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Council Actions 11-26-90
REGULAR Harvey (30313) WEEKLY SESSION ...... ROANOKE CITY COUNCIL November 26, 1990 7:00 p.m. AGENDA FOR THE COUNCIL Highland Park Elementary School Call to Order -- Roll Call. All Present. The invocation will be delivered by The Reverend A. Roger Griffith, Pastor, Word of Life Center, Salem, Virginia. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. BID OPENINGS Ao Bids to remove and dispose of seven (7) underground petroleum product tanks at the old Valley Metro Garage, Twelfth Street at Campbell Avenue, S. E. Seven bids were referred to a coraraittee composed of Messrs. White, Chairman, Kiser and Clark for tabula- tion, report and recon~aendation to Council. PUBLIC HEARINGS Public hearing on the question of adoption of an ordinance to define places of public accommodation and to prohibit discrimination in such places on the basis of race, color, national origin, creed, religion or sex, pursuant to Section 2(31.1) of the 1952 Charter of the City of Roanoke, as amended. ~r. ~ilburn C. Dibling, Jr., City Attorney. Adopted Ordinance No. 30313 on first reading, effective March 31, 1990. (7-0) CONSENT AGENDA (Approved 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE 8Y THE CITY COUNCIL AND WILL BE ENACTED BY ONE (1) MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DIS- CUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 C-2 C-3 C-4 A report of the City Manager requesting an Executive Session to discuss specific legal matters requiring the provi- sion of legal advice by counsel, being the terms and provisions of a proposed agreement and lease with the Roanoke Redevelopment and Housing Authority, pursuant to Section 2.1-344 (A) (7), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss specific legal matters requiring the provision of legal advice by counsel, being the terms and pro- visions of a proposed agreement and lease with the Roanoke Redevelopment and Housing Authority, pursuant to Section 2.1-344 (A) (7), Code of Virginia (1950), as amended. A report of the City Manager recommending that Council not schedule a regular meeting during the week of December 24, 1990. RECOMMENDED ACTION: Concur in recommendation. Qualification of Mr. Chauncey L. Logan as a member of the City of Roanoke Transportation Safety Commission for a term ending October 31, 1994. RECOMMENDED ACTION: Receive and file. Qualification of Mr. Willard N. Claytor as a member of the City Planning Commission, to fill the unexpired term of Mr. ~ichael ~. Waldvogel, resigned, ending December 31, 1992. RECOMMENDED ACTION: Receive and file. REGULAR AGENDA 3. Hearing of Citizens Upon Public Matters: Request to address Council with regard to the City's regulations on bingo operations. Ms. Anita C. Cruff, Spokesperson. Referred to the City Manager, City Attorney and Director of Finance for study, report and recommendation to Council. Other Hearings of Citizens: 4. Petitions and Communications: None. (2) 5. Reports of Officers: a. City Manager: Briefings: 1. A verbal report with regard to the status of library automation. No Action. Items Recommended for Action: A report provide Schools, Board. recommending an amendment to the City Code to that the Superintendent of Roanoke City Public or his designee, shall serve on the Library Adopted Ordinance No. 30314-112690. (7-0) A report recommending that Crestar Bank be authorized to install and decorate a live tree in the fountain area of Crestar Plaza from November 26 1990, through January 15, 1991. ' Adopted Resolution No. 30315-112690. (7-0) 4o A report recommending that Old Southwest, Inc., be authorized to install and decorate a tree in Argonne Circle at the intersection of King George Avenue and 4th Street, S. ~., from December 1, 1990, through January 5, 1991. Adopted Resolution No. 30316-112690. (7-0) A report recommending that the appropriate City offi- cials be authorized to execute contracts with Appalachian Power Company to provide for reduced electrical rates and street lighting contract rates, effective retroactive to July 1, 1990. Adopted Resolution No. 30317-112690. (7-0) A report recommending appropriation of available utility tax revenue to the Roanoke River Flood Reduction Project Account. Adopted Ordinance No. 30318-112690. (7-0) A report recommending issuance of Change Order No. i to the contract with Construction Services of Roanoke, Inc., in the amount of $5,544.00, in connection with (3) repair of structural fire damage at the Civic Center Auditorium. Adopted Ordinance No. 30319-112690. (7-0) o A report recommending acceptance of the bid submitted by Cargill, Incorporated, to supply deicing salt to the City, in the total amount of $44,400.00. Adopted Resolution No. 30320-112690. (7-0) A report recommending changes to the fiscal year 1990-91 budget due to State revenue reductions. Adopted Ordinance No. 30321-112690. (7-0) b. Director of Finance: A report recommending adjustments in salary budgets with regard to fiscal year 1990-91 first quarter personnel lapse. Adopted Ordinance No. 30322-112690. (?~0) 6. Reports of Com~ittees: A report of the committee appointed to tabulate bids received for interior renovations at the Civic Center Auditorium, recommending award of a contract to Construction Services of Roanoke, Inc., in the amount of $233,200.00; and appropriation of funds therefor. Council Member William White, Sr., Chairman. Adopted Ordinance No. 30323-112690 and Ordinance No. 30324-112690. (7-0) A report of the Water Resources Committee recommending that City-owned property located on ~estport Avenue, S. W., identified as Official Tax No. 1310901, be declared surplus to the City's needs, and that the property be advertised for sale to the general public. Council Member Elizabeth T. Bowles, Chairman. Adopted Resolution No. 30325-112690. (7-0) A report of the Legislative Committee recommending adoption of a measure adopting and endorsing a Legislative Program for the City to be presented to the City's delegation to the 1991 Session of the General Assembly. Council Member David A. Bowers, Chairman. Adopted Resolution No. 30326-112690. (7-0) (4) 10. 7. Unfinished Business: None. 8. Introduction and Consideration of Ordinances and Resolutions: None. 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and Members of City Council. b. Vacancies on various authorities, boards, commissions and committees appointed by Council. Other Hearings of Citizens: Mr. Ray Mozingo, 5610 Williamson Road, N. W., appeared before Council and advised of the opening of a new Youth Center on ~illiamson Road on March 1, 1991. Reappointed Ms. Mary C. Maier to the Building Maintenance Division of the City's Board of Building Code Appeals. Certification of Executive Session. (7-0) Adopted Ordinance No. 30327-112690, authorizing execution of an agreement and lease agreement with the City of Roanoke Redevelopment and Housing Authority for the construction and lease of a parking garage at 25 Church Avenue, S. E. (7-0) ($) November 26, 1990 Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request for Executive Session Dear Mrs. Bowles and Gentlemen: This is to request an Executive Session to discuss specific legal matters requiring the provision of legal advice by counsel, being the terms and provisions of a proposed agreement and lease with the Roanoke Redevelopment and Housing Authority, pursuant to §2.1-344(A)(7), Code of Virginia (1950), as amended. Respectfully submitted, W. Robert Herbert City Manager WRH:f cc: Mary F. Parker, City Clerk Office of the City Clerk November 28, 1990 File #]$2 Mr. ~'. Robert Herbert City Manager Roanoke, Virginia Dear Mr. [~erbert: Your report recommending that Council not schedule a regular meeting during the week of December 24, 1990, was before the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. ©n motion, duly seconded a~d unaaimously adopted, Council con- currea in the recommendation. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clertc MFP:ra pc: Mr. Mr. Mr. Earl B. Reynolas, Jr., Assistant City Manager Robert H. Bird, Acting ~unici~al Auditor Von W. Moody, III, Director of Real Estate Valuation Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Mr. James D. Ritchie, Director of Human Resources ~r. George C. Snead, Jr., Director of Administration Public Safety and Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Manager November 26, 1990 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, Virginia 24011 Dear Mayor Taylor and Members of City Council Subject: December 26, 1990 Council Meeting At the regular meeting of the Council of the City of Roanoke, held on Monday, November 5, 1990, I was requested to report back to Council with regard to the need (from an administrative standpoint) for Council to schedule a regu- lar meeting during the week of December 24, 1990. After consultation with the directors, and they with their department man- agers, it has been determined that business requiring Council action can be scheduled prior to the week of December 24 or during the first week in January, 1991. Therefore, it is my recommendation that City Council forego its regular meeting which would have been scheduled for December 26, 1990, by requesting the City Attorney to provide the appropriate legal measure for adoption at Council's next regularly scheduled meeting. Respectfully submitted, W. Robert Herbert City Manager WRH:EBRJr:mp cc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. $chlanger, Director of Finance Room 364 Municipal Building 215 Church Avenue~ S.W. Roonoke, Virginia 2401 ,t (703)984-2333 Office of the City Clerk November 28, 1990 File #15-20 Mr. Robert K. Bengtson, Chairman City of Roanoke Transportation Safety RoanoKe, Virginia Commission Dear Mr. Bengtson: This is to advise you that Mr. Chauncey L. Logan has qualified as a member of the City of Roanoke Transportation Safety Commission for a term ending October 31, 1994. Sincerely, Wary F. Parker, CMC/AAE City Clerk ~FP:ra Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 0-2 Oath or Affirmation of Office State o] Virginia, Cit~] of Roanoke, to .wit: , do solemnly swear (or affirm) that I will ~upport the Constitution of the United States, and the Constitution of the State of Virginia, and that I willI faithfully and impartially discharge and perform all the duties incumbent upon me as according to the best of my ability. So help me God. Subscribed and sworn to before me, this /~-~ ~x.7~ ., Deputy Clerk Office of the City Clerk ~ovember 7, 1990 File #15-20 Hr. Chauncey L. ~ogan 1609 ~estside Boulevard, Roanoke, Virginia 24417 Dear ~4r. f. ogan: At the regular meeting of the Council of the City of Roanoke held on Monaay, November 5, 1990, you were reelected as a member oF the City of Roanoke Transportation Safety Commission for a term ending October 31, 1994. Enclosed you will find a Certificate of your election ann an Oa~n or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the RoanoKe City Courts Facility, 315 Church Avenue, Please return one copy of the Oath of ~ffice to Room 456 in the Municipal Building prior to serving in ~he capacity to which you were reelected. For your information and pursuant to Section 2. i-341.1, Code of Virginia (1950), as amended, I am enclosing copy of the Freedom of Information Act. Sincerely, Mary F. Parker, C~C/AAE City Clerk MFP:ra Enc. pc: Mr. Robert Transportation K. Bengtson, Chairman, Safety Commission City of Roanoke Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 COMMONWEALTH OF CITY OF ROANOKE VIRGINIA ) ) To-wit: ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the fifth day of November, 1990, CHAUNCEY L. LOGAN was reelected as a member of the City of Roanoke Transportation Safety Commission for a term ending October 31, 1994. Given under my hand and the Seal of the City of Roanoke this seventh day of November, 1990. City Clerk Office o! the City Clerk November 28, 1990 File #15-200 Mr. Charles A. Price, Jr. Chairman City Planning Commission 3101 Willow Road, N. ~. Roanoke, Virginia 24017 Dear Mr. Price: This is to advise you that Mr. ~illard N. Claytor has qualified as a member of the City Planning Commission, to fill the unex- pired term of Mr. Michael ~. ~aldvogel, resigned, ending December 31, 1992. Sincerely, ~~ Wary F. Parker, C~4C/AAE City Clerk MFP:ra pc: Mr. John Commission R. Marlles, Agent/Secretary, City Planning Room 456 Municipal Building 215 Church Avenue, S.W, Roanoke, Virginia 24011 (703) 981-2541 0-2 Oath or Affirmation of Office 8tatz of Virginia, Oit~/ of Roanoke, to-wit: I, Willard lq. Claytor , do solemnly swear (or affirm) that will support the Constitution of the United States, and the Constitution of the State of Virginia, and that will faithfully and impartially discharge and perform all the duties incumbent upon me as member of the City Planning Commission, to fill the unexpired term of Mr. Michael M. Waldvogel, resigned, ending December 31, 1992. according to the best of my ability. So help me God. Subscribed and sworn to before me, this Deputy Clerk Office of the City Clerk November 15, 1990 File #15~200 Mr. ~illard N. Claytor 2541Maycrest Street, Roanoke, Virginia 24012 Dear Mr. Claytor: at the regular meeting of the Council of the City of Roanoke held on Monday, November i2, 1990, you were elected as a member of the Roanoke City Planning Commission, to fill the unexpired term of ~r. Michael M. Waldvogel, resigned, ending December 31, 1992. Enclosed you will find a Certificate of your election and an Oath or Affirmation of Office which may be administered Dy the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of t~e Roanoke City Courts Facility, 315 Church Avenue, Please return one copy of the Oath of Office to Room 456 in the ~unicipal Building prior to serving in the capacity to which you were elected. For your information and pursuant to Section 2.1-341.1, Code of Virginia (1950), as amended, I am enclosing copy of the Freedom of Information Act. Also pursuant to Section 2.1-639.14 of the 1987 State and Local Government Conflict of Interest Act, I am required to furnish the members of the City Planning Commission with a form for disclo- sure of real estate holdings. The Act further provides that all disclosures will be filed and maintained as a matter of public record for a period of five years in the Office of the Clerk of the governing body. Please complete and return the form to the undersigned prior to assuming the duties of your office. Sincerely, Mary F. Parker, C~4C/AAE City Clerk MFP : ra Ertc .Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Mr. ~illard N. Claytor November 15, 1990 Page 2 pc: Mr. Charles A. Price, Chairman, City Planning Commission, 3101 Willow Road, N. W., Roanoke, Virginia 24017 Mr. John R. ~arlles, Agent/Secretary, City Planning Commission COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the twelth day of November, 1990, WILLARD N. CLAYTOR was elected as a member of the Roanoke City Planning Commission. to fill the unexpired term of Michael M. ~aldvogel, resigned, ending December 31, 1992. Given unaer my hand and the Seal of the City of Roanoke this fifteenth day of November, 1990. City Clerk Office of the City Clerk November 28, 1990 File #285 Mr. ~. &obert Herbert, City ~anager Mr. ~ilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Gentlemen: I am attaching copy of a communication and petition from Mrs. Anita C. Cruff with regard to the City's regulations on bingo operations, which communication and petition were before the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. On motion, duly seconded and unanimously adopted, the matter was referred to you for study, report and recommendation to Couacil. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Hrs. 24153 Anita C. Cruff, 1913 ~illis Street, Salem, Virginia Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 November 26, 1990 Honorable Mayor and City Council Roanoke, Virginia Members of Council: I respectfully request that space be reserved on Council's agenda for a briefing on the status of library automation. Respectfully submitted, W. Robert Herbert City Manager WRH:gr verbal Office of the City Clerk November 28, 1990 File #24A-467-323 Mr. 0,. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Eerbert: I am attaching copy of Ordinance No. 30314-112690 amending and reordaining subsection (a) of §18-13, Created; _composition; appointment and terms of members, Code of the City of Roanoke (1979), as amended, in order to permit the designee of the superintendent of public schools to serve on the Library Board. Ordinance No. 30314-112690 was adopted by the Council of the City of RoanoKe at a regular meeting held on ~onday, November 26, 1990. ~'Y~ ~ ~'Sincerely' ~~ ~fary F. Parker, C~C/AAE City Clerk MFP : ra En C o pc: Tr~e Honorable Roy ~. ~illett, Chief Judge, Circuit Court The Honorable Clifford R. ~eckstein, Judge, Circuit Court The Honorable Diane M. Strickland, Judge, Circuit Court ?he Honorable Kenneth E. Trabue, Judge, Circuit Court 305 East Main Street, Salem, Virginia 24153 The Honorable G. O. Clemens, Judge, Circuit Court, P. 0. Box 1016, Salem, Virginia 24153 The Honorable Philip Trompeter, ~hief Judge, Juvenile and Domestic Relations District Court The Honorable Fred L. Ho~ack, Jr., Judge, Juvenile and Domestic Relations District Court The Honorable Joseph ~. Clarke, II, Judge, Juvenile and Domestic Relations District Court The Eonorable Edward S. Kidd, Jr., Chief Judge, General District Court Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Mr. ~. Robert Herbert November 28, 1990 Page 2 pc: The Honorable Julian H. Raney, Jr., Judge, General District Court The Honorable Richard C. Pattisal, Judge, General District Court The Honorable Patsy Testerman, Clerk, Circuit Court The Honorable Donald S. Caldwell, Commonwealth's Attorney Ms. Patsy Bussey, Clerk, Juvenile and Domestic Relations District Court mr. Ronald Albright, Clerk, General District Court Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Raymond F. Leven, Public Defender, Suite 4B, Southwest Virginia Building, Roanoke, Virginia 24011 Mr. Bobby D. Casey, Office of the Magistrate, P. 0. Box 13867, Roanoke, Virginia 24037 Ms. Clayne ~. Calhoun, Law Librarian ~r. James D. Ritchie, Director of Human Resources Ms. Beverly A. Bury, City Librarian Mr. Robert L. Laslie, Vice President - Supplements, Municipal Code Corporation, P. 0. Box 2235, Tallahassee, Florida 32304 IN THE COUNCIL OF THE CITY OF ROANOKE, The 26th Day of November, 1990. No. 30314-112690. VIRGINIA, AN ORDINANCE amending and reordaining subsection (a) of ~18-13, Created; composition; appointment and terms of members, Code of the City of Roanoke (1979), as amended, in order to permit the designee of the superintendent of public schools to serve on the Library Board; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. That subsection (a) of §18-13, Created; composition; appoint- ment and terms of members, of the Code of the City of Roanoke (1979), as amended, be and hereby is amended and reordained to read and pro- vide as follows: §18-13. Created; composition; appointment and terms of members. (a) There is hereby created a library board con- sisting of ten (10) persons, one of whom shall be the superintendent of public schools, or his designee. The remaining nine (9) members shall be appointed by the Council from the citizens at large. The total member- ship of the board shall be increased by one member for each political subdivision which has entered into a contract with the City for the provision, in such poli- tical subdivision, of library services, such member to be a resident of such other political subdivision so contracting. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect upon its passage. ATTEST: City Clerk. ' November 26, 1990 Honorable Mayor Noel C. Taylor and Members of City Council Roanoke, Virginia Members of Council: SUBJECT: ROANOKE PUBLIC LIBRARY BOARD REPRESENTATIVE II. III. IV. I. BACKGROUND Section 18-13~ Code of the City of Roanoke (1979)~ as amended, provides that one of the members of the Library Board" ..... shall be the Superintendent of Public Schools." Bo Coordinator of Media Services for the City Schools has been attending Library Board meetings as the designee of the Superintendent for the past several years. CURRENT SITUATION Superintendent o_~f Public Schools has requested that his designee be allowed to serve on the Library Board. Library Board would like to honor the Superintendent's request. City Librarian was instructed to communicate the Library Board's wishes. ISSUES A. Compliance with law B. Cost ALTERNATIVES A. Amend the City Code to provide that the Superintendent or his designee shall serve on the Library Board. Compliance with law: The Superintendent or his designee would be lawfully empowered to participate in meetings of the Library Board. Vo 2. Cost: Additional funding would not be required. C. Do not amend Section 18-13 of the City Code 1. Compliance with law: The Superintendent's designee could not legally serve on the Library Board. 2. Cost: Additional funding would not be required. RECOMMENDATION A. City Council concur with the implementation of Alternative A which is to amend the City Code to permit the Superinten- dent or his designee to serve on the Library Board. Respectfully submitted, W. Robert Herbert City Manager WRH/JDR/BB/js CC: Wilburn C. Dibling, City Attorney Joel M. Schlanger, Director of Finance James D. Ritchie, Director of Human Resources Beverly A. Bury, City Librarian Office of the City Clerk November 28, 1990 File #169 Ns. Louellen B. Jessee Executive Assistant Office of the President Crestar Bank P. O. Box 2867 Roanoke, Virginia 24001-2867 Dear Ms. Jessee: I am enclosing four copies of Resolution No. 30315-112690 authorizing a revocable permit to Crestar Bank, for the installa- tion and aecoration of a live tree in the fountain area of Crestar Plaza from November 26, 1990, through January 15, 1991. Resolution No. 30315-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 26~ 1990, and shall be in full force and effect at such time as a copy, duly signed, sealed, attested and ackno~,ledged by the per- mittee has been filed in the Office of the City Clerk. Please sign and return three copies of Resolution No. 30315-112690 to the City ClerK's Cffice, Room 456, Municipal Building, Roanoke, Virginia 24011. ~ ince re l Y'V ~4ary ~. r~r r, CMC/AAE City Clerk ,~FP : ra pc: Ur. ~. Robert Herbert, City Manager Mr. ~illiam F. Clark, Director of Public Works ~r. ~illiam M. Mullins, Jr., Manager, Signals and Alarms ~4r. George C. Snead, Jr., Director of ~dministration Public Safety and Room 456 Municipal Building 215 Chumh Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 26th Day of November, 1990. NO. 30315-112690. A RESOLUTION authorizing a revocable permit to Crestar Bank, for the installation and decoration of a live tree in the fountain area of Crestar Plaza from November 26, 1990 through January 15, 1991. WHEREAS, City Council in the fountain area of the Crestar Plaza; and WHEREAS, Council is desirous of granting the pursuant to certain terms and conditions. THEREFORE, BE IT RESOLVED by the Council of the City of as follows: 1. Permission is hereby granted to Permittee to install decorate suant to the following terms and conditions: (a) (b) (c) Crestar Bank (hereinafter "Permittee") has requested that authorize Permittee to install and decorate a live tree request of Permittee Roanoke and a live tree in the fountain area of Crestar Plaza, pur- Such permit shall be revocable and shall be effective from November 26, 1990, through January 15, 1990. Permittee shall indemnify, keep and hold the City free and harmless from liability on account of injury or damage to any person or property, arising out of installation, maintenance or removal of such tree and decorations, growing out of or directly or indirectly resulting from the permission herein granted; Permittee shall provide the Director of Public Works with a certificate of insurance naming the City of Roanoke as an additional insured, providing liability insurance with respect to installation, maintenance and removal of such tree and decorations, in the amount of at least $1,000,000.00 for bodily injury and property damage combined; (d) Permittee shall pay to the City the cost of electrical power consumed by its tree and decorations attached to City light standards and other City facilities; (e) Electrical equipment provided by Permittee shall be UL approved for wet locations and installed pursuant to the National Electrical Code and the National Electrical Safety Code; (f) The tree and decorations shall not be constructed, attached, installed, erected, or maintained so as to obscure the view of any directional or informational sign by any operator of a motor vehicle or pedestrian; and (g) No decoration shall be installed or attached to any tree or shrub growing on City property. 2. This permit shall not extend to or be construed as granting Permittee any right or authority with respect to property and facili- ties of public utility corporations. 3. This permit shall be in full force and effect at such time as a copy of this Resolution, duly signed, sealed, attested and acknowl- edged by permittee has been filed in the Office of the City Clerk. ATTEST: City Clerk. ACCEPTED and EXECUTED by the undersigned this , 1990. day of CRESTAR BANK ATTEST: By Title - 2 Roanoke, Virginia November 26, 1990 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Taylor and Council Members: SUBJECT: Crestar Bank Permit Request I. Background: Ao City Council annually grants permit requests for the installation of holiday decorations on City-owned light standards and other facilities, including trees located in the downtown business district. II. Current Situation: Crestar Bank has requested permission to install and decorate a live tree in the fountain area of the Crestar Plaza from November 26, 1990 through January 15, 1991. III. Issues: A. Authority for Approval. B. Permit Requirements. IV. Alternatives: A. City Council grant Crestar Bank a revocable permit to install and decorate a live tree in the fountain area of the Crestar Plaza from November 26, 1990 through January 15, 1991. 1. Authority for approval or denial is solely City Council's. 2. Permit requirements are as follows: a. Crestar Bank obtain individual or company to install and remove decorations. b. Cost of installing and removing decorations will be the responsibility of Crestar Bank. Mayor Taylor and Council Members Page 2 Indemnification - Crestar Bank must agree to provide liability insurance, naming the City as an additional insured, providing general public liability insurance in the amount of $1 million per occurrence; and to indemnify, keep, and hold the City harmless from liability on account of injuries or damages directly or indirectly resulting from the permission herein granted. B. City Council deny the request of Crestar Bank. Authority for approval or denial is solely City Council's. 2. Permit requirements would not be an issue. V. Recommendation is that City Council approve Alternative "A", and Adopt appropriate measure, as prepared by the City Attorney, granting a revocable permit to Crestar Bank to install and decorate a live tree in the fountain area of Crestar Plaza from November 26, 1990 to January 15, 1991. Respectfully submitted W. Robert Herbert City Manager WRH:WFC:pr CC: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. William ¥. Clark, Director of Public Works Mr. George C. Snead, Director of Administration and Public Safety Mr. William M. Mullins, Jr., Manager, Signals & Alarms Ms. Louellen B. Jessee, Executive Assistant, Office of the President Crestar Bank, P.O. Box 2867, Roanoke, VA 24001-2867 Ci estar Bank P ,~ E';ox 2867 Roanoke, Virginia 24001 2867 (7031 985-5200 November 13, 1990 Mr. William F. Clark Director of Public Works City of Roanoke 215 Church Avenue, SW Room 354 Roanoke, Virginia 24011 Dear Mr. Clark: Crestar Bank would like permission to install and decorate a live Christmas tree in the fountain area of Crestar Plaza. We plan to have this project completed by November 26, 1990. The Certificate of Insurance sent to you separately should cover such an installation. If you have any questions, please call me at 982-3330. rs truly, Louellen B. Jessee Executive Assistant Office of the President cc: Robert C. Lawson, Jr. C~estar Bank P 0 E~,ox 2867 Roanoke, Virginia 24001-2867 (703) 985-5200 October 26, 1990 Mr. William F. Clark Director of Public Works City of Roanoke 215 Church Avenue, S.W. Room 354 Roanoke, VA 24011 Dear Mr. Clark: Please find enclosed Crestar Bank's Certificate of Insurance covering the Christmas lights in Crestar Plaza for this year. If you have any questions, please give me a call at 982-3330. Yours truly, Executive Assistant Office of the President Enc. Johnson & Higgins of Virginia, Post Office Box 1137 Richmond, Virginia 23208 ~s~estar Financial Corporation Post Office Box 26665 Richmond, VA 23261 ATTN: Terry L. Cook ISSUEDATE{MM/DD/YY) April 4, 1990 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. COMPANIES AFFORDING 'COVERAGE Federal Insurance Company COMPANY A LETTER COMPANY LETTER B COMPANY LETTER C COMPANY D LETTER COMPANY LETTER E THIS IS TO CERTIFY THAT POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR 1HE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS, AND CONDI- TIONS OF SUCH POLICIES. TYPE OF INSURANCE GENERAL LIABILITY COMPREHENSIVE FORM PREMISES/OPERATIONS UNDERGROUND EXPLOSION & CDLLAPSE HAZARD PRODUCTS/COMPLETED OPERATIONS CONTRACTUAL INDEPENDENT CONTRACTORS 8ROA0 FORM PBOPERTYDAMAGE PERSONALINJUBY AUTOMOSlLE LIABILITY ANY AUTO ALL OWNED AUTOS (PRIV PASS ) ALL OWNED AUTOS (O~;V%~,) HIRED AUTOS NON OWNED AUTOS GARAGE LIABILITY POliCY NUMBER FIP3522-59-24 04/1/ 0 04/01/9 EXCESS LIABILITY UMBRELLA FORM OTHER THAN UMBRELLA FORM WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY OTHER Real & Personal FIP3522-59r24 04/1/ ~0 04/01/9 Property ~ DESCRIPTION OFOPERATIONS/LOC TIO SNEHICLES/SPECtALITEMS Re: Christmas Tree ~t~ts Certificate holder is recognized as Additional Insured l lABILITY LIMITS IN THOUSANDS EACH AGGREGATE OCCURRENCE $ $ 1,000 $ 1,000, PERSONAL INJURY 1,000, $ $ $ $ $ (EACH ACCIDENT) (DISEASE-POLICY LIMIT) and Contents Agreed $ 25,000 Deductible City of Roanoke Roanoke, VA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EX- PIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OSLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. Crestar Bank PO Box 2867 Roanoke, Virginia 24001-2867 { ~'05) 985-5200 December 4, 1990 Ms. Mary F. Parker, CMC/AAE City Clerk City of Roanoke Room 456 Municipal Building 215 Church Avenue, SW Roanoke, Virginia 24011 Dear Ms. Parker: This is to inform you that Crestar Bank will not be erecting a live Christmas tree in the fountain area of Crestar Plaza this Christmas season due to the unavailability of a suitable tree. I am returning to you the three unsigned copies of Resolution No. 30315-112690. Best wishes for a happy holiday season. Y~s truly, ellen B. JesSe Executive Assistant mnc. pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. William M. Mullins, Jr., Manager, Signals and Alarms Mr. George C. Snead, Jr., Director of Administration and Public Safety C~estar Bank P 0 Box 2867 iloanoke, Virginia 24001-2867 703) 985 5200 December 4, 1990 Ms. Mary F. Parker, CMC/AAE City Clerk City of Roanoke Room 456 Municipal Building 215 Church Avenue, SW Roanoke, Virginia 24011 Dear Ms. Parker: This is to inform you that Crestar Bank will not be erecting a live Christmas tree in the fountain area of-'Crestar Plaza this Christmas season due to the unavailability of a suitable tree. I am returning to you the three unsigned copies of Resolution No. 30315-112690. Best wishes for a happy holiday season. Y~s truly, Executive Assistant Eric. Office of the City Clerk November 28, 1990 File #169 Hr. Petie Brigi[am, Co-Chairman Parlor Tour Committee Old Southwest, Inc. 641 ~l~alnut Avenue, S. ~. Roanoke, Virginia 24016 Dear Hr. Brigham: ~ am enclosing four copies of Resolution No. 30316-112~90 authorizing a revocable permit to Old South~esi, Inc., for ihe installation and decoration of a tree in Argonne Circle at the intersection o~ King George Avenue and Fourth Street, S. W., from Decemoer 1, 1990, through January 5, 1991, upon certain terms and conaitions. Resolution No. 30316-112690 was adoptea by the Council of ti~e City of Roanoke at a regular meeting held on Monday, ~ovember 26, 1990, and shall be in full force and effect at such time as a copy, duly signed, sealed, attes[ed and acknowleaged by Cld Southwest, Inc., has Deen filed in the ~ffice of the City Clerk. Please sign and return three copies of Resolution No. 30316-112690 to the City Clerk's Office, Room 456, ~unicipal 8uilding, Roanoke, Virginia 24011. Sincerely, j~g~,.~ Mary F. Parker, C~C/AAE City Clerk ~FP:ra pc: Hr. ~. ~obert Herbert, City Manager ~r. ~illiam F. Clark, Director of Public Works ~r. ~'illiam ~. Mullins, Jr., ~nager, Signals and Alarms Mr. George C. Snead, Jr., Director of Administration and Public Safety 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 November, 1990. No. 30316-112690. A RESOLUTION authorizing a revocable permit to Old Southwest, Inc., for the installation and decoration of a tree in Argonne Circle at the intersection of King George Avenue and 4th Street, S.W., from December 1, 1990, through January 5, 1991, upon certain terms and conditions. WHEREAS, Old Southwest, Inc. (hereinafter "Permittee") has requested that City Council authorize Permittee to install and decorate a tree in Argonne Circle at the intersection of King George Avenue and 4th Street, S.W.; and WHEREAS, Council is desirous of granting the request of Permittee pursuant to certain terms and conditions. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. Permission is hereby granted to Permittee to install and decorate a tree in Argonne Circle at the intersection of King George Avenue and 4th Street, ditions: (a) Such permit from December S.W., pursuant to the following terms and con- shall be revocable and shall be effective 1, 1990, through January 5, 1990. (b) Permittee shall indemnify, keep and hold the City free and harmless from liability on account of injury or damage to any person or property, arising out of installation, maintenance or removal of such tree and decorations, growing out of or directly or indirectly resulting from the permission herein granted; (c) Permittee shall provide the Director of Public Works with a certificate of insurance naming the City of Roanoke as an additional insured, providing liability insurance with respect to installation, maintenance and removal of such tree and decorations, in the amount of at least $300,000 for bodily injury and property damage combined; (d) Permittee shall pay to the City the cost of electrical power consumed by its tree and decorations attached to City light standards and other City facilities; (e) Electrical equipment provided by Permittee shall be UL approved for wet locations and installed pursuant to the National Electrical Code and the National Electrical Safety Code; (f) The tree and decorations shall not be constructed, attached, installed, erected, or maintained so as to obscure the view of any directional or informational sign by any operator of motor vehicle or pedestrian; and a (g) No decoration shall be installed or attached to any tree or shrub growing on City property. 2. This permit shall not extend to or be construed as granting Permittee any right or authority with respect to property and facili- ties of public utility corporations. 3. This permit shall be in full force and effect at such time as a copy of this Resolution, duly signed, sealed, attested and acknowl- edged by permittee has been filed in the Office of the City Clerk. ATTEST: City Clerk. - 2 - ACCEPTED and EXECUTED by the undersigned this , 1990. OLD SOUTHWEST, INC. day of ATTEST: By Title - 3 - Roanoke, Virginia November 26, 1990 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Taylor and Council Members: SUBJECT: Old Southwest, Inc. Permit Request II. I. Background: City Council annually grants permit requests for the installation of holiday decorations on City property, such as light standards and other facilities, located in the downtown business district. Current Situation: Old Southwest, Inc. has requested permission to install and decorate a tree in Argonne Circle at the intersection of King George Avenue and 4th Street, S.W. from December 1, 1990 through January 5, III. Issues: A. Authority for Approval. B. Permit Requirements. IV. Alternatives: A. 1991. City Council grant Old Southwest, Inc. a revocable permit to install and decorate a tree in Argonne Circle from December 1, 1990 through January 5, 1991. Authority for approval or denial is solely City Council's. 2. Permit requirements are as follows: a) Old Southwest~ Inc. obtain individual or company to install and remove tree and decorations. b) Cost of installing and removing tree and decorations will be the responsibility of Old Southwest, Inc. Mayor Taylor and Council Members Page 2 WRH/WFC/hw CC: c) Reimbursement of the cost of electricity, if provided by the City, shall be made by Old Southwest, Inc. d) Indemnification - Old Southwest, Inc. must agree to provide liability insurance, naming the City as an additional insured, providing general public liability insurance in the amount of $300~000 per occurrence; and to indemnify, keep, and hold the City harmless from liability on account of injuries or damages directly or indirectly resulting from the permission herein granted. B. City Council deny the request of Old Southwest, Inc. Authority for approval or denial is solely City Council's. 2. Permit requirements would not be an issue. Recommendation is that City Council approve Alternative "A", and Adopt appropriate measure, as prepared by the City Attorney, granting a revocable permit to Old Southwest, Inc. to install and decorate a tree in Argonne Circle from December i, 1990 to January 5, 1991. Respectfully submitted, W. Robert Herbert City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. William F. Clark, Director of Public Works Mr. George C. Snead, Director of Administration and Public Safety Mr. William M. Mullins, Jr., Manager, Signals & Alarms Ms. Perle Brigham, Co-Chairman, Parlor Tour Committee Old Southwest, Inc., 641 Walnut Avenue, Roanoke, VA 24016 Southwest, Inc. 641 Walnut Ave, Roanoke, VA 24016: CHRIST.S PARLOR TOUR Rs. /illiam ~]_ark, Director <~ity of ~oauoke ~Xoom 354 0~unicipal ~uildiag Roanoke, V,~. of Public ?orks Re: 2hristmas "P_ree, old [!outhwest ..armotmas ~arlor Tour Dear [,,~. ,31ark: OLD ~ .... '-:~ reLuests permissioa from ,~o,?r office all t}l~-~ ,,1~,''~* Jo]il{il %o :3i.i:3(~ ;. i~:ii..lb'oEhD ,~ :~p!_ ~% ~ 'q ~c2% from s~t ~ ~,~t~o1.. sot~rce [streetlilht?). The tree will be a c~t white pine, probaoiy ?lsat So t~u feet tall, erected ia ,~ ~t i>lt} m aaer ,,,~:i.t~t g~yliaes, e k]...~ co dec- of stritl,ls g. epeelinS on the size of the tree. fe ?~ould like to haw-: the tree up well ailead of our ilewent.i :;~':,':P, 'c ~t~'~' tn'~t we mo,.'s't a,ze :m ]_as,nra'ace' rides Oll ok]r liab- ility policy heroins tile City of ~%oanoke as additional insured for one million dollars; would you please confirm this inform- atlo~ for me? ~ would appreciate your p!acin?, this mxtter before ~t, ;oJacil for th,cio ai~prov i ,it t~, [.F :!~xh m~ ti:.~ tO be ~z_d ~.,., our _:~.~ _~,,lool, '' -~13o O~.llinI n}e :.b v,~,ur e~,rliest Office of the City Clerk November 28, 1990 File #29 Hr. W. Robert Herbert City ~anager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30317-112690 authorizing the appropriate City officials to enter into appropriate contrac- tual agreements wi[h Appalachian Power Company providing for reduced electrical rate and street lighting contract rates; effective retroactive to July I, 1990, upon certain conditions. Resolution No. 30317-112690 was adopted by the Council of the City of Roanoke at a regular meetinq held on ~onday, November 26, 1990. Sincerely, ~Jary F. Parker, CMC/AAE City Clerk MFP:ra Enc o pc: Mr. G. E. Laurey, Accounting ~anager, Appalachian Po~er Company, P. O. Box 2021, Roa~[oke, Virginia 24022 ~s. Jacqueline L. Shuck, Executive Director, Roanoke Regional Airport Commission, 5202 Aviation Orive, N. W., Roa~oke, Virginia 24012 Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board, P. ~. Box 13105, Roanoke, Virginia 24031 Hr. ~illiam F. Clark, Director of-Public ~orks Mr. ~illiam ~. Mullins, Jr., ~anaqer, Signals and Alarms ~r. Kit B. Kiser, Director of Utilities and Gperations ~r. Jeffrey A. Cromer, ~anager, Reqional Landfill Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 IN THE COUNCIL OF THE CITY ROANOKE, The 26th Day of November, 1990. No. 30317-112690. VIRGINIA, A RESOLUTION authorizing the appropriate City officials to enter into the appropriate contractual agreements with Appalachian Power Company providing for reduced electrical rate and contract rates effective retroactively to July 1, conditions. street lighting 1990, upon certain BE IT RESOLVED by the Council of the City of Roanoke that the City Manager and the City Clerk are authorized to execute and attest, re- Spectively, in form approved by the City Attorney, contractual agree- ments with Appalachian Power Company providing for a reduction in overall general service rates (customer charges~ schools, water and sewage related and general government) of approximately 8.5% effective retroactively to July 1, 1990, with such new general service rates being applicable for a term of July 1, 1990, to June 30, 1993, and a reduction in street lighting rates of approximately 3.8% effective retroactively to July 1, 1990, with such new street lighting rates being applicable for a term of July 1, 1990, to June S0, 1993. Such agreements shall include such other terms and conditions as are set forth in the report to this Council, dated November 28, 1990. ATTEST: City Clerk. Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: New Electrical Rates I. BackKround: Ao Current electrical service contract between the City and Appalachian Power Company (APCO) has an effective date of July 1, 1987, an initial term of 36 months, and provides the contract may be extended on a year-to-year basis at rates to be mutually a~reed upon by the parties. B. Rates are broken down into the following categories: 1. Customer charges 2. Schools 3. Water and sewage related General government (Airport, Parks, Libraries, Landfill, etc.) 5. Street lighting Offered rate reduction by APCO amounting to 2.6% effective July 1, 1990, plus an additional 2.1% effective July 1, 1991 plus 1% reduction in street lighting rates has been reviewed. Negotiation fee assessment pa.yment of $23,420 was authorized by Roanoke City Council on June 18, 1990 to participate in rate negotiations with other jurisdictions in the APCO service area, through the Virginia Municipal League (VML) and Virginia Association of Counties (VACO). Eo Council is represented on the negotiation steering co~nittee by Wilburn C. Dibling, Kit B. Kiser, and William M. Mullins. Sarah Hopkins Finley, Attorney, and Steven W. Ruback, rate consultant, represented the VML and VACO in the actual negotiations. Page 2 II. Current Situation: A. Negotiations have been completed. Conclusion as outlined in attached letters of October 29, 1990 from Steering Co~nittee Chairman John E. Lemley and Attorney Sarah Hopkins Finley is as follows: Three (3) year rate reduction, effective July 1, 1990 of approximately 8.5% in the categories of (a) customer charge, (b) schools, (c) water and sewer related and (d) general government. An approximate 3.8% reduction in street lighting rates for the three (3) year period effective July 1, 1990. Note that since street lighting rates are somewhat different in each locality, the City's rate reduction may be slightly different (probably greater) than the overall general category. III. Issues: A. Authority to accept rates B. Annual savings IV. Alternatives: Ao Authorize the City Manager to accept the proposed reduced rate on behalf of the City with the form of contract, contract amendment or other documentation to be approved by the City Attorney, and the Director of Finance to pay service charges when properly billed. 1. Authority to accept rates will be provided. Annual savings from the rate reduction is estimated as follows: mo General fund (less schools) for general government functions $ 200,000* b. Water and sewage related $ 58,200 c. Street lighting $ 28,500 d. Schools $ 116,700 Less the initial appropriation of $23,420 for rate negotiation fee assessment. Also, direct savings will likely be somewhat less due to indirect savings through recovered cost, and due to the potential slight increase in usage. Page 3 B. Council refuse to accept the proposed negotiated rate. l. Authority to accept rates will be rejected. Annual savings will be zero unless and until different rates can be established. Recommendation: Council authorize the City Manager and Director of Finance to accept the reduced rates for electrical services to be rendered for the three (3) year period of July 1, 1990 through June 30, 1993 in accordance with Alternative "A". Respectfully submitted, W. Robert Herbert City Manager WRH:KBK:afm Attachment CC: City Attorney Director of Finance School Administration (Atten: Airport Executive Director Manager, Signals & Alarms Landfill Manager Mr. Richard Kelley) WILLIAMS, MULLEN, CHRISTIAN & DOBBINS P. O. Box 1320 Two JA~e~ 1021 E. As'r C~Y ST~,~r T~LE~<3*.~ (~04) 643-1991 T~.J~CO~ (~04) 7~3-~ 783-6363 October 2g, 1990 TO:' Vl~-L/VACO APC0 Steering Committee We have finalized negotiations with Appalachian Power as is explained in the attached letter from John Lemley. We believe the result is both favorable to local governments and fair to APCO. Thank you for your participation in the VML/VACO APCO Steering Committee. We believe negotiating electric rates as a group continues to be the most advantageous and cost effective approach for all political subdivisions. Please do not hesitate to call if you have any questions concerning the negotiations. SHF:mds Sincerely, Sarah Hopkins Finley CC: Howard W. Dobbins, Esquire C. F. Hicks, Esquire Mr. John Lemley shf0695mem October 29, 1990 To the VML/VACO APCO Steering Committee and Key Officials in Jurisdictions in the APCO Service Area It is with real pleasure that I announce that the VML/VACO APCO Steering Committee has reached agreement with Appalachian Power Company ('APCO') for electric service to the political subdivisions in the Appalachian service area. We are particularly pleased that the new rates will again result in a decrease in rates. The principal terms of the agreement which have been negotiated by the Committee and its counsel, C.F. Hicks, Howard W. Dobbins, and Sarah Hopkins Finley, are as follows: 1. Our jurisdictions will be offered new contracts for a three-year term beginning July 1, 1990 through June 30, 1993. 2. Overall general service, school and pumping rates to the Jurisdictions will be decreased by approximately 8.5% effective July 1, 1990 and will remain at that level through the end of the contract period. This represents a total decrease in revenue to APCO for each of the three years of $1.6 million. This decrease is based on total revenue and includes revenues from the fuel adjustment clause. The decrease would be substantially larger if viewed in terms of non-fuel revenue. Fuel costs are passed through to each customer depending on APCO's cost. APCO originally proposed a 2.6% reduction ($500,000) effective July 1, 1990 and a second additional reduction of $400,000 (2.1%) beginning July 1, 1991. 3. The decrease is retroactive. That is to say, you will be entitled to credits for the decrease in the rates already paid. APCO's original proposed decrease of 2.6% has been in effect since July 1, 1990. Thus an additional decrease of approximately 6% from July i through November, 1990 will be returned in the form of a credit. The credits will probably be reflected as deductions in the December or January bill. 4. Street light rates will also be decreased 3.8% across the board effective July 1, 1991; this is more than three times greater than originally proposed by APCO. The amount of the decrease will vary from locality to locality depending on the VML/VACO APCO Steering Committee October 29, 1990 Page Two type of lights the locality has. As in the case of general service rates, each locality will be entitled to a credit for the higher rates paid after July 1, 1990. Of course, each locality must enter into an agreement with APCO which must be approved by the locality's governing body. However, we strongly recommend the agreement negotiated by the Steering Committee and are confident that, as in the past, each locality will accept the Steering Committee's recommendation in lieu of individually negotiating its own contract. Contracts are being prepared for each political subdivision and will be presented shortly to you by APCO. If your locality has not paid its assessment to pay negotiating expenses, we hope it will do so. The rates negotiated over the three-year contract period provide savings to our localities many, many times greater than the assessment which was required to finance the negotiations. Any unused amounts from the assessment will be retained in a separate account by VML for future negotiations. Each locality benefits from this collective effort; it is only appropriate that each locality share the expenses for such. If your locality has not paid, an invoice is enclosed for its assessment. Any questions should be addressed either to the writer at the address shown below, or to Howard W. Dobbins and Sarah Hopkins Finley at Post Office Box 1320, Richmond, Virginia 23210 - (804) 643-1991, or C. F. Hicks, Post Office Box 708, Gloucester, Virginia 23061 - (804) 693-2500. Sincerely, . Lemley, ~Ma~ager Town of Christiansburg P. O. Box 599 Christiansburg, Virginia 24073 Telephone: (703) 382-6128 Chairman, VML/VACO APCO Steering Committee SHF06921tr Office of the City Clerk November 28, 1990 File #60-237-2 Mr. Joel ~. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 3~318-112690 amending and reordaining certain sections of the 1990-91 General and Capital Funds Appropriations, providing for the transfer and appropriation of $438,750.00 from utility tax revenue collected for the year ending June 30, 1990, to Roanoke River Floor Reduction - Land Acquisition, to provide funds for anticipatea future expenaitures for lana acquisition. ©rdinance ~o. 30318-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. Sincerely, .p~p~_.,.~ Mary F. Parker, CMC/AAE City Clerk ~,FP : ra pc: Mr. ~. Robert Berbert, City Manager Mr. Kit B. Kiser, Director ~f Utilities and Operations Mr. William F. Clark, Director of Public ~brks Mr. Barry L. Key, ~anager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN'i'-~COUNCIL OF x-~ CITY OF ROANOKE, F/RGINIA The 26th Day of November, 1990. No. 30318-112690. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Capital Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1990-91 General and Capital Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund A ro iatio s Nondepartmental $11,920,036 Transfers to Other Funds (1) ........................ 10,879,256 Fund Balance Fund Balance - Unappropriated (2) ................... $ 1,562,387 A ro iat'o s Other Infrastructure $16,160,113 Roanoke River Flood Reduction-Land Acquisition (3).. 1,704,424 1) Transfer to Capital 2) Fund Balance - Unappropriated 3) Approp. from General Revenue (OOl-OO4-931o-9 o ) (001-3323) (008-056-9619-9003) $ 438,750 (438,750) 438,750 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Appropriation of Utility Tax Revenue to Roanoke River Flood Reduction Project Account I. Background: Land acquisition cost estimate for the subject project is $10,042~000. Actual cost will hopefully be less than one half of the above amount due to donations by land owners and the fact that the City already owns some land along the river. Bo Account balance for land acquisition for the subject project is $1~265~674. Future funding for land acquisition and the City's share of the recreation, utility relocations, bridge relocations and channel widening is projected to be obtained predominately from the utility tax adjustment which became effective March 1, 1990, to include a $7,500,000 bond issue to be supported by that tax revenue. Revenue available for appropriation as of June 30, 1990 from the utility tax adjustment is $438,750. II. Current situation: Available revenue needs to be appropriated to the project account for anticipated future expenditures for land acquisition. III. Issues: A. Funding needs B. Revenue source C. Appropriation authority IV. Alternatives: A. Council authorize the following action: Appropriation of $438~750 of utility tax revenue collected for the year ending June 30, 1990 to Transfer To The Capital Project Fund, Account No. 001-004-9310-9508. Page ii. Appropriation of $438~750 in the Capital Projects Fund to Roanoke Flood Reduction - Land Acquisition, Account No. 008-056-9619-9003. FundinK needs for land acquisition have previously been identified. Revenue source has been identified through previous voter bond referendum approval and by Council authorization of the utility tax increase. 3. Appropriation authority will be granted by Council. Council refrain from placing the available revenue in the project account. 1. Funding needs will remain. 2. Revenue source will need to be established. 3. Appropriation authority will not be granted. Vo Recomendation: Council authorize the appropriation of the available utility tax revenue created for the Flood Reduction Project in accordance with Alternative "A". Respectfully submitted, W. Robert Herbert City Manager WRH:KBK:afm CC: Director of Finance City Attorney Director of Utilities & Operations Project Engineer Office of the City Clerk ~ovember 28, 1990 File #192 Mr. ~:. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30319-112690 approvit~g the issuance of Change Order ~o. I to the City's contract with Construction Services of Roanoke, Incorporated, for repair of structural fire damage at the Civic Center Auditorium, said contract amount, including Change Oraer No. 1, to be $98,394.00. Ordinance No. 30319-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monaay, Novemaer 26, 199~. Sincerely, ~.~ .~ary F. Parker, C~C/AAE City Clerk ~FP:ra Eno . pc: Mr. Lawrence D. Joh,~son, Jr., President, Construction Services of Roanoke, Inc., 3812 Bunker Hill Drive, S. ~., Roanoke, Virginia 24018 Mr. ~illiam F. Clark, Director of Public ~orks ~r. Charles ~. Huffine, City Engineer Ms. Sarah ~. Fitton, Construction Cost Technician ~r. Kit B. Kiser, Director of Utilities and Operations Mr. ~eorge C. Snead, Jr., Director of Administration and Public Safety Mr. Bob E. Chapman, ~anager, Civic Facilities Ms. Dolores C. Daniels, Assistant to the City ~anager for Community Relations 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 November, 1990. No. 30319-112690. AN ORDINANCE approving the City Manager's issuance of Change Order No. 1 to the City's contract with Construction Services of Roanoke, Incorporated, for repair of structural fire damage at the Civic Center Auditorium; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 1 to the City's contract with Construction Services of Roanoke, Incorporated, dated October 15, 1990, related to repair of structural fire damage at the Civic Center Auditorium. 2. Such Change Order shall provide for the following changes in the work to be performed: CONTRACT AMOUNT DESCRIPTION OF CHANGE ORDER: $ 92,850.00 Addition of glass panels ADD 3,636.00 Rework doors and frames, rather than replace; replacement of fire extinguisher Replacement of fire extinguisher cabinet, hose and extinguisher on Main Level, replace hose only on upper level ADD 528.00 DEDUCT 239.00 Replace acoustical tile lay-in ceiling, lights and exit lights in Vestibule A-232; repair com- position floor tile in southwest stairway on Second Level; removal of damaged plaster, Second Level, repair and repaint, replace exit lights in stairwell Vestibule Remove louver on Main Level as specified; clean and repaint louver on second level in lieu of replacement Omit all carpet originally specified to be replaced CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. 1 Additional time resulting from Change Order No. 1 ADD 4,019.00 DEDUCT 400.00 DEDUCT 2,000.00 $ 98~394.00 None 3. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order No. 1 Repair of Structural Fire Damage Civic Center Auditorium 710 Williamson Road, N.E. Roanoke, Virginia I. Background of the project is as follows: A. Contractor is Construction Services of Roanoke, Inc. B. Construction contract amount is $92~850.00 with 80 con- secutive calendar days construction time. II. Current situation is as follows: During the pre-construction conference the following items were found that either need to be added to or deducted from the scope of work as delineated in the contract documents. Add four additional large insulated glass panels to the total to be replaced. ADD $3,636.00 We have been advised by the glass and glazing sub-contractor that because of the extreme heat the glass was exposed to during the fire, that we may experience additional breakage when the window frames are being worked on during glass replacement. 2. Doors and frames a) Rework door and frame A-240 rather than replace. b) Replace door hardware on stairway door A-231 and A-239 to panic device hardware to comply with current code requirements. Page 2 e c) Replace door, frame, and hardware at A-302. d) Replace framed opening at A-335. ADD $528.00 Replace fire extinguisher cabinet, hose and extinguisher on Main Level, replace hose only on upper level. DEDUCT $239.00 Replace acoustical tile lay-in ceiling, lights and exit lights in Vestibule A-232. Repair composition floor tile in southwest stairway on second level; remove damaged plaster in stairway on second level, repair and repaint. Replace exit light in stairwell vestibule on second level. ADD $4,019.00 Remove louver on main level as specified; clean and repaint louver on second level in lieu of replacement. DEDUCT $400.00 Omit all carpet originally specified to be replaced. (Fire damaged carpet. All carpet is to be replaced under the remodeling contract.) DEDUCT $2,000.00 TOTAL - ADD $5,544.00 III. 7. NO additional time of construction is requested. Issues in order of importance are: A. Engineering concerns B. Funding C. Time of completion Page 3 WRH/LBC/mm IV. Alternatives are as follows: Approve the issuance of Change Order No. 1 to the contract with Construction Services of Roanoke, Inc. in the amount of $5,544.00 and no additional contract time. Engineerin9 concerns would be met in that the items listed above would be corrected or replaced. In fire damage repair it is normal to find items not covered by the original contract documents. Funding is available in the project contingency account. All of these items are covered by the City's fire insurance policy. 3. Time of completion would not change. B. Reject the issuance of Change Order No. i and do not authorize the above listed changes to the scope of work. Engineerin9 concerns would not be fully met. The City will still have to do the additional work at a later date. Funding would not be encumbered with the possibility of being City funded at a later date rather than fire damage paid by the insurance repair. 3. Time of completion would not change. V. Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative "A". Authorize the City Manager to issue Change Order No. i to the contract with Construction Services of Roanoke, Inc. in the amount of $5,544.00 and no additional construction time. The total contract amount will then be $98,394.00. Respectfully submitted, W. Robert Herbert City Manager Page 4 CC: City Attorney Director of Finance Director of Public Works Director of Administration & Public Safety Civic Center Manager City Engineer Citizens' Request for Service Construction Cost Technician Office of the City Clerk ~ovember 28, 1990 File #410 Mr. ~. Robert Herbert City ~4anager Roanoke, Virginia oear ~r. Herbert: I am attaching copy of Resolution No. 30320-112690 accepting the bid of Cargill, Incorporated, for supplying 1,000 tons, more or less, of deicing salt, for the total bid price of $44.40 per ton. Resolution No. 30320-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, ~ovember 26, 1990. Sincerely, ~~ .~4ary F. Parker, C.~C/AA~ City C~erk MFP:ra Eric o pc: Mr. ~illiam F. Clark, Director of Public ~brks Mr. ~illiam L. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roube, Manager, General Services and Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the Cify Clerk Movember 28, 1990 File #410 Mr. Ronald F. Sweet, Sr. Deicing ~anager Cargill, Incorporated 191 Portland Point Road Drawer B Lansing, Mew York 14882 Dear ~r. SA,eet I am enclosing copy of Resolution No. 30320-112690 accepting the oid of Cargill Incorporated, for supplying 1,000 tons, more or less, of deicing salt, for the total bid price of $44.40 per ton. Resolution ~o. 30320-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, November 26, 199u. Sincerely, 7~~ Mary F. Parker, C~IC/AAE City Clert~ MFP:ra En¢. Room 456 Municipal Building 215 Church Avenue, $.W. Roanoke, Virginia 24011 (?03) 981-2541 Office of the City Clerk November 28, 1990 File #410 Ms. Cherly Cartwright Sales Manager Domtar Industries, Inc. 4825 North Scott Street Schillar Park, Illinois 60176-1354 Dear Ms. Cartwright: I am enclosing copy of Resolution No. 30320-112690 accepting the bid of Cargill, Incorporated, for supplying 1,000 tons, more or less, of deicing salt, for the total bid price of $44.40 per ton. Resolution No. 30320-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. On behalf' of the ~ayor and ~embers of City Council, I would like to express appreciation for submitting your bid on deicing salt to be used by the City for snow removal purposes. Sincerely, ~_~ ~ary F. Parker, CMC/AAE City Clerk ~FP:ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk November 28, 1990 File #410 ~r. Robert H. Jones Vice-President Bidding ~ .~arketing International Salt Company Abington Executive Park P. ~. Box 352 Clarks Summit, Pennsylvania 18411-0352 Dear Hr. Jones: I am enclosing copy of Resolutionl No. 30320-112690 accepting the bid of Cargill, Incorporated, for supplying 1,000 tons, more or less, of deicing salt, for the total bid price of $44.40 per ton. Resolution No. 30320-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, NovemDer 26, 1990. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on deicing salt ~o be used by the City for snow removal purposes. Sincere ly, ~ary F. Parker, CMC/AAE City Clerk MFP:ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk November 28, i990 File #410 Mr. Thomas J. Butler Governmen~ Business Manager ~or~on Sal~ Division 110 North ~cker Drive Chicago, Illinois 6U606-1555 Dear Mr. Butler: I am e~closing copy of Resolution No. 30320-112690 accepting the bid of Cargill, Incorporated, for supplying i,000 tons, more or less, of deicing salt, for the total bid price of $44.40 per ton. Resolution No. 30320-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, ~ovember 26, 199~. ~n behalf of the Ma~or and Members of City Council~ I would like to express appreciation for submitting your bid on deicing salt to be used by the City for snow removal purposes. Sincerely, ~ary F. Parker, CMC/AAE City Clerk ~FP: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, The 26th Day of November, 1990. No. 30320-112690. VIRGINIA, A RESOLUTION accepting the bid of Cargill, Inc., made to the City for furnishing and delivering 1,000 tons, more or less, of deicing salt; and rejecting all other bids made to the City. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The bid of Cargill, Inc., made to the City, offering to supply 1,000 tons, more or less, of deicing salt meeting all of the City's specifications and requirements therefor, for the total bid price of $44.40 per ton, which bid is on file in the Office of the City Clerk is hereby ACCEPTED. 2. The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase order therefor, incorporating into said tions, the terms of said bidder's visions of this resolution. order the City's specifica- proposal and the terms and pro- 3. Any and all other bids made to the City for the aforesaid procurement are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke. Virginia Dear Members of Council: SUBJECT: Bids on Deicing Salt Bid Number 90-10-77 I concur in the bid committee's recommendation for the purchase of deicing salt. Respectfully Submitted, W. Robert Herbert City Manager DDR:ss cc: City Attorney Director of Finance Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke. Virginia Dear Members of Council: SUBJECT: Bids on Deicing Salt Bid Number 90-10-77 I. Background Deicing Sa~l~ is necessary to provide for a successful snow and ice removal program. November 1, 1990, request for quotations were sent to nine (91 firms on the City's current bid list for deicing salt. November 14, ~990, bids were received, after due and proper advertisement. Ail bids so received were publicly opened and read at 2:00 P.M., in the Office of the Manager of General Services. B~_id_s~lep_i~i~c_a~._io~n~s require price to remain firm until March 31, 1991. FouE_.(_4__.~onses were received. A tabulation of bids received is attached. II. Current Situation ~31_b_~.~s Egs~i_vg~ were evaluated in a consistent manner by representatives of the following departments: Public Works Street Maintenance General Services The lowest bid meeting specifications is submitted by Cargill Incorporated for the amount of ~44.40 per ton delivered. III. IV. A. N~e~ c. Fu__n_d_ A~a~i % a_b_ ~1 i tx Alternatives cqu~cil_~wsf~_the_~3~ foL Deis~ng ~aL~ to Cargill Incorporated to supply the City 1000 tons, more or less, for the amount of ~$~9.40 per ton delivered. Need - deicing salt is necessary for a successful snow and ice removal program. Compliance with Specifications - all bids received met required specifications. Fund Availability - funds are designated in FY '90 - '91, Snow Removal account number 001-052-4140-2045, to provide for the purchase of deicing salt for the total amount of $~_4,4Q~Q0. Nge~ - deicing salt would not be available for removal of snow and ice from City Streets. _C_om~p_l_~ance _w.~_th__s_pecifications - would not be an issue with this alternative. ~qD_~.A~$$~b__ijity - budgeted funds designated for snow and ice removal would not be extended. V. Recommendation ~9.~gS!3conc~r~with ~9_rD~ive ~'_~, award the bid, to furnish and deliver 1000 tons, more or less, of deicing salt, to Cargill Incorporated, for the total amount of ~4,~9.QQ and reject all other bids. Respectfully Submitted, Chairman: William F. Clark illiam L. Stuart D. Darwin Roupe DDR:ss cc: City Attorney Director of Finance o REQUEST FOR QUOTATION' CITY OF ROANOKE, VIRGINIA November 1, 1990 CARGILL INCORPORATED BULK DEICING SALES 191PORTLANDPT RD DRAWER "B" LANSING, NY 14882 BID NUMBER: BID OPENING DATE: BID OPENING TIME: 90-10-77 November 15, 1990 2:00 p.m. SIGNED BY: (Member of Firm) Ronald F. Sweet, Sr., Deicing Manager lO. INSTRUCTIONS Submit quotation on this form, filling in all spaces. All prices are to be quoted f.o.b, delivered, Roanoke, Virginia. Terms and delivery date must be specified, as they will be considered in the award of this bid. Bids will be evaluated by considering price, quality, workmanship, economy of operation, and suitability for intended purpose. All bids must be signed by a member of the responding firm. Bid number, bid opening date and time must be marked on outside of sealed envelope containing the bid. Descriptive literature must accompany any bid not meeting exact specifications. Remittance address must be specified if other than the address shown above. The City reserves the right to reject any or all bids, to waive infnrmalities, and to purchase any part of, or the whole of, the items listed in this bid. All price extensions are to be shown on attached bid. TERMS: DELIVERY: Net 30 Days 3-5 days ARO REPLY TO: City of Roanoke Office of General Services Room 167, Municipal Building Roanoke, Virginia 24011 CITY OF ROANOKE, VIROINIA ADV~I~KISE~T FOR BIDS FOR HIGHWAY DEICING SALT BID NUMBEI~ 90-10-?? Sealed bids will be received in the Office of General Services, City of Roanoke, Virginia% Room 167, Municipal Building, until 2:00 p.m., Wednesday, November 14, 1990, at which time all bids so received will be publicly opened and read. Bid Form and Specifications for this bid may be obtained from the Office of General Services (703) 981-2871. The notation, "BIDS FOR HIGHWAY DEICING SALT, BID NUMBER, 90-10-77," and the opening time and date of the bid must appear on the front of the sealed envelope containing the bid. No bid may be withdrawn within a period of sixty (60) days after the opening of the bids, unless the bid is substantially lower than the other bids because of clerical error as defined in Section 11-20.2 of the Virginia Code of 1950, as amended. The bidder must give to the City of Roanoke a notice in writing of the request to withdraw a bid within two (2) business days after the conclusion of the opening of the bids. The City of Roanoke reserves the right to reject any or all bids, and to waive informalities in any bid. The bid will be awarded to the lowest responsible bidder, pursuant to Chapter 23.1, Procurement Code of the City of Roanoke, (1979), as amended. D. Darwin Roupe, CPP, PPB, CPPO, Manager, General Services REQUEST FOR QUOTATION Page 2 of 3 BID NUMBER: 90-10-77 DESCRIPTION QUANTITY 1000 tons More or less, of Highway Deicing Salt, to be furnished in bulk and delivered by truck to City owned property at 1802 Courtland Avenue, N.E., Ronaoke, Virginia. Purchase Orders will be issued approximately 200 tons each order, as and when needed during the 1990-91 winter season. Above salt must conform to the specification of the Virginia State Department of Highways and be treated to prevent caking. Quoted prices must be f.o.b. 1802 Courtland Avenue N.E., and shall remain firm through March 31, 1991. Scope SPECIFICATIONS This specification cover Highway Deicing Sal (rock salt and evaporated salt) to be used for snow and ice removal. Detail Requirements The Highway Deicing Salt shall conform to the requirements~of~:A~SHTO'M~43,!Type 'i wi~ the'following exceptions.~ 1. The Highway Deicing Salt content shall be a minimum of 97% of the dry weight. 2. The moisture content shall not exceed 5Z. 3. When sampled at the destination the 5% tolerances on the 3/8" sieve will be permitted. Ail plus 3/8's material must have 100% passing the 1/2" sieve. 4. When shipped in bulk the Highway Deicing Salt shall contain an anti-caking additi The Highway Deicing Salt will be tested according to Virginia Test Method VTM-28 UNIT PRICE $44.40/Ton EXTENDED PRICE $44,400.00 call: 1-800-654-9894 to Order EVALUATION FOR LOWEST RESPONSIBLE BIDDER To determine the lowest responsible bidder with respect to this bid, the following factors, among such others as will protect and preserve the interest of the City and its inhabitants, may be considered: a. The ability,~' capacity and skill of the bidder to perform the contract or provide the service required; b. Whether the bidder can perform the contract or perform the service promptly, or within the time specified, without delay or interference; The character, integrity, reputation, judgment, experience and efficiency of the bidder; The quality of performance of previous contracts services; The. previous and existing comp. liance by the bidder with laws and ordinances relating to the contract, purohas~ f. The eouipment and facilitie~ available to the bidde~~ to perform the contract or ~rovide tr'e service; The sufficiency of the bidder of the financial ~:esources and ability to perform the cc'~tract or provide the h. The auality, availability and adaptaOility of the supplies, materials, equipment or services to th~ particular use required; The ability of the bidder to provide future main- tenance, parts and service for the u~e of the subject of the purchase or contract; j. The amount and conditions, if any. of the bid. k. The specified terms and discounts of the bid. Bids s~all be evaluated based on the requirements s~t forth in the invitation for bids, and other criteria to determine acceptability such as inspection, t~sting. ~uality, workmanship, delivery, suitability for a particular purpose and life cycle cost. T~e City, in its sole discretion, may elect to waive an informality in a bid or proposal. CITY OF ROANOKE, VIRGINIA BID SPECIFICATION INFORMATION Emdloyment discrimination by contractor prohibited. Every contract of over $10,000 to which the City is a party shal! contain the provisions in subparagraphs (a) anO (b) herein. (a) During the performance of this contract, the contractor agrees as follows: (1 The contractor will not discriminate against any subcontractor, employee or applicant for employ- national origin, except ~he~e religion, sex o,- national origin is bona fide occupational quail- agrees to post ~n conspicuous places, available to employees and applicants for employment, ,,otices The contractor, in all solicitations or ~O~er- tisements for employees placed by or on behalf of the contractor, will state that such contractor ia an equal employment opportunit? employer. (3 shall be deemed sufficient for the purpose of (b) The contractor will include the provisions of the foregoing paragraphs (1), (~), and (3), i~ everx s~Ocontract or purchase order of over $10,000, so the the provisions ~lll be binding upon each suO- contractor or vendor. BID N~qBER 90-10-77 To the City of Roanoke, Virginia: In compliance with the request for bids, and subject to all specifications and conditions herein, the undersigned offers to furnish and deli~r to the City of Roanoke the chemical as quoted below: PRICE PE~ TON 1,000 tons, more or less, of course highway deicing salt, furnished and delivered to the City owned salt pit at 1802 Courtland Avenue, N.E., Roanoke, Virginia. Salt must conform to the Virginia Department of Highways Specifi- cations and treated to prevent caking. $ 44.40 CALL: 1-800-654-9894 to Order Delivery of the above chemical will be made within 3-5 calendar days following receipt of purchase order. BIDD~ BY ~TLE Cargill, Incorporated ADD~ESS Ronald F. Sweet. Sr. Deicing Manager DATE 191 Portland Point Road, Lansing, New York 14882 11/7/90 PO~ER OF ATTORNEY KNOW ALL MEN BY THESE PRESENTS, That Cargill, Incorporated, a Corporation duly organized and existing under the laws of the State of Delaware, and having its Home Office in the City of Minneapolis, Minneo sota, has made, constituted and appointed, and does by these presents, constitute and appoint: Thomas W. Berg, John R. Carr, Fred W. Croft, Julie Oobies, Jon C. Herbert, Gilford A. Howarth, John E. Latus, James W. Merkle, Robert A. Persichetti, John R. Randall, Ronald F. Sweet, Sr., Lee R. Thompson, Randy Thompson, Gerald A. Thornton, IM~deline P. Tobin, Shirley M. Tvaroha, Paul A. Ward, Karl J. Warren each its true and lawful Attorneys-in-Fact, with full power and author- ity hereby conferred in its name, place and stead, to execute, seal, acknowledge and deliver bids, bid bonds, contracts, performance bonds, and such other documents as may be necessary or required in connection with the bid, sale or delivery of mineral rock salt, solar salt, salt chemical mixtures, evaporated salt, and/or road deicing salt, to any state, county, city, municipality, or corporate body with which the Company may do business and to bind the Corporation thereby as fully and to the same extent as if such documents were signed by the President, sealed with the Corporate Seal of the Corporation and duly attested by ~ its Secretary, hereby ratifying and confirming all the said Attorney(s)- in-Fact may do in the premises. IN WITNESS WHEREOF, CARGILL, INCORPORATED has caused these presents to be signed by its President, Salt Division, and its Assistant Secre- tary, and its Corporate Seal to be hereunto affixed this 2nd day of May , 1990. CARGILL, INCORPORATED Tyr/4Fne K. Thayer, Presi~-~t, Salt Division M. ~[ Kur~chn~ Assistant ~ecretary NON-COLLUSiVE BIDDING CERT[FICAT|ON By submission of this bid or proposal, the bidder certifies that: (a) This bid or proposal has been independently arrived at without collusion with ~ny other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c} No attempt has been or will be made to induce any other person, partnership or corporation to submit or not submit a bid or proposal; (d} The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as to the persons signing in its behalf; (e) That attached hereto is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporation bidder. "RESOLVED, That the following-named persons, viz.: Thomas W. Berg John R. Carr Fred W. Croft Julie Dobies ion C. Herbert Gilford A. Howarth john E. LatuS James W. Merkle Robert A. Persichetti John R. Randall Ronald F. Sweet, Sr. Lee R. Thompson Randy Thompson Gerald A. Thornton Madeline P. Tobin Shirley M. Tvaroha Paul A. Ward Karl J. Warren are hereby authorized to sign and submit the bids or proposals of this corporation for the sale of mineral rock salt, solar salt, salt chemical mi-tures, evaporated salt and/or road deicing salt, to be submitted to any state, county, city, municipality, or corporate body with which the corporation may do business and to include in such bids or proposals the certificate as to non- collusion as may be required, and for any inaccuracies or mis- statements in such certificate this corporate bidder shall be liable under the penalties of perjury. "RESOLVED FURTHER, That all prior authorities granted by this Executive Committee of the Board of Directors to any persons whomsoever to do any of the acts hereinabove mentioned are hereby superseded and, to the extent in conflict herewith, are cancelled and rescinded. "BE IT FURTHER RESOLVED, That the foregoing resolution shall continue in full force and effect unless and until rescinded by action of the Board of Directors of this Corporation and shall apply to all such bids or proposals made prior to such rescission of this corporation." The foregoing is a true and correct copy of the resolution adopted by Car- gill, Incorporated, at a meeting of the Execut~,e Committee of its Board of Directors held on the 2nd day of May, lggo, and I hereby certify that this resolution is still in full force and effect at the date of this bid. CARGILL, INCORPORATED As~sta~Secretary Dated 11/7/90 Office of the City Clerk November 28, 1990 File #60 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear ~r. Schlanger: I am attaching copy of Ordinance No. 30321-112690 amending and reordaining certain sections of the 199U-91 General arid Internal Service Funds Appropriations, providing for changes to the fiscal year 1990-91 budget due to State revenue reductions. Ordinance No. 30321-112690 was adapted by the Council of the City of Roanoke at a regular meeting tleld on Monday, November 26, 1990. Sincerely, ~~ Mary F. Par~er, CMC/~E City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. Earl B. Reynolds, Jr., Assistant City Manager Mr. James D. Grisso, Deputy Director of Finance Mr. William F. ClarK, Director of Public ~orks Mr. Kit B. Kiser, Director of Utilities and Operations Mr. James D. ~itchie, Director of ~,~man Resources mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Barry L. Key, ~anager, Office of Management and Budget Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN T~ COUNCIL OF TH~CITYOF ROANOKE, VIRGINIA The 26th Day of November, 1990. No. 30321-112690. AN ORDINANCE to amend and reordain certain sections the 1990-91 General and Internal Service Funds Appropriations, providing for an emergency. WHEREAS, for the usual daily operation of Government of the City of Roanoke, an emergency is exist. of and the Municipal declared to THEREFORE, BE IT ORDAINED by the Council of the City of that certain sections of the 1990-91 General and Internal Roanoke Service Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund Appropriations General Fund Revenues General Fund (1-246) ............................... $155,207,165 (247-270) ............................. $152,228,283 Internal Service Fun~ Fund Balance Retained Earnings - Unappropriated (271) ........... Appropriations Internal Service Fund (272-287) ................... Revenues Internal Service Fund (288-292) .................... 1) LIFE INSURANCE (001-001-1110-1130) $( 136) 2) SPECIAL EVENTS (001-001-1110-2125) ( 3,342) 2,203,708 8,358,329 7,214,827 3) LIFE INSURANCE 4) ADVERTISING 5) TELEPHONE 6) SERVICE AWARDS 7) MANAGEMENT SERVICES 8) LIFE INSURANCE 9) FEES FOR PROF. SERVICES 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27) 28) 29) 30) 31) 32) 33) 34) 35) 36 37 38 39 4O 41 42 TRAINING & DEV. CONTINGENCY TEMPORARY WAGES LIFE INSURANCE LIFE INSURANCE FEES FOR PROF. SERVICES ADVERTISING PUBLICATIONS & SUBSCRIPTIONS LIFE INSURANCE ADMIN. SUPPLIES EXPENDABLE EQUIPMENT TRAINING & DEV. PERSONNEL LAPSE LIFE INSURANCE FEES FOR PROF. SERVICES TRAINING & DEV. MANAGEMEiT~ SERVICES LIFE INSURANCE FEES FOR PROF. SERVICES ADMIN. SUPPLIES EXPENDABLE EQUIPMENT ( TRAINING & DEV. ( LOCAL MILEAGE ( PROJECT SUPPLIES ( CITY INFORMATION SYSTEMS ( MANAGEMENT SERVICES LIFE INSURANCE ADMIN. SUPPLIES LIFE INSURANCE LOCAL MILEAGE LIFE INSURANCE TELEPHONE PUBLICATIONS & SUBSCRIPTIONS (001-001-1120-1130) $( 229) (001-001-1120-2015) ( 500) (001-001-1120-2020) ( 500) (001-001-1120-2031) ( 2,191) 001-001-1120-7015) 001-002-1211-1130) 001-002-1211-2010) 001-002-1211-2044) 001-002-1211-2199) 001-002-1212-1004) 001-002-1212-1130) 001-002-8120-1130) (001-002-8120-2010) (001-002-8120-2015) (001-002-8120-2040) (001-002-8123-1130) (001-002-8123-2030) (001-002-8123-2035) (001-002-8123-2044) (001-002-9410-1090) (001-003-1220-1130) (001-003-1220-2010) (001-003-1220-2044) (001-003-1220-7015) (001-004-1231-1130) 2,O00) 425) 2,000) 3,233) 2,000) 4,892) 273) 269) 2,745) 1,712) 150) 54) 220) 331) 350) 47,453) 510) 7,000) 895) 2,000) 875) (001-004-1231-2010) ( 1,000) (001-004-1231-2030) ( 1,000) 001-004-1231-2035) ( 2,000) 001-004-1231-2044) ( 1,000) 001-004-1231-2046) ( 50) 001-004-1231-3005) ( 500) 001-004-1231-7005) ( 4,000) 001-004-1231-7015 001-004-1232-1130 001-004-1232-2030 001-005-1240-1130 001-005-1240-2046 001-010-1310-1130 001-010-1310-2020 (001-010-1310-2040) ( 2,000) 405) 7,500) 302) 100) 101) 500) 25) 43) DUES & MEMBERSHIPS 44) LOCAL MILEAGE 45) LIFE INSURANCE 46) ADMIN. SUPPLIES 47) EXPENDABLE EQUIPMENT 48) DUES & MEMBERSHIPS 49) TRAINING & DEV. 50) LIFE INSURANCE 51) ADMIN. SUPPLIES 52) TRAINING & DEV. 53) LIFE INSURANCE 54) MAINT. CONTI~ACTS 55) FEES FOR PROF. SERVICES 56) ADVERTISING 57) ADVERTISING 58) TELEPHONE 59 ADMIN. SUPPLIES 60 VSRS RETIREMENT 61 LIFE INSURANCE 62 EQUIPMENT RENTAL 63 VSRS RETIREMENT 64 LIFE INSURANCE 65 TRAINING & DEV. 66 RECOVERED COSTS 67 LIFE INSURANCE 68 MAINT. CONTRACTS 69 LIFE INSURANCE 70 FEES FOR PROF. SERVICES 71) EXPENDABLE EQUIPMENT 72) MANAGEMENT SERVICES 73) LIFE INSURANCE 74) ADMIN. SUPPLIES 75) EXPENDABLE EQUIPMENT 76) MOTOR FUELS & LUBRICANTS 77) TRAINING & DEV. 78) MAINT. EQUIPMENT 79) LIFE INSURANCE 80) TRAINING & DEV. 81) LIFE INSURANCE 82) PUBLICATIONS & SUBSCRIPTIONS 83) EMPLOYEE PROGRAMS 84) TRAINING & DEV. (001-010-1310-2042) $( 20) (001-010-1310-2046) ( 60) (001-020-1234-1130) ( 549) (001-020-1234-2030) ( 3,000) (001-020-1234-2035) ( 550) 001-020-1234-2042) 001-020-1234-2044) 001-022-1233-1130) 001-022-1233-2030) 001-022-1233-2044) 001-023-1235-1130) 001-023-1235-2005) 001-023-1235-2010) 001-023-1235-2015) 001-023-1236-2015) 001-023-1236-2020) 001-023-1236-2030) 001-024-2140-1110 001-024-2140-1130 001-024-2140-3070 001-024-3310-1110 001-024-3310-1130 001-024-3310-2044 001-024-3310-8005 001-026-2210-1130 001-026-2210-2005 001-028-2111-1130 78 250 576 7,454 364 703 47 80) 300) lOO) lOO) lOO) 3,355) 1,358) 5,494) 9,212) 3,728) 508) (200,000) ( 738) (1,014) ( 820) (001-028-2111-2010) ( 5,365) (001-028-2111-2035) ( 716) (001-028-2111-7015) ( 2,400) (001-050-1237-1130) ( 200) (001-050-1237-2030) ( 977) (001-050-1237-2035) ( 900) (001-050-1237-2038) (001-050-1237-2044) (001-050-1237-2048) (001-050-1260-1130) (001-050-1260-2044) (001-050-1261-1130) 200) 1,000) 100) 125) 168) 424) (001-050-1261-2043) ( 1,497) (001-050-1261-2044) ( 3,000) (001-050-1261-2040) ( 2,500) 85) 86) 87) 88) 89) 90) 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109) 110) 111) 112) 113) 114) 115) 116) 117) 118) 119) 120) 121) 122) 123) 124) LIFE INSURANCE FEES FOR PROF. SERVICES LIFE INSURANCE INVESTIGATIONS & REWARDS LIFE INSURANCE EXPENDABLE EQUIPMENT LIFE INSURANCE WEARING APPAREL MANAGEMENT SERVICES MOTOR VEHICLE MAINTENANCE LIFE INSURANCE LIFE INSURANCE ADMIN. SUPPLIES LIFE INSURANCE LIFE INSURANCE ADMIN. SUPPLIES EXPENDABLE EQUIPMENT DUES & MEMBERSHIPS LIFE INSURANCE ELECTRIC NATURAL GAS EMPLOYEE PHYSICALS LIFE INSURANCE EXPENDABLE EQUIPMENT SUBSIDIES LIFE INSURANCE FEES FOR PROF. SERVICES TELEPHONE ELECTRIC ADMIN. SUPPLIES LIFE INSURANCE ELECTRIC PUBLICATIONS & SUBSCRIPTIONS LIFE INSURANCE ADVERTISING UTILITITIES - OTHER TRAINING & DEV. TEMPORARY WAGES LIFE INSURANCE ELECTRIC (001-050-1262-1130) $( (001-050-1262-2010) (001-050-3111-1130) 001-050-3111-2150) 001-050-3112-1130) 001-050-3112-2035) 001-050-3113-1130) 001-050-3113-2064) 001-050-3113-7015) 001-050-3113-7025 001-050-3114-1130 001-050-3115-1130 001-050-3115-2030 001-050-3211-1130 001-050-3212-1130 001-050-3212-2030 (001-050-3212-2035) (001-050-3212-2042) (001-050-3213-1130) (001-050-3213-2022) (001-050-3213-2024) 135) 500) 250) 10,529) 2,530) 550) 6,130) 3,000) 5,363) 4,451) 1,135) 176) 1,500) 275) 244) 500) 200) 200) 9,240) 11,130) 1,318) (001-050-3213-2110) ( 4,000) (001-050-3214-1130) ( 104) (001-050-3214-2035) ( 200) (001-050-3260-3700) ( 1,939) (001-050-3520-1130) ( 125) 001-050-3520-2010) 001-050-3520-2020) 001-050-3520-2022) 001-050-3520-2030) 001-050-3521-1130) 001-050-3521-2022) 1,409) 75O) 311) 1,000) 566) 723) (001-050-4340-2029) . ( 1,000) (001-050-4340-2044) ( 2,000) (001-050-7110-1004) ( 6,794) (001-050-7110-1130) ( 724) (001-050-7110-2022) ( 11,978) (001-050-3521-2040) ( 500) (001-050-3530-1130) ( 203) (001-050-4340-2015) ( 2,500) 125) MOTOR FUELS & LUBRICANTS 126 LOCAL MILEAGE 127 SPECIAL EVENTS 128 ELECTRIC 129 ADMIN. SUPPLIES 130 MAINT. EQUIPMENT 131 LIFE INSURANCE 132 FEES FOR PROF. SERVICES 133) ADMIN. SUPPLIES 134) LIFE INSURANCE 135) PUBLICATIONS & SUBSCRIPTIONS 136) LIFE INSURANCE 137) TRAINING & DEV. 138) PROJECT SUPPLIES 139) MAINTENANCE OF INFRASTRUCTURE 140) UTILITY LINE SERVICES 141) MOTOR VEHICLE MAINTENANCE 142) LIFE INSURANCE 143) TELEPHONE 144) PROJECT SUPPLIES 145) CHEMICALS 146) FEES FOR PROF. SERVICES 147) ELECTRIC 148) LIFE INSURANCE 149) ELECTRIC 150) MAINT. EQUIPMENT 151) LIFE INSURANCE 152) ADMIN. SUPPLIES 153) EXPENDABLE EQUIPMENT 154) LIFE INSURANCE 155) EXPENDABLE EQUIPMENT 156) PROJECT SUPPLIES 157) MAT. CONTROL 158) LIFE INSURANCE 159) FEES FOR PROF. SERVICES 160) PUBLICATIONS & SUBSCRIPTIONS 161) MANAGEMENT SERVICES 162) LIFE INSURANCE 163) ELECTRIC 164) EXPENDABLE EQUIPMENT 001-050-7110-2038) 001-050-7110-2046) 001-050-7110-2125) 001-050-7210-2022) 001-050-7210-2030) 001-050-7210-2048) 001-052-1280-1130) (001-052-1280-2010) (001-052-1280-2030) (001-052-3410-1130) (001-052-3410-2040) (001-052-4110-1130) (001-052-4110-2044) (001-052-4110-3005) (001-052-4110-3055) (001-052-4110-7020) 100 400 150 129 100 75 117 5O0) 176) 673) 570) 1,688) 1,900) 15,000) 3,674) 10,000) (001-052-4110-7025) ( 4,450) (001-052-4130-1130) ( 1,246) (001-052-4130-2020) ( 6,000) (001-052-4130-3005) ( 1,000) (001-052-4140-2045) ( 1,970) 001-052-4150-2010) 001-052-4150-2022) 001-052-4160-1130) 001-052-4160-2022) 001-052-4160-2048) 001-052-4210-1130) 001-052-4210-2030) 5,000) 43,395) 477) 9,506) 6,0OO) 2,507) 1,000) (001-052-4210-2035) ( 600) (001-052-4220-1130) ( 743) (001-052-4220-2035) ( 2,000) (001-052-4220-3005) ( 8,600) (001-052-4220-7010) ( 750) (001-052-4310-1130) ( 1,163) (001-052-4310-2010) ( 15,000) (001-052-4310-2040) ( 300) (001-052-4310-7015) (001-052-4330-1130) (001-052-4330-2022) (001-052-4330-2035) 2,100) 1,524) 66,889) 3,000) 165 166 167 168 169 170 171 172 173) 174) 175) 176) 177) 178) 179) 180) 181) 182) 183) 184 185 186 187 188 189 190 191 192 193 194) 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 TRAINING & DEV. PROJECT SUPPLIES MAINTENANCE GENERAL FUND MAINTENANCE ENTERPRISE FUND MAT. CONTROL LIFE INSURANCE TEMPORARY WAGES LIFE INSURANCE MANAGEMENT SERVICES LIFE INSURANCE TELEPHONE LIFE INSURANCE LIFE INSURANCE ELECTRIC HOUSEKEEPING SUPPLIES TEMPORARY WAGES LIFE INSURANCE LIFE INSURANCE FEES FOR PROF. SERVICES ELECTRIC LIFE INSURANCE ELECTRIC NATURAL GAS OTHERRENTAL SUBSIDIES LIFE INSURANCE TELEPHONE ADMIN. SUPPLIES PUBLICATIONS & SUBSCRIPTIONS DUES & MEMBERSHIPS EQUIPMENT RENTAL LIFE INSURANCE ADVERTISING TELEPHONE ADMIN. SUPPLIES LIFE INSURANCE ADVERTISING TELEPHONE ADMIN. SUPPLIES PROGRAM SUPPLIES LIFE INSURANCE EQUIPMENT RENTAL LIFE INSURANCE ELECTRIC UTILITIES-OTHER (001-052-4330-2044) $( 1,000) (001-052-4330-3005) 6,000) (001-052-4330-3050) (001-052-4330-3051) (001-052-4330-7010) (001-052-4340-1130) (001-052-8110-1004) (001-052-8110-1130) 001-052-8110-7015) 001-054-1270-1130) 001-054-1270-2020) 001-054-2150-1130) 001-054-3320-1130) 001-054-3320-2022) (001-054-3320-2032) (001-054-3330-1004) (001-054-3330-1130) (001-054-3350-1130) 001-054-3350-2010 001-054-3350-2022 001-054-3360-1130 001-054-3360-2022 001-054-3360-2024 001-054-3360-3075 001-054-5110-3700 001-054-5311-1130) 001-054-5311-2020) 001-054-5311-2030) (001-054-5311-2040) 001-054-5311-2042) 001-054-5311-3070) 001-054-5313-1130 001-054-5313-2015 001-054-5313-2020 001-054-5313-2030 001-054-5314-1130 001-054-5314-2015 001-054-5314-2020 001-054-5314-2030 001-054-5314-2066 001-054-5316-1130 001-054-5317-3070 001-054-5340-1130 001-054-5340-2022 001-054-5340-2029 10,000) 9,447) 750) 2,371) 967) 333) 2,5OO) 127) 81) 68) 583) 2,696) 1,000) 2,392) 161) 296) 2,000) 846) 273) 791) 500) 1,200) 25,398) 405) 170) 5O) 375) 200) 500) 2,577) 25O) 730) 1,300) 2,375) 500) 4,000) 1,300). 180) 309) 300) 1,085) 4,952) 100) 210) 211) 212) 213) 214) 215) 216) 217) 218 219 220 221 222 223 224 EXPENDABLE EQUIPMENT PUBLICATIONS & SUBSCRIPTIONS DUES & MEMBERSHIPS PROGRAM ACTIVITIES LIFE INSURANCE ELECTRIC DUES & MEMBERSHIPS CITY INFORMATION SYSTEMS TEMPORARY WAGES LIFE INSURANCE TRAINING & DEV. SUBSIDIES LIFE INSURANCE MAINT. CONTKACTS FEES FOR PROF. SERVICES 225) PUBLICATIONS & SUBSCRIPTIONS 226) DUES & MEMBERSHIPS 227) FEES FOR PROF. SERVICES 228) ELECTRIC 229) WATER & SEWAGE 230) ADMIN. SUPPLIES 231) EXPENDABLE EQUIPMENT 232) MOTOR FUELS & LUBRICANTS 233) MAINT. EQUIPMENT 234) SUBSIDIES 235) MAINT. CONTRACTS 236) LIFE INSURANCE 237) MAINT. CONTI{ACTS 238) FEES FOR PROF. SERVICES 239) ADMIN. SUPPLIES 240) EXPENDABLE EQUIPMENT 241) PUBLICATIONS & SUBSCRIPTIONS 242) DUES & MEMBERSHIPS 243) MAINT. EQUIPMENT 244) FEES FOR PROF. SERVICES 245) MAINT. CONTRACTS (001-054-5340-2035) (001-054-5340-2040) (001-054-5340-2042) (001-054-5340-2066) (001-054-7310-1130) (001-054-7310-2022) (001-054-7310-2042) 001-054-7310-7005 001-054-8170-1004 001-054-8170-1130 001-054-8170-2044 001-054-8210-3700 001-056-1250-1130 001-056-1250-2005 (001-056-1250-2010) (001-056-1250-2040) (001-056-1250-2042) (001-056-8140-2010) (001-056-8140-2022) (001-056-8140-2026) (001-056-8140-2030) (001-056-8140-2035) (001-056-8140-2038) (001-056-8140-2048) (001-056-8150-3700) (001-070-2120-2005) (001-072-2110-1130) (001-072-2110-2005) (001-072-2110-2010) (001-072-2110-2030) (001-072-2110-2035) (001-072-2110-2040) (001-072-2110-2042) (001-072-2110-2048) (001-076-2130-2010) (001-078-2131-2005) $( 500) 5O) 60) 200) 1,384) 8,392) 900) 5,000 220 39 400 11,629 135 25 200) 25) 2O) 232) 483) 5O) 100) 800) 25) 150) 4,089) 551) 175) 500) 30O) 30O) 30O) 300) 272) 100) 2,257) 132) 246) TRAINING & DEV. 247) PUBLIC SERVICE CORPORATION 248) PENALTIES AND INTEREST 249) UTILITY CONSUMER TAX 250) RECORDATION & PROBATE TAX 251) BUSINESS & OCCUP. LICENSE 252) TRANSIENT ROOM TAX 253) PREPARED FOOD & BEVERAGE TAX 254) INTEREST ON INVESTMENTS 255) ABC TAX 256) WINE TAX 257) COMMONWEALTH ATTORNEY 258) SHERIFF 259) COMMISSIONER OF REVENUE 260) TREASURER 261) TEMP. EMERGENCY FOOD ASSISTANCE PROGRAM 262) STREET MAINT. 263) CITY JAIL 264) JUV. FACILITIES BLOCK GRANT 265) LIBRARY 266) LAW ENFORCEMENT 267) FOSTER CARE 268) PUBLIC ASSIST. ADMIN. & STAFF DEVELOPMENT 269) CITY HOME MEDICAID PYMTS. 270) RETAINED EAP, NINGS 271) FEES FOR PROF. SERVICES 272) ADMIN. SUPPLIES 273) EXPENDABLE EQUIPMENT 274) PUBLICATIONS & SUBSCRIPTIONS 275) TRAINING & DEV. 276) EXPENDABLE EQUIPMENT 001-078-2131-2044) 001-020-1234-0140 001-020-1234-0145 001-020-1234-0203 001-020-1234-0214 001-020-1234-0220 001-020-1234-0225 001-020-1234-0250 001-020-1234-0501 001-020-1234-0601 001-020-1234-0602 (001-020-1234-0610) (001-020-1234-0611) (001-020-1234-0612) (001-020-1234-0613) $( 300 160 000 40 000 290 000 (135 000 100 000 (130 000) (300 000) ( 65 000) 51,193 8,165 (4,826) (29,036) ( 15,104) ( 9,125) (001-020-1234-0628) ( 180) (001-020-1234-0650) (434,079) (001-020-1234-0651) ( 8,487) (001-020-1234-0652) ( 42,469) (001-020-1234-0656) ( 17,722) (001-020-1234-0658) (100,822) (001-020-1234-0675) (196,116) (001-020-1234-0676) (001-020-1234-0840) (006-3336) (006-050-1601-2010) (006-050-1601-2030) (006-050-1601-2035) (006-050-1601-2040) (006-050-1601-2044) (006-050-1613-2035) ( 78,977 100,000 74,629 1,000 3,000 3,ooo) 1,000) 1,000) 200) 277) 278) 279) 28O) 281) 282) 283) 284) 285) 286) 287) 288) 289) 290) 291) MOTOR FUELS & LUBRICANTS TRAINING & DEV. MAINT. EQUIPMENT ADMIN. SUPPLIES EXPENDABLE EQUIPMENT TRAINING & DEV. CHEMICALS EQUIPMENT RENTAL/LEASE FURNITURE AND EQUIPMENT PROJECT SUPPLIES CIS GENERAL FUND (006-050-1613-2038) (006-050-1613-2044) (006-050-1613-2048) (006-052-2641-2030) (006-052-2641-2035) (006-052-2641-2044) (006-052-2641-2045) (006-056-1617-3070) (006-056-1617-9005) (006-056-2625-3005) (006-020-1234-0952) MATERIALS CONTROL - GENERAL FUND (006-020-1234-0956) MGMT. SERVICES - GENERAL FUND UTILITY LINE SERVICES - GENERAL FUND MOTOR VEHICLE MAINTENANCE - GENERAL FUND (006-020-1234-0966) (006-020-1234-0977) (006-020-1234-0981) $ 150 150 1,000 3,901 2,500 1,000 1,500 18,363 74,629 10,000 9,000 1,500 18,363 10,000) 8,901) BE IT FURTHER ORDAINED that, an emergency existing, this ordinance shall be in effect from its passage. ATTEST: CITY CLERK. Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Roanoke, Virginia November 26, 1990 Dear Mayor and Council Members: Subject: Changes to Fiscal Year 1990-91 Budget due to State Revenue Reductions. Please reserve a space on Council's agenda pertaining to the above subject. Respectfully submitted, W. Robert Herbert City Manager WRH:DSA cc: City Attorney Director of Finance November 26, 1990 The Honorable Noel C. Taylor, and Members of City Council Roanoke, Virginia Mayor Dear Members of Council: Subject: Changes to Fiscal Year 1990-91 Budget due to State revenue reductions. Due to a downturn in economic conditions, the Commonwealth of Virginia is predicting a deficit in its biennial budget beginning with Fiscal Year 1990-91 of approximately $~.6 bill,oD, Initially this deficit was estimated to be $249.7 million and corresponding cuts were made to the State budget prior to July 1 of this year. Later came news of greater financial troubles and an additional deficit of $1.35 billion was predicted. ~_p_m_~gD_~_~[~ of virginia Budget Adjustments: In an effort to balance the Commonwealth's budget, measures have been identified to defer State spending over the biennium. The actions taken by the State are as follows: Budget Adjustments ($ millions) o State Agency Reductions $981.6 o Reductions in Aid to Localities 286.8 o Increase in VRS Investment Yield 198.8 o Reductions in Compensation to State Employees Reductions in Non-State Agencies, Landmarks and Other Organizations 126.1 5.9 Total $1,599.6 Savings Required by Appropriations Act (First Round of Budget Adjustments, Prior to July 1) ($249.7) Additional Budgetary Adjustments Required (Second Round of Budget Adjustments) $1,349.5 2 As shown on the previous page, only $286,8 million of the total budget adjustment is to come from aid to localities. This is good news because 47.5% of the State general fund consists of Aid to Localities, and only 17.9% of the adjustments being considered in the State budget affect Aid to Localities. The message is that it could have been, and still could be, much worse. Adjustments is State Aid to Localities: Shown on Exhibit A is a detailed listing of the $286.8 million in budget adjustments in Aid to Localities. Please note that this summary includes adjustments that are as yet "undesignated". In other words, either the State has no firm plan yet on how to allocate these adjustments to individual localities, or these are adjustments related to cost savings as they materialize. In this case, the reductions will be allocated at the time the cost savings are realized. Two important points are as follows: The planned adjustments in Fiscal Year 1990-91 are about $85.1 million or slightly less than one-third of the total planned budget adjustments in Aid to Localities. In Fiscal Year 1991-92, the planned adjustments in the biennial budget total $201.7 million. These figures are not nearly as exact as for the first year of the biennium. The bottom line here is that unless there is a more severe downturn in the economy and the State's financial situation worsens, or unless the State changes the figures that we now have, we know fairly accurately the impact of the State's planned budgetary adjustments on the City Administration for Fiscal Year 1990-91. On the other hand, the State aid picture for Fiscal Year 1991-92 is not only more gloomy, but more clouded as well because the State has not yet fully defined how the planned budget adjustments will affect individual localities. Summary of Revenue Reductions tO the City of Roanoke: Exhibit B highlights the impact of the adjustments in Aid to Localities on the City Administration. These figures are for the current Fiscal Year. To summarize, the loss of revenue due to State budget adjustments is estimated to be $1.004.761 for Fiscal Year 1990-91. Please note that no adjustments are included for reductions to Education. The School Administration's estimate of the net impact on State Aid received is a 3 reduction in revenues of $300,000 and they are taking steps to address this shortfall. Their measures include reserving excess funds not required for health insurance premiums because of improved claims experience; freezing some vacant positions; deferring equipment replacement and facility repairs; eliminating overtime except in cases of emergency; consolidating food preparation for schools; and charging all organizations for the use of school facilities. City's n ' to Address Revenue Shortfall: The State's budget situation has created financial difficulties for the City of Roanoke, and this problem cannot be ignored. Shown on Exhibit C, a plan of action is being recommended to address the revenue shortfall. This plan includes: Adjustments to Local Revenue Sources totalina $195.000; The adjusted budget for the local revenue sources is based on actual collections for Fiscal Year 1989-90 and the year-to-date collections for the current Fiscal Year. Those local revenue sources modified include: A. Public Service Coroorations: Assessments on Public Service Corporations rendered by the State - Assessments are approximately 5% higher than originally expected. B. Penalties an~ Interest: FY 1990 actual collections were higher than estimated. Also with the current economic situation, delinquencies tend to rise. C. Utility Consumer Tax: The first four months' actual collections for the current fiscal year indicates that this revenue source will exceed current estimate. This source of revenue has been difficult to estimate due to rate increase (2%) and the increases in caps. D. Business ! ~ License; Actual collections for FY 1990 indicate that this source will yield a small increase over current estimate. Increase/(Decreas$) $160,000 40,000 290,000 100,000 4 E. Transient Room Tax; F. Prepared Foods ! Beveraae T~x: The closing of Hotel Roanoke was not factored into the FY 1991 revenue estimate and has had a greater impact than originally estimated. Also the declining economy and high fuel costs will affect both of these categories. G. Interest on Investments: Investment market interest rates have continued to decline and year-end fund balance was significantly lower than in previous years, thus affecting this category. H. City Home Medicaid Payments: The year-end cost report completed during the month of September 1990 indicates a per-diem rate increase for medicaid patients at City Nursing Home. Total Local Revenue Net Adjustments (130,000 (300,000 (65,000 100,000 $195,000 Decreases in Electricity Accounts totaling $147.365: An electrical rate reduction has been negotiated with APCO and results in an 8.5% reduction in general usage and a 3.8% reduction in street lighting, retroactive to July 1, 1990. The impact of these rate reductions is a cost savings of $147,365. Increase in Jail Recovered Costs. totaling $200.000: This account was increased since projected reimbursements for Federal prisoners housed in the City Jail are expected to be higher than the amount originally budgeted. Increased personnel lapse totaling $47.453: Personnel lapse was budgeted at ($550,000) and this change will increase our lapse commitment to ($597,453), necessitating further slowdowns in the hiring process for positions not critical to citizen health, safety and welfare. 5 Decreases in Life Insurance ~D~ Virginia Retirement System ContributSQD Accounts totalina $70.038: Because of the State's increase in its investment yield for the Virginia Retirement System, the local government contribution rates for participation by employees in the Virginia Retirement System and its life insurance program have been reduced· Expenditure reductions j~ $352.729 throughout all city departments: On October 1, 1990, all managers were asked to submit reductions totaling 1.5% of their departmental budget. This was based on the fact that expected State revenue reductions were equivalent to slightly less than 1.5% of the City Administration portion of the General Fund budget. The budget reduction packages were reviewed by the Directors and forwarded to the Office of Management and Budget. Based on the Directors' recommendations, the reductions were categorized as follows: Tier I Tier II Tier III Tier IV Reductions Reductions Reductions Reductions Resulting in Minimal Service Impacts Resulting in Moderate Service Impacts Resulting in One-Time Savings Resulting in Critical Service Impacts The reductions categorized Tier I and totaling $352,729 have been recommended for reduction in order to balance the City budget. These are cuts which are deemed to have the least impact on existing service levels based on department manager recommendations. (These reductions are offset by $7,824 in decreased revenue, due to the State's partial funding of some expenditures.) The departmental budget reductions are, in most cases, less than the 1.5% reduction requested. To summarize, revenue and expenditure adjustments recommended to balance the City budget total $1,004,761 and are equal to the loss of revenue due to State Budget reductions. 6 CO N IO : City Council concur with the above recommendation adjust the City Budget due to State revenue reductions adopt the attached budget ordinance. to and As stated previously, those budgetary adjustments will address the loss of State revenues that we can identify at present. But it is ~ that there may be additional revenue reductions this fiscal year, and very probable that there will be significant revenue reductions for the next fiscal year. This situation is further complicated by the crisis in the Middle East, which is driving up the cost of motor fuels, heating oil and other petroleum based products. For these reasons, we are taking the following additional steps to prepare for a worst-case scenario: Freezing the contingency reserve account at a $250,000 minimum balance to allow for the increased cost of motor fuels and heating oil. SlQw~q down ~hg hiring process and identifying employee positions that can be frozen pending the provision of more detailed information by the State on revenues for Fiscal Year 1991-92. ~ non-critical operating expenditures that will result in minimal service impacts. ~ non-critical capi~gl expenditures. A report on the recommended Capital Maintenance and Equipment Replacement Program will be presented to City Council December 10th. Provision of budget rio ~ to department managers requesting reduced funding and service level reductions alternatives for Fiscal Year 1991-92. Survey of citizens regarding the current levels of services provided to determine their priorities concerning service level reductions which could be implemented if the financial situation demands it. We will keep City Council informed of the most recent financial information concerning the situation as it becomes available to us. 7 Respectfully submitted, W. Robert Herbert city Manager Director of Finance WRH/JMS/DSA attachments cc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Deputy Director of Finance Earl Reynolds, Jr., Assistant City Manager William Clark, Director of Public Works Kit Kiser, Director of Utilities and Operations James Ritchie, Director of Human Resources George C. Snead, Jr. Director of Administration and Public Safety Barry L. Key, Office of Management and Budget Exhibit A AID TO LOCALITIES R[DUCTIOI~S Direct AM to ~lic Defer bcc~datim Bill 599 Di~tr~buticm bduce ~TJS ~rmt~ bduce Delb~um~y Ormtf ~ 3% and 4.65% bd~e Bieck Great Start ups Cap ~itiuti~l Officers V~S ~ 8.72~ Mju~t Nila~ bmbur~t f~ Corot. Off. 1990-91 1991-92 (40, 691.453) (40.691,453) (20.OOO,(~O) (40. OCO,O00) (60.000.00)) (2,432.468) (2,432,468) (4,8M,936) (352.622) (443,570) (79~.192) (116,1S0) (116.1S0) (~50,576) (250,576) (500,000) (6~,~) (~,~) (1.~,~) (61.~) (~,~) (1~,~) (~.~) (~,~) (l.gSO, O00) (1,gso,O~O) (1,074.7M) (2.139.506) (3.214.270) (628, g57) (631,461) (1, 2faO,,U.8) (27.000) (314,000) (3X4,0~0) (628,0C0) (lg9,334) (~03,,120) (401,7M) (130, OOO) (130,000) (260.000) (212,~8) (212,M8) (4~.496) (2,954.339) (2,954.339) (5.909,678) (1,s6g,2sg) (1,602,834) (3.172,093) AID TO LO¢&I, ITIES ~DUCTIOMS (cc~r) 1990-91 1991-92 Direct Aid to Public itr. atim ~ Aid to Local Liira:i# M~ust O~Mt. Off. Persmml Services l~e~. Fo~ Head Injur~ Fomdaticn Fairfax Ibad Injur~ IPmmdaticm 6% ~ foz Sbelt~,~ ~lolm~t Eliminate Grants fez Buchanan amd ~. Eliminate Otlorine DiM Gramts Eliminat~ Smerline and Inflc~ Ormts Eliminate Ftm~ F~ H~drilla ~ (4.800,000) (S, 9CO.OGO) (LI,700,O~O) (133,625,827) (133,625,827) (1.02~, 597) (1.057,021) (2.0~1. 618) (175,395) (175,395) (350.790) (1.421.996) (4.641.282) (6,063,278) (42,500) (509,292) (509.292) (350°000) (350,~0) (700,000) (105,(~0) (1~.000) (2/0.000) (lS.7~.) (lS, 731) (31,442) (100,000) (100,0~0) (~0.000) (15,800) (10,800) (26,600) (1S.OOO) (15,00)) (7~,~00) (loOOO.O~O) (8,%.0~0) (730,000) (7~O,OOO) (7]O,OGO) (1,460,0G0) (59,37.5) (59,375) (118,750) (85,069,959) (Z01.7~4, 391) (286.78~. 350) City of R~n~ke I;;~hihit la, Impact of State Budget Reductions on General Fund Revenues Library ($17,72~) Grant which the City receives for the library system to use in purchasing books ~tnd other publications. Recordation and Probate Tax (135,0o0) Slate supposed to begin returning a portion of its share of recordation taxes collected by localities during Fiscal Year 1990-91. This new revenue source has now been eliminated. Important to note here that this figure would have doubled in Fiscal Year 1991-92 to $270,000. Ail of this anticipated revenue is now lost. Law Enforcement (100,822) "House Bill 599" funds to support local law enforcement efforts. Juvenile Facilities Block Grant (42,4~9) city's block grant revenues for support of Juvenile Detention Home, Outreach Detention, Crisis Intervention and Juvenile Probation House programs. Further reductions in Fiscal Year 1991-92. Foster Care (196,116) Not only did State reduce budget expenditure allocation in this category, but also reduced percentage reimbursement from 80% to 50%. PA Admin and Staff Development (71,333) State aid in suppor'[ o~ various Social Services programs. Additional reductions expected in Fiscal Year 1991-92. State Compensation Board Commissioner of Revenue Commonwealth Attorney Jail Sheriff Treasurer State took several actions affecting Constitutional Officers, including: - Rescinding additional 2% raise for employees scheduled for December, 1990; - Reducing mileage reimbursement for operation of vehicles from 24 cents to 16.36 cents per mile; and - Reducing reimbursement percentages for employee retirement contributions. Street Maintenance City's adopted revenue estimate is based on figures provided by State in late January, 1990. Since that time, State has frozen revenue source at same level as for Fiscal Year 1989-90. ABC and Wine Taxes Only bright spot in State's revenue picture. (15,104) (4,826) (8,4S7) (29,036) (9,125) (66,578) (434,079) ($1,004,761) I~(HIBIT C BUDGET ADJUSTMENTS REQUIRED TO BALANCE THE FY lg~0-91 BUDGE-[: Revenue and Expenditure Adjustments Adjustments to Local Revenue Sources Decreased Revenue due to Expenditure Cuts Net Revenue Adjustments Immediate Budget Reductions Increase in Jail Recovered Costs Decrease in Electricity Accounts Decrease in Life Insurance/VRS Contributions Increase in Personnel Lapse Net Expenditure Adjustments $195,000 ~,824) $187,176 ($352,729) (200,000) (147,365) (70,038) (47,4-53) ($817,585) Note: Some Internal Services expenditures are being reduced in the General Fund. As a result, corresponding reductions are being made in the Internal Service Fund. Office of the City Clerk ~ovember 28, 1990 File #60-184 Mr. Joel ~. Schlanger Director of Finance Roanoke, Virginia Dear Mr. $chianger: I am attaching copy of Ordinance No. 30322~112690 amending and reordaining certain sections of the 1990-91 General and Internal Service Fuf~ds Appropriations, providing for adjustments in salary budgets with regard to fiscal year 1990-91 first quarter person- nel lapse. ©rdinance No. 30322-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onaay, November 26, 1990. Sincerely, ~-~~ Mary F. Parker, C~4C/AAE City Clerk MFP : ra Enc. pc: Mr. Mr. W. Robert Herbert, City ~anager Barry L. Key, Manager, ©ffice of ~anagement and Budge t Room 456 Municipat 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 November, 1990. No. 30322-112690. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Internal Service Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the Roanoke that certain sections of the 1990-91 General and Service Funds Appropriations, be, and reordained to read as follows, City of Internal and the same are hereby, amended in part: GENERAL FUND APPROPRI ATI ONS CITY COUNCIL (1) .......... CITY CLERK (2) ............ CITY MANAGER (3) .......... MANAGEMENT AND BUDGET (4). ECONOMIC DEVELOPMENT (5) ..... GRANTS COMPLIANCE (6) ........ PERSONNEL LAPSE (7) .......... CITY ATTORNEY (8) ............. DIRECTOR OF FINANCE (9) ........................ BILLINGS AND COLLECTIONS (10) ..................... MUNICIPAL AUDITING (11) ........................... REGISTRAR (12) .................................... TREASURER (13) ................................... COMMISSIONER OF REVENUE (14) ..................... REAL ESTATE VALUATION (15) ....................... SHERIFF (16) .................................... JAIL (17) ....................................... COMMONWEALTH'S ATTORNEY (18). - GENE SERVICES (20) ............................ DIRECTOR, ADMINISTRATION & PUBLIC SAFETY (21) .... PERSONNEL MANAGEMENT (22) ......................... RISK MANAGF/HENT (23) .............................. 222,262 277,740 483,026 314,890 312 315 53 052 ( 343 163) 522 833 1,543 808 886 627 429 805 155 421 681 050 724 605 703,163 1,339,877 4,048,120 676,515 860,799 251,877 110,628 567,138 363,661 POLICE-ADMINISTRATION (24) ........................ $ POLICE-INVESTIGATION (25) ......................... POLICE-PATROL (26) ................................ POLICE-SERVICES (27) .............................. POLICE-TRAINING (28) .............................. FIRE-ADMINISTRATION (29) .......................... FIRE-TECHNICAL SERVICES (30) ...................... FIRE-OPERATIONS (31) .............................. FIRE-TRAINING (32) ................................ EMERGENCY SERVICES (33) ........................... EMERGENCY MEDICAL SERVICES (34) .................. ANIMAL CONTROL (35) ........................... GROUNDS MAINTENANCE (36) .................... PARKS AND RECREATION (37) ................ DIRECTOR, PUBLIC WORKS (38) ............ BUILDING INSPECTIONS (39) ............. STREET MAINTENANCE (40) ............... COMMUNICATIONS (41) ................... SIGNALS AND ALARMS (42) ............... REFUSE COLLECTION (43) ................ CUSTODIAL SERVICES (44) .................. ENGINEERING (45) ........................... BUILDING MAINTENANCE (46) .................... COMMUNITY PLANNING (47) .......................... OUTREACH DETENTION (48) .......................... JUVENILE PROBATION HOUSE (49) .................... SOCIAL SERVICES-INCOME MAINTENANCE (50) .......... SOCIAL SERVICES-SERVICES (51) .................... SOCIAL SERVICES-EMPLOYMENT SERVICES (52) ......... NURSING HOME (53) ................................ LIBRARIES (54) ................................... COMMUNITY EDUCATION (55) ......................... DIRECTOR, UTILITIES & OPERATIONS (56) ............ CIRCUIT COURT (57) ............................... REVENUE COMMONWEALTH'S ATTORNEY (58 s ERi F (59) ............... '"'"'"'""'"'"'"$ )...................... COMMISSIONER OF REVENUE (60) ...................... TREASURER (61) .................................... JAIL (62) ......................................... PUBLIC ASSISTANCE ADMIN. & STAFF DEVELOPMENT (63). EMPLOYMENT SERVICES (64) .......................... 241,263 2,502,578 5,935,350 1,401,542 204 894 286 571 239 284 8,668 397 129 329 225 415 768 194 251 196 2,970 317 1,283 686 111 412 695,281 2,416,027 1,513,699 730,420 4,201,680 886,327 1,228,900 3,086,970 356,051 158,383 345,408 3,663,969 6,057,551 570,147 1,226,249 1,880,698 43,142 129,825 135,833 522,151 1,116,920 228,107 268,076 3,619,717 3,951,598 381,453 INTEI~I~AL SERVICE FUND APPROPRIATIONS MANAGEMENT SERVICES (65) .......................... $ PERSONNEL LAPSE (66) .............................. ( 444,188 29,112) CITY INFORMATION SYSTEMS (67) .......... MATERIALS CONTROL (68) ................. MOTOR VEHICLE MAINTENANCE (69) ......... UTILITY LINE SERVICES (70) ............. 1) REGULAR EMPLOYEE SALARIES 2) REGULAR EMPLOYEE SALARIES 3) REGULAR EMPLOYEE SALARIES 4) REGULAR EMPLOYEE SALARIES 5) REGULAR EMPLOYEE SALARIES 6) REGULAR EMPLOYEE SALARIES 7 PERSONNEL LAPSE 8 REGULAR EMPLOYEE SALARIES 9 REGULAR EMPLOYEE SALARIES 10) REGULAR EMPLOYEE SALARIES 11) REGULAR EMPLOYEE SALARIES 12) REGULAR EMPLOYEE SALARIES 13) REGULAR EMPLOYEE SALARIES 14) REGULAR EMPLOYEE SALARIES 15) REGULAR EMPLOYEE SALARIES 16) REGULAR EMPLOYEE SALARIES 17) REGULAR EMPLOYEE SALARIES 18) REGULAR EMPLOYEE SALARIES 19) REGULAR EMPLOYEE SALARIES 20) REGULAR EMPLOYEE SALARIES 21) REGULAR EMPLOYEE SALARIES 22) REGULAR EMPLOYEE SALARIES 23) REGULAR EMPLOYEE SALARIES 24) REGULAR EMPLOYEE SALARIES (001-001-1110-1002 (001-001-1120-1002) (001-002-1211-1002) (001-002-1212-1002) (001-002-8120-1002) 001-002-8123-1002) 001-002-9410-1090) 001-003-1220-1002 001-004-1231-1002 001-004-1232-1002 001-005-1240-1002 001-010-1310-1002 001-020-1234-1002 001-022-1233-1002) 001-023-1235-1002) 001-024-2140-1002) 001-024-3310-1002) 001-026-2210-1002) 001-028-2111-1002) 001-050-1237-1002) 001-050-1260-1002) (001-050-1261-1002) (001-050-1262-1002) (001-050-3111-1002) ........... $ 2,876,544 ........... 3,051,549 ........... 1,893,743 ........... 2,853,332 ) $( 517) 1,660) 1,005) 13,961) 2,321 ( 117) 206,837 3,520) 1,286) 7,673) 674 56 7,629) 7,067) 676) 3,235) 17,186) 1,503) 22) 1,408 ( 592) 9,701 8,307) 1,822 25 ) REGULAR EMPLOYEE SALARIES 26) REGULAR EMPLOYEE SALARIES 27) REGULAR EMPLOYEE SALARIES 28) REGULAR EMPLOYEE SALARIES 29 ) REGULAR EMPLOYEE SALARIES 30) REGULAR EMPLOYEE SALARIES 31 ) REGULAR EMPLOYEE SALARIES 32 ) REGULAR EMPLOYEE SALARI ES 33) REGULAR EMPLOYEE SALARI ES 34) REGULAR EMPLOYEE SALARIES 35) REGULAR EMPLOYEE SALARIES 36) REGULAR EMPLOYEE SALARI ES 37) REGULAR EMPLOYEE SALARIES 38) REGULAR EMPLOYEE SALARI ES 39) REGULAR EMPLOYEE SALARIES 40 ) REGULAR EMPLOYEE SALARI ES 41 ) REGULAR EMPLOYEE SALARIES 42) REGULAR EMPLOYEE SALARIES 43) REGULAR EMPLOYEE SALARIES 44) REGULAR EMPLOYEE SALARIES 45) REGULAR EMPLOYEE SALARIES 46 ) REGULAR EMPLOYEE SALARIES 47 ) REGULAR EMPLOYEE SALARIES 48) REGULAR EMPLOYEE SALARIES 49 ) REGULAR EMPLOYEE SALARIES 50 ) REGULAR EMPLOYEE SALARIES 001-050-3112-1002 001-050-3113-1002 001-050-3114-1002 001-050-3115-1002 001-050-3211-1002 001-050-3212-1002 001-050-3213-1002 001-050-3214-100~ 001-050-3520-1002 001-050-3521-1002 001-050-3530-1002 001-050-4340-1002 001-050-7110-1002 001-052-1280-1002 001-052-3410-1002 001-052-4110-1002 001-052-4130-1002 001-052-4160-1002 001-052-4210-1002 001-052-4220-1002 001-052-4310-1002 001-052-4330-1002 001-052-8110-1002 001-054-3330-1002 001-054-3350-1002) 001-054-5313-1002) $ 41,810 (150,344) 72,975 19,759 737 453 (14,462) 847 ( 1,839) (14,599) 612 ( 17,256) 10,903) 311) 16,212) 22,265) 3,830) 848) 20,465) 15,314) 1,802) 9,503) 53) 1,094) 3 (44,247) 51 ) REGULAR EMPLOYEE SALARIES 52 ) REGULAR EMPLOYEE SALARIES 53 ) REGULAR EMPLOYEE SALARIES 54) REGULAR EMPLOYEE SALARIES 55) REGULAR EMPLOYEE SALARIES 56) REGULAR EMPLOYEE SALARIES 57 ) REGULAR EMPLOYEE SALARI ES 58 ) COMMONWEALTH' S ATTORNEY 59) SHERIFF 60) COMM. OF REVENUE 61) TREASURER 62) JAIL 63) PUBLIC ASSISTANCE ADMIN. & STAFF DEV. 64) EMPLOYMENT SERVICES ( 65 ) REGULAR EMPLOYEE ( SALARI ES 66) PERSONNEL LAPSE 67 ) REGULAR EMPLOYEE SALARIES 68 ) REGULAR EMPLOYEE SALARI ES 69 ) REGULAR EMPLOYEE SALARIES 70) REGULAR EMPLOYEE SALARIES 001-054-5314-1002 001-054-5316-1002 001-054-5340-1002 001-054-7310-1002 001-054-8170-1002 001-056-1250-1002 001-072-2110-1002 001-020-1234-0610 001-020-1234-0611 001-020-1234-0612 001-020-1234-0613 001-020-1234-0651 001-020-1234-0676 001-020-1234-0681) 006-002-1617-1002) (006-002-9410-1090) (006-050-1601-1002) (006-050-1613-1002) (006-052-2641-1002) (006-056-2625-1002) $( 7,940) 6,675) 1,375 6,299) 1,838 3,578 2,286) 1,503) 3,235) 3,534) 3,815) 17,185) 41,750) 6,675) 396) 70,888 9,136) 7,682) 6,397) 47,277) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this CITY CLERK. CITY OF ROANOKE INTERDEPARTMENT COMMUNICATION DATE: TO: FROM: SUBJECT: November 26, 1990 JQel M. S~hlan~er, Director of Finance Earl ~. /R~~istant City Manager W. Robert Berbert,~'L~i~y Manager Fiscal Year 1990-91 First Quarter thru Personnel Lapse Report The following figures represent the status of first quarter personnel lapse available from the General and Internal Service Funds required for Fiscal Year 1990-91: GENERAL FUND: Total Budgeted Personnel Lapse Recommended First Quarter Expenditure Reduction Recommended Revenue Adjustment Net First Quarter Personnel Lapse Reduction $284,534 (77,697) ($550,000) 206,837 ($343,163)* ($100,000) 70,888 ($ 29,112) Budgeted Personnel Lapse Balance Remaining INTERNAL SERVICE FUND: Total Budgeted Personnel Lapse Net First Quarter Personnel Lapse Reduction Budgeted Personnel Lapse Balance Remaining A ($47,453) increase in the budgeted amount of General Fund Personnel Lapse is recommended for City Council consideration as part of the Fiscal Year 1990-91 budget reductions report also presented today. Approval of this recommendation would increase the budgeted personnel lapse balance remaining to ($390,616). EBR:KTB:mds November 26, 1990 FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger, Director of Finance Personnel Lapse The attached requested by the Office. budget ordinance adjusts salary budgets as accompanying report from the City Manager's JMS:S Attachments Office of the City Clerk November 28, 1990 File #192 Mr. ~. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of* Ordinance No. 30324-112690 accepting the bid of Construction Services of Roanoke, Inc., in the total amount of $233,200.00, for construction of interior renovations to the Roanoke Civic Center ~uditorium. Ordinance No. 30324-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. Sincerely, Mary F. Parker, City Clerk CMC/AAE MFP : ra Enc. pc: Mr. Mr. Joel M. Schlanger, Director of Finance ~illiam F. Clark, Director of Public ~brks Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Bob E. Chapman, Manager, Civic Facilities Mr. Barry L. Key, Manager, Office of Management and Buaqet Ms. Dolores C. Daniels, Assistant* to the City Manager Community Relations for Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk ~ovember 28, 1990 File #192 Uro Lawrence D. Johnson, Jr. President Construction Services of Roanoke~ 3812 Bunker Hill Drive, S. Roanoke, Virginia 24018 Inc o Dear ~r. Johnson: I am enclosing copy of Ordinance No. 30324-112690 accepting the bia of Construction Services of Roanoke, Inc., in the total amount of $233,200.00, for construction of interior renovations to the Roanoke Civic Center Auditorium. Ordinance ~o. 30324-112690 was adopted by the Council of a regular meeting held on ~onday, November Sincerely, ~ary F. Parker, City Clerk the City of Roanoke at 26, 1990. CMC/AAE ~4FP : ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk November 28, 1990 File #192 Mr. Oavid Lo ~right Assistant Secretary Dixie Contractors, Inc. of 2020 East Franklin Street Richmond, Virginia 23223 Virginia Dear Mr. Wright: I am enclosing copy of Ordinance No. 30324-112690 accepting the via of Construction Services of Roanoke, Inc., in the total amount of $233,200.00, for construction of interior renovations to the Roanoke Civic Center Auditorium. Ordinance No. 30324-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 26, ]990. On behalf of the ~ayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described project. Sincerely, Mary F.~PParker, City Clerk C~IC ~AA E MFP:ra E~c. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk November 28, 1990 File #192 ~r. George ~. ~illiams, Jr. Vice-President ~illiams Pai~ting & Remodeling, 2314 Ridgefield Street, N. E. Roanoke, Virginia 24012 Dear Mr. Williams: I am enclosing copy of Ordinance No. 30324-112690 accepting the bid of Construction gervices of Roanoke, Inc., in the total amount of $233,200.00, for construction of interior red, ovations to the Roanoke Civic Center Auditorium. Ordinance No. 30324-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, ~ovember 26, 1990. ©~ behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described project. Sincerely, Mary F.~.~Paarker, City Clerk C~C / AA E MFP : ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk ~ovemDer 28, 1990 File #192 h4r. J. ~. C~tristenbury, Jr. President Acorn Construciion, Ltd. P. ©. Box 625 Troutville, Virginia 24175 Dear Mr. Cnristenbury: I am enclosing copy of Ordinance No. 30324-112690 accepting the bid of Construction Services of Roanoke, Inc., in the total amount of $233,200.u0, for construction of interior renovations to the Roanoke Civic Center Auditorium. ©rdinance No. 30324-112690 was adopted Dy the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. On behalf of the ~ayor and ~embers of City Council, I ~ould like to express appreciation for submitting your bid on the above- described project. Sincerely, ~_ Ma y r. rar~er, CMC/A~£ City Clerk ~FP:ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk November 28, 1990 File #192 Mr. Richard B. [ittleton, Jr. Vice-President S. H. Sewell & Company, Inc. P. ©. Box 660 Salem, Virginia 24153 Dear Mr. Littleton: I am enclosing copy of Grainance No. 30324-112690 accepting the bid of Construction Services of Roanoke, Inc., in the total amount of $233,200.00, for construction of interior renovations to the Roanoke Civic Center Auditorium. Grdinance No. 30324-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- aescriDed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Eric. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Office of the City Clerk November 28, 199~ File #192 Mr. Richard H. Eanes President Q. ~. Tomlinson, Inc. P. O. Box 11724 Roanoke, Virginia 24022 Dear Mr. Eanes: I am enclosing copy of Ordinance ~o. 30324-112690 accepting t~e Did of Construction Services of Roanoke, Inc.. in the total amount of $233,200.00, for construction of interior renovations to the Roanoke Civic Center Auditorium. Ordinance No. 30324-11269~ was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, November 26, 1990. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the aoove- described project. Sincerely, _~ Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 991.2541 Office of the City Clerk November 28, 1990 File #192 Mr. ~artin S. Pruitt Vice-President Building Specialists, Inc. 120 Day Avenue, S. ~o Roanoke, Virginia 24016 Dear Mr. Pruitt: I am enclosing copy of Ordinance No. 30324-112690 accepting the Did of Construction Services of Roanoke, Inc., in the to~al amount of $233,2~0.~0, for co~struction of interior renovations to the RoanoKe Civic Center Auditorium. Ordinance ~o. 30324-112690 was adopted by the Council of the City of Roanoke at a regular mee~in~ held on ~on~ay, November 26, 1990. On behalf of t~e .Mayor and Members of ~ity Council, I would like to express appreciation for submitting your Di~ on the above- described project. Sincerely, ~~ .Mary F. Parker, C~C/AA£ City Clerk MFP:ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981.2541 Office of the City Clerk November 28, i990 File #192 Hr. J. Michael Gardner Project Manager Gardner-Smith, Inc. P. ©. Box 866 Salem, Virginia 24153 Oear ~,Tr. Gardner: [ am enclosing copy of Ordinance No. 30324-112690 accepting the bid of Construction Services of Roanoke, Inc., in the total amount of $233,200.00, for construction of interior renovations to the Roanoke Civic Center Auditorium. Ordinance No. 30324-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onaay, November 26, 1990. On behalf of the Mayor and ~embers of City Council, I woula li~e to express appreciation for submitting your bid on the above- described project. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk ~FP:ra Enc. Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 2z1011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 26th Day of November, 1990. No. 30324-112690. VIRGINIA, AN ORDINANCE accepting the bid of Construction Services of Roanoke, Incorporated, for construction of interior renovations of the Civic Center Auditorium, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE 1. made to IT ORDAINED by the Council of the City of Roanoke as follows: The bid of Construction Services of Roanoke, Incorporated, the City in the total amount of ~33,200.00 for construction of interior renovations of the Civic Center Auditorium such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City ~anager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifica- tions made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Clerk November 28, 1990 File #60-192 Ur. Joel ~. Schlanger Director of Finance Roanoke, Virginia Dear ~r. Schlanger: I am attaching copy of Ordinance No. 30323-112690 amending and reorclaining certain sections of the 1990-91 General and Civic Center Funds Appropriations, providing for the appropriation of $260, 00~.00 from the Capital ~4aintenance and Equipment Replacement Program, in connection with award of a contract to Construction Services of Roattoke, Inc., for interior renovations at the Civic Center Auditorium. C, rdinance No. 30323-11269~ was adopted by the Council of the City of Roanoke at a regular meeting held on ~4onday, November 26, 1990. Sincerely, ~4~l_x.,~ ~lary F. Parker, C!/IC/AAE City Clerk MFP:ra Eric . pc: Mr. W. Robert Herbert, City ~anager Mr. ~illiam F. Clark, Director of Public ~orks Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician ~r. George C. Snead, Jr., Director of Administration and Public Safety Mr. Bob E. Chapman, ~anager, Civic Facilities Hr. Barry L. Key, ~anager, Office ~f ~anagement and Budget Ms. Dolores C. Daniels, Assistant to the City ~anager Community Relations far Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Ili'£~COO]/CIL OF TIt~CI~"~OFROi~IOK~, vIRGINIA The 26th Day of November, 1990. No. 30323-112690. AN ORDINANCE to amend and reordain certain sections of the 1990-91 General and Civic Center Funds Appropriations, and providing for an emergency. WHEREAS, for the usual Government of exist. daily operation of the Municipal the City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1990-91 General and Civic Center Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: A ro ria io s Non-departmental Transfers to Other Funds (1) ....................... Capital Maintenance and Equipment Replacement Program - City Unappropriated (2) ................. Civic Center Fnnd A ro riations Capital Outlay from Revenue Auditorium Interior Renovations (3) ................ Revenue Non-operating Revenue Operating Supplement - General Fund (4) ............ $12,607,645 10,700,506 $ 1,211,772 $ 1,161,991 260,000 $ 960,120 902,620 Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Civic Center Auditorium Interior Renovations Roanoke, Virginia I concur with the recommendations of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/LBC/mm Attachment: Bid Committee Report cc: City Attorney Director of Finance Director of Public Works Director of Administration & Public Safety Citizens' Request for Service City Engineer Manager, Civic Center Construction Cost Technician Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Civic Center Auditorium Interior Renovations Roanoke, Virginia I. Background: Bids, following proper advertisement, were publicly opened and read aloud before City Council on November 19, 1990 for the Interior Renovations of the Civic Center Auditorium. Eight (8) bids were received with Construction Services of Roanoke, Incorporated submitting the low bid in the amount of $155~000.00 and 120 consecutive calendar days. Their bid for carpet was based on Karastan Carpet in the amount of $78~200.00. The total bid for the project is $233,200.00 and 120 consecutive calendar days. The base bid work ($155~000.00) consists of providing and installing a new lay-in acoustical tile ceiling and suspen- sion system complete with recessed lights, mechanical system strip line diffusers and return air grilles, installation of drapery track, the painting of all plaster and concrete sur- faces on the main and upper levels of the Auditorium lobby; refinishing of all the doors and frames on this level. The carpet bid ($78~200.00) is to replace carpet on all floor and stair surfaces that were carpeted originally in the two levels of the Lobby. II. Issues in order of importance are: A. Compliance of the bidders with the requirements of the contract documents. B. Amount of the low bid. C. Fundin9 for the project. D. Time of completion. Page 2 III. Alternatives are: Award a lump sum contract to Construction Services of Roanoke, Incorporated in the amount of $233~200.00 and 120 consecutive calendar days for Interior Renovations at the Civic Center Auditorium in accordance with the contract docu- ments as prepared by Hayes, Seay, Mattern & Mattern, Inc., Architects, Engineers, Planners, of Roanoke, Virginia. 1. Compliance of the bidders with the requirements of the contract documents was met. Amount of the low bid is acceptable. The initial bid, on October 8, 1990, was $436~000.00. Several of the finished material specifications were changed that would account for most of the bid difference. 3. Fundin9 for the project is in the FY 1990 CMERP as follows: Contract Amount $233,200.00 Project Contingency 26~800.00 TOTAL $260,000.00 Time of completion is acceptable. The Auditorium can be opened to the public before this time period expires. Once the life-safety requirements have been met, the facility could be placed in temporary operation. B. Reject all bids and do not award a contract at this time. 1. Compliance of the bidders with the requirements of the contract documents would not be an issue. 2. Amount of the low bid would probably change if rebid at a later date. 3. Funding would not be required at this time. 4. Time of completion would be extended. IV. Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative 'A'. Authorize the City Manager to enter into a contractual agreement, in form approved by the City Attorney, with Construction Services of Roanoke, Incorporated for Interior Renovations of the Civic Center Auditorium in accordance with the contract documents as prepared by Hayes, Seay, Mattern, & Mattern, Inc., Architects, Engineers, Planners, in the amount of $233~200.00 and 120 consecutive calendar days. Page 3 Appropriate fundin~ for this project from the FY 1990 CMERP as follows: Contract Amount $233,200.00 Project Contingency 26,800.00 TOTAL $260,000.00 Authorize the Director of Finance to establish a new capital ~or this project. D. Reject the other bids received. Respectfully submitted, William White, Sr., Cha~rfnan ~ William F. Clark WW/LBC/mm Attachment: Tabulation of Bids cc: City Attorney Director of Finance Citizens' Request for Service City Engineer Manager, Civic Center Construction Cost Technician d, Jr. Office of the City Clerk November 28, i996 File #2-166 ~r. W. Robert Herbert City Manager Roanoke, Virginia Dear ~r. Herbert: I am artaching copy of Resolution No. 30325-112690 declaring cer- tain City-owned property located on ~estport Avenue, S. ½., and bearing ©fficial Tax Ho. 1310901 to be surplus and authorizing the advertisement of such property for sale to the general public. Resolution No. 30325-112690 was adoptea by the Council of the City of Roanoke at a regular meeting held on ~onday, ~¥ovember 26, 1990. Sincerely, Mary F. Parker, City Clerk C.~C/AAE ~FP:ra pc: ~r. Joel ~. Schlanger, Director of Finance ~r. Kit B. Kiser, Director of Utilities and Operations ~r. ~illiam F. Clark, Director of Public !~orks ~r. George C. Sueaa, Jr., ~irector of A~ministration Public Safety ~r. Gary ~. Fenton, ~anager, Parks and Recreation/Grounds ~aintenance and Boom 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 26th Day of November, 1990. No. 30325-112690. VIRGINIA, A RESOLUTION declaring certain City-owned property located on Westport Avenue, S. W. and bearing Official Tax No. 1310901 to be surplus and authorizing the advertisement of such property for sale to the general public. BE IT RESOLVED by the Council of the City of Roanoke that City-owned property located on Westport Avenue, S. W., bearing the Official Tax No. 1310901, is hereby determined to be surplus to the City's needs and the City Administration is authorized to advertise such property for sale to the general public, such advertisement to contain a provision for any sale to be by quit claim deed and subject to final approval by this Council, and such other terms and conditions deemed necessary as more par- ticularly set forth in the report to this Council dated November 26, 1990. ATTEST: City Clerk. Roanoke, Virginia November 26, 1990 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Surplus City-Owned Property Westport Avenue, S. W. Official Tax No. 1310901 The attached staff report was considered by the Water Resources Committee at its meeting on November 19, 1990. The Co~nittee recommends that Council declare the property identified by Official Tax No. 1310901 to be surplus to the City's needs and authorize the City Administration to advertise the property for sale to the general public. Respectfully submitted, Elizabeth T. Bowles, Chair Water Resources Committee ETB:KBK:afm Attachment City Manager City Attorney Director of Finance Director of Utilities & Operations Director of Public Works CC: Director of Administration & Public Safety Manager, Parks & Recreation/Ground Maintenance INTERDEPARTMENTAL COMMUNICATION DATE: November 19, 1990 TO:JY~'Members' W. ater Resources Committee FROM:~'K~i~B. Kiser, Di~cLpf Utilites & Operations, thru W. Robert Herberf~'q~y Manager RE: SURPLUS CITY-OWNED PROPERTY WESTPORT AVENUE, S.W. OFFICIAL TAX NO. 1310901 I. Background: Parcel originally recorded as Block 31, West End & Riverview Map. This property was acquired by the City on July 7, 1949, (D.B. 797, pg. 406) at a cost of $250.00, apparently part of an estate that was being sold. "Park" designation on the property on City Appraisal and Sewer Maps indicates formal action might have been taken to dedicate it as a park, or, the intent of the City Administration was to retain it for that purpose should it be needed. No evidence of formal dedication for park purposes can be located. Ce Use of all parts of West End & Riverview Map subdivision north of par- cel has reverted to heavy industrial, as it has gradually been absorbed into the West End Railroad Yards over many years. Properties one (1) block south of parcel along Salem Avenue, S.W., are in tran- sition from re~dential to commercial uses. II. Current Situation: A. Verbal request to acquire parcel has been received from an adjacent landowner. B. Parcel is considered surplus to the needs of the Department of Recreation and Grounds. (See attached memo.) Sale of public property requires advertisement for sale to general public to be authorized by Water Resources Committee and bids to be requested by Department of General Services. Water Resources Committee Westport Avenue, S.W. November 7, 1990 Page 2 III. Issues: A. Need B. Timin9 C. Income to City IV. Alternatives: Committee recommend to City Council that it declare the property identified by official Tax No. 1310901 to be surplus to the City's needs and authorize the City Administration to advertise the property for sale to the general public. 1. Need to utilize unused property is met. 2. Timing to make available for sale when a potential purchaser is available is met. 3. Income to City is the final bid price of the property when sold and future tax revenues. Committee not recommend property identified by Official Tax No. 1310901 to be advertised for sale and not recommend to City Council that it declare the property to be surplus to the City's needs. 1. Need to utilize unused property not met. 2. Timin9 to make available for sale immediately is not met. 3. Income to City is zero. Recommendation: Committee authorize the advertisement of property iden- tified by Official Tax No. 1310901 for sale to the general public and recommend to City Council that it declare the City-owned property surplus in accordance with Alternative "A". KBK/RVH/fm Attachment CC: City Attorney Director of Finance Director of Administration & Public Safety Director of Public Works Manager, Parks & Grounds FROM: CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION Kiser, Director of Utilities & Operations Lynnis B. Vern~Parks Planne~Via . Gary N. Fenton~l~anager, Parks, RecreatIon and Grounds Maintenance DATE: November 9, 1990 SUBJ: Verification of Park Property I have been unable to find any documentation to verify that the triangular shaped property identified as tax number 1310901 and located between the intersections of Westport Avenue, Westview Avenue and 20th Street, S. W., is in fact a City Park. Refer to attached copy of map. The July 7, 1949, deed as recorded in City of Roanoke Deed Book 797 Pages 406 and 407 did not stipulate that the property was being purchased for either park or recreational use. Refer to attached copy of deed. After reviewing the Council Indexes for, "Parks and Playgrounds", "Purchase and Sale of Property", "City Property" and "Donations", I could not detect any Council action which may have designated this property for park use. The property was not recognized as a park in the 1981 Roanoke Comprehensive Parks and Recreation Plan. Due to the location and size of the parcel it would not be very practical for the City to retain the property as a park, even if it actually had been reserved or designated as such. Should you require any additional information or desire that I research this matter further please do not hesitate to call. LBV:cvs Attachment cc: George C. Snead, Director of Administration and Public Safety Richard V-. Hamilton, Right-of-Way Agent ~'UN DEV. $ TR £E T 1.~ I/1~ / 131"/02 tt~ Office of the City Clerk November 28, i990 File #137 ~r. Wilburn C. Dibling, City Attorney Roanoke, Virginia Jr, Dear ~r. Dibling: I am at~aching copy of Resolution No. 30326~11269u aaopting and endorsing a Legislative Program for the City to be presented to t~e City's aelega~ion to the 1991 Session of the General Assembly. Resolution No. 30326-112690 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 26, 1990. Sincerely, ~4a r y . r , City Clerk CMC/AAE 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, The 26th Day of November, 1990. No. 30326-112690. VIRGINIA, A RESOLUTION adopting and endorsing a Legislative Program for the City to be presented to the City's delegation to the 1991 Session of the General Assembly. WHEREAS, the members of City Council are in a unique position to be aware of the legislative needs of this City and its people; WHEREAS, previous Legislative Programs of the City have been re- sponsible for improving the efficiency of local government and the quality of life of citizens of this City; and WHEREAS, Council is desirous of again adopting and endorsing a Legislative Program to be advocated by the Council and its represen- tatives at the 1991 Session of the General Assembly; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The Legislative Program transmitted by the City Attorney's report, dated October 8, 1990, is hereby adopted and endorsed by the Council as the City's official Legislative Program for the 1991 Ses- sion of the General Assembly. 2. The City Clerk is directed to issue cordial invitations to the City's Senator and delegates to the 1991 Session of the General Assembly to attend Council's Special Meeting relating to legislative matters, the date and time of such meeting to be established. ATTEST: City Clerk. Office of the Council November 26, 1990 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Dear Council Members: City's Legislative Program for 1991 of the General Assembly Session On November 19, 1990, immediately after adjournment of the City Council Meeting, Council's new Legislative Committee met to review the proposed Legislative Program submitted to City Council on October 8, 1990, by the City Attorney. After review of the Program, the Committee recommended that City Council adopt the attached resolu- tion endorsing the Program and commending it to the City's delegation to the General Assembly. The resolution also requests that the City Clerk schedule a meet- ing of the City's delegation at a convenient time for the Council and legislators. I know that she is diligently pursuing this task. Respectfully submitted, David A. Bowers, Chairman Legislative Committee DAB/f Attachment Room 456 Municipal Building 215 C]3urch Avenue~ S W. Roanoke, Virginia 2401 f (703) 98t-254'I Office of the City Clerk November 28, 1990 File #178-255 Mr. ~'. Robert Herbert City Manager Roa~ioke, Virginia Dear Mr. Herbert: [ am attaching copy of Ordinance No. 30327-112690 authorizing execution of an Agreement and Lease Agreement with the City of Roanoke Redevelopment and Housing Authority (RRHA) for the construction and lease of a parking garage at 25 Church Avenue, S. E.; and authorizing the proper City officials to execute the Agreement and the Lease Agreement on behalf of the City. Ordinance No. 30327-112690 was adopted by the Council of the City of Roanoke at a regular 1990. meeting held on Monday, November 26, Sincere l y , ~lk,~ Mary F. Parker, C~JC/A~4E City Clerk ~FP:ra Eric . pc: Mr. Herbert D. McBride, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. ~illiam F. Clark, Director of Public ~orks ~r. Brian J. ~ishneff, Chief of Economic Development ~s. ,~arie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE~ The 26th Day of November, 1990. No. 30327-112690. VIRGINIA, AN ORDINANCE authorizing execution of an Agreement and Lease Agreement with the City of Roanoke Redevelopment and Housing Authority (RRHA) for the construction and lease of a parking garage at 25 Church Avenue, S. E.; authorizing the proper City officials to execute the Agreement and the Lease Agreement on behalf of the City; and providing for an emer- gency. three years of Lease Agreement garage, both in Manager's report to Council hereby approved. 2. The City Manager or BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Agreement between the City and RRHA providing for the construction of a parking garage at 25 Church Avenue, S. E., funded in part by CDBG program income and the RRHA's payment in lieu of taxes, and the relating to lease by the City of the parking substantially the form attached to the City dated November 26, 1990, are the Assistant City Manager and the City Clerk are hereby authorized, for and behalf of the City, to execute and attest, respectively, the Agreement and the Lease Agreement between the City of Roanoke and RRHA relating to construction and lease of the parking garage at 25 Church Avenue, as to form by the 3. In order S. E., which documents shall be approved City Attorney. 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. November 26, 1990 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Agreement & Lease Agreement with the Roanoke Redevelopment and Housing Authority - Church Ave. Garage I. Background: Roanoke Redevelopment and Housing Authority (RRHA) proposes to us~ $1,525,000 in CDBG program income and 3 years (1989, 1990, 1991) of payment in lieu of tax (estimated at $330,000) toward the construction of a $5,400,000 parking garage in the 200 block of Church Avenue SE. B. Balance of funds will be obtained by RPJ{A from private lenders. Co City Council has authorized amendment to Co,unity Development Block Grant (CDBG) program to provide for this additional project. Garage (estimated 409 spaces) is necessary in order to replace parking displaced by the contruction of the Norfolk & Western Building in Downtown East. RRHA has a legal committment with Crestar Bank to have the garage completed no later than October 1992. Agreement between the City and the RRHA is necessary to allow the RRHA to retain the $1,525,000 in CDBG program income to construct the parking garage as a CDBG project and to insure sufficient City involvement in project. Lease between the City and the RRHA is necessary in order to secure needed private financing. Major aspects of the attached Agreement and Lease Agreement are as follows: RRHA loan from private lenders will be structured in such a way as to maximize the ability to cover the annual debt service from the operating revenues of the parking garage. Loan structure must be approved by the City's Director of Finance. City will lease the garage from the RRRA for 30 years upon receipt of a certificate of occupancy for an amount equal to the annual debt service on the loan. City can renew lease at its discretion. Honorable Mayor and Members of City Council Page 2 City will be responsible for management of garage and cos~ of operation. It is anticipated that future payment in lieu of taxes will offset the cost of operations. 5o City Manager will have final approval on architectural plans as well as components included, number of spaces, size of foundation, etc. Ail revenues from the garage over and above the lease and operation costs will come back to the City. Parking rates would be set by RRHA, but in no event would they be less than average of City owned garages. II. Issues: Foundation work to accomodate additional development such as housing, office or more parking and stubbing in of retail areas would be bid as alternates. Assuming the extra foundation and utility work is built, the air rights above the garage can be sold or leased by the RRHA only with City approval. A. Cost to the City B. Funding C. Legal committment D. Compliance with federal regulations E. Economic development III. Alternatives: A. Authorize the City Manager to execute the Agreement and Lease Agreement with the RRHA for the construction and lease to the City of the new Church Avenue parking garage. Cost to the City for the project will be $1,525,000 in CDBG program income plus any interest. Additionally, approximately $330,000 RRHA payment in lieu of taxes will be used. No administrative compensation to RRHA is anticipated. 2o Funding is available in CDBG program income which was received by RRHA upon sale of the property to Norfolk Southern and from annual RRHA payment in lieu of taxes. Honorable Mayor and Members of City Council Page 3 Vo 3. Legal committment to Crestar will be addressed. 4o Compliance with federal regulations will be addressed by the City's Office of Grants Compliance. Economic Development of downtown will be enhanced with garage and possible sale or lease of air rights. Do not authorize the execution of the Agreement with the RRHA for construction of a new Church Avenue parking garage. Cost to the City would be nothing. The $1,525,000 in CDBG program income would be available for parking elsewhere downtown. 2. Funding would not be an issue. Legal issues would be problematic relative to the RRHA obtaining additional funding necessary to construct the garage required by an easement to Crestar Bank. Compliance with federal regulations would not be an immediate issue. 5. Economic development opportunity would be lost. Recommendation It is recommended that City Council concur in Alternative A and authorize the City Manager to execute the Agreement and Lease Agreement with the RRHA for the construction of the new Church Avenue parking garage. Respectfully submitted, City Manager wPm/lmb CC: Assistant City Manager City Attorney Director of Finance Director of Public Works Chief of Economic Development & Grants Grants Monitoring Administrator Executive Director, Roanoke Redevelopment & Housing Authority AGREEMENT This Agreement is made and entered into this , 1990, by and between the following'parties: The Grantee - and the Subgrantee - day of City of Roanoke, Virginia 215 Church Avenue, S. W. Roanoke, Virginia 24011 Roanoke Redevelopment and Housing Authority 2624 Salem Turnpike, N. W. Roanoke, Virginia 24017 W I TN E S S ET H: WHEREAS, the downtown business district of Roanoke is in need of additional parking in order to support development, the retention of jobs and the creation of new businesses and jobs; WHEREAS, the Roanoke Redevelopment and Housing Authority proposes to construct a parking garage at 25 Church Avenue, S. E. to provide this needed public facility and valuable public service to the citi- zens of Roanoke; WHEREAS, Roanoke Redevelopment and Housing Authority is particularly suited to provide this service, and to obtain appropriate funding fo.r such service, and will obtain sufficient funds for said construction; WHEREAS, the Roanoke City Council has authorized as a part of the City's Community Development Block Grant ("CDBG") program the grant of funds to Roanoke Redevelopment and Housing Authority for construction of this facility, and Council has, by Ordinance No. , adopted November 26, 1990, authorized the execution of this grant agreement. and , WHEREAS, the United States Department of Housing and Urban Development ("HUD") has declared the use of HUD program income funds for this purpose to be an eligible activity if carried out in accor- dance with applicable Federal, State and local statutes and regulations. NOW, THEREFORE, the parties hereto mutually agree as follows: SCOPE OF SERVICES: This project provides for the construction of a parking garage at 25 Church Avenue, S. E. The Subgrantee shall, in a manner satisfactory to and subject to the approval of the Grantee, and within the scope of the 1990-91 Grant Programs Funds Appropriation for CDBG provided for the services included herein and approved by the Roanoke City Council, perform the following tasks: Obtain appropriate financing for the Subgrantee's share of construction funds, the structure and payment schedule of such financing to be subject to the approval of the Grantee's Director of Finance. Such financing shall be structured so as to maximize the ability to cover the annual debt service from the operating revenues of the parking garage. Be Subgrantee has procured engineering services for the project and has entered into a professional services contract with Hayes, Seay, Mattern and Mattern (HSMM) for pre-planning and preliminary engineering phases of the project. Further development and approval of conceptual and final plans and specifications for the project, including, but not limited to, the number of parking spaces, the size of the foundation and the number and location of elevators shall be completed in consultation with the City Manager. All further contracts with HSMM for engineering services for subsequent phases of the project shall be approved by the City Manager prior to execution by Subgrantee. Final plans and specifications shall be subject to the final approval of the City Manager and shall be incorporated by reference into this agreement. Ce In consultation with and subject to the approval of Grantee's City Manager, Subgrantee shall prepare bid documents and requests for bids, select a contractor and enter into a contract for construction of the parking garage. Supervision of the contractor shall proceed with the assistance of the Grantee's City Manager who shall approve all contracts, sub- contracts, contract amendments, change orders and final docu- ments for this project. All bid documents, contracts, contract amendments and change orders between the Subgrantee and a third party which relate to construction services to be performed by the Subgrantee hereunder, must receive written authorization from the Grantee prior to execution. Grantee shall perform the following tasks: Assist Subgrantee in project management by providing input and approval, as required above of financing, development of plans and specifications, and contract development and admi- nistration. Provide Subgrantee assistance in regulatory compliance as required herein, including compliance with Federal Labor Standards provisions. The Grantee. shall receive payrolls directly from construction contractors and subcontractors, and shall conduct on-site monitoring of labor compliance. - 2 - 2. TIME OF PERFORMANCE: This Agreement shall through October 4, 1992. written agreement of both be for the period of November 26, 1990 Agreement may be extended with the parties. 3. BUDGET: The total budget for this project will be approximately $6,000,000. The actual budget will be subject to the final design and specifications of the project to be determined as specified in paragraph 1 and the receipt of contractors' bids. The City of Roanoke will provide as a local share, an amount equal to the total amount of the Subgrantee's payment in lieu of taxes for the fiscal years 1989, 1990 and 1991. City of Roanoke, through its CDBG program income funds, will also provide $1,525,000 plus interest. RRHA will obtain the remaining funds necessary to complete the project. 4. PROPOSED PAYMENT SCHEDULE AND PROCEDURES: Proposed payments of invoices will be submitted to the City, by HSMM, accompanied by an invoice from the Subgrantee's contrac- tor. Payment may be made by the Subgrantee based on the invoice within ten (10) days from date of approval of the invoice by City Manager or his designee. 5. INDEMNIFICATION: The Subgrantee agrees to indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Subgrantee's intentional acts and negligent acts or omissions with respect to the rights and privileges granted by the City to the Subgrantee in this Agreement. 6. COMPLIANCE WITH FEDERAL REGULATIONS The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment A, and all other applicable federal regulations relating to specific programs performed hereunder. 7. UNIFORM ADMINISTRATIVE REQUIREMENTS: The Subgrantee shall comply with the requirements and stan- dards of OMB Circular No. A-87, "Principles for Determining Costs Applicable to Grants and Contracts with State, Local and Federally - 3 - recognized Indian Tribal Governments," OMB Circular A-128, "Audits of State and Local Governments" and with all applicable sections of 24 CFR Part 85 "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments". 8. FEDERAL LABOR STANDARDS PROVISIONS: The Subgrantee and all contractors engaged under contracts in excess of Two Thousand Dollars ($2,000.00) for the construction, rehabilitation, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, and more fully detailed in Attachment B to this Agreement. Prior to adver- tisement for bid, the Subgrantee shall cause or require to be inserted in full in any such contracts subject to such regula- tions, provisions meeting the requirements of 29 CFR 5.5. Such provisions are detailed more fully in Attachment B to this agreement. 9. PROGRAM INCOME: "Program income" means gross income received by the Grantee or Subgrantee directly generated from the use of CDBG funds. The receipt and expenditure of program income as defined in 24 CFR 570.500(a) shall be recorded as part of the financial transactions of the grant program. Program income, generated by this project, may be retained by the Subgrantee to be used exclusively on the construction or operation of the project, subject to all construc- tion requirements governing the use of CDBG funds. Program income not retained for use on the project shall be submitted to the City within ninety (90) days of its receipt by the Subgrantee. 10. RECORDS AND REPORTS: The Subgrantee shall maintain full and accurate records with respect to all matters covered under this Agreement. All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years after the expiration date of the Agreement. Appropriate City and/or HUD personnel shall have free access to those records during the Agreement duration and the following three-year time period. 11. CONFLICT OF INTERESTS: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activity, may obtain a personal or financial interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their tenure or for one (1) year there- after. - 4 - 12. SUSPENSION AND TERMINATION: Suspension or termination may occur if the Subgrantee materially fails to comply with any term of this award, and the award may be terminated for convenience by the grantee or subgran- tee upon written notification to the awarding agency (HUD), setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. 13. REVERSION OF ASSETS: Upon expiration of this agreement the Subgrantee shall transfer to the city any CDBG funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. The subject property at 25 Church Avenue, S. E. shall be used to provide parking in support of job creation for low and moderate income persons until at least five years after the expiration of this agreement. If property changes ownership during that time, the benefit to low and moderate income persons must be required and specified by deed restrictions. If the property is sold prior to October 4, 1997, a pro rata share of the current fair market value of the property must be returned to the Grantee as prescribed in 24 CFR 570.503(b)(8)(ii). 14. ANNUAL AUDIT AND MONITORING: The Subgrantee shall provide for an independent audit, in compliance with OMB Circular A-128, which will include all CDBG expenditures covered by the Agreement. Copies of said audit report shall be furnished to the Grantee's City Manager and Director of Finance within thirty (30) days of completion of the audit. 15. THIRD-PARTY CONTRACTS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee; however, any third-party contract utilizing funds committed by this agreement must have the prior written approval of the City Manager. 16. LEASE OF PARKING GARAGE: Prior to completion of construction of the parking garage the parties agree to enter into a lease agreement prqviding for Subgrantee to lease the parking garage to the Grantee upon the terms and conditions provided for in the Lease Agreement attached hereto as. Exhibit C and incorporated by reference. Such agreement shall be effective upon Subgrantee's receipt of a Certificate of Occupancy for the parking garage. - 5 - 17. AMENDMENTS: The Grantee, from time to time, may require changes in the obligations of the Subgrantee hereunder, or its City Council may appropriate further funds for the implementation of the garage construction project. In such event or events, such changes which are mutually agreed upon by and between the Subgrantee and grantee shall be incorporated in written amendment to this Agreement. 18. GOVERNING LAW: This Agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as the day and year hereinabove written: ATTEST: CITY OF ROANOKE By By Mary F. Parker, City Clerk W. Robert Herbert, City Manager By Witness SUBGRANTEE By Herbert D. McBride, Executive Director Roanoke Redevelopment and Housing Authority - 6 LEASE AGREEMENT THIS LEASE AGREEMENT made this __ day of 1990, by and between the CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY, a political subdivision of the Commonwealth of Virginia ("RRHA"), and the CITY OF ROANOKE, VIRGINIA, a body politic and corporate ("City"), W I T N E S S E T H: WHEREAS, pursuant to an Agreement dated September 19, 1990, between RRHA and Crestar Bank (attached hereto and hereafter re- ferred to as "Crestar Agreement"), RRHA agreed to construct a parking garage on Parcel 2C of the RRHA's Downtown East Renewal Project and has granted to Crestar a nonexclusive permanent ease- ment for up to 266 parking spaces in the parking garage; and WHEREAS, pursuant to an Agreement dated November 26, 1990, between RRHA and City, ("November 26, 1990, Agreement") City has agreed to assist RRRA in the financing and oversight of construc- tion of parking garage and RRHA has agreed to lease the parking garage to City; NOW, THEREFORE, for and in consideration of the mutual pro- mises, covenants and agreements set forth in this Agreement and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, RRHA does hereby lease to the City and City agrees to operate the parking garage, constructed in accordance with the November 26, 1990, Agreement between RRHA and City and located on Parcel 2C of the Downtown East Renewal Project in the 200 block of Church Avenue, upon the following terms and conditions: 1. Term. The initial term of this lease shall be for thirty (30) years commencing upon RRHA's receipt of the Certifi- cate of Occupancy for the parking garage, and shall terminate at midnight on the thirtieth (30th) anniversary of such date. At the expiration of the intital term, and at the expiration of each extension term hereinafter provided, the term of this Agreement shall automatically extend for an additional term of one (1) year unless City shall give notice to RRHA, at least ninety (90) days prior to the expiration of the then applicable term, that this Agreement shall terminate at the expiration of that term. 2. Rent. City shall pay as rent a sum equal to the annual amount of principal and interest RRHA is obligated to pay its lenders pursuant to the financing arrangements for the construc- tion of the parking garage made pursuant to the November 26, 1990, Agreement. The actual amount of rent, therefore~ shall reflect any and all changes in the financing arrangements on the parking garage. The rent shall be paid mens, in advance by the fifteenth (15th) the term hereof. in equal monthly install- day of each month during At such time during the term of this Lease or any extension thereof the financial obligation of RRHA is satisfied, the City shall pay as rent the sum of One Dollar ($~.00) per annum, payable on the first (lst) day of the month following such satis- faction. 3. Operation. City agrees to operate ~and manage the park- ~ng garage at its sole cost and expense and RRHA hereby autho- rizes the City, for RRHA's account and on RRHA's behalf, to take any and all action necessary or desirable to operate the parking garage in a commercially reasonable manner and in a manner to fulfill RRHA's obligations under the Crestar Agreement. RRHA shall direct Crestar to make all payments of parking fees due RRHA pursuant to Paragraph 2 of the Crestar Agreement directly to the City. City has the sole and unconditional right to any and all operating revenues in excess of rental payments due hereunder. garage Crestar Agreement; provided, however, that in no event rates be lower than the average of the maximum monthly charged at all City-owned or operated parking garages. Parkin$ Rates. Rates to be charged for parking in the shall be set by RRHA in accordance with the terms of the shall the rates 5. Contract Services. City shall have the right, at City's option, to contract with independent contractors for the management and/or operation of the parking garage. 6. Maintenance. City shall keep the parking garage in a good and safe state of repair and in a clean and orderly condi- tion, usual wear and tear excepted. 7. Insurance. RRHA will insure the premises against damage or destruction by fire, flood, earthquake or other cas- ualty by policies with extended coverage; and City shall not be liable for damage to the premises by fire, flood, earthquake or 6ther casualty so covered by this type of insurance, no matter how caused, it being shall look solely to City. understood that in case of such damage RRHA the insurer for reimbursement and not to the 8. Destruction by Fire or Other Casualty. If during the terms granted by this Lease, the parking garage shall be damaged or destroyed by fire, flood, earthquake or other casualty, RRHA shall repair and restore the same at RRHA's expense and as promptly as possible. 9. Quiet Enjoyment. RRHA warrants and covenants that the parking garage may be used for the purposes herein contemplated throughout the term of this Lease and any extensions thereof. City shall quietly enjoy the parking structure for the full term of this Lease and any extensions thereof. 10. Surrender. On the termination of City's occupancy, the parking garage shall be surrendered in the condition in which the City is hereby required to maintain the same. 11. Other Interests in Parking Garage. City acknowledges that RRHA may lease, sell or convey the air rights above the parking garage, together with such easements in the parking garage for support, utilities, and access as shall be'necessary for the construction and operation of residential or commercial improvements within those air rights. RRHA agrees that any - 4 - lease, sale or conveyance, as well as the terms thereof, shall be made in consultation with and subject to the approval of the City Manager. All proceeds from such lease, sale or conveyance shall be used by RRHA to further develop the parking garage or to reduce the outstanding debt on the parking garage. In the event that the outstanding debt on the parking garage is reduced, the rental payments provided for in Paragraph 2 shall be adjusted to reflect any corresponding reductions in the annual debt ser- vice. 12. Severability. The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision of this Agreement. 13. Notices. Ail notices and communications required or permitted under this Agreement shall be in writing and shall be deemed duly given if delivered personally or by express delivery service, or if sent by registered or certified United States mail, return receipt requested, first class, postage prepaid, to the following addresses (or to another address of a party that such party elects to designate in writing addresses listed below: If to RRHA: Mr. Herbert D. McBride Executive Director 2624 Salem Avenue, N. W. Roanoke, Virginia 24017 with copy to: to all other Daniel F. Layman, Jr., Esquire Woods, Rogers & Hazlegrove 105 Franklin Road, S. W. Roanoke, Virginia 24004-0?20 - 5 - If to City: with copy to: The date received, if livery service), by registered or W. Robert Herbert City Manager, City of Roanoke 364 Municipal Building Roanoke, Virginia 24011 Wilburn C. Dibling, Jr. City Attorney, City of Roanoke 464 Municipal Building Roanoke, Virginia 24011 such notice is deemed given shall be the date it is it is delivered in person (including by express de- or two days after its postmark, if it is sent certified mail. 14. Successors. This Agreement shall be binding upon, and shall inure to the benefit of, the parties and their respective successors and assigns, but may not be assigned by either party by operation of law or otherwise, in whole or in part, without the express written consent of the other party. 15. Disclaimer. It is understood and agreed that (a) City's performance of its obligations under this Agreement shall be solely for RRHA's benefit and protection and (b) no entities other than RRHA and City, and no person, shall be entitled to assert (1) any claim or defense as to any failure by City to perform as required by this Agreement or (2) any waiver or other modification of the rights or obligations of RRHA or City under this Agreement. 16. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and may be changed or modified only by a written - 6 - instrument executed by both parties. The headings set forth in this Agreement are solely for the convenience of reference and shall have no effect on the interpretation of this Agreement. 17. Applicable Law. This Agreement shall be construed, performed and enforced in accordance with the laws of the Common- wealth of Virginia. WITNESS the following signatures and seals: ATTEST: Mary F. Parker, City Clerk CITY OF ROANOKE By W. Robert Herbert, City Manager ATTEST: Secretary CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY By - 7 -