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HomeMy WebLinkAboutCouncil Actions 12-11-89 [l~usser (29875) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUSCIL December 11, 1989 7:30 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. ALL PRESENT. The invocation will be delivered by the Reverend Charles T. Green, Chaplain, Roanoke Memorial Hospitals. PRESENT. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. Presentation by Mayor Noel C. Taylor. The Mayor presented Certificates of Recognition to Roanoke Peace Day participants. Ao PUBLIC HEARINGS Public hearing on the request of BEH Real Estate Partnership, that the easterly eight feet of the right- of-way of Wycliffe Avenue, S. W., between McClanahan Street and Evans Mill Road, being a total area of 1,398 square feet, be permanently vacated, discontinued and closed, subject to certain conditions proffered by the petitioner. Mr. Edward A. Natt, Attorney. Adopted Ordinance No. 29875 on first reading. (7-0) Public hearing on the request of NWS Partners, a Virginia General Partnership, that a portion of a tract of land comprising approximately 5.30 acres, located on Airport Road and Coulter Drive, N. W., (5732 Airport Road, N. W.) identified as Official Tax No. 6630105, be rezoned from LM, Light Manufacturing District, to C-2, General Commercial District, subject to certain con- ditions proffered by the petitioner. Ms. Maryellen F. Goodlatte, Attorney. Adopted Ordinance No. 29876 on first reading. (7-0) Public hearing on the request of the City of Roanoke that a public alley extending in a westerly direction from Market Street, S. E., along the northerly property line of Official Tax No. 4010116, for a distance of approximately 129 feet, be permanently vacated, discon- tinued and closed. Mr. W. Robert Herbert, City Manager. Adopted Ordinance No. 29877 on first reading, with Mr. Bowers voting no. (6-1) Public hearing on the adoption of an Ordinance authorizing the issuance of $6,800,000 principal amount of general obligation bonds of the City for the purpose of providing funds to defray the cost of needed per- manent public improvements to streets, bridges, sidewalks, curbs, gutters, parks and plazas, off-street parking facilities and government buildings and halls. Mr. Wilburn C. Dibling, Jr., City Attorney. Adopted Ordinance No. 29878 on first reading. (7-0) 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 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 with regard to the City's par- ticipation in a published study to be prepared for the National Trust for Historic Preservation by the University of Virginia, Institute for Environmental Negotiation. RECOMMENDED ACTION: Receive and file. (2) C-3 C-4 Qualification of Mr. Ronald 0. Crawford as a member of the Board of Fire Appeals for a term of four years ending June 30, 1992. RECOMMENDED ACTION: Receive and file. Qualification of Mr. Ronald 0. Crawford as a Commissioner of the Roanoke Redevelopment and Housing Authority Board of Commissioners for a term of four years ending August 31, 1993. RECOMMENDED ACTION: Receive and file. 3e 4e Request of Council Member Howard E. Musser for Council to con- vene in Executive Session to discuss specific legal matters requiring provision of legal advice by counsel being the terms and conditions of a consolidation agreement and other legal documents currently being negotiated with other local govern- ments, pursuant to Section 2.1-344(A)(7), Code of Virginia (1950), as amended. REGULAR AGENDA Hearing of Citizens Upon Public Matters: Request to address Council with regard to a merger of the Roanoke Life Saving Crew and the Williamson Road Life Saving Crew. Mr. Douglas H. Hyre, Spokesman. Council accepted the remarks of Mr. Hyre with appreciation. Request of the Roanoke Neighborhood Partnership Steering Committee to present the 1989 Annual Report. Mr. ~illiam J. Rand, III, Chairman. The oral statement of Mr. Rand was received and filed with appreciation. Petitions and Communications: None· Reports of Officers: a. City Manager: Briefings: None. Items Recommended for Action: A report with regard to execution of an Administrative Agreement for a Multi-Family Rehabilitation Loan Program, and arrangements for administration of said program. Adopted Resolution No. 29879-121189. (7-0) (3) 10. A report with regard to an update of the 1985 Regional Comprehensive Stormwater Management Plan by the Fifth Planning District Commission. Adopted Budget Ordinance No. 29880-121189 and Resolu- tion No. 29881-121189. (7-0) A report concurring in a report of an evaluation com- mittee recommending acceptance of the bid submitted by SOLINET for providing online bibliographic cataloging services for the Roanoke City Public Library. Adopted Ordinance No. 29882-121189. (7-0) Reports of Committees: None. Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: Ordinance No. 29868, on second reading, authorizing the vacation of a certain City sewer line easement and reloca- tion of the existing sewer line, upon certain terms and conditions. Adopted Ordinance No. 29868-121189. (7-0) Ordinance No. 29874, on second reading, authorizing and providing for the lease by the City of a structure known as the Alexander-Gish House, located in Highland Park in the City, together with an outbuilding, to the Old Southwest, Inc.; subject to certain terms and conditions. Adopted Ordinance No. 29874-121189. (7-0) 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and Members of City Council. b. Vacancies on various authorities, boards, commissions and committees appointed by Council. Other Hearings of Citizens: Certification of Executive Session. (7-0) (4) I. WELCOME CERTIFICATES OF RECOGNITION ROANOKE PEACE DAY PARTICIPANTS CITY COUNCIL MEETING MONDAY~ DECEMBER 11~ 7:50 P.M. IT IS WITH PRIDE AND MUCH PLEASURE THAT I AM AWARDING THESE CERTIFICATES OF RECOGNITION TODAY TO THE EIGHTEEN CITIZENS OF ROANOKE WHO PARTICIPATED IN THE UNITED NA TIONS PEACE DAY CONCERT. ON SEPTEMBER 19~1989~ YOU WERE AMONG A GROUP OF 250 PEOPLE REPRESENTING CITIES ACROSS THE UNITED STATES WHO PERFORMED SONGS FROM THE MUSICAL "PEACE CHILD." BUT IT WAS MUCH~ MUCH MORE THAN A CONCERT. THIS GATHERING WAS A MUSTERING OF FORCES~ THE FORCES OF PEACE, THE FORCES OF OUR FUTURE LEADERS. II. PEACE CHILD THE PLAY "PEACE CHILD" MAY BE A FANTASY ABOUT CHILDREN BRINGING PEACE TO THE WORLD, BUT YOU HAVE GIVEN SUBSTANCE 2 TO THAT FANTASY. YOU HAVE GIVEN A VOICE, A STRONG ANO COLLECTIVE VOICE OF REASON. YOU HAVE, THROUGH THE CUM PELLtNG MEDIUM OF SONG, EXPRESSED THE POSSIBILITIES OF LIVING iN PEACE WITH THE NEIGHBORS OF THE WORLD. THE MORE WE KNOW ABOUT ONE ANOTHER~ ABOUT DIFFERENT CUL TURES, HISTORIES, RELIGIONS AND ASPIRATIONS, THE MORE UN DERSTANDING WE BECOME OF ONE ANOTHER. YOU HAVE BEGUN THE LONG ROAD TO WORLD PEACE BY PARTICIPATING IN THE PEACE CHILD FOUNDATION. BY EXCHANGING VIEWS AND DREAMS WITH FELLOW STUDENTS, YOU HAVE CREATED THE RIPPLE THAT WIL~ SOMEDAY, GROW INTO A WORLDWIDE TIDE OF PEACE. THE PEACE CHILD PRODUCTIONS HAVE BEEN GOING ON NOW EIGHT YEARS. THERE HAVE BEEN OVER 800 PERFORMANCES AND OVER 15,000 PARTICIPANTS. ABOUT ONE MILLION PEOPLE HAVE SEEN THESE PERFORMANCES LIVE. YOUR INVOLVEMENT IN ~HE CONCERT~ WHICH WAS TELEVISED BY SATELLITE ACROSS THE UNITED STATES, THE SOVIET UNION AND COSTA RICA~ GAVE MORE PEOPLE THE OPPORTUNITY TO LISTEN TO THE SONGS OF PEACE AND WORLD HAPPINESS. UNITED NATIONS SAID~ F'EACE~ SECRETARY GENERAL JAVIER PEREZ DE CUELLAR AT THIS CELEBRATION OF THE INTERNATIONAL DAY OF THAT THERE HAS BEEN PROGRESS BUT THERE IS MUCH WORK AHEAD. DURING THE 44TH SESSION OF THE GENERAL AS SEMBLV, HE DECLARED, THERE WILL BE NO OCCASION FOR COM PLACENCY, SINCE THERE ARE MANY SUBTLE THREATS TO PEACE -- THOSE OF HUNGER~ POVERTY AND MALNUTRITION. AND HE CAU TIONED US TO REMEMBER THE FRAGILITY OF OUR PLANET. III. CLOSING TAKE HEED OF HIS WARNING~ FOR INDEED OUR F'LANET AND ITS CITIZENS ARE FRAGILE. AND DON'T HESITATE~ DON~T CEASE IN YOUR QUEST FOR PEACE. WE NEED YOUR ENTHUSIASM AND ENER GY, YOUR IDEALS AND YOUR VISIONS HERE IN ROANOKE, AND THE WORLD AT LARGE BECKONS YOU AS WELL. CONTINUE IN YOUR WORK -- YOU HAVE ALREADY SEEN THE REWARDS IN THE OF YOUR FELLOW STUDENTS, IN THE UNDERSTANDING THAT FROM WORKING SIDE BY SIDE WITH ONE ANOTHER. CHERISH THOSE MEMORIES AND CREATE NEW ONES. YOU ARE OUR STARS~ LIGHT ING THE FUTURE OF THE WORLD. AND THAT IS WHY~ THIS EVENING~ YOUR EFFORTS AND YOUR SPIRIT. CITIZENS THAT BEAUTIFY A COMMUNITY~ HAVE YOU AMONG US. I WOULD LIKE TO RECOGNIZE YOU EXEMPLIFY THE KIND OF AND WE ARE PROUD TO Office of the Mayor December 11, 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) (1), Code of Virginia (1950), as amended. Noel C. Taylor Mayor NCT: se Room 452 Municipal Building 2'15 Church Avenue, S.W. Roanoke, ~rginia 2401 t ~703) 981-2444 Office of the City Clerk December 15, 1989 File #249 ~lr. W. Robert ~erbert City ~4anager Roanoke, Virginia Dear ~Mr. Herbert: Your report with regard to the City's participation in a published study to be prepared for the National Trust for Historic Preservation by the University of Virginia, Institute for Environmental ~egotiation, was before the Council of the City of Roanoke at a regular meeting held on ~Monday, December 11, 1989. ©n motion, duly seconded and unanimously adopted, the report was received and filed. Sincerely, ~ Mary F. Parker, C~4C City Clerk MFP:ra pc: Mr. William F. ClarE, Director of Public Works Hr. John R. Marlles, Chief of Community Planning Us. Evelyn S. Gunter, City Planner Ur. Michael M. Waldvogel, Chairman, City Planning Commission, 3526 Penarth Road, S. ~., Roanoke, Virginia 24011 Mr. W. L. Whitwell, Chairman, Architectural Review Board, 1255 ~effieId Street, N. ~., Roanoke, Virginia 24019 Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke. Virginia 24011 (703)981-2541 '~ ~-'F -~ ! ~ ~ce of the City Manager December 5, 1989 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, Virginia Subject: City Recognition - National Trust for Historic Preservation Dear Mayor and Members of Council: I am very pleased to inform you that the City of Roanoke has been selected by the National Trust for Historic Preservation to be included in a soon-to-be published study which is being done by the University of Virginia, Institute for Environmental Negotiation. This publication is intended to feature ten communities across the nation which have demonstrated innovative and creative approaches in the area of historic preservation and revitalization. The other cities which will be featured are: Atlanta, GA; Boston, MA; Cincinnati, OH; Denver, CO; Philadelphia, PA; San Francisco, CA; St. Paul, MN; Seattle, WA; and Jersey City, NJ. To enhance the publication, the National Trust recently held a meeting in Washington, D.C., to allow representatives from the ten featured communities to talk about their programs. Mrs. Evelyn Gunter of the City's Planning staff was a featured panelist at this meeting. A follow-up meeting is already being planned for March 22 through 23, 1990, in Pittsburgh, PA., where the final publication will be made available. We have been invited to participate in that activity also. This correspondence is simply to inform you of another national level acti- vity that our community is being involved in. I am very pleased to share this information with you as we are one of the few communities in the nation where local governmental officials and administrators are taking on the tough "preservation" issues using a proven community participation strategy. If you desire to have additional information regarding this very important community improvement activity, please do not hesitate to contact me or Mrs. Gunter. Sincerely, W. Robert Herbert City Manager WRH:EBRJr :rap Room 364 Municipal Building 2t 5 Chu ch Avenue 5W Roanoke V~rginia 24011 (703) 981~2333 The Honorable Noel C. Taylor, Mayor and Members of City Council Page Two December 5, 1989 CC: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Tony Whitwell, Chairman, Roanoke City Architectural Review Board Mr. Mike Waldvogel, Chairman, Roanoke City Planning Commission Mr. William F. Clark, Director of Public Works Mr. John Marlles, Chief of Community Planning Mrs. Evelyn Gunter, City Planner Office of the City Clerk December 15, 1989 File #15-178 Dr. ~endell Ho Butler, Chairman Board of Commissioners City of Roanoke Redevelopment and Housing Authority 2118 Andrews Road, N. W. Roanoke, Virginia 24017 Dear Dr. Butler: This is to advise you that ~r. Ronald O. Crawford has qualified as a Commissioner of the City of Roanoke Redevelopment and Housing Authority Board of Commissioners for a term of four years ending August 31, 1993. gincerely, ~ ~ary F. Parker, CMC City Clerk ~FP:ra pc: ~r. Herbert Do ~cBride, Executive Director, City of RoanoKe Redevelopment and Housing Authority, 2624 Salem Turnpike, N. ~., Roanoke, Virginia 24017 Room456 MunicipalBuilding 21SChurch Avenue. S.W Roanoke, Vi[ginia 24011 (70~)981-2541 Oath or Affirmation of Office Stat~ of Vfroinia, Cit~t oI Roanoke, to .~t: I, ~'~': "-'~-~ '~" ~;;~"': ~ , do solemnly swear (or ~) ~at I w~l aup~rt the Constitution of the United States, and the Constitution of the State of Vi~ginja, a~{ that I w~l faithfully and impa~ially discharge and perform all the duties incumbent upon me as according to the best of my ability. So help me God. Subscribed and sworn to before me, this ~ · Deputy Clerk Office of the City Clerk November 13, 1989 File #15-178 ,Hr. Ronald 0. Crawford 4415 Harford Circle, N. W. Roanoke, Virginia 24012 Dear Ur. Crawford: At the regular meeting of the Council of the City of Roanoke held on ~onday, November 6, 1989, you were reelected as a Commissioner of the Roanoke Redevelopment and Housing Authority Board of Commissioners for a term of four years ending August 31, 1993. Enclosed you will find a Certificate of your reelection and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. ~. Please return one copy of the Oath of Office to Room 456 in the ~unicipa[ Building prior to serving in the capacity to which you were reelected. Sincerely, Wary F. Parker, City Clerk Ci~C MFP:ra Eric · pC: Dr. Wendell H. ~utler, Chairman, Roanoke Redevelopment and Housing Authority, 2118 Andrews Road, N. ~., Roanoke, Virginia 24017 ~s. Charlotte ~ason, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. ~., Roanoke, Virginia 24017 ROOm 456 MunicipaIBuildifl9 215Church Avenue, S.W. Roanoke, Vifginie ;~d1011 (703)001-2541 COt~40N~EALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the sixth day of November, 1989, as a Commissioner of the Roanoke Authority Board of Commissioners August 31, 1993. Given under my hand and thirteenth day of November, RONALD O. CRA~FORD was reelected Redevelopment and Housing for a term of four years ending the Seal of the City of Roanoke this 1989. City Clerk office of the City Clerk December 15, 1989 File #15-70 Mr. Ross C. Hart, Chairman Board of Fire AppealS 2648 Jackson Drive Salem, Virginia 24153 Oear Mr. Hart: This is to advise you that Mr. Ronald 0. Crawford has qualified as a member of the Board of Fire Appeals for a term of four years ending June 30, 1992. Sincerely, ~ Mary F. parker, CMC City Cler~ MFP:ra Room456 Municipall~uildin~] 21SChurch Avenue, S.W. Roanole, Vi;ginia 24011 (703)981-2541 0-2 Oath or Affirmation of Office State o] V~ginia, (Tit~] o] Roanoke, to .wit: I, Ronald O. Crawford · do solemnly swear (or affirm) that I will support the Constitution of the United States, a~d the Constitution of the State of Virginia, and that faithfnlly and impartially discharge I will and perform all the duties incumbent upon me as a :~embar of the Board. of Fire A.peals for a term o~ four yeaf~ Juna 30, 1992. according to the best of my ability. So help me God. Subscribed and sworn to before me, this Office of ~he City Clerk June 29, 1988 File #70 Mr. Ronald 0. Crawford 4415 Hartford Circle, N. Roanoke, Virginia 24012 Dear Mr. Crawford: At a regular meeting of the Council of the City of Roanoke held on Monday, June 20, 1988, you were reelected as a me~er of the Board of Fire Appeals for a term of four years ending June 30, 1992. Enclosed you will find a certificate of your reelection and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were reelected. " Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. Ross C. Jackson Drive, Hart, Chairman, Board of Fire Appeals, 2648 Salem, Virginia 24153 Room456 Munlcll~alBuildlng 215Chu~hAve~ue, S.W. Roanoke, Virg~nla24011 (703)98t-254'1 COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the 20th day of June, a Member of the Board ending June 30, 1992. Given under my hand and 29th day of June, 1988. 1988, RONALD 0. CRAWFORD was reelected as of Fire Appeals for a term of four years, the seal of the City of Roanoke this City Clerk Office of the Council December 11, 1989 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Executive Session Dear Mrs. Bowles and Gentlemen: This is to request an Executive Session of City Council to discuss specific legal matters requiring provision of legal advice by counsel being the terms and conditions of a consolidation agreement and other legal documents currently being negotiated with other local governments pursuant to ~2.1-344(A)(7), Code of Virginia (1950), as amended. Very truly yours, Howard E. Musser HEM:f Room 456 Munlclpol Building 215 Church Avenue, SW, Roanoke, ",Arginia 24011 (703) 981-2541 ROANOKE LIFE SAVING CREW WILLIAMSON ROAD LIFE SAVING CREW November 16, 1989 The Honorable Mayor Noel C. Taylor, and Members of Roanoke City Council Dear Mayor Taylor and Members of City Council: I would like to request time on Council's agenda on December tl, 1989 at 7:30 p.m. I wish to advise Council of the merger of the Roanoke Life Saving Crew and the Williamson Road Life Saving Crew. I will be the spokesman. S~erely, Douglas H. Hyre ROANOKE EMERGENCY MEDICAL SERVICES, INC. POST OFFICE BOX 1801 · ROANOKE, VIRGINIA 24008 PHONE (703) 344-6256 TO: FROM: DATE: RE: CITY OF ROANOKE ~ INTERDEPARTMENTAL COMMUNICATION Mary Parker, City Clerk Fowler, Partnership Coordinator ~ Stephanie November 21, 1989 Roanoke Neighborhood Partnership Annual Report to be presented to Council Please put the Neighborhood Partnership on the December 11, 1989 Council Agenda. William J. Rand, III, Chairman of the Steering Committee will be presenting this report. A written report will follow. Thank you for your support. /ew Office of the City Clerk December 15, 1989 File #329-178-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29879-121189 approving exe- cution of an Admiministrative Agreement with the Virginia Department of Housing and Community Development for the admi- nistration of activities relating to the Multi-Family Rehabilitation Loan Program; re-endorsing the concentrated code enforcement element of the Program; designating a certain portion of the City to be the area initially targeted for the con- centrated code enforcement element of the Program; and authorizing certain charging and collection procedures with regard to said Program. Resolution No. 29879-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 11, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc o pC: Mr. Herbert D. McBride, Executive Director, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. Joel ~. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Mr. H. Daniel Pollock, Housing Development Coordinator Room456 MunicipalBuilding 215Church Avenue, S.W. Roanoke, Virginia 24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The llth day of Dec~, 1989. No. 29879-12] ] 89. VIRGINIA, A RESOLUTION approving execution of an Administrative Agree- ment with the Virginia Department of Housing and Community Development for the administration of activities relating to the Multi-Family Re- habilitation Loan Program (Program); re-endorsing the concentrated code enforcement element of the Program; designating a certain portion of the City to be the area initially targeted for the concentrated code enforcement element of the Program; and authorizing certain charging and collection procedures with regard to the Program. WHEREAS, authorized of Housing be used in by Resolution No. 29594, adopted on June 5, 1989, Council the submission of an application to the Virginia Department and Community Development (DHCD) for $837,000 in funds to the Program; WHEREAS, a portion of those funds have been approved by the State; WHEREAS, the City Manager's report dated June 5, 1989, described the concentrated code enforcement element of the Program; WHEREAS, a portion of the Mountain View neighborhood is an appro- priate target area for the Program for reasons set forth in the City Manager's report dated December 11, 1989; and WHEREAS, the DHCD authorizes the charging and collection of a 1% loan commitment fee on a loan approved under the Program. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager and behalf of the City to execute Virginia Department of Housing the administration of the Program; 2. This Council re-endorses City Clerk are authorized for and on the Administrative Agreement with the and Community Development relating to the concentrated code enforcement element of the Program, designates a portion of the Mountain View neighborhood to be the area initially targeted for the concentrated code enforcement element of the Program, and generally approves the charging and collection procedures with regard to a 1% loan Commitment fee intended to defray certain administrative costs to the City of the Program as authorized by the DHCD, all in accordance with the recom- mendations contained in the City Manager's report dated December 11 1989. ' ATTEST: City Clerk. RoanOke, Virginia December 11, 1989 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Execution of Administrative Agreement for State's Multi-Family Rehabilitation Loan Program, and Arrangements for Administration of the Neighborhood Stabilization and Enhancement Program (NSEPtion) I. Background: The Virginia General Assembly has appropriated $ #7.5 million through June 30, 1990 for various housing programs, most to be designed and administered by the Virginia Department of Housing and Community Development (DHCD). Multi-Family Rehabilitation Loan Program is one such program, providing a combination of repayable loans and forgiveable deferred payment loans for the rehabilitation and upgrading of substandard multi-family buildings to be occupied by low-moderate income households. C. Funding provided by the State is in two parts: One part reserved for energy-conserving improvements. Funds for these improvements will be loaned 0 0% interest, with payments deferred and the loan forgiven over an eight (8) year period, i.e. the funds are not intended to be repaid. 2. The second part for ali other improvements, loaned ¢ 2-8% interest for up to fifteen (15) years. Maximum State funding for the 2 portions is a total of $ 10,000 for a l-bedroom unit, $ 12,500 for a 2-bedroom unit, and $ 15,000 for a 3-bedroom unit. Roanoke's application for the State's Multi-Family Rehabilitation Loan Program was endorsed by City Council on June 5, 1989. The City's application requested an allocation of $ 837,000 for the following uses: In conjunction with the existing 1989 Rental Rehabilitation Program, matching $ 106,000 previously allocated to the City by the Federal Department of l~ousing and Urban Development (HUD). 2. In coordination with concentrated code enforcement activities in specific areas to be selected by Council. December 11, 1989 Page 2 II. Current Situation: The City's application for the Program has been approved by the State but only in the amount of $ 525,000 (Attachment A), 63% of the amount requested. This amount would allow for the following uses~ $ 212,000 to match the $ 106~000 of HUD Rental Rehabilitation Program funds (ID(i) above). Ihe Roanoke Redevelopment and Housing Authority (RRHA) will loan the Rental Rehabilitation funds from HUD for a portion of the renovation of approximately 20 substandard rental units. The State will provide the funds for the balance of the rehabi- litation in a combination of forgiveable loans (IC(I) above) and repayable loans (d 6% interest (IC(2)above). 2. $ 313,000 in support of a concentrated code enforcement/rehabilitation project in a selected area, directly supplementing the rehab- ilitation of approximately 25-30 substandard rental units. The State will provide the program funds to property owners in a combination of forgiveable loans and repayable loans with interest rates ranging from 2% to 8%, depending on the amount paid by the owner. This initiative is called the Neighborhood Stabili- zation and Enhancement Program (NSEPtion). Approval of the City's application, but in the smaller amount, requires reconsideration of the original plan for program admi- nistration and certain authorizations by Council, specifically: i. Accept the allocation of funds from DHCD, for both the Rental Rehabilitation Program and NSEPtion. 2. Re-endorse the NSEPtion concept, i.e. concentrated code enforce- element and the use of funds in conjunction with such code enforcement. Both the concentration of code inspections on vacant and occupied rental property in a specific area, and the connection of subsidy funds specifically to substandard properties identified through the code enforcement activities are new approaches to Roanoke. 3. Designate a portion of the Mountain View neighborhood (Attach- ment C) to be the initial area targeted for NSEPtion. This area is recommended because of: --Its high visibility. More than 13,000 vehicles travel this section of Campbell Avenue each day. --Concentration of suitable buildings, i.e. rental units within multi-family buildings within a small area. Zoning in the area permits duplexes and apartments. --Incidence of deterioration as well as well-maintained buildings. In the last few years, four houses have been demolished in this area, and three more are currently under orders to be razed. December 11, 1989 Page 3 --Potential for significant stabilization through the Program. The proposed target area is fairly near to the Old Southwest area, Raleigh Court/Virginia Heights, and western downtown including 3efferson High School. The structural condition of most of the remaining buildings is sound. --Historic significance of the area. The entire target area is within the Southwest Historic District, and half of it is zoned H-2 for preservation. #. Authorize the charging and collection of a 1% loan commitment fee from the borrower on each loan upon its approval by DHCD, amounting to a potential total of $ 2,120 to the RRHA for the Rental Rehabilitation Program, and $ 3,130 to the City. The portion to the City is to be utilized specifically to support the administration of this and other housing activities by the City. III. Issues: A. Consistency with recommendations of Housing Development Strategic Plan Task Force. Effect on housing conditions. C. Administration. D. Cost to the Cit),. IV. Alternatives: A. Take the following specific actions: --Authorize the City Manager to execute the Administrative Agreement with the Department of Housing and Community Development for the Multi-Family Rehabilitation Loan Program (Attachment B); --Re-endorse the concentrated code enforcement element of the Program and the use of funds in conjunction with such concentrated code enforcement, to be entitled the Neighborhood Stabilization and Enhancement Program (NSEPtion); --Designate a portion of the Mountain View neighborhood to be the area initially targeted for NSEPtion (Attachment C); --Authorize the charging and collection by the City of a 1% loan commitment fee from the borrower on each loan approved by DHCD under the Code Enforcement phase, amounting to a potential total of $ 3,130, to be utilized specifically to support the administra- tion of this and other housing activities by the City. 1. Consistency with recommendations of the Housing Development Strategic Plan Task Force would be achieved, specifically: Strategic concentration of effort (General Policy 1) - Buildings inspected and renovated through the code inspection phase will be clustered in a high-visibility area where substantial spin-off benefits to stabilize nearby property are likely to occur. December Il, 1989 Page # b. Owner's responsibility for property maintenance (General Policy 9) - The owners of properties inspected will be held responsible for complying with the Building Main- tenance Code. c. Aggressive Code Enforcement on sound but deteriorating houses in strategic neighborhoods (Goal #, Objective B, Activity 1). d. Aggressive Code Enforcement on occupied substandard rental property, and targeting of rehabilitation subsidies on such properties (Goal 7, Objective A, Activities 3 and #). Effect on housing conditions will be positive, as substantial additional funding will be available to rehabilitate approxi- mately #5-50 substandard rental housing units that otherwise are unlikely to be fully repaired, and to provide additional housing options for low-moderate income households. In addition, the general condition and image of the Mountain View neighborhood will be substantially improved. Administration: a. The Rental Rehabilitation Program will be handled jointly by the City and the Redevelopment and Housing Authority and is provided for in the current contract for services between the two. Because of the link between code enforcement (which is the responsibility of the Building Commissioner) and the rehabilitation of identified properties, the NSEPtion/ Mountain View portion will be administered by the City, principally the Building Department. Code inspections will be performed by Building Permit inspectors~ and the rehabi- litation supervision and clerical work will be performed by the Housing Development Office. This will require some shifting of emphasis on the part of existing staff, and the expansion of one-half time secretarial position to full-time. Cost to the City would be nothing beyond these funds allocated to it by HUD and the State~ and the $ 3,130 in commitment fees collectible from borrowers of State funds. Do not take the actions necessary to accept the $ 525,000 allocation from the DHCD and to implement the 1989 Rental Rehabilitation Program and the Neighborhood Stabilization and Enhancement Program (NSEPtion/Mountain View) as proposed. 1. Consistency with recommendations of the Housing Development Strategic Plan Task Force will not be met, as an opportunity to improve rental housing conditions, expand housing oppor- tunities, and reinforce code enforcement in strategic areas will be lost. December 5, 1989 Page 5 Effect on housing conditions will be negative, as approxi- mately 45-50 substandard rental units will not be repaired but may continue to deteriorate, reducing values of other pro- perties nearby. Administration of code enforcement and its effectiveness to cause significant repairs would be compromised. In addition, the approved program description to HUD for the HUD-funded Rental Rehabilitation Program must be changed to omit re- ference to the DHCD funding in support of that Program. Cost to the City would be: The indirect and long-term costs of housing deterioration and abandonment continuing to accrue on those houses that would have been addressed with this financing. The loss of eventual payback of the $ 106,000 of Rental Rehabilitation funding from HUD. The attractiveness of the DHCD funds allows the HUD-provided funds to be repaid over ten (10) years. Loss of that source of funds likely will require use of the HUD funds as a one-time grant. V. Recommendation: Concur in Alternative A, thereby concurring in the following specific actions: A. Authorize the City Manager to execute the Administrative Agreement with the Department of Housing and Community Development for the Multi-Family Rehabilitation Loan Program (Attachment B. Re-endorse the concentrated code enforcement element of the Program and the use of funds in conjunction with such concentrated code enforcement, to be entitled the Neighborhood Stabilization and Enhancement Program (NSEPtion); Designate a portion of the Mountain View neighborhood to be the area initially targeted for NSEPtion (Attachment C); Authorize the charging and collection by the City of a 1% loan commit- ment fee from the borrower on each loan approved by DHCD under the Code Enforcement phase, amounting to a potential total of $ 3,130, to be utilized specifically to support the administration of this and other housing activities by the City. R~ectfully submitted, W. Robert Herbert City Manager Attachments (3) WRH:HDP:vs (CR.26-CR.28) December 11, 1989 Page 6 CC: City Attorney Director of Finance Director of Public Works Building Commissioner Housing Development Coordinator Grants Monitoring Administrator Chief, Community Planning Neighborhood Partnership Coordinator Executive Director, RRHA NEAL J BARBER DIRECTOR ROBERT J ADAMS OEPUTY DIRECTOR JAMES E. NAGGLES ASSOCIATE DIRECTOR WARREN C SMITH ASSOCIATE DIRECTOR Attachment A ---eOMMONWEALTH of VIRQINTIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT October 10, 1989 Dan Pollock Housing Development Coordinator City of Roanoke Room 170, Municipal Building 215 Church Ave., SW Roanoke, VA 24011 Dear~llock: Enclosed please find the Administrative Agreement for your Multifamily Rehabilitation Loan Program. Please review, sign and return the Agreement to this office within 30 days. If you have any questions about the Agreement, please feel free to contact Ron White. Once the Agreement is received and accepted by the Office of Housing Development, the appropriate dates will be inserted and a copy will be returned to you. You may begin implementing your program when you sign the Agreement, however, no commitments will be made by VHDA until the Office of Housing Development has received and accepted the Agreement. We are pleased that your organization has chosen to be a part of the overall Partnership Program and we look forward to working with you in the future. Sincerely, Robert J. Adams Deputy Director RJA/vjv Enclosure Attachment B CO~I'I~C'I' NO: 90)~'14 MULTIFAMILY REHABILITATION PROGRAM ADMINISTRATIVE AGREEMENT This Agreement, entered into as of this day of , 19.. , by and between the Virginia Department of Housing and Community Development hereinafter referred to as "DHCD" and the City of Roanoke herein after referred to as "Local Administrator.,, The Multifamily Rehabilitation Loan funds (hereinafter referred to as the "Funds") which are the subject of this Agreement are authorized under the Revolving Loan Fund as part of the Virginia Partnership Fund. These funds are provided through an appropriation from the Virginia General Assembly. The Funds are subject to and this Agreement incorporates by reference, the terms, guidelines and-regulations set forth in the Multifamily Program Guidelines, as revised from time to time, and the laws of the Commonwealth of Virginia. Also incorporated by reference in this Agreement are (1) the Administrators Program Application including certifications, resolutions and agreements contained therein, and (2) Multifamily Program Manual, as revised from time to time. This manual describes the operational procedures by which the Administrator must conduct the program for minimum contract compliance. The Local Administrator will initiate the activities as required by this Agreement and described in the Administrators, Program Application, the Program Guidelines, and Program Manual beginning , 19 , unless otherwise specified in Section III, Special Conditions. The Local Administrator will complete the work as required by this Agreement and described in the Administrators, Program Application, the Program Guidelines, and Program Manual within 12 months from the execution of this Agreement, or more specifically on or before , 19 In reliance upon the Application and associated documents, the Department agrees, upon execution hereof, to provide the Administrator with a reservation of funds in the amount of $525,000 of which $210,000 may be used for approved energy related improvements as defined in Attachment A and may not be used in relation to any other rehabilitation activity. The balance of the allocation may be used in relation to any eligible Page 2 Multifamily Rehabilitation Loan Program Administrative Agreement improvement as defined in the Multifamily Rehabilitation Program Guidelines. The Administrator agrees to comply with all of the terms and conditions of this Agreement, the Program Application, and the Program Manual in its administration of this program. The Administrator further agrees to monitor, oversee and report on the use of the funds under this Agreement. The Local Administrator agrees to report on the uses of the loan funds as requested by the Department. The Local Administrator shall furnish, regularly and in such a form as DHCD may require, reports concerning the status of project activities and grant funds. Such report shall be submitted in the form and manner as prescribed in the Program Manual and in written instructions from DHCD. The Local Administrator will make available all documents, records and other program information requested by the Department. The Department reserves the right to modify, amend, or terminate this Agreement any time during the terms of this Agreement due to failure of the Local Administrator to comply with the terms and conditions of this Agreement and other Program Documents set forth herein. I. Project Description: The Local Administrator will provide loan and grant funds for the rehabilitation of approximately 45 rental units within the city of Roanoke as more fully described in the program application. A. Performance Schedule: November - December, 1989 - 0 Units January - March, 1989 - 10 Units April - June, 1990 - 25 Units July - September, 1990 - 10 Units Page 3 Multifamily Rehabilitation Loan Program Administrative Agreement II. Funds Disbursement and Reporting= A. Funds Disbursement: Disbursement will be made by Virginia Housing Development Authority (VHDA) for approved loans only. Once the disbursement is made the Local Administrator must establish and administer an escrow account for each individual loan. Adequate accounting shall be maintained to identify funds escrowed. B. Reporting Requirements= The Administrator agrees to submit four quarterly reports during the project term according to the following schedule: Reporting Period October 1, 1989 - December 31, 1989 January 1, 1990 - March 31, 1990 April 1, 1990 - June 30, 1990 July 1, 1990 - September 30, 1990 Due Date January 15, 1990 April 15, 1990 July 15, 1990 October 15, 1990 III. Special Conditions~ A. The Local Administrator shall to VHDA for review and underwriting. submit all loan packages Page 4 Multifamily Rehabilitation Loan Program Administrative Agreement This Agreement is hereby executed by the Parties on the date set forth below their respective signatures as follows: VIRGINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT City of Roanoke LOCAL ADMINISTRATOR By: Robert J. Adams Deputy Director Signature Name Title Date (Date) Office of the City Clerk December 15, 1989 File #27-468B-200 Mr. Randolph ~. Smith Salem City Manager P. ©. ~ox 869 Salem, Virginia 24153 Dear ~r. Smith: I am enclosing copy of Resolution No. 29881-121189 supporting a regional approach to watershed planning and storm~ater manage- ment, concurring in the updating of the 1985 Feasibility Study for a Roanoke Valley Comprehensive Stormwater ~anagement Program, and agreeing to share the cost of such update on a pro rata basis. Resolution No. 29811-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, Qecemver 11, 1989. Sincerely, ~ Mary F. Parker, C~C City Cler~ MFP:ra Enc. Room456 MunicipalBuilding 215Church Avenue, S.w Roanoke, Virginia 24011 (703)981 2541 Office of the City Clerk December 15, 1989 File #27-468B-200 Mr. John D. Williamson, III Botetourt County Administrator P. 0. Box 279 Fincastle, Virginia 24090 Dear Mr. Williamson: I am enclosing copy of Resolution No. 29881-121189 supporting a regional approach to watershed planning and stormwater manage- ment, concurring in the updating of the 1985 Feasibility Study for a Roanoke Valley Comprehensive Stormwater ~anagement Program, and agreeing to share the cost of such update on a pro rata basis. Resolution No. 29811-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, December 11, 1989. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Eric. Room 456 Municipal Building 215 Church Avenue, S. ~'. Roanoke, Virginia 2a011 (703)981-2~41 Office of the City Clerk Oecember 15, 1989 File #27-468B-200 Mr. ~eorge W. Nester Vinton Town Manager 311 South Pollard Street Vinton~ Virginia 24179 Dear ~4r. Nester: I am enclosing copy of Resolution No. 29881-121189 supporting a regional approach to watershed planning and stormwater manage- ment, concurring in the updating of ~he 1985 Feasibility Study for a Roanoke Valley Comprehensive Stormwater ~anagement Program, and agreeing to share the cost of such update on a pro rata basis. Resolution No. 29811-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 11, 1989. Sincerely, ~4ary F. Parker, C~4C City Clerk MFP:ra Enc. Room456 MunicipalBuilding 215Church Avenue, S.W. Roanoke. Virginia 24011 (703)981 2541 Office of the City Clerk December 15, 1989 File #27-468B-200 Mr. Elmer C. Hodge Roanoke County Administrator P. O. Box 29800 Roanoke, Virginia 24018-0798 Dear Mr. ~todge: I am enclosing copy of Resolution No. 29881-121189 supporting a regional approach to watershed planning and stormwater manage- ment, concurring in the updating of the 1985 Feasibility Study for a Roanoke Valley Comprehensive Stormwater Management Program. and agreeing to share the cost of such update on a pro rata basis. Resolution No. 29811-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, Oecember 11, 1989. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Enc. Room 456 Municipal Building 215 Church Avenue. S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk December 15, 1989 File #27-468B-200 Mr. Wayne G. Strickland Executive Director Fifth Planning District Commission P. Q. ~ox 2569 Roanoke, Virginia 24010 Dear Mr. Strickland: I am enclosing copy of Resolution No. 29881-121189 supporting a regional approach to watershed planning and stormwater manage- ment, concurring in the updating of the 1985 Feasibility Study for a Roanoke Valley Comprehensive Stormwater Management Program, and agreeing to share the cost of such update on a pro rata basis. Resolution No. 29811-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on Honday, December 11, 1989. Sincerely, ~,, Hary F. Pa rkor, CMC City Clerk MFP:ra Enc. pc: Hr. W. Robert Herbert, City Manager ~r. William F. Clark, Director of Public Works Hr. Kit B. Kiser, Director of Utilities and Operations Room 456 MunicipaIBuilding 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The llth day of Dec~raber, 1989. No. 29881-121189. VIRGINIA, A RESOLUTION supporting a regional approach to watershed plan- ing and stormwater management, concurring in the updating of the 1985 Feasibility Study for a Roanoke Valley Comprehensive Stormwater Management Program, and agreeing to share the cost of such update on a pro rata basis. WHEREAS, the Fifth Planning District Commission, in 1985, at the request of Roanoke Valley governments, prepared a Feasibility Study for a Roanoke Valley Comprehensive Stormwater Management Program which presented a detailed analysis of: (1) the benefits of a regional stormwater management program, (2) drainage problems and future storm- water management concerns, (3) existing local stormwater management programs, (4) databases for stormwater management planning, (5) a pro- posed approach to regional stormwater management planning, and (6) institutional and regulatory issues affecting stormwater management; WHEREAS, this study determined that twenty-two of the thirty-nine watersheds in the Roanoke Valley are interjurisdictional; WHEREAS, the high cost of facilities encourages local governments to have a plan and methods of examining possible alternatives to find the most cost-effective solution; and WHEREAS, a cooperative regional approach to watershed planning and management of stormwater runoff appears beneficial to all communi- ties of the Valley. WHEREAS, this Council recognizes the need Roanoke Valley governments in managing stormwater a regional approach to developing watershed master water management program. NOW, THEREFORE, BE IT RESOLVED by the Council noke that: 1. ning and updating to cooperate with other runoff and supports plans and a storm- of the City of Roa- This Council supports a regional approach to watershed plan- stormwater management for the Roanoke Valley, concurs in the of the 1985 Feasibility Study for a Roanoke Valley Comprehen- sAve Stormwater Management Program and agrees to participate in the cost of updating the Study on a pro rata basis, as recommended in the report of the City Manager to Council, dated December 11, 1989. 2. The City Clerk is directed to forward attested copies of this resolution to Wayne G. Strickland, Executive Director, Fifth Planning District Commission, Elmer C. Hodge, County Administrator, County of Roanoke, John D. Williamson, III, County Administrator, Botetourt County, George W. Nester, Town ~{anager, Town of Vinton, and Randolph 5{. Smith, City Manager, City of Salem. ATTEST: City Clerk. Office of the City Clerk December 15, 1989 File #60-27-468B-200 Mr. Joel ~. Schlanger Director of Finance Roanoke, Virginia Dear ~r. Schlanger: I am attaching copy of Ordinance No. 29880-121189 amending and reordaining certain sections of the 1989-90 Capital Fund Appropriations, providing for the transfer of $5,018.00 from Capital Improvement Reserve - Storm Drains to Other Infrastructure - Regional Comprehensive Stormwater ~anagement Plan Update, in connection with updating the 1985 Regional Comprehensive Stormwater ~anagement Plan by the Fifth Planning District Commission. Ordinance No. 29880-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 11, 1989. Sincerely, ~ ~ary F. Parker, C~C City Clerk MFP:ra Eric. pC: Mr. Wayne C. Strickland, Executive Director, Fifth Planning District Commission, P. 0. Box 2569, Roanoke, Virginia 24010 ~r. W. Robert Herbert, City ~anager Mr. ~illiam F. Clark, Director of Public Works ~r. Kit B. Kiser, Director of Utilities and Operations Room 456 MunicipalOuilding 215 Church Avenue, S, W. Roanoke, Virginia 24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The llthday of December, 1989. No. 29880-121189. AN ORDINANCE to amend and reordain certain sections of the 1989-90 Capital 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 1989-90 Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Other Infrastructure Regional Comprehensive Stormwater Management Plan Update (1) ......................... , .............. Capital Improvement Reserve Capital Improvement Reserve (2) .................... $14,460,877 5,018 4,331,944 2,313,039 1) Appr. from General Revenue 2) Storm Drains (008-052-9650-9003) $ 5,018 (008-052-9575-9176) (5,018) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia December 11, 1989 Honorable Mayor and Members of City Council Roanoke, Virginia Subject: Fifth Planning District Commission (5th PDC) Regional Comprehensive Stormwater Management Plan Update of 1985 Plan Dear Members of Council: I. Back~round: Regional Comprehensive Stormwater Management Plan (Plan) was prepared by 5th PDC in 1985 at the request of the Roanoke Valley Governments. Plan contained the following elements: i. Benefits of a regional stormwater management plan. ii. Drainage problems and future stormwater management concerns. iii. Existing local stormwater management plans. iv. Databases for stormwater management plans. v. Proposed approach to regional stormwater management planning. vi. Institutional and regulatory issues affecting stormwater man- agement. Meeting, held on October 3, 1989, by 5th PDC, concerning regional stormwater management, was attended by elected officials and admi- nistrative staff members from local governments. They reviewed the 5th PDC's Feasibility Study for a Roanoke Valley Comprehensive Stormwater Management Program and decided that it was a good starting point for further discussion of a regional approach to stormwater management. Regional Stormwater Management Committee (comprised of the administra- tors of the regional governments and representatives from several state agencies) decided, at its October 23, 1989 meeting, that a Technical Subcommittee be formed to investigate the need for an update of the 1985 Plan. Subcommittee was formed and is comprised of: Charles Huffine John Peters John Abbott John Hubbard Bob Benninger Ned McElwatne W. E. Wright Mike Scanlan David Nunnally City of Roanoke City of Roanoke City of Salem Roanoke County Town of Vinton Botetourt County Virginia Department of Transportation State Water Control Board Division of Soil & Water Conservation Members of Council RE: Regional Comprehensive Stormwater Management Plan Page 2 II. Current Situation: ao Update of the 1985 Plan has been recommended by the Technical Subcom- mittee of the Stormwater Management Committee. Update to be in the following areas: i. Evaluation of individual watersheds. ii. Update hydrology data to be used in the stormwater modeling process. iii. Examine costs of stormwater management and flood control. iv. Assess the use of new Corps of Engineers' flood studies. v. Address remedial actions for existing problems. vi. Assess water quality issues related to State and EPA require- ments. vii. Update new institutional and regulatory issues. Cost of update not to exceed $10~000.00 to be shared by local govern- ments on a pro rata basis (based upon current population estimates prepared by the Center for Public Services). The City's pro rata share will be approximately $5~018.00. III. Issues: A. Need B. Timin8 C. Cost to City IV. Alternatives: Council state its support of regional cooperation in the management of stormwater runoff and participation in this update of the 1985 Regional Cooperative Stormwater Management Plan by the 5th PDC by adopting the appropriate resolution and, appropriate the City's pro rata share of the cost of the update, that share to be based upon current population estimates of each locality. 1. Need for update of the 1985 Plan is met. 2. Timin8 to provide funding in coordination with other local govern- ments is met. Cost to City is pro rata share of $10~000.00 cost (approximately $5~018.00) based upon population. Funds are available in account number 008-052-9575-9176 Capital Improvement Reserve - Storm Drains. Members of Council RE: Regional Comprehensive Sto~mwater Management Plan Page 3 B. Council decline to support the update of the 1985 Plan. 1. Need for update not met. 2. Timin~ to coordinate with other local governments not met. 3. Cost to City is zero. Recommendation: Council support regional cooperation in the update of the 1985 Plan by adopting the appropriate resolution and transfer pro rata share of cost from account number 008-052-9575-9176 to an account to be established by the Director of Finance in accordance with Alternative "A". Respectfully submitted, W. Robert Herbert City Manager WRH/RVH/fm Attachment CC: City Attorney Director of Finance Director of Public Works Director of Utilities & Operations Fifth Planning District Commission Fifth Planning District Commission 313 Luck Avenue. S.W. EO. Box 2569 Roanoke. Virginia 24010 I7031 343-4417 November 7, 1989 MEMORANDUM TO: FROM: SUBJ: ? o OFFIOr Ro, "'VEER Stor~water Management Committee .1 W. Robert Herbert, Roanoke City Manager Randy Smith, Salem City Manager Elmer C. Hodge, Jr., Roanoke County Administrator George Nester, Vinton Town Manager John B. Williamson, III, Botetourt County Administrator Wayne~- Strickland, Executive Director Resolution Supporting a Regional Approach to Stormwater Management and a Brief Report on Stormwater Utility (An Innovative Financing Mechanism for Local Stormwater Management Programs) Prepared by John Bartigan of Camp Dresser and McKee At the October 23 meeting of the Stormwater Management Committee, the Committee requested that a Technical Subcommittee be formed and that this Technical Subcommittee look at the following items as related to the PDC's 1985 Feasibility Study for a Roanoke Valley Comprehensive Stormwater Management Program: (1) delineating a scope of work for watershed master plans; (2) updating the cost figures presented in the study as related to the development of watershed plans; (3) investigating how the cost of such plans should be allocated among participating governments; (4) reviewing existing Zocal government stormwater management regulations to determine similarities and differences; and (5) developing a resolution for local governments to adopt endorsing the concept of a regional approach to stormwater management. The Management Committee also requested that I contact Botetourt County to invite them to participate in our efforts. John Williamson, Botetourt County Administrator, was contacted on October 24 and has expressed an interest in participating. .~ On October 30, the Technical Subcommittee met at the PDC office to review the issues proposed by the Management Committee (a list of the Technical Subcommittee members is attached). In regard to delineating the scope of work for the watershed master plans, the Subcomalittee generally agreed that the scope of work, as outlined by Camp Dresser and McKee in the PDC's 1985 feasibility study, was appropriate with the following changes: (1) individual watersheds should be evaluated on their own merit in terms of the design storm, i.e., the 25- and 10-year storms as the upper and lower limits may not be appropriate design storms for each watershed; (2) there is a need to update the hydrology AHeghanyCounty,BotetourtCounty,C~igCounty,RoanokeCountv CityofClihon ~rge*CityofCovington,CityofRoanoke,Cityof~lem ,TowhofVinton data to be used in the stormwater modeling process; (3) the cost of doing stormwater management and flood control should be examined; (4) assess the potential for using the Corps of Engineers new flood studies as a part of this research; (5) remedial actions for existing problems should be addressed because the program may be difficult to sell without some attempt at addressing existing problems; (6) water quality issues as related to new State and/or Environmental Protection Agency requirements should be addressed; and (7) the study should update new institutional or regulatory issues. The Technical Subcommittee felt that the cost figures presented in the study, as related to the development of watershed plans, appear to be on-line. However, the engineering consulting firm should look at these figures to see if there are any major changes in costs. The Technical Subcommittee felt that the cost of the plan update and the development of the watershed plans should be allocated among participating governments based on population. In regard to reviewing existing local government stormwater management regulations, the Technical Subcommittee noted that they would send the PDC any new regulations or changes to existing ordinances adopted since the completion of the 1985 feasibility study. Finally, as requested by the Management Committee, the Technical Subcommittee has prepared a resolution which endorses a regional approach to watershed planning and stormwater management for the Roanoke Valley. A draft of this resolution was mailed to all Technical Subcommittee members and the resulting resolution represents the com~ents generated from the draft. The resolution calls for each Roanoke Valley government to support a regional approach to developing watershed master plans and a stormwater management program, and it further states that each local govgrnment will provide its pro rata share (based on current population estimates) of updating the 1985 feasibility study. The total cost for the update of the 1985 study will not exceed $10,000. Enclosed you will find a copy of the resolution as developed by the Technical Subcommittee. We hope that the resolution meets with your approval. The last matter discussed at the October 23 meeting was a request to have John Hartigan of Camp Dresser and McKee prepare a background pa~er concerning the stormwater utility approach for financing local stormwater management programs. It was noted during our discussion that this background paper might be appropriate to use as a starting point for upcoming discussions of legislative proposals by VML and NACO. The cost of preparing the stormwater utility paper by Camp Dresser and McKee was $450. The Stormwater Management Committee agreed that the four participating governments would reimburse the Planning District Commission for the background paper. Therefore, we will be sending you an invoice for your pro rata share (based on current 3 population estimates) for this background study. Botetourt County will not be invoiced since they were not participating members of this group on October 23. The Fifth Planning District Commission has authorized the staff to work with the Roanoke Valley governments in their regional stormwater management effort and is pleased that we are moving ahead with our discussions. The staff looks forward to working with the participating local governments in updating the 1985 feasibility study and in pursuing a regional approach to watershed master plans and stormwater management. If you have any questions concerning 'this correspondence, or the enclosed material, please do not hesitate to contact me. WGS:jlp Enclosures Office of the City Clerk December 15, 1989 File #323 Mr. Frank Grisham Executive Director S©LINET 400 Colony Square Plaza Level Atlanta, Georgia 30361 Dear Mr. Grishman: I am enclosing copy of Ordinance No. 29882-121189 accepting the proposal of Southern Library Network, Inc. (SQLINET) for the pro- vision of online bibliographic cataloging services to the Roanoke City Library for the combined sum of an initial cost of $12,085.00, and an annual operatiag cost of $26,609.00. Ordinance No. 29882-121189 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 11, 1989. Sincerely, ,'~ Mary F. Parker, CMC City Clerk MFP : ra £nc . pc: ~4r. · . Robert Herbert, City Manager Mr. James D. Ritchie, Director of ~uman Resources Ms. Beverly A. Bury, City Librarian Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Room 456 Municipal Building 215Church Avenue, S,W, Roanoke, Virginia 24011 (703)981-2541 Office of the City Clerk December 15, 1989 File #323 Mr. Dennis Reynolds Executive Director CAPCON Library Network 1717 Massachusetts Aveuue, Suite ~ashington, D. C. 20036 Dear Hr. Reynolds: I am enclosing copy of Grdinance No. 29882-121189 accepting tne proposal of Southern Library Network, Inc. (SOLINET) for the pro- vision of online bibliographic cataloging services to the Roanoke City Library for the combined sum of an initial cost of $12,085.00, and an annual operating cost of $26,609.~0. Ordinance ~o. 29882-121189 was adopted by t~e Council of the City of Roanoke at a regular meeting held on Monday, December 11, 1989. On behalf of the Mayor and Members of City Council, I would li~e to express appreciation for submitting your bid on the above- described library system. Sincerely, ~ ~ary F. Parker, CMC City Clerk '~FP:ra Eric. Room456 MunicipalSuilding 215Chu[ch Avenue. S.W. Roanoke, Virginia 2a011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The .llth day of December, i989. No. 29882-121189. VIRGINIA, AN ORDINANCE accepting a certain proposal for the provision of online bibliographic cataloging services to the Roanoke City Library, upon certain terms and conditions; authorizing the proper City officials to execute the appropriate membership agreement; rejecting the other bid received for said services, and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The proposal made by Southeastern Library Network, Inc. (SOLINET) to the City for the provision of online bibliographic cataloging services to the Roanoke City Library, in accordance with all the City's specifications and requirements therefor, for the combined sum of an initial cost of $12,085, and an annual operating cost of $26,609, as more particularly described in the report to this Council dated December 11, 1989, is hereby ACCEPTED. 2. The City Manager, or Assistant City Manager, and the City Clerk are hereby authorized and directed to execute, seal and attest, respectively, for and on behalf of the City, the appropriate membership agreement with Southeastern Library Network, Inc. (SOLINET), the same to incorporate the terms and conditions of this ordinance, said bidder's proposal, and the City's plans and specifications, the form of such agreement to be approved by the City Attorney. 3. The other bid made to the City for such service is hereby REJECTED, and the City Clerk is directed to so notify bidder and to express the City's appreciation for its bid. municipal ordinance In order to provide government, shall be in for the usual daily operation of an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: such the City Clerk. December 11, 1989 Honorable Mayor Noel C. Members of City Council Roanoke, Virginia Taylor and Members of Council: SUBJECT: PROPOSALS FOR ONLINE BIBLIOGRAPHIC CATALOGING SYSTEM, PROPOSAL NUMBER 89-8-116 I concur with the recommendation of the evaluation committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager WRH/JDR/BAB/js CC: Wilburn C. Dibling, City Attorney Joel M. Schlanger, Director of Finance James D. Ritchie, Director of Human Resources Beverly A. Bury, City Librarian 1 December 11, 1989 Honorable Mayor Noel C. Taylor and Members of City Council Roanoke, Virginia Members of Council: SUBJECT: PROPOSALS FOR ONLINE BIBLIOGRAPHIC CATALOGING SYSTEM, PROPOSAL NUMBER 89-8-116 I. BACKGROUND Roanoke City Public Library began converting biblioqraphic records to machine readable form in 1982 through funding from the Virginia State Library using the services of The Computer Company. Daily cataloqing activities have continued with periodic production of a microfiche catalog by The Computer Company being paid for with local funds at an annual cost of $25,950. The Computer Company announced May 30, 1989 it would cease support of online cataloging ef- fective July 31, 1989. This announcement impacted thirty-seven (37) libraries across Virginia including Roanoke County Public Library, Salem Public Library and Virginia Western Community College Library. A Request for Proposals was released in August to find a comparable or better online bibliographic utility providing cataloging data, storage and maintenance of a bibliographic database. II. CURRENT SITUATION ae Three (3) vendors responded to the Request for Proposals. Responses were evaluated by library staff responsible for cataloging and bibliographic database maintenance. 2 Evaluations showed that all three (3) vendors required either significant upgrades or replacement of existing hardware and software. Proposal evaluations resulted in one (1) of the vendors, Brodart, being eliminated due to their inability to provide services even at the level of the previous vendor. In comparison to the other two respondentsf Brodart is inadequate for the following reasons: 1. Library of Congress name authority files not available for use. Library of Congress subject authority files not available for use. Direct interfaces with automated library system unavailable. Minimal level training and educational opportunities for staff. Limited information supplied in response to requests for information. The two other vendors, SOLINET and CAPCON, are both regional networks supplying the services of OCLC (Online Computer Library Center), a non- profit national bibliographic network. SOLINET is the recommended vendor for the following reasons: Ongoing operating costs are lower. (See Appendix A) Workshops and training opportunities are closer to Roanoke due to the concentration of SOLINET members in this area. The Virginia State Library as well as Virginia Western Community College, Lynchburg Public Library, Lynchburg College, Ferrum College, Hollins College, Roanoke College, VPI & SU, VMI, Washington and Lee, and Blue Ridge Regional Library in Martinsville are SOLINET members. 3 III. IV. SOLINET has a larger organization and support staff. The Virginia State Library is in the process of contracting with SOLINET to provide group access for interlibrary loan and the development of a union list of serials. These services are part of a proposed Virginia Library Network. ISSUES A. Compliance with requirements. B. Costs. C. Funding. ALTERNATIVES Council accept the proposal from SOLINET for online bibliographic cataloging services. 1. Compliance with requirements. SOLINET provides all services required, ex- ceeding those requirements in many areas, and provides significant resources for the library system with enhanced educational and training opportunities for staff. 2. Costs. a. Initial system costs: 1) Membership fee of $3,325. 2) Installation of data lines estimated at $1,584. 3) Hardware and software for replacing existing workstations which are inadequate, at a total cost of $7,176, to be paid in three (3)annual installments of $2,392. 4) Hardware maintenance costs of $375. 5) Cataloging activity costs for FY 89-90 estimated at $10,314. 6) Linew service and access fees for remainder of FY 89-90 estimated at $2,316. b. Annual operating costs beginning FY 1990-91: 1) Membership dues of $600. 2) Hardware and software costs of $2,392. 3) Hardware maintenance costs of $749. 4) Cataloging activity costs of $20,628. 5) Line, service and access fees of $4,632. 3. Funding. Current budget aDDropriation will cover remaining FY 89-90 costs. B. Reject all proposals. 1. Compliance with requirements. Not an issue at this time. 2. Costs. so Additional professional staff will be necessary to do manual cataloging and data entry into online integrated library system. Future automation efforts will be restricted and participation in statewide library network now being established will be eliminated. 3. Funding availability. Not an issue at this time. 5 V. RECOMMENDATION A. City Council concur with Alternative "A" and accept the proposal from SOLINET for online bibliographic cataloging services. B. Reject all other Proposals. Authorize the City Manager or his designee to execute the appropriate membership agreements with SOLINET. Committee: toD~, R~tt~Cah~eResources 'Beverly A. City Librarian D. Darwin Roupe ~ Manager, General Services WRH/JDR/BAB/DDR/js Attachments cc: Wilburn C. Dibling, City Attorney Joel M. Schlanger, Director of Finance 6 REQUEST FOR PROPOSALS FOR ONLINE BIBLIOGRAPHIC CATALOGING SYSTEM Cost Analysis Item SOLINET CAPCON One time costs: Membership fee Installation estimate Hardware & software package * Total initial cost Annual operation: 3,325 2,600 1,584 1,420 7,176 7,540 12,085 11,560 Annual dues 600 Hardware maintenance 749 System & network access 4,632 Cataloging costs ** 20,628 Total annual cost 980 798 5,280 21,096 Attachment A 26,609 28,154 * Total cost based on 3 year purchase total. **Estimate based on statistics provided in RFP for maximum expected activity. 7 Office of the City Clerk December 15, 1989 File #27 Mr. W. Robert Herbert City ~anager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29868-121189 authorizing the vacation of a certain City sewer line easement in the 2100 block of Salem Avenue and relocation of the existing sewer line to a new area, with Hub Pattern Corporation to be responsible for payment of the cost of the work required for such relocation; upon certain terms and conditions. Ordinance No. 29868-121189 was adopted by the Council of the City of Roanoke on first reading on ~onday, December 4, ~989, also adopted by the Council on second reading on Monday, December 11, 1989, and ~ill take effect ten days following the date of its second reading. Sincerely, ~ary F. Parker, C~C City Clerk MFP:ra Enc. pC: ~r. Herbert J. Cloeter, President, The Hub Pattern Corporation, P. O. 6ox 4067, Roanoke, Virginia 24015 Mr. William F. Clark, Director of Public Works Mr. Charles ~. Huffine, City Engineer ~r. Kit B. Kiser, Director of Utilities and Operations ~r. Jesse H. Perdue, Jr., ~anager, Utility Line Services Room 456 Municipal Building 215 Chuzch Avenue, S, W Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The llthdayofDecember, 1989. No. 29868-121189. AN ORDINANCE authorizing line easement and relocation certain terms and conditions. the vacation of a certain City sewer of the existing sewer line, upon BE IT ORDAINED by the Council of the City of Roanoke that the City Manager and the City Clerk are authorized to execute and attest, respectively, in form approved by the City Attorney, the appropriate deed and other documentation that may be deemed necessary to provide for the vacation and abandonment by the City of a certain sanitary sewer easement located within a 12' alley in the 2100 block of Salem Avenue and providing for the reloca- tion of the sewer line to a new area with Hub Pattern Corporation to be responsible for payment of the cost of the work required for such relocation, as more particularly set forth in the report to this Council dated December 4, 1989. ATTEST: City Clerk. Roanoke, Virginia December 4, 1989 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Sewer Line Abandonment and Release of Easement 2100 Block of Salem Avenue, S.W. Baek~round: A. Parcel of land between Salem Avenue and Westport Avenue~ S.W. and more specifically known as the 2100 block of Salem Avenue was subdivided on July 21, 1989 and recorded in the Clerk's Office of the Circuit Court of the City of Roanoke by the following property owners: 1. Dodson Specialties, Inc. 2. The Hub Pattern Corporation 3. The PDQ Company 4. John Lamanca, Jr. and Eli M. Rozier A copy of the related portion of this plat is attached to this report. Closure of a twelve (12') foot alley was recorded with the subdivision plat, as authorized by City Ordinance 29323, but an existing sewer easement within the alley extending along the back of former lots 15 thru 22 was retained by the City. Hub Pattern Corporation, with agreement by the other property owners, has requested that this section of sewer line be abandoned and the easement restrictiona released. Payment for the cost of design and construction of a new sewer line that will have to be relocated in order to provide continued and adequate service to all properties upstream from the abandonment has been agreed to by Hub Pattern Corporation. II. Current Situation: Satisfactory relocation for the new sewer line that will allow the old sewer to be abandoned has been determined by the Engineering Department. See the attached map which iden- tifies this new line. Mr. Herbert J. C]oeter 2113 Sa]em Avenue, S.W. P.O. Box 4067 Roanoke, Virginia 24015 November ]5, 1988 RE: SEWER ABAN >N-MENT AC, D RELOCaTION- SALEM AVEN ~ AND 2 I ST STREET Dear Mr. Cloeter: This letter ~s to advise you that the City of the existing sewer line in back of lots 15 thru 21 release the easement restrictions for this portfo~ approval by City Counzil and the following condit~ loanoke may agree to abandon on the attached sketch and of sewer line subject to the (1.) Manhole No. 5 and the line ~rom No. 5 ti Manhole No. 3 shall remain "As Is" by plugging the upstream side o~ Manhole No. 5. (2.) Your subdivision plat for the alley clo~ ~re shall dedicate the seFer easement fr~m M~ehole No. 3 to No. 5 to. he City of Roanoke. (3.) The City of Roanoke will relocate and in tall the new sewer line bet- ween !.~anhol_= No. 6 and No. 16 as indicat,:d on the attached sketch at the prop~rt.f owner's expense. (4.) The City of Roanoke shall be held harm]ess against any future claims for sewer s~:~vice to any back properties relative to the portion of sewer ll~e b~ing abandoned. The above condfti ~s ~nd stipulations shall be in the form of an agreement between the jofnt pro] ~rty owners and the C~ty of Roanoke and shall be approved by the City Attorney' Oftice. The following is , ~r ~stfmate for the cost of relocating and installing the necessary new l~ne to ~cc©modate existing services. l. 8-10 ft. ditch, 2D0 ln.ft. @ $17.30 $ 3,460.00 2. 6- 8 ft. ditch, 46 ln.ft. @ 13.55 623.30 3. 1 Std. Manhole, 9.5' deep @ ]20.00/ft. 1,140.00 4. 8" PVC Main, 246 ri.ft. @ 2.35 578.I0 5. Pav. Replscement, 190 In.ft. @ 13.20 2,508.00 6. Walk Rep]acement /5'x5' ~ection) 53.30 7. Seeding 25.00 Sub Total $ 8,387.70 Plus 20% 1,677.54 This amount of ~ lng would be required from you b'efore we begin construc- tion. ~age 2 {erbert J. Cloeter Please advise me in writing if you are in agreement with the above. Upon ece~pt of your written consent, I will prepare the necessary agreement for ~pproval by the City Attorney's Off~ce and the required report to City Council equesting Counci~l's approval before we can proceed. Silly, ~ ~. Utility Engineer S/fro Charles M. Hufffne, City Engineer Kit K~ser, Director, Utilities & Operations Mark Williams, C~ty A~torney Office Ted Tucker, Planning (703) 342-3505 FAX (703) 343-5337 THE HUB PATTERN CORP. 2113 SALEM AVE., S,W. P.O. BOX 4067 ROANOKE~ VIRGINIA 24015 November 6, 1989 City Of Roanoke Office of the City Emgineer 215 Church Ave. S. W. Roanoke, Virginia 24011 Attn: Mr. Earl Sturgil, Dear Mr. Sturgil, Per our recent t~ephone conversation, enclosed please find two (2) letters from adjoining property owners stating their full content with the modifications to the old sewer line that we have requested be turned out to Salem Ave. at 21st Street. We are also in full consent with the stipulations required in your letter to The Hub Pattern Corp. dated November 15, 1988. Please proceed with this work as quickly as possible so that we can proceed with the expansion to our facility. Should there be any questions, please feel free to call. te d, HT Cloeter, Pres. "ACCURACY OF THE PATTERN IS ~ FOR CASTING ACCURACY" November 2, 19 89 City of Roanoke Attn: Earl Sturgill-Engineering Department Dear Sir; As a property owner on Salem Avenue, I have no objection to closing the 'unused' sewer line in the old alley area which was recently vacated; and turning the old sewer line at 21st street to join with the sewer line on Salem Avenue. Paul W. Dodson Chairman of the Board Dodson Specialties, Incorporated Call Toll-Free--inbound WATS 1-800-336-5712 (except VA. 703-342-3139) FAX # 703-345-2330 PAUL W. DODSON Chairman of the Board R. W. (RON ALLIE Pres dent CARL W. ALLIE Vice President Sales & Marketing ROSEANN L SIMPKINS Office Manage¢ Mailing Address: P.O. Box 13485 Roanoke, VA 24034-3485 Shipping Address: 2121 Salem Ave., S.W. Roanoke, VA 24016-2515 Member of NATSO "The Leader In Truck Stop Store Merchandising." CHESAPEAKE X-RAY CORPORATIOH November 1, 1989 City of Roanoke Municipal Bu~]ding 215 Church Ave. Roanoke, VA 24011 Attn: ~. Stergal City EDg]neer This letter is to inform you that I have no objections to vacating the sewer line behind our building and having the line from 21st street to join the main sewer on Salem Avenue. If additional information is needed Jn this matter, please let me know. Sincerely, President CC: H.J. Closter The Hub Pattern Corp. o~p P.O BOX 6259 · ROANOKE, VIRGINIA 24017 · TELEPHONE 703-982-709~ Office of the City Clerk December 15, 1989 File #67-488-166 Mr. Wa Robert Herbert City Manager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Ordinance No. 29874-121189 authorizing and providing for the lease by the City of a structure known as the Alexander-Gish House, located in Highland Park in the City, together with an outbuilding, to Old Southwest, Inc., for a term of five years, at an annual rental rate of $1.00, subject to cer- tain terms and conditions. Ordinance ~o. 29874-121189 was adopted by the Council of the City of Roanoke on first reading on Monday, December 4, 1989, also adopted by the Council on second reading on ~onday, December 11, 1989, and will take effect ten days following the date of its second reading. Sincerely, ~ Mary F. Parker, C~C City Clerk ~FP:ra EriC . pc: Ur. Ceaff Seamans, President, Old Southwest, Inc., 641 Walnut Avenue, S. W., Roanoke, Virginia 24016 ~r. Joel ~. Schlanger, Director of Finance Ns. Deborah J. ~oses, Chief of Billings and Collections 2r. Kit B. Kiser, Director of Utilities and Operations Mr. William F. Clark, Director of Public Works Mr. Richard V. Hamilton, Real Estate Agent ~s. Stephanie A. Fowler, Neighborhood Partnership Coordinator Room456 MunicipalBuilding 215Church Avenue, S.W. Roanoke, Virginia 24011 (703)981 2541 IN THE COUNCIL OF THE CITY OF The ~llth day of December, 1989. No. 29874-121189. ROANOKE, VIRGINIA, AN ORDINANCE authorizing and providing for the lease by the City of a structure known as the Alexander-Gish House, located in Highland Park in the City, together with an outbuilding, to the Old Southwest, Inc.; subject to certain terms and conditions. BE IT ORDAINED by the Council of the City of Roanoke that the City Manager is hereby authorized to enter into a written lease agreement on behalf of the City with the Old Southwest, Inc., leasing to said organization that structure known as the Alexander-Gish House, located in Highland Park in the City, together with an outbuilding, for a term of an annual rental rate of One Dollar ($1.00), and conditions set out in the lease attached City Manager dated December 4, to form by five (5) years at upon certain terms to the report of the 1989; such lease to be approved as the City Attorney prior to its exectuion. ATTEST: City Clerk. Roanoke, Virginia December 4, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Renewal of Lease - Alexander/Gish House - 641 Walnut Avenue, S.W. The attached staff report was considered by the Water Resources Committee at a special called meeting on November 20, 1989. The Committee recommends that Council authorize execution of a lease agreement for the Alexander/Gish House in accordance with conditions stated in the attached report. Respectfully submitted, z~ Elizabeth T. Bowles, Chairman Water Resources Cox~nittee ETB:KBK:afm Attachment CC: City Manager City Attorney Director of Finance Director of Utilities & Operations Real Estate Agent Neighborhood Partnership Coordinator Chief, Billings & Collections Old Southwest Neighborhood Foundation, Inc. ~NTERDEPARTHENTAL COHHUNICATION DATE: November 20, 1989 TO: Members, Water Resources Committee FROM: Kit B. Kiser, Director~,~es & Operations thru W. Robert Herbert,~C~t~ Manager SUBJECT: RENEWAL OF LEASE ALEXANDER-GISH HOUSE 641 WALNUT AVENUE, S.W. I. Back,round: A. Original Lease with Old Southwest Neighborhood Alliance was author- ized by Council on December 10, 1979 by Ordinance No. 24929. Lease Assignment from the Alliance to the Old Southwest Neighborhood Foundation, Inc. was approved by the City Manager pursuant to an Assignment and Assumption Agreement dated May 11, 1981. Lease Extension, at the expiration of the original lease, was author- ized by Council on April 22, 1985 by Ordinance No. 27521. Term of lease five (5) years, from January 1, 1985 through December 31, 1989, lease fee One (1) Dollar per year. D. Old Southwest Neighborhood Foundation~ Inc. has recently changed it's name to Old Southwest, Inc. II. Current Situation: A. Lease will expire on December 31, 1989. Old Southwest~ Inc. has requested an extension of the lease for a term of five (5) years, from January 1, 1990 through December 31, 1994, lease fee to be One (1) Dollar per year. III. Issues: A. Need B. Timin8 Water Resource Committee Members RE: Alexander-Gish House Lease November 20, 1989 Page 2 IV. Alternatives: Committee recommend that City Council authorize tha appropriate City officials to execute a lease agreement in a form acceptable to City Attorney and similar to the attached lease with Old Southwest, Inc., for the Alexander-Gish House, for a term of five (5) years, January 1, 1990 through December 31, 1994, for a lease fee of One (1) Dollar per year. (See attached lease.) 1. Need by both parties for the continued use and maintenance of the facility is met. 2. Timin~ to accomplish execution of lease prior to expiration of current lease is met. B. Committee not recommend that City Council authorize the execution of a renewal of the lease of the Alexander-Gish House: 1. Need by City and Old Southwest, Inc. for continuation of current cooperative agreement not met. 2. Timin8 to accomplish execution of document on time not met. Po Recommendation: Committee recommend to City Council that it authorize execution of a lease agreement for the Alexander-Gish House in accordance with Alternative "A". KBK/RVH/fm Attachment CC: City Attorney Director of Finance Neighborhood Partnership Coordinator Chief, Billings & Collections Old Southwest Neighborhood Foundation, Inc. Old Southwest, Inc. 641 Walnut Ave., SW. Roanoke, VA 240~ November 4, 1989 Stephanie A. Fowler Coordinator Roanoke Neighborhood Partnership Room 355, Municipal Building 215 Church Avenue, SW Roanoke VA 24011 6FRCE OF CITY Dear Stephanie: This is to notify you of Old Southwest renew our lease of the Alexander/Gish House. five-year lease expires on Dec. 31, 1989. Ino.'s desire to The current For several months, an Old Southwest committee has been in contact with the city attorney's office regarding this matter. The city attorney and his staff have been very help- ful in explaining the conditions of the current lease, and it is my understanding that repeating the same conditions in the new lease would be satisfactory to both lessor and les- see. It also is my understanding that the city attorney's of- fice has been informed about a couple of minor updates that need to be made. Wherever the current lease says "Old South- west Foundation, Inc.," the new lease should say "Old South- west, Inc." Also, the mailing address of the Alexander/Gish House, as recognized by the U. S. Postal Service is "841 Walnut Avenue, SW," rather than "633 Walnut Avenue, SW." As I mentioned to you on the phone, I will be out of town until the first weekend of December. However, if ques- tions arise, you might call Joel Richert (342-2837) or David Kunca (343-5159). Thank you. Sincerely, Wilburn Dibling, city attorney~.,,__ r~ Joel Riohert, secretary, OSW ~~R~I~o~ David Kunca, board member, OSW '-.J~r ~ THIS LEA~E made and entered into this ... day of 1989, between the CITY OF ROANOKE, a municipal corporation organized and existing under the laws of the Commonwealth of Virginia, hereinaf- ter referred to as the "City", and OLD SOUTHWEST, INC., a non-profit organization organized and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as "Old Southwest", W I TNESSETH: 1. That in consideration of the rent provided for herein and the covenants and agreement set forth below, the City does he-.by lease to Old Southwest that structure known as the James Alexander HOuse, 841 · alnut Avenue, S. ~., located in Highland Park, in the City, together with its outbuilding and parking lot area, said structure, outbuilding and parkinE lot area shall be hereinafter referred to collectively as "leased premises", which leased premises are more particularly shown on a plan marked Exhibit A, attached hereto and made a part of this Lease. 2. The term of this Lease shall be for five (5) years, commenc- ing on Jauuary 1, 1990, and terminating on December 31, 1994. 3. During the term of this Lease, Old Southwest shall pay to the City as rent the sum of One Dollar ($1.00) per year, payable in advance to the Office of Billings lng, 215 Church Avenue, S. 24009. and Collections, Room 252, ~unicipal Build- W., P. O. Box 2199, Roanoke, Virginia 4. During the term of this Lease, Old Southwest shall continue to develop a plan for the restoration of the leased premises, and sub- ject to the approval of the City Manager of the plan, Old Southwest shall continue to implement this plan. Any such restoration shall be effected in {uch a manner as to preserve and protect the historic character of the leased premises. No alterations may be made to the exterior of the leased premises without the prior written authorization of the City Manager and approval by the Roanoke City Architectural Review Board. 5. Any and all improvements made to the leased premises by Old Southwest shall become the property of the City upon the expiration of this Lease, or any subsequent extension thereof. 6. OId Southwest shall arrange and pay for the installation of any utilities that it desires to install in the leased premises, and shall pay its own utility charges. 7. Old Southwest shall only use the leased)premises for the purposes of conducting public meetings, operating offices for Old Southwest or associated groups, operating a museum or exhibit area, conducting classes and workshops, providing quarters for a caretaker, and matters ancillary thereto. The leased premises shall be made available for use by the general public as much as possible, subject to reasonable charges, limitations, rules and regulations that may be established by Old Southwest. Said leased premises, however, shall be available for use by the City at no charge, subject to all other reasonable limitations, rules and regulations established by Old Southwest. 8. Old Southwest shall be solely responsible for routine main- tenance and upkeep of the leased premises, such as cleaning, lawn mowing, weeding and watering, during the term of the Lease. The leased premises shall be kept neat, clean, orderly, and sanitary at - 2 - all times. Extraordinary maintenance of the leased premises, such as clearing trees, brush and shrubs, shall be the responsibility of the City, 9. Old Southwest agrees that it will protect, indemnify and save harmless the City from the claims of all persons arising as a result of the activities of Old Southwest, its members, employees, and agents, in the leased premises and on the accompany- ing grounds, and that it will secure, maintain, pay for and keep in force, until the expiration of this Lease, a public-liability insurance policy, insuring its operations in an amount not less than $50,000.00 per person nor less than $300,000.00 per accident for personal injury and not less than $25,000.001'~0r each occurrence for property damage. Old Southwest shall name the City as an addi- tional insured on said liability policy and shall provide the City with a copy of the certificate of insurance before December 31 of each year of this Lease. 10. Old Southwest agrees not to assign this Lease nor sublet the leased premises, or any portion thereof, or transfer possession or occupancy thereof to any person or entity without the prior written consent of the City Manager. This paragraph shall not preclude Old Southwest from renting the leased premises pursuant to Paragraph 7 of this Lease. 11. parking shown in Old Southwest shall have the non-exclusive right to use the lot area and grounds immediately adjacent to the structures Exhibit A attached hereto. With the written approval of the City Manager, Old Southwest may make improvements or alterations the parking area and grounds. to - 3 - 12. In %he event the leased premises, or any of them, are com- pletely destroyed or are so badly damaged so as to practically amount to total destruction, or if the City, regardless of the extent of the damage, decides not to rebuild, the City may terminate this Lease, or exclude from the provisions of this Lease any one of the structures in the leased premises upon written notice to Old Southwest. The City shall not be liable to Old Southwest, its employees, agents, lnvitees, guests, or any other person whatsoever for any damage, com- pensation or claim arising from the use of the leased premises, or from fire, robbery, theft, or any other casualty, or from water, rain or snow or any other cause whatsoever. The City shall not be liable for any goods, property or personal effects stored'or placed in or around the leased premises, and the City shall not ia any way be held responsible therefor or liable for damage or injury thereto. 13. Either party hereto ~ay terminate this Lease by giving writ- ten notice to the other party sixty (60) days in advance. Notice to the City shall be given to the Office of 9illings and Collections. Notice to Old Southwest shall be given to its President at his or her last known address. WITNESS the following signatures and seals as of the day and year hereiaabove written; the execution of this Lease on behalf of the City having been authorized by Ordinance No. , duly adopted by the Council of the City of Roanoke on the . day of , 1989. ATTEST: CITY OF ROANOKE, VIRGINIA By Mary F. Parker, City Clerk W. Robert Herbert, City Manager - 4 - ATTEST: OLD SOUTHWEST, INC. '"Joel W. Richert, Secretary By Geoff Seamafls, President STATE OF VIRGINIA CITY OF ROANOKE ) ) To-wi t: ) The foregoing Lease, dated the day of , 1989, was ackuowleged before me by W. ROBERT HERBERT and MARY F. PARKER, City Manager and City Clerk, respectively, of the CITY OF ROANOKE, for and on behalf of that municipal corporation, on the day of 1989. My Commission expires: Notary Public STATE OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) The foregoing Lease, dated the .. day of , 1989, was acknowledged before me by GEOFF SEAMANS and JOEL W. RICEERT, President and Secretary, respectively, of OLD SOUTHWEST, INC., on behalf of that corporation, on the .... day of , 1989. My Commission expires: Notary Public - § -