Mayor and Members of Council: This is to concur in the recommendation of the Commonwealth's Attorney with respect to the above-referenced report. As noted in the letter attached to Mr. Caldwell's report dated April 5, 1989, he is requesting that City Council give the City Manager the authority to execute the required documents in order for his office to continue to receive funds for this program. Additionally, he is requesting that Council authorize the City Manager to execute a nine-month lease for the regional prosecutor's office in the Crystal Tower Building with a monthly rental of $425. Ail expen- ses related to the implementation of this program will be paid by the grant, and thus, will not require any city funding. These requests, if approved by Council, will allow the program to continue operation through December 31, 1989. Respectfully submitted, W. Robert Herbert City Manager WRH:EBRJr:mp cc: City Attorney Director of Finance Commonwealth's Attorney CITY OF ROANOKE OFFICE OF THE COMMONWEALTH'S ATTORNEY 315 CHUI~CH AVENUE ROANOKE, VIRGINIA 24016 May 17, 1989 AREA CODE 703 TEL NO 981 2~26 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, VA Subject: Acceptance of Multi-Jurisdictional Drug Prosecution Grant Dear Mayor Taylor and Members of City Council: I. Background Federal funding was made available to the State of VirginJs to be used for the development of several Multi-Jurisdictional Special Drug Prosecutors statewide. The positions were developed to coordinate prosecutorial efforts among independent jurisdictions, reduce fractional and duplicative prosecutions, enhance the recovery of criminal assets, utilize federal, state and local resources to assure maximum prosecutorial effectiveness and to provide specialized prosecutorial resources to the regional drug enforcement effort. In addition, the position is intended to incorporate, if feasible, the establishment of a Multi-Jurisdictional Grand Jury. The Commonwealth's Attorneys of Craig County, Franklin County, Roanoke County, the Cities of Roanoke and Salem applied on October 9, 1987, to the Commonwealth's Attorneys' Services and Training Council, the State agency responsible for the administration of the grant money to fund a Multi-Jurisdictional Special Drug Prosecutor. City Council accepted the Multi-Jurisdictional Special Drug Prosecutor Grant in April, 1988, and a full-time Special Drug Prosecutor was hired in July, 1988. Members of City Council Subject: Acceptance of Multi-Jurisdictional Drug Prosecution Grant May 17, 1989 Page 2 II. Current Situation A. March 17, 1989 - The Commonwealth's Attorneys' Services and Training Council (CASTC) notified the above-mentioned Commonwealth's Attorneys that this region's Grant Application was renewed in the amount of $60,307 for all localities for the period April 1, 1989 through December 31, 1989. ,April 12, 1989 - A revised budget was submitted by the Commonwealth's Attorneys and accepted by CASTC, retroactive to April 1, ]989. III. Issues A. Prosecutorial Efforts against Drug Trafficking. B. Cost. IV. Alternatives Concur in the acceptance of Multi-Jurisdictional Special Drug Prosecutor Grant #ADA87-A6576/87-A6792 AD renewed in the amount of $60,307 for the period April 1, 1989 through December 31, 1989. Prosecutorial Efforts against Drug Trafficking would be enhanced because of centralization and coordination of efforts and specialized expertise. Acceptance also allows evaluation of the usefulness of a Multi-Jurisdictional Grand Jury to aid in investigations throughout the five participating Jurisdictions. 2. The entire cost will be fully funded by the DCJS/CASTC Grant B. City Council not accept the Multi-Jurisdictional Special Drug Prosecutor Grant #ADA87-A6576/87-A6792 AD. Prosecutorial Efforts against Drug Trafficking will not be approached as a regional concept. Cost would remain the same but the advantage of State funding support for a worthy project would not be realized. Members of City Council Subject: Acceptance of Multi-Jurisdictional Drug Prosecution Grant May 17, 1989 Page 3 V. Recommendation .City Council concur in Alternative "A" and allow for the acceptance of and continued participation in State Grant #ADA87-A6576/87-A6792 AD for a Multi-Jurisdictional Special Drug Prosecutor in the amount of $60,307 for the period April 1, 1989 through December 31, 1989. Authorize the City Manager to sign and execute all appropriate documents of obtained State Grant #ADA87-A6576/87-A6792 AD. Appropriate $60,307 for the Multi-Jurisdictional Special Drug Prosecutor to accounts to be established by the Director of Finance in the Grant Fund. ectfully s. ubmi tted, Commonwealth's Attorney DSC:btw CC: City Manager City Attorney Director of Finance Director of Administration & Public Safety ( oHHo ViRgiNi& CiTY OF ROANOKE RE{~IONAL DRUg PROSECUTOR ROANOKE, VIRGINIA 24011 April 5, 1989 W. Robert Herbert City Manager City of Roanoke Room 364, Municipal Building 215 Church Avenue, SW Roanoke, Virginia 24011 Dear Mr. Herbert: Please find enclosed the waiver of 1989 formula grant funds under the Anti-Drug Abuse Act of 1986 and waiver form instructions. The waiver pertains to the Regional Drug Prosecutor position, which was implemented in Roanoke by designating Jeffrey D. Rudd a Special Assistant Commonwealth Attorney. Mr. Rudd oversees the prosecution of all narcotics cases in Roanoke City, and he also provides assistance to the Counties of Craig, Franklin, and Roanoke, and the City of Salem. We also enclose a copy of a letter from Jim Chin, a representative of the Commonwealth's Attorneys' Services Training Council (CASTC), indicating that the five Regional Prosecutor positions throughout Virginia will receive $60,307.00 to continue funding each program between April i and December 31, 1989. Under the Anti-Drug Abuse Act of 1986, the waiver must be executed and returned to the Department of Criminal Justice Services (DCJS) by the locality housing the Regional Prosecutor. As you may recall, you were authorized on April 25, 1988, to execute a similar waiver In cormection with the original grant. We respectfully request that you seek the authorization from City Council to execute the enclosed waiver. The waiver can be forwarded directly to DCJS, or to Mr. Rudd, who will promptly arrange for the proper forwarding of the waiver. We further ask that you request authority to execute a nine-month lease for the Regional Prosecutor's office in the Crystal Towers Building. The lease was recently forwarded to the City Attorney's Office for their review and we understand it meets with their approval. The lease term mirrors the grant period of April 1, 1989, through December 31, 1989, and the $425.00 monthly rental cost will be absorbed by the grant. The office space is currently rented on a month-to-month basis, with the W. Robert Rerbert Page Two April 5, 1989 understanding that we would attempt to enter a long term lease following DCJS' approval of a specific grant amount. We are hopeful that you will be authorized as soon as possible to execute the lease and the waiver form. Should you have any questions or comments, please call us at your convenience to discuss the matter. Appreciating your assistance, we ars Very truly yours, Commonwealth Attorney JDR/jmn Enclosure l~Assistant Commonwealth Attorney cc: Jim L. Chin, CASTC Mark A. Williams, Assistant City Attorney David H. Dew, Budget Adm/nistrator Michael I. Crew, Financial Analyst - Grants COMMONWEALTH of VIRGINIA Commonwealth's Attorneys' Services and Training Council March 27, 1989 Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable Honorable William Shaw, Commonwealth,s Attorney John Klock, Commonwealth's Attorney Lawrence ~mhrogi, Commonwealth's Attorney William Petty, Commonwealth's Attorney M. Frederick King, Commonwealth,s Attorney Christopher Hutton, Commonwealth,s Attorney William Rutherford, Commonwealth's Attorney Aubrey Davis, Commonwealth's Attorney Phillips Ferguson, Commonwealth's Attorney E.M. Wright, Commonwealth's Attorney Donald Caldwell, Commonwealth's Attorney Dennis Hupp, Commonwealth's Attorney Daniel Chichester, Commonwealth,s Attorney J. Patrick Graybeal, Commonwealth's Attorney William Butch, Commonwealth's Attorney Merlin Renne, Commonwealth's Attorney Honorable James Gilmore, Commonwealth's Attorney Honorable James Hume, Commonwealth's Attorney Mr. Rick Alderman, Assistant Commonwealth's Attorney. Ms. Suzanne Frye, Assistant Commonwealth's Attorney Mr. Fred Hunt, Assistant Commonwealth's Attorney Mr. Jeff Rudd, Assistant Commonwealth's Attorney Mr. Rob Wilson, Assistant Commonwealth,s Attorney re: ADA Grant 87-A6576 / 87-A6792 AD Lady and Gentlemen: This letter pertains to Council's ADA Grant 87-A6576. We have just received a letter with enclosures from the Department of Criminal Justice Services on our grant renewal application. A copy of this material is enclosed for your examination. As you can see, Council has been awarded another grant, which will continue the Special Prosecutor Program in the amount of $350,000.00. March 27, 1989 Page 2 Council has to decide whether to accept this grant and its conditions, which are attached. We would like to have this formal decision made at the April 13, 1989 meeting. In preparation for that meeting, there are other considerations. Please note that on the Statement of Grant Award/Acceptance there is the reference that the new grant period will be from January 1, 1989 through September 30, 1989. I have been told by Mr. Bell of the Department of Criminal Justice Services that their agency's authority at this time extends only through that date. It is my understanding that their authority will be extended later and the grant period will be extended to the end of the calendar year. Next, each locality with a special drug prosecutor must execute a waiver form that is attached to the materials enclosed (Exhibit A). This should be done as soon as possible by your ~/ locally authorized official; i.e., the local government body will authorize someone to sign tha~ ~orm on ~h~ir b~h~i£. Pi~a~= b= sure that the Council receives a copy of the executed waiver that is sent to the Department of Criminal Justice Services. According to one of the conditions specified, Council must submit a revised budget for the amount approved by the Department of Criminal Justice Services. For the next Council meeting each locality should submit a proposed budget for their operation for Council's approval. Once approved, we will submit a consolidated budget to the Department. In preparation of that budget, the status of the current grant needs to be understood. Through this date, we have received and processed reimbursement expenses for the months of January and February 1989 only for Roanoke, Petersburg, and Hampton. We have received no reimbursement requests from Henrico County or Frederick County for these months. For those two jurisdictions we would like your requests as soon as possible and to include the expenses for March. As for the other jurisdictions, we would like to receive requests for reimbursements for March expenses as soon as possible. March 27, 1989 Page 3 As of this date, our records show that total expenditures under the present grant, as reported to us, amount to $266.025.64. The computer purchase has a budgeted amount of $36,190.31. This leaves a total of $54,594.05 in present grant funds. Since we have been asked to expend all of our present funds before requesting new funds, this $54,594.05 will be applied to the January through March expenses of Frederick and Henrico Counties and to the March expenses for the other jurisdictions. It would appear that this amount is sufficient through March 31, 1989. Hence, in preparing the budget for each locality, each locality should use an April 1, 1989 beginning date. In preparing the local budgets, please remember that each locality will operate from a total amount of $60,307.00 for the period from April 1,1989 through December 31, 1989 (or a total of $301,535.00). The following explanation hopefully will clarify this amount. According to our grant application, the Council's staff will expend funds for these items: Criminal Justice Program Analyst ...... Travel and Subsistence. Supplies ............... ii i i iiii i $29,025.00 19,340.00 100.00 $48,465.00 The travel and subsistence p~rtions cover out-of-state and in- state training programs and travel by the Analyst. This amount must be removed from the awarded amount prior to calculating the appropriations for each locality. This was an error in calculating funds for the present grant. This leaves a total amount of $301,535.00 for the localities, or $60,307.00 per locality for the grant period, i.e. the remaining 9 months of the current calendar year. This essentially means that each locality can spend up to $6,700.78 per month, assuming a straight linear expenditure pattern. In preparing each local budget, please use March 27, 1989 Page 4 the format that has been approved by the Department of Criminal Justice Services. If it is cheaper to buy than to rent, please use the cheaper approach; however, this does not mean that unnecessary expenditures should be made. If there are any questions, please do not hesitate to advise. With best wishes, I remain F Jim/5. Ch~n ' ~__~t~ff Attorney encl. EXHIBIT A WAIVER OF 19 89 FOI~MULA G~ANT FUNDS UNDER THE ANTI-DRUG ABUSE ACT OF 1986 TO: FROH: Department of Criminal Justice Services City of Roanoke (Name of Local Unit of Government) The undersigned has been authorized by the above named local unit of government to execute this waiver of fomula funds in the amount of $ 60,307.00 and agrees that the CASTC will provide (StaGe Agency) ~ ............ servicas on behalf of the above named local unit of (Type) government. Given under my hand this day of , 19 89 Name W. Robert Herbert Tttle City Manager Waiver Form Instructions The Anti-Drug Abuse Act of 1986 requires each state to provide a certain portion of the total state formula grant, known as the "Variable Pass-Through", for local programs. This "Variabl.e Pass-Through" is proportional to the local snare of total criminal Justice expenditures in the state. This waiver substantiates the cost of services provided to a named local unit of government · by the state agency listed on the form. This waiver is for only the amount shown on this form and does not prevent the local unit of gover~ent receiving grants under this Act. This form should be signed by the chief executive officer or the chief elected offtctal of the named local untt of government. The ortginal should be sent to t~e OCJS and a copy kept by local unit of gover~ent (LUG) and state agency. WAIVER OF 19 89 EXHIBIT A FORMULA GRANT FUNDS UNDER THE ANTI-DRUG ABUSE ACT OF 1986 TO: Department of Criminal Justice Services FROM: City of Roanoke (Name of Local Unit of Government) The undersigned has been authorized by the above named local unit of government to execute this waiver of formula funds in the amount of $ 60,30?.00 and agrees that the CASTe will provide (State Agency) ........... ~ services on behalf of the above named local unit of (Type) government. Given under my hand this day of June , 19 89 CITY OF ROANOKE, VIRGINIA W. Robert Herbert Title City Manager Approved as '~o form ^s$i~tant City ^ttorn~y EXHIBIT A WAIVER OF 19 89 FORMULA GRANT FUNDS UNDER THE ANTI-DRUG ABUSE ACT OF 1986 TO: FR OM: Department of Criminal Justice Services City of Roanoke (Name of Local Unit of Government) The undersigned has been authorized by the above named local unit of government to execute this waiver of formula funds in the amount of $60,307.00 and agrees that the CASTC will provide (State Agency) ~ ............ services on behalf of the above named local unit of (Type) government. Given under my hand this day of June , 19 89 CITY OF ROANOKE, VIRGINIA W. Robert Herbert Title City Manager Approved as to form Assistant Gity Attorney May 24, 1989 File #133-304-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: [ am attaching copy of Resolution No. 29573 authorizing accep- tance of a Delinquency Prevention and Youth Development Act Grant made to the City of Roanoke by the Corr~nonwealth of Virginia Department of Corrections and authorizing acceptance, execution and filing of the "Amended Special Conditions" with the Department of Corrections for said grant for the purpose of con- tinuing coordinated planning and youth services program implemen- tation by the City's Office on Youth until June 30, 1989, which Resolution No. 29573 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, ~"~ Mary F. Parker, CMC City Clerk MFP: ra Enco pc: Mr. C. R. Mastracco, Jr., Deputy Director, Youth Services, Commonwealth of Virginia, Department of Corrections, P. 0. Bo~ 26963, Richmond, Virginia 23261 Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Co,~v~unity Planning Ms. Marion V. Crenshaw, Youth Planner ROOm 456 Municipal Building 2t5 Church Avenue SW Roanoke ~rg~nia 24~)11 (703) 981-254.1 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of Ma~ 1989. No. 29573. VIRGINIA, A RESOLUTION authorizing the acceptance of a Delinquency Prevention and Youth Development Act Grant made to the City of Roanoke by the Commonwealth of Virginia Department of Corrections and authorizing the acceptance, execution and filing of the "Amended Special Conditions" with the Department of Corrections for this grant for the purpose of continuing coordinated planning and youth services program implementation by the City's Office on Youth until June 30, 1989. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the offer made by the Commonwealth of Virginia Department of Corrections of a Delin- quency Prevention and Youth Development Act Grant for the purpose of continuing coordinated planning and youth services program implementation by the City's Office on Youth until June 30, 1989, in an amount and subject to such terms as are described in the report to Council from the City Manager dated May 22, 1989. 2. The City Manager, W. Robert Herbert, or the Assistant City Manager, Earl B. Reynolds, Jr., is hereby authorized to accept, execute and file on behalf of the City of Roanoke the "Amended Special Conditions" with the Department of Corrections for the aforementioned grant. S. The City Manager is further directed to furnish such additional information as may be required by the Department of Corrections in connection with the City's acceptance of the aforementioned grant or with such project. ATTEST: City Clerk. Office of the City Clerk May 24, 1989 File #133-304-236 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29572 amending and reor- daining certain sections of the 1988-89 Grant Fund Appropriations, providing for appropriation of $1,071.00, in con- nection with acceptance of additional funding from the Department of Corrections for the Office on Youth, which Ordinance No. 29572 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22° 1989. Sincerely, ~l~,~_~~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. C. R. Mastracco, Jr., Deputy Director. Youth Services, Cor~nonwealth of Virginia, Department of Corrections, P. O, Dox 26963, Richmond, Virginia 23261 Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Co,u~unity Planning Ms. Marion V. Crenshaw~ Youth Planner Room 456 Municipal Building 215 Ch~ch Avenue SW Roano4e V~rg~nio 24Ol I (703) 98'~-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of May, 1989. NO. 29572. AN ORDINANCE to amend and reordain certain sections of the 1988-89 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 1988-89 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Health and Welfare Youth Services Grant 88-I-12 244,544 47,587 Revenue Health and Welfare Youth Services Grant 88-I-12 (2) ................... 1) Temporary Employee Wages 2) State Grant Revenue (035-052-8826-1004) $1,071 (035-035-1234-7031) 1,071 $ 244,544 47,587 BE IT FURTHER OEDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. ' 'R~anoke, virginia May 22, 1989 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Additional Funding - Grant No. 88-I-12 Roanoke City Office on Youth I. Background: City Council, by Resolution No. 29208, dated July 11, 1988, authorized the acceptance of a Delinquency Prevention and Youth Development Act Grant, for the purpose of continuing coordinated planning and youth services program implementation. City Council, by Ordinance No. 29207, dated July 11, 1988, appropriated $46,516 to the Youth Services Grant and transferred $10,000 as the required match from Con%munity Planning to Youth Services Grant, in connection with Grant No. 88-I-12. II. Current Situation: City Manager was notified on May 3, 1989, that Grant No. 88-I-12 had been approved for an additional $1,070.95 funds for FY 88-89. Additional Funding must be disbursed to localities by June 15, 1989 and either spent cr obligated by June 30, 1989. Planning intern will be employed to complete special project as a result of the receipt of new funds. the III. Recommendation: It is recommended to authorize the following: Acceptance of the Department of Corrections additional funding in the amount of $1,070.85. Appropriate $1,070.85 to account no. 035 052 8826 1004, temporary employee wages, and increase the revenue estimate in the grant fund by the same amount. Respectfully submitted, City Manager WRH:mpf attachment cc: City Attorney Director of Finance Director of Public Works Chief of Community Planning Youth Planner EDWARD W MURRAY DIRECTOR May 3, 1989 COMMONWEALTH of VIRGIN IA Department of Corrections P O BOX 26963 RICHMOND, VIRGINIA 23261 (804) 674-30OO Mr. Robert Herbert City Manager City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 Dear Mr. Herbert: RE: The Virginia Delinquency Prevention and Youth Development Act Grant Number: 88-I-12 The above named Virginia Delinquency Prevention and Youth Development Act grant has been approved for an additional $ 1,070.95 Act funds for FY 1988-1989. The Department requested additional funds for inflationary costs and the 1989 Virginia General Assembly approved and appropriated the requested funding. Attached you will find proposed Amended Special Conditions for Delinquency Prevention and Youth Development Act Grant Awards between the Department and your locality. Also enclosed is a Budget Amendment Request form. If you are in agreement with the Amended Special Conditions, please fill out both documents, sign, and return them to the Department no later than June 1, 1989. Please return to Mr. Glenn D. Radcliffe, Chief of Operations for Community Programs, Division of Youth Services, p. O. Box 26963, Richmond, Virginia 23261. Upon receipt of the signed originals we will obtain the appropriate Department of Corrections, signatures, initiate the process for payment of these additional funds, and return a completed copy of the documents to you. Funds must be disbursed to localities prior to June 15, 1989, and localities need to spend or obligate them by June 30, 1989. Thank you for your cooperation and interest in this matter. Attachment Sincerely, Deputy Director Youth Services cc: Glenn D. Radcliffe Eugene C. Morgan W. Stephen Pullen Ronald E. Telsch DOC General Accounting Unit Thomas J. Northen, III -Marion V. Crenshaw EDWARD W MURRAY DIRECTOR COMMON VEALTH of ViRGiNiA Department of Corrections AMENDED SPECIAL CONDITIONS FOR DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT GRANT AWARDS P O BOX 26963 RICHMONO, V4R GINIA 23261 (804) 674-3OCO AMENDED SPECIAL CONDITIONS FOR GRANT AWARD # 88-I-12 THE DIRECTOR OF THE DEPARTMENT OF CORRECTIONS, THROUGH THE DEPARTMENT OF CORRECTIONS DOES HEREBY AWARD TO ROANOKE, VIRGINIA H~REINAFTER REFERRED TO AS THE GRANTEE, FROM THE DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT APPROPRIATION AN AMOUNT OF $ 1,070.95 WHICH IS IN ADDITION TO THE PREVIOUSLY AWARDED AMOUNT O~ ~. THIS WILL MAKE THE TOTAL FY 1988-89 ACT APPROPRIATION AWARD $ 37,586.95. THE GRANTEE HEREBY AGREES TO PROVIDE AT LEAST AN AMOUNT OF $ 12,528.99 AS THE TOTAL ANNUAL MATCHING SHARE REQUIRED BY THE VIRGINIA DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT FOR FY 1988-89. THE FOLLOWING CONDITIONS ARE ATTACHED TO AND MADE A PART OF THIS GRANT AWARD: 1. The Grantee agrees to sign and return these Amended Special Conditions to the Department by June 1, 1989. 2. The Grantee agrees to execute a Budget Amendment Request form and return to the Department by June 1, 1989. 3. The Grantee agrees to spend or obligate these amended award funds by June 30, 1989 for expenditures made during the period July 1, 1988 through June 30, 1989. SPECIAL CONDITION DOCUMENTS: The Special Condition documents shall consist of this signed Amended Special Conditions, and the original Special Conditions document accompanying the Statement of Grant Award dated June 22, 1988. WITNESS WHEREOF, the parties have caused these Special Conditions to be duly executed intending to be bound thereby. DEPARTMENT: GRANTEE: ROANOKE, VA. BY: BY: TITLE: TITLE: DATE: DATE: DC-01-0591 VIRGINIA DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT ACT PROGRAMS BUDGET AMENDMENT REQUEST GRANT~: GRANT NUMBER: PROJECT TITLE: FUNDING PERIOD FROM: TO: CURRENT APPROVED REQUESTED GRANT GRANT BUDGET BUDGET DOC LOCALITY DOC LOCALITY Personnel Consultants Travel Equipment Supplies/Other Total Submitted By: Approved By: Authorized Official Date Regional Prevention Specialist Date Or, ce o~ ~ne CiW Cle~ May 24, 1989 File #27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Hr. Herbert: I am attaching copy of Ordinance No. 29574 authorizing execution of a contract with Olver, Inc., to provide engineering services for a valley industrial sewage survey, in the amount of $200,353.00, which Ordinance No. 29574 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. S i ncere l y, ~"] Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. Mr. Mr. Mr. Ms. Kit B. Kiser, Director of Utilities and Operations Steven L. Walker, Manager, Water Pollution Control Plant William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician Room 456 Municipol Building 2t5 Church Awe~ue SW. Roanoke Virginia 24~t t (703) 981-254. t REVISED REPORT Roanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Award Engineering Services Contract Valley Industrial Sewage Survey Water Pollution Control Plant Regional Service Area Roanoke, Virginia Backsround: A. Public Notice of Request for Proposal for engineering ser- vices for a full Valley Industrial Sewage Survey according to Environmental Protection Agency (EPA) Sewage Pretreatment Protocol was placed in the local paper on March 19, 1989. B. Two (2) en~ineerin~ f£rms responded to the request for services, they were: 1. Olver, Inc. 2. Clean Water Engineers, Inc. Individual discussions were held with both firms on April 21, 1989. C. Followin~ these discussions, Olver, Inc. was selected as the best qualified engineering firm to conduct the Industrial Sewage Survey. Negotiations were then held with Olver, Inc. for a satisfactory and advantageous contract. D. Project consists of four major steps. 1. Industrial Use Survey and Inspection 2. Sampling and Analysis of Exhibit I Industries. a) Primary Industries b) Others - (Only if warranted by results of Industrial User Survey and Inspection.) 3. Municipal Sampling and Analysis 4. Local Limit Development Page 2 II. Issues: A. Qualification of firm. B. Timing of award. C. Reasonableness of fee. D. Availability of funds. III. Alternatives: Award an engineering contract to Olver, Inc. for the Valley Industrial Sewage Survey as required by EPA and as outlined in the proposal contract as negotiated with Utilities and Operations for the sum of $200~353.00 to be completed by July 17, 1989. The following fee is the result of the negotiation and is agreeable to both parties: 1. Industrial User Survey and Inspection 2. Sampling and Analysis of Exhibit 1 Industries a. Primary Industries b. Others 3. Municipal Sampling and Analysis 4. Local Limit Development $ 27,059.00 78,535.00 45,679.00 18,300.00 30~780.00 Total Professional Fee Contract $200,353.00 o qualification and suitability of firm has been verified during the proposal review and interview for this pro- ject. Olver, Inc. performed the sampling and analysis for the original Industrial Sewage Survey for the City of Roanoke in 1973. Wastewater Survey in 1973 cost a total of $61~250.00. Timin~ of the award is very critical. The City of Roanoke must report to EPA not later than August 1, 1989. Reasonableness of fee was arrived at by discussion of the work involved and the laboratory time required for the industrial samples taken from industrial discharge. Availability of funding is from the Water Pollution Control Plant's Fees for Professional Services Account No. 003-056-3150-2010. Participating localities, per the 1972 Sewage Treatment Contract, will pay their fair share through bulk rate fees. Page 3 B. Do not award a contract at this time. Qualification of firm will still need to be established prior to award of any engineering services contract. Timing of award would be delayed. The report time to EPA is extremely short now and to delay would make it almost impossible for the City of Roanoke to give a report on time. Reasonableness of fee for this type service will have to be established with any engineering firm selected in the future, even this engineering firm. 4. Availability of funding would remain unobligated at this time. IV. Recommendation: A. Concur with the implementation of Alternative A. Authorize the City Manager to execute an engineering services contract, in a form acceptable to the City Attorney, with Olver, Inc. for the Industrial Sewage Survey as required by EPA for the following fee. 1. Industrial User Survey and Inspection 2. Sampling and Analysis of Exhibit 1 Industries a. Primary Industries b. Others 3. Municipal Sampling and Analysis 4. Local Limit Development $ 27,059.00 78,535.00 45,679.00 18,300.00 30~780.00 Total Professional Fee Contract $200,353.00 Project Contingency TOTAL PROJECT COST 10~647.00 $211,000.00 Project contingency would be administratively approved. Co Funds are available for this project in the Water Pollution Control Plant's Fees for Professional Services Account No. 003-056-3150-2010. Participating localities will pay their fair share of the consultant fees per the 1972 Sewage Treatment Bulk Rate Fee Formula. Page 4 WRH/LBC/mm cc: City Attorney Director of Finance Director of Utilities & Operations Director of Public Works /City Engineer Water Pollution Control Plant Manager Construction Cost Technician Respectfully submitted, W. Robert Herbert City Manager EXHIBIT C To the Agreement between Owner and Engineer for Professional Services dated May 23, 1989. Further description of payments to the Engineer. This is an estimated breakdown of the fees for the six phases of work outlined in the Agreement. Fees paid for any phase of the work may be less than or more than the estimated amounts below, but the total fee shall not exceed $100,000.00 without prior approval of the Owner. Estimated Estimated Fee Manhours I. Environmental Assurances Phase (Geotechnics) II. Rezoning Assistance $ 57,000 -- 2,700 60 III. Development Feasibility Analysis Phase IV. Boundary Survey Phase V. Topographic Mapping Phase VI. Additional Services TOTAL ESTIMATED FEE (Not to Exceed) 15,500 200 11,200 250 13,600 -- $100,000 Or, ce of the Cily Clerk May 24, 1989 File #265 Ms. Ann E. Weaver Executive Director Clean Valley Council, Inc. P. 0. Box 3320 Roanoke, Virginia 24015 Dear lis. Weaver: I am enclosing copy of Resolution No. 29575 designating the Clean Valley Council, Inc., to develop a coordinated litter control program for the entire Roanoke Valley and authorizing such Council to apply for certain grant funds from the Cor~nonwealth of Virginia for operation of such program, which Resolution No. 29575 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, Mary F. Parker, City Clerk MFP:ra pc: Ms. Mary C. German, Acting Grants Administrator, Division of Litter Control and Recycling, Department of Waste Management, 11th Floor, Monroe Building, 101 North 14th Street, Richmond, Virginia 23219 Mr. Elmer C. Hodge, Roanoke County Administrator, P. O. Box 29800, Roanoke, Virginia 24018-0798 Mr. Randolph M. Smith, City Manager, City of Salem, P. O. Box 869, Salem, Virginia 24153 Mr. John D. Williamson, III, Botetourt County Administrator, P. O. Box 279, Fincastle, Virginia 24090 Mr. George W. Nester, Town Manager, Town of Vinton, 311 South Pollard Street, Vinton, Virginia 24179 Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Room 456 Municip<ll Building 215 C~urch Avenue, SW Roanoke, ~rg~nio 240tl (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd da~ of Ma~, 1989. No. 29575. VIRGINIA, A RESOLUTION designating the Clean Valley Council, Inc., to develop a coordinated litter control program for the entire Roanoke Valley and authorizing such Council to apply for certain grant funds from the Commonwealth for operation of such program. WHEREAS, the City of Roanoke recognizes the existence of a litter problem within the boundaries of this City; WHEREAS, the Virginia Litter Control Act of 1976 provides, through the Department of Waste Management, Division of Litter Control and Recycling, for the allocation of public funds in the form of grants for the purpose of enhancing local litter control programs; and WHEREAS, having reviewed and considered the regulations and the application covering administration and use of said funds; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Council endorses and supports such a program for the City of Roanoke. 2. The City Council expresses its intent to combine with the City of Salem, Town of Vinton, and Roanoke and Botetourt Counties in a mutually agreed upon cooperative program contingent on appro- val of the application by the Department of Waste Management, Division of Litter Control and Recycling, and contingent upon the receipt of funds. 3. Clean Valley Council, Inc., is authorized to plan and budget for a cooperative litter control program, which shall represent said program for all localities named in this resolu- tion. 4. Such Council is authorized to apply on behalf of all of the above-named localities for a grant and be responsible for the administration, implementation and completion of the program as it is described in Application Form LC-G-1. 5. This City accepts responsibility jointly with the Clean Valley Council, Inc., and the City of Salem, Town of Vinton, and Roanoke and Botetourt Counties for all phases of the program in accordance with applicable regulations and the application. 6. This City accepts responsibility for its pro rata share of any funds not properly used or accounted for pursuant to the regulations and the application. 7. Said funds, when received, shall be transferred imme- diately to Clean Valley Council, Inc., and all funds will be used in the Cooperative Program to which Council gives its endorsement and support. 8. The Department of Waste Management, Division of Litter Control and Recycling, is requested to consider and approve the application and program, said program being in accord with regu- lations governing use and expenditure of said funds. ATTEST: City Clerk. Roanoke, Virginia May 22, 1989 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: Subject: Designation of the Clean Valley Council, Inc., as Recipient of Division of Litter Control and Recycling Funds for the Year Beginning July 1, 1989 I. Background: Clean Valley Council, Inc.; was originated by the governments in the Roanoke Valley to coordinate a valley-wide litter control program. Ail ~rants to these localities are received by each locality and then transferred to the Council for that purpose. Total of all five ~rants: City of Roanoke Roanoke County City of Salem Town of Vinton Botetourt County $ 8,101.00 7,034.00 3,038.00 1,635.00 3,941.00 Total $23,749.00 II. Current Situation: Clean Valley Council~ Inc.~ generally submits a cooperative grant application for the five localities. Department of Waste Management, Division of Litter Control and Recycling (Commonwealth of Virginia), requires a resolution from each locality designating Clean Valley Council, Inc., as recipient of the funds for the year beginning July 1, 1989. III. Issues: A. Timing. B. Income. Mayor and Members of Council Page 2 IV. Alternatives: Ao Adopt the attached resolution designating the Clean Valley Council, Inc., as recipient of the Division of Litter Control and Recycling grant for the City of Roanoke for the year beginning July 1, 1989. TiminK will coincide with resolution from other area localities. 2o Income to Clean Valley Council, Inc., from the City of Roanoke grant will be $8,101. Bo Do not adopt the attached resolution designating the Clean Valley Council, Inc., as recipient of the Division of Litter Control and Recycling grant for the year beginning July 1, 1989. TiminK will be drastically affected, forcing a restructuring of the Clean Valley Council, Inc., grant application. Income to Clean Valley Council, Inc., will not be an issue. V. Reco~endation: Roanoke City Council concur with Alternative "A" designating the Clean Valley Council, Inc., as recipient of the Division of Litter Control and Recycling Grant for the year beginning July 1, 1989. Respectfully submitted, City Manager WFC:pr Attachment pc: Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Ms. Ann Weaver, Clean Valley Council, P.O. Box 3320, Roanoke, Virginia 24015-1320 Clean Valley Council ]989 MEMORANDUM TO: FROM: John W~lliamson Robert Herbert/ Elmer Hodge Rand>' Smith George Nesler Ann Weaver d~ The Clean Valley Council has received the I989-90 grant information from the Division of Litter Control and Recycling. We will make the grant application for the cooperative program but a resolution from each participating local government is needed. The deadline for submitting the application is May 31 1989, so I would appreciate receiving your resolution as soon as possible. The only change noted is thai the Division is requesting !hat recycling activities be listed separately in fhe budget. We have had a strong recycling program for several years and it has previously been carried as a separate line item so this will not be an addition for tls. We do need to allocate a percentage of our administration, communications and schools costs to indicafe the portion used in our recycling program. Enclosed i$ a report of r~ur Clean Valley Day/Week activities last month. Also enclosed are copies of quarfer]y reporfs to the Virginia Environmenta~ Endowment detailing the recycling aciivitJe$ which have been handled by this office since August I, 1988, when Kelly Whltney became our Recycling Coordinator. P.O. Box 3320, Roanoke Valley, Virginia 24015-1320 Phone (703) 345.5523 COMMONWEALTH of VIRGINIA DEPARTMENT OF WASTE MANAGEMENT 11th Floor, Monroe Building 101 N. 14th Street Richmond, VA 23219 (804) 225-2667 April 20, 1989 MEMORANDUM TO: FROM: SUBJECT: City Managers, County Administrators, Town Mayors/Managers and Litter Control Grant Contacts Mary Clark German, Acting Grants Administrator~ Division of Litter Control & Recycling ~ 1989-90 Litter Control Grants We are pleased to enclose a copy of the 1989-90 litter control grant regulations, grant application, and updated funding schedules for your completion and return. The regulations have not changed this year other than adding a definition of recycling and a request that recycling activities be listed separately on the line item budget (sample format attached). We encourage that recycling activities be incorporated in your comprehensive program. We also strongly encourage your adoption of a comprehensive approach to litter prevention. If supplemental funds are distributed for comprehensive activities only. They will receptacle purchases. available this year they will be litter prevention and recycling not be available for cleanup or Please remember the following: (1) Performance and Accounting Reports for FY 1988-89 will be sent to you at the beginning of May, 1989. These reports must be completed and returned on or before July 20, 1989. We cannot fund your 1989-90 grant until we receive your completed Performance and Accounting Report. Page Two City, County and Town Administrators April 20, 1989 (3) Ail grant applications must be completed and postmarked no later than May 31, 1989. If you do not get your application in on time, we cannot assure that your grant will be funded. The grant application must be accompanied by a line item budget, clearly stating the intended use of the funds requested. The application must also be accompanied by a resolution adopted by the local governing body approving the grant application. Please also remember that Article 7 in the grant application must be signed by the appropriate local official. IF THE LINE ITEM BUDGET AND RESOLUTION ARE NOT ENCLOSED THE GRANT APPLICATION WILL NOT BE PROCESSED. We look forward to working with you during the 1989-90 grant year. Please call me at (804) 786-8679 if you have any questions regarding your grant application. MCG/lmb Enclosures cc: Cynthia Bailey DEPARTMENT OF WASTE MANAGEMENT DIVISION OF LITTER CONTROL AND RECYCLING Fund Allocation Under the Virginia Waste Management Act (Chapter 14, Title 10.1 Code of Virginia) PLANNING DISTRICTS GRANT FUNDING PLANNING DISTRICTS ' GRANT FUNDING CITIES, COUNTIES, BY INDIVIDUAL CITIES, COUNTIES BY INDIVIDUAL INCORPORATED TOWNS LOCALITY INCORPORATED TOWNS LOCALITY S S' A)leghany County 3,000 Covington 3,000 Iron Gate 350 Total 3,350 Roanoke City 8,101 Botetourt County 3,941 Salem 3,038 Buchanan 52S TOTAL $7,574 Fincastle 300 Troutville 350 Total 5,116 Craig County 3,000 New Castle 300 Total 3,300 Roanoke County 7,034 Vinton 1,635 Total 8,669 Clifton Forge 3,000 Office of Yne City Clerk May 24, 1989 File #72-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29576 concurring in the recorrgnendation of the City Manager's Follow-Up Task Force on Homeless as to allocation of Emergency Shelter Resource Funds, in the total amount of $24,000.00, and authorizing execution of the subgrant agreements with Roanoke Area Ministries, Total Action Against Poverty and TRUST to administer the funds, which Resolution No. 29576 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, / Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Ms. Wendy W. Moore, Executive Director, Roanoke Area Ministries, 824 Campbell Avenue, S. W., Room 5, Roanoke, Virginia 24016 Mr. Stuart Israel, Executive Director, TRUST, 360 Washington Avenue, S. W., Roanoke, Virginia 24016 Mr. Theodore J. Edlich, III, Executive Director, Total Action Against Poverty in the Roanoke Valley, 702 Shenandoah Avenue, N. W., Roanoke, Virginia 24017 Mr. James D. Ritchie, Director of Human Resources Ms. Donna S. Norvelle, Human Resources Coordinator Ms. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 215 Oqurch Avenue SW Ro<:inoke Vircj,nia 24011 (703) 98%2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of May, 1989. No. 29576. VIRGINIA, A RESOLUTION concurring in the recommendation of the City Manager's Follow-up Task Force on Homeless as to the allocation of Emergency Shelter Resource Funds, and authorizing the execution of the subgrant agreements with Roanoke Area Ministries, Total Action Against Poverty and TRUST to administer the funds. WHEREAS, the Council of the City of Roanoke accepted an Emergency Shelter Grant Program entitlement of $24,000 on April 3, 1989, by Resolution 29507, allocated under the Stuart B. McKinney Homeless Assistant Act from the United States Department of Housing and Urban Development to provide services to the homeless; and WHEREAS, the Council of the City of Roanoke appropriated the funds to an Emergency Shelter Resource Fund enabling local non- profit organizations to apply for financial support to improve the quality of shelter facilities; and WHEREAS, the City Manager's Follow-up Task Force on the Homeless has recommended allocation of the funds as follows: 1. $8,500 be allocated to Roanoke Area Ministries for the RAM House project for payment of monthly maintenance/utility fees. 2. $10,000 be allocated to Total Action Against Poverty for the acquisition and installation of a walk-in freezer at the Transitional Living Center. 3. $5,500 be allocated to TRUST for shelter operations and services. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. This Council concurs in the recommendation of the City Manager's Follow-up Task Force on Homeless for the allocation of Emergency Shelter Resource Funds as follows: (a) $8,500 to Roanoke Area ~inistries for the RAW House project for payment of monthly ~aintenance/utllity fees. (b) $10,000 to Total Action Against Poverty for installation of a walk-in freezer at the Transitional Living Center. (c) $5,500 to TRUST for shelter operations and services. 2. The City ~anager, W. Robert Herbert, or the Assistant City Manager, Earl B. Reynolds, Jr., is hereby authorized to execute the proper subgrant agreements with Roanoke Area ~lnistries, Total Action Against Poverty and TRUST for the administration of the funds. ATTEST: City Clerk. May 22, 1989 Honorable Noel C. Taylor, Mayor, and Members of City Council Roanoke, Virginia Members of Council: SUBJECT: EMERGENCY SHELTER RESOURCE FUND ALLOCATION I. BACKGROUND City Manager's Task Force on Homelessness studied the homeless and low-income housing situation in Roanoke and presented their findings and recommendations in a comprehensive report titled, "No Place To Call Home" in April, 1987. City Manager appointed a follow-up task force to evaluate how well the report's recommendations are implemented and to recommend new activities based on future findings. The task force continues to meet on a regular basis. Roanoke City Council accepted Emergency Shelter Grants Program entitlement funds of ~30~000 in 1987 and 1988 allocated under the Stuart B. McKinney Homeless Assistance Act, from the United States Department of Housing and Urban Development to provide services to the homeless. 1. $26,000 - Resolution #28872, November, 16, 1987. a} $20,000 to Total Action Against Poverty. b) $ 6,000 to Roanoke Area Ministries. 2. $ 4,000 - Resolution #29087, May 9, 1988. a) $ 2,300 to Roanoke Area Ministries. b) $ 1,700 to T6tal Action Against Poverty. Roanoke City Council accepted the 1989 Emergency Shelter Grants Program entitlement funds of $24~000 on April 3, 1989, Resolution #29507, through the Stuart B. McKinney Homeless Assistance Act. City invited applications or proposals from local agencies to assure that all interested organizations have an opportunity to submit their funding requests. The deadline to submit applications was April 17, 1989. City Manager asked the Follow-Up Task Force on the Homeless to carefully review proposals submitted within II. III. the designated time frame and recommend the allocation of funds to benefit the citizens of Roanoke. CURRENT SITUATION Roanoke Area Ministries~ Total Action Against Poverty? and TRUST submitted proposals for funding through the 1989 Emergency Shelter Resource Fund. B. Requests from three agencies totaled $33,852. Roanoke Area Ministries requested $87500 for RAM House, a comprehensive day facility for the homeless. Total Action A~ainst Poverty requested }13~500 for the operation of the Transitional Living Center. TRUST requested $11~852 for shelter operations and services. Committee carefully studied each proposal using the application requirements, federal guidelines, and pre-determined criteria to recommend the allocation of these funds and found all agencies were eligible for funding after meeting application requirements and federal guidelines. Follow-Up Task Force on the Homeless submitted the followin~ recommendations to the City Manager based on the guidelines and criteria. 1. $8~500 be allocated to Roanoke Area Ministries for the payment of monthly maintenance/utility fees at RAM House. $10~000 be allocated to Total Action A~ainst Poverty for the acquisition and installation of a walk-in freezer at the Transitional Living Center. $5~500 be allocated to TRUST for activities included under shelter operations. ISSUES Services to citizens. Timing. Funding. 3 IV. ALTERNATIVES Concur with the recommendations submitted by the Follow-Up Task Force on the Homeless for the allocation of Emergency Shelter Resource Funds and authorize the City Manager to execute the attached sub-grant agreements with Roanoke Area Ministries, Total Action Against Poverty, and TRUST. Services to citizens. The quality of existing shelter space would be improved and day facility services would be enhanced for homeless citizens. Timing. Funds must be obligated by September 11, 1989. Funding. Federal grant funding of $24,000 was previously appropriated and is available in account #035-054-5118-2210. Necessary local match will be provided by agencies, and no City funds are required. Do not concur with the recommendations and do not authorize the City Manager to allocate funds at this time. Services to citizens. Existing programs and services would not be increased or enhanced. Establishment of new facilities may be negatively affected. 2. Timing. No effect. o Funding. The City would have to obligate the funds for emergency shelter by September 11, 1989 or risk losing the grant allocation. V. RECOMMENDATION City Council concur in the implementation of Alternative A and allocate the $24,000 1989 Emergency Shelter ~esource Fund as recommended by the Follow-Up Task Force on the Homeless and authorize the City Manager to execute the sub-grant agreements {copies attached). Allocate $8~500 to Roanoke Area Ministries for the RAM House project. Allocate $10~000 to Total Action Against Povert~ for the Transitional Living Center. 3. Allocate $5,500 to TRUST for shelter operations. Respectfully submitted, W. Robert Herbert City Manager WRH/JDR/DSN/slw CC: Wilburn C. Dibling, City Attorney Joel M. Schlanger, Director of Finance James D. Ritchie, Director of Human Resources Donna S. Norvelle, Human Resources Coordinator Marie Pontius, Grants Monitoring Administrator Attachments 4 AGREBIENT THIS AGREEMENT is made and entered into this day of by and between the CITY OF ROANOKE, VIRGINIA, a municipal corporation organized and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as the Grantee, and Roanoke Area Ministries, a non-stock corporation, created and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as the Subgrantee. WITNESSETH: WHEREAS, the City of Roanoke is an Emergency Shelter Grant Program (ESGP) entitlement locality with an approved Comprehensive Homeless Assistance Plan. WHEREAS, an ESGP entitlement of $24,000 was awarded to the City by the Department of Housing and Urban Development under the Stewart 8. McKinney Homeless Assistance Act. WHEREAS, by Resolution #29507, adopted April 3, 1989, City Council authorized the acceptance of the ESGP entitlement of $24,000. WHEREAS, the City established an Emergency Shelter Resource Fund with this ESGP entitlement. THEREFORE, the parties hereto mutually agree as follows: 1. The Subgrantee shall complete the following project activities which provide for the provision of essential services: Maintenance/Utility Fees $8,500 2. The Subgrantee shall complete essential services by May 22, 1990. The Subgrantee shall receive the ESGP grant award as prescribed by the United States Department of Housing and Urban Development. The Grantee reserves the right to withhold payment if the Subgrantee fails to comply with the procedures outlined in this agreement, and federal and state regulations associated with ESGP funds. The Subgrantee shall submit to the Grantee monthly progress reports regarding project activities beginning thirty {30) days after obligation of funds. The Subgrantee acknowledges that the Grantee shall not be responsible for any actions of employees or designated representatives of the project. In the event of any litigation which may arise as a result of the operation of this project, the Subgrantee agrees to assume the risk and/or liability for the cost of any such litigation, including but not limited to, payment of damages or attorney fees to the plaintiff and hold the Grantee Bt 10. harmless therefrom. The Subgrantee also acknowledges and agrees that it will provide its own legal representation and bear the cost of the same., The Subgrantee also acknowledges and agrees that the Grantee shall not be obligated to provide insurance coverage, either commercially or self supplied, for the Subgrantee. Nothing herein shall be deemed an express or implied waiver of the sovereign immunity of the City of Roanoke, Grantee. Neither the Subgrantee, its employees, assigns or contractors shall be deemed employees of the Grantee while performing under this Agreement. The Subgrantee agrees to abide by the terms, guidelines, and regulations set forth in HUD's regulations at 24 CFR Part 575, as set forth in Attachment I and Enclosure I as if they were the Grantee referenced therein, unless such conditions are clearly inappropriate for the performance of particular obligations under this Agreement. During the performance of this Agreement, the Subgrantee agrees as follows: The Subgrantee will not discriminate against any sub-contractor, 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 Subgrantee. The Subgrantee agrees to post in conspicuous places, notices setting forth the provisions of this non-discrimination clause. The Subgrantee, in all solicitations or advertisements for employees placed by or on behalf of the Subgrantee, will state that the Subgrantee is an equal opportunity employer. Notices, advertisements; and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of A and B above. Nothing in this Agreement shall be construed as authority for either party to make commitments which bind the other party beyond the scope of this Agreement. This Agreement shall remain in full force and effect until cancelled by either party giving the other party thirty {30) days written notice of cancellation. Any such cancellation shall be in writing and shall be sent by certified mail. No payment will be made for expenses incurred after receipt of notice, except those expenses incurred prior to the date of notice that are necessary to curtailment of operations under this Agreement. 11. This agreement shall be governed by the laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the Grantee and Subgrantee have executed this Agreement as of the date first written above. ATTEST: CITY OF ROANOKE, VIRGINIA City Clerk City Manager ATTEST: Corporate Witness Executive Director Roanoke Area Ministries AGREEHENT THIS AGREEMENT is made and entered into this day of 1989 by and between the CITY OF ROANOKE, VIRGINIA, a municipal ' corporation organized and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as the Grantee, and Total Action Against Poverty, a non-stock corporation, created and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as the Subgrantee. WITNESSETH: WHEREAS, the City of Roanoke is an Emergency Shelter Grant Program {ESGP) entitlement locality with an approved Comprehensive Homeless Assistance Plan. WHEREAS, an ESGP entitlement of $24,000 was awarded to the City by the Department of Housing and Urban Development under the Stewart B. McKinney Homeless Assistance Act. WHEREAS, by Resolution #29507, adopted April 3, 1989, City Council authorized the acceptance of the ESGP entitlement of $24,000. WHEREAS, the City established an Emergency Shelter Resource Fund with this ESGP entitlement. THEREFORE, the parties hereto mutually agree as follows: 1. The Subgrantee shall complete the following project activities which provide for the provision of essential services: Acquisition and installment of walk-in freezer at the Transitional Living Center $10,000 2. The Subgrantee shall complete essential services by May 22, 1990. The Subgrantee shall receive the ESGP grant award as prescribed by the United States Department of Housing and Urban Development. The Grantee reserves the right to withhold payment if the Subgrantee fails to comply with the procedures outlined in this agreement, and federal and state regulations associated with ESGP funds. The Subgrantee shall submit to the Grantee monthly progress reports regarding project activities beginning thirty (30) days after obligation of funds. The Subgrantee acknowledges that the Grantee shall not be responsible for any actions of employees or designated representatives of the project. In the event of any litigation which may arise as a result of the operation of this project, the go 10. Subgrantee agrees to assume the risk and/or liability for the cost of any such litigation, including but not limited to, payment of damages or attorney fees to the plaintiff and hold the Grantee harmless therefrom. The Subgrantee also acknowledges and agrees that it will provide its own legal representation and bear the cost of the same. The Subgrantee also acknowledges and agrees that the Grantee shall not be obligated to provide insurance coverage, either commercially or self supplied, for the Subgrantee. Nothing herein shall be deemed an express or implied waiver of the sovereign immunity of the City of Roanoke, Grantee. Neither the Subgrantee, its employees, assigns or contractors shall be deemed employees of the Grantee while performing under this Agreement. The Subgrantee agrees to abide by the terms, guidelines, and regulations set forth in HUD's regulations at 24 CFR Part 575, as set forth in Attachment I and Enclosure I as if they were the Grantee referenced therein, unless such conditions are clearly inappropriate for the performance of particular obligations under this Agreement. During the performance of this Agreement, the Subgrantee agrees as follows: The Subgrantee will not discriminate against any sub-contractor, 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 Subgrantee. The Subgrantee agrees to post in conspicuous places, notices setting forth the provisions of this non-discrimination clause. The Subgrantee, in all solicitations or advertisements for employees placed by or on behalf of the Subgrantee, will state that the Subgrantee is an equal opportunity employer. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of A and B above. Nothing in this Agreement shall be construed as authority for either party to make commitments which bind the other party beyond the scope of this Agreement. This Agreement shall remain in full force and effect until cancelled by either party giving the other party thirty (30) days written notice of cancellation. Any such cancellation shall be in writing and shall be sent by certified mail. No payment will be made for expenses incurred after receipt of notice, except those expenses incurred prior to the date of notice that are necessary to curtailment of operations under this Agreement. 11. This agreement shall be governed by the laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the Grantee and Subgrantee have executed this Agreement as of the date first written above. ATTEST: CITY OF ROANOKE, VIRGINIA City Clerk City Manager ATTEST: Corporate Witness Executive Director Total Action Against Poverty AGREEHENT THIS AGREEMENT is made and entered into this day of , 1989 by and between the CITY OF ROANOKE, VIRGINIA, a municipal corporation organized and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as the Grantee, and TRUST, a non-stock corporation, created and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as the Subgrantee. WITNESSETH: WHEREAS, the City of Roanoke is an Emergency Shelter Grant Program (ESGP) entitlement locality with an approved Comprehensive Homeless Assistance Plan. WHEREAS, an ESGP entitlement of $24,000 was awarded to the City by the Department of Housing and Urban Development under the Stewart B. McKinney Homeless Assistance Act. WHEREAS, by Resolution #29507, adopted April 3, 1989, City Council authorized the acceptance of the ESGP entitlement of $24,000. WHEREAS, the City established an Emergency Shelter Resource Fund with this ESGP entitlement. THEREFORE, the parties hereto mutually agree as follows: 1. The Subgrantee shall complete the following project activities which provide for the provision of essential services: Shelter Operations $5,500 2. The Subgrantee shall complete essential services by May 22, 1990. The Subgrantee shall receive the ESGP grant award as prescribed by the United States Department of Housing and Urban Development. The Grantee reserves the right to withhold payment if the Subgrantee fails to comply with the procedures outlined in this agreement, and federal and state regulations associated with ESGP funds. The Subgrantee shall submit to the Grantee monthly progress reports regarding project activities beginning thirty (30) days after obligation of funds. The Subgrantee acknowledges that the Grantee shall not be responsible for any actions of employees or designated representatives of the project. In the event of any litigation which may arise as a result of the operation of this project, the Subgrantee agrees to assume the risk and/or liability for the cost of any such litigation, including but not limited to, payment of damages or attorney fees to the plaintiff and hold the Grantee 10. harmless therefrom. The Subgrantee also acknowledges and agrees that it will provide its own legal representation and bear the cost of the same. The Subgrantee also acknowledges and agrees that the Grantee shall not be obligated to provide insurance coverage, either commercially or self supplied, for the Subgrantee. Nothing herein shall be deemed an express or implied waiver of the sovereign immunity of the City of Roanoke, Grantee. Neither the Subgrantee, its employees, assigns or contractors shall be deemed employees of the Grantee while performing under this Agreement. The Subgrantee agrees to abide by the terms, guidelines, and regulations set forth in HUD's regulations at 24 CFR Part 575, as set forth in Attachment I and Enclosure I as if they were the Grantee referenced therein, unless such conditions are clearly inappropriate for the performance of particular obligations under this Agreement. During the performance of this Agreement, the Subgrantee agrees as follows: The Subgrantee will not discriminate against any sub-contractor, 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 Subgrantee. The Subgrantee agrees to post in conspicuous places, notices setting forth the provisions of this non-discrimination clause. The Subgrantee, in all solicitations or advertisements for employees placed by or on behalf of the Subgrantee, will state that the Subgrantee is an equal opportunity employer. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of A and B above. Nothing in this Agreement shall be construed as authority for either party to make commitments which bind the other party beyond the scope of this Agreement. This Agreement shall remain in full force and effect until cancelled by either party giving the other party thirty {30) days written notice of cancellation. Any such cancellation shall be in writing and shall be sent by certified mail. No payment will be made for expenses incurred after receipt of notice, except those expenses incurred prior to the date of notice that are necessary to curtailment of operations under this Agreement. 11. This agreement shall be governed by the laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the Grantee and Subgrantee have executed this Agreement as of the date first written above. ATTEST: CITY OF ROANOKE, VIRGINIA City Clerk ATTEST: City Manager Corporate Witness Executive Director TRUST Office of the City Clerk May 24, 1989 File #27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29577 approving the issuance of Change Order No. I to the City's contract with Dixon Contracting, Inc., for the Coyner Springs gravity sanitary sewer main extension, in the amount of $14,741.00, which Ordinance No. 29577 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincere ly, ~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Dixon Contracting, Inc., P. O. Box 108, Fincastle, Virginia 24090 Mr. Wiliam F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. Kit B. Kiser, Director of Utilities and Operations Room 456 MunicilDal BuilcIIn(j 215 Church A've~qu~, SW Roanoke V~rg~nia 2401 t (703) 981-254'1 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of Ma~, 1989, No, 29577, VIRGINIA, AN ORDINANCE approving the City Manager's issuance of Change Order No. 1 to the City's contract with Dixon Contracting, Inc., for the Coyner Springs gravity sanitary sewer main extension; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 1 to the City's contract with Dixon Contracting, Inc., dated April 17, 1989, related to the Coyner Springs gravity sanitary sewer main extension. 2. Such Change Order shall provide for the following changes in the work to be performed: ORIGINIAL (DNTRACr AM~0NT DESC~IPTI(~ (~7 (HANGE C~DER NO. 1 Rer~ating of sanitary sewer $ 2~, 7~3. O0 $ 14,741 · O0 $ 273,524.00 Time extension required as a result of this Change Order None. municipal government, ordinance shall be in In order to provide for the usual daily operation of the an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. ~oanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order No. 1 Coyner Springs Gravity Sanitary Sewer Main Extension Botetourt County for City of Roanoke, Virginia I. Background: City Council, at its April 17, 1989 meeting, awarded a contract to Dixon Contracting, Inc. of Fincastle, Virginia for the above project in the amount of ~258,783.00 and 120 consecutive calendar days. Co Routing of sanitary sewer was shown from the existing treat- ment plant for the Nursing Home and the Juvenile Detention Home (which has to be replaced at the orders of the State Water Control Board), to cross Route 660 at the old treatment plant, running south parallel Route 660 down to the entrance to the C & P property, across Route 660 East to the Exxon property, jack and bore under U. S. Route 460, cross under Glade Creek and under the bridge on Route 735 (the road to Webster), then west along Route 735 and U. S. Route 460 and joining the Botetourt County sewer at the Library. State Water Control Board discovered a gasoline leak from the Exxon Station that could be detected in the median of U. S. Route 460. They informed the City that if the present route of the sanitary sewer should happen to drain the pollution from the gasoline contamination into Glade Creek it could be determined to be City responsibility. In addition, on further review of the plan, the Virginia Department of Transportation requested that the sanitary sewer be re-routed so that it did not pass under the bridge on Route 735. They also informed the City that Route 735 could not be open cut, which in effect, said that jack and bore would also be required on the state route. Do Alternative routes were studied and estimated and a final routing was agreed to by the Consultant, the Contractor, Botetourt County officials, the Virginia Department of Transportation and the City of Roanoke. Page 2 II. Issues are: A. Extent of the work involved and related cost. B. Fundin~ of the additional cost. C. Time. III. Alternatives are: ao Approve Chanse Order No. 1 to the contract with Dixon Contracting, Inc. in the amount of ~14,741.00 and no addi- tional contract time. Extent of the work involved is as follows. Ail costs are related to the unit prices from the bid form. Ail changes occur from Manhole 6 to Manhole 12. a) Amount of pipework from existing M.H. 6 to M.H. 12 b) Credit for original routing of pipe from M.H. 6 to M.H. 12 Increase in original price c) 30" jack and bore under State Route 735 - 80' x $165.00 per foot d) Add 10' to original length of 24" jack and bore to clear C & P wire routing at new location - 10' x $120.00 per foot $ 9,800.00 (9,459.00) $341.00 $13,200.00 $ 1,200.00 Total amount of change: $14,741.00 Fundin~ is available in the project contingency account. Original amount of contingency was established at $35~878.00, less Change Order No. I, $14,741.00, leaves a balance of ~21~137.00. Time of completion will not change. We are under a time of completion mandate from the State Water Control Board and the completion date does not change. Page 3 IV. WRH/LBC/mm CC: B. Reject Change Order No. 1. Extent of the work would not change and concern of possible City liability for pollution of Glade Creek would remain. In addition, we would be routing a gra- vity sewer under a State Route Bridge after the State has requested that we not do so. Contract amount would not change. 2. Fundin~ would not be encumbered at this time and would remain in the project contingency account. 3. Time of completion would not change with either alterna- tive. Recommendation is that City Council authorize the City Manager to execute Change Order No. 1 with Dixon Contracting, Inc. in the amount of $14,741.00 and no additional time to the contract. Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer Construction Cost Technician o0°~ i1I Office of ~e City Cler~ May 24° 1989 File #27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29578 approving the issuance of Change Order No. 4 to the City's contract with Aaron J. Conner, General Contractor, Inc., for Williamson Road Storm Drain Phase 2, Contract IIA (Lower Segment), in the amount of $47~913.78, which Ordinance No. 29578 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, Mary F. Parker, City Clerk CMC MFP: ra Enc. pc: Aaron J. Conner General Contractor. Inc., P. O. Roanoke, Virginia 24018 Mr. William F. Clark, Director of Public Works Mr. Charles M, Huffine, City Engineer Ms. Sarah E. Fittono Construction Cost Technician Mr. Kit B. Kiser, Director of Utilities and Operations Box 6068, Room 456 Municipal Building 215 C~hurch Avenue SW Roonol,~e. V~rg~nia 24~t t (703) 98t-2541 IN THE COUNCIL OF THE CITY OF The 22nd day of May, 1989, No. 29578. ROANOKE, VIRGINIA, AN ORDINANCE approving the City Manager's issuance of Change Order No. 4 to the City's contract with Aaron J. Conner, General Contractor, Inc., for Williamson Road Storm Drain Phase 2, Con- tract IIA (Lower Segment); and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 4 to the City's contract with Aaron J. Conner, General Contractor, Inc., dated November 2, 1987, related to Wllliamson Road Storm Drain Phase 2, Contract IIA (Lower Segment). 2. Such Change Order shall provide for the following changes in the work to be performed: ORIGINIAL CONTRACT A~ CONTRACT A~ONT INCLUDINS l~ggWI~dS (HANGE 0MDESS DESCRIPTI(~ OF C~E (I~DER NO. 4 Additional rock excavation and account close cut CONTRACT A~UNT INCLUDINS (MANGE O~DER NO. 4 $1,498,057.35 1,543,467.55 $ 47,913.78 $1,591,381.33 Time extension required as a result of this Change Order 60 calendar days. municipal government, ordinance shall be in In order to provide for the usual daily operation of the an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order No. 4 Williamson Road Storm Drain Phase 2, Contract 2A (Lower Segment) I. Background: ao City Council authorized award of contract for the Williamson Road Storm Drain, Phase 2, Contract 2A Project to Aaron J. Conner, General Contractor, Inc. on November 2, 1987 in the amount of $1~498~057.35 and established a contingency fund for the project in the amount of $149~805.74. Change Order No. 1, in the amount of ($9~183.40), was issued February 9, 1988, authorizing changes in profile alignment and elevations which reduced excavation and rock quan- tities, and certain substitutions in pipe; resulting in a reduction of the total contract. Co Change Order No. 2, in the amount of $50~000.00, was issued by Ordinance No. 29293 on September 12, 1988 to cover a pre- dicted over-run in rock excavation that was occurring on the project at the time. Amount of Change Order No. 2 was esti- mated based on the current trend of rock encountered along the trench profile at the time and the possibility that under-runs on other construction items could occur to the extent that an additional change order for rock excavation would not be necessary throughout the remainder of the pro- ject. Change Order No. 3, in the amount of $4~593.60, was issued November 23, 1988 authorizing partial substitution of Class IV Storm Drain Pipe in lieu of Class III Storm Drain Pipe. II. Current Situation: Project is now nearing completion and rock excavation has continued to be excessive along the trench profile while under-runs of other construction items have not been suf- ficient to offset the cost of rock. Page 2 Bo Co Chan~e Order No. 4, in the amount of $47~913.78, is necessary to cover the final over-run cost of rock excavation and pro- perly close out the account for this phase of the project. Current status of funds, including change order No. 4, is as follows: Original Contract Amount Previous Change Orders Current Contract Amount $1,498,057.35 45,410.20 $1,543,467.55 47,913.78 $1,591,381.33 Change Order No. 4 Final Contract Amount Outlined on Page 1, Section I. B, C, and D Approval requested by this report. Time extension of 60 consecutive calendar days is required due to time required to remove excessive rock. III. Issues in order of importance. A. Ensineerin8 concerns B. Fundin8 IV. Alternatives are: Authorize the City Manager to execute Change Order No. 4 in the amount of $47~913.78, and extend contract time 6__0 con- secutive calendar days due to time required to remove excessive rock. En~ineerin~ concerns have been met in that proper alignment and profiles for the new storm drains and sanitary sewers have been maintained. 2. Fundin8 is available from the current project con- tingency fund. B. Do not authorize the City Manager to execute Change Order No. 4 in the amount of $47~913.78. 1. Engineering concerns have been met by work already per- formed by the contractor. 2o Fundin~ to pay Aaron J. Conner, General Contractor, Inc. for the work performed in good faith would have to be provided by other means. Page 3 WRH/ES/mm cc: Vo Recommendation is that City Council authorize the City Manager to execute Change Order No. 4 in the amount of $47~913.78 and 60 con- secutive calendar days to cover the over-run cost of rock excava- tion and the time required to remove excessive rock in accordance with Alternative "A" and thereby establish a flnal contract amount of $1,591~381.33. Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Utilities & Operations Director of Public Works City Engineer Construction Cost Technician C~ce of ~ne City Cler~ May 24, 1989 File #514-77 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance ~o. 29579 approving location and major design features of the Franklin Road, S. W., Street Widening, from Third Street, S. W., to Elm Avenue, S. W., Project No. 0221-128-101, PE 101, RW-201, C-501; requesting the Virginia Department of Transportation to acquire all necessary rights-of- way for the Project; and authorizing the execution of all necessary railroad and utility agreements in conjunction with such Project, which Ordinance No. 29579 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, 'i'~~ Mary F. Pa~kero CMC City Clerk MFP: ra Eno. pc: Mr. Fred C. Altizer, Resident Engineer, Virginia Department of Transportation, 714 South Broad Street, Salem, Virginia 24153 Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. Kit B. Kisero Director of Utilities and Operations Mr: M. S. Hollis, Urban Engineer, Virginia Department of Transportation, 1401 East Broad Street, Richmond, VA 23219 Room 456 Municipal Building 215 Church Avenue SW Roanoke ~rg,nia 24011 (703) 981-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of May, 1989. NO. 29579. AN ORDINANCE approving location and major design features of the Franklin Road, S. W., Street Widening, from Third Street, S. W., to Elm Avenue, S. W., Project No. 0221-128-101, PE 101, RW-201, C-501; requesting the Virginia Department of Transportation to acquire all necessary rights-of-way for the Project; authorizing the City Manager to execute all necessary railroad and utility agreements in conjunc- tion with such Project; and providing for an emergency. WHEREAS, a location and design public hearing was conducted on March 28, 1989, in the City of Roanoke by representatives of the Com- monwealth of Virginia, Department of Transportation after due and proper notice for the purpose of considering the proposed location and design of Franklin Road, S. W., Street Widening, from Third Street, S. W., to Elm Avenue, S. W., Project No. 0221-128-101, PE 101, RW-201, C-501, in the City of Roanoke, at which hearing aerial photographs, drawings and other pertinent information were made available for public inspection in accordance with State and federal requirements; WHEREAS, all persons and parties in attendance were afforded full opportunity to participate in said public hearing; WHEREAS, representatives of the City of Roanoke were present and and participated in said hearing; WHEREAS, this Council has previously ment of requested the Virginia Depart- Transportation to program this project; and WHEREAS, the Council considered all such matters; THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Council of the City of Roanoke hereby approves the location and major design features of the proposed project as presented at the public hearing. 2. The City of Roanoke requests the Virginia Department of Trans- portation to acquire all rights-of-way necessary for this project con- veying said rights-of-way to the City at the appropriate time. 3. The City ~nager is hereby authorized to execute, on behalf of the City of Roanoke, all necessary railroad and utility agreements required in conjunction with acquiring such rights of way. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- shall be in full force and effect upon its passage. ATTEST: City Clerk. '89 .... ! = Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Widening of Franklin Road from Third Street, Roanoke, Virginia May 22, 1989 S.W. to Elm Avenue I. Back~round: Ao City Council, at its meeting on June 17, 1985, unanimously approved Resolution No. 27729 which requested that the Virginia Department of Transportation (VDOT) program a project to widen Franklin Road from Third Street, S.W. to Elm Avenue (see attached map). This project, which is consistent with the 1995 Roanoke Valley Transportation Plan, was subsequently included in VDOT's Six-Year Highway Improvement Program. Neishborhood Workshop was held on August 14, 1986, to inform interested citizens of the initial project concept. The plans were displayed and comments and questions were addressed. Co Existing segment of Franklin Road carries approximately 9,500 vehicles per day with 14,000 vehicles per day projected for the year 2010. The anticipated traffic increase has necessitated the proposed improve- ments in order to provide for a safe and efficient travel facility. Proposed deslsn of this Franklin Road segment consists of four 12-foot lanes which will provide for two lanes of travel in each direction. A landscaped median will separate traffic, with vehicle access available at key intersections. Concrete curb, gutter, and sidewalk will be provided on both sides of the roadway. II. Current Situation: A. Location and Design Public Hearing was held on March 28, 1989, in City Council Chambers, having been preceded by an informal project plan review session, for the same project. The public hearing, after due and proper notice was given for considering the proposed location and design of the project, included aerial photographs, drawings and other pertinent information available for public inspection in accordance with state and federal requirements. Ail persons and parties in attendance were afforded full opportunity to participate. Members of Council Widening of Franklin Road Page 2 Co Cost estimate of $3,260~000 will be shared by the VDOT and the City. The VDOT will pay approximately 95% ($3,097,000) and the City 5% ($163,000). Resolution from City Council approving the location and major design features of the proposed project as presented at the Public Hearing will enable the Commonwealth Transportation Board to also act upon the project. Approval by Council and the Board would enable VDOT to begin right-of-way acquisition as early as June 1, 1989. After right-of-way has been obtained, the project would be ready for advertisement in September, 1990, with completion by approximately July, 1991. III. Issues: A. Transportation B. Public Hearing Comments C. Funding D. Schedule E. Right-of-Way Acquisition IV. Alternatives: City Council approve the location and major design features of the Widening of Franklin Road, S.W. from 0.02 miles east of Third Street to 0.06 miles south of Elm Avenue as presented at the March 28, 1989 Public Hearing; and request that the VDOT acquire all rights-of-way necessary for the project conveying said rights-of-way to Roanoke at the appropriate time; and authorize the City Manager to execute, on behalf of the City, all necessary utility agreements required in con- junction with acquiring such rights-of-way. Transportation system and safety improves in accordance with the 1995 Roanoke Valley Transportation Plan. Please note that there are no plans at this time to extend this four-lane improvement any further to the south on Franklin Road. Members of Council Widening of Franklin Road Page 3 2. Public Hearin~ comments have been reviewed and: a. Utilities will be placed underground along Franklin Road from Third Street to Elm Avenue. b. Landscaping plans have been prepared by the City and approved by VDOT. c. Lighting plans are being reviewed by VDOT. It is anticipated that our design will receive a favorable reply. d. Stone retaining wall will be included in this project to provide a more aesthetic appearance. eo Number of lanes on southbound Franklin Road approach to Elm Avenue will continue to include two thru lanes to best acco- modate traffic, as was originally planned by VDOT. f · Roadway alignment cannot be shifted to avoid the structure at 302 Franklin Road (owned by Mr. Daniel Crandall) due to road- way curvature requirements. Fundin~ for City's 5% share of approximately $163~000 is being funded from the Streets and Bridges category of the 1988 Bond Series. Transfers are made annually into the existing Franklin Road Account (#008-052-9596-9003) to meet the VDOT invoices for this multi-year project. Schedule is for VDOT to begin with right-of-way acquisition as early as June (dependent upon City Council and Commonwealth Transportation Board actions). Ri~ht-of-way acquisition would be handled by VDOT in accordance with state and federal law. Fourteen (14) structures will need to be taken for this project. However, the project will not be advertised for construction until proper replacement housing is found. City Council not approve the location and major design features of the Widening of Franklin Road, S.W. from 0.02 miles east of Third Street to 0.06 miles south of Elm Avenue as presented at the March 28, 1989 Public Hearing. Members of Council Widening of Franklin Road Page 4 Transportation and safety along this segment of roadway remains in the same undesirable condition, and will continue to worsen in future years. 2. Public Hearln8 comments in support of the project are rejected. Fundln8 for the City's 5% share is not spent. The $139,167.71 spent to date by VDOT on preliminary engineering, less the City's share of 5% paid to date in the amount of $6,958.39, leaves a balance of $132,209.32 that the City would be responsible for if it chose to cancel the project at this time. Schedule is not met. Risht-of-wa~ is not acquired. V. Recommendation is that City Council: An Approve the location and major design features of the Widening of Franklin Road, S.W. from 0.02 miles east of Third Street to 0.06 miles south of Elm Avenue as presented at the March 28, 1989 Public Hearing. Bo Request that the VDOT acquire all rights-of-way necessary for the project conveying said rights-of-way to Roanoke at the appropriate time. Co Authorize the City Manager to execute, on behalf of the City, all necessary utility agreements required in conjunction with acquiring such rights-of-way. Sincerely, W. Robert Herbert City Manager Attachment: Map WRH/RKB/fm cc: Director of Finance City Attorney Director of Public Works Director of Utilites & Operations City Engineer u~oO \ 'lsuo3 O0'GO+(J£'o~ suO~O g ';nS '~ '~ O~ Office of the Ci~, Cler~ May 24, 1989 File #229 Mr. I. B. Heinemann, President Julian Stanley Wise Foundation P. 0. Box 13727 Roanoke, Virginia 24036-3727 Dear Mr. Heinemann: I am enclosing copy of Resolution No. 29581 authorizing a dona- tion of City funds in the amount of $$0°000.00, including $5,000.00 previously appropriated to Whittaker Associates, Inc., for the conduct of a feasibility study, to the Julian Stanley Wise Foundation, which Resolution No. 29581 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22° 1989. Sincerely, ) Mary F. Parker, CMC City Clerk MFP:ra Eric. pc: Mr. W. Robert Herbert, City Manager Mr. Joel M. Schlanger, Director of Finance Mr. George C. Sneado J,.~ Director of Administration Public Safety Mr. Warren E. Trent, Manager, Emergency Services Mr. Barry L. Key, Manager, Management and Budget and Room 456 Municipal Building 2t5 Church Avenue SW Roanoke Virginia 24011 (703) 981-254'~ IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of Ma~, 1989. No. 29581. VIRGINIA, A RESOLUTION authorizing a donation of City funds in the amount of $50,000.00 to the Julian Stanley Wise Foundation. WHEREAS, Julian Stanley Wise, a native Roanoker, orga- nized one of the first life-saving or rescue squads in America in Roanoke in 1928; WHEREAS, since that time, countless lives have been saved and serious injuries treated by what may be considered one of the most significant voluntary movements in the history of our country; WHEREAS, in 1985, the Honorable Noel C. Taylor, Mayor of the City of Roanoke, suggested establishment of a museum to celebrate this important aspect of our community's heritage; and WHEREAS, the Julian Stanley Wise Foundation has been created which has as its objective the establishment of a state of the art exhibit commemorating life-saving and rescue squads; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. Pursuant to $15.1-25, Code of Virginia (1950), as amended, City Council hereby authorizes a donation of City funds in the amount of $50,000.00, including $5,000.00 pre- viously appropriated to Whittaker Associates, Inc., for the conduct of a feasibility study, to the Julian Stanley Wise Foundation. 2. The Clerk is directed to forward an attested copy of this resolution to the Chairman of the Board of Directors of the Julian Stanley Wise Foundation. ATTEST: City Clerk. C~ce o~ the City Cle~ May 24° 1989 File #60-229 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29580 amending and reor- daining certain sections of the 1988-89 General Fund Appropriations~ providing for the transfer of $45,000.00 from the Capital Maintenance and Equipment Replacement Program to Parks - Recreational and Cultural Contributions~ Julian Stanley Wise Foundation, in connection with a donation to the Julian Stanley Wise Foundation for fund raising efforts to establish a Rescue Squad Museum° which Ordinance No. 29580 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday° May 22° 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Enc· pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Warren E. Trent, Manager, Emergency Services Mr. ~arry L. Key, Manager, Management and Budget and ROOm 456 Municit:x~l Building 2t5 Church Avenue S.W Roanoke. V~rglnia 240t I (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd da9 Of Mag, 1989, No. 29580. AN ORDINANCE to amend and reordain certain sections of the 1988-89 General Fund Appropriations, and providing for an emergency. WHEREAS, for Government of the exist. the usual daily operation of the Municipal City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1988-89 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Parks, Recreation and Cultural Contributions - Cultural (1) ....................... $ 3,312,871 505,074 Fund Balance Reserved CMERP - City (2) .......................... 1) Julian Stanley Wise Foundation 2) Reserved CMERP - City (001-002-7220-3716) $ 45,000 (001-3323) (45,000) $ 426,618 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia May 22, 1989 Honorable Mayor and Members of Council Roanoke, Virginia Re: Request for Funds by the Julian S. Wise Foundation Dear Members of Council: I. BACKGROUND ae July 1985, Mayor Noel C. Taylor, in his State of the City address, recommended the establishment of a Rescue Hall of Fame and Museum honoring the volunteer rescue squads. Be November 1986, a local committee was appointed to determine the requirements of a facility--feasible sites, space needs, funding. Ce Center-In-The-Square was chosen to house the million, 3,600 square feet state-of-the-art exhibit. $1.8 De January 26, 1989, the City of Roanoke contracted with Whittaker Associates, Inc., in the amount of $5,000 to conduct a feasibility study to obtain local perceptions about the proposed project and to determine level of local financial support. II. CURRENT SITUATION ae State funds in the amount of $500,000 have been approved by the General Assembly to assist in construction of the Rescue Squad Museum. The Whittaker Associates, Inc., feasibility study concluded in brief that the Julian Stanley Wise Foundation should continue with its current direction to conduct a capital contribution campaign. Ce Three-fourths of the seventy-five (75) individuals interviewed felt that major financial support will have to be found outside the Valley; however, they felt the $1.8 million goal is achievable with the $500,000 matching state funds. The Julian Stanley Wise Foundation Board of Directors has concluded that a full-blown fund-raising effort is appropriate and requests the City to donate $50,000. Request for Funds by the Julian S. Wise Foundation Page 2 III. ISSUES A. Preservation of Community Heritage B. Funding IV. ALTERNATIVES City of Roanoke approve request for $50,000 from the Julian Stanley Wise Foundation for a rescue Squad Museum. 1. Community Heritage will be addressed. Fundin~ - an additional $45,000 is needed to meet the request for a $50,000 donation from the City. City of Roanoke deny the request for a $50,000 contribution to the Stanley Wise Foundation for a Rescue Squad Museum. 1. Community Heritage would not be addressed. 2. Funding would not be an issue. V. RECOMMENDATION City of Roanoke donate a total of $50,000 to the Julian Stanley Wise Foundation to include the $5,000 previously appropriated for the Whittaker Associates, Inc., to conduct the feasibility study. ADDroDriate $45,000 from the Capital Maintenance and Equipment Replacement Pro~ram to an account established by the Director of Finance. WRH:WBR/tfk Respectfully submitted, City Manager cc: Director, Administration and Public Safety Director of Finance City Attorney Manager, Management and Budget Manager, Emergency Services Office of the City Clerk May 24. 1989 File #184 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29582 establishing the rate of reimbursement per mile to be paid to officers and employees of the City for use of privately owned personal motor vehicles on City business at twenty-four cents per mile for the first 15,000 miles of such travel in each fiscal year and eleven cents per mile for each additional mile over 15,000 miles in such fiscal year. effective July 1, 1989, which Resolution No. 29582 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, /f~~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. Mr. Ms. Mr. Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance Deborah J. Moses, Chief of Billings and Collections William M. Brogan, Municipal Auditor Mr. Von W. Moody, III, Director of Real Estate Valuation Mr. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Mr. James D. Ritchieo Director of Human Resources Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Kenneth S. Cronino ~anagero Personnel Management Room 456 Municipal Building 215 Church Avenue SW Roanoke, 'virginia 2481 t (703) 98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd dag of Mag, 1989. No. 29582. VIRGINIA, A RESOLUTION establishing the rate of reimbursement per mile to be paid to officers and employees of the City for use of pri- vately owned personal motor vehicles on City business; and pro- viding for an effective date. WHEREAS, the City Council is required by S2-35, Code of the City of Roanoke (1979), as amended, to establish, from time to time, a rate of reimbursement per mile to be paid to officers and employees of the City for the use of privately owned personal motor vehicles on City business; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. On and after July 1, 1989, the rate of reimbursement per mile to be paid to officers and employees of the City for the use of privately owned personal motor vehicles on City busiuess is hereby established at the rate of twenty-four cents ($0.24) per mile for the first 15,000 miles of such travel in each fiscal year and eleven cents ($0.11) per mile for each additional mile over 15,000 miles in such fiscal year. 2. This resolution shall be in full force and effect on and after July 1, 1989. ATTEST: City Clerk. Roanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Subject: Automobile Mileage Reimbursement Dear Members of City Council: I. Background: Ae Mileage reimbursement at the rate of .225¢ per mile for the first 15,000 miles and .11~ per mile for additional travel per fiscal year has been made to City employees utilizing their personal automobiles in the performance of City business. This rate was established on July 1, 1988. Be Mileage reimbursement rates paid b~ the Commonwealth have been increased by action of the 1989 General Assembly establishing the following rates: 1. .24¢ per mile for the first 15,000 miles. 2. .11¢ per mile for additional miles of such use in a fiscal year. C. Effective date is July 1, 1989, relative to mileage reimbursement. De Internal Revenue Service permitted the same mileage rates to be uti- lized in determining deductible costs for business use of personal cars for calendar year 1988. II. Current Situation: Cit~ Council Resolution No. 29178, adopted June 27, 1988, needs to be amended at this time in order to permit the new reimbursement rates to be paid. Honorable Mayor and Members of City Council Page 2 III. Issues: Equity of reimbursement - Costs for owning and operating an automobile have been recently determined to be between 20~ and 35¢ per mile, depending upon the cost of the automobile and the annual mileage dri- ven. The Internal Revenue Service allowable mileage cost and the new State reimbursement rate of .24~ per mile for the first 15,000 miles and .11~ per mile thereafter, on a fiscal year basis, appear to be an equitable rate for reimbursement based on the average of the variable costs of automobile ownership and operation. B. Legal - Compliance with State Code. C. Cost IV. Alternatives: Establish increased mileage reimbursement rate at .24~ per mile for the first 15,000 miles, .11¢ per mile for all additional miles in the fiscal year, effective upon passage of City Council, for all City employees authorized to receive mileage reimbursement for business use of their personal automobile. Equity of Reimbursement - This alternative would provide an equitable rate of reimbursement for business use of personal auto- mobiles. Legal - This alternative would comply with the Code of Virginia with respect to those employees to whom the State makes mileage reimbursement payments. This alternative will also permit the City to receive reimbursement from the State in those instances where the City makes the mileage reimbursement payment and that cost is shared by the State. 3. Cost: Fiscal Year 1989-90 - Sufficient funds are available in the Fiscal Year 1989-90 budget to pay the higher reimbursement rate. Honorable Mayor and Members of City Council Page 3 B. Do not establish an increased mileage reimbursement rate. Equity of Reimbursement - for business use of personal automobiles would not exist. The cost to the individual utilizing their per- sonal automobile for business would be significantly higher than the amount being reimbursed by the City. Legal - The City would not be complying with the Code of Virginia with respect to mileage reimbursements required to be made to cer- tain City employees (courts, election officers, probation offi- cers, social service workers, etc.). 3. Cost - This would not be an issue. V. Recommendation: It is recommended that City Council concur in Alternative "A" and adopt the appropriate resolution which: A. Establishes the increased mileage reimbursement rates; and B. Establishes an effective date of July 1, 1989. WRH:DHD:mds cc: City Attorney Director of Finance Respectfully submitted, W. Robert Herbert City Manager May 22, 1989 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Monthly Financial Report Attached is a copy of the financial report for the month of April, 1989. JMS/kp GF/~RAL FUND CONTINGENCY BALA~C~ AS OF APRIL 30, 1989 General Contingency: Balance July 1, 1988 Economic Development Economic Development Economic Development Social Services Health Department Health Department Contributions Social Services Jail Finance City Manager Economic Development Building Maintenance Economic Development City Manager Emergency Services Residual Fringes TAP State Reimbursement Municipal Auditing Engineering Commonwealth Attorney City Manager Grounds Maintenance Clerk of Circui~ Court Building Maintenance Economic Development Emergency Med. Services Emergency Med. Services Emergency Med. Services City Council City Council City Attorney City Attorney J & D Court Economic Development Community Planning Clerk of Circuit Court Registrar Transfer to Capital Fund Foster Care Board of Equalization City Council City Council Advertising Advertising Trinkle Property Option Local Match Equipment Equipment Christmas Decorations Local Match Local Match Equipment Subsidy to VWCC Supplies Building Remodeling Trinkle Building Expenses PTI Professional Services NOAA Wire Service BC/BS Transitional Living Center Jail Pods Independent Audit Soil Survey Local Salary Match Strategic Planning Equipment Rental Management Services Buena Vista Rec. Center Property Appraisals EMS Task Force EMS Task Force EMS Task Force Operating Expenditures Operating Expenditures Membership Dues Fees for Prof. Services Shelving Travel Expenses Training Insurance Operating Expenses Autumn Lane Houses Foster Care Answering System Operating Expenses Operating Expenses 412,097 1,700 4,667 3,000 16,344 4,495 1,847 25,000 6,402 1,200 1,786 1,567 3,000 1,805 1,975 4,540 4,097 26,950 17,847 24,000 8,000 8,500 5,688 3,535 5,000 5,000 2,500 5,000 5,000 5,000 1,996 5,000 5,000 1,800 5,000 80) 5,000) 1,400) 1,175) 32,000) 60,000) 5,425) 308) 5,0o0) 5,0OO) 1 GENERAL FUND CONTINGENCY BALANCE (Continued) AS OF APRIL 30, 1989 Parks and Recreation City Manager City Council City Manager Management & Budget City Manager Fencing Postage for Annual Report Consolidation Meetings Strategic Planning Cable TV Consultant Printing Annual Report $( 5,000) ( 5,000) ( 5,000) ( 3,875) ( 5,000) (13,665) $ 82,928 Maintenance of Fixed Assets Contingency: Balance July 1, 1988 Building Maintenance Building Maintenance Building Maintenance Stadium Seats Various Bldg. Renovations Various Bldg. Renovations $ 200,000 (16,660) (95,459) (87,881) -0- Equipment Replacement Contingency: Balance July 1, 1988 School Board Grounds Maintenance City Treasurer Commissioner of Revenue Billings & Collections Billings & Collections Community Planning Come, unity Planning Emergency Med. Services Emergency Med. Services Municipal Parking Garage Grounds Maintenance Fire Operations Street Maintenance Police Patrol Fire Operations Police Investigation Buses Tractor Personal Co~puters Computer Printer Equipment Equipment Personal Computers Personal Computers Communications Equipment Communications Equipment Sweeper Vehicles Vehicle Equipment Vehicles Vehicles Vehicles $ 750,000 (150,000 4,870 2,500 3,336 14,900 12,706 4,002 4,002 2,060 5,000 14,106 93,160 (172,107 ( 31,749 (133,126 ( 15,082 (84,595) 2r699 Total Contingency Balance } 85~627 2 CITY OF ROANOKE GENERAL FUND STA~'EMEN~ OF REVENUE ~enersl Propert~ Taxes Other Local Taxes Permits Fees and Licenses Fines and Forfeitures Revenue Fr~m Use of Money & Property Education Srants-in-Aid C~monwealth ~rants-in-Aid Federal ~overn~nt Charges for Current Services Non-Revenue Receipts Internal Services Total Jul[ 1-~X. ~0 Jul! 1-~m-. 30 1987-88 1988-89 $ 28,933,433 $ 31,199,821 7.83% $ 40,962,775 76.17% 23,916,748 25,577,718 6.94% 32,867,964 77.82% 404,774 383,563 (5.24%) 428,500 89.51% 466,602 598,183 28.20% 497,000 120.36% 964,221 967,053 0.29% 1,200,500 23,915,746 24,596,759 2.85% 30,665,130 15,113,013 16,452,711 8.86% 22,015,932 245,520 927,012 277.57% 27,000 1,553,123 1,687,781 8.67% 1,781,788 525,630 380,255 (27.66%) 603,856 1.267,195 1,109,157 (12.47%) 1,494,300 6.76% $132.544.745 $ 97,306.005 ~103,880f013 80.55% 80.21% 74.73% 94.72% 62.97% 74.2~% 78.37% 3 CITY OF ROANOKE, VIRGINIA GENERAL FUND STA~ENEN~ OF EXPENDITURES AND ENCUMBRANCES General ~overr~aent Judicial ~.~ -~ stration Public Safety Public Works Health and Wolf are Parks, Recreation & Cultural Co~mmity Development Education Debt Service Won-~epartmental Total Year to O~te f~ tl~ l~sri~d $ 5,916,591 $ 6,549,491 10.70% $ 1,360,031 $ 7,909,522 82.81% 2,183,261 2,287,516 4.78% 576,110 2,863,626 79.88% 18,452,419 19,935,748 8.04% 4,188,693 24,124,441 82.64% 14,158,546 15,650,818 10.54% 3,102,117 18,752,935 83.46% 8,643,630 9,291,454 7.49% 2,322,581 11,614,035 80.00% 2,520,40~ 2,724,775 8.11% 575,396 3,300,171 82.56% 841,650 954,609 13.42% 206,884 1,161,493 82.19% 44,717,960 47,124,675 5.38% 11,496,848 58,621,523 80.39% 7,648,146 7,595,643 (0.69%) 349,415 7,945,058 95.60% 947,933 2,921~828 208.23% 796,804 3,718,632 78.57% $106,030.536 S115,036,557 8.49% $ 24,974.879 S140~011,436 82.1(~ CAPITAL PROJECTS FSND STATEMENT OF EXPENDITURES, ENCUMBRANCES AND UNENCUMBERED APPROPRIATIONS SUI~ARY AS OF APRIL 30, 1989 General Gevermnent $ 1,831,006 $ 824,742 Education 819,365 6,065,321 Recreation 813,292 400,000 Streets and Bridges 2,351,934 2,638,750 Sanitation Projects 6,068,395 992,599 Traffic Eng. & C~unication 1,242,625 74,000 Other Infrastructure Projects 272,014 357,970 Capital Im~rov~aont Reserve 2.969.073 3,514,053 Tota/ Capital Projects Fond $16.367.704 $14,867.435 to Ibta P~]-,~e 0utstamlim3 P~l~ $ 2,655,748 $ 1,524,886 $ 1,130,862 $ 534,790 $ 596,072 6,884,686 2,309,053 4,575,633 4,575,633 1,213,292 792,920 420,372 19,745 400,627 4,990,684 2,566,635 2,424,049 1,753,974 670,075 7,060,994 5,476,800 1,584,194 895,999 688,195 1,316,625 722,513 594,112 30,2~0 563,892 629,984 292,805 337,179 127,311 209,868 6.483.126 6,483,126 6.483.126 S31.235.139 $13,685.612 $17,549.527 $3.362,039 $14,187,4~0 CITY OF ROANOKE WATER FUND COMPARATI%rE INCOME STATEMENT FOR THE 10 MONTHS ENDED APRIL 30, 1989 Operating Revenue: Commercial Sales Domestic Sales Industrial Sales Town of Vinton Roanoke County Customer Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services General Expenses Pumping Stations and Tanks Purification Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Rents Miscellaneous Bad Debt Collections Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses 1989 $ 879,044 1,218,644 87,984 53,884 845,865 343r618 3f429t039 669,185 986,328 322,671 175~788 2r153~972 1,275,067 558t894 716t173 158,966 4,025 810 2~028 165~829 882,002 15~222 15~222 1988 $ 841,067 1,227,609 95,739 39,707 981,105 334~978 3~520~205 635,770 1,025,050 337,358 155~079 2~153~257 1,366,948 511~637 855~311 110,984 4,688 701 4~880 121~253 976,564 23~056 23~056 Net Income ~ 866~780 $ 953{508 6 WATER FUND CONTI~/~D Capital Outlay Not Included in Operating Expenses: Project Water - New Service, Hyd., Lines Water - Unidentified Plant Replacement Water - Fire Hydrants Water Maintenance - Painting 12 Line Airport Road - Phase II FC Plans & Specs CC Security/Concession Replacement FY86 Project Design Chip Drive NE @ RCIT Glade View Drive NE Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 464,567 114,096 19,958 11,883 16,295 41,450 99,979 12,103 5,550 2~775 788,656 12~103 ~ 776~553 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. 7 CITY OF ROANOKE SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 10 MONTHS ENDED APRIL 30, 1989 Operating Revenue: Sewage Charges - City Sewage Charges - County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Administrative and Operating Expenses Total Operating EXP. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income (Loss) Add: Non-Operating Income Flood Damage Reimbursement Interest on Investments Miscellaneous Bad Debt Collections Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses 1989 $3,227,477 521,028 199,193 684,286 41,026 83,947 14,380 4,771,337 1,033,617 3,261,205 4,294,822 476,515 756r405 ( 279,890) 209,424 189,105 22,821 2,021 423,371 143,481 85~575 85,575 1988 $3,210,907 563,979 118,796 773,465 38,255 107,811 8,746 4~891,959 968,389 2,950,147 3,918,536 973,423 745,533 227,890 227,709 11,977 5,418 245,104 472,994 101,031 101,031 Net Income ~ 57f906 8 SEWAGE T~EATMENT FL"ND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Unidentified Construction Other Equipment Construction ~ Other S.T.P. Flood Relief Williamson Road West Sewer Project FY86 Projects Design Mud Lick Sewer - Land Purchase S.T.P. Land Acquisition Williamson Road East Sewer Ph. I, Cont. II Blue Hills Dr. Ext. @ RCIT Fine Mesh Screens Williamson Road Storm Drain Ph. 2, Cont. IIA Norwood Sanitary Sewer Replacement Williamson Road Storm Drain Ph. 2, Cont. IIB Chip Drive, NE @ RCIT Glade View Drive NE Mud Lick Sanitation Sewer Replacment Ph. II Wmsn. Road Storm Drain Ph. 2, Cont. IIC Year to Date Expenditures $ 145,170 8,280 20,120 294,556 45,900 24,112 804,822 19,662 380,994 23,943 51,141 419,182 164,278 342,523 4,875 5,175 321,251 81~001 Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures 3,156,985 1~912~797 lr244f188 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. ROANOKE REGIONAL AIRPORT CO~{IBSION CO~PARATIv~ INCOME STATEMENT FOR THE 10 MONTHS ENDED APRIL 30, 1989 Operating Revenue: Landing Fees Building and Equipment Rentals Terminal Building Rentals Other Property Rentals Advertising Commissions Fuel and Oil Sales Commissions Miscellaneous Fees Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating EXP. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Total Non-Operating Income Income Before Non-Operating Expense Less: Non-Operating Expense Interest Expense Total Non-operating Expense Net Income 1989 $ 360,086 130,801 163,097 24,572 19,882 1,300,850 29,890 46~803 2~075~981 405,126 1~049~268 1~454r394 621,587 442~560 179~027 161~265 161~265 340,292 88~469 88r469 251~823 1988 318,726 143,348 168,650 23,646 19,060 1,234,524 32,967 19~838 1~960r759 360,901 945~635 1~306~536 654,223 483r528 170~695 124~246 124r246 294,941 91~814 91~814 203~127 10 ROANOKE REGIONAL AIRPORT CO~ISSION CO~ISSION Capital Outlay Not Included in Operating Expenses: Project Other Equipment Paint Hangars Overlay GA & TW Unidentified Construction Repaint R/W & T/W Markings Roof Repairs - Replacement Runway Extension #23 New Terminal Building Noise Protection and Soundproofing Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date ~xpenditures $ 18,089 38,307 31,484 49,790 1,926 100 275,007 17,835,683 40~487 18,290,873 6~968~085 $11~322~788 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. 11 CITY OF ROANOKE CIVIC CENTER FtFND COMPARATIVE INCOME STATE~E~ FOR THE 10 MONTHS ENDED APRIL 30, 1989 Operating Revenue: Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Total Operating Revenue Less: Operating Exp. Before Depreciation Administrative: Personal Services Utilities and Cormnunications Administrative Expenses Promotional Expenses: Personal Services Services and Charges Total Operating Exp. Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Supplement from General Fund Interest on Investments Miscellaneous Total Non-Operating Income 1989 $ 332,879 40,283 111,234 2,663 101,525 74~448 663r032 445,966 332,730 465,757 66,447 5,556 1,316~456 653,424) 269~109 922,533) 586,340 34,147 3f175 623r662 1988 330,624 84,645 125,405 2,605 114,893 89,637 747,809 419,865 279,492 494,665 64,351 9,573 1~267,946 520,137) 241,030 761~167) 536,340 37,430 8,959 582~729 Net (Loss) 298,871) S/ 78,43s) 12 CIVIC CENTER FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Pro~ect Other Equipment Steps on Terrace and Handicap Ramp Trade & Convention Center Study Year to Date Expenditures 95,599 23,916 40~000 Total Project Expenditure Less Prior Year Expenditure Total Current Year Expenditures 159,515 15~726 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. 13 CITY OF ROANOKE INTERNAL SERVICE FUND COMPARATIVE INCOME STATEMENT FOR THE 10 MONTHS F/~)ED APRIL 30, 1989 Operating Revenue: Charges for Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Total Non-Operating Income Net Income 1989 $5~179~310 5~179~310 3,090,109 1~428~477 4~518~586 660,724 515~027 145~697 78~396 78~396 $ 224~093 1988 $4~939~370 4~939~370 2,958,923 1~520~166 4~479~089 460,281 370~090 90~191 55~250 55~250 $ 145~441 14 INTERNAL SERVICE FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Pro~ect Mgr. Services - Furniture and Equipment Mgt. Services - Other Equipment CIS - Other Equipment MVM - Furniture and Equipment MVM - Vehicle Equipment MVM - Other Equipment ULS - Furniture and Equipment ULS - Vehicle Equipment ULS - Other Equipment ULS - Land Purchase Year to Date Expenditures $ 2,070 20,666 75,526 942 28,727 10,112 546 54,051 55,810 5r796 Total 15 CITY TREASURER'S OFFICE GENERAL STATEHENT OF ACCOUNTABILITY FCC M0NTH ENDED APRIL 20~ !929 TO THE DIRECTOR OF FINANCE DENEQAL 5TATENENT DF ACCOUNTABILITY DF THE CITY TREASURER OF THE CITY OF ROANOKE, UIRGINIA FOR THE FUNDS OF SAID CITY THE MONTH ENDED APDIL lO, 1989. FUND BALANCE AT DECEIPTS DISBURSEHENTS BALANCE ~T BALANCE AT NAD 91, 1989 APR OD, 1989 APR 80, 1988 ~ENERAL $8,009,268.60 $18,880,427.85 $10,531,812.77 $10,857,883.68 $7,735,889.99 CAPITAL $16,545,291.23 $2,205,388.77 $679,165.58 $18,071,508.48 $18,989,459.40 DEBT SERUICE $089,784.62 $571,656.68 $§67,208.00 $594,128.30 $431,378.85 WATER $8,191,930.24 $398,553.78 $253,871.83 $2~336~61229 $2,121,711.13 SEWAGE ?DEATHEMT $8,§29,802.94 $989,349.89 $1,034,858.00 $2,484,79483 $3,504,51263 AIRPORT $8,378,841.88 $854,519.36 $658,135.80 $3,275,~2~.44 $I,762,954.66 CIUIC CENTED $168,754.48 $618,699.14 $170,773.27 $616,62D.35 $743,36050 INTERNAL SERVICE $1,388,94819 S819,D39.28 $534,415.20 $1,374,366 27 $738,625.26 PAYgDLL ($1,698,091.002 $4,312,1D5.97 $6,998,792.22 ($4,378,727.85) ($3,701,465.192 PUBLIC ASSISTANCE ($312,706.952 $381,334.11 $332,558.57 ($323,931.412 ($856,0§7.54) FIFTH DIST CONSORTIUM $154,g12.54 $49,757.22 $126,077.40 $78,59E.36 $23,173.60 GRANT PROG~AHS ($1,624,080.522 $822,2AB.1~ $339,884.77 ($1,201,717.202 ($198,529.352 TOTAL $251822,600.35 $30,189,924.14 $82,227,049.01 $33,785,475.48 $81,894,487.94 CERTIFICATE I HEREBY CERTIFY THAT THE FODEGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, UIgGINIA, FOR THE FUN05 OF THE UARIOU5 ACCOUNT5 THEREOF FOR THE HONTH ENOING APRIL 80, 1929 THAT SAIO FO~EGDIHG: CERTIFICATES CASH OF DEPOSITS CASH IN HANO CASH IN BANk INVESTMENT5 ACaUIREO FROM COMPETITIUE PROPOSALS: CENTDAL FIOELITY COLONIAL ANERICAN NATIONAL BANK CO~EAST 5AUINGS BANK CRESTAR BANk OOHINION BANK SIGNET BANK SOU~AN DANK UNITED STATES 5ECUDITIES TOTALS $356,695.35 $356,695.8~ ($871~2~9.872 ($271,219.87) S6,000,000.00 $6,000,000.00 $6,000,000.00 $B,O00,O00.O0 $8,000,000.00 $4,700,000.00 $4,700,000.80 $6,000,000.00 $2,000,000.00 $9,000,000.00 TOTAL5 $85,47S.48 $26,000,000.00 $7,700,000.00 $33,78§,472.48 DATE: HAY 17~ I989 ~~ R~ANOkE C1TY TREASURE)~ r 16 CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 10 MONTHS ENDED APRIL 30, 1989 City's Contributions Investment Income Gain on Sale of Investments Income from Bond Discount Amortization Total Revenue 1989 $ 3,869,977 3,752,153 918,095 194~858 $ 8~735~083 1988 $ 3,873,653 3,338,003 550,370 216~487 $ 7~9___78~513 EXPENSES Pension Payments Commissions Active Service Death Benefit Expense from Bond Premium Amortization Insurance Expense Administrative Expense Total Expenses Net Income Year to Date $ 3,735,457 314,717 24,374 215,329 108~768 4~398~645 $ 4,336~438 $ 3,405,434 204,568 9,546 223,357 4,709 111~153 3{958~767 $ 4~019~746 17 CITY OF ROANOKE PENSION PLAN BALANCE S~4RF. T AS OF APRIL 30, 1989 ASSETS Cash Investments: (market value - 1989 $98,744,745 and 1988 $86,719,241) Prepaid Expenses Total Assets 1989 $ 412 90,961,988 $90~962~400 1988 14,622 83,518,338 471 $83r533~431 LIABILITIES AND FUND BALANCE Fund Balance, July 1 Net Income Year to Date Fund Balance Total Liabilities and Fund Balance $86,625,962 4~336~438 90~962~400 9__.o,962,4oo $79,513,685 4~019~746 83~533~431 $83~533t431 18 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd dag of May, 2989. No. 29583. AN ORDINANCE to amend and reordain certain sections of the 1988-89 General and Internal Service Funds 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 1988-89 General and Internal Service Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund- Appropriations City Clerk (1)... City Manager (2).~]~]~]~~]]~[~] City Attorney (3) ................................. Commissioner of Revenue ( Treasurer ............ !iiiiiiii iiiiii iiiiii Real Estate Valuation (6) ......................... General Services (7) .............................. Municipal Auditor (8) ............................. Director of Administration and Public Safety (9).. Personnel Management (10) ......................... Director of Human Resources (11) ................. Registrar (12) ................................... Circuit Court (13) .............................. Clerk of Circuit Court (14) .................... Law Library (15) ............................... Commonwealth Attorney (16) ..................... Police Investigation (17) ..................... Police Patrol (18) ............................. Police Services (19) ........... Fire Administration (20) ........ Fire Operations (21) ............ Fire Training & Safety (22) ..... $ 238,807 454,583 476,429 727,507 648,199 630,054 516,986 406,416 97,556 490,770 130,783 198,126 136,704 752 555 134 402 520 827 1,780 600 5,164 751 1,427 547 221 694 8,163.741 87~602 Building Inspections (23) ....................... Emergency Services (24) ....................... Animal Control (25) ........................... Street Maintenance (26) ..................... Communications (27) ......................... Signals and Alarms (28) ..................... Refuse Collection (29) ........................ Custodial Services (30) ....................... Engineering (31) .............................. Grounds Maintenance (32) ..... Social Services - Administrati~'i~i ............ .......... Food Stamp Authorization (34) .................. Income Maintenance (35) ...................... Social Services - Services (36) .............. Employment Services (37) ................... Nursing Home (38) .......................... Parks and Recreation (39) .................. Libraries (40) ............................... Community Planning (41) ........................ Economic Development & Grants (42) ............. Community Education (43) ........................ Personnel Lapse (44) ............................. .. $ Revenue Commissioner of Revenue (45) ....................... Treasurer (46) ..................................... Commonwealth Attorney (47) ......................... PA Administration and Staff Development (48) ....... Food Stamp Authorization (49) ...................... Employment Services (50) ........................... 642.745 259274 205 371 2,870 582 1,465 500 743 590 3,640 119 839 579 1,071 725 2,887 060 773 652 403 007 2,450 782 4,240 695 445 136 1,141,404 1,237,255 1,592,521 286,082 278,647 34,499 0 206,156 241,779 394,066 3,189,797 348,082 399,035 Internal Service Fund Appropriations City Information Systems (51) ...................... $ 1,929,731 Materials Control (52) ............................. 144,793 Utility Line Services (53) ......................... 2,618,103 Motor Vehicle Maintenance (54) ..................... 1,703,179 Personnel Lapse (55) ............................... 0 1) Regular Employee Salaries (001-001-1120-1002) 2) Regular Employee Salaries (001-002-1211-1002) 3) Regular Employee Salaries (001-003-1220-1002) 4) Regular Employee Salaries (001-022-1233-1002) 5) Regular Employee Salaries (001-020-1234-1002) 700 1,650 5,000) 3,900) 8,000) 6) Regular Employee Salaries 7) Regular Employee Salaries 8) Regular Employee Salaries 9) Regular Employee Salaries 10 Regular Employee Salaries 11 Regular Employee Salaries 12 Regular Employee Salaries 13 Regular Employee Salaries 14 Regular Employee Salaries 15 Regular Employee Salaries 16 Regular Employee Salaries 17) Regular EmDloyee Salaries 18) Regular Employee Salaries 19) Regular Employee Salaries 20) Regular Employee Salaries 21) Regular Employee Salaries 22) Regular Employee Salaries 23) Regular Employee Salaries 24) Regular Employee Salaries 25) Regular Employee Salaries 26 Regular Employee Salaries 27 Regular Employee Salaries 28 Regular Employee Salaries 29 Regular Employee Salaries 30 Regular Employee Salaries 31 Regular Employee Salaries 32 Regular Employee Salaries 001-022-1235-1002) 001-050-1237-1002) 001-005-1240-1002) 001-050-1260-1002) 001-050-1261-1002) 001-054-1270-1002) 001-010-1310-1002) 001-072-2110-1002) 001-028-2111-1002) 001-054-2150-1002) 001-026-2210-1002) 001-050-3112-1002) 001-050-3113-1002) 001-050-3114-1002) 001-050-3211-1002) 001-050-3213-1002) 001-050-3214-1002) 001-052-3410-1002) 001-050-3520-1002) 001-050-3530-1002) 001-052-4110-1002) 001-052-4130-1002) 001-052-4160-1002) 001-052-4210-1002) 001'052-4220-1002) 001-052-4310-1002) 001-050-4340-1002) $ 690 ( 1,300) 350 350 14,000) 325) 145 1,925) 150 6,100 6,000) 13,735) 62,890) 6,400) 10,500) 43,000) 3,000) 3,700) 125) 13,000) 4,000) 17,000) 1,600 ( 30,000) ( 10,000) (10,000) ( 25,000) 33) Regular Employee Salaries 34) Regular Employee Salaries 35) Regular Employee Salaries 36) Regular Employee Salaries 37) Regular Employee Salaries 38 Regular Employee Salaries 39 Regular Employee Salaries 40 Regular Employee Salaries 41 Regular Employee Salaries 42 Regular Employee Salaries 43 Regular Employee Salaries 44) Personnel Lapse 45) Commissioner of Revenue 46) Treasurer 47) Commonwealth Attorney 48) PA Admin. & Staff Devel. 49) Food Stamp Authorization 50) Employment Services 51) Regular Employee Salaries 52) Regular Employee Salaries 53) Regular Employee Salaries ( 54) Regular Employee 001-054-5311-1002 001-054-5312-1002 001-054-5313-1002 001-054-5314-1002 001-054-5316-1002 001-054-5340-1002 001-050-7110-1002 001-054-7310-1002 001-052-8110-1002 001-002-8120-1002 001-054-8170-1002 001-002-9410-1090 001-020-1234-0612) 001-020-1234-0613) 001-020-1234-0610) 001-020-1234-0676) 001-020-1234-0677) 001-020-1234-0681) 006-050-1601-1002) 006-050-1613-1002) 006-056-2625-1002) Salaries (006-052-2641-1002) 55) Personnel Lapse (006-002-9411-1090) $( ( ( 3,400) 18,500) 8,400) (35,OOO) 21,000) 1,600) 6,500 5,000) 6,800 225 25O 275,000 1,950) 4,000) 6,000) 37,440) 14,800) 21,000) 15,000) 5,000) 25,000) 5,000) 50,000 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. CITY OF ROANOKE, VA* ~!? -~ May 22, 1989 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Personnel Lapse requested Office. The attached budget ordinance adjusts salary budgets as by the accompanying report from the City Manager's JMS/kp Attachments CITY OF ROANOKE, VIRGINIA Interdepartment Communication DATE: TO: FROM: SUBJECT: May 10, lg8g Joel M. Schlanger, Director of Finance Earl B. Reynolds, Jr., Assistant City Manager Personnel Lapse Report - Final Report Attached is the personnel lapse report representing available salary lapse which has been calculated through May 10, 1989, and is a com- bination of residual lapse of the past three (3) quarters including beginning balance, less adjustments. This report, as prepared by the Office of Management and Budget, recommends the following: General Fund Balance Recommended Lapse Adjustment Amount to be Realized $275,000 -275~000 Internal' Service Balance Recommended Lapse Adjustment Amount to be Realized $ 50,000 -50~000 $ Recommended transfers attached for the final report balances these accounts in both General and Internal Service Funds. EBR:DHD:mds Attachment RECOI~ENDEB PERSB'~EL LAPSE - FII~L FY 1908-90 AGENCY/ ORGANIZATION N~BER 0011110 0011120 0021211 0021212 0031220 0041231 0041232 0221233 020i234 0221235 0501237 0051240 0561250 0501260 0501261 0541270 0521290 OlOi3lO 0722110 0282111 0242140 0542150 0262210 0503111 0503112 0503113 0503114 0503115 0503211 0503212 0503213 0503214 0243310 0543320 0543330 0543350 0543360 0523410 0503520 0503530 052411O 0524130 0524160 0524210 0524220 0524310 0524330 ORGA~IZATI ON ENDING NLIqDER DEPARI~B~fi' NAME QUARTER REC~ENOED LAPSE REVENUE ADJUS~II~ENT 0011110 CITY COONCIL 0,00 0011120 CITY CLERK -700,00 0021211 CITY MAt~GER -1650.00 002]2]2 HAIV~GEqBfI' & BUDGET 0,00 0031220 CITY A1TO~EY 5000,00 0041231 FINAJdCE 0.00 0041232 BILLINGS & COLLECTIONS 0.00 0221233 COI~]GSIONER OF REVENUE 3900,00 0201234 TREASURER 8000.00 0221235 REAL ESTATE ~LUATION -690.00 0501237 GENERAL SERVICES 1300,00 0051240 MONICIPAL AUDITOR -350.00 0561250 DIRECTOR,UTIL.& OPERATIONS 0,00 0501260 OIRECTOR,A~,& PUBLIC ~FE'Ff -350.00 0501261 PERSOI~EL~N~GENENT 14000.00 0541270 OlRE~OR~HII~I~I RESOURCES 325,00 0521280 OIRECTOR,PUBLIC WORKS 0,00 0101310 REGISTRAR -145,00 0722110 CIRCUIT COURT 1925,00 0282111 CLERK,CIRCUIT COURT -150.00 0242140 SHERIFF O,O0 0542i50 t.~ LIBRARY -6iO0.OO 0262210 C~EALTH AI'rO~EY 6000.00 0503111 POLICE~INISTRATION 0.00 0503112 POLICE-INVESTIGATION 13735.00 0503113 POLICE-PATROL 62890.00 0503114 POLICE-SERVICES 6400,00 0503115 POLICE-TRAINING 0.00 0503211 FIRE AOHINISTRATION 10500.00 0503212 FIRE TECONICAL SERVICES 0.00 0503213 FIRE OPERATIONS 43000,00 0503214 FIRE TRAIN]N6 & ~FETY 3000,00 0243310 JAIL 0.00 0543320 JUVENILE OETB~I'ION HONE O,OO 0543330 OUTREACH DETB~I'ION 0,00 0543350 JUVENILE PROgATION ROUSE 0.00 0543360 CRISIS INTERVENTION CENTER O.OO 0523410 BUILDING INSPECTIONS 3700,00 0503520 ENERGENCY SERVICES 125,00 0503530 AHI~L CONTROL 13000.00 0524110 STREET MA]NTB~W4CE 4000.00 0524130 CO~IONIEATIONS 17000.00 0524160 S]ONALS & ALAMO -1600.00 0524210 REFUSE COLLECTION 30000,00 0524220 CUSTODIAL SERVICES iOOOO,O0 0524310 ENGINEERING I0000.00 0524330 DUILOIN6 ~]NTB~V~HCE 0.00 -1950,00 -4000o00 0.00 -6000.06 0,00 0504340 05453~1 05453~2 0545313 0545314 0545316 0545340 0507110 0547310 0028~]0 0028120 0028123 0548170 0504340 0545311 0545312 0545313 05453~4 0545316 0545340 0507110 0547310 0028110 0028120 0028]23 0548170 GROOMDSMAINTB~VqCE SOCIAL SERVICES-AOM. FO00 STAMP AUTHORIZATIOM SOCIAL SERVICES-INCOME MAINT SOCIAL SERVICES-SERVICES SOCIAL SERVICES-~P.GERVICES NURSING HOME PARKS & RECREATIOM LIBRARIES CCtt4OMITY PL~I,~41NG ECONOMIC DEV.& GRANTS GRANTS COMPLIANCE COFtIOM]TY EDUCATIOM 25000.00 3400.00 -2720.00 18500.00 -14800.00 8400.00 -6720.00 35000.00 -28000.00 21000.00 -21000.00 1600.00 -6500.00 5000.00 -6BO0.O0 -225,00 0.00 -250.00 360190,00 -85190,00 0562160 0562165 0562170 0562i60 0562165 0562170 WATER FUND-OPERATING WATER FOMO-POMPING STATIOMS WATER FOMO-PURIFICATIOM 0,00 0,00 0.00 0,00 0.00 0563150 0563155 0563160 0563165 0563150 0563155 0563160 0563165 8EWA6E FOMD-OPERATIN6 SEI,,~A6E FOMD-I'~INTEI'~NCE SEWA6E FOMO-OPERATIOMS SELVAGE FOMO-LABORATORY 0,06 0.00 0,00 0,00 O.O0 O.OO 0502105 0502105 CIVIC CBf[ER FOMO-OPERATIN6 0.00 O,OO O,OO 050i601 050i6i3 00216i7 0562625 0522641 0501601 05016i3 0021617 0562625 052264! CITY INFOI~ATIOM SYSTEI'IS P~TERIALS CONTROL P~J~6WENT SERVICES UTIL]'I~ LINE SERVICES MOTOR VEHICLE~]NTENANCE 15000.00 5000.00 0.00 25000.00 5000.00 50000,00 0.00 410190.00 -85190.00 Office of the CiW Cler~ May 24, 1989 File #514 L. H. Sawyer Paving Company, 496 Glenmore Drive Salem, Virginia 24153 Ladies and Gentlemen: I am enclosing copy of Ord'inance No. 29585 accepting the bid of Virginia Asphalt Paving Company, Inc., for bituminous concrete overlays and pavement profiling of various streets within the City of Roanoke, in the total amount of $1,641,000.00, which Ordinance No. 29585 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described project. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. Room 456 Munlci~pal Builclincj 2t5 Church Avenue S.W Roanoke Virginia 2401 t (703) 981-2541 Office of r~e Ci~, Cier~ May 24, 1989 File #514 Virginia Asphalt Paving Company, P. O. Box 8395 Roanoke, Virginia 24014 [etc . Ladies and Gentlemen: [ am enclosing copy of Ordinance No. 29585 accepting your bid for bituminous concrete overlays and pavement profiling of various streets within the City of Roanoke, in the total amount of $1,641,000.00o which Ordinance No. 29585 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincere ly, '~ Mary F. Parker, CMC City Clerk MFP:ra Eno. pc: ~r. Mr. Mr. IV. Robert Herbert, City Manager William F. Clark, Director of Public Works Kit ~. Kiser, Director of Utilities and Operations Room 456 Municipal Building 2t5 Church Avenue SW Roanoke blrg*nia 240t I (703) 981-2541 Office of the City Cterk May 24, 1989 File #514 Adams Construction Company P. O. Box 12627 Roanoke, Virginia 24027 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29585 accepting the bid of Virginia Asphalt Paving Company~ Inc., for bituminous concrete overlays and pavement profiling of various streets within the City of Roanoke, in the total amount of $1,641,000.00, which Ordinance No. 29585 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described project. '-/~-X...~ ~.Sincerely' Mary F. Parker, CMC City Clerk MFP:ra Enc. Room 456 Municipal Buildin~ 215 Church A'~,~ue SW Roanoke ¥1rg~nia 2401 t (703) 981-2541 Office of the City Cler~ May 24, 1989 File #514 S. R. Draper Paving Company, Inc. 4742 Old Rocky Mount Road, S. W. Roanoke, Virginia 24014 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29585 accepting the bid of Virginia Asphalt Paving Company, Inc., for bituminous concrete overlays and pavement profiling of various streets within the City of Roanoke, in the total amount of $1,641,000.00, which Ordinance No. 29585 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22° 1989. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described project. Sincere ly, Mary F. Parker, CMC City Clerk MFP: ra Enc· Room 456 Municipal Building 215 Church Avenue, SW Roanoke, V~rg~nia 2401 t (703) 98'~-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of May, 1989. No. 29585. AN ORDINANCE accepting the bid of Virginia Asphalt Paving Co., Incorporated, for bituminous concrete overlays and pavement profiling of various streets within the City of Roanoke, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid of Virginia Asphalt Paving Co., Incorporated, in the total amount of $1,641,000.00, for bituminous concrete overlays and pavement profiling of various streets within the City of Roanoke, 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, as more particularly set forth in the report to this Council dated May 22, 1989. 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 suc- cessful 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 afore- said work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appre- ciation for such bid. 4. In order to provide for the usual daily operation of the municipal government, ordinance shall be in an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. Office of the City Clerk May 24, 1989 File #60-514 .Ur. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29584 amending and reor- daining certain sections of the 1988-89 General Fund Appropriations, in connection with award of a contract to Virginia Asphalt Paving Company, Inc., in the amount of $1,651,000.00, for bituminous concrete overlays and pavement pro- filing of various streets within the City, which Ordinance No. 29584 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, Mary F.~Parkero City Clerk MFP:ra EnCo pc: Mr. Mr. Mr. W. Robert Herbert, City Manager William F. Clark, Director of Public Works Kit B. Kiser, Director of Utilities and Operations Room 456 Munici~Jl Building 215 Church Av~que SW Roc~noke ~lrg~nia 24011 (703) 981-254~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of May, 1989. No. 29584. AN ORDINANCE to amend and reordain certain sections of the 1988-89 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 1988-89 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Public Works Street Paving (1) .................................. $19,753,935 1,994,656 Revenue Fines and Forfeitures Parking Tickets (2) ................................ Revenue from Use of Money and Property Interest on Investments (3) ........................ Grants-in-Aid Commonwealth Other Categorical Aid (4) .......................... Charges for Current Services Miscellaneous (5) .................................. $ 557,000 250,000 1,300,500 358,000 50,125,244 12,578,828 3,266,219 220,000 Fund Balance CMERP Unappropriated - City (6) .................... $ 496,596 1) Fees for Prof. Services 2) Parking Tickets 3) Interest Revenue (001-052-4120-2010) (001-020-1234-0410) (001-020-1234-0501) $ 1,001,000 60,000 100,000 4) Street Constr. (001-020-1234-0650) 5) Payment in Lieu of Taxes - RRHA (001-020-1234-0858) 6) CMERP - Unapprop. - City (001-3323) $ 276,000 45,000 ( 520,000) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Honorable Mayor and City Council Roanoke, Virginia Roanoke, Virginia May 22, 1989 Dear Members of Council: Subject: Bids for Bituminous Concrete Overlays and Pavement Profiling of Various Streets Within the City of Roanoke I. Back~round on the project includes: Bids were received by City Council at its May 15, 1989 meeting. These bids were publicly opened and read aloud for Bituminous Concrete Overlays and Pavement Profiling of Various Streets Within the City of Roanoke. Four (4) bids were received and referred to the bid committee for review and report back to Council. The low bid, in the amount of $1,285~436.60 was submitted by Virginia Asphalt Paving Co., Incorporated. Adding Alternate No. 1 (raising manholes), which was bid at $65,700.00, the total bid amounts to $1~351,136.60. City Council, at its October 1, 1979 meeting, directed the Administration to give "every consideration" to maintaining a 20-year paving cycle on City Streets. The 20-year paving cycle requires that 57 lane-miles be paved each year within the City of Roanoke. Co Funds totaling $650~000.00 in next fiscal year's (1989-90) Annual Paving Contract Account (No. 001-052-4120-2010) could be supplemented with funds in the amount of $481,000.00 from increased revenue estimates in this fiscal year (1988-89) as follows: $60~000.00 from Parking Tickets (001-04-020-1234- 0410), $100,00.00 from Interest on Investments (001-04-020- 1234-0501), $276~000.00 from Street Construction (001-04-020- 1234-0650), and $45~000.00 from Payment in Lieu of Taxes RRHA (001-04-020-1234-0858). Additionally, funds can be made available from the Capital Maintenance and Equipment Replacement Program from this fiscal year (1988-89) in the amount of $520,000.00. The revenue sources noted above total $1,651~000.00 and would provide a contract of $1~641~000.00 and a contingency of $10,000.00 for 53,970 tons of asphalt which would pave 98 lane- miles of streets, at prices contained in the low bid sh~ on Attachment II. Contract amount which will allow the City to pave 98 lane- miles is $299~863.40 more than the low bid total (including Alternate No. 1). The Engineering Department has increased Bituminous Concrete Overlays Page 2 the appropriate quantities, as bid on a unit price basis. Project specifications state that the City reserves the right to add to or to decrease by 35 percent the quantity of any category of item to be purchased without renegotiation of the unit prices. The number of streets throughout the City in need of repaving and the excellent unit price proposal by the low bidder suggest that it would be prudent to increase the contract award. II. Issues in order of importance are: A. Compliance of the bidders with the requirements of contract documents. B. Amount of the low bid. C. Funding for construction. D. Time of completion. III. Alternatives are: A. Award the contract to Virginia Asphalt Paving Co., Incorporated and transfer the $1~001~00.00 necessary to provide a contract sum of $1~641~000.00 for street paving, and estab- lish a contingency in the amount of $10~000.00 in a form acceptable to the Director of Finance. 1. Compliance of the bidder with the requirements of the contract documents was met. 2. Amount of the low bid is acceptable. The $24.61 price per ton of asphalt is 8.1% lower than last year's $26.77 price. 3. Funding for the project is available in the accounts listed in Attachment III. 4. Time of completion of the project is 180 days. B. Reject all bids and do not pave the City streets this year. 1. Compliance with requirements of the contract documents would not be an issue. 2. Amount of the bid price would probably be higher if rebid at a later date. 3. Fundin8 would not be spent at this time. 4. Time would become a factor in the deterioration of streets that need paving now. Bituminous Concrete Overlays Page 3 IV. Recommendation is that City Council take the following action: Approve Alternative "A" and award the contract to Virginia Asphalt Paving Co., Incorporated, in the sum of $1~641~000.00 and establish a contingency in the amount of $10,000.00 for a total not to exceed $1,651~000.00. Appropriate $520~000.00 from Capital Maintenance Equipment Replacement Program (fiscal year 1988-89) into an account to be designated by the Director of Finance. Co Increase revenue estimates for fiscal year 1988-89 as listed in Attachment III (Part C) in the amount of $481~000.00 and transfer said funds into an account to be designated by the Director of Finance. D. Reject the other bids received. RAG/RKB/fm Attachments: cc: Respectfully submitted, Chairman William F. Clark Kit B. ~er 14 Year Summary (Attachment I) Tabulation of Bids (Attachment II) Funding sources (Attachment III) Street Paving/Profiling List Street Paving Map City Attorney Director of Finance City Manager ATTACHMENT I CITY OF ROANOKE STREET PAVING PROGRAMS 14 YEAR PERIOD APPROXIMATE COST TOTAL YEAR LANE MILES PER TON CONTRACT 1976 15 $14.97 $ 129,353.20 1977 39 19.89 432,289.10 1978 28 21.76 375,733.76 EDA 1977-78 65 21.95 809,667.79 1979 123 22.75 1,679,143.58 1980 63 21.75 805,128.29 1981 38 23.96 525,000.00 1982 58 22.44 765,000.00 1983 58 23.81 862,620.86 1984 50 28.73 980,000.00 1984' 7 29.54 126,000.00 1985 50 31.77 1,020,000.00 1985' 7 31.77 132,000.00 1986 40 28.78 794,000.00 1987 45 27.52 856,064.70 1988 57 26.77 993,618.15 1989'* 98 24.61 1,641,000.00 TOTAL 841 $12,926,619.43 14-Year Annual Average * Change order for additional paving ** Paving Program proposed by this report O4:: Ao ATTACHMENT III Fiscal Year 1989-90: - Paving Program Account $650,000. O0 Fiscal Year 1988-89: - CMERP 520,000.00 Fiscal Year 1988-89 (increased revenue estimates): - Parking Tickets 001-04-020-1234-0410 60,000.00 - Interest on Investments 001-04-020-1234-0501 100,000.00 - Street Construction 001-04-020-1234-0650 276,000.00 - Payment in Lieu of Taxes RRHA 001-04-020-1234-0858 45,000.00 $1,651,000.00 g Roanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Bituminous Concrete Overlays and Pavement Profiling of Various Streets Within the City of Roanoke mo Bid Committee Report attached is for paving and profiling of various streets within the City of Roanoke. The 53~970 tons of asphalt will pave 98 lane miles of streets. Bo City street paving programs fourteen-year average is shown on Attachment I. The average number of lane-miles paved during this fourteen year period is 60 which is slightly greater than the 57 lane-miles desired each year. C. Recommendation is that City Council approve the recommendations of the Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/RKB/fm Attachments cc: City Attorney Director of Finance Director of Public Works City Engineer Roanoke, Virginia May 22, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Please reserve space on Council's agenda for a Bid Committee Report Bituminous Concrete Overlays and Pavement Profiling of Various Streets w~ithin~ the City of Roanoke. Respectfully submitted, W. Robert Herbert City Manager WRH/RKB/mm Office of ~e Ci~' C!er~ May 17, 1989 File #514 Mr. Robert A. Garland, Chairman ) Mr. William F. Clark ) Cor~dittee Mr. Kit B. Kiser ) Gentlemen: The following bids for bituminous concrete overlays and pavement profiling of various streets within the City, were opened and read before the Council of the City of Roanoke at a regular meeting held on Monday, May 15, 1989: B I DDER BASE BID TOTAL Virginia Asphalt Paving Company, S. R. Draper Paving Company, Inc. Adams Construction Company L. H. Sawyer Paving Company, Inc. [nc. $1,285,436.60 1,398,383.70 1,419,622.30 1,658,859.70 On motion, duly seconded and unanimously adopted, the bids were referred to you for tabulation, report and recommendation to Council. Sincere ly, Mary F. Parker, CMC City Clerk MFP: ra pc: Mr. Wilburn C. Dibling, Jr., City Attorney Room 456 Municipal Building 215 Church Avenue SW Roanoke. V~rglnia 240t t (703) 981-254t TABULATION OF' BiDS BITUMINOUS CONcReTE OVERLAYS AND PAVEMENT PROFILING OF VARIOUS STREETS WITHIN THE CITY OF ROANOKE, VIRGINIA Bids opened before Roanoke City Council at 2:00 p.m. on Monday, May 15, 1989. AMOUNT OF BIDDERS BASE BID ALTERNATE Virginia Asphalt Paving Co., Inc. L. H. Sawyer Paving Co., Inc. Adams Construction Co. S. R. Draper Paving Co., Inc. Lanford Brothers Co., Inc. Engineer's Estimate for this project (Base bid plus alternate) - $1,676,175 Office of City Engineer Roanoke, Virginia May 10, 1989 Office of the City Clerk May 24. 1989 File #2-20F Mr. W. Robert Herbert City Manager Roanoke° Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29564 authorizing an Agreement between the City and Virginia Transformer Corporation, dated May 3, 1989, by which the City agrees to convey 9.129 acres, Official Tax No. 7050107 for the purchase price of $45,645.00° and Virginia Transformer Corporation, agrees to construct a manufacturing facility of at least 65,000 square feet on the property conveyed to it by the City with constructian to begin by December 31, 1989. and to be completed on or before December 31, 1992; and authorizing conveyance of the same pro- perty to Virginia Transformer Corporation, by general warranty deed° which Ordinance No. 29564 was adopted by the Council of the City of Roanoke on first reading on Monday° May 15, 1989, also adopted by the Council on second reading on Monday, May 22, 1989, and will take effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. Eugene M. Elliott, Jr., Attorney, 910 Dominion Building, Roanoke, Virginia 24011 Mr. Wiliam F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. Kit ~. Kiser, Director of Utilities and Operations Bank Room 456 Municipal Building 2t5 (~urch Avenue SW Rc~noke Virginia 24011 (703) 981-254t IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd da9 of Ma9, 1989. No. 29564. VIRGINIA, AN ORDINANCE authorizing an Agreement between the City and Virginia Transformer Corp., dated May 3, 1989, by which the City agrees to convey 9.129 acres and Virginia Transformer Corp., agrees to construct a manufacturing facility of at least 65,000 square feet on the property conveyed to it by the City with construc- tion to begin by December 31, 1989, and to be completed on or before December 31, 1992; and authorizing conveyance of the same property to Virginia Transformer Corp., by general warranty deed. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Mayor and the City Clerk are hereby authorized, for and on behalf of the City, to execute and to seal and attest, respectively, an Agreement between the City and Virginia Transformer Corp., a Vir- ginia corporation (hereinafter "Grantee"), dated May 3, 1989, a copy of which is attached to the City Manager's report of May 15, 1989, by which the City agrees to convey to Grantee Parcel 1 of the Plat of Subdivision recorded in the Clerk's Office of the Circuit Court for the City of Roanoke on June 29, 1988, in Map Book 1, Page 744, con- sisting of 9.129 acres, and bearing City of Roanoke Official Tax No. 7050107 for the purchase price of $45,645.00; Grantee agrees to begin construction on the property by December 31, 1989, of a manufacturing facility of a minimum of 65,000 square feet and to complete construc- tion of such facility on or before December 31, 1992; and upon other terms and conditions. 2. The Mayor and the City Clerk are hereby authorized and empowered to execute on behalf of the City and to seal and attest, respectively, the City's general warranty deed by which the above- described property shall be conveyed by the City to Grantee. 3. The form of such Agreement and deed shall each be approved by the City Attorney. ATTEST: City Clerk. May 15, 1989 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: subject: Sale of City-owned industrial site to Virginia Transformer Corporation I. Background Virginia Transformer Corporation is an existing manufacturing firm in the City of Roanoke. They are an industry leader in the design and manufacture of reactors, unit substations, and liquid and dry transformers. They currently lease 48,000 square feet from United Parcel Service in Statesman Industrial Park and their lease is to expire in late 1990. Bo Virginia Transformer Corporation currently employs over 75 people (including 14 engineers) and will have over 100 employees by the time their lease expires. They anticipate 25% growth per year in sales after 1990. Virginia Transformer Corporation has searched for a location to relocate their plant in the surrounding Roanoke Valley as well as Alabama, South Carolina, Louisiana, Kansas and West Virginia. They have chosen to pursue a City-owned industrial site off of Glade View Drive adjacent to the new Tultex facility. (See attached map.) II. Current Situation ao City of Roanoke is being asked to sell 9.129 acres of land (Parcel 1 of the Plat of Subdivision recorded in the Clerk's Office of the Circuit Court for the City of Roanoke in Map Book 1, Page 744, Tax Map #7050107) to Virginia Transformer Corporation for $5,000 per acre, same amount as Tultex paid for their property. Virginia Transformer Corporation will build a new 80,000 square foot manufacturing facility with an investment in plant and machinery of $3,500,000. Their potential for growth is excellent. Members of Council May 15, 1989 Page 2 III. Issues A. Timing. B. Economic Development. IV. Alternatives Authorize the Mayor to execute a contract to sell 9.129 acres of land (Tax Map #7050107) to Virginia Transformer Corporation for the sum of $5,000 per acre, and to execute the requisite deed to Virginia Transformer Corporation. Timing is critical to meet Virginia Transformer Corporation's proposed construction schedule. Architects and engineers have been doing preliminary work for Virginia Transformer in preparation for work to begin at the site as soon as possible. Economic Development program of the City would be realized by the retention of a valuable existing business and the creation of new jobs in the future. Do not authorize the Mayor to execute a contract to sell 9.129 acres of land (Tax Map # 7050107) to Virginia Transformer Corporation. 1. Timing of construction would be jeopardized. Economic Development ~rogram benefits would not be realized due to the loss of an existing manufacturer and over 75 jobs. V. Recommendation It is recommended that City Council authorize the Mayor to execute a contract providing for: Sale of 9.129 acres of land (Tax Map # 7050107) to Virginia Transformer Corporation at a price of $5,000 per acre for the construction of an 80,000 square foot manufacturing facility. 2. To execute the requisite deed with Virginia Transformer Corporation. Members of Council May 15, 1989 Page 3 Respectfully submitted, W. Robert Herbert City Manager WRH/EDC:kds Attachment cc: Earl B. Reynolds, Jr., Assistant City Manager Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Works Kit B. Kiser, Director of Utilities and Operations Charles M. Huffine, City Engineer Joel M. Schlanger, Director of Finance AGREEMENT THIS AGREEMENT, dated this ~'~tl~/~ day of ?tlf~/~ , 1989, by and between the CITY OF ROANOKE, VIRGINIA (theWS. City,,) and VIRGINIA TRANSFORMER CORP. ( "Virginia Transformer" ) , a Virginia corporation. W I T N E S S ET H 1. SALES AGREEMENT: ~he City hereby agrees to sell, grant and convey to Virginia Transformer, with General Warranty of Title and Modern English Covenants, fee simple title to that certain parcel of land described as follows: Parcel 1 of the Plat of Subdivision recorded by the City in the Clerk's Office of the Circuit Court for the City of Roanoke on June 29, 1988, in Map Book 1, page 744, consisting of 9.129 acres, and bearing City of Roanoke Official Tax No. 7050107, more particularly described on the map attached hereto labeled Exhibit A, and incorporated herein, together with all easements, rights-of-way and appurtenances thereto belonging (the "Property"). 2. CONSIDERATION: This Agreement is made in consideration of the sum of One Thousand Dollars ($1,000.00) cash paid by Virginia Transformer to the City, receipt whereof is hereby acknowledged, and in consideration of Virginia Transformer constructing a manufacturing facility on the Property, as further detailed below. 3. PURCHASE PRICE: The purchase price of the Property shall be Forty-Five Thousand Six Hundred Forty-Five Dollars ($45,645.00) which shall be paid at closing by Virginia Transformer. The consideration paid for this Agreement shall be credited on account of the total payment to be made at closing as provided herein. 4. CONDITION OF SALE: The sale and conveyance of the Property shall be subject to the following: (a) Present and future laws, ordinances, regulations, restriction, or orders of any federal, state, county, or municipal government or of any public authority, including without limitation, zoning and any other restrictions imposed by governmental authority provided such future ordinances adopted by Roanoke City Council or any regulation promulgated by any agency of the City of Roanoke shall be prospective only. The City represents that the Property is zoned LM, Light Manufacturing in which district manufacturing uses such as proposed by Virginia Transformer are permitted uses. (b) (¢) that an construction of roads, railroads, and power lines, and drainage. (d) The conveyance shall be Facts that would be disclosed by an accurate survey. Rights-of-way, easements, or conveyances of record or accurate survey or inspection would disclose for roads, public utilities, telephone subject to: -2- (i) the property by December 31, of a minimum of sixty five (here±nafter the "Facility"). Virginia Transformer beginning construction on 1989 of a manufacturing facility thousand (65,000) square feet If, by January 1, 1990, Virginia Transformer has not begun construction on the Facility, then, in that event, the City shall have the right and option to refund to Virginia Transformer the amount of the original purchase price paid for the Property by Virginia Transformer; whereupon, Virginia Transfdrmer shall forthwith convey the Property back to the City. In the event that Virginia Transformer for any reason fails or refuses to convey title back to the City as required herein, then, in that event, the City shall have the right to enter into and take possession of the Property, along with all rights and causes of action necessary to have title to the Property conveyed back to the City. (ii) This conveyance is further subject to Virginia Transformer completing construction of the Facility on or before December 31, 1992. Virginia Transformer shall be granted extensions for the time of completion for any delays caused by reasons beyond its control e.g. labor strikes, bankruptcy of building contractor, etc. (iii) In the event that Virginia Transformer fails to complete the manufacturing Facility by December 31, 1992, -3- then, in that event, the City shall have the right and option to refund to Virginia Transformer the amount of the original purchase price paid for the property by Virginia Transformer; whereupon, Virginia Transformer shall forthwith convey the property back to the City. In the event that Virginia Transformer for any reason fails or refuses to convey back to the City as required herein, then, in that event, the City shall have the right to enter into and take possession of the property, along with all rights and causes of action necessary to have title to the property conveyed back to the City. (iv) The City agrees to subordinate its rights under 4(d)(i), (ii), and (iii) to the rights of a lender financing the improvements to real estate which is the subject of this Agreement. (e) The City agrees to make reasonable efforts to permit and assist in the wide load deliveries and shipments to and from the premises using King Street upon reasonable advance notice by Virginia Transformer or the common carrier transporting the load. The City in no event shall be liable for damages claimed as a result for the failure to provide such assistance at any specific instance, but generally agrees to use its best efforts which is providing police officers for traffic control, provided that Virginia Transformer similarly makes its best efforts to give reasonable notice of the time of -4- such deliveries. (f) The provisions of Paragraphs 4(d), 4(e), and 4(f) shall survive the delivery and acceptance of the deed. 5. TITLE: The City warrants that it has fee simple title to the Property. Virginia Transformer, at its own expense, shall order a title insurance policy, including a title binder, in the amount of the purchase price issued by a national title company acceptable to the City. Such title policy shall reveal insurable and marketable title in the City and shall be free from all standard ALTA exceptions. In the event the binder reflects defects or other conditions which would prevent conveyance of an insurable and marketable title to Virginia Transformer or prevent Virginia Transformer's contemplated use of the Property, Virginia Transformer shall advise the City and the City shall, at its option, either (i) cancel this Agreement by written notice to Virginia Transformer, whereupon all monies paid pursuant to this Agreement shall be refunded, or (ii) proceed diligently at its expense to clear title to the Property within ninety (90) days from such notice. In the event title to the Property shall not prove marketable within ninety (90) days, Virginia Transformer shall have the option of demanding and receiving back the earnest money deposit and shall be released of all obligations hereunder. -5- 6. CONVEYANCE: At the closing the City shall deliver a General Warranty deed with English Covenants of Title conveying a fee simple title to the Property to Virginia Transformer, subject to all conditions, reservations, restrictions and easements of record, duly executed in form for recording by the City's Mayor and attested by its Clerk. The deed shall be prepared at the expense of the City. 7. CLOSING: The closing shall be held at a time of Virginia Transformer's selection within sixty (60) days after execution of this Agreement. Closing shall take place in the office of the City Attorney or some other mutually agreeable place. 8. ASSIGNMENT: This Agreement is not assignable by Virginia Transformer except to a third party in a lease back to Virginia Transformer for a term of ten (10) years or more. 9. PRORATIONS: Taxes, if any, shall be prorated as of date of closing. 10. RIGHT TO SURVEY AND MAKE TEST BORINGS: Virginia the Transformer may at any time prior to closing, enter upon the Property for the purpose of surveying the Property or making test borings or for the purpose of inspection and investigation. Virginia Transformer will reimburse the City for any damage to crops, fences, roads or other items on the Property as a result of actions of the Virginia Transformer. -6- 11. REAL ESTATE BROKER: The parties agree that no broker or finder brought about this transaction, and that no fees or commissions are due or owing to any such party as a result of this transaction. 12. RISK OF LOSS: Ail risks of loss or damage to the Property by fire, windstorm, casualty, or other cause is assumed by the City until closing. loss or damage to the Property Transformer shall have the -option In the event of substantial before closing, Virginia of either terminating this Agreement and recovering the deposit made, Agreement. 13. ENTIRE AGREEMENT: This Agreement or affirming this constitutes the entire agreement between the parties. NO representations, warranties, or promises pertaining to this Agreement or the Property have been made by, or shall be binding on, any of the parties except as expressly stated in this Agreement. This Agreement may not be changed orally but only by an agreement in writing signed by the party against whom enforcement of any such change is sought. 14. NOTICES: Any notice or demand under this Agreement shall be sent by registered or certified mail as follows: To the City: c/o W. Robert Herbert, City Manager Room 364 - 215 Church Avenue S.W. Roanoke, Virginia 24011 -7- To Virginia Transformer: c/o Prabhat Jain, President Virginia Transformer Corporation 1634 Seibel Drive N.E. Roanoke, Virginia 24012. 15. GAS AND ELECTRIC SERVICE: The City represents that gas and electrical service will be available to the Property upon the completion of Glade View Drive. It shall be Virginia Transformer's responsibility to negotiate and pay for such service. 16. OUTSIDE STORAGE; $IGNAGE: (a) No materials, supplies, waste or rubbish shall be stored in or upon the Property except inside an enclosed building, unless screened by a wall, or other appropriate screen six (6) feet in height or rising two (2) feet above the stored material, whichever is higher. It is agreed, however, that Virginia Transformer may install one or more tanks not to exceed a maximum number of eight (8) tanks eight (8) feet in diameter and thirty (30) feet in height for the storing of fluids which for the purposes of this section shall be deemed to be a building. Virginia Transformer agrees to paint said tanks white or a color closely approximating the color of the main structure or screen the same from public view to a height of 18 inches above the top of said tanks in a color matching or closely approximating the color of the main structure to be -8- erected on the property. Ail outdoor storage and the aforementioned storage tanks shall conform to the City's zoning T~ regulations and the site plan attached hereto as Exhibit~.' (b) All signs upon the Property shall conform to the City's zoning regulations and sign ordinances. (c) The provisions of this Paragraph shall survive the delivery and acceptance of the Deed. 17. CLAIMS OF PARTIES: Not withstanding the terms and conditions of this Agreemen{ the parties hereto retain their right to litigation of any claim arising out of this Agreement. 18. CONSTRUCTION: The interpretation, construction, and performance of this Agreement ~hall be governed by the laws of the Commonwealth of Virginia. WITNESS the following signatures and seals: ATTEST: CITY OF ROANOKE, VIRGINIA BY: Mary F. Parker, City Clerk Noel C. Taylor, Mayor ATTE ST: Rajiv Ar~, Vice President -9- VIRGINIA TRANSFORMER CORP. BY:Prabhat Jain, Pre~nt STATE OF VIRGINIA CITY OF ROANOKE, to-wit: I hereby certify that NOEL C. TAYLOR and MARY F. PARKER, Mayor and City Clerk, respectively, of the City of Roanoke, Virginia, a municipal corporation, whose names are signed to the foregoing Agreement dated the day of , 1989, on behalf of said corporation, acknowledged ~he same before me on the day of , 1989. My commission expires: Notary Public STATE OF VIRGINIA CITY OF ROANOKE, to-wit: I hereby certify that RAJIV ARORA, Vice President and PRABHAT JAIN, President of VIRGINIA TRANSFORMER CORP., a Virginia corporation, whose names are signed to the foregoing Agreement dated the ~.~ day of ~.~ , 1989, on behalf of said corporation, acknowledged the ~ame before me on the .~ day of , 1989. My commission expires: llVATRANSFORMER/AGREEMEN -10- Office of the Cir/Cler~ May 24, 1989 File #87 Mr. Wilburn C. Oibling, City Attorney Roanoke, Virginia Dear Mr. Dibling: At a regular meeting of the Council of the City of Roanoke held on Monday, May 22, 1989, Vice-Mayor Fitzpatrick requested that you prepare the proper measure congratulating Roanoke County upon being designated as an All America City. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Room 456 Municipal Building 2t50~urch Avenue SW Roanoke ~rg;nia 2401 t (703) 98t-2541 Office of the City Clerk May 24. 1989 File #2-207 ~r. W. Robert Herbert City Manager Roanoke. Virginia Dear Hr. Herbert: I am attaching copy of Ordinance No. 29587 authorizing that a certain contract be entered into with Anderson Wade Douthat and Frances Brown Douthat for the purchase of certain real estate, in the amount of approximately $2,840,000.00; authorizing that the deed to said real estate be accepted and executed; ratifying the filing of a petition to rezone said real estate; and authorizing the issuance and delivery of funds for the purchase of said real estate, which Ordinance No. 29587 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday. May 22, 1989. Sincerely, /'~~ Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. Alton B. Prillaman, Attorney, P. O. Box 286.5, Virginia 24001 Mr. Earl B. Reynolds, Jr., Assistant City Manager Mr. Wilburn C. Diblingo Jr., City Attorney Hr. Joel M. Schlangero Director of Finance Mr. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Barry L. Key, Manager, Management and Budget Roanoke, Room 456 Municipal Building 2t5 C~urch Avenue. S.W Roanoke. V~rg*nia 2401 t (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd dag of Mag, 1989. No. 29587. VIRGINIA, AN ORDINANCE authorizing that a certain contract be entered into with Anderson Wade Douthat and Frances Brown Douthat for the purchase of certain real estate; authorizing that the deed to said real estate be accepted and executed; ratifying the filing of a petition to rezone the said real estate; authorizing the issuance and delivery of funds for the purchase of said real estate; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. That the City Manager be, and he is hereby authorized for and on behalf of the City, to enter into a written contract with Anderson Wade Douthat and Frances Brown Douthat for the purchase of certain real estate now belonging to Anderson Wade Douthat and Frances Brown Douthat, said contract attached to the City Manager's report dated May 22, 1989, both of which are hereby incorporated by reference and copies of which are on file in the Office of the City Clerk, upon approval of the form of the contract by the City Attorney, and upon such other terms and con- ditions as are provided therein; and 2. That the Mayor of the City of Roanoke be, and he is hereby authorized to accept and execute the requisite deed, upon approval of the form of the deed by the City Attorney; and 3. That the filing by the Assistant City Manager of a peri- tion with the Planning Commission for the rezoning of the real estate from RA and RS-3 to LM be, and is hereby, ratified; and 4. That, upon delivery to the City of a good and sufficient deed of conveyance, granting and conveying to the City the fee simple title to the aforesaid real estate in accordance with and subject to the terms and conditions of the contract, on behalf of the grantors, Anderson Wade Douthat and Frances Brown Douthat, such deed to be in form approved by the City Attorney, the proper City officials shall be, and are hereby authorized to issue and deliver to such person or persons as are certified by the City Attorney to be entitled thereto the $20,000 per acre purchase price, for a total purchase price of approximately $2,840,000.00, hereinabove provided, less any amount, as set forth in said contract; 5. municipal ordinance and In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of ~e City Cler~ May 24, 1989 File #60-2-207 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29586 amending and reor- daining certain sections of the 1988-89 Capital Fund Appropriations, providing for the transfer of $2,840,000.00 from Reserved Fund Balance - Unappropriated to General Government, Development Property Evaluation, in connection with acquisition of a 140 acre tract of land for industrial development purposes from A. Wade Douthat and Frances B. Douthat. which Ordinance No. 29586 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, ~l~,~ Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. Alton B. Prillaman, Attorney, P. O. Box 2865, Roanoke, Virginia 24001 Mr. W. Robert Herbert, City Manager Mr. Joel M. Schlangero Director of Finance Mr. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Barry L. Key, Manager, Management and Budget Room 456 Municipal Building 215 C~urch Avenue, SW I~x~noke, x,'irg~nia 24011 (703) 98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of May, 1989. No. 29586. AN ORDINANCE to amend and reordain certain sections of the 1988-89 Capital 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 1988-89 Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations General Government Development Property Evaluation (1) ................ $ 5,498,748 2,840,000 Fund Balance Reserved Fund Balance - Unappropriated (2) ......... $ 1,279,491 1) Appr. of General Revenue 2) Reserved Fund Balance (008-052-9629-9003) (008-3339) $ 2,840,000 (2,840,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. May 22, 1989 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Acquisition of property for industrial development purposes (Roanoke Centre for Industry and Technology - West) I. Background A. The Roanoke Centre for Industry and Technology (RCIT) has been extremely successful in attracting and retaining industry in the City of Roanoke. Only two prime sites are left in the RCIT for future development. Bo The City of Roanoke has been searching for available land suitable for industrial development. II. Current Situation ao Anderson Wade Douthat and Frances Brown Douthat own approximately 141.77 acres of land adjacent to the RCIT, further identified as Official Tax Map Numbers 7170506, 7170508, 7220101, 7220103, 7230101, 7230201 and 7230301. attached map.) (See The City of Roanoke has been negotiating with Wade Douthat concerning the purchase of this property by the City for industrial development purposes. Attached is a contract for sale. Major provisions of the contract are: Purchase price is $20,000 per acre or approximately $2,840,000.00. 2o Consideration is $10,000 earnest money deposit. If the property is ultimately purchased by the City, said deposit will be applied toward purchase price. 3. Closing shall be on or before October 2, 1989. 4. Conditions of City purchase are as follows: Members of Council May 22, 1989 Page 2 a. The Real Estate must have clear title. b. The Real Estate must be environmentally sound. Co The Real Estate must be properly zoned for industrial use. The City agrees to file required petitions for rezoning from RA and RS-3 to LM. d. Soil Tests must be satisfactory for industrial use. Marketable tracts of at least five contiguous acres or more in size for a total marketable acreage of 100 acres must be identified, and land purchase and needed improvements must not exceed $4.5 million. Se At the option of the seller, the City will take an option on like property designated by the seller in order to effect a tax free exchange. This shall be at no cost to the City and shall not delay closing. 6. The seller will pay up to $39,500 in rollback taxes. The taxes have been estimated to be $39,195.24. Waiver of any of the conditions is at the City's sole discretion. III. Issues A. Timing. B. Economic Development. C. Initial Cost. IV. Alternatives A. (1) Authorize the City Manager to execute the sales contract for the purchase of approximately 141.77 acres of land from Anderson Wade Douthat and Frances Brown Douthat for industrial development purposes with the form of the contract to be approved by the City Attorney, and authorize the Mayor to execute the requisite deed. (2) Ratify the filing by the Assistant City Manager of a petition to the Planning Commission for the rezoning of the real estate from RA and RS-3 to LM. Members of Council May 22, 1989 Page 3 (3) Appropriate $2,840,000 from the undesignated capital projects fund to an account to be established by the Director of Finance for the purpose of purchasing the property. Timing is critical to meet the City's development schedule for this project. Economic Development will be enhanced by the addition of this property to the RCIT, thus creating the possibility for new jobs and increased tax base for the City. Initial cost to the City will be approximately $2,840,000 for the land, if closed on, and $100,000 for engineering services. If the parties do not proceed with closing, then the cost to the City will be the $100,000 cost of engineering services. Do not authorize the City Manager to execute the sales contract, do not authorize the Mayor to authorize the requisite deed, do not ratify the filing of the petition by the Assistant City Manager, and do not appropriate funding. Timing is not an issue, petition will be withdrawn, and advertisement of rezoning will not be run. 2. Economic Development will not be enhanced. NO Cost will be incurred, except as described in IV., A., (3) 3., above. V. Recommendations (i) Authorize the City Manager to execute the attached sales contract for the purchase of approximately 141.77 acres of land from Anderson Wade Douthat and Frances Brown Douthat for industrial development purposes with the form of the contract to be approved by the City Attorney and authorize the Mayor to execute the requisite deed. (2) Ratify the filing by the Assistant City Manager of a petition for the rezoning of the real estate this property from RA and RS-3 to (3) Appropriate $2,840,000 from the undesignated capital projects fund to an account to be established by the Director of Finance. Members of Council May 22, 1989 Page 4 Respectfully submitted, City Manager WRH/EDC:kds cc: Assistant City Manager City Attorney Director of Public Works Director of Utilities and Operations Director of Finance Manager of Budget and Systems SALES CONTRACT CONTRACT made and entered into this day of May, and between ANDERSON WADE DOUTHAT and FRANCES B. his wife, hereinafter referred to as "Seller" and the ROANOKE, VIRGINIA, hereinafter referred to as THIS 1989, by DOUTHAT, CITY OF "Purchaser." That for and in consideration of the sum of Ten Thousand Dollars ($10,000.00) earnest money deposit, cash in hand paid by Purchaser to Seller, to be held in escrow until final settlement, the receipt of which is hereby acknowledged, the Purchaser agrees to buy and the Seller agrees to sell those parcels in the City of Roanoke, Virginia, City of Roanoke Official Tax Numbers 7170506, 7170508, 7220101, 7220103, 7230101, 7230201 and 7230301, consisting of approximately 5.308, 4.28, 15.60, 57.82, 6.87, 26.8 and 25.1.acres, respectively, more particularly described on the map attached hereto, labeled Exhibit A, and incorporated by reference herein, together with all easements, water rights, and appurtenances thereto improvements thereon, with the exception of parcel of land, more particularly described in between Seller and Contel Cellular, Inc., attached as Exhibit B. rights-of-way, belonging, and a one-half acre a Lease Agreement Said parcel will be added by subdivision to Seller's existing parcel of land known as Official Tax No. 7180301 at Seller's expense. The description to the above captioned parcels being described by metes and bounds in the attached Title Certification dated May 5, 1989 and by a proposed deed dated May 8, 1989, copies of both of which are attached hereto and by reference made a part hereof. 1. PURCHASE PRICE: The purchase price for the Real Estate heretofore described shall be Twenty Thousand Dollars ($20,000.00) per acre, as determined by a current plat of survey to be prepared at the expense of the Purchaser. For the purposes of computing acreage, any portion of the Real Estate which lies within public highways, rights-of-way, streets, roads and roadways, shall be included, except the acreage within "Calvin Road" as referred to in Paragraph 3) on Page 5 of the Title Certification, and "Monticello Boulevard referred to in Paragraph 2) of the Title Certification, and as shown on the attached plat. The plat of survey will be completed by the Purchaser at its expense on or before August 15, 1989. 2. CLOSING: (a) The closing shall be held at the Office of the City Attorney of the City of Roanoke, Virginia, on October 2, 1989, at 1:00 p.m., time being of the essence. The Purchaser agrees to purchase the Real Estate above described and to pay for same in the manner above set forth upon the tender of a deed of conveyance with General Warranty of Title and Modern English Covenants, said deed to be prepared at the expense of the Seller, a copy of the proposed deed being attached hereto and by reference made a part hereof; provided, however, if title examination shows that title to the property is not good, merchantable and marketable, Seller shall have thirty (30) days in which to correct any defects, and if defects can be corrected, conveyance of the property shall be closed within thirty (30) days from the date the defects are corrected. At closing, Seller shall execute, acknowledge, and deliver to the Purchaser, a general warranty deed with English Covenants of Title, in form satisfactory and acceptable to the City Attorney of the City of Roanoke, Virginia, conveying the Real Estate to the Purchaser in accordance with the terms of this Contract, a copy of the proposed deed being attached hereto and by reference made a part hereof. Seller shall pay all transfer taxes imposed upon the Seller. Seller shall execute and deliver an appropriate affidavit to the Purchaser at closing in the form required by Section 1445 of the Internal Revenue Code; otherwise the Purchaser will withhold a portion of the purchase price and remit the same to the Internal Revenue Service for the account of Seller as required by law. Seller also shall execute, acknowledge, and delivery any other instruments, documents, and assurances required or requested by the Purchaser or a title insurance company in order to consummate this transaction and effect the conveyance of the Real Estate to the Purchaser as herein provided, including, without limitation, a Seller's affidavit in form satisfactory and acceptable to the Purchaser's counsel. Possession of the Real Estate shall be delivered to the Purchaser at the closing, in the same condition as it now is, ordinary wear and tear only excepted, free and clear of the rights or claims of any other party. If any of the deadlines in 3 this Contract fall after the scheduled date of closing, the date of closing shall be extended on a day-to-day basis to provided for the full term of said deadlines. All warranties and representations of Seller, and any covenants and obligations of the parties hereunder which remain unperformed upon closing, shall survive the closing. (b) After the date of closing, Seller may remain in the home and may occupy the surrounding six acres, and Seller or his tenant may occupy the tenant house and approximately one acre, rent free, for no more than six months in order to find suitable housing. During said period of continued occupancy after closing, Seller and tenant may continue to utilize the Real Estate for the grazing of cattle. Such use shall be at Seller's and tenant's sole risk and expense and Seller and tenant further agree to indemnify and hold the Purchaser harmless from any and all claims, including expenses and attorneys fees, which might arise from or in any way be related to any activity which Seller or tenant may conduct in the land during their post closing occupancy. If, however, after thirty (30) days from closing and within the fiv~ months remaining of continued use, the Purchaser requires any of the acreage used by the Seller or tenant for grazing, then, and in that event, Purchaser may give Seller notice of such requirement, either verbally or in writing, Seller and tenant will, at their sole expense, remove all cattle from the acreage required by Purchaser to another portion of the land not required by Purchaser, if available, and if not available shall cause all cattle to be removed from the property. Seller shall have the right at his sole discretion to remove the fencing and shrubbery from the premises. 4 e the Seller gives and assigns, the right described to perform surveys, and acts as Purchaser that intented use examinations, RIGHT OF ENTRY: Upon the execution of this contract, grants to the Purchaser, its successors and to enter upon the property hereinabove or have performed such tests, examinations, the Purchaser deems necessary to satisfy the the Real Estate is suitable for the Purchaser's as industrial property. Any such tests, surveys and acts shall be performed at the Purchaser's cost and expense. The Purchaser shall indemnify and hold the Seller harmless from any claim of any nature whatsoever, or expense and attorney fees arising thereof, arising out of or relating to any such tests, examinations, surveys and acts. 4. OBLIGATION TO PURCHASE: (a) The Purchaser shall be obligated to purchase the Real Estate pursuant to this Contract, subject to the following terms and conditions: (a) (i) Seller's title to the Real Estate shall be good, merchantable, and marketable fee simple title, free and clear of any liens or material encumbrances, except for a lien of then-current real estate taxes which are not delinquent, and the exceptions contained in the Title Certification dated May 5, 1989, specifically the paragraphs titled RESTRICTIONS, EASEMENTS & MINIMUM BUILDING LINE and OTHER MATTERS, paragraphs 1), 2), 3), 4), 7) and paragraphs A) Conner property, B) Overlap, C) .71 acres exchange parcel and E) Lease Agreement of Contel Cellular Parcel. (a) (ii) Ail improvements, if any, on the Real Estate shall be located entirely within the bounds Real Estate; and there shall be no encroachments upon the Real Estate except for the Conner property, Official Tax No. 7220101, the one-half acre tract under lease and Calvin Road. That except for the Conner property, Official Tax No. 7220101, the one-half acre under lease, and Calvin Road, all parcels shall be contiguous, and there shall be no gaps, gores or spaces, and when taken together, such parcels shall form a single tract of land; there shall be no proceedings or actions pending against Seller or the Real Estate before any court, governmental agency or prevent, prohibit, delay, interfere with, infeasible, the Purchaser's intended use authority, which would or make undesirable or of the Real Estate as industrial property; and there shall be no claims, demand, liabilities, or actions pending or threatened against Seller which constitute or might ripen into a lien or claim against the Real Estate which could prevent, prohibit, delay or interfere with the Purchaser's use of the Real Estate as industrial property or which could otherwise deprive the Purchaser of the use of any portion of the Real Estate. At closing, Seller shall certify that there has been no adverse change since the date of this Contract. (a) (iii) The Purchaser, at its expense, may obtain a commitment for an owner's policy of title insurance (binder) pursuant to which such title insurance company shall agree to insure good, marketable, and indefeasible fee simple title to the Real Estate in the name of the Purchaser for the full amount of the purchase price upon delivery of a deed to the Purchaser from Seller. Should Purchaser obtain such binder, such binder shall 6 provide for the issuance of a final title insurance policy in form acceptable to the Purchaser, free and clear of any and all liens, encumbrances, highways, rights-of-way, easements, licenses, restrictions, leases, tenancies, mineral leases, reservations or severances, agreements, covenants, and limitations, other than those shown in Certification attached hereto. Seller shall satisfy conditions, the Title all of the title requirements shown in the binder so that there will be no exception for delinquent taxes, occupancy, mechanic's liens or any other title defect in the final policy, except those exceptions shown in the Title Certification of this Contract. The title insurance policy must affirmatively insure access to and contiguity of all such parcels, with the exception of the Conner property, the 1/2 acre under lease and Calvin Road, and shall insure that the Real Estate is zoned as required under Section 4(c) hereof. If the Purchaser elects to accept title subject to any outstanding oil, gas, or mineral leases, interests or reservations, or utility or pipeline easements, Seller, at its expense, shall obtain prior to closing such surface waiver and non-drilling agreements from oil, gas, and mineral owners and lessees and relocation agreements from easement holders as may reasonably be required by the Purchaser in order to clear the surface of the Real Estate of any impediments to the Purchaser's use of the Real Estate as industrial property and assure the Purchaser against any surface disturbance or interference, and the title insurance policy shall affirmatively insure against any such surface disturbance or interference, all as part of the further title this Contract. requirements which the Purchaser may require under (a) (iv) With the exception of a small portion of the property, on or near the boundary of the real property of George Kegley, the Real Estate shall not be located in any area of special flood hazard, as designated by the United States Department of Hou~sing and Urban, Development, the Federal Emergency Management Agency or similar federal, State or local agency. (a) (v) At closing, Seller shall certify that there has been no adverse change affecting title Contract. (b) Seller shall covenant, represent and warrant to Purchaser that: (b) (i) hazardous substance. (b) (ii) Seller has since the date of this the not cause, and to the best of Seller's knowledge, after diligent investigation and inquiry, there never has occurred, the release of any hazardous substance on the Real Estate. (b) (iii) The Real Estate is not subject to any federal, state, or local "superfund" lien, proceedings, claim, asbestos on the Real Estate. liability, or action, or the threat of likelihood thereof, for the clean-up, removal, or remediation of any such hazardous substance from the Real Estate or from any other real property owned or controlled by Seller or in which Seller has any interest, legal or equitable. (b) (iv) TO the Seller's knowledge, there is no Please note, however, there may be not caused and will The Real Estate is not contaminated with any asbestos in the walls and attic of Seller's residence which will be made available for inspection prior to the execution of this contract. (b) (v) There is no underground storage tank on the Real Estate. (b) (vi) By acquiring the Real Estate, the Purchaser shall not incur or be subjected to any "superfund" liability for the clean-up, removal or remediation of any hazardous substance from the Real Estate or any liability, cost or expense for the removal of any asbestos, except the possiblity of asbestos in the dwelling, or underground storage tank from the Real Estate. (b) (vii) The Purchaser shall be entitled to determine that (i) the Real Estate is not in any way contaminated with any hazardous substance; (ii) the Real Estate is not subject to any federal, state, or local "superfund" lien, proceedings, claim, liability, or action, or the threat or likelihood thereof, for the clean-up, removal, or remediation of any such hazardous substance from the Real Estate or from any other real property owned or contr611ed by Seller or in which Seller has an interest, legal or equitable; (iii) with the exception of possible asbestos in the dwelling, there is no asbestos on the Real Estate; and (iv) there is no underground storage tank on the Real Estate. (b) (viii) Seller will indemnify, defend, and hold the Purchaser harmless from and against any and all claims, demands, liabilities, penalties, limitation, damages, suits, actions, judgments, fines, losses, costs and expenses (including, without attorney's fees) arising or resulting from, or 9 suffered, sustained, or incurred, by the Purchaser as a result (direct or indirect) of the untruth or inaccuracy of any of the foregoing matters represented and warranted by Seller to the Purchaser or the breach of any of the foregoing covenants and warranties of Sell~r, which duties of the Seller shall survive the execution of this Contract and the closing hereunder. All of the foregoing covenants, representations, and warranties are hereby confirmed in writing by Seller and deemed to be true and correct at the time of execution of this Contract and shall be reconfirmed at closing hereunder and shall survive such exercise and closing. The terms "hazardous substance", "release", and "removal", as used herein shall have the same meaning and definition as set forth in applicable federal and state environmental codes and statutes and local environmental ordinances, and regulations promulgated, administered and enforced by any governing agency or authority pursuant thereto, including without limitation paragraphs (14), (22), and (23), respectively, of Title 42 U.S.C. §9601; provided, however, that the term "hazardous waste" as defined in paragraph (5) of 42 U.S.C. §6903 and "petroleum" as definded in paragraph (8) of 42 U.S.C. ~S6991 et seq., as amended. The term "superfund" as used herein means the Comprehensive Environmental Response, Compensation and Liability Act, as amended, being Title 42 U.S.C. §9601, et seq., as amended, and any similar state statute or local ordinance applicable to the Real Estate, and all rules and regulations promulgated, administered, and enforced by any governmental agency or authority pursuant thereto. The term 10 upon storage tank" as used herein shall have the same as set forth in paragraph (1) of 42 "underground meaning and definition U.S.C. §6991. (c) Zoning. The Real Estate shall be properly zoned for Purchaser's use, and Seller shall undertake good faith efforts the execution of this Contract to assist the Purchaser in assuring that the Real Estate is zoned for the Purchaser's intended use as industrial property. Said assistance shall include executing whatever instruments and taking whatever action is necessary to assist the Purchaser, at the Purchaser's expense, in obtaining such zoning classifications, variances, permissions and exceptions which are required by the development, improvement and use of the Real Estate as industrial property. All petitions or applications filed by the Purchaser shall be conditioned upon the Purchaser purchasing the Real Estate. Purchaser agrees to file all required petitions immediately upon the signing of this Contract. (d) Soil Tests and Examinations. Ail tests, examinations and acts, performed by or at the request of the Purchaser shall demonstrate to the Purchaser's satisfaction that the soil conditions, qualities, density and bearing capacity of the Real Estate are suitable for the Purchaser's use as industrial property without compaction which economic use. (e) That performed by or the necessity of any extraordinary filling or would render the property infeasible for all tests, examinations, surveys and acts, at the request of the Purchaser shall demonstrate 11 that the Purchaser will have marketable tracts of five (5) contiguous acres or more in size for a total marketable acreage of one hundred acres with a total expenditure for purchase and improvements not to exceed 4.5 million dollars. This condition must be satisfied or waived in writing, on or before September 15, 1989, time being of the essence. 5. TAX FREE EXCHANGE: At the option of the Seller, the Purchaser will contract to purchase like property, designated by the Seller, in order to effect a tax free exchange as provided for by Section 1031 of the Internal Revenue Code, prior to closing on Real Estate, at no cost to the Purchaser; provided, however, such obligation shall in no way delay the closing on the Real Estate as provided for in this Contract. 6. TAXES: Seller shall pay the pro rata portion of the real estate taxes assessed for and becoming a lien during the calendar year in which the closing occurs which are allocable to Seller before the date of closing. Such taxes which are not due and payable at the time of closing shall be allowed to the Purchaser as a credit on the cash payment required on closing, and the Seller shall not be further liable for those taxes. Seller shall pay and be responsible for any "roll-back" taxes or similar retroactive taxes that may be assessed by virtue of the Purchaser's acquisition of the Real Estate and change in the use Thirty Nine Thousand Five of the Real Estate, not to exceed Hundred Dollars ($39,500.00). 7. RISK OF LOSS: All risk of loss or damage to the Real Estate by fire, windstorm, casualty, or other cause is assumed by 12 Seller until closing. In the event of Estate before closing, the Purchaser either terminating this Contract, or loss or damage to the Real shall have the option of affirming the Contract, in which event, the Seller shall, at the option of the Purchaser, assign to the Purchaser all of Seller's rights under any policy or policies of insurance applicable to the Real Estate, or reduce the purchase price of the Real Estate by an amount equal to the reduction of the fair market value of the Real Estate caused by the loss or damage to the Real Estate. 8. ASSIGNMENT: This Contract is not assignable by either party to this Contract without the prior written consent of the other party, which consent shall not be unreasonably withheld. 9. SUCCESSORS: This parties agree and fully understand that this Contract shall be binding upon the parties, their heirs, successors, assign, executors, and administrators. 10. REAL ESTATE BROKER: Seller represents and warrants to the Purchaser that there are no commissions due in connection with this transaction or the Real Estate, and that Seller has not employed and is not obligated to any real estate agent or broker in connection with this transaction or the Real Estate, and Seller shall indemnify the Purchaser from and against any and all claims and liability for any such commissions, which indemnity shall survive the closing. 11. REMEDIES: If either party to this Contract fails to perform its obligations hereunder upon closing, the other party shall be entitled to enforce the same by specific performance. 13 12. ENTIRE AGREEMENT: This Contract contains and constitutes the entire agreement of the parties regarding the subject matter hereof, and there are no other agreements, written or oral, between the parties affecting the subject matter hereof. No amendment of this Contract shall be effective unless the same is made in writing and signed by the parties hereto. 13. NOTICES: Ail correspondence relating to certified or registered mail, the other party hereto at the addresses specified such other address as a party may by address to which such future notices, shall be sent hereunder: SELLER: Anderson Wade Douthat and Frances B. Douthat notices, requests and other this Contract shall be sent by postage prepaid, by each party to below, or at written notice give as the requests and correspondence with copy to: PURCHASER:' with copy to: Alton B. Prillaman, Esquire P. O. Box 2865 Roanoke, Virginia 24001 W. Robert Herbert, City Manager City of Roanoke 364 Municipal Building Roanoke, Virginia 24011 Wilburn C. Dibling, Jr. City Attorney 464 Municipal Building Roanoke, Virginia 24011 14 EXECUTED and DELIVERED by Seller and accepted by the Purchaser as of this day of , 1989. Witness: Witness: SELLER: anderson Wao~ Dout~fat Frances B. Douthat ATTEST: Mary F. Parker City Clerk PURCHASER: CITY OF ROANOKE, By VIRGINIA W. Robert Herbert City Manager COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY/C~Ui:TY OF ROANOKE ) I hereby certify that the foregoing Sales Contract was acknowledged before me by ANDERSON WADE DOUTHAT and FRANCES B. DOUTHAT, his wife, whoses names are signed to the foregoing Sales Contract, this /~ day of ~ , 1989. My Commission expires: ~z~6~q/~ /~, /~/ Notary Public 15 COMMONWEALTH OF VIRGINIA CITY/COUNTY OF ROANOKE I hereby certify that acknowledged before me by W. City Manager and .City Clerk, Roanoke, Virginia, on behalf of day of , My Commission expires: ) ) To-wit: ) the foregoing ROBERT HERBERT respectively, that municipal 1989. Sales Contract was and MARY F. PARKER, of the City of corporation, this Notary Public 16 I Iqopoled Blue HIM Golf Club CONCEPT PLAN R.C.I.T. Addition Ae Prepered For THE CITY OF ROANOKE, VA. 1'-800'-0' (Appx.) Shown la Apptoxln~te - NOt By S,,,vey Golf Club Proposed Additional Property Iqa~e~ty (T.B.A.) Office of ~ne City Cler~ May 24, 1989 File #2-207-405 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29589 authorizing execution of a contract with ~iattern & Craig, Consulting Engineers, to pro- vide engineering services in connection with site development analysis on an approximately 140-acre tract of land, in an amount not to exceed $100o000.00, which Ordinance No. 29589 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc; Mattern & Craig Consulting Engineers, 710 First Street, S. W., Roanoke, Virginia 24016 Mr. Alton B. Prillaman, Attorney, P. 0. Dox 2865, Roanoke° Virginia 24001 Air. Wilburn C. Dibling, Jr., City Atto,ney Mr. Joel M. Schlange,, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Barry L. Key, Manager, Management and Budget Room 4.56 Municipal Building 215 Church Avenue, SW R~ano~,~e V~rg~nia 2401 t (703) 98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of May, 1989, No. 29589. VIRGINIA, AN ORDINANCE authorizing the execution of a contract with Mattern & Craig, Consulting Engineers, to provide engineering ser- vices in connection with site development analysis on an approxi- mately 140-acre tract of land; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, an engineering services reimbursement with cost ceiling contract with Mattern & Craig, Consulting Engineers, for provision of engineering services in connection with site development analysis on an approximately 140-acre tract of land, as more particularly described in the May 22, 1989, report of the City Manager to this Council. 2. The contract authorized by this ordinance shall not exceed the amount of $100,000.00. 3. The form of the contract with such firm shall be approved by the City Attorney. 4. The City Engineer is directed to notify the other firms which submitted proposals to the City of the award of this con- tract, and to express the City's appreciation for their propo- sals. 5. In order to provide for the usual daily operation of the mun£cipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Cie~ May 24, 1989 File #2-207-405 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlange,: I am at taching copy of Ordinance No. 29588 amending and reor- daining certain sections of the 1988-89 Capital Fund Appropriations, providing for transfer of $100,000.00 from the Capital Improvement Reserve, Economic Development, to General Government, Development Property Evaluation, in connection with an engineering services reimbursement, with cost ceiling contract, with Mattern & Craig, Consulting Engineers, for provi- sion of engineering services for site development analysis on an approximately 148 acre tract of land to be acquired by the City from A. Wade Douthat and Frances B. Douthat, which Ordinance No. 29588 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 22, 1989. Sincere ly, //~ ~lary F. Parker, CMC City Clerk MFP:ra Enco pc:'Mr. W. Robert Herbert, City Manager Mr. ~William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. Brian J. Wishneff, Chief of Economic Development Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Barry L. Key, Manager, Management and Budget Room 456 Municil:~I Building 215 C~urch Ave,que S W Roanoke. ~rg;nia 24011 (703) 981-254~ IN THE cOUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 22nd day of May, 1989. No. 29588. AN ORDINANCE to amend and reordain certain sections of the 1988-89 Capital Fund Appropriations, and providing for an emergency. WHEREAS, Government of the exist. for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1988-89 Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations General Government Development Property Evaluation (1) ................ Capital Improvement Reserve Capital Improvement Reserve (2) .................... 1) Appr. of General Revenue 2) Econ. Development (008-052-9629-9003) (008-052-9575-9178) $ 100,000 (100,000) BE IT FURTHER ORDAINED that, an emergency Ordinance shall be in effect from its passage. $ 2,918,102 100,000 6,940,102 602,278 existing, this ATTEST: City Clerk. Roanoke, Virginia May 22, 1989 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Engineering Contract for Site Development Analysis of Approximately 140 Acres I. Background: mo The City of Roanoke has a contract to purchase 141.77 acres of property presently owned by Anderson Wade Douthat and Frances B. Douthat. These parcels are more particularly described by tax numbers 7170506, 7170508, 7220101, 7220103, 7230101, 7230201, and 7230301 as shown on the attached map. En~ineerin8 services are needed to analyze the suitability of this property for industrial development use. Environmental assurances and a development feasibility analysis are the key elements of these engi- neering services. II. Current situation is that Engineering Services Qualification Proposals for this site development analysis were publicly advertised on March 19, 1989, and received on March 31, 1989, from: Anderson & Associates Balzer & Associates Clean Water Engineers Dewberry and Davis Draper Aden Associates Hayes, Seay, Mattern & Mattern Mattern & Craig Burford T. Lumsden Associates Niles and Associates T. P. Parker & Son Wilbur Smith Associates A. Selection of the firm for consideration was based on the following criteria: 1. Qualification of personnel 2. Time available to meet schedule of 90 days for final report 3. Experience in site development analysis 4. Ability to produce project on time 5. Local accessibilit~ for project coordination and cooperation 6. Response to request for proposal 7. Past record with City of Roanoke Honorable Mayor and Members of City Council May 22,1989 Page 2 III. IV. Bo Interviews were held with ten of the eleven firms that submitted pro- posals as they were deemed qualified. Staff team included Charles M. Huffine, City Engineer; Robert K. Bengtson, Traffic Engineer; and E. Douglas Chittum, Economic Development Specialist. Negotiations were conducted with that engineering firm felt to be most qualified (Mattern & Craig, Consulting Engineers) for the project requirements. D. Scope of work to be performed includes (see attachment): environmental assurances - drilling approximately nine (9) moni- toring wells to ground water depths as well as testing of each well. 2. rezoning assistance 3. geotechnical survey - probing for rock and determination of struc- tural integrity of subsurface areas of the site. 4. mapping - aerial photography, boundary survey, and plat prepara- tion. 5. final report - environmental report and development feasibility analysis (including cost to develop) of the site. Issues in evaluating the proposal and awarding a contract to a firm known to be qualified are: mo B. C. D. Inclusion of proper work scope Ability to meet time schedules Reasonableness of fee Availability of fundin~ Alternatives for providing the necessary work are: A. Award an ensineering services reimbursement with a cost ceilin~ contract to Mattern & Craig, Consulting Engineers, in an amount not to exceed $100~000.00. Honorable Mayor and Members of City Council May 22,1989 Page 3 Inclusion of proper work scope has been reviewed and verified. Ability to meet time schedule has been demonstrated and firm is ready to begin immediately. Reasonableness of fee has been established through "cost ceiling". Mattern & Craig, Consulting Engineers, has set a cost ceiling in their proposal of $100~000.00. Availability of funding exists in the Capital Project Fund, Capital Reserve - Economic Development, account number 008-052-9575-9178. Do not award an ensineertn8 services reimbursement with a cost ceil- in~ contract to Mattern & Craig, Consulting Engineers, in an amount not to exceed $100~000.00. 1. Inclusion of proper work scope would have to be deferred to other consultants. 2. Ability to meet time schedule would be jeopardized inasmuch as the results of the analysis are needed in 90 days. 3. Reasonableness of fee cannot be assured. 4. Availability of funding remains in the Capital Project Fund. V. Recommendation: mo Award an engineering services reimbursement with a cost ceiling contract in a form approved by the City Attorney to Mattern & Craig, Consulting Engineers, in an amount not to exceed $100~000.00. Honorable Mayor and Members of City Council May 22, 1989 Page 4 WRH/RKB/fm Attachment: cc: $100~000.00 be transferred within the Capital Project Fund, Capital Reserve - Economic Development, account number 008-052-9575-9718 to a new capital account to be established by the Director of Finance and entitled "Development Property Evaluation". Respectfully submitted, W. Robert Herbert City Manager Map Exhibit C - fee summary Director of Finance City Attorney Director of Utilities & Operations Director of Public Works City Engineer Chief of Economic Development