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HomeMy WebLinkAboutCouncil Actions 03-26-90 (Trout) 29988 REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL March 26, 1990 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. Mayor Taylor was absent. The Olewiler, Church. invocation will be delivered by The Reverend William E. Associate Pastor, Windsor Hills United ~ethodist Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Vice-Mayor Beverly T. Fitzpatrick, Jr. Selection of six persons to be accorded the public inter- view for the position of School Trustee, such inter¥iews to be held on Thursday, April 12, 1990, at 7:00 p.m., in the City Council Chamber. The following persons have applied for appointment: 1. Sallye T. Coleman 2. Charles W. Day 3. Emanuel C. Edwards 4· John T. Geary 5. David K. ~isk 6. Delvis 0. McCadden 7. Lewis W. Peery 8. Finn D. Pincus 9· Denise A. Reedy Deferred until the regular meeting of Council on Monday, April 2, 1990. BID OPENINGS Bids for construction of new concrete sidewalks, entrances, curb and gutter on various streets in down- town Roanoke, as well as 14th Street, S. E. Two bids were referred to a committee composed of Messrs. Garland, Chairman, Clark and Kiser for tabula- tion, report and recommendation to Council. (1) CONSENT AGENDA 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. NONE REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Communications: A communication from Mr. Frank W. Saunders, Attorney, representing the Trustees of Roanoke Valley Worship Center Church of God, requesting authorization to purchase addi- tional property located at 1488 Peters Creek Road, N. W., containing approximately 22.76 acres. The matter was referred to the City Manager and the City Attorney for study, report and recommendation to Council, and for preparation of the proper measure. Reports of Officers: a. City Manager: Briefings: None. Items Recommended for Action: A report recommending authorization to execute a contract with the Commonwealth of Virginia, Department of Social Services, which would allow the Roanoke County Department of Social Services to be reimbursed from Title XX funds for placement of children at Youth Haven I. Adopted Ordinance No. 29988-32690. (6-0) A report recommending acceptance of an Emergency Shelter Grants Program grant award, in the amount of $39,000.00, from the U. S. Department of Housing and Urban Development; and appropriation of funds therefor. Adopted Ordinance No. 29989-32690 and Resolution No. 29990-32690. (6-0) 3. A report recommending execution of a contract with Rhodeside & Harwell, Inc., to provide professional (2) 10. planning services in connection with an update of the Mill Mountain Master Plan; and transfer of funds therefor· Adopted Ordinance No. 29991-32690 and Resolution No. 29992-32690. (6-0) A report recommending authorization to acquire certain right-of-way for the realignment and reconstruction of Thirlane Road, N. W.; and transfer of funds therefor. Adopted Ordinance No. 29993-32690 and Ordinance No. 29994-32690. (6-0) b. Director of Finance: 1. A financial report for the month of February, 1990. Received and filed. Reports of Committees: None. Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: Ordinance No. 29984, on second reading, accepting bids for certain vehicular equipment; and rejecting other bids. Adopted Ordinance No. 29984-32690. (5-0, Mr. Bowers abstained from voting.) be A Resolution expressing appreciation to Sherertz, Franklin, Crawford, Shaffner, for their development of a preliminary street layout for the Kirk Avenue renovations. Adopted Resolution No. 29995-32690. (6-0) 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Vice-~ayor and Members of City Council. The City Manager was requested to investigate the matter of providing neighborhood recreation programs in the South Roanoke area during the time frame that the Crystal Spring Elementary School is closed for renovations, as well as recreational programs that could be continued when the school reopens. b. Vacancies on various authorities, boards, commissions and committees appointed by Council. Other Hearings of Citizens: (3) Woox)s, Roo~s & Itxz~.~O~o-vm~ ' tom FmA~xm~z~ RoAm, S.W. P. tO- Box ?mo 982-4209 March 20, 1990 Mayor and Members of Council of the City of Roanoke Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia Re: Roanoke Valley worship Center Church of God Dear Mayor and Members of Council: The Trustees of Roanoke Valley Worship Center Church of God, a local congregation organized under the Church of God, State of Virginia, have contracted to purchase from Greenbriar Christian Academy, Inc., a Virginia corporation, property located in the City of Roanoke, Virginia known as 1488 Peters Creek Road, N.W., the said property consisting of three parcels of land designated on Tax Appraisal Maps of the City of Roanoke as Tax Numbers 2770112, 6100717 and 6120615, being contiguous tracts of land owned by Greenbriar Christian Academy, Inc. and containing approximately 22.76 acres. It is represented that these parcels are not practically divisible, but have in the past been used as one contiguous realty entity. The Trustees of Roanoke Valley Worship Center have been advised that under Code of Virginia Section 57-12 that church trustees are limited at any one time to hold no more than fifteen acres of land in a city, but that by ordinance the City Council can authorize such trustees to take and hold in such city not more than fifty acres of land under certain conditions set forth in the Code section. The Trustees in accordance with the provisions of Code of Virginia Section 57-12 do represent to City Council that the acreage to be purchased will be devoted exclusively and is pro- posed, so long as it is held by the Trustees, to be subsequently devoted exclusively to a church building, chapel, cemetery, offi- Mayor, Members of Council March 20, 1990 Page -2- ces exclusively used for administrative purposes of the church, Sunday-school building and playgrounds therefor and parking lots for the convenience of those attending any of the foregoing and a church manse, parsonage or rectory. The trustees do respectfully request you to favorably con- sider their request and to authorize by ordinance the Trustees of Roanoke Valley Worship Center Church of God to acquire the lands of Greenbriar Christian Academy, Inc. located in the City of Roanoke, Virginia and containing approximately 22.76 acres for use devoted to the purposes hereinabove specified. FKS:sal Respectfully submitted WOODS, ROGERS & HAZLEGROVE Attorneys for Trustees of Roanoke Valley Worship Center Church of God ' NS 4216 BRAMBLETON A~ENUE, S.W. ROANOKE, VIRGINIA 24018 703-774-5555 March 21, 1990 Reverend Paul A. Davis c/o Roanoke Valley Worship Center P. O. Box 5584 Roanoke, VA 24012 Dear Paul, ~is m~morand~m is to confirm my telephone conversation with you on Monday, March 19, 1990 in reference to closing on your contract of sale with Greenbrier Christian Acaden~ dated August 18th, 1989. As per my telephone conversation of the same date with Mr. Ron White, President of Greenbrier Christian, he has asked me to relay to you that the rental credit as noted in the Possession by Purchaser A~t (Itu #8) will only be given to you if-settlement takes place by March 30th,. 1990. ~e settlement date as noted in the contract was Febzn:ary 28th, 1990, and Mr. White has agreed to extend the closing date for thirty (30) days f~t this date allow/rig the rental credit and six (6) mc~ths defeIment of mortgage payments as described in Itu #3.c of the contract regarding financing. Please call me if you have any questions concerning this. I will be in centact with Mr. Frank Saunders of Woods, Rogers and Hazlegrove Law Firm to help coordinate the closing. Sincerely yours, S. Ronald Owens, Broker Owe_ns & Co. of Va., Inc. Enclosure cc: Mr. H. Ron White Reverend B. R..Mitchell SRO:bf Office of the City Clerk March 28, 1990 File #72-304 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29988-32690 authorizing a contract to be entered into with the Commonwealth of Virginia, Department of Social Services for the procurement of certain ser- vices at Youth Haven I by the County of Roanoke's Department of Social Services for the term of fiscal year 1990-91. Ordinance No. 29988-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, Sincerely, Mary F. Parker, City Clerk March 26, 1990. CMC / AA E MFP:ra F. nc. pc: Mr. Daniel D. Dunham, M.S.W., State Welfare Supervisor, Commonwealth of Virginia, Department of Social Services, 8007 Discovery Drive, Richmond, Virginia 23229-8699 Mr. James D. Ritchie, Director of Human Resources Mr. Jack E. Trent, Group Home Program Manager, Youth Haven I Room4S& MunicipaIBuilding 215 Church Avenue, S.w. Roanoke, Virginia 24011 (703)981-2541 Office of the City Clerk March 28, 1990 File #72-304 Mr. Elmer C. godge Roanoke County Administrator P. 0. 8ox 29800 Roanoke, Virginia 24018-0798 Dear Mr. Hodge: I am enclosing copy of Ordinance ~o. 29988-32690 authoriziag a contract to be entered into with the Coraraonwealth of Virginia, Department of Social Services, for the procurement of certain services at Youth Haven I by the County of Roanoke's Department of Social Services for the term of fiscal year 1990-91. Ordinance Ho. 29988-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, Mary F. Parker, CMC/&4E City Clerk MFP:ra Eno. Room456 Muni¢ipatBuildirlg 215Chur(h Avenue. S.W Roanoke, Virginia 24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 26th day of March, 1990. No. 29988-32690. AN ORDINANCE authorizing a contract to be entered with the Commonwealth of Virginia Department of Social Services for the pro- curement of certain services at Youth Haven I by the County of Roanoke's Department of Social Services for the term of FY 1990-91; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager be, and is hereby authorized and directed, for and on behalf of the City, to enter into a written contract with the Commonwealth of Virginia Department of Social Services for the procurement of certain ser- vices for eligible youth at Youth Haven I by the County of Roanoke's Department of Social Services, for the term of FY 1990-91, with payment for such services to be made by the County of Roanoke's Department of Social Services to the City from Title XX funds; said contract to be in form approved by the City Attorney, and upon such other terms and conditions as are provided therein. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. March 26,1990 Roanoke, Virginia Honorable Mayor and City Council Roanoke, Virginia Members of Council: SUBJECT: AUTHORIZATION TO EXECUTE A CONTRACT WITH THE CO~140NWEALTH OF VIRGINIA'S DEPARTBiENT OF SOCIAL SERVICES I. BACKGROUND The City of Roanoke, County of Roanoke, and City of Salem entered into a contract in January, 1987, whereby these localities would jointly use Youth Haven I and Youth Haven II to provide non-secure residential care for youth of the Roanoke Valley. Under the terms of this contract, the per diem rate was set at $25.00 for the first eighteen months of operation. The three jurisdictions have negotiated a new contract which bases the per diem rate on the actual local operating expenses for the year prior to the previous fiscal year or based on a per diem established by any federal or stat-~ agency for the facility or program. Co Title XX are those federal funds received by the Department of Social Services to provide care for our citizens. Title XX vendor designation will permit youth who are wards of the local Department of Social Services to be placed at the facility and to be reimbursed under Title XX monies allocated to the local departments. The City of Roanoke, on behalf of Youth Haven I, and the County of Roanoke, on behalf of Youth Haven II, recently received Title XX vendor status as established by the Commonwealth of Virginia's Department of Social Services' Interdepartmental Committee on Rate Setting. These rates are calculated after considering the operating expenses, less any grants and monies received from state and federal agencies. The rate established by the committee for the 1990 1991 fiscal year for Youth Haven I is $29.44. The rate established by the committee for the 1990 1991 fiscal year for Youth Haven II is $34.55. II. CURR£NT SITUATION Youth Haven II, operated by the County of Roanoke, has executed a contract with the Commonwealth of Virginia's Department of Social Services and is currently eligible to receive children from Roanoke City's Department of Social Services using Title XX funding for reimbursement. Youth Haven I has received a contract from the Commonwealth of Virginia's Department of Social Services. This contract has been reviewed by the City Attorney's office and needs to be duly executed and returned to the State Department of Social Services. III. ISSUES A. Jurisdictional Equity. B. Time. C. Local Cost. IV. ALTERNATIVES Authorize the City Manager to execute the contract with the Commonwealth of Virginia's Department of Social Services. Jurisdictional Equity. This executed contract would allow the Roanoke County Department of Social Services to be reimbursed for Youth Haven I placements from Title XX funds, just as the Roanoke City Department of Social Services is currently eligible for reimbursement from Title XX funds for girls placed at Youth Haven II. Time. The established per diem rate of the contract is for the upcoming fiscal year {FY 1990 - 1991). The established per diem rate was increased by $1.00 over the approved rate for FY 1989 1990. The contract needs to be executed as soon as possible so that it can take effect on July 1, 1990. Local cost for City youths that are wards at Youth Haven II and are Title XX eligible will continue to be reduced from 100 percent of the per diem rate to 20 percent of the per diem rate. Do not authorize the City Manager to execute the contract with the Commonwealth of Virginia's Department of Social Services. Jurisdictional Equity. Some Roanoke County boys may be denied treatment/services at Youth Haven I, due to funding limitations since Title XX funds cannot be used. 2. Title XX funding will require Interdepartmental Committee on Time. Future use of reapplication to the Rate Setting. 3. Local cost would not be affected. V. RECOI~IENDATION Ao Authorize the City Manager to execute the contract with thp Commonwealth of Virginia's Department of Social Services. Respectfully submitted, W. Robert Herbert City Manager WRH/JDR/JET/ksf CC: Joel M. Schlanger, Director of Finance Wilburn C. Dibling, Jr., City Attorney James D. Ritchie, Director, Human Resources Jack E. Trent, Group Home Program Manager BLAIR BtJJLDING 8007 DISCOVERY DRIVE RICHMOND, VIRGINIA 23229-86~9 (804~62-9204 March 5, 1990 co oxw ^Lr of vm0i LARRYD. JACKSON COMMISSIONER Mr. Jack Trent Program Manager Roanoke City 1301 Third Street, Southwest Roanoke~ VA 24016 Dear Mr. Trent: Enclosed are the required documents for approval as a Purchase Service vendor. Your services and rates are based on the information submitted to us. They are indicated on the Vendor Information Form. If change in the Vendor Information seems required, please hold the documents and communicate with me. of Two copies of the Agreement for Purchase of Services commencing on July 1, 1990, and terminating on June 30, 1991, should be signed by an authorized individual in your facility. Please read the Agreement carefully so that you understand the responsibility you undertake upon signing it. Both signed copies of the Agreement are to be returned to us. When we sign the Agreements, we will return to you one copy of the Agreement and Vendor Information which you should keep on file. Please sign and return the Agreements for Purchase of Services as soon as possible. These documents should be returned to the Purchase of Services Unit, Virginia Department of Social Services, 8007 Discovery Drive, Richmond, Virginia 23229-8699. We will notify local social service agencies that your services are available for purchasing after we receive the signed Agreements. If you have any questions, please contact me at (804) 662-9037. Sincerely yours, Daniel D. Dunham, M.S.W. State Welfare Supervisor DDD/cch Enclosures An Equal Opportunity Agency 07/01/90 VENDOR NAME: ADDRE S S: PHONE NUMBER: Roanoke City 1301 Third Street, Southwest Roanoke, VA 24016 (703) 981-2830 TYPE ORGANIZATION: Public VENDOR NUMBER: 998-00251 RESOURCE NUMBER: 000609741 Youth Haven I 1301 Third Street, Southwest Roanoke, VA 24016 (703) 981-2830 6006 5023 ROOM AND BOARD IN A RESIDENTIAL NON-TREATMENT FACILITY $ ll.41/DA The service includes shelter (triple occupancy rooms), supervision. The rate includes items, and school supplies. COMBINED RESIDENTIAL SERVICES Which includes: food, and basic 1S. 03/DA Education and Train{nE-Liaison and consultation with public schools. Participation in Special Education determination committee meetings on residents. Purchase of educational evaluations/assessments for Special Education placements as needed on an individual basis. Youth Haven I provides supervised, structured study periods each day and tutoring as needed. Socialization/Recreation-Individual and group activities designed to: enhance learning; provide cultural enrichment; enhance decision making; foster reintegration into the community; increase responsibility, develop leadership skills, improve self-esteem, and interpersonal relationship skills; foster teamwork, sportsmanship, cooperation, group cohesion, and a sense of community; provide fun and pleasure. Some of these activities include: outdoor athletics, trips, games and camping, indoor games, crafts, movies, museums, historical tours, exercise, and art. Counseling-Provide individual, group, and family counseling to residents and their families. The schedule for counseling services includes: (1) minimum of 4 hours per month for individual sessions; (2) 8 hours per month of process/treatment groups; (3) 4 hours per month Basic Life Skills group; (4) 2 hours per month per family of family counseling; (5) 3 hours per month of Parent Support Group; (6) 12 hours per month of casement; (7) 4 hours per month of crisis counseling; and (8) 2 hours per month for Aftercare Services. Roanoke City Page 2 of 2 VENDOR #998-00251 RESOURCE #000609741 ~~O~S~S tO and from community activities, %~tmo~)~~ ti~ a~t~viti.s, trips, extracurricular school activ~ ~e~/~41~er~i~es' psychological services, Medical/Remedial Services-Covers medical supplies ~d equipment, non-prescription medications, prescription medications not covered by Medicaid. Rates are based on 365 days of service a year. LICENSED BY INTERDEPARTMENTAL LICENSURE AND CERTIFICATION OF RESIDENTIAL FACILITIES FOR CHILDREN. LICENSED CAPACITY IS 12. NOTICE TO LOCAL DEPARTMENTS OF PUBLIC WELFARE/SOCIAL SERVICES This is a vendor whose rates are set under the Rules of the Interdepartmental Council on Rate-SettinK. Federal and/or state reimbursement is available only for services delivered during the effective period of this Vendor Information. Assurance is specifically not given that a subsequent Vendor Information will be issued, that any subsequent Vendor Information would be continuous, or that any subsequent Vendor Information would be issued before its effective date. Please assure that there are adequate local funds to finance any services used during a period not covered by a Vendor Information. If a Vendor Information for this facility is issued after its Effective Date, the 60 day reimbursement limitation is waived; however the waiver ends for services delivered during the first full month after the Date O~~n~t ~~ormation. irlll !1: i~% t L i I NA~g OF NEGOTIATOR: ~ ACTION DATE;: March 5, 1990 ACT~Vg: A Doc. Name: V/251 AGREEMENT FOR PURCHASE OF SERVICES THIS AGREEMENT is entered into by and between the Commonwealth of Virginia Department of Social Services with local Departments of Welfare/Social Services acting as its agents, referred to as the "Buyer," and Roanoke City, hereinafter referred to as the "Vendor." Subject to its other provisions, the terms of this Agreement shall commence on the 1st day of July, 1990, and terminate on the 30th day of June, 1991. WHEREAS the Buyer is responsible for providing social services by authority of Title 63.1 of the Code of Virginia, and has been appointed by the Governor as administering agency for social services delivered pursuant to Title XX of the Social Security Act as amended by Section 2352 of the Omnibus Budget Reconciliation Act of 1981 (Public Law 97-35); WHEREAS the Vendor has established itself as a qualified provider of social services and meets all applicable State federal standards relative to the services to be provided herein; NOW, THEREFORE, the parties hereto do mutually agree as follows: and This Agreement is subject to the provisions of Title 45 of the Code of Federal Regulations, (CFR), Part 96, amendments thereof, and other relevant federal and State laws and regulations. This Agreement shall be governed in all respects, whether as to validity, construction, capacity, performance or otherwise, by the laws of the Commonwealth of Virginia. The failure of the Buyer to enforce at any time any of the provisions of this Agreement, or to exercise any option which is herein provided, or to require at any time performance by the Vendor of any of the provisions hereof, shall in no way affect the validity of this Agreement or any part thereof, or the right of the Buyer to thereafter enforce each and every provision· All remedies afforded in the Agreement shall be taken and construed as cumulative, that is, in addition to every other remedy provided herein or by law. If any part, term, or provision of this Agreement is held by a court to be in conflict with any State or federal law, the validity of the remaining portions or provisions shall be construed and enforced as if the Agreement did not contain the particular part, term or provision held to be invalid. Any documents referred to in this Agreement but not attached hereto, are incorporated by reference as part of this Agreement. No other understandings, oral or written, are deemed to exist or to bind any of the parties hereto. Any alterations, variations, modifications or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing, duly signed by the Page 1 of 9 Contracting Officer of the Buyer and the Authorized Representative of the Vendor, and attached to this Agreement. Where there exists any inconsistency between this Agreement and other provisions of collateral contractual agreements which are made a part of this Agreement by reference or otherwise, the provisions of this Agreement shall control. This is a term agreement for requirements and does not involve a definite financial obligation on the part of the Buyer, although the Buyer shall use this Agreement in the procurement of services as specified and for which payment shall be made by the Buyer. The Vendor shall only charge the Buyer for those services listed and described in the Vendor Information form of the Profile of Services and Prices, relevant portions of which are attached, and only when and as authorized by a purchase of service order signed by the Buyer's Fiscal Officer and Service Worker. Such purchase of service orders are incorporated into this Agreement by reference. The Vendor has the right to refuse to accept the Buyer's purchase of service orders. The authorized services shall be provided at or above the quality level in effect at the time of the description and/or evaluation written on the Vendor Information form of the Profile of Services and Prices. The Vendor shall permit representatives authorized by the Buyer to conduct program and facility reviews in order to assess service quality. Such reviews may include, but are not limited to, meetings with consumers, review of service records, review of service policy and procedural issuances, review of staffing ratios and job descriptions, and meetings with any staff directly or indirectly involved in the provision of services. Such reviews may occur as often as deemed necessary by the Buyer and may be unannounced. Substantial changes in the proposed delivery of services from that stated in the application submitted by the Vendor or that stated in the Vendor Information form of the Profile of Services and Prices, whether actual or anticipated, such as, but not limited to, changes in service quality, key personnel, ability to vend specified volumes of services, submitted budgetary data, or compli~tnce with applicable State and/or federal standards shall be reported in writing to the Buyer within five (5) calendar days of occurrence. The Vendor agrees that any information and data to be used in negotiations to modify the Vendor's prices under this Agreement shall be submitted to the Buyer at least ninety (90) calendar days prior to the proposed "Effective Date" of the changes. The Vendor further agrees that any information and data to be used in negotiations to extend the Vendor's prices under this Agreement beyond the "Renewal Date" on the Vendor Information form of the Profile of Services and Prices shall be submitted to the Page 2 of 9 10. 11. Buyer at least ninety (90) calendar days prior to the "Renewal Date" except for children's residential facilities, which must follow procedures outlined for such facilities. The Vendor shall immediately submit written reports to the Buyer indicating significant deviations from anticipated client progress as agreed by the Vendor and the Buyer. The Vendor shall provide the Buyer with a copy of any required reports of annual physical examinations and psychological or psychiatric examinations of the client while under the care of the Vendor. If the services are provided in a residential facility, or by a non-residential treatment program, the Vendor shall submit to the Buyer a written treatment plan and progress report regarding the client at least quarterly and upon termination of service to the client. Said plan and report shall include at least the following information: short and long term goals, anticipated time of completion, prognosis, medications administered, progress or lack of progress of client and reasons, significant incidents or accidents and any past or planned special events. If the Vendor fails to provide any written treatment plan and progress report in a timely manner, the Buyer may withhold payment of vendor invoices until they are received. If services are provided on a cost reimbursement basis as indicated on the Vendor Information form of the Profile of Services and Prices, the Vendor shall maintain documentation of the actual cost of delivering each service to each individual client and submit required data to substantiate the costs before vendor invoices are paid by the Buyer. The Vendor shall not charge the Buyer more for a service than the price specified on the Vendor Information form of the Profile of Services and Prices. The Vendor shall not charge the Buyer more than the Vendor charges other buyers of the same service. The Vendor shall not charge any and all buyers more than the maximum number of units per service as stated on the Vendor Information form of the Profile of Services and Prices. Additionally, the Vendor shall not invoice the Buyer for a greater number of units of any service than that specified in the purchase of services order unless the Buyer specifically authorizes such increased units in writing. The Vendor shall invoice the Buyer only for services actually delivered. The Vendor shall not submit any billings for services provided prior to the "Effective Date" or subsequent to the "Renewal Date" shown on the Vendor Information form of the Profile of Services and Prices. For public agency Vendors, even though there is a price specified on the Vendor Information form of the Profile of Services and Prices, charges for services shall not exceed Page 3 of 9 13. 14. 15. 16. the net cost of the services provided under this Agreement. This net cost shall be determined in accordance with Title 45 CFR, Part 74, less all applicable grant and general unrestricted revenue. The public agency Vendor shall monitor actual cost of service delivery and immediately report to the Buyer any payment received under this Agreement from the Buyer in excess of such net cost. The Vendor shall invoice the Buyer for each calendar month on vendor invoice forms supplied by the Buyer, and shall submit a vendor invoice showing no services delivered pursuant to a purchase of services order if that is the case in any month. The Buyer shall be unobligated to pay for services pursuant to an authorized purchase of services order when the Vendor fails to submit a vendor invoice for such services within forty-five (45) calendar days after the close of the calendar month in which services were delivered. Vendor invoices which are correct and are received by the Buyer within ten (10) calendar days after the close of the month shall be processed and paid no later than thirty (30) calendar days after the close of the month. Those vendor invoices received later shall be processed and paid with the next month's vendor invoices. Vendor invoices received which are not correct shall be returned to the Vendor for correction. If the Vendor feels that the payment received for services invoiced was an underpayment, then it is the Vendor's responsibility to notify the Buyer in writing of the questionable payment within forty-five (45) calendar days after receipt of the payment. Supporting evidence must accompany such notification. The Buyer must correct any error found or respond in writing to the Vendor why no error exists within forty-five (45) calendar days after receipt of the Vendor's notification. If the Vendor's notification and supporting evidence are not received by the Buyer within the forty-five (45) calendar day limit, then the Buyer is not obligated to make any adjustments in the questionable payment. If the Vendor feels that the payment received for services invoiced was an overpayment, then the Vendor must notify the Buyer immediately. When the services are authorized by a "Group" type of purchase of services order the Vendor shall invoice the Buyer individually for each client served, and shall submit each month's vendor invoices at the same time and together. The Buyer shall have thirty (30) calendar days from the date of the Service Worker's or Fiscal Officer's signature on a purchase of services order, whichever is later, to terminate or adjust said purchase of services order without penalty to the Buyer; however, the Buyer shall make payment for any services rendered during said thirty (30) day period, subject to the other terms of this Agreement. Page 4 of 9 17. 18. 19. 20. 21. 22. The Buyer's purchase of services orders may be adjusted or terminated at any time for client-related causes to include, but not limited to, changes in eligibility and changes in client progress. The Buyer may not terminate or ad3ust purchase of services orders arbitrarily and without cause. The Vendor may only terminate service provision for client-related causes and only when a fifteen (15) calendar day advance notice is given to the Buyer. In the event that the Buyer becomes unable to honor approved purchase of services orders for causes beyond the Buyer's reasonable control, including but not limited to, failure to receive promised revenue from federal, State or local government sources or donor default in providing matching funds, the Buyer may terminate or modify any or all purchase of service orders pursuant to this Agreement as necessary to avoid delivery of service for which the Buyer cannot make payment. The Buyer shall, upon cognizance of any such cause, notify the Vendor immediately. If the Vendor is a donor which exercises the option to submit donations monthly with vendor invoices and subsequently fails to submit the correct donation with any vendor invoices, it shall not have those vendor invoices paid until the next vendor invoice payment period following the submission of a correct donation. The Vendor guarantees that any costs incurred pursuant to this Agreement shall not be included or allocated as a cost of any other federal, State or locally financed program in either the current or a prior period. The Vendor shall not enter into subcontracts for any of the services approved under this Agreement without obtaining prior written approval from the Buyer. Said approval shall be indicated by the attachment to this Agreement of a Vendor Information form for the subcontractor. Such subcontractors shall be sub3ect to the requirements, conditions, and provisions the Buyer may deem necessary. The Vendor is responsible for the performance of its subcontractors. However, prior written approval shall not be required for the purchase by the Vendor of articles, supplies and equipment which are incidental but necessary for the performance of the work required under this Agreement. The Vendor shall not assign this Agreement without prior written approval of the Buyer, which approval shall be attached to this Agreement and subject to such conditions and provisions as the Buyer may deem necessary. Nothing in this Agreement shall be construed as authority for either party to make commitments which will bind the other party beyond the scope of service contained herein. The Vendor and any subcontractor shall maintain an accounting system and supporting records adequate to assure that claims for funds are in accordance with applicable Page 5 of 9 23. 24. 25. State and federal requirements. Such supporting records shall reflect all direct and indirect costs of any nature expended in the performance of this Agreement and all income from any source. The Vendor shall also collect and maintain fiscal and statistical data on forms designated by the Buyer. The Vendor shall maintain program records required by the Buyer. The Vendor agrees to retain all books, records and other documents relative to this Agreement for five (5) years after final payment, unless necessary for purposes of an unresolved federal or State audit. The Buyer, its authorized agents, and/or federal auditors shall have full access to and the right to examine any of said materials during said period. If the Vendor is to determine and/or redetermine the eligibility of clients as indicated on the Vendor Information form of the Profile of Services and Prices, then the Vendor must use forms and follow instructions specified by the Buyer in accordance with applicable State policy. It is further understood that the Vendor shall be responsible to inform the individual applicants or clients of their right to a fair hearing when eligibility determination and/or redetermination is done by the Vendor. If the Vendor wishes to assist the Buyer by collecting data which will aid the Buyer in determining or redetermining eligibility and need for services, then the Vendor shall use forms and follow instructions specified by the Buyer in accordance with applicable State policy. The Buyer or its authorized agent may, at the Buyer's discretion, audit and validate the information obtained from the Vendor and the process utilized for obtaining the information. If the Vendor is to provide Emergency Shelter as a component of Protective Services for Children and the Buyer wishes to reserve space, then the Buyer will authorize a "Reservation" type of purchase of services order at the price specified in the Vendor Information form of the Profile of Services and Prices. If the Vendor accepts the purchase of services order and holds space, the Vendor shall invoice the Buyer, for the time period in which space was not occupied, at the percentage of the full price specified on the Vendor Information form of the Profile of Services and Prices. This percentage shall not exceed seventy-five percent (75%). If a client is placed by the Buyer and occupies a reserved space, the Vendor shall invoice at the full price for the period of time in which said client received service. If some space is reserved, and is occupied for part of the month but vacant for the other part, then the Vendor shall invoice individually for each client served and separately for all of the unoccupied reserved space. The Vendor shall submit each month's vendor invoices at the same time and together. Page 6 of 9 26. 27. 28. 29. 30. 31. 32. 33. No fee shall be imposed by the Vendor upon individuals served pursuant to this Agreement other than those set the Buyer as described in the Commonwealth of Virginia Comprehensive Annual Plan for Social Services. by Any information obtained by the Vendor concerning applicants and clients pursuant to this Agreement shall be treated as confidential. Use and/or disclosure of such information by the Vendor shall be limited to purposes directly connected with the Vendor's responsibilities for services under this Agreement. It is further agreed by both parties that this information shall be safeguarded in accordance with the provisions of Title 45 CFR 205.50 and Title 63.1, Sections 53 and 126 of the Code of Virginia (1950), as amended, and any other relevant provisions of State and federal law. In the event that a service applicant or client registers a grievance, requests a fair hearing, or submits an appeal, the Vendor, its agents and employees agree to appear on request of the Buyer in any proceedings arising from such claim and provide all verbal or written information or documentary evidence within their control relevant to such claim. Neither the Vendor nor any subcontractor shall discriminate against employees or applicants for employment or deny any individual any service or other benefit provided under this Agreement pursuant to all requirements of the National Civil Rights Act of 1964 as amended, 45 CFR, Parts 80, 81, 84, and 90, and Section 504 of the Rehabilitation Act of 1973. The Vendor does hereby agree to indemnify and hold harmless the Buyer from any and all claims for damages, either in law or in equity, directly or indirectly arising out of or by virtue of the actions or inactions of the Vendor or its agents, servants, or employees in connection with this Agreement. Neither party hereto may be held responsible for delay or failure to perform hereunder when such delay or failure is due to acts of God, flood, severe weather, fire, epidemic, strikes, the public enemy, legal acts of the public authorities or delays or defaults of public carriers, which cannot be reasonably forecast or provided against. Neither the Vendor nor employees, assignees or sub- contractors shall be deemed employees of the Buyer while performing under this Agreement. If the Vendor fails to comply with any part of this Agreement the Buyer may, by written notice of default to the Vendor, terminate or revise the whole or any part of this Agreement and collect from the Vendor any funds paid by the Buyer which are related to the Vendor's failure to comply. Page 7 of 9 34. 35. 36. 37. The Vendor may terminate the whole of this Agreement upon thirty (30) calendar days advance written notice to the Buyer and only upon just cause. Except as otherwise provided in this Agreement, any dispute concerning a question of fact arising under this Agreement which is not disposed of by negotiations and agreement shall be decided by the Contracting Officer, who shall reduce his decision to writing and furnish a copy thereof to the Vendor. This provision shall not preclude the Vendor from exercising any rights under law for failure of the Buyer to comply with the terms of this Agreement. The terms and conditions of this Agreement are renewable for successive three month periods unless and until a rate change is mutually agreed on by the Buyer and the Vendor thirty (30) days prior to the termination date of this Agreement as evidenced by a new Agreement signed by both parties. The rate(s) specified on the Vendor Information form of the Profile of Services and Prices for the period of this Agreement shall remain in effect during the subsequent three month periods of renewal. The Vendor Informatin form shall be prepared for each three month period. Any future rate changes must be agreed to and acknowledged by the signing of a new Agreement for Purchase of Services for the appropriate period. No children being served under this Agreement shall be taken out of the United States of America until the Vendor has: 1. secured written approval from the Director of the local department of social services for each child going out of the country; 2. secured written approval from the child's parents if their whereabouts are known and their parental rights have not been terminated; 3. provided the local department of social services and the Interstate Compact Office of the Virginia Department of Social Services notification of intent to travel which includes day to day itinerary and telephone numbers where the group may be reached; 4. provided the Interstate Compact Office of the Virginia Department of Social Services with the names of all children going out of the country, the local department of social services holding custody of each child, copies of the approval letters from the local department of social services and/or parent(s) of each childs written assurances that the proper passports, visas, or othmr requirements for entering the foreign country has been met, and written assurances that the facility will provide for the health, safety, and legal needs of each child. The Vendor agrees that medical costs not covered by Medicaid and all legal costs incurred during or as a result of travel outside the United States of America shall be the responsibility of the Vendor. P~ge 8 of 9 38. The Vendor agrees that if the vendor or his employees are named in the CPS Central Registry, then this information shall be made available to the appropriate child placement and regulatory personnel of the Departments of Corrections, Education, Mental Health and Mental Retardation, and the local departments of social services by the Buyer. IN WITNESS THEREOF the parties have caused this Agreement to be executed by officials thereunto duly authorized. Authorized Representative of Vendor Contracting Officer of Buyer, an Authorized Representative of the Conunonwealth of Virginia Department of Social Services Title Purchase of Services Supervisor Title Date Date Approved as to forrll Page 9 of 9 Office of the City Clerl~ March 28, 1990 File #236-178-72 Mr. W. Robert Herbert City ~anager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Resolution No. 29990-32690 accepting an offer of certain Emergency Shelter Grant Program funds (ESGP) made to the City by the United States Department of Housing and Urban Development under Subpart B of Title IV of the Stewart ~cKinney Homeless Assistance Act (Public Law 100-77) and the Stewart B. McKinney Homeless Assistance Amendments Act (Public Law 100-628), amountiag to $39,000.00 in funding to be used for operation and maintenance of facilities for the homeless popula- tion, as set out and described in the City's application for said funding made as Grant No. S-90-~C-51-0005 by said Department. Resolution No. 29990-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, ~ary F. Parker, City Clerk CMC/AAE MFP:ra E~C. pc: ~r. Joel ~. Schlanger, Director of Finance Mr. James D. Ritchie, Director of Human Resources Ms. Donna S. NorYelle, Human Resources Coordinator ~s. Marie T. Pontius, Grants ~onitoring Coordinator Ms. Arcelia B. Haston, Junior Accountant, Office of ~anagement and Budget Room 456 Municipal Building 215Church Avenue, S W Roanoke, Virginia 2401~ (703)981-2541 Office of the City Clerk March 28, 1990 File #236-178-72 Ms. Mary Ann E. G. Wilson Acting Manager U. S. Department of Housing and Urban Development Emergency Shelter Grants Program P. 0. Box 10170 Richmond, Virginia 23240 Dear Ms. Wilson: I am enclosing copy of Resolution No. 29990-32690 accepting an offer of certain Emergency Shelter Grant Program funds (ESGP) made to the City by the United States Department of Housing and Urban Development under Subpart B of Title IV of the Stewart 8. McKinney Homeless Assistance Act (Public Law 100-77) and the Stewart B. McKinney Homeless Assistance Amendments Act (Public Law 100-628), amounting to $39,000.00 in funding to be used for operation and maintenance of facilities for the homeless popula- tion, as set out and described in the City's application for said funding made as Grant No. S-90-~C-51-0005 by said Department. Resolution No. 29990-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, ~arch 26, 1990. Sincerely, ~~ Mary F. Parker, City Clerk C~C/AAE MFP:ra Enc. Room456 MunicipalBuilding 215Church Avenue, 5. W ~oanoke, Virginia 24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 26th day of March, 1990. No. 29990-32690. A RESOLUTION accepting an offer of certain Emergency Shelter Grant Program funds (ESGP) made to the City by the United States Department of Housing and Urban Development under Subpart B of Title IV of the Stewart B. McKinney Homeless Assistance Act (Public Law 100-77) and the Stewart B. McKinney Homeless Assis- tance Amendments Act (Public Law 100-628); and authorizing execu- tion of the City's acceptance of the aforesaid grant offer and agreement, on behalf of the City, to comply with the terms and conditions and requirements of said Department pertaining thereto. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That the City of Roanoke does hereby accept the offer made to said City by the United States of America, Department of Housing and Urban Development, under date of March 7, 1990, of a grant of Federal funds under Subpart B of Title IV of the Stewart B. McKinney Homeless Assistance Act of 1987 (Public Law 100-77) and the Stewart B. McKinney Homeless Assistance Amendments Act (Public Law 100-628), amounting to $39,000.00 in funding to be used for operation and maintenance of facilities for the Roanoke area homeless population as set out and described in the City's application for said funding made as Grant No. S-90-MC-51-0005 by said Department, upon all of the terms, provisions and conditions therein set out, a copy of the aforesaid offer to which is attached the Grant Agreement and HUD funding approval forms, and the terms, provisions and conditions, upon which said grant is made being on file in the Office of the City Clerk and being expressly incorporated herein by reference. 2. The City Manager, or Assistant City ~anager, be and is authorized and directed to execute, for and on behalf of the City, written acceptance of the City on the proper forms, thereby agreeing on behalf of the City, to comply with the terms and con- ditions of the aforesaid Grant Agreement, applicable law and regulations and all requirements of the U. S. Department of Housing and Urban Development, now or hereafter in effect, per- taining to the assistance provided. 3. That upon execution of the City's acceptance of said offer and execution of agreement to the terms and conditions incorporated therein, the original and one copy of the aforesaid document be forthwith forwarded to the Richmond Area Office of the Department of Housing and Urban Development, together with attested copies of this resolution, and one executed copy to be retained by the City Clerk, for the City. ATTEST: City Clerk. Office of the City Clerk ~arch 28, 1990 File #60-236-178-72 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: Development. Ordinance Council of the City of Monday, March 26, 1990. I am attaching copy of Ordinance No. 29989-32690 amending and reordaining certain sections of the 1989-90 Grant Fund Appropriations, providing for appropriation of $39,000.00, in connection with acceptance of an Emergency Shelter Grants Program grant award from the U. S. Department of Housing and Urban No. 29989-32690 was adopted by the Roanoke at a regular meeting held on Sincerely, ~4ary F. Parker, City Clerk CMC/AAE MFP:ra Enc. pc: Mr. ~r. W. Robert Herbert, City ~anager James D. Ritchie, Director of Human Resources Ms. Donna S. NorYelle, Human Resources Coordinator Ms. Marie T. Pontius, Grants ~onitoring Coordinator Ns. Arcelia B. Haston, Junior Accountant, Office of ~anagement and Budget Room45& MunicipaiSuilding 215Church Avenue,$.w. Roanoke, Virginia 24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 26th day of March, 1990. No. 29989-32690. AN ORDINANCE to amend and reordain certain sections of the 1989-90 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1989-90 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Health and Welfare Emergency Shelter Grant - FYg0 Revenue Health and Welfare Emergency Shelter Grant - FY90 $ 282,947 (1) .................. 39,000 $ 282,947 (2) .................. 39,000 1) Operating Expenditures (035-054-5121-2210) $39,000 2) Federal Grant Receipts (035-035-1234-7076) 39,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia March 26, 1990 Honorable Mayor, Noel C. Roanoke, Virginia Taylor, and City Council Dear Members of Council: SUBJECT: EMERGENCY SHELTER GRANTS PROGRAM GRANT AWARD ALLOCATION I. BACKGROUND For the past three years, City Council accepted Emergency Shelter Grants Program grant awards allocated under the Stewart B. McKinney Homeless Assistance Act from the U.S. Department of Housing and Urban Development to provide services to the homeless: 1. $26,000 on November 16, 1987, by Resolution No. 28872 2. $4,000 on May 9, 1988, by Resolution No. 29086 and 3. $24,000 on April 3, 1989, by Resolution No. 29507. City appropriated the funds from all three grant awards to an Emergency Shelter Resource Fund enabling local non-profit organizations to apply for financial support to improve and/or maintain the quality of shelter facilities. Ce Council concurred with the recommendations submitted by the City Manager's Follow-Up Task Force on Homelessness by Resolutions: No. 288963 on January 25, 1988 and No. 29047 on April 4, 1988, No. 29186 on June 27, 1988, and No. 29576 on May 22, 1989 to allocate the funds as follows: 1987 1988 1989 Funds Funds Funds $20,000 $ 1,700 $10,000 $ 6,000 $ 2,300 $ 8,500 $ -0- $ -0- $ 5,500 Shelter Provider Total Action Against Poverty Roanoke Area Ministries TRUST II. CURRENT SITUATION FY 1990 Emergency Shelter Grants Program appropriations were significantly increased nationally from 1989 levels, resulting in an increase in the City's share from $24,000 to $39,000. An Emergency Shelter Grants Proqram grant allocation of $39,000 has been awarded to the City of Roanoke by the U.S. Department of Housing and Urban Development. These funds, allocated under the Department of Housing and Urban Development - Stewart B. McKinney Homeless Assistance Act, must be used to provide assistance to the homeless. The City's Emergency Shelter Resource Fund will provide the avenue for distributing these funds to local shelter providers serving the needs of the homeless. City will invite applications from all local shelter providers to ensure the most cost beneficial use of these funds. Follow-Up Task Force on Homelessness will review proposals and advise the City Manager on which proposals to recommend to City Council for funding. III. ISSUES A. Impact on Services B. Cost to the City. C. Timing. in the City. IV. ALTERNATIVES Authorize the City Manager to accept the Emergency Shelter Grants Program grant award of $39,000 from the U.S. Department of Housing and Urban Development and appropriate funds to an account to be established in the Grant Fund by the Director of Finance and increase the revenue estimate in the Grant Fund. Impact on Services in the City would be positive, through the provision of additional funds to be used for the operation and maintenance of facilities and services available to the area's homeless population. 2. Cost to the City would be nothin~ since no additional City funds are required. Timin~ is important in order to ensure that the grant award is not recovered and reallocated by the Department of Housing and Urban Development. Funds must be obligated within 180 days of March 7, 1990, (by September 7, 1990). B. Do not authorize the City Manager to accept the Emergency Shelter Grants Program grant award. Impact on Services in the City could be negative if assistance for the operation and maintenance of shelter facilities is not available from other sources. Cost to the City would be the loss of a valuable source of funds for the community, and possible increased demand on other funds for providing services to homeless persons. 3. Timing would not be an issue. RECOMMENDATION It is recommended that City Council adopt Alternative A which would: Authorize the City Manager to execute the necessary documents accepting the FY 1990 Emergency Shelter Grants Program grant award. Appropriate $39t000 for the Emergency Shelter Grants Program to an account to be established in the Grant Fund by the Director of Finance and increase the revenue estimate in the Grant Fund. Respectfully submitted, W. Robert Herbert City Manager WRH:vlp cc: Assistant City Manager City Attorney Director of Finance Director of Human Resources Grants Monitoring Administrator Human Resources Coordinator City of Roanoke 215 Church Avenue, S.W. R~ Acting Manager S-90-MC-51-0005 2-22-90 2-26-90 39,000 39,000 {-~ II ,,, II.~,,'IIIEtI~II-"II"~'-"' II"~-~'- II III .I I Ill I I IElllllll I Ill I I lllllllllllllllll 1 4 9 121314 16 18 23 30 35 GRANT AGREEMENT-LOCALGOVERNMENTGRANTEE EMERGENCY SHELTER GHANTSPROGRAM This Grant Agreement is made by and between the United States Department of Housing and Urban Development (HUD) and the City of Roanoke, Virginia, the Grantee. The grant whieh is the subject of this Agreement is authorized by Subtitle B of Title IV of the Stewart B. McKinney Homeless Assistance Act, Pub. L. 100-77, approved July 22, 1987 (the "Act") and the Stewart B. McKinney Homeless Assistance Amendments Act of 1988, Pub. L. 100-628, approved November 7, 1988. The grant is also subject to HUD's regulations at 24 CFR Part 576, as now in effect and as may be amended from time to time, which are incorporated as part of this Agreement. Also incorporated as part of this agreement are the application, and the certifications described in the Act and at 24 CFR 576.51(b), which must be transmitted to the Secretary pursuant to section 524 of the Act. In reliance upon the application and certifications, the Secretary agrees, upon execution of the Grant Agreement, to provide the Grantee grant funds in the amount provided in the attached HUD Funding Approval form, which constitutes a part of this Agreement. The grant is made subject to any special conditions in the Funding Approval form. The Grantee agrees to comply with all applicable laws and regulations in distributing funds provided under this Grant Agreement and to accept responsibility for ensuring compliance by subrecipient entities to which it makes funding assistance hereunder available. The Grantee further agrees to comply with the provision of the environmental requirements of 24 CFR Part 58 as applicable under section 104(g) of the Housing and Community Development Act of 1974 with respect to funds provided under this Grant Agreement. 2 This Grant Agreement is hereby executed by the Parties on the dates set forth below their respective signatures, as follows: UNITED STATES OF AMERICA Secretary of Housing and Urban Development By: Mary Ann E. G. Wi]son City of Roanoke, VA (Signature) (Grantee) Acting Manager (Title) (Signature) (Date) (Title) (Date) Office of the City Clerk March 28, 1990 File #60-67-405 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Resolution No. 29992-32690 authorizing execution of a contract with Rhodeside & Harwell, Incorporated, to provide professional planning services to update the ~ill Mountain Master Plan, in an amount not to exceed $35,000.00. Resolution No. 29992-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. ~ ~'~ ~'Sincerely' ~ Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc o pc: Mr. M. Carl Andrews, Chairman, Mill Mountain Development Committee, 2814 Crystal Spring Avenue, S. ~., Roanoke, Virginia 24014 Mr. Joel M. Schlanger, Director of Finance Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds Maintenance Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planniag Mr. Brian J. Wishneff, Chief of Economic Development Ms. Arcelia B. Haston, Junior Accountant, Office of Management and Budget Room456 MunicipalBuilding 215Church Avenue, S W Roanoke, Virginia 24011 (703) 981 2541 Office of the City Clerk March 28, 1990 File #60-67-405 Ms. Deana R. Rhodeside Rhodeside & Harwell, Inc. 4900 Seminary Road, Suite 1100 Fairfax, Virginia 22311 Dear Ms. Rhodeside: I aa enclosing copy of Resolution No. 29992-32690 authorizing execution of a contract with Rhodeside & Harwell, Incorporated, to provide professional planniag services to update the Mill Mountain Master Plan, in an amount not to exceed $35,000.00. Resolution No. 29992-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, ~,~ Mary F. Parker, CMC/AAE City Clerk MFP:ra Eno, Room 456 Municipal Building 215 Church Avenue. S. W Roanoke, Vi;ginia 24011 (703) 981 2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 26th day of March, 1990. No. 29992-32690. A RESOLUTION authorizing the award of a contract with Rhode- side & Harwell, Incorporated to provide professional planning services to update the Mill Mountain Master Plan and authorizing the appropriate City officials to execute the contract with such firm. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager and the City Clerk shall be authorized to execute and attest, respectively, a contract with Rhodeside & Harwe11, Incorporated, of Alexandria, Virginia, for the provision by such firm of professional services to update the Mill Mountain Master Plan, such services being more particularly set forth in report of the City Manager dated March 26, 1990. 2. The amount of the contract to be entered into with Rhodeslde & Narwell, Incorporated, shall not exceed $35,000. 3. The form of the contract with such firm shall be approved by the City Attorney. Attest: City Clerk. Office of the City Clerk March 28, 1990 File #60-67-405 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. $chlanger: I am attaching copy of Ordinance No. 29991-32690 amending and reordaining certain sections of the 1989-90 Capital Fund Appropriations, providing for the transfer of $35,000.00 from the Capital Improvement Reserve, to Mill Mountain Master Plan, in connection with award of a contract to Rhodeside & Harwell, Inc., to provide professional planning services for an update of the Mill Mountain Master Plan. Ordinance No. 29991-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Gary N. Fenton, Manager, Parks and Recreation/Grounds ~aintenance Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. Brian J. Wishneff, Chief of Economic Development Ms. Arcelia B. Haston, Junior Accountant, Office of Management and Budget Room456 MunicipalSuilding 215Church Avenue. S.W. Roanoke, Virginia 24011 (703)981-25~1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 26th day of March, 1990. 'No. 29991-32690. AN ORDINANCE to amend and reordain certain sections of the 1989-90 Capital Fund Appropriations, and providing for an .emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1989-90 Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADDroDriations Other Infrastructure Mill Mountain Master Plan (1) ..................... Capital Improvement Reserve Capital Improvement Reserve (2) ............... . .... 1) Appropriations from General Revenue (008-052-9630-9003) $ 35,000 2) FY 90 Revenue Adjustment (008-052-9575-9188) (35,000) $14,505,714 35,000 48,758,475 2,318,322 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia March 26, 1990 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Taylor and Members of Council: Subject: Contract for Professional Services Update of Mill Mountain Master Plan I. Background: Several plans for Mill Mountain have been developed since the 1960s regarding the use of Mill Mountain. The latest, in 1982, included recommendations from the City's 1981 Parks Plan, and identified a location for a proposed restaurant. Plans completed to date do not meet the present needs of the City in identifying significant community goals for the future of Mill Mountain and do not identify specific criteria on which to evaluate new development or revisions to projects that have been proposed in the past. Existing plans do not identify areas of environmental sensitivity or areas with development potential. The environmental effects of a development on Mill Mountain could be significant. Areas of environmental sensitivity, both aesthetic and physical, should be identified. There are currently several proposals for additional development on Mill Mountain, including the restaurant, a lodge, a tram, and most recently a memorial/monument for D-Day. II. Current Situation: Mill Mountain Development Committee, appointed by City Council, supports the request for additional study. City needs professional environmental assistanc~ and plannin~ guidance in evaluating current proposals for development on Mill Mountain. III. Request for Proposal to provide professional planning services was advertised in January, 1990. City received proposals from three firms. All three were interviewed for the project. Rhodeside & Harwell, Inc., of Alexandria, Virginia was selected as the most qualified firm to undertake the project. The firm has considerable experience in planning for landmark and environmentally sensitive properties and in community participation. Cost of the master plan update is $35,000. Anticipated study time frame is 60 to 90 days. Updated plan will: Issues: Establish goals, objectives and development criteria on which to evaluate future projects and maintain the environmental integrity of Mill Mountain. Assess the four additional development projects currently proposed for Mill Mountain using the established criteria and assessing the environmental impact of the proposals. Provide maps of environmentally sensitive areas and areas appropriate for development. A. Need. B. Timing. C. Funding. IV. Alternatives: Execute a contract for professional services with Rhodeside & Harwell, Inc. 1. Need for planning services is documented. Timing is important. D-Day Memorial Committee has requested consideration and expedient action from the City. Other development proposals should also be considered as soon as possible. Project would be completed in sixty to ninety days. Funding is available in Capital Projects Fund, Capital Improvement Reserve, account number 008-052-9575-9188, FY90 Revenue Adjustment. B. Do not execute a contract for professional services with Rhodeside & Harwell, Inc. 1. Need for planning services not addressed. 2. Timing of study delayed. Funding remains in account. Funds available for other projects. Recommendation: It is recommended that Council adopt Alternative A, thereby: ao Bo Awarding a contract for professional planning services to Rhodeside & Harwell, Inc., and authorizing the City Manager to execute the contract; and WRH/esg CC: Transferring $35,000 from the Capital Improvement Reserve, account number 008-052-9575-9188, FY90 Revenue Adjustment, to an account to be established by the Director of Finance. Respectfully submitted, W. Robert Herbert City Manager Assistant City Manager City Attorney Director of Finance Director of Administration and Public Director of Public Works Manager, Parks and Recreation Chief of Community Planning Chief of Economic Development Safety Office of the City Clerk Harch 28, 1990 File #2-207 Hr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing you to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstan- ces; authorizing the City to make motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected pro- perty owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Honday, Hatch 26, 1990. Sincerely, Hary F. Parker, City Clerk CHC/AAE MFP:ra Enc. pc: Hr. Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Mr. Charles ~. Huffine, City Engineer ~r. Richard V. Hamilton, Right-of-Way Agent Ms. Arcelia B. Haston, Junior Accountant, Office ~anagement and Budget of Room456 Municipaleuilding 215Church Avenue, S,W. Roanoke, virginia 24011 (703)981 2541 Office of the City Clerk March 28, 1990 File #2-207 ~r. & Hrs. ~illy R. Neely 2086 Loch Haven Drive, N. Roanoke, Virginia 24019 Dear Mr. & Hrs. Neely: I am enclosing copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City ~anager to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected property owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, ~arch 26, 1990. Sincerely, ~ary F. Parker, C~C/AAE City Clerk MFP:ra Eac. Room456 Muni¢ipaJBuilding 215Church Avenue, 5 W I~oanoke, Virgirlia 24011 (703)981 2541 Office of the City Clerk ~arch 28, 1990 File #2-207 Diversified Energy Company c/o Highland Propane Company 519 Kimball Avenue, N. E. Roanoke, Virginia 24016 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City Manager to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected property owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a ~eeting held on Monday, ~arch 26, 1990. Sincerely, regular Mary F. Parker, C~C/AAE City Clerk MFP:ra Enc. Room456 MunicipalBuilding 215Church Avenue, S.W Roanoke, Virginia 24011 (703)981-2541 Office of the City Clerk March 28, 1990 File #2-207 Mr. & Mrs. Carl V. Lackey 4349 Thirlane Road, N. ~. Roanoke, Virginia 24019 Dear Mr. & Mrs. Lackey: I am enclosing copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City Manager to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected property owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, ~ Mary F. Parker, C~C/~AE City Clerk MFP: r a Enc. Room456 Municipall]uilding 215Church Avenue,$ W Roanoke, Virginia 24011 (703)9812541 Office of the City Clerk March 28, 1990 File #2-207 Virginia Highway Department 731 ~arrison Avenue Salem, Virginia 24153 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City Manager to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected property owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, Mary F. Parker, CMC/,4AE City Clerk MFP : ra Enc. Room456 MunicipalBuiiding 215Chul'ch Avenue, S W Roanoke, Virginia 24011 (703)981-2541 Office of the City Clerk ~arch 28, 1990 File #2-207 Hr. W. Robert Herbert, Chairman Roanoke Regional Airport Commission Roanoke, Virginia Dear Mr. Herbert: I am enclosing copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City Manager to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected property owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, ~arch 26, 1990. gincerely, ~ary F. Parker, C~C/~AE City Clerk ~FP:ra Eno. Room456 MunicipalOuilding 215Church Avenue, S W Roanoke, Virginia 24011 (703)981-2541 Office of the City Clerk March 28, 1990 File #2-207 Ms. Matilda H. 8radshaw, Trustee, et als and Ms. Margaret J. Morris, et als 3101 Stoneridge Road, S. ~. Roanoke, Virginia 24014 Dear Ladies: I am enclosing copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City Manager to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected property owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eric, Room456 Munkipall3uilding 215Church Av*:r~ue, S ~/ Roanoke, V~rgima 24011 (703)981 2541 Office of the City Clerk March 28, 1990 File #2-207 Creative Construction & Development Corporation P. 0. ~ox 5461 Roanoke, Virginia 24012 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29994-32690 providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City Manager to fix to a certain limit the consideration to be offered by the City for the right-of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make motion for the award of a right of entry on any of the affected real estat~ for the purpose of commencing the realignment and reconstruction of Thirlane Road; and directing the mailing of this ordinance to the affected property owners. Ordinance No. 29994-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. ~i;~cerely, ~ Mary F. Parker, CMC/~E City Clerk MFP:ra Enc. Room 456 Municipal Building 215 Church Avenue, S W Roanoke, Virginia 24011 (703) 981.2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 26th day of March, 1990. No. 29994-32690. AN ORDINANCE providing for the acquisition of a right-of-way needed by the City for the realignment and reconstruction of Thirlane Road; authorizing the City Manager to fix to a certain limit the consideration to be offered by the City for the right- of-way; providing for the City's acquisition of such right-of-way by condemnation, under certain circumstances; authorizing the City to make a motion for the award of a right of entry on any of the affected real estate for the purpose of commencing the realignment and reconstruction of Thirlane Road; directing the mailing of this ordinance to the affected property owners; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. For the realignment and reconstruction of Thirlane Road in this City, the City wants and needs a right-of-way described in the report of the City Manager on this subject, dated March 26, 1990, on file in the Office of the City Clerk. The proper City officials are authorized to acquire for the City from the respective owners the necessary real estate with appropriate ancillary rights with respect to the realignment and reconstruc- tion of Thirlane Road for such consideration as the City Manager may deem appropriate, subject to the limitation set out below and subject to applicable statutory guidelines. 2. The City Manage~ is directed to offer on behalf of the City to the owners of each of the aforesaid interests in land such consideration as he deems appropriate; provided, however, the total consideration offered or expended shall not exceed $100,000.00 without further authorization of Council. Upon the acceptance of any offer and upon delivery to the City of a deed, approved as to form and execution by the City Attorney, the Director of Finance is directed to pay the respective con- siderations to the owners of the interest conveyed, certified by the City Attorney to be entitled to the same. 3. Should the City be unable to agree with the owner of any of the aforesaid interests in land to be acquired or should any such owner be a person under a disability and lacking capacity to convey real estate or should the whereabouts of such owner be unknown, the City Attorney is authorized and directed to insti- tute condemnation or legal proceedings to acquire for the City the appropriate property. 4. Iu instituting or conducting any condemnation proceed- ing, the City Attorney is authorized to make motion on behalf of the City for entry of any order, pursuant to §25-46.8, Code of Virginia (1950), as amended, granting to the City a right of entry for the purpose of commencing the realignment and reconstruction of Thirlane Road. The Director of Finance, upon request of the City Attorney, shall be authorized and directed to draw and pay into court the sums offered to the respective owners. 5. The City Clerk is directed to mail a copy of this ordi- nance to the respective owners indentified in the report of the City Manager on this subject. 6. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Clerk March 28, 1990 File #60-2-207 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29993-32690 amending and reordaining certain sections of the 1989-90 Capital Fund Appropriations, providing for the transfer of $100,000.00 from Capital Improvement Reserve, to Realignment of Thirlane Road, N. W., in connection with acquisition of certain right-of-way for the realignment and reconstruction of Thirlane Road, N. W. Ordinance No. 29993-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, ~~ Mary F. Parker, City Clerk CMC/~AE MFP:ra Enc. pc: Mr. Mr. W. Robert Herbert, City ~anager William F. Clark. Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. Richard V. Hamilton, Right-of-Way Agent Ms. ~rcelia B. Hasten, Junior Accountant, Office Management and Budget of Room 456 Municipal Building 215 Church Avenue, S.W Roanoke, Virginia 24011 (703}981-2541 the 1989-90 Capital emergency. WHEREAS, for Government of the exist. THEREFORE, BE Roanoke that certain IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 26th day of March, 1990. No. 29993-32690. AN ORDINANCE to amend and reordain certain sections of Fund Appropriations, and providing for an the usual daily operation of the Municipal City of Roanoke, an emergency is declared to IT ORDAINED by the Council of the City of sections of the 1989-90 Capital Fund hereby, amended and Appropriations, be, and the same are reordained to read as follows, in part: Appropriations Streets and Bridges Realignment of Thirlane Road NW (1) .............. Capital Improvement Reserve Capital Improvement Reserve (2) ................... 1) Appropriations from General Revenue 2) FY 90 Revenue Adjustment (008-052-9630-9003) $ 100,000 (008-052-9575-9188) (100,000) $ 4,792,511 281,000 48,693,475 2,253,322 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Right-of-Way Acquisition Thirlane Road, N.W. Roanoke, Virginia March 26, 1990 III. I. Background: City Council authorized an engineering contract for the Design of Realignment and Reconstruction of Thirlane Road, N.W. on May 8, 1989. This highway improvement was identified as essential to the United Parcel Service (U.P.S.) business expansion which is currently under construction. B. City-State agreement was authorized on June 19, 1989 in the amount of $391~000.00. C. Cova Corporation (a wholly owned subsidiary of United Parcel Service) has started construction of their building. II. Current situation: A. City must acquire the needed right-of-way for the project (see Attachment "A"). Projected estimate of costs to acquire property listed on "Attachment "A" is $100~000.00 and is based upon appraisals currently in hand and/or values obtained from real estate tax records. C. Several offers to purchase, based upon fair market appraisals, have been accepted. D. Authority to acquire property and funds to purchase must be approved by City Council. Issues: A. Need B. Funding C. Timing Page 2 IV. Alternatives: ~ A. Authorize t~e acquisition of the required right-of-way for t-~e Re-~-~g~ment and Reconstruction of Thirlane Road, N.W. and authorize~'the transfer of funds to accomplish this project activity, 1. N.e/ad has been established by the realignment design. 2.~/Fundin$ is available in account number 008-052-9575-9188, F.Y. 90 Revenue Adjustment. Timin8 is critical in order to maintain the project schedule to advertise for construction bids in late spring. B. Do not authorize the acquisition of the required right-of-way for the Realignment and Reconstruction of Thirlane Road, N.W. 1. Need that has been established would remain. 2. Fundin8 would remain in account number 008-052-9572-9188, F.Y. 90 Revenue Adjustment. Timin8 would be lost to meet spring bidding, construc- tion would be delayed and would not be completed befores?' U.P.S. completes their building. V. Recommendation is that City Council: A. Authorize the acquisition of the required right-of-way. Authorize the transfer of $100~000.00 from account number 008-052-9575-9188, F.Y. 90 Revenue Adjustment to account number 008-052-9630-9003, Realignment of Thirlane Road, N.W. for right-of-way and appraisal cost. Respectfully submitted, W. Robert Herbert City Manager WRH/JGB/mm Page 3 Attachment A - Property List cc: City Attorney Director of Finance Director of Public Works City Engineer Right-of-Way Agent ATTACIIMENT A SCHEDULE OF PROPERTY NEEDED FOR RIGHT OF WAY Billy R. Neely & Clydis M. Neely Tax No. 6500101 Diversified Energy Co. Tax No. 6500102 Carl V Lackey & Dorothy F. Lackey Tax No. 6500104 Commonwealth of Virginia Department of Highways Tax No. 6500109 (Drainage Easement) Creative Construction & Development Corporation Tax No. 6500107 Roanoke Regional Airport Commission Tax Nos. 6590101 6510104 6510105 Matilda H. Bradshaw, Trustee, et als & Margaret J. Morris, et als Tax No. 6530101 (Water Line Easement) =E.A.TUZNT OF FINANCE c,'rY OF .O^.~E. V^. March 26, 1990 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Monthly Financial Report Attached is a copy of the financial report for the month of February, 1990. JMS/pac GKIqEi~ FUND CONTINGENCY BALANCE AS OF FERRUARY 28, 1990 General Contingency: Balance July 1, 1989 Management and Budget Management and Budget Economic Development City Clerk City Council TAP Jail Engineering Economic Development Economic Development Economic Development Community Planning Management and Budget Management and Budget Building Maintenance Miscellaneous Management and Budget Management and Budget Economic Development Economic Development Management and Budget Dir. of Human Resources Library Social Services Emergency Services Dir. of Human Resources Management and Budget Management and Budget Snow Removal Management and Budget Management and Budget Management and Budget City Clerk Consolidation Expenses Consolidation Expenses Property Appraisal Art Purchases Aid to Hugo Victims Homeless Grant Match G.E.D. Grant Match Bridge Inspection Marketing Shell Building Marketing Shell Building Parking Survey Travel Expense Consolidation Study Consolidation Study Courthouse Renovations Cable TV Contract Consolidation Expenses Consolidation Expenses Marketing Shell Building A & P Property Appraisal Consolidation Expenses Drug Task Force Expenses Automated Library System Furniture and Equipment Transport Billing Service Swimming Pool Passes Consolidation Expenses Consolidation Expenses Snow Removal Consolidation Expenses Consolidation Expenses Consolidation Expenses Furniture Maintenance of Fixed Assets Contingency: Balance July 1, 1989 Building Maintenance Building Maintenance Building Maintenance Third Street Annex Roof Melrose Library Roof Roof Repairs $ 498,529 5,000 5,000 3,500 1,415 6,500 30,000 1,117 (123,000 4,000 5,000 2,000 5,000 5,000 5,000 5,000 358' 5,000 5,000 3,995 3,500 5,000 2,000 15,327 3,500 5,000 500 5,000 5,000 75,090 2,141 5,000 2,370 ( 4,992 200,000 50,000) 14,200) 30,985) $ 143,224 104,815 GENERAL FUND CONTINGENCY BALANCE AS OF FEBRUARY 28, 1990 (continued) Equipment Replacement Contingency: Balance July 1, 1989 School Board City Attorney Transfer to Capital Fund Refuse Collection Police Patrol Street Maintenance Crisis Intervention Building Maintenance Refuse Collection Total Contingency Balance School Buses Typewriter Flood Reduction Vehicles Radios Vehicles Vehicles Vehicles Recycling Program $ 750,000 (150,000 ( 875 (150,000 ( 88,508 ( 37,375 ( 20,480 ( 15,940 ( 17,474 (35,000) 234~348 482~387 2 CITY OF ROANOI~ GF/~RAL FUND STATEmeNT OF ~ General ProI~rty Taxes Other Local T~ee Permits, Fees, and Licenses Fines and Forfeitures Revenue Frc~ Use of Money & Property Education Greets-in-Aid Commonwealth Grants-in-Aid Federal Government Charges for Current Services Miscellaneous Revenue Internal Services Total Yeer to I~ for t~ l~ried $16,402,275 $17,878,356 9.00% $ 45,501,500 21,183,226 21,821,159 3.01% 35,423,000 318,021 286,952 (9.77%) 445,000 473,649 398,081 (15.95%) 568,000 39.29% 61.60% 64.48% 70.08% 844,539 952,289 12.76% 1,456,000 65.40% 18,702,173 19,090,801 2.08% 31,718,251 60.19% 12,366,102 12,989,489 5.04% 22,882,679 56.77% 128,781 20,622 (83.99%) 27,000 76.38% 1,365,558 1,594,977 16.80% 2,418,906 65.94% 337,620 266,214 (21.15%) 371,428 71.67% 919,562 991,960 7.87% 1,545,800 64.17% $73,041,506 $76,290,900 4.45% $142,357,564 53.59% CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF EXPENDi'I~3RES AND ENCUMBI~%NCES Total Jul! 1-F~.2~ Jul! 1-Feb.28 1~1~ 1~8-89 1989--90 of ~.. $ 5,141,129 $ 5,455,340 6.11% 1,770,421 2,051,138 15.86% 15,446,244 17,605,111 13.98% 12,498,064 13,560,493 8.50% 6,900,411 7,336,763 6.32% 2,178,550 2,582,481 18.54% 737,214 926,358 25.66% 36,073,406 40,100,479 11.16% 6,782,564 7,375,636 8.74% 588,327 4,624,783 686.09% $88,116,330 $101,618,582 15.32% $ 2,638,212 $ 8,093,552 67.40% 1,031,047 3,082,185 66.55% 8,022,407 25,627,518 68.70% 5,895,792 19,456,285 69.70% 4,582,718 11,919,481 61.55% 1,125,097 3,707,578 69.65% 312,122 1,238,480 74.80% 23,525,867 63,626,346 63.02% 1,002,811 8,378,447 88.03% 2,421,261 7,046,044 65.64% $50,557,334 $152,175,916 66.78% 4 CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES AND UNENCUMBERED APPROPRIATIONS SU]~ARY AS OF ~KOARY 28, 1990 6eneral Sover~ent $ 1,427,922 $ 4,345,550 $ 5,773,472 $ 5,139,100 $ 634,372 $ 19,201 $ 615,171 Education 602,225 8,092,765 8,694,990 4,389,761 4,305,229 50,209 4,255,020 Recreatia~ 54,194 607,423 661,617 430,226 231,391 148,033 83,358 Streets and Bridges 1,112,191 3,580,320 4,692,511 3,010,150 1,682,361 1,087,418 594,943 Sanitation Projects 4,223,475 4,296,738 8,520,213 6,920,052 1,600,161 1,432,116 168,045 Traffic Engineering & C~x~unication 1,151,281 153,795 1,305,076 778,382 526,694 189,880 336,814 Other Infrastructure Projects 267,514 14,203,200 14,470,714 462,518 14,008,196 132,077 13,876,119 Capital Improvement Reserve 2,969,073 1,705,809 4,674,882 4r674,882 4,674,88? $11,807,875 $36,985,600 $48,793,475 Total Capital Projects Fund $21.130.189 $27,663.286 ~3.058.934 $24,604,35~ 5 CITY OF ROANOKE WAT~ FUND COMPARATIq~E INCOME STATEMENT FOR THE 8 MONTHS E~)ED FEBRUARY 28, 1990 Operating Revenue: Co~ercial Sales Domestic Sales Industrial Sales Town of Vinton Roanoke County Customer Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services General Expenses Pumping Stations and Tanks Purification Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Rents Miscellaneous Bad Debt Collections Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expenses Total Non-Operating Expenses 1990 $ 728,560 973,436 70,880 31,164 653,605 136~614 2~594~259 573,631 1,004,749 237,247 123~308 1~938~935 655,324 458~733 196~591 133,743 3,100 3,492 140~335 336,926 6~667 6~667 1989 $ 712,408 992,870 71,760 49,169 706,172 262f287 2~794f666 514,341 830,275 261,530 134r240 lr740~386 1,054,280 447r116 607~164 126,121 3,400 525 2~028 132~074 739,238 12~178 12~178 Net Income $ 330~259 $ 727~060 6 WA'£~K FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Water - New Service, Hyd., Lines Water - Unidentified Plant Replacement Water - Fire Hydrants Expand Carvins Cove Plant FC Plans & Specs CC Security/Concession Replacement FY86 Project Design 12 Line Airport Road Edgewood Replacement Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $292,899 130,381 11,880 63,156 107,565 99,979 12,103 44,352 5~794 768,109 237~799 $530,310 NOTE: Some of these projects are continued from FY87, FY88, and FY89 with inception to date totals. 7 CITY OF ROJ~iO~ SEWAGE TREATMENT FUND COMPARATi-~E INCOI~ STATEME/~T FOR T}{E 8 MON"i]{S ENDED ~'F~RUARY 28, 1990 Operating Revenue: Sewage Charges - City Sewage Charges - County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Administrative and Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Bad Debt Collections Total Non-Operating Income Income (Loss) Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expenses Total Non-Operating Expenses Net Income (Loss) 1990 $2,616,022 668,576 206,532 950,397 31,474 67,896 10~160 4~551~057 880,729 2~703~436 3,584~165 966,892 617~071 349~821 156,966 23,668 7~026 187~660 537,481 56~250 56,250 $ 481~231 1989 $2,635,786 412,503 158,699 517,610 32,539 68,079 9~678 3~834~894 797,980 2~710~619 3~508~599 326,295 605~124 278~829) 148,402 17,557 2~021 167,980 ( 110,849) 68~460 68,460 $( 179~309) 8 S~WAG~ TREATMENT FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Other Equipment Unidentified Construction FY86 Projects Design S.T.P. Land Acquisition Fine Mesh Screens STP - Dechlor Facility Williamson Road Storm Drain Ph. 2, Cont. IIB Mud Lick Sanitation Sewer Replacment Ph. II Williamson Road Storm Drain Ph. 2, Cont. IIC Coyner Springs Sewer williamson Road Storm Drain Ph. 2, Cont. IIE Williamson Road Storm Drain Ph. 2, Cont. IF Roanoke Diesel Engine #7 Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 6,711 84,854 26,387 19,721 65,407 61,762 373,360 474,665 523,234 412,255 112,832 16,338 630 2,178,156 1~202~772 $ 975~384 NOTE: Some of these projects are continued from FY87, FY88, and FY89 with inception to date totals. 9 ROA~OK~ REGIONAL AII~PORT CO~ISSION CO~PARATIYE INCOME STATEMENT FOR THE 8 MONTHS ENDED FEBRUARY 28, 1990 Operating Revenue: Landing Fees Building and Equipment Rentals Terminal Building Rentals Other Property Rentals Advertising Commissions Fuel and Oil Sales Commissions Miscellaneous Fees Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Interest Income - Airport Debt Service Account Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Paying Agent Fees Interest Expense - '88 Rev. Bond Issue Total Non-Operating Expenses Net Income (Loss) 1990 $ 329,437 115,132 77,108 412,603 21,982 1,210,163 15,966 27,344 2,209~735 587,785 959~062 1~546~847 662,888 629~745 33~143 148,113 22~064 170~177 203,320 66,913 3,104 227~671 297,688 94,368) 1989 $ 298,570 106,734 137,958 19,735 15,914 1,040,666 23,926 43~689 1~687~192 341,640 807~335 1~148~975 538,217 354~048 184~169 111,992 111,992 296,161 70,775 70,775 225,386 10 ROANOKE REGIONAL AIRPORT CO~ISSION CONTINUED Capital Outlay Not Included in Operating Expenses: Project Vehicular Equipment Other Equipment Repaint R/W & T/W Markings Unidentified Construction Relocation Expenses Runway Extension #23 New Terminal Building Terminal Related Projects General Aviation Development FAR Part 150 Noise Study Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 33,660 14,589 2,366 28,572 68O 283,887 23,776,773 9,656 21,391 8~383 24,179,957 18,975~312 $ 5~204~645 NOTE: Some of these projects are continued from FY87, FY88, and FY89 with inception to date totals. 11 CITY OF ROANOKE CIVIC CENTER FUND COMPARATI%rE INCOME STATEMENT FOR THE 8 MONTHS ENDED P~RUARY 28, 1990 Operating Revenue: Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Total Operating Revenue Less: Operating Exp. Before Depreciation Administrative: Personal Services Utilities and Com~aunications Administrative Expenses Promotional Expenses: Personal Services Services and Charges Total Operating Exp. Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Total Non-Operating Income 1990 $ 216,197 31,033 74,705 1,715 60,421 63~936 448~007 378,932 191,704 443,702 49,139 6~948 1~070~425 (622,418) 228~708 (851~126) 27,771 3~472 31~243 1989 $ 226,946 40,043 76,216 2,065 63,030 60~424 468~724 341,264 242,809 337,511 41,737 2{664 965~985 (497,261) 215,287 {712~548) 29,410 2,850 32,260 Net (Loss) 1819,88 ) 12 CIVIC CENTER FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Other Equipment Elevator for Handicapped Trade & Convention Center Study Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 53,578 144,727 45,124 243,429 62~628 $180~801 NOTE: Some of these projects are continued from FY88 and 'FY89 with inception to date totals. 13 CITY OF ROANOKE INTERNAL SERVICE FUND COMPARATIVE INCOME STAT~ FOR THE 8 MONTHS ENDED F~.~RUARY 28, 1990 Operating Revenue: Charges for Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-OperaSing Income Interest on Investments Total Non-Operating Income Net Income 1990 $ 4,452~912 4~452~912 2,676,800 1~315r607 3{992~407 460,505 458~709 1~796 97~404 97~404 $ 99~200 1989 $ 4,108,806 4t108,086 2,391,043 1~101r133 3,492,176 615,910 412~021 203~889 57~396 57~396 261~285 14 INTERNAL SERVICE FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project CIS - Other Equipment MC ~ Furniture & Equipment MVM - Other Equipment ULS - Other Equipment ULS - Land Purchase ULS - Construction - Structures Year to Date Expenditures $123,857 9,468 2,901 18,195 1,050 67~760 Total $223~231 15 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S 0FFICE GENERAL STATEHENT OF ACCOUNTABILITY FOR THE NONTH ENDED FEBRUARY 88, 1990 TD THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY DF THE CITY [REASURER OF THE CITY OF FOR THE FUND5 OF SAID CITY THE )ONTH ENBDEO FEBRUARY 88, 1990. ROANOKE, VIRGINIA FUND BALANCE AT RECEIPTS DISBURSEMENTS BALANCE AT BALANCE AT JAN 31, 1990 FEB. DB, 1990 FEB. 88, 1989 GENERAL $11,§38,1Q8.89 $12,599,261.53 $83,358,420.30 $T18,9§0.18 $5,703,985 88 CAPITAL $17,11T,iOF 05 $§78~167.01 S593;498 OO $17,101,TBB.B& $16,687,963.6T OEBT SERVICE $BT,786.84 $§30,138.87 $1,880,580.45 ($668,661 94) $587,648.16 ~A!ER $B,575,430.47 $957,835.79 $497,958 38 $B,A35,307.94 $B,015,T37.89 SEWAGE T~EAINEHT $8,811,483.38 $746,367 90 S1,15E,001.04 12,405,850.18 $3,101,307.93 AIRPORT $B~873,095 36 $D90,679 OB $441,818 43 $8,781,901.95 $B,956,743.81 CIVIC CENTER $895,?B0.43 $60,010.?T $300,651.38 $55,339.88 $881,87D 39 INTERNAL SERVICE $B,968,479 BA $671,50098 $1,374,300 31 $I,765,680.0I $1,478,084.90 ~AYROLL ($16,869,865.3§) $81,999~558.35 $8,1%,809 37 ($B,465,988.97) ($4,198,534.011 PUBLIC ASSISTANCE 15966,996 88) $375,388 14 $398,038 37 ($388,986.95) ($915,108.81) FIFTH DIBT CONSORTIUM $79,894 06 $19,@88.38 $I86,196.34 ($87,019 96) $115,834.38 GRANT PROGRAnS ($648,418 31i $665,888.59 $1,408,905 55 ($1,38§,4918T) ($1,386,959.88) TOTAL $88,496,685.I8 $38,D34,a04 6T $99,188,499 60 $BBiBOB,738 85 $86,901,976.77 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING iS A iRUE STAIE~ENT OF MY ACCOUNTABILITY TO THE CITY OF ~OA~OKE, VIRGINIA~ FO~ IHE FUND5 DF IHE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDING FEBRUARY 28, [790 THAT SAID FOREGOING~ CERTIFICATES CASH OF DEPOSITS UNITED STATES SECURITIES CASH ~N HAND $458,776 98 CASH IN BA~K $749,865 97 INVESTMENT5 ACQUIRED FROM COMPETITIVE P~OPOSALS; CHARTER FEDERAL SAU1NGS BANK $8,000,000.00 COREAST SAVINGS BANK $3,000,000.00 DOMINIO~ BANK $4,000,000 00 PERRETUAL SAVINGB BA~K $6,000~000.00 TGTALS $458,864 Lf8 $749,865 97 $8,0B0,000 OO $4,000,000 O0 $6,000~V00 O0 TOTALS $I,808,648.95 S17,000,000.00 S4,0BO,OOO O0 $88,808,730 BS ROANOKE CITY TREASURER 16 CItY OF ROANOKE PENSION PLAN STATemENT OF REVENUE AND EXPENSES FOR THE 8 MONTHS ENDED FEBRUARY 28, 1990 City's Contributions Investment Income Gain on Sale of Investments Income from Bond Discount Amortization Total Revenue 1990 $3,525,453 3,194,338 509,002 179r875 $7~408{668 1989 $2,926,737 2,954,385 835,857 155~175 ~6~872~154 EXPENSES Pension Payments Commissions Active Service Death Benefit Expense from Bond Premium Amortization Administrative Expense Total Expenses Net Income Year to Date $3,193,272 279,205 8,023 129,336 143r067 3t752~903 $3t655,765 $3,017,729 206,675 24,374 179,117 99/?89 3t527,684 $3~344e470 17 CITY OF ROANOKE PENSION PLAN BALANCE SHEET AS OF FEBRUARY 28, 1990 ASSETS Cash Investments: (market value - 1990 $106,072,120 and 1989 $ 94,651,770) Total Assets 1990 1989 5,160 $ 90 99~459~679 $ 99~464~839 89~970~342 $ 89~970~432 LIABILITIES AND FUNDBALANCE Fund Balance, July 1 Net Income Year to Date Fund Balance Total Liabilities and Fund Balance 95,809,074 3~655{765 99~464~839 99~464{839 86,625,962 3~344~470 89~970~432 89~970~432 18 Office of the City Clerk March 28, 1990 File #121-472 Mr. W. Robert Herbert City ~anager Roanoke, Virginia Dear ~r. Herbert: I am attaching copy of Ordinance No. 29984-32690 accepting the bid of Berglund Chevrolet, Inco, for one new four-door sedan, in the total amount of $12,740.51; and also accepting the bid of Dominion Car Company for one new eight passenger van, in the total amount of $16,699.96. Ordinance No. 29984-32690 was adopted by the Council of the City of Roanoke on first reading on Monday, ~arch 19, 1990, also adopted by the Council on second reading on Monday, following the date ~areh 26, 1990, and will take effect ten days of its second reading. Sincerely, /i ~ary F. Parker, C~C/AAE City Clerk MFP:ra pc: The Honorable W. Alvin Hudson, City Sheriff Mr. George C. gnead, Jr., Director of ,~dministration Public Safety Mr. D. Darwin Roupe, ~anager, General Services Mr. William F. Clark, Director of Public Works Hr. James A. McClung, Manager, Motor Vehicle ~aintenance ~s. Arcelia ~. Haston, Junior ~ccountant, Office of ~anagement and Budget and Room456 MurlicipalBuilding 215Church Avent~e,$ W Roanoke, Virginia 24011 (703)981 2541 Office of the City Clerk March 28, 1990 File #121 Mr. Paul A. Grim Fleet Manager magic City Motor Corporation P. O. Box 12807 Roanoke, Virginia 24028 Dear Mr. Grim: I am enclosing copy of Ordinance No. 29984-32690 accepting the bid of Berglund Chevrolet, Inc., for one new four-door sedan, in the total amount of $12,740.51; and also accepting the bid of Dominion Car Company for one new eight passenger van, in the total amount of $16,699.96. Ordinance No. 29984-32690 was adopted by the Council of the City of Roanoke on first readiag on Monday, March 19, 1990, also adopted by the Council on second reading on Monday, March 26, 1990, and will take effect ten days following the date of its second reading. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described vehicles. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: r a Enc. Room 456 MunicipaIBuilding 215Church Avenue. $ W Roanoke, Virginia 24011 (703)981-2541 Office of the City Clerk ,~4arch 28, 1990 File #121-472 Hr. Marcus B. Kaplan Vice-President Dominion Car Company 1259 East ,~ain Street Salem, Virginia 24153 Dear Mr. Kaplan: I am enclosing copy of Ordinance No. 29984-32690 accepting the bid of Dominion Car Company for one new eight passenger van, in the total amount of $16,699.96. Ordinance No. 29984-32690 was adopted by the Council of the City of Roanoke on first reading on ~onday, ~arch 19, 1990, also adopted by the Council on second reading on Monday, March 26, 1990, and will take effect ten days following the date of its second reading. Sincerely, ,_.j ,~4ary F. Parker, CMC/AAE City Clerk MFP:ra Enc. Room4S6 MunicipalBuilding 215Church Avenue, S.W. Roanoke, Virginia 24011 (703)981-2541 Office of the City Clerk March 28, 1990 File #121-472 Mr. Ken D. Spangler Fleet Manager Berglund Chevrolet P. 0. 8ox 12608 Roanoke, Virginia 24027 Dear Mr. Spangler: I am enclosing copy of Ordinance No. 29984-32690 accepting the bid of Berglund Chevrolet, Inc., for one new four door sedan, in the total amount of $12,740.51. ~rdinance No. 29984-32690 was adopted by the Council of the City of Roanoke on first reading on Monday, March 19, 1990~ also adopted by the Council on second reading on Monday, March 26, 1990, and will take effect following the date of its second reading. Sincerely, /'~ Mary F. Parker, CMC/AAE City Clerk ten days MFP : ra Enc. Roome, 56 MunicipaiBuilding 215Chinch Avenue, S W Roanoke, Virginia 24011 (703)981 2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 26th day of March, 1990. No. 29984-32690. VIRGINIA, AN ORDINANCE accepting bids for certain vehicular equipment;and rejecting other bids. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bids in writing of the following named bidders to furnish to the City the items hereinafter set out and generally described, such items being more particularly described in the City's specifica- tions and any alternates and in each bidder's proposal, are hereby ACCEPTED, at the purchase prices set out with each item: Iten Quantity and Successful Purchase Number Description Bidder Price 1 1 - New 4-door sedan Berglund Chevrolet, Inc. $ 12,740.51 2 1 - New 8-passsn~er Dominion Car C~pany $ 16,699.96 Van The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase orders for the above- mentioned items, said purchase orders to be made and filled in accor- dance with the City's specifications, the respective bids made therefor and in accordance with this ordinance, as more particularly set out in report to this Council dated March 19, 1990. 3. Any and all other bids made to the City for the aforesaid items are hereby REJECTED; and the City Clerk is directed to so notify each such bidder and to express to each the City's appreciation for each bid. ATTEST: City Clerk. Roanoke, Virginia March 19, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bids for Sheriff's Van and Sedan, Bid Number 90-2-7 I concur with the recommendation of the bid committee relative to the above subject and recommend it to you for appropriate action. Respectfully Submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Roanoke, Virginia March 19, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bids for Sheriff's Van and Sedan, Bid Number 90-2-7 Cit Sheriff has the responsibility to deliver necessary criminal and civil papers, to transport prisoners and other related duties as required. Sheriff has identified the need for one (1) new Van and one (1) new Sedan to provide for the continuation of his required duties. Februar 1 1990 specifications were developed and along with Request For Quotations, were sent specifically to nine (9) vendors currently on the City's bid list. A public advertisement was also published in the Roanoke Times and World News on February 5, 1990. Bi~s__we_re received after due and proper a--d~ertisement, untll 2:00 p.m. on February 15, 1990, at which time all bids so received were publicly opened and read in the Office of the Manager of General Services. II. Current Situation A. Tbs._e_ {3)_ bid responses were received. tabulation is attached. Bid Ail b___~id~s were evaluated in a consistent manner by representatives of the following departments: City Sheriff General Services Motor Vehicle Maintenance Bid Number 90-2-7 Page 2 III. IV. B_id evaluations are as follows: 1. Ltem #1 - One (1) new Four Door Sedan. Two (2} bids were received· The lowest bid submitted by Berglund Chevrolet, Inc. for the amount of ~.§1 meets all required specifications. 2. Item #~ - One (1) 8 Passenger Van. Two (2) bid responses were received. The low bid as submitted by Dominion Car Company meets all required specifications for the cost of Need Comp_!_li.a__nue~W_i__tb Specif~cations _Fund availabi~ity A. ~~ bids for vehicles for the Sheriff's Department as follows: 1. Item #1 - One (1) new Four Door Sedan as submitted by Berglund Chevrolet, Inc. for the total cost of ~. 2. Item #2 - One (1) new 8 Passenger Van as ~-~bmitted by Dominion Car Company for the total cost of ~. a) Nee~ - Requested units are necessary to continue to perform those required duties, in the Sheriff's Department, in the most efficient and effective manner. b) Compliance with Specifications - Those units recommended in this alternative meets all required specifications. Bid Number 90-2-7 Page 3 c) Fund availability - Funds are available in the Sheriff's Account 001-024-3310-9010, to provide for the purchase of the requested vehicles. R~t AlL Bide 1. ~ee~ - The need for vehicular equipment to perform required duties would not be met. 2. ~m_pliance with Specification~s would not be a factor in this alternative. 3. Fun~ availabili~. - Funds available in the Sheriff's Account would not be expended. A. Council concur with A_lternative "A" - accept the bids for vehicles for the Sheriff's Department as follows: 1. ~tem #1 - One (1) new Four Door Sedan as submitted by Berglund Chevrolet, Inc. for the total amount of ~- 2. Item 92 - One (1) new 8 Passenger Van as ~ubmitted by Dominion Car Company for the total amount of ~. ~ther Bids Respectfully Submitted, Committee: W. Alvin Hudson D. Darwin Roupe cc: City Attorney Director of Finance 0 4-, · · 4-' 0 .,-m r.,. ~ ~..,-m -,-~ o, ~--4 0 · -COO ~ ~0~ .o~o~~ o~o~ ~0~ ~ -~0~0 0 0 0 Office of the City Cierk March 28, 1990 File #80 Mr. Patrick N. Shaffner President Sherertz, Franklin, Crawford, Shaffner 14 West Kirk Avenue Roanoke, Virginia 24011 Dear Mr. Shaffner: I am enclosing copy of Resolution No. 29995-32690 expressing appreciation to Sherertz, Franklin, Crawford, Shaffner~ for their development of a preliminary street layout for the Kirk Avenue Renovations. Resolution No. 29995-32690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 26, 1990. Sincerely, ~4ary F. Parker, CMC/AAE City Clerk MFP:ra Enc. Room456 MunicJpatBuilding 215Church Avenue,S W Roanoke. Virginia 2a011 (703)981 2541 Office of the City Clerk ~arch 28, 1990 File #80-277 ~r. Franklin D. Kimbrough, III Executive Director Downtown Roanoke, Inc. 410 First Street, S. W. Roanoke, Virginia 24011 Dear Mr. Kimbrough: I am enclosing copy of Resolution No. 29995-32690 expressing appreciation to Sherertz, Franklin, Crawford, Shaffner, for their development of a preliminary street layout for the Kirk Avenue Renovations. Resolution No. 29995-32690 was adopted by the Council of the City of Roanoke at a regular meeting held oa ~onday, ~arch 26, 1990. Sincerely, ~ary F. Parker, CMC/AAE City Clerk MFP:ra Enc. Room45& Muni¢ipalBuilding 215Church Avenue. S W Roanoke, Virginia 24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 26th day of March, 1990. No. 29995-32690. A RESOLUTION expressing appreciation to Sherertz, Franklin, Crawford, Shaffner, for their development of a preliminary street layout for the Kirk Avenue Renovations. WHEREAS, during the planning stage of the improvements to the heavy pedestrain traffic areas in downtown Roanoke, Downtown Roanoke, Inc., requested that the work on Kirk Avenue, between Jefferson Street and First Street, $. W., be deferred to allow for preparation of a long-range plan for streetscape improvements in this block; WHEREAS, Downtown Roanoke, Sherertz, Franklin, Crawford, Inc., obtained the services of Shaffner, a local architectural/ engineering/planning firm with offices at 14 West Kirk Avenue, who volunteered to develop a preliminary street layout for Kirk Avenue Renovations; WHEREAS, the plan includes new sidewalks, curbs, sidewalk islands for planting of trees, and decorative street lighting, all of which are aimed at enhancing the pedestrian-oriented nature of this unique retail shopping area in the downtown area of this City; and WHEREAS, the City intends to adopt the concept of the plan developed by Sherertz, Franklin, Crawford, Shaffner, in improving this block on Kirk Avenue in downtown Roanoke. NOW, THEREFORE, BE IT RESOLVED by of Roanoke as follows: 1. This Council hereby expresses the Council of The City its sincere appreciation to the members and employees of the firm of Sherertz, Franklin, Crawford, Shaffner, for their voluntary contribution to the down- town area through the development of a preliminary street layout for the Kirk Avenue Renovations. 2. The City Clerk is directed to forward attested copies of this resolution Franklin, Crawford, Executive Director, to Patrick N. Shaffner, President, Sherertz, Shaffner, and to Franklin D. Kimbrough, III, Downtown Roanoke, Inc. ATTEST: City Clerk. Office of the City Clerk March 28, 1990 File #33-67-467 ~r. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At the regular meeting of the Council of the City of Roanoke held on Monday, ~arch 26, 1990, you were requested to investigate the matter of providing neighborhood recreation programs in the South Roanoke area during the time-frame that the Crystal Spring Elementary School is closed for renovations, as well as recreational programs that could be continued when the school reopens. Sincere ly, /~ / ~4ary F. Par~er, CMC/AAE City Clerk MFP:ra Room 456 MunicipalSuilding 215 Church Avenue,$ W Roanoke, Virginia 24011 (703)981-2541