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HomeMy WebLinkAboutCouncil Actions 04-03-89C-1 C-2 Garland (29503) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL April 3, 1989 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. Yrs. Bowles was absent. (Arrived during the Executive Session at 4:25 p.m.) The invocation will be deli~,ered by The Reverend Willie E. Butler, Pastor, St. Paul Methodist Church. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. BID OPENINGS Bids for construction of the Coyner Springs Sewer Extension· Three bids were referred to a cow~nittee composed of Messrs. Garland, Chairman, Kiser and Clark for tabula- tion, report and recorrrnendation to Council. CONSENT AGENDA (Approved 6-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COUNCIL AND WILL BE ENACTED BY ONE' MOTION IN THE FORM LISTED BELOW· THERE WILL BE NO SEPARATE DIS- CUSSION OF THESE ITEMS· IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. Minutes of the regular meetings of Council held on Tuesday, January 3, 1989, and Monday, January 9, 1989, and the special and regular meetings held on Tuesday, January 17, 1989. RECOMMENDED ACTION: Dispense with the approve as recorded. reading thereof and A communication from Mayor Noel C. Taylor requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, cowmissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. (1) C-3 C-4 C-5 C-6 RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards~ commissions and com- mittees appointed by Council~ pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950)~ as amended. A communication from Vice-Mayor Beverly T. Fitzpatrick, Jr., requesting an Executive Session to discuss a personnel matter, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss a personnel matter, pursuant to Section 2.14344 (a) (1), Code of Virginia (1950), as amended. A list of items pending from July 10, 1978, through March 27, 1989. RECOMMENDED ACTION: Receive and file. A communication from Mr. William L. Whitwell, Chairman, Architectural Review Board, transmitting an Annual Report of the Board for 1988. RECOMMENDED ACTION: Receive and file. Qualification of Ms. A. Catherine Womack as a member of the Roanoke Neighborhood Partnership Steering Committee, for a term ending November 8, 1989. RECOMMENDED ACTION: Receive and file. Request of Council Member Howard E. Musser for an Executive Session to discuss a personnel matter~ pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Communications: A congnunication from Mr. Alton B. Prillaman, Secretary, Roanoke City Electoral Board, recommending that Council schedule a public hearing for Monday, May 8, 1989, at 7:30 p.m., with regard to the temporary relocation of the polling place for Witliamson Road No. i Precinct, from Oakland Elementary School to the Huntington Court United Methodist Church Fellowship Hall. (2) Council concurred in the recorr~nendation of the Electoral Board and scheduled a public hearing for Monday, May 8, 1989, at 7:30 p.m., in the City Council Chamber, fou,th floor of the Municipal Building. Reports of Officers: a. City Manager: Briefings: A report with regard to library activities during National Library Week~ April 9 15, 1989. NO ACTION. A report with regard to the proposed fiscal year 1989-90 Community Development Block Grant Program and budget. NO ACTION. Items Recommended for Action: a. A report recommending that automobile racing in Victory Stadium remain a prohibited activity. Counci! concurred in the recorrgnendation of the City Manager to deny the request of Mr. Taylor. (Council Members Bowers and Musser voting no.) b. A report of the City Attorney concurring in the above recommendation. Received and filed. voting no.) (Council Members Bowers and Musser A report recommending the permanent donation of the Bicentennial Quilt to the Roanoke Museum of Fine Arts to ensure that it will be of full value to the general public, properly stored~ preserved and used. WITHDRAWN. A report recommending execution of an Administrative Agreement with the Department of Housing and Community Development for the Single-Family Rehabilitation and Energy Conservation Loan Program. Adopted Ordinance No. 29503. (6-0) A report recommending execution of an amendment to the contract for services with the Roanoke Redevelopment and Housing Authority for fiscal year 1988-89. Adopted Ordinance No. 29504. (6-0) A report recommending authorization to submit an applica- tion for the Emergency Home Repair Program to the Department of Housing and Community Development. Adopted Resolution No. 29505. (6-0) (3) A report recommending authorization to accept an Emergency Shelter Grants Program award, in the amount of $24~000.00~ from the U. S. Department of Housing and Urban Development; and appropriation of funds therefor· Adopted Ordinance No. 29506 and Resolution No. 29507. (6-0) A report with regard to Historic Properties in the City of Roanoke. Council concurred in the recongnendation with the understanding that the City Manager wilt be authorized to include, for local historic zoning, properties listed on the inventory prepared in 1985 of eighty-three historic structures, and any other properties which the individual owners would be agreeable to include under the historic zoning designation. Reports of Committees: A report of the Roanoke Regional Airport Commission requesting adoption of a Resolution approving the capital expenditure by the Commission of $180,000.00 to conduct a FAR Part 150 Noise Study Project. Mr. W. Robert Herbert, Chairman. Adopted Resolution No. 29508. (6-0) A report of the Roanoke Arts Commission with regard to the David Breeden sculpture. Mr. Timm L. Jamieson, Chairman. Received and filed. A report of the committee appointed to tabulate bids received for six tables and thirty bunks for the medium security area in the Roanoke City Jail, recorr~nending award of a contract to Security Detention Equipment, Inc., in the total amount of $7~646.00. Council Member Robert A. Garland~ Chairman. Adopted Ordinance No. 29509 and Ordinance No. 29510. (6-0) Unfinished Business: None· Introduction and Consideration of Ordinances and Resolutions: None. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and Members of City Council. b. Vacancies on various authorities, boards, corr~nissions and committees appointed by Council. (4) 10. Other Hearings of Citizens: Appointed the following persons: Corinne B. Gott Advisory Cow~ittee of the League of Older Americans Louis E. Ellis Roanoke Neighborhood Partnership Steering Co,,~,~ittee Elizabeth T. Bowles - Virginia Cares, Board of Directors The following persons were certified for the public interview for School Board Trustee to be held on Tuesday, April 25, 1989, at 7:00 Guy W. Byrd, Jr. Garry A. Fleming John T. Geary Thomas L. Orr Finn D. Pincus Denise A. Reedy (5) MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE C~ce of the Mo/or April 3~ 1989 The Honorable Vice-Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I wish to request an Executive Session to discuss personnel matters relating to vacancies on various authorities~ boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950)~ as amended. Sincerely, Noel C. Tayl~~ Mayor NCT:se Room 452 Municipal Building 2t5 Church Avenue, S.W. Roonoke, V~rginia 24011 (703) 981-2444 Office of the Council April 3, 1989 The Honorable Mayor and Members Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: of I wish to request an Executive Session to discuss a personnel matter, pursuant to Section 2.1-344 (a) (I), Code of Virginia (1950), as amended. Vice-Mayor Jr. BTFjr:se Room 456 Municipal Building 215 C~urch Avenue, S.W. Roonoke, Virginia 2401 ,t (703) 98t-254t Office of the Council April 3, 1989 The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I wish to request an Executive Session matter, pursuant to Section 2.1~344 (a) (1950)~ as amended. to discuss a personnel (1)~ Code of Virginia S~ e~rely, Ho~r~ ~o M~$$~r~ Council Member HEM:se Room 456 Municipal Building 21.5 Church Avenue, S.W. Roanoke, Vlrglnla 24011 (703) 98'K2541 Pending Items from July 10, 1978, through March 27, 1989. Referral Date Referred To Item 7/10/78 2/23/87 6/20/88 8/8/88 8/8/88 City Manager Regional Cable Television Committee Regional Cable Television Committee City Manager 1989-90 Budget Study City Attorney 9/12/88 City Manager Recommendation No. 11 con- tained in the Mayor's 1978 State of the City Message. (Development of Mill Moun- tain - hotel.) Request of Cox Cable Roanoke for a renewal of their fran- chise agreement in order to simplify and clarify langu- age, make certain additions and deletions, and extend the term. Communication advising of Cox Cable Roanoke's intent to seek renewal of the Cable Television Franchise in the City of Roanoke. Mayor's 1988 State of the City recommendation No. I - pursue a diversified economic development strategy invol- ving downtown, industrial areas, tourism and conven- tions and review the current City organizational structure manpower, and money available to market the City. Mayor's 1988 State of the City recommendation No. 5 encourage federal officials to ensure health care costs for AIDS patients and to pre- vent all forms of discrimina- tion against those who are stricken with this disease. Comments of Mr. Michael B. Smith, regarding the need for a storm drainage system on Edgelawn Avenue, N. W., to eliminate excessive water run-off. Pending Items from July 10, 1978, ~eferral Date ~eferred To 11/14/88 City Manager 1/9/89 City Manager 3/20/89 Robert A. Garland Kit B. Kiser William F. Clark through March 27~ 1989. Item Report of the City Planning Commission recommending ap- proval of the proposal of the Citizens' Advisory Committee on City-Wide Parks Study to name the sports complex area near Victory Stadium, "Roa- noke River Sports Complex." Matter with regard to speed- ing on Hemlock Road, N. W. Bids for construction of a box culvert storm drain on Southern Hills Lane, S. W. -2- C~ce of ~he CiW Cle~ April 3, 1989 File #249 Mr. IV. L. Whitwell, Chairman Architectural Review Board 1255 Keffield Street, N. W. Roanoke, Virginia 24019 Dear Mr. Whitwell: Your cor~unication transmitting the Annual Report of the Architectural Review Board for 1988, was before the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. On motion, duly seconded and adopted, the report was received and filed. Sincerely, City Clerk liFP:ra pc: Ms. Evelyn S. Gunter, Secretary, Architectural Review Board Room 456 Municipol Building 2t5 Church Avenue SW Poanoke V~rg~nia 24011 (703) 98t-2541 Roanoke City Architectural Review Board April 3, 1989 The Honorable Mayor Noel C. Taylor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: 1988 Annual Report Roanoke City Architectural Review Board On behalf of the Architectural Review Board, I am pleased to submit our annual report of 1988. The year was monumental in achieving, promoting and recognizing the City's historic and cultural resources. Investment in our historic districts has increased property values and promoted economic growth in downtown and in Old Southwest. Public awareness of our historic assets has increased; concerned citizens are active in the Roanoke Valley Preservation Foundation. Preservation planning for the city has been undertaken and has resulted in expansion of the H-1 district in downtown Roanoke, a 10-year tax freeze on rehabilitated historic properties, the establishment of a $100,000 loan fund, and a $20,000 technical services fund. Combined with Roanoke's securing the State Division of Historic Landmarks pilot regional center and the new state revolving loan fund to assist historic properties, we are well on our way to preserving our community's heritage and encouraging economic investment in our historic resources. Further steps are needed, however, to educate the citizens and businesses of Roanoke on the purpose, policies, and benefits of our historic districts and buildings. More brochures and graphic publications such as the Southwest Historic District poster and "Historic Preservation in Roanoke" brochure, will address these needs. In addition, comprehensive inventories of our neighborhoods' resources are needed to protect properties, plan for the future, and eliminate crisis situations. Room 355 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2344 The Architectural Review Board is proud to be a part of Roanoke's historic preservation activities. We hope that Council will continue to support our activities and our projects. Thank you for your strong leadership and interest in preserving the historic fabric of our community. WLW:ESG:mpf attachment cc: Singerely, ~ ~rch±tectural ~i~w l~ard City Manager Assistant City Manager City Attorney Director of Finance Director of Public Works Zoning Administrator ROANOKE CITY ARCHITECTURAL REVIEW BOARD ATTENDANCE 1988 Number of Meetings Held: 9 Henry B. Boynton John W. CJeasy Susan S. Goode Timothy L. Jamieson Richard L. Meagher Kenneth L. Motley W. L. Whitwell Present 8 7 6 8 6 5 7 Absent 1 2 3 1 3 4 2 0 0 0 0 · ~0 0 O H O~ · ~1 0 0,~ 0 0 0 4J H ~0 Or..) ~..IJ O~ ~1 0 O 0-~ 0 rj ~ 0 G ~ 0 .E~.I .,-I 0 Ord 0 ::> 0 0 ~ r...) 0 ~ r~ 0 0 0 CO 0 o oo O0 O~ I> Office of ~ne City April 3, 1989 File #15-488 Mr. William J. Rand, III, Chairman Roanoke Neighborhood Partnership Steering Corr~nittee 3571Mudlick Road, S. W. Roanoke, Virginia 24018 Dear Mr. Rand: This is to advise you that Ms. A. Catherine Womack has as a member of the Roanoke Neighborhood Partnership Committee for a term ending November 8, 1989. Sincerely, City Clerk qualified Steering MFP:ra pc: Ms. Stephanie A. Fowler, Neighborhood Partnership Coordinator Room 456 Municipal Building 215 Church Avenue S W Roanoke V~rg.~ia 2401 t (703) 981-254t Oath or Affirmation of Office 8tare o] Virfflnia, Cit~t o] Roanoke, to.~oit: I, . do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the State of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as Subscribed and sworn to before me, this '~ q ~(- _day of ~V~e~c~z~- / / ~oO ? /d~ ~_~c(~ , Deputy Clerk / O~ce of ~e City March 22, 1gsg File #15-488 Ms. A. Catherine Womack 125 Wentworth Avenue, N. Roanoke, Virginia 24012 Dear Ms, Womack: At a regular meeting of the Council of the City of Roanoke held on Monday, March 20, 1989, you were elected as a member of the Roanoke Neighborhood Partnership Steering Co,~ittee for a term ending November St 1989. Enclosed you will find a certificate of your election and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the Cit~ of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were elected. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Ene. pc: Mr. William J. Rand, III, Chairman, Roanoke Neighborhood Partnership Steering Corrgnittee, 3571Mudlick Road, S. W., Roanoke, Virginia 24018 Ms. Stephanie A. Fowler, Neighborhood Partnership Coordinator Root'n 456 Municif:~l Building 21§ C~urch A,~nue SW J'~d~nO~r ~rg~nia 24~11 (703) 981-254. t 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 twentieth day of March, 1989, A. CATHERINE WOMACK was elected as a member of the Roanoke Neighborhood Partnership Steering Cow~ittee for a term ending November 8, 1989. Given under ray hand and the Seal of the City of Roanoke this twenty-second day of March, 1989. City Clerk Office of the O~ Cle~ Apnil 3, 1989 File #40 Mr. Alton B. Prillaman, Secretary Roanoke City ~lectoral Board P. 0. Box 2865 Roanoke, Virginia 24001 Dear Mr. Prillaman: Your corr~unication recor~ending that Council schedule a public hearing for Mondax, May 8, 1989, at 7:30 p.m., with regard to the temporary relocation of the polling place for Williamson Road No. 1 Precinct, from Oakland Elementary School to the Huntington Court United Methodist Church Fellowship Hall, was before the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. On motion, duly seconded and adopted, Council concurred in the recommendation of the Electoral Board and scheduled a public hearing for Monday, May 8, 1989, at 7:30 p.m., in the City Council Cham~er, fourth floor of the Municipal Building. Mary F. Parker, CIG City Clerk MFP:ra pc: Ms. Audrey M. Franklin, Registrar ROOm 456 Municipal Building 215 Church Avenue SW Roanoke ~rg~nia 24011 (703) 981-254t April 3, 1989 File #40 Mr. Wilburn C. Dibling, Jr. City Attorney Roanoke, Virginia Dear Mr. Dibling: A corr~unication from Mr. Alton ~. Prillaman, Secretary, Roanoke City Electoral Board, recommending that Council schedule a public hearing for Monday, May 8, 1989, at 7:30 p.m., with regard to the temporary relocation of the polling place for Williamson Road No. i Precinct, from Oakland Elementar~ School to the Huntington Court United Methodist Church Fellowship Hall, was before the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. On motion, duly seconded and adopted, Council concurred in the recommendation of the Electoral Board and scheduled a public hearing for Monday, May 8, 1989, at 7:30 p.m., in the City Council Chamber, fourth floor of the Municipal Building. Sincerely, City Clerk MFP:ra Room 456 Munici~l Buildin~j 215 Church Avenue, SW Roanoke ~r§~nia 2401t (703) 981-254t EI,ECTORAL P, OARD April 3, 1989 MEiBA C. PIRKEY, Chairma~ CHARL[S T. GREEN, Vice Cl~alrman ALTON ~{. PRIIIA#AN, Secretary Honorable Noel C. Taylor, Mayor, and Members of Roanoke City Council Municipal Building Roanoke, Virginia 24011 Re: Temporary Relocation of Polling Place in Williamson Road #1 Precinct (Sec. 10-30 City Code) Dear Members of Council: The Electoral Board has been informed by the school administration that Oakland School will be closed for renovation during 1989-90 school year and cannot be used as a polling place during that time. Huntington Court United Methodist Church Fellowship Hall was recommended by Mrs. Bowles as an alternate location. The church council has authorized the city to use the Fellowship Hall for voting while the school is closed. (Copies of correspondence attached.) We have visited the proposed site, located on Williamson Road at Huntington Boulevard, in the same block as Oakland School. The Fellowship Hall, de- tached from the main church building is spacious, well-lighted, accessible for handicapped and has ample parking in the rear. The Electoral Board recommends it as a temporary voting place. We expect to return to Oakland School in the fall of 1990. Section 24.1-39 of the Code of Virginia requires that a notice of a pro- posed relocation of polling place be published in a newspaper of general circulation for two consecutive weeks and no changes can be made within 60 days next preceding any general election. Relocating a polling place also requires approval of the Attorney General. The Electoral Board requests that this matter be placed on the May 8th agenda for a public hearing and action of Council. Alton B. Prillaman, Secretary Roanoke City Electoral Board CC: Wilburn C. Dibling, City Attorney George H. Gravitt, Minister, Huntington Court United Methodist Church Huntington Court United Methodist Church WILLIAMSON ROAD AT HUNTINGTON BOULEVARD P. O. BOX 5066 - ROANOKE. VIRGINIA 24012 PHOne {703) 366-3465 GEORGE H. GRAVITT MINISTER February 15, 1989 Ms. Audrey Franklin General Registrar Post Office Box 1095 Roanoke, VA 24005 Dear Audrey: This letter is to confirm your letter of February 8th requesting the use of the Huntington Court United Methodist Church Fellowship Hall as a polling place, 1989-90. Our staff is usually here 8:00 am - 4:00 pm each weedkay and arrangements can be made for our custodian to open and close the Fellowship Hall as needed. If you have further questions, please advise. Sincerely, CENERAL RECI STIL~R Audrey M. Franklin February 8, 1989 P. O. Box 1095 Roanoke, Virginia 24005 Tel: (703) 981-2281 Ms. Carolee Pearson Huntington Court United Methodist Church 3333 Williamson Rd., N. W. Roanoke, Virginia 24012 Dear Ms. Pearson: Thank you for meeting with me last month and taking the time to show me the facilities that your church has so graciously offered the City of Roanoke as a temporary polling place for our Williamson Road No. 1 precinct. As you know, Oakland School, the present polling place, will be closed for renovation during the 89-90 school year and cannot be used for voting during that time. The Electoral Board met last week and the members were very pleased with the idea of using the Fellowship Hall of your church for voting and we are grateful to Mrs. Elizabeth Bowles for putting us in touch with you. It is an ideal location and appears to meet our needs in every respect. The Board wants to take the matter before City Council for a public hearing and subsequently submit to the Justice Department for approval, Therefore, we would like to have a letter from you authorizing the City to use the Fellowship Hall. This letter will confirm some of our conversation when we met on January 25: (1} Two elections are schedules during the 89-90 school year on Novee~)er 7, 190g and May l, lg90. However, we must have a temporary polling place available should a special or primary election be called. (We would know at least 60 days ahead of time.) (2} The Fellowship Hall is accessible for handicapped voters and appears to meet the requirements established by state code. (3) We will need to have access to the building: a. When voting machines are delivered on Monday before elections; b. By 5:15 a.m. on the morning of each election; and c. When voting machines are picked up on Wednesday following elections. It was a real pleasure meeting you and it is so reassuring to have such t Page 2 Ms. Carolee Pearson February 8, 1989 nice folks working with us to provide our election needs. Again, thank you for your time and cooperation. I look forward to hearing from you soon. If you have any questions or suggestions, please feel free to call. Sincerely, Audrey M. Franklin General Registrar AMF:ssp Roanoke, Virginia April 3, 1989 Honorable Mayor and City Council Roanoke, Virginia Members of Council: I respectfully request that space be reserved on Council's agenda Monday, April 3, 1989, for Beverly Bury, City Librarian, to brief City Council on library activities during National Library Week, April 9-15, 1989. WRH/slw Respectfully submitted, W. Robert Herbert City Manager Roanoke, Virginia April 3, 1989 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Briefing on the Proposed Fiscal Year 1989-1990 Community Development Block Grant (CDBG) Program and Budget Background: CDBG program was created in 1974 to replace the old Housing and Urban Development (HUD) urban renewal and categorical grant programs which were popular during the late 1960's and early 1970's. Since 1974, the City of Roanoke has received apDroximately $ 30 million in CDBG funds which have been used on numerous projects in housing, economic development, community services, and public improvements. II. Current Situation: Roanoke's CDBG entitlement will be $1,547,000 for fiscal year beginning July 1, 1989. Citizen hearings and workshops have been held January 17, and March 9, 1989 in order to obtain citizens' recommendations and to identify revitalization needs for the coming year. Public hearing results were that citizens are generally satisfied with programs which have been successful in the past and which address the needs for housing and neighborhood improvement. 1989-90 Statement of Objectives and budget proposal, therefore, places heavy emphasis on housing programs, economic development and neighborhood revitalization, in previous years. III. Budget Summary: The following are brief descriptions of our program and budget recommendations for Fiscal Year 1989-90. The details surrounding the following five major categories are contained in the Draft Statement of Objectives and Proposed Use of Funds which Council received under separate cover. Housin~ Revitalization will total $1,728,500 from all funding sources. This includes $731,500 in CDBG funds, and $997,000 expected to be leveraged from private investments and other state and federal funding sources. Economic Development will total $2,186,147 from all funding sources. Of this amount $716,814 is to repay prior commitments on loans from HUD. Of the total $2,186,147, CDBG funds will provide $1,010,103, and $1,176,044 will come from other sources, public and private. Neighborhood Revitalization projects will total $549,211 from all funding sources, of which $534,224 will be provided from the CDBG budget. Critical needs will be addressed with the ADRC Renovation project of Mental Health Services, and the Emergency Assistance program of the City's department of social services. These projects total $311,876, of which $119,000 will be provided by the CDBG program. General Administration and Pro~ram Oversight will be provided by the Roanoke Redevelopment and Housing Authority and the City's Office of Grants Compliance for a total of $234,606 of which $185,624 will be provided by the CDBG program. Total anticipated program expenditures - $5,010,373 (See Attachment A for anticipated revenue sources) IV. Conclusion: The proposed CDBG budget and program is a balanced one. It provides for housing improvement, business development, the creation of new job opportunities, human development, the strengthening of our neighborhood organizations and adequate administrative oversight for the entire program. It will allow us to build upon the successes of the past and to meet some urgent critical needs. This CDBG program is submitted for Council's review. On April 10, 1989 City Council has scheduled an evening public hearing to receive citizens' comments. At that time, Council will be requested to authorize the City Manager to submit the 1989-1990 Statement of Objectives to the Richmond Office of 2 the Department of Housing and Urban Development for their review and approval. Respectfully submitted, W. Robert Herbert City Manager WRH:mtp Attachments CC: City Attorney Director of Finance Director of Public Works Director of Human Resources Chief of Economic Development Chief of Community Planning Building Commissioner City Engineer Grants Monitoring Administrator Executive Director, Mental Health Services Executive Director, Roanoke Redevelopment & Housing Authority Executive Director, Total Action Against Poverty 3 0 :> ATTACHMENT A 0 ~ o! Office of the Ciiy Manager March 6, 1989 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Members of Council: Subject: Draft Program and Budget - Community Development Block Grant Program Enclosed for your review is a draft of the proposed CDBG budget and program for Fiscal Year 1989-90. This proposed budget and program will be presented at an administrative public hearing scheduled for Thursday, March 9, at 7:30 p.m., at the First Baptist Church, 310 North Jefferson Street. The proposed budget and program is a result of citizen involvement at a workshop which was held on January 17, and staff evaluation of proposals which where later submitted for consideration. At the citizen workshop held on January 17, participants discussed various ideas to improve their neighborhoods and made suggestions, both general and specific, as to how they would like to see the CDBG funds utilized. This infor- mation was then given to an internal review committee which I appointed and the committee has now recommended those proposals to me which they feel will have the greatest positive impact on the issues identified by those who participated in the January 17 workshop. After the March 9 administrative public hearing, I plan to brief City Council on my final recommendations at your April 3 regular meeting. The following week, which will be Council's April 10 evening meeting, a public hearing will be held to receive citizen comments on my final recommended budget and program. Realizing how important the CDBG program is to City Council and our neigh- borhood residents, I have asked Marie Pontius of the office of Grants Compliance to contact each of you during the next few weeks to respond to any comments and/or questions which you may have with respect to the enclosed information. If you should have questions and/or comments prior to being contacted by Mrs. Pontius, please feel free to contact her at 981-2141. Sincerely, W. Robert Herbert City Manager WRH:EBRJr:mp Attachments P~m 364 Munial:~l B~iid,~g 215 Chur~ Ave¢~e. S.W. RoanoRe. Virginia 24011 (703)981-2333 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council March 6, 1989 Page Two CC: Assistant City Manager City Attorney Director of Finance Directors Grants Monitoring Administrator Chief of Community Planning Chief of Economic Development Neighborhood Partnership Coordinator Building Commissioner/Zoning Administrator City Engineer Office of the City Clerk April 3, 1989 File #122 Mr. Edward A. Natt Mr. Whitey Taylor Attorney 5473 Franklin Road, S. W. P. 0. Box 20068 Roanoke, Virginia 24014 Roanoke, Virginia 24018~1699 Gentlemen: A report of the City Manager recorrtaending that automobile racing in Victory Stadium remain a prohibited activity, was before the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. On motion, duly seconded and adopted, Council concurred recommendation of the City Manager. Sincerely, ~~ Mary F. Parker, CMC City Clerk in the MFP: ra pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead~ Jr., Director of Administration Public Safety and Room456 MunicipolBuilclin(j 215 Church Avenue SW Roanoke V~rg~nia24011 (703) 981-2541 Roanoke, Virginia April 3, 1989 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: AU"['(~IOBTI.I~ P~CING IN 'r~ VICTORY STADI[~ Attached is Mr. Whitey Taylor's latest proposal of March 21, 1989, to use the Victory Stadium for a series of three (3) automobile racing events during the sure, er of 1989. After a careful review of this proposal, I remain of the opinion that allowing automobile races in the Victory Stadium would not be compatible with the adjoining property uses nor with adopted City plans as outlined in my February 21, 1989 report to Council on this matter (copy attached). Accordingly, I recommend that Council reaffirm the City's present policy which will mean that auto racing in Victory Stadium will remain a prohibited activity. Respectfully submitted, W. Robert Herbert City Manager WRH/DVT/tch Attachments CC: Mr. Edward A. Natt, Esquire Mr. Whitey Taylor City Attorney Director of Finance Director of Administration and Public Safety Director of Public Works Manager, Department of Parks, Recreation and Grounds Maintenance Parks Planner Mrs. Barbara Duerk, Neighbors in South Roanoke Mr. Houston L. Bell, Jr., RMH OSTERHOUDT, FERGUSON, NATT, AHERON g AGEE ROANOKE, VIRGINIA 24018- 1699 March 21, 1989 Mr. Bob Herbert City Manager City of Roanoke 215 W. Church Avenue, Room 364 Roanoke, Virginia 24011 Re: Mr. Whitey Taylor - Racing at Victory Stadium Dear Bob: As you know, I represent Mr. Taylor in his request to City Council for authorization to conduct a series of automobile races at Victory Stadium this summer. The matter was the subject of a report from your office dated February 21, 1989 and it was continued by City Council until such time as Mr. Taylor could prepare a plan, submit it to your office and have it placed back on Council's agenda. It is my understanding that the matter will be on Council's agenda at its April 3rd meeting at 2 p.m. In this letter I will attempt to outline Mr. Taylor's request. If, following your review of the letter, there are any additional questions, please feel free to con- tact me. The basis of the request is as follows: I. Mr. Taylor is seeking permission to conduct a series of not more than three races at Victory Stadium this summer. One of the races would be on Memorial Day weekend, one on the 4th of July weekend, and one on the Labor Day weekend. The specific times on the weekends is immaterial other than the request that they either be on a weekend afternoon or evening. The purpose of the request is to have a trial series of races to see what, if any, impact such would have on the stadium and/or the surrounding area. We are not asking for a permanent racing arrangement but rather one for the 1989 summer season on a very limited basis. 2. Each of the events would be a series of five races. There would not be more than 20 cars per race. All cars will have mufflers and the cars fall into the following five categories: a. Late model stock. b. Limited sportsman. c, Street stock. d, Mini stock. e. Family class. 3. Steps will be taken to insure that the cars are kept off of the grass area at the stadium. This will be accomplished by either fencing or railroad ties and it will be done in a manner satisfactory to City of Roanoke person- nel. The pit area would be outside the East stands at the south end of those stands. 4. Mr. Taylor and his personnel will clean up after each series of races. This would include clearing the track to insure that it is in a similar condition as existed prior to the races being conducted. If any damage occurs, Mr. Taylor would agree to indemnify and hold the City harm- less and to repair the same to the pre-race condition. This could be accomplished by posting a cash bond or in any other manner satisfactory to the City. 5. It is anticipated that each event would draw 8,000 to 10,000 people. The racing would start at 8 p.m. and be over by 11 p.m. The highlight event of the evening would be conducted in the middle of the race so that spectators could leave towards the end of the evening having seen the highlight event. This would reduce the possibility of all spectators leaving at the end of the races at the same time. We feel as if this proposal for a trial series of races would be beneficial to all parties concerned. We realize the serious concern of residents of the City of Roanoke. However, we feel that the trial series of races, in order to determine what impact, if any, racing would have, would be in everyone's best interest. Obviously, if the racing has a negative impact, we would consider that and realize that Victory Stadium would not be an appropriate place for racing. However, if there is a positive impact, and we feel as if there would be, racing could prove to be a very positive utilization of Victory Stadium. Racing has been conducted at Bowman Gray Stadium in the City of Winston-Salem, North Carolina on a track very similar to that of Victory Stadium. This stadium is also used for football games at the both the high school and college level and racing has been going on there for approximately 40 years without any negative impact. We feel as if the situa- tion at Victory Stadium in the City of Roanoke would be very similar. We certainly appreciate your attention to this matter and look forward to appearing before City Council on April 3rd to make our presentation. As I said above, if you have questions, please feel free to give me a call. Very truly yours, OSTERHOUDT, FERGUSON, AHERON & AGEE, P.C. Edward A. Natt NATT, EAN/dle c: Whitey Taylor Office of fine CiW Clen~ ~larch 31, 1989 Mr. Whitey Taylor Mr. Edward A. Natt 5473 Franklin Road, S.W. Attorney Roanoke, Virginia 24014 P. 0. Box 20068 Roanoke, Virginia Gentlemen: 24018-1699 Please be advised that the enclosed reports are included on the agenda of the Council of the City of Roanoke for its meeting on Monday, April 3, 1989, said Council meeting to begin at 2:00 p.m. in the City Council Chamber, fourth floor of the Municipal Building, 215 Church Avenue, S. W., Roanoke~ Virginia. Sincerely, Mary F. Parker, CMC City Clerk MFP:se Enc. Room 456 Municipal Building 2t5 C~urch Avenue SW Roanoke Wrg~nia 240tt (703) 981-2541 Office of the City Clerk ~farch 31, 1989 Air. Rick Large 4203 Hershberger Road, N. Roanoke, Virginia 24017 Dear Mr. Large: Please be advised that the enclosed reports are included on the agenda of the Council of the City of Roanoke for its meeting on Monday, April 3, 1989, said Council meeting to begin at 2:00 p.m. in the City Council Chamber, fourth floor of the Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. Sincerely, Mary F. Parker, CMC City Clerk MFP:se Enc. Room 456 Municipal Building 2~5 C~urch Avenue SW Roanoke Virginia 240t t (703) 981-2541 Neighbors in South Roanoke Roanoke, Virginia 24014 TO: Roanoke's Mayor Ta'vlor Roanoke City Council Members City Manager, Herbert a -,ut h Roanoke FROM: Neighbors in c- - RE: Auto Racing in Victory !Stadium In the Winter o~ 1988~ as a continua~ior-, e~ Roarloke Vision~ the City's 20-year comprehensive development plan~ residents o~ South Roanoke participated with City sta~ in three workshops that identi¥ied neighberhood issues, goals~ assets Our neighborhood is made up of persons with diverse con[inuing in.~lux o.~ young ,~amilies in our neighborhood. residential integriLy o~ 'Lree lined streets~ sidewalks~ Roanoke a place people want to live. t'he wei I Neighbors in South Roanoke~ DO ~¥.i~i WAN']" au[o racir;g at Victory Stadium. Au'Lo Racing would be detrimental to our nieghborhood's unique character. Auto Racing :£s NOT COMPATIBLE.~ under any ci?'curr~stances~ with the values cherished in our neighborhoed. Neighbors in South Roanoke request: that you uphold your committment ~.o support the concept that Roanoke i s not oniy a great pi[ ace to ~,~c)r k .~ but great place to live. Thank yOLl, Barbara Duerk, Chair Neighbors in Sou~h Rc~anoke WILBURN C. DIBLING, JR. CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY 464 MUNICIPAL BUILDING ROANOKE, VIRGINIA 24011-1595 April 3, 1989 WILLIAM X PARSONS MARK ALLAN WILLIAMS KATHERINE HOWE JONES STEVEN J, TALEVl ASSISTANT CITY ATTORNEYS The Honorable Mayor of City Council Roanoke, Virginia and Members Re: Request to use Victory Stadium for automobile races Dear Mrs. Bowles and Gentlemen: At your February 21, 1989, meeting, Council carried over a request from Mr. Taylor that he be permitted to use Victory Stadium for automobile races. The City Manager has prepared a report to Council responding to Mr. Taylor's latest proposal of March 21, 1989. In this report, the City Manager has reiterated several reasons for denying Mr. Taylor's request which were con- tained in the City Manager's earlier report of February 21, 1989. We have reviewed Mr. Taylor's most recent request and the response of the City Manager. The objections to Mr. Taylor's request which are cited in the City Manager's report continue 'to appear to be sound reasons for denying the request, and we believe that the City Manager's most recent recommendation is legally justifiable. We will be pleased to discuss this matter with members of Council and to respond to any questions which you may have. With kindest personal regards, I am Very truly yours, Wilburn C. Dibling, Jr. ~ City Attorney WCDj/MAW:sm CC: W. Robert Herbert, City Manager Mary F. Parker, City Clerk Edward A. Natt, Esquire Whitey Taylor 522 Mountain Avenue, S, W. Roanoke, Virginia The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I am a member of the Citizens' Environmental Council, a resident of 01d Southwest, and a member of the Neighborhood Alliance. I am opposed to the racing at Victory Stadium because of the noise and air pollution. Sincerely, John Cone 4556 Van Winkle Rd. S.W. #25 Roanoke, Va. 240~[~.,~ O~ce c~heCi~'Cler~ March 9, 1989 Fi le #67 Mr. Whitey Taylor 5342 Franklin Road, S. W. Roanoke, Virginia 24014 Dear Mr. Taylor: A report of the City Manager recan~nending denial of your request to use Victory Stadium for automobile races, was before the Council of the City of Roanoke at a regular meeting held on Tuesday, February 21, 1989. On motion, duly seconded and unanimously adopted, the matter was deferred until the regular meeting of Council to be held on Monday, March 20, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP:sw pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Dinesh Tiwari, Parks Planner Mr. William F. Clark, Director of Public Works Room 456 Munioi:x:ll Builcllng 215 Church Avenue SW Roanoke ~rg;nia 24011 (703) 981-254t Roanoke, Virginia February 21, 1989 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: AUTOMOBILE RACING IN THE VICTORY STADIUM I. BACKGROUND: ao City Council, on December 19, 1988, referred Mr. Whitey Taylor's proposal to use the Victory Stadium for automobile races to the City Manager and the City Attorney for review and report back to the Council. City Council, in 1951, 1954, 1961, 1965, 1966 and 1967, denied requests for permission to hold stock car races in the Stadium as being incompatible with the nearby hospitals and neighbor- hoods. These actions were taken in response to citizens' concerns regarding increased noise, traffic, etc. resulting from the auto racing. II. CURRENT SITUATION: ao Auto racing in the Stadium would not be compatible with several City plans adopted in the last ten (10) years. These plans were developed with substantial involvement of the citizens of Roanoke: Roanoke's Parks - Today and Tomorre~ recommends development of a sports complex in the vicinity of the Stadium to meet the need for competition quality athletic facilities. Sports Complex Master Plan includes a certified 400 meter track and other improvements to enhance the use of the Stadium. So far, over $3 million has been invested to develop quality athletic facilities at the Complex that are compatible with each other and also with the adjoining land uses (Residential, Medical and Commercial). Roanoke Vision - South Roanoke Neighborhood Plan recommends that the unique neighborhood character and the quality of life of South Roanoke should be maintained and protected. Neighborhood opposition has Noise, traffic, image and uses are key concerns. been expressed against this request. compatibility with the adjoining Mayor and Members of Council February 21, 1989 Page 2 III. Issues: A. Council Policy. B. Consistency With Adopted City Plans. C. Citizen Concerns. IV. Alternatives: A. City Council deny Hr. Taylor's request to use the Victory Stadium for automobile races. Council policy prohibiting auto racing in the Stadium as being incompatible with the adjoining medical and residential uses would be reaffirmed. 2. Adopted City plans, as outlined in item II A above, would remain consistent with the expressed desires of the community and the Council. Citizen concerns regarding noise, traffic, etc., as noted in the attached letters, would be addressed in a positive manner. B. City Council approve the request. Council policy prohibiting auto racing in the Stadium would not be followed. Since the last reaffirmation of this policy by the Council in 1967, many more medical, residential and recreational uses have been developed in the Stadium area. As such, a change in the policy now would have a larger negative impact than it would have had in 1967. Adopted City plans would not be followed. The sports complex master plan would have to be modified and re- submitted to the Council for approval. Track and field events would be eliminated to accommodate auto racing. The objectives of the neighborhood plan to protect the character and the quality of life of South Roanoke would be compromised. 3. Citizen concerns would remain very much of an issue. Mayor and Members of Council February 21, 1989 Page 3 Ve WRH:DVT:vz Attachments CC: Recomendations: Alternative A is recommended. that the City Council deny Mr. Stadium for automobile races. Accordingly, it is recommended Taylor's request to use the Victory Respectfully submitted, W. Robert Herbert City Manager Mr. Alton Prillaman, Esquire P. O. Box 2865, Roanoke, VA Mr. Whitey Taylor City Attorney Director of Finance Director of Administration and Public Safety Director of Public Works Manager, Department of Parks, Recreation and Grounds Maintenance Parks Planner Neighbors in South Roanoke P, O. Box 8G81 Roanoke, Virginia 24014 F'ebruary 10, 1989 Mr. George C. Snead Director o~ Administration 215 Church Avenue Room 354 Roanoke, Virginia 24011 and Public Safety Dear Mr. Snead: Neighbors in SouLih Rc, anoke are not oppo~.~ed to Auto Racing and realize that there i'-~as been, in the past, such activities in Victor~ Stadium. Bot, we strongly Yeel that Victor~/ stadium, now and in the ~u'~ure, is not the place {or this activity. Problems with parking, and ~'.' -~c~._.~ive noise will adversely effect cherished n(s. iqhborho0 i ~'alues. Please take in consideration our request that Auto Racing NOT' be allowed in Victory Stadium. Si r'lcer el y, L~arbara Duerk, Chairmac, he~c,n~]c)rs ~.n South Roanoke Roanoke Mernoria] Hospitals December 19, 1988 HOUSTONL BELL JR Chief Operating Officer An Affiliate of OII~ILION Health System Mr. George Snead Director of Public City of Roanoke Roanoke, VA 24011 Safety Dear Mr. Snead: It has been brought to our attention that the City of Roanoke has been asked by an individual or individuals for the authority to use Victory Stadium to hold auto races. Roanoke Memorial Hospitals wishes to object to any such plans in the strongest possible terms, Review of our files indicates that such requests have been made of Council in past years. The Hospital objected then for basically the same reasons that we object now. Such races would be a nuisance and a disturbance to our patients. In our opinion this simple statement speaks for itself as sufficient cause to reject such a request. There are other factors which you might also consider including safety and air pollution, but there are others who are more qualified to speak to those legitimate concerns. In my opinion there are no redeeming circumstances which could support approval of this request, Roanoke Memorial Hospitals appreciates the opportunity to share its concerns on this issue and trust that you will find against the request, Sincerely yours, Houston L. Bell, Jr. Chief Operating Officer cr pc: W. Robert Herbert Roanoke Memorial Hospitals Belleview at Jefferson Street Post Office Box 13367 Roanoke, Virginia 24033 Telephone 703-981-7356 WILBURN C. DIBLING, JR. CITY ATTORNEY CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY 464 MUNICIPAL BUILDING ROANOKE, VIRGINIA 24011-1595 703-981-2431 February 21, 1989 '89 FE815 72:4d WILLIAM X PARSONS WILLfAM M. HACKWORTH MARK A. WILLIAMS KATHERINE HOWE JONES ASSISTANT CITY ATTORNEYS The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request to use Victory Stadium for automobile raoe~ Dear Mrs. Bowles and Gentlemen: At your December 19, 1988 meeting, Council referred to the City Manager and the City Attorney a request from ~r. Taylor that he be permitted to use Victory Stadium for automobile races. The City ~anager has prepared a report to Council responding to this referral. In his report, the City Manager has cited several reasons for denying Mr. Taylor's request. We have reviewed Mr. Taylor's request and the response of the City Manager. The objections to Mr. Taylor's request which are cited in the City Manager's report appear to be sound reasons for denying the request, and we believe that the City Manager's recommendation is legally justifiable. We will be pleased to discuss this matter with members of Council and to respond to any questions which you may have. With kindest personal regards, I am Sincerely yours, Wilburn C. Dibling, Jr. City Attorney WCDj/WXP:ps CC: W. Robert Herbert, City Manager ~ary F. Parker, City Clerk Alton B. Prillaman, Esquire Whitey Taylor Office of the Ci~, Clerk February 16, 1989 Mr. Whitey Taylor c/o Mr. Alton B. Prillaman Atto,ney 3912 Electric Road, S. W. Roanoke, Virginia 24018 Mr. Alton B. Priltaman Attorney 3912 Electric Road, S. W. Roanoke, Virginia 24018 Gentlemen: Please be advised that the enclosed report is included on the agenda of the Council of the City of Roanoke for its meeting on Tuesday, February 21, 1989, said Council meeting to begin at 2:00 p.m. in the City Council Chamber, fourth floor of the Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia. Sincerely, Mary F. Parker, CMC City Clerk l{FP:se Enc. Room 456 Municil:~I Building 215 C~urch Avenue SW Roanoke V, rg,nio 240t t (703) 981-2541 Office of the City Cler~ April 3, 1989 File #178 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29503, authorizing execution of an agreement with the Virginia Department of Housing and Community Development for the purpose of accepting an allocation of certain state funds to be used for the implementation of the Single~Family Rehabilitation and Energy Conservation Loan Program in the City of Roanoke, which Ordinance No. 29503 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. Sincerely, Mary F. Parker~ CMC City Clerk ~fFP: ra Eneo po: Mr. Robert J. Adams, Division of Housing, Fourth Street Office Building, 205 North Fourth Street, Richmond, Virginia 23219 Mr. Herbert D. McBride, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. William F. Clark, Director of Public Works Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Mr. H. Daniel Pollock, Housing Development Coordinator lis. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municipol Building 215 C"nurch Avenue SW Roanoke ~rg~nia 240t t (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 3rd day of April, 1989. No. 29503. AN ORDINANCE authorizing the execution of an agreement with the Virginia Department of Housing and Community Development for the purpose of accepting an allocation of certain state funds to be used for the implementation of the Single-Family Rehabilita- tion and Energy Conservation Loan Program in the City of Roanoke; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager is hereby authorized on behalf of the City to execute the requisite agreement with the Virginia Department of Housing and Community Development to accept an allocation of certain state funds to be used for the implementation of the Single-Family Rehabilitation and Energy Conservation Loan Program in the City of Roanoke, said agreement 2. municipal ordinance to be in a form approved by the City Attorney. In order to provide for government, shall be in the usual daily operation of the an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. Honorable Ma~ members of Council Roanoke, Virginia Roanoke, Virginia April 3, 1989 Dear Members of Council: Subject: Background Execution of Administrative Agreement for State's Single-Family Rehabilitation & Energy Conservation Loan Program The Virginia General Assembly has appropriated $#7.5 million for the current biennium for various housing programs, most to be designed and administered by the Virginia Department of Housing and Community Development (DHCD). B. Single-Family Rehabilitation & Energy Conservation Loan Program is one such program, with the following provisions: 1. Financing for the rehabilitation and upgrading of single- family houses; 2. Houses must be occupied by low-moderate income households; 3. State funds must be matched in part by funds from other sources; #. State funding of no more than $20,000 per owner-occupied building; 5. Funding from the State Program is in two parts: a. for energy-conserving improvements, funds will be loaned 0 0% interest, with payments deferred and the loan forgiven over an 8 year period, i.e. not intended to be repaid; and b. for all other improvements, funds will be loaned at #% interest, payable over a period of 15 years. Roanoke's application for the State's Program was endorsed by City Council on December 19, 1988. The City's application requested in Program funds to be used for the following purposes: 1. In conjunction with the Home Purchase Assistance Program. In this program, the City will loan CDBG funds, already allocated by Council in the current CDBG budget, to low-moderate income families or indi- viduals agreeing to buy, renovate, and live in approximately 8 spe- cific vacant houses yet to be identified. Funds provided from the State's program will be loaned for the rehabilitation. April 3, 1989 Page 2 In conjunction with the existing Critical Home Repair Program. This program already provides grants of up to $6000 each to make criti- cally needed repairs to the homes of low income homeowners. The State's program would provide forgiveable loans for energy conser- vation repairs to appropriate houses in this year's, and next year's, Critical Home Repair Program. In this way, additional money-saving improvements may be made at no cost to the homeowner. Loans for rehabilitation of other houses of low-moderate income families or individuals. This will be a new program to begin next fiscal year. Il. Current Situation The City's application for the Program has been approved by the State (Attachment). State funds (5300,000) will be matched by $237~000 in CDBG funds currently allocated to the activities noted in Section I C above, as follows: i. $90,000 allocated for the purchase loans under the Home Purchase Assistance Program (CDBG Account 035-088-8820-5115); $100~000 already obligated or spent for repairs under the current year's Critical Home Repair Program (CDBG Account 035-088-8820-5101); 3. $q7~000 estimated in-kind costs of existing staff for the admi- nistration of the various parts of the Program. Local administration of the loan funds from the State will be handled cooperatively by the City and the Redevelopment and Housing Authority, and requires an amendment to the current contract with the RRHA (separate report). Servicing of the individual loans from the State Program will be by the Virginia Housing Development Authority (VHDA). C. Authorization to the City Manager to execute the Agreement to accept the State Program funds for the stated purposes is necessary. II1. Issues A. Effect on housing conditions B. Consistency with recommendations of the Housing Development Strategic Plan Task Force. C. Administration D. Cost to the City E. Timing April 3, 1989 Page 3 IV. Alternatives Authorize the City Manager to execute the Administrative Agreement with the Department of Housing and Community Development for the Single Family Rehabilitation and Energy Conservation Loan Program (Attachment C). Effect on housing conditions will be positive, as approximately 31 houses owned and occupied by low-moderate income households will receive repairs, lhis includes: Approximately 8 vacant houses in older neighborhoods will be bought and repaired by low-moderate income families or individuals under the Home Purchase Assistance Program. Approximately 20 homeowners who have received or will receive CDBG grants for repairs through the Critical Home Repair Program will also receive state funds to make energy-conserving repairs to their property. Approximately 3 substandard houses occupied by low-moderate income homeowners will be repaired using Owner-Occupied Rehabilitation Loans. 2. Consistency with recommendations of the Housing Development Strategic Plan Task Force would be achieved, specifically: Strategic concentration of effort (General Policy 1) - Houses under the Home Purchase Assistance Program are expected to be clustered and in areas where substantial spin~off benefits to stabilize nearby property are likely to occur. Owner-occupancy of renovated houses (Goal 6, Objective A, Activity 1) - The Home Purchase Asssistance Program will is designed to do this. Continued homeownership (Goal 6, Objective B, Activity 1) - The Critical Home Repair Program and Owner-Occupied Rehabilitation portions will help low-moderate income owners stay in their homes. Also, all recipients of loans of State funds will receive coun- seling and instruction in home maintenance, repair, etc., to faci- litate long term homeownership. Leveraging and recycling funds (Resources, Activity 5) - The Program design uses $237,000 of CDBG funds already committed to gain the use of $300,000 of other funds on very attractive terms. In addition, the $90,000 of CDBG funds dedicated to the Home Purchase Assistance Program will be repaid to the City over 10 - 15 years. April 3, 1989 Page # Administration will be handled cooperatively by the City and the Redevelopment and Housing Authority using existing staff. State funds will be disbursed by the State directly to an escrowing agent and are not expected to be paid to the City or the RRHA. This new program will require an amendment to the current contract for set- vices with the RRHA, which is being requested of Council in a separate report. Cost to the City will be nothing beyond what is currently allocated in the CDBG budget for programs and administration. Existing staff will be used, and the matching funds are already in place (Sec. II A above). Furthermore, neither the City nor the RRHA is obligated for any loans from State funds made to homeowners who default. Timing is such that the energy conservation funding which works in conjunction with the Critical Home Repair Program may begin imme- diately upon execution of the documents. Planning and identification of houses for the Home Purchase Assistance Program may also begin at once, with loans to homebuyers expected to be made this summer and fall. No action will be taken on the Owner-Occupied Rehabilitation Loans before FY 1989-90. Do not authorize the City Manager to execute the Administrative Agreement with the Department of Housing and Community Development for the Single Family Rehabilitation and Energy Conservation Loan Program. Effect on housing conditions will be negative, as a significant amount of very attractive financing for rehabilitation and energy- conserving improvements to approximately 31 homes of low-moderate income families will not be available for use in the City. 2J Consistency with recommendations of the Housing Development Strate~[ic Plan lask Force would not be met, as opportunities to enhance homeownership, rehabilitation~ and leveraging of additional resources for housing would be lost. 3. Administration would not be an issue. Cost to the City would be nothing initially, but the indirect and long-term costs of housing deterioration and abandonment will con- tinue to accrue on those houses that would be addressed with this financing. 5. Timing is such that HCD should be notified immediately to consider the application submitted as withdrawn. V. Recommendation Adopt Alternative A, thereby authorizing the City Manager to execute the Agreement with the Department of Housing and Community Development for the Single-Family Rehabilitation & Energy Conservation Loan Program. April 3, 1989 Page 5 WRH:HDP/bc/Council. t~, 5 cc: City Attorney Director of Finance Director of Public Works Building Commissioner Housing Development Coordinator Grants Administrator Director, RRHA Respectfully submitted, City Manager NEAL J BARSER DIRECTOR ROBERTJ ADAMS DEPUTY DIRECTOR JAMES E NAGGLES ASSOCIATE DIRECTOR WARRENC SMITkf ASSOCIATE DIRECTOR A TTACI-DIE NT COMMONWEALTH of VJRQINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT DIVISION OF HOUSING (804) 786'-7891 March 6, 1989 Dan Pollock Housing Development Coordinator City of Roanoke 215 Church Ave., S. W., Room 170 Roanoke, Va. 24011 Dear Dan: Enclosed please find the Administrative Agreement for your Single Family Rehabilitation Loan Program. Please review, sign, and return the Agreement to this office within 30 days. If you have any questions about the Agreement, please feel free to contact Pamela Coaxum or Ron White. Once the Agreement is received and accepted by the Office of Housing Development the appropriate dates will be inserted and a copy will be returned to you. You may begin implementing your program when you sign the Agreement; however, no commitments will be made by VHDA until the Office of Housing Development has received and accepted the Agreement. We are pleased that your organization has chosen to be a part of the overall Partnership Program and we look forward to working with you in the future. Sincerely yours, Robert J. Adams Deputy Director Enclosure Building Better Cornmumtle$ CONTRACT NO. 88SF9 SINGLE FAMILY REHABILITATION PROGRAM ADMINISTRATIVE AGREEMENT This Agreement, entered into as of this day of ,19 , by and between the Virginia Department of Housing and Community Development hereinafter referred to as "DHCD" and the City of Roanoke_herein after referred to as "Local Administrator.,, The Single Family Rehabilitation Loan funds (hereinafter referred to as the "Funds") which are the subject of this Agreement are authorized under the Revolving Loan Fund as part of the Virginia Partnership Fund. These funds are provided through an appropriation from the Virginia General Assembly. The Funds are subject to and this Agreement incorporates by reference, the terms, guidelines and regulations set forth in the SFLP Program Guidelines, as revised from time to time, and the laws of the Commonwealth of Virginia. Also incorporated by reference in this Agreement are (1) the Administrators Program Application including certifications, resolutions and agreements contained therein, and (2) SFLP Administrative Manual, as revised from time to time. This manual describes the operational procedures by which the Administrator must conduct the program for minimum contract compliance. The Local Administrator will initiate the Activities as required by this Agreement and described in the Administrators, Program Application, the Program Guidelines, and Program Manual beginning , 19 , unless special conditions require additional action on specified activities before proceeding with that activity. The Local Administrator will complete the work as required by this Agreement and described in the Administrators, Program Application, the Program Guidelines, and Program Manual within 18 months from the execution of this Agreement, or more specifically on or before , 19 In reliance upon the Application and associated documents, the Department agrees, upon execution hereof, to provide the Administrator a reservation of funds in the amount of $300,000 to undertake the project activities approved and set forth herein. This allocation is divided into a separate amount for each fiscal year. During FY 1989 (Contract date thru - June 30, 1989) the Administrator will have $100,000 of which $43,000 may be used for approved energy related improvements as defined in Attachment A and may not be used in relation to any other rehabilitation activity. The balance of the allocation may be used in relation to any eligible improvement as defined in the Single Family Rehabilitation Program Guidelines. Any funds remaining from FY'89 may be approved to be carried over into FY'90. During FY 1990, July 1, 1989 - June 30, 1990) $200,000 will be available of which $87,000 will be for energy improvements as defined in Attachment A and may not be used in relation to any other rehabilitation activity. The balance of the allocation may be used in relation to any eligible improvement as defined in the Single Family Rehabilitation Program Guidelines. The Administrator agrees to comply with all of the terms and conditions of this Agreement, its Application, and the Program Manual in its administration of this program. The Administrator further agrees to monitor, oversee and report on the use of the funds under this agreement. The Local Administrator agrees to report on the uses of the loan funds as requested by the Department. The Local Administrator shall furnish, regularly and in such a form as DHCD may require, reports concerning the status of project activities and grant funds. Such report shall be submitted in the form and manner as prescribed in the Manual and in written instructions from DHCD. The Local Administrator will make available all documents, records and other program information requested by the Department. The Department reserves the right to modify, amend, or terminate this Agreement any time during the terms of this Agreement due to failure of the Local Administrator to comply with the terms and conditions of this Agreement an'd other Program Documents set forth herein. I. Project Description: The Local Administrator will provide loan funds to rehabilitate approximately 31 houses in the City of Roanoke with emphasis on conservation areas and rehabilitation districts as more fully described in the Program Application. Interest rates shall be fixed at 4%. FY-89 FY-90 FY-91 Performance Schedule: 4th Qtr.-Close 10 loans 1st Qtr.-Close 9 loans 2nd Qtr.-Close 9 loans 3rd Qtr.-Close 3 loans 4th Qtr.- 1st Qtr.- II. Funds Disbursement and Reporting: Ae Funds Disbursement: Disbursement will be made by VHDA for approved loans only. Once the disbursement is made the Local Administrator must establish and administer an escrow account for each individual loan. Adequate accounting shall be maintained to identify funds escrowed. Reporting Requirements: The Administrator agrees to submit six quarterly reports during the project term according to the following schedule: Reporting Period Due Date April 1, 1989 - June 30, 1989 July 15, 1989 July 1, 1989 - September 30, 1989 October 15, 1989 October 1, 1989 - December 31, 1989 January 15, 1990 January 1, 1990 - March 31, 1990 April 15, 1990 April 1, 1990 - June 30, 1990 July 15, 1990 July 1, 1990 - September 30, 1990 October 15, 1990 III. Special Conditions: A. The Local Administrator shall submit a minimum of five complete applications to VHDA for approval. After receipt of these applications, DHCD and VHDA will review the Local Administrator's performance and may recommend local underwriting and approval. Servicing shall be performed by VHDA. B. The program shall operate in accordance with the administrative agreement between the City of Roanoke and the Roanoke Redevelopment and Housing Authority. This Agreement is hereby executed by the Parties on the date set forth below their respective signatures as follows: VIRGINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT LOCAL ADMINISTRATOR Signature Name Title Date By: (Signature) Robert J. Adams Deputy Director (Date) ATTACI~fF.~ A LIST OF ELIGIBLE ENERGY I](PROVEMENTS FOR ENERGY RELATED FUNDING: 12. i.e., Shade Screens, Allow Repairs: 1. Storm Windows 2. Frameless Plastic Glazing 3. Movable Window Insulations System, Louvers, Awnings 4. Storm Doors 5. Replacement Windows 6. Replacement Doors 7. Caulking A. Glazing B. Gasket C. Weatherstripping D. Vapor Barriers 8. Thermostats A. Clock B. Auto Set Back C. Line Voltage D. Auto Gas System 9.Heat Exchangers 10.Hot Water Heat Pumps 11. Repair or Replacement of Defective Heating System A. Oil B. Gas C. Wood D. Solar E. Heat Pump F. Installation of Gas Conversion Burners G. Boilers H. Electric I. Radiator and Valves J. Duct Insulation K. Air Ducts and Connectors L. Chimneys/Fire Places M. Tanks (Fuel) N. Waste Heat Recovery Devise Water Heater Repair or Replacement A. Insulate Tank and/Pipes B. Install Heat Traps in Inlet/Outlet Pipe C. Water Pipe Heater Strips D. Dampers E. Water Flow Controls 13. Paint 1. Only paint that is white - used as heat reflective on awnings, louvers, doors and duct. 2. Exterior paint used to cover and/or seal bare siding, soffit, fascia, rake, trim, etc. 14. Insulation 1. Attic 2. Walls 3. Floors 4. Skirting 5. Vapor Barriers 6. Material and Construction of Vestibules 15. Roofing to replace or repair defective leaking roofs 16. Siding repair to effectively close openings or damaged areas 17. Trim, soffit, fascias, etc., to repair damaged, rotten open areas. 18. Venting - gable ends or appropriate attic and crawl space venting 19. Floors 1. Material and labor used to repair and replace rotten, damaged and open floor and subfloor areas. CITY Honorable Mayor and Members of Council Roanoke, Virginia Roanoke, Virginia April 3, 1989 Dear Members of Council: Subject: Execution of Administrative Agreement for State's Single-Family Rehabilitation & Energy Conservation Loan Program I. Background The Virginia General Assembly has appropriated $07.5 million for the current biennium for various housing programs, most to be designed and administered by the Virginia Department of Housing and Community Development (DHCD). B. Single-Family Rehabilitation & Energy Conservation Loan Program is one such program, with the following provisions: 1. Financing for the rehabilitation and upgrading of single- family houses; 2. Houses must be occupied by low-moderate income households; 3. State funds must be matched in part by funds from other sources; State funding of no more than $20~000 per owner-occupied building; 5. Funding from the State Program is in two parts: a. for energy-conserving improvements, funds will be loaned (a 098 interest, with payments deferred and the loan forgiven over an 8 year period, i.e. not intended to be repaid; and b. for all other improvements, funds will be loaned at 498 interest, payable over a period of 15 years. Roanoke's application for the State's Program was endorsed by City Council on December 19, 1988. The City's application requested in Program funds to be used for the following purposes: 1. In conjunction with the Home Purchase Assistance Program. In this program, the City will loan CDBG funds, already allocated by Council in the current CDBG budget, to low-moderate income families or indi- viduals agreeing to buy, renovate, and live in approximately 8 spe- cific vacant houses yet to be identified. Funds provided from the State's program will be loaned for the rehabilitation.. April 3, 1989 Page 2 In coniunction with the existing Critical Home Repair Program. This program already provides grants of up to $6000 each to make criti- cally needed repairs to the homes of low income homeowners, lhe State's program would provide forgiveable loans for energy conser- vation repairs to appropriate houses in this year's, and next year's, Critical Home Repair Program. In this way, additional money-saving improvements may be made at no cost to the homeowner. Loans for rehabilitation of other houses of low-moderate income families or individuals. This will be a new program to begin next fiscal year. II. Current Situation The City's application for the Program has been approved by the State (Attachment). State funds ($300,000) will be matched by $237~000 in CDI3G funds currently allocated to the activities noted in Section I C above, as follows: 1. $90~000 allocated for the purchase loans under the Home Purchase Assistance Program (CDBG Account 035-088-8820-5115); $100~000 already obligated or spent for repairs under the current year's Critical Home Repair Program (CDBG Account 035-088-8820-5101); 3. $#7~000 estimated in-kind costs of existing staff for the admi- nistration of the various parts of the Program. Local administration of the loan funds from the State will be handled cooperatively by the City and the Redevelopment and Housing Authority, and requires an amendment to the current contract with the RRNA (separate report). Servicing of the individual loans from the State Program will be by the Virginia Housing Development Authority (VHDA). C. Authorization to the City Manager to execute the Agreement to accept the State Program funds for the stated purposes is necessary. III. Issues A. Effect on housing conditions B. Consistency with recommendations of the Housing Development Strategic Plan Task Force. C. Administration D. Cost to the City E. Timing April 3, 1989 Page 3 IV. Alternatives Authorize the City Manager to execute the Administrative Agreement with the Department of Housing and Community Development for the Single Family Rehabilitation and Energy Conservation Loan Program (Attachment C). Effect on housing conditions will be positive, as approximately 31 houses owned and occupied by low-moderate income households will receive repairs. This includes: Approximately 8 vacant houses in older neighborhoods will be bought and repaired by low-moderate income families or individuals under the Home Purchase Assistance Program. Approximately 20 homeowners who have received or will receive CDBG grants ior repairs through the Critical Home Repair Program will also receive state funds to make energy-conserving repairs to their property. Approximately 3 substandard houses occupied by low-moderate income homeowners will be repaired using Owner-Occupied Rehabilitation Loans. 2. Consistency with recommendations of the Housing Development Strategic Plan Task Force would be achieved, specifically: Strategic concentration of effort (General Policy 1) - Houses under the Home Purchase Assistance Program are expected to be clustered and in areas where substantial spin-off benefits to stabilize nearby property are likely to occur. Owner-occupancy of renovated houses (Goal 6, Objective A, Activity 1) - The Home Purchase Asssistance Program will is designed to do this. CJ Continued homeownership (Goal 6, Objective B, Activity 1) - The Critical Home Repair Program and Owner-Occupied Rehabilitation portions will help low-moderate income owners stay in their homes. Also, all recipients of loans of State funds will receive coun- seling and instruction in home maintenance, repair, etc., to faci- litate long term horn,ownership. Leveraging and recycling funds (Resources, Activity 5) - The Program design uses $237,000 of CDBG funds already committed to gain the use of $300,000 of other funds on very attractive terms. In addition, the $90,000 of CDBG funds dedicated to the Home Purchase Assistance Program will be repaid to the City over 10 - 13 years. April 3, 1989 Page # Administration will be handled cooperatively by the City and the Redevelopment and Housing Authority using existing staff. State funds will be disbursed by the State directly to an escrowing agent and are not expected to be paid to the City or the RRHA. This new program will require an amendment to the current contract for set- vices with the RRHA, which is being requested of Council in a separate report. Cost to the City will be nothing beyond what is currently allocated in the CDBG budget for programs and administration. Existing staff will be used, and the matching funds are already in place (Sec. II A above). Furthermore, neither the City nor the RRHA is obligated for any loans from State funds made to homeowners who default. Timing is such that the energy conservation funding which works in conjunction with the Critical Home Repair Program may begin imme- diately upon execution of the documents. Planning and identification of houses for the Home Purchase Assistance Program may also begin at once, with loans to homebuyers expected to be made this summer and fall. No action will be taken on the Owner-Occupied Rehabilitation Loans before FY 1989-90. Do not authorize the City Manager to execute the Administrative Agreement with the Department of Housing and Community Development for the Single Family Rehabilitation and Energy Conservation Loan Program. Effect on housing conditions will be negative, as a significant amount of very attractive financing for rehabilitation and energy- conserving improvements to approximately 31 homes of low-moderate income families will not be available for use in the City. Consistency with recommendations of the Housing Development Strategic Plan Task Force would not be met, as opportunities to enhance homeownership, rehabilitation, and leveraging of additional resources for housing would be lost. 3. Administration would not be an issue· Cost to the City would be nothing initially, but the indirect and long-term costs of housing deterioration and abandonment will con- tinue to accrue on those houses that would be addressed with this financing. 5. Timing is such that HCD should be notified immediately to consider the application submitted as withdrawn. V. Recommendation Adopt Alternative A, thereby authorizing the City Manager to execute the Agreement with the Department of Housing and Community Development for the Single-Family Rehabilitation & Energy Conservation Loan Program. April 3, 1959 Page 5 W RH:HDP/bc/Council. #, 5 cc: City Attorney Director of Finance Director of Public Works Building Commissioner Housing Development Coordinator Grants Administrator Director, RRHA Respectfully submitted, City Manager NEAL J BARBER DIRECTOR ROBERTJ ADAMS OEPUTY DIRECTOR JAMES E. NAGGLES ASSOCIATE {~IRECTOR WARRENC SMITH ASSOCIATE DIRECTOR AI'TACI~,~E NT COMMONWEALTH of V'IRQINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT DIVISION Of= HOUSING (804) 786-7891 March 6, 1989 Dan Pollock Housing Development Coordinator City of Roanoke 215 Church Ave., S. W., Room 170 Roanoke, Va. 24011 Dear Dan: Enclosed please find the Administrative Agreement for your Single Family Rehabilitation Loan Program. Please review, sign, and return the Agreement to this office within 30 days. If you have any questions about the Agreement, please feel free to contact Pamela Coaxum or Ron White. Once the Agreement is received and accepted by the Office of Housing Development the appropriate dates will be inserted and a copy will be returned to you. You may begin implementing your program when you sign the Agreement; however, no commitments will be made by VHDA until the Office of Housing Development has received and accepted the Agreement. We are pleased that your organization has chosen to be a part of the overall Partnership Program and we look forward to working with you in the future. Sincerely yours, Robert J. Adams Deputy Director Enclosure ~ 8uildieg Betler C~mmunit~a CONTRACT NO. 88SF9 SINGLE FAMILY REHABILITATION PROGRAM ADMINISTRATIVE AGREEMENT This Agreement, entered into as of this day of ,19 , by and between the Virginia Department of Housing and Community Development hereinafter referred to as "DHCD" and the City of Roanoke_herein after referred to as "Local Administrator." The Single Family Rehabilitation Loan funds (hereinafter referred to as the "Funds") which are the subject of this Agreement are authorized under the Revolving Loan Fund as part of the Virginia Partnership Fund. These funds are provided through an appropriation from the Virginia General Assembly. The Funds are subject to and this Agreement incorporates by reference, the terms, guidelines and regulations set forth in the SFLP Program Guidelines, as revised from time to time, and the laws of the Commonwealth of Virginia. Also incorporated by reference in this Agreement are (1) the Administrators Program Application including certifications, resolutions and agreements contained therein, and (2) SFLP Administrative Manual, as revised from time to time. This manual describes the operational procedures by which the Administrator must conduct the program for minimum contract compliance. The Local Administrator will initiate the Activities as required by this Agreement and described in the Administrators' Program Application, the Program Guidelines, and Program Manual beginning , 19 , unless special conditions require additional action on specified activities before proceeding with that activity. The Local Administrator will complete the work as required by this Agreement and described in the Administrators' Program Application, the Program Guidelines, and Program Manual within 18 months from the execution of this Agreement, or more specifically on or before , 19 In reliance upon the Application and associated documents, the Department agrees, upon execution hereof, to provide the Administrator a reservation of funds in the amount of $300,000 to undertake the project activities approved and set forth herein. This allocation is divided into a separate amount for each fiscal year. During FY 1989 (Contract date thru - June 30, 1989) the Administrator will have $100,000 of which $43,000 may be used for approved energy related improvements as defined in Attachment A and may not be used in relation to any other rehabilitation activity. The balance of the allocation may be used in relation to any eligible improvement as defined in the Single Family Rehabilitation Program Guidelines. Any funds remaining from FY'89 may be approved to be carried over into FYi90. During FY 1990, July 1, 1989 - June 30, 1990) $200,000 will be available of which $87,000 will be for energy improvements as defined in Attachment A and may not be used in relation to any other rehabilitation activity. The balance of the allocation may be used in relation to any eligible improvement as defined in the Single Family Rehabilitation Program Guidelines. The Administrator agrees to comply with all of the terms and conditions of this Agreement, its Application, and the Program Manual in its administration of this program. The Administrator further agrees to monitor, oversee and report on the use of the funds under this agreement. The Local Administrator agrees to report on the uses of the loan funds as requested by the Department. The Local Administrator shall furnish, regularly and in such a form as DHCD may require, reports concerning the status of project activities and grant funds. Such report shall be submitted in the form and manner as prescribed in the Manual and in written instructions from DHCD. The Local Administrator will make available all documents, records and other program information requested by the Department. The Department reserves the right to modify, amend, or terminate this Agreement any time during the terms of this Agreement due to failure of the Local Administrator to comply with the terms and conditions of this Agreement a~d other Program Documents set forth herein. I. Project Description= The Local Administrator will provide loan funds to rehabilitate approximately 31 houses in the City of Roanoke with emphasis on conservation areas and rehabilitation districts as more fully described in the Program Application. Interest rates shall be fixed at 4%. FY-89 FY-90 FY - 91 Performance Schedule: 4th Qtr.-Close 10 loans 1st Qtr.-Close 9 loans 2nd Qtr.-Close 9 loans 3rd Qtr.-Close 3 loans 4th Qtr.- 1st Qtr.- II. Funds Disburee~ent and Repoz~cing: Ae Funds Disbursement: Disbursement will be made by VHDA for approved loans only. Once the disbursement is made the Local Administrator must establish and administer an escrow account for each individual loan. Adequate accounting shall be maintained to identify funds escrowed. Reporting Requirements: The Administrator agrees to submit six quarterly reports during the project term according to the following schedule~ Reporting Period Due Date April 1, 1989 - June 30, 1989 July 1, 1989 - September 30, 1989 October 1, 1989 - December 31, 1989 January 1, 1990 - March 31, 1990 April 1, 1990 - June 30, 1990 July 1, 1990 - September 30, 1990 July 15, 1989 October 15, 1989 January 15, 1990 April 15, 1990 July 15, 1990 October 15, 1990 III. Special Conditions= A. The Local Administrator shall submit a minimum of five complete applications to VHDA for approval. After receipt of these applications, DHCD and VHDA will review the Local Administrator's performance and may recommend local underwriting and approval. Servicing shall be performed by VHDA. B. The program shall operate in accordance with the administrative agreement between the City of Roanoke and the Roanoke Redevelopment and Housing Authority. This Agreement is hereby executed by the Parties on the date set forth below their respective signatures as follows: VIRGINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT By: (Signature) Robert J. Adams Deputy Director (Date) LOCAL ADMINISTRATOR Signature Name Title Date A~ACI~IENT A LIST OF ELIGIBLE ENERGY IMPROVEMEI~S FOR ENERGY RELATED FUNDING: Allow Repairs: 1. Storm Windows 2. Frameless Plastic Glazing 3. Movable Window Insulations System, i.e., Shade Screens, Louvers, Awnings 4. Storm Doors 5. Replacement Windows 6. Replacement Doors 7. Caulking A. Glazing B. Gasket C. Weatherstripping D. Vapor Barriers 8. Thermostats A. Clock B. Auto Set Back C. Line Voltage D. Auto Gas System 9. Heat Exchangers 10. Hot Water Heat Pumps 11. Repair or Replacement of Defective Heating System A. Oil B. Gas C. Wood D. Solar E. Heat Pump F. Installation of Gas Conversion Burners G. Boilers H. Electric I. Radiator and Valves J. Duct Insulation K. Air Ducts and Connectors L. Chimneys/Fire Places M. Tanks (Fuel) N. Waste Heat Recovery Devise 12. Water Heater Repair or Replacement A. Insulate Tank and/Pipes B. Install Heat Traps in Inlet/Outlet Pipe C. Water Pipe Heater Strips D. Dampers E. Water Flow Controls 13. Paint 1. Only paint that is white - used as heat reflective on awnings, louvers, doors and duct. 2. Exterior paint used to cover and/or seal bare siding, soffit, fascia, rake, trim, etc. 14. Insulation 1. Attic 2. Walls 3. Floors 4. Skirting 5. Vapor Barriers 6. Material and Construction of Vestibules 15. Roofing to replace or repair defective leaking roofs 16. Siding repair to effectively close openings or damaged areas 17. Trim, soffit, fascias, etc., to repair damaged, rotten open areas. 18. Venting - gable ends or appropriate attic and crawl space venting 19. Floors 1. Material and labor used to repair and replace rotten, damaged and open floor and subfloor areas. Office of the City Clerk April 3, 1989 File #178 Mr. W. Robert Herbert City ~fanager Roanoke, Virginia Dear Mr. Herbert: I am attaching cop~ of Ordinance No. 29504~ authorizing execution of an Amendment to the current Contract for Services with the City of Roanoke Redevelopment and Housing Authority providing for additional administrative functions to be performed by the Housing Authority as a result of an additional allocation of funds by the Virginia Department of Housing and Con.unity Development, upon certain terms and conditions, which Ordinance No. 29504 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. Sincere ly,t~f)~-]~.4.~ ~4ary F."Parker, C!4C City Clerk MFP: r a Mr. Herbert D. McBride, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. Ron White, Office of Housing Development, Department of Housing and Corrgnunity Development, 205 North Fourth Street, Richmond, Virginia 23219~1747 Mr. William F. Clark, Director of Public Works Mr. Ronald H. Miller, Building Commissioner/Zoning Adminstrator Mr. H. Daniel Pollock, Housing Development Coordinator Ms. ~{arie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 21.5 (~urch Avenue SW Roanoke Vlrg~nia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 3rd day of April, 1989. No, 29504. AN ORDINANCE authorizing execution of an Amendment to the current Contract for Services with the City of Roanoke Redevelopment and Hous- ing Authority providing for additional administrative functions to be performed by the Housing Authority as a result of an additional alloca- tion of funds by the Virginia Department of Housing and Community De- velopment, upon certain terms and conditions; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager and the City Clerk are authorized and directed to execute and to seal and attest, respectively, an Amend- ment, being Amendment No. 1, to the City's current Contract for Ser- vices with the City of Roanoke Redevelopment and Housing Authority, dated August 30, 1988, such Amendment to provide for increased funding for certain programs during Fiscal Year 1988-89, and additional admini- strative functions to be performed by the Housing Authority, upon cer- tain terms and conditions, as more particularly set forth in the City Manager's report to Council dated April 3, 1989, such Amendment to be approved as to form by the City Attorney. 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. Roanoke, Virginia April 3, 1989 Honorable Noel C. Taylor, Mayor, and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Amendment to Contract for Services with the Roanoke Redevelopment and Housing Authority (RRHA) for FY 1988-89 I. Background: City Council by Ordinance No. 29270 adopted August 22, 1988 authorized the execution of an agreement between the City and RRHA for Fiscal Year 1988-1989. City Manager entered into a contract, dated August 30, 1988, between the City and RRHA for the administration of certain programs for the City, including housing rehabilitation and economic development activities. Virginia Department of Housing and Community Development (HCD) has allocated $300,000 to the City for housing rehabilitation in response to application authorized by Council on December 19, 1988. Funds are awarded for biennium. 1. City will receive $100,000 for FY 1988-1989 2. City will receive $200,000 for FY 1989-1990 II. Current Situation: Activities funded by HCD allocation rely in part on administrative activities by the RRHA, not currently provided in the contract. A__n amendment t__qo current RRHA contract is necessary to cover administrative function of new HCD allocation. Amendment will cover the $100,000 allocation for FY 1988-1989 only. The $200,000 HCD allocation will be covered in the City/RRHA FY 1989-90 contract. II. Issues: A. Impact on Community Development in the City B. Cost to City C. Timing D. Capacity o__f RRHA staff t__o administer program III. Alternatives: Authorize the City Manager to execute the attached amendment to the contract for services with Roanoke Redevelopment and Housing Authority for FY 1988-1989. Impact on Community Development in the City would be positive, allowing for the rehabilitation or upgrading of 31 houses owned by low to moderate income families. Cost to City would be nothing since RRHA has staff capacity to handle HCD programs without additional staff. Therefore no additional administrative funds would be paid to RRHA. Timin~ is important to assure the prompt implementation of the rehabilitation projects. Capacity of RRHA staff to administer program has been certified by their executive director. The RRHA Board of Commissioners has expressed their support of this amendment. Do not authorize the City Manager to execute the attached amendment to the contract for services with RRHA for FY 1988-1990. Impact on Community Development in the City could be negative if project development is delayed or abandoned. Fewer houses would be rehabilitated. Cost to City would depend on how HCD programs are to be administered. Capacity of City staff is not adequate to administer programs alone. Timin~ would not be an issue except as referenced above. Capacity of RRHA staff to administer program would not be an issue. IV. Recommendation: It is recommended that City Council adopt Alternative A thereby authorizing the City Manager to execute an amendment, in the form attached hereto, to the contract for services with the Roanoke Redevelopment and Housing Authority for FY 1988-1989; such amendment to be approved as to form and execution by the City Attorney. Respectfully submitted, W. Robert Herbert City Manager WRH/hdp/mtp Attachment CC. Assistant City Manager City Attorney Director of Finance Director of Public Works Grants Monitoring Administrator Housing Development Coordinator Executive Director, Roanoke Redevelopment and Housing Authority Amendment No. 1 to 1988-89 Contract for Services THIS AMENDMENT, entered in to this day of April, 1989 by and between the CITY OR ROANOKE (Grantee) and the CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY (Subgrantee). WHEREAS, the Grantee and the Subgrantee have, by a contract for Services under the Community Development Block Grant (CDBG) program, dated August 30, 1988, contracted for the provision of certain services by the Subgrantee in relation to the implementation of the City's CDBG program; and WHEREAS, City Council on April 3, 1989 accepted a $300,000 allocation from the Virginia Department of Housing and Community Development (DHCD) under the Single Family Rehabilitation Loan Program; and WHEREAS, by Ordinance No. , adopted April 3, 1989 City Council has, and by Resolution No. , adopted , 1989, the commissioners of the City of Roanoke Redevelopment and Housing Authority have authorized the execution of this amendment to the Contract dated August 30, 1988, such amendment to provide for the administration of portions the allocation to the Grantee. NOW, THEREFORE, the Grantee and the Subgrantee do mutually agree to amend: Part I, Section A.3. Critical Home Repair Pro~ram, as follows: 3. Critical Home Repair Program - The Subgrantee shall administer the Critical Home Repair Program in accordance with written guidelines as set forth in Attachment B and supplemented by relevant sections of the Grantee's Single Family Rehabilitation & Energy Conservation Loan Program Application to the Virginia Department of Housing and Community Development, attached hereto as Attachment G. Essentially, the Critical Home Repair Program consists of limited grants or loans from CDBG funds to qualified homeowners to repair or replace seriously substandard components of the homeowner's structure; and energy-conserving improvements to the structure from funds made available by the Grantee and the Virginia Department of Housing and Community Development (DHCD) through DHCD's Energy Conservation Loan Program. The total of all CDBG grants/loans to be made in Fiscal Year 1988-89 shall not exceed $135,000, including $50,000 set aside for "Quick Response to Emergencies". The total of all grants/loans to be made from DHCD's funds from the Energy Conservation Loan Program shall not exceed $43,000. Program delivery costs, including salaries, shall not exceed $27,000. Part I, Section A, to add Subsection 11, to read as follows: "11. Home Purchase Assistance Program - The Subgrantee shall administer a rehabilitation loan program in support of the Grantee's Home Purchase Assistance Program (HPAP), using funds made available by the Grantee and DHCD from DHCD's Single Family Rehabilitation and Energy Conservation Loan Program. Such program shall be adminis- tered as provided generally by relevant sections of Attachment G. Such funds will be loaned to low-moderate income parties who agree to buy and rehabilitate houses identified by the Grantee with the assistance of the Subgrantee. The Grantee shall make loans to the selected parties to buy the identified houses in designated Conservation Areas and Rehabilitation Districts. The Subgrantee shall package and originate the loans for the rehabilitation, on behalf of DHCD and the Virginia Housing Development Authority. Such rehabilitation loans will be made based on criteria established by DHCD and VHDA, and will be serviced by VHDA. Neither the Grantee nor the Subgrantee shall be obligated or liable to DHCD or VHDA or any other party for the security of such rehabilitation loans. The total of all rehabilitation loans originated by the Subgrantee shall not exceed $57,000. Part II, Section A. Program Funds, to reflect the following: A. Program Funds: The following funds shall be made available to the Subgrantee for program activities (includes FY 88-89 CDBG funding of $535,000 plus $142,000 in HUD Rental Rehabilitation funds plus $100,000 in DHCD Single Family Rehabilitation and Energy Conservation Loan Program funds, with the balance represent-ing carry-over funds as of June 30, 1988): Program Category 1988-89 General Program Carry-Over Admin and Expense Funds Prog. Sup. General Administration $ $ Economic Development: Deanwood Expansion $ -0- $475,481 Deanwood Addition $ 60,000 $ -0- Henry Street $ -0- $296,833 Shaffer's Crossing $140,000 $ 7,559 Marketing/Disposition $ -0- $ 2,988 Property Management $ -0- $ -0- Housing: Private Rehab Loan $ 40,000 $ 49,035 Private Loan Subsidy $160,000 $ 6,079 Critical Home Repair $178,000(a) $ -0- Rental Rehab Program $142,000(b) $ 50,000 Section 312 Rehab $ -0- $ -0- Housing Counseling $ -0- $ -0- Phoenix Project $ -0- $ 20,771 Home Purchase Assist. $ 57,000(c) $ -0- $ 82,300 10,200 10,200 30,600 23,800 78000 50000 27 000 49 515 17 100 15 000 5 000 Totals $777,000 GRAND TOTAL $908,746 $398,715 $2,084,461 (a) Includes $43,000 from DHCD allocation (b) From separate non-CDBG allocation (c) Includes $57,000 from DHCD allocation The Agreement shall remain unchanged in all other terms and provisions. IN WITNESS WHEREOF, the Grantee and Subgrantee have executed this amendment as of the date first written above. ATTEST: CITY OF ROANOKE By Clerk City Manager City ATTEST: CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY Witness Executive Director ATTACHMENT G SINGLE FAMILY AND ENERGY CONSERVATION LOAN PROGRAM TRANSMITTAL SHEET TO BE INCLUDED IN APPLICATION APPLICANT ORGANIZATION: CITY OF ROANOKE~ VA MAILING ADDRESS~ ROOM 170, 21~ CHURCH AVENUE SW ROANOKE, VA ZIP CODE2401l CONTACT PERSON: DAN POLLOCK, HOUSING DEVELOPMENT COORDINATOR TITLE~ PHONE: 70~-~81-222[ 4 · NAME, ADDRESs OF CITY, COUNTY OR TOWN MANAGER? W..ROBERT HERBEBT 2lq CHURCH AVENUE. ROANOKE, VA ~40~1 5. GEOGRAPHIC AREA TO BE SERVED: CITY OF ROANOKE LOAN RESERVATION_REQUEST: Signature: Title: Date: CITY MANAGER NON-ERERGY:$ 220,000 ENERGY: $ 170~000 TOTAL: $ 390,000 SINGLE FAMILY REHABILITATION & ENERGY CONSERVATION LOAN PROGRAM APPLICATION CITY OF ROANOKE, VIRGINIA DECEMBER, 1988 1. Organization The City of Roanoke provides a full range of services to its citizenry. It administers allocations of Community Development Block Grant funds as well as funds from numerous other sources. Over the last 5 years, various housing rehabilitation and community revitalization programs developed and/or administered by the City or the Roanoke Redevelopment and Housing Authority have resulted directly in the repair of more than 700 housing units, at an investment of more than $10 million. Many of the rehabilitation programs of the City are administered by the Redevelopment and Housing Authority under contract with the City. Included on staff of the RRHA are rehabilitation inspectors/specialists, a loan processor/ underwriter and a housing counselor. Among the programs currently or recently in operation are: the Critical Home Repair Program, making critically needed repairs to the homes of very low income homeowners, up to $6000 per house; the Private Rehabilitation Loan Program, providing complete financing packages for homeowners to rehabilitate or buy and repair homes; and the Section 312 Rehabilitation Loan Program as made available by HUD, allowing repair of the homes of low-moderate income homeowners. 2. Population Characteristics The City of Roanoke has had a stable population of 100,000 to 102,000 over the last decade. The 1980 Census found 100,220; the Center for Public Service of the University of Virginia estimated its 1985 population at 101,200. a. Elderly -- There were no estimates of population age breaking at the age of 62. Accordingly, figures are provided here for those citizens aged 60 and over. Year 1980 (Source: 1988 (Source: Estimated 60+ Estimated Total Pop. %-age 21,039 100,220 21% Census) 22,030 101,500 22% Fifth Planning District Commission) projects $21,451, 60+ Median Household Income -- The Center for Public Service the median household income in Roanoke City in 1988 to be 72% of the estimated Virginia median of $29,599. Page 2 c. Households Total Number of Households Average House-hold Size %-age Owner- Occupied 1980 (Census) 1988 (Local Est) 40,023 43,000 2.50 2.36 59.4% 57.4% %-age Rental 40.6% 42.6% d. Area -- The bulk of the Single-Family Rehabilitation and Energy Conservation Loan Program will be available in areas of the City designated as Conservation Areas or Rehabilitation Districts. These are neighborhoods in which older housing in need of repair and low-moderate income citizes are concentrated, and most of the housing rehabilitation and community revitalization programs have operated. A map of these areas is attached. However, the Critical Home Repair Program, one of the initiatives intended to be matched with the Single-Family Loan funds, does extend to substandard housing in all parts of the City. A relatively small portion of the requested loan funds are expected to be used in parts of the City other than the Conservation Areas or Rehabilitation Districts. 3. Housing Characteristics a. Total Number of Housing Units -- 44,156 b. Housing TyDe -- 2.5,357 single-family (Source: Local estimate) 18,799 multi-family (Includes 1,414 vacant units) c. Housing Conditions -- The City's current Housing Assistance Plan estimates there are 1937 housing units (4.2% of the total housing stock) considered to be unsafe or unhealthy for occupancy, and therefore condemned or condemnable. The majority of this number are counted among the 1,414 housing units vacant in the City. This standard is more basic than the Section 8 Housing Quality Standards. Accordingly, the proportion of housing not meeting HQS requirements or to have significant Building Mainte- nance Code deficiencies is more likely to be in the 12%-15% range and to include many more occupied units. d. A~e of Housing Stock -- Approximately 42% of the City's housing stock was built prior to 1950 and therefore is more than 38 years old. Approximately one-quarter is more than 50 years old. The median age is about 34 years. Page 3 4. Program Design Funds allocated from the Single Family Rehabilitation and Energy Conservation Loan Program ("the Program") will be used only for single-unit owner-occupied buildings. In all cases, use of the funds will comply with the limitations defined in Program Guidelines prepared by HCD. Maximum loans will be $20,000 per house, with an interest rate of 4% for the non-energy related improvements, and 0% deferred forgiveable for qualifying energy- related improvements. Depending on the level of funding allocated to Roanoke, the Program will be used in three ways, or phases: 1) In conjunction with the Home Purchase Assistance Program; 2) In conjunction with the Critical Home Repair Program; 3) For rehabilitation of other homes owned and occupied by low-moderate income families or individuals. 1. Home Purchase Assistance Program (HPAP) The Home Purchase Assistance Program is in a sense a modified Homesteading Program. Under this phase, the City will select specific vacant houses in good structural condition and in strategic locations but in need of significant repair. With the agreement of the owner of such a house, the City will market the house for sale to low-moderate buyers for owner-occupancy. The City will loan the selected buyer funds to buy the house @ 3-4% interest, then will use funds from the Single-Family Rehabilitation and Energy Conservation Program for the repair work. In some cases, this phase may be used to allow a tenant to buy and repair the house he/she currently rents. The City has allocated $90,000 for loans to buy about 8 houses for this initiative. Approximately 40% of the funding requested in this application is expected to be used in this phase. --Inspections and Cost Estimating: Because the houses for this phase will be selected prior to applications from prospective buyers being received, cost estimating will be performed first and as part of the assessment of the house's condition and its suitability for the Program. Initial inspections will be performed by City Housing Inspectors, with detailed work write-ups and cost estimates generated by Rehabilitation Specialists from the Roanoke Redevelopment and Housing Authority (RRHA). No house will be selected for the HPAP for which the total of the loans for the purchase price and the rehabilitation exceed 97% of the expected after-rehab value. --Outreach: The Home Purchase Assistance Program with its financing package will be advertised through press releases and news stories, newsletters of organizations Page 4 and neighborhoods, the City's Vacant House Catalog, and open houses of houses available for sale under the Program. Special outreach efforts will be made to tenants of public housing and with Section 8 rent subsidies to inform them of the opportunity for homeownership through this Program. --Application Procedures: When this phase of the Program is ready to begin soliciting applications from buyers, an application period of 2-3 weeks will be established. During that time, the RRHA will take applications, verify income, credit, etc. --Eligibility Determination and Selection: Buyers/ borrowers must be of low-moderate income (not exceeding 80% of the area median income established by HUD) and agree to live in the house for a minimum of three years. At a minimum, applicants must meet the underwriting criteria of FHA Title I Property Improvement Loans and the requirements defined in Sec. 6.1 (D) of the Program Guidelines. Successful candidates must be secure enough financially to afford comfortably the costs of homeownership under the Program and must have sufficient cash to pay 3% of the combined cost of purchase and repair. A buyer will quality for and be offered financing for a house based on additional factors such as his/her preference for that house, suitability of house for buyer's needs (family size, etc.), strength of credit, amount and stability of income, existing long-term debt, etc. Preference will also be given to those of lowest income, current residents of Roanoke City, and able to perform some home improvement and routine maintenance tasks. --Bidding: Competitive bidding of the rehabilitation work will be strongly encouraged but will not be required. If bidding is to occur, it will be arranged and overseen by the Rehabilitation Specialists of the RRHA. --Loan Packaginq and Underwriting: The RRHA has extensive experience in purchase and rehabilitation loan packaging, closing, and servicing and will perform the loan pack- aging, including requesting credit reports, appraisals, title reports, determining debt-to-income ratios, etc. The total of all indebtedness against the property, i.e. the purchase loan and the rehabilitation loan, may not exceed 97% of the after-rehab appraised value based on the work write-up. Because this involves a purchase, there will be no existing mortgage on this phase of the Proqram; the rehab loan will be in first position, the purchas~ loan from City funds will be in second. --Loaq Closing: The purchase loan from City CDBG funds and the rehabilitation loan will be closed simultaneously by the RRHA. If necessary, the closing documents will be prepared by the attorney selected by the buyer/borrower, with review by the RRHA. No origination fee is expected Page 5 to be charged to the borrower, but payment of other costs will be expected as incurred, e.g. cost of ordering credit report, appraisals, etc. This procedure is followed for other loans made by the RRHA. --Loan Disbursement: Funds for the transfer of the property will be disbursed to the seller upon closing of that loan. Rehabilitation funds will be drawn from HCD and placed in an escrow account. According to a construction schedule set with the rehabilitation contractor, the buyer/borrower, and the RRHA, a series of draws from this account will be made as the contractor and Rehabilitation Specialist from the RRHA jointly determine that specific stages of completion are reached. --Loan Servicing: Rehabilitation loans will be serviced by the Virginia Housing Development Authority (VHDA). Loans for the purchase will be serviced either by the RRHA or the City. All buyer/borrowers will be required to participate in a training course coordinated by the Housing Counselor concerning all aspects of homeownership, including mainte- nance, housekeeping, budgeting, etc. Borrowers who become delinquent in their payments to the City or possibly to VHDA will be counseled individually by the Housing Counselor. Critical Home Repair Pro~ram The Critical Home Repair Program makes grants of up to $6000 to low-income (50% of median or less) homeowners whose homes have major code violations and are those judged to be in the most critical need of repair in order to remain liveable. This CDBG-funded program is also administered by the RRHA. Funds from the Single Family Rehab and Energy Conservation Loan Program will be used to extend the benefit of the Critical Home Repair Program by making energy-conserving improve-ments to homes receiving repair grants, thereby qualifying for the 0% interest deferred payment financing. Approximately 20% of the funding requested in this proposal is expected to be used in conjunction with this Program. Generally, this phase of the Program will be operated as described above for the HPAP phase with the following exceptions: --Outreach and Application Procedures: This phase will be limited to those approved for the Critical Home Repair Program. As applications for that program have already been taken and screened, no additional outreach or recruitment will be performed this year. --Eligibility Determination and Selection: Critical Home Repair recipients have incomes not exceeding 50% of the median. Because the CHRP funds are grants, and loans for energy-conserving repairs are deferred payment, ability to Page 6 repay is not an onerous concern. --Bidding: In many cases, it will be most efficient to have the contractor retained to make the CHRP repairs to also perform the energy-conservation repairs. If that contractor's estimate for those repairs appears excessive, the additional repairs may be bid out competitively. --Loan Packaging and Underwriting: Because of the charac- teristics of this phase, packaging and underwriting pro- cedures will be streamlined and minimized wherever possi- ble and prudent. Informal title checks will be performed by the RRHA to verify ownership and existing liens and to compare mortgage amounts with expected after-repair values. It is expected that the value of a house will far exceed the amount of any indebtedness against it, includ- ing the Program deferred payment loan; where it does not appear to be so, professional appraisals may be ordered to verify the amount of all mortgages will not exceed the property's value. --Loan Closing: The RRHA will prepare the closing docu- ments in order to minimize legal expenses. --Loan Disbursement and Servicing: Upon closing, funds will be placed in an escrow account and drawn as described earlier. Servicing will be assigned to VHDA, but because no periodic payments are required, servicing is expected to be restricted to annual verification that the homeowner continues to occupy the property until the terms of the Energy Conservation Loan are satisfied and the loan is forgiven. The RRHA and the City will assist VHDA as needed in obtaining such verifications. Owner-Occupied Rehabilitation Loans Loans from the Program may be made for qualifying rehabi- litation of owner-occupied houses not meeting Building Maintenance Code and HQS standards. This phase of the Program will operate similar to and in place of the Section 312 HUD rehabilitation loan program, which is not expected to be available this year. Approximately 40% of the funding requested is expected to be used in this phase. Generally, this phase will operate as described earlier for the HPAP, with the following exceptions: --Application Procedures: When the Program is ready to begin operation, applications will be accepted and processed on an as-received basis, by the RRHA. --Eligibility Determination: Basic criteria will be as outlined in the Program Guidelines and under the HPAP, except as those items relate to purchase under that phase. --Loan Packaging and Underwriting: The rehabilitation loan under this Program will be in no less than second position as a deed of trust, except in special circumstances Page 7 approved case-by-case by HCD. 5. Level of Service Expected Program Phase Home Purchase Crit. Hom~ Houses 8 20 Expected @ State Funds $20,000 $4000 Total State Owner-Occ. Total $160,000 $80,000 (all Energy) Other Funds $90,000(loan) $100,000(grant) 0 $190,000 Source: Community Development Block Grant Admin. Costs $15,500 $27,000 $9,100 $Sl,600 Total $265,500 $207,000 $159,100 $631,600 (62% State, 38% Local) Initiatives 6. Coordination with Other 10 38 $15~000 $150,000 $390,000 As described above, most of the Program will be in direct conjunction with existing rehabilitation programs. In addition, there is relevance to on-going Code Enforcement efforts, the Vacant House Catalog, housing counseling, and work with neighborhood organizations. This funding alternative will help fill a need in the range of options available for home repair. Because all borrowers under the Program will participate in homeownership counseling, it is intended that assistance under the Program will be lasting and extend beyond the physical improvement of the houses. 7. Staffing Administration of the Program will be the joint responsibi- lity of the City Housing Development Office and the Redevelopment and Housing Authority. The former includes the Coordinator, a Technician, and two Housing Inspectors; the latter includes the Neighborhood Development Director, a Housing Counselor, a Loan Specialist, and three Rehabilitation Specialists. All positions are filled with individuals with several years experience in housing, rehabilitation, finance, and marketing. In addition, both agencies have extensive back-up administrative support. The time required of the various individuals in the two offices will vary from time to time. The administrative costs identified in Sec. 5 above include those amounts allocated to the RRHA for the administration of those programs, and an estimate of the cost of the time to be committed to the program activities by the City staff. ILl Z © I- UJ Z LU Z Ronald H. M~ller Building Commissioner March 3, 1989 Mr. Ron White Office of Housing Development Department of Housing and Community Development 205 North Fourth Street Richmond, VA 23219-1747 Dear Ron: Attached you will find amended figures for Roanoke's application for the Single-Family Rehabilitation and Energy Conservation Loan Program, as we have discussed over the phone. These figures reflect a funding level of $300,000 rather than the $390,000 originally requested. The $90,000 difference results in an expected decrease of 7 housing units. As you requested, I have also attached a copy of the current contract between the City of Roanoke and the Roanoke Redevelopment and Housing Authority (RRHA). The RRHA admin- isters most of the housing rehabilitation activities for the City, and will be responsible for much of the activity in this program. As such, the contract attached will be amended to provide for the administration of the program by the RRHA through June 30, 1989. At this point, I expect an additional provision under Part I, Section A to accomodate the Single Family Rehab and Energy Conservation Loan Program as it applies to the Home Purchase Assistance Program and the Critical Home Repair Program. The contract for the 1989-1990 fiscal year will provide for the continuation of this program. We are anxious to begin using the HCD funding as quickly as possible. Accordingly, I would like to receive at least a draft of the agreement documents which the City will need to execute at your earliest convenience. With those in hand, I may make arrangements for review and approval by the appro- priate City officials and City Council, hopefully on March 20. Thank you for your kind assistance to us. I look forward to working with you and your Department in this exciting new initiative. Sincerely yours, H. Daniel Pollock Housing Development Coordinator HDP/ Attachments (2) Room 170 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2221 Level of Service Expected Program Phase Home Purchase Crit. Home Owner-Occ. Total Houses 8 20 3 Expected @ State Funds $20,000 $4000 $20,000 31 Total State $160,000 $80,000 $60,000 $300,000 (all Energy) Other Funds $90,000(loan) $100,000(grant) 0 $190,000 Source: community Development Block Grant Admin. Costs $15,500 $27,000 $4,500 $47,000 Total $265,500 $207,000 $64,500 $537,000 (56% State, 44% Local) Projected Completion Schedule Quarter/Program April - June July - September October - December January - March '90 Home Purchase Crit. Home Owner-Occ. Total - 10 - 10 3 5 1 9 3 5 1 9 2 1 3 Totals 8 20 3 31 Office of~eCityCler~ April 5, 1989 File #178~236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29505, endorsing an appli- cation for an Emergency Home Repair Grant, in an amount of up to $20,000.00, which Resolution No. 29505 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. Sincere ly, Mary F. Parker, CMC City Clerk MFP:ra Eric, Mr. Theodore J. Edlich, III, Executive Director, Total Action Against Poverty, 702 Shenandoah Avenue, N. W., Roanoke, Virginia 24016 Mr. William F. Clark, Director of Public Works Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Mr. H. Daniel Pollock, Housing Development Coordinator Its. Marie T. Pontius, Grants Monitoring Administrator Re'om 456 Municipal Bullc~i~ 215 Church Avenue S.W Roanoke. ~,4rg~nia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 3rd day of April, 1989, No, 29505, A RESOLUTION endorsing an application for an Emergency Home Repair Grant. BE IT RESOLVED by the Council of the City of Roanoke that Council hereby endorses the application to be filed with the Virginia Department of Housing and Community Development for a grant of up to $20,000 for an Emergency Home Repair Grant Pro- gram, the receipt of which grant would obligate the City to ~tch State funds with other funds, materials or services, and the City Manager is authorized to m~ke any certifications or assurances on behalf of the City required in connection with said application, as requested in the report of the City Manager dated April B, 1989. ATTEST: City Clerk. Roanoke, Virginia April 3, 1989 Honorable Mayor.~,~d Members of Council Roanoke, VirginiaO:.' ! '.' Dear Members of Council: Subject: Endorsement of Application for State's Emergency Home Repair Program I. Background Ao Virginia General Assembly has appropriated 5#7.5 million for the current 2 year period for various housing programs, most to be designed and administered by the Virginia Department of Housing and Community Development (HCD). Emergency Home Repair Program is one such program, providing grant funds to make emergency repairs to rental housing units occupied by iow income families/individuals. C. HCD guidelines for the Program include: 1. Grant funds awarded by HCD must be matched with at least an equal amount in cash, in-kind services, labor, etc. from other sources; Each housing unit may receive a maximum of 5500 in grant funds from HCD, unless the repairs or improvements make the unit handicapped accessible in which case the unit may receive up to 51,000 in grant funds from HCD. City was awarded a 510,#1# ~rant for the program from HCD in 1988 matched with CDBG funds of $30,000. As designed, the Program addresses substandard rental property on which condemnation could be avoided by limited repairs, and whose owner certifies that rent will not be increased due to the repairs. Approximately 50% of the 1988 program funds have been committed for repairs to 10 units. Current funding is expected to be exhausted by June 1989. The program is being admi- nistered by the City, in cooperation with Total Action Against Poverty (TAP). II. Current Situation HCD has notified the City that grant applications of up to 520~000 are being accepted for the second year of funding under the program. Deadline for submission of the application is April 2¢, 1989. B Attached Application has been developed which requests $20,000 for the Emergency Home Repair Program, and provides for the following: Administration by the City in cooperation with Total Action Against Poverty (TAP), who is responsible for assessing tenant's income and providing the rehabilitation repairs. April 3, 1989 PAGE 2 2. Operation in conjunction with Code Enforcement activities and will be targeted to occupied rental property that is: a. in such bad condition that it may have to be condemned, but, b. can be stabilized to avoid condemnation by limited repairs, and, c. whose owner certifies that he/she cannot afford to make repairs without substantial rent increases, further, d. the owner is expected to match dollar for dollar the cost of repairs exceeding $500. Maximum grant on any unit will be $2~000, of which $500 ($1,000 for handicapped accessibility repairs) would be from State funds. If the maximum grant was awarded, the owner will be required to match grant funds with up to $1,500 in private funds. Authorization by City Council is required by HCD in order for the City to submit this application. III. Issues Upon notilication from HCD that the City will be awarded grant funds, a detailed report will be submitted to Council requesting authorization to accept the grant and appropriating CDBG funds as a match. A. Impact on housing conditions as a result of program-funded repairs. B. Cost to the City. C. Consistency with the recommendations of the Housing Development Strategic Plan Task Force. D. Administrative arrangements. E. Timing. IV. Alternatives Authorize the City Manager to submit the attached application for the Emergency Home Repair Program to the Department of Housing and Community Development. Impact on housing conditions will be positive as additional funding will be available to correct serious health and safety hazards in substandard rental units occupied by low-income citizens. Limited repairs of serious deficiencies will prevent such units from being condemned and displacing low-income tenants. Because property owners must agree not to increase the rents for one year, low- income tenants will not be displaced indirectly by increased rent. This program would help to slow the deterioration of houses currently of marginal condition and extend their usefulness. April 3, 1989 PAGE 3 Cost to the City will be $30,000. Funds are targeted to come from FY 88 - 89 CDBG program income. Consistency with the recommendations of the Housing Development Strategic Plan Task Force is met by the Emergency Home Repair Program. Specifically, eliminating blighting influences in neigh- borhoods through agressive enforcement of Building Maintenance Codes, and encouraging on-going maintenance of property is a purpose of this Program. The Emergency Home Repair Program preserves structurally sound residential property in an economically feasible manner, limits the number of housing units that are in imminent danger of becoming uninhabitable, and repairs a substantial number of units that are deteriorated but still structurally sound. The Program increases the supply of quality low-cost rental housing and enhances efforts to provide appropriate housing for groups with special needs, such as the physically handicapped. Administrative arrangements will be shared with TAP, due to TAP's weatherization program and its experience in housing counseling and rehabilitation activities. Timing is important since the application deadline is April 2#, 1989. not authorize the City Manager to submit the attached application for the Emergency Home Repair Program as submitted to the Department of Housing and Community Development. Impact on housing conditions will be negative, as a potential tool for stabilizing occupied seriously substandard rental units will be lost. Many of these units may have to be condemned due to the owner's inability to make necessary repairs economically. Cost to the City would be nothing initially but the long-term effects of continued housing deterioration and abandonment will continue to accrue. Consistency with the recommendations of the Housing Development Strategic Plan Task Force would not be met. Administrative arrangements would not be an issue. Timing would not be an issue. April 3, 1989 PAGE 4 V. Recommendation Adopt Alternative A, thereby authorizing the City Manager to submit the attached application for the Emergency Home Repair Program to the Department of Housing and Community Development. Respectfully submitted, ~/. Robert Herbert City Manager ~/RH:HDP:bc attachments CC: City Attorney Director of Finance Director o~ Public Works Building Commissioner Housing Development Coordinator Grants Monitoring Administrator Executive Director, TAP (Council. 83) -12- EMERGENCY HOME REPAIR PROGRAM TRANSMITTAL TO BE INCLUDED AS APPLICATIO~ COVER SHEET 1. APPLICANT ORGANIZATION:City of Roanoke, Virginia 2. MAILING ADDRESS:Housing Development Office, Room 170, Municipal Bldg. 215 Church Avenue SW Roanoke VA ZIP CODE 24011-1592 3. CONTACT PERSON:Bud Chene~,, Housing Development Technician PHONE ~(703/ 981-2222 4. NAME, ADDRESS OF CITY, OR COUNTY MANAGER(S)*: W. Robert Herbert, City Mana.qer Office of the City Manaqer, Room 364, Municipal Bldq. 215 Church Avenue SW Roanoke. Virqinia 24011-1592 5. State Senate Representative(s)* Macfarlane, J. Gran.qer District #(s) 21 6. House of Delegate Representative(s)* Woodrum, C]ifto~ A. (Ship) Thomas, A. Victor District #(s) 16, 17 7. Congressional District Representative(s)* 0lin, James District #(s) 6 8. GEOGRAPHIC AREA TO BE SERVED: Cit~, of Rqanoke, Virginia 9. AMOUNT REQUESTED :$20.000 10. MATCH AMOUNTS30.000 CDBG PROGP~M INCOME + $10,000 - $20,000 OWNER FUNDS SIGNATURE: TITLE: DATE: * Please hist aAA ~tepresentatlves from Your ~fll~l, ~ervice Area 1) Administrative Capacity The City of Roanoke provides a full range of services to its citizenry. It administers allocations of Community Development Block Grant Funds as well as funds from numerous other sources. Over the past 6 years, various housing reha- bilitation and community revitalization programs developed and/or administered for the Roanoke Redevelopment and Housing Authority have resulted directly in the repair of more than 700 housing units, at an investment of more than $i0 million. Many of the rehabilitation programs of the City are administered by the Roanoke Redevelopment and Housing Authority under contract with the City. Included on staff of the RRHA are rehabilitation inspectors/specialists, a loan processor and a housing counselor. For the past year, Total Action Against Poverty (TAP) has provided administrative assistance with the Emergency Home Repair Program by assessing client income and performing repairs made under the Program. The Housing Development unit for the City is composed of two Code Inspectors that inspect housing units and enlorce Building Maintenance Codes in all Conservation Areas and Rehabilitation Districts in the City, and a Housing Development Technician who provides clerical support of Code Enforcement activi- ties and some program management responsibilities. They are supervised by the Housing Development Coordinator, who reports to the Building Commissioner. 2) Experience Among programs developed and/or administered by the City in current opera- tion are the Emergency Home Repair Program, which provides emergency repairs of up to $2,000 to rental housing units occupied by low income tenants; the Critical Home Repair Program, which make critically needed repairs to the homes of very low income homeowners, up to $6,000 per house; and the Rental Rehabilitation Program which provides low interest loans to property owners to repair or rehabilitate substandard rental property. 3) Description of Need and Potential Demand The latest survey of external housing conditions in the City found more than 500 occupied houses in poor or fair condition. It is certain there are many other houses which could be found to be substandard upon inspection of interior conditions. These factors together indicate a substantial unmet need for "emergency repair assistance". The 1988 Emergency Home Repair Program made repairs of several common problems including deteriorating roofs, outdated and unsafe electrical services, inadequate heating systems, plumbing and other mechanical problems, and a variety of interior repairs to floors walls and ceilings. Low income tenants are the most likely to live in these substandard con- ditions and are to be the target population of the program. In addition, the special needs of the low income handicapped population are to be addressed in this year's program, so that handicapped accessibility to low income rental units can be improved. Projected Expenditures This application requests a grant of $20,000 from the Department of Housing and Community Development. If approved, $30,000 in matching Community Development Block Grant program income is expected to be in place by the end of 3une, 1989. It is anticipated that 20 low income housing units, and l0 low income handicapped housing units wilt receive repairs under the Program. In addition, the Program is expected to bring a private funds match from pro- perty owners of $10,000 - $20,000. Description of Program Operation The allocation for the Program from HCD will be used for the emergency repair of rental units occupied by low income tenants. Currently code inspectors will discover occupied rental units with some aspect in such condition as to be immenently hazardous to health or safety. Especially in the case of those units with the lowest income residents and lowest rents, the property owners are unable to make repairs without increasing the rent substantially, thereby effec- tively displacing the tenants. By using the Program, in conjunction with CDBG funds budgeted in support of the program, some repairs may be made to the pro- perty to avoid its condemnation. The property owner will be required to agree not to increase the rent because of the repairs made with Program funds for a period of one year, thereby keeping the unit affordable to the current low income tenant. The Program will be administered by the City with the help of Total Action Against Poverty (TAP), the local community action agency. Eligible rental pro- perties will be identified primarily via code enforcement activities. After ini- tial contact with the owner of such property, TAP will be brought in to verify the low income status of the tenant and to estimate the cost of the repairs required by the Building Department. The owner will be asked to enter an agreement with the City to not increase the tenant's rent in exchange for the repairs, and to match dollar for dollar, the cost of repairs above $500, up to $1,500. TAP then will be responsible for having the repairs made, either by private subcontractors or by its own crews. The first $500 of repairs made to the property will be at no cost to the property owner. The owner will be expected to match the next $1,500 of repairs dollar for dollar. Any required repairs over the maximum $3,500 will be solely at the owner's expense. In certain exceptional cases, as determined jointly by the Program Manager, the Housing Development Coordinator, and the Building Commissioner, the first $2,000 worth of repairs may be granted to the property without an owner match. In no case shall the payment of this grant to the property exceed $2,000. A scenario of repair costs and sources of matching funds appears on the following page. SOURCE OF MATCH REHAB COST/HCD PROGRAM CDBG OWNER $500/ $250 $2~0 0 $7~0 $37~5 $187.50 $187. ~0 S[,O00 $~oo $2~0 $2~0 $],230 $~00 $373 $~,ooo $~00 Sooo $ooo $2,000 $ooo $7~0 $7~0 $2,~00 $ooo S~,ooo $~,000 $~,~00 $~00 $~, ~00 $~,~oo $% 000 $ooo $~,~00 $2,000 CERTIFIED LOCAL ADMINISTRATORS (CLA) VIRGINIA EMERGENCY HOME REPAIR GRANTS PROGRAM CERTIFICATIONS/ASSURANCES BY THE AUTHORIZED REPRESENTATIVE I, W. Robert Herbert , Autho~zed Representative of Cit,¥ of Roanoke~ Vir,qinia certify that the Certified Locai Administrator (CLA) will oversee and monitor the use of funds received under this program as required by the Department of Housing and Community Development a/id the laws of the Commonwealth of Virginia. I certify that the CLA will comply with all program requirements set forth in the Program Manual 1989 and will: (1) Require that emergency home repair set,rices be provided on a non-discriminatory and non-religious basis; (2) Require that a Home Repair Agreement be executed between the CLA and property owner of each housing unit to be repaired; (3) Assure that the Emergency Home Repair program will operate on a not-for-profit basis; and (4) Assure that State Program Funds will be matched locally. City Manager (Signature a~d Title of . Authorized Representative) Date II III IV V VI VII GOVERNING BOARD RESOLUTION ~'HEEEAS, the Commonwealth of Virginia, Departmen[ cf Housing and Community Development has issued a Notice of Funding Availability and Request for Proposals under the EMERGENCY H©ME REPAIR PROGRAM WHEREAS, assistance is needed to effectively and adequately address the emergency home repair needs of low-income persons to be served by The City of Roanoke, Virginia (name of organization or government unit) in our service area of The City of R0anoke~ Virginia (service area localities) WHEREAS, an application for a grant under this program has been prepared. WHEREAS, The City of Roanoke, Virqinia (name of ({rganization or government unit) agrees to provide emergency home repair services to those in need in conformance with the regulations and guidelines of this State Program. WHEREAS, W. Robert Herbert, City Manaqer (name ant title of person who) can act on behalf of The City of Roanoke. Virqi~lJ~ (name of organization or government unit) and will sign all necessary documents required transaction. to complete the grant WHEREAS, a local dollar for dollar match is required under the program and will be provided. NOW, THEREFORE, BE IT RESOLVED THAT the other governing body) of The City of Roanoke, Virginia (name of organization or government unit) Board of Directors (or hereby authorizes W. Robert Herbert (representative of organization or local government) to apply for and accept the grant and enter into a Grant Agreement with the Department of Housing and Community Development and undertake any and ail actions and responsibilities in relation to such Agreement. Dated: (Name and title of Authorized Board Official) (Signature) Office of the City Clerk April 5, 1989 File #724236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29507, accepting an offer of certain Emergency Shelter Grant Program funds (ESGP) made to the City by the United States Department of Housing and Urban Development under Subpart B of Title IV of the Stewart ~. McKinney Homeless Assistance Act (Public Law 100-77) and the Stewart B. McKinney Homeless Assistance Amendments Act (Public Law 100-628); and authorizing execution of the Cityts acceptance of the aforesaid grant offer and agreement~ on behalf of the City, to comply with the terms and conditions and requirements of said Department pertaining thereto, which Resolution No. 29507 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. Sincere ly, Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. Ms. James D. Ritchie, Marie T. Pontius, Director of Human Resources Grants Monitoring Administrator Room 456 Municipal Building 215 Onurch Avenue SW R4:~noke ".~rg~nio 24011 (703) 981-2541 (~ce o~ ~ne Ci~, Cler~ April 5, 1989 File #178-236 Mr. G. William Thomas~ Jr., Manager Department of Housing and Urba~ Development P. 0. Box 10170 Richmond, Virginia 23240 Dear Mr. Thomas: I am enclosing copy of Resolution No. 29507, accepting an offer of certain Emergency Shelter Grant Program funds (ESGP) made to the City by the United States Department of Housing and Urban Development under Subpart B of Title IV of the Stewart B. McKinney Homeless Assistance Act (Public Law 100-77) and the Stewart B. McKinney Homeless Assistance Amendments Act (Public Law 100-628); and authorizing execution of the City's acceptance of the aforesaid grant offer and agreement, on behalf of the City, to comply with the terms and conditions and requirements of said Department pertaining thereto~ which Resolution No. 29507 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Enc. Room 456 Municipol Builcling 2t§ C~u~-h Avenue S W Roanoke ~rg~nia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 3rd day of April, 1989. No. 29507, VIRGINIA, A RESOLUTION accepting an offer of certain Emergency Shelter Grant Program funds (ESGP) made to the City by the United States Department of Rousing and Urban Development under Subpart B of Title IV of the Stewart B. McKinney Homeless Assistance Act (Public Law 100-77) and the Stewart B. McKinney Homeless Assis- tance Amendments Act (Public Law 100-628); and authorizing execu- tion of the City's acceptance of the aforesaid grant offer and agreement, on behalf of the City, to comply with the terms and conditions and requirements of said Department pertaining thereto. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That the City of Roanoke does hereby accept the offer made to said City by the United States of America, Department of Housing and Urban Development, under date of March 15, 1989, of a grant of Federal funds under Subpart B of Title IV of the Stewart B. McKinney Homeless Assistance Act of 1987 (Public Law 100-77) and the Stewart B. McKinney Homeless Assistance Amendments Act (Public Law 100-628), amounting to $24,000.00 in funding to be used for operation of shelters for the Roanoke area homeless population as set out and described in the City's application for said funding made as Grant No. S-89-MC-51-0005 by said Department, upon all of the terms, provisions and conditions therein set out, a copy of the aforesaid offer to which is attached the Grant Agreement and HUD funding approval forms, and the terms, provisions and conditions, upon which said grant is made being on file in the Office of the City Clerk and being expressly incorporated herein by reference. 2. The City Manager, or Assistant City Manager, be and is authorized and directed to execute, for and on behalf of the City, written acceptance of the City on the proper forms, thereby agreeing on behalf of the City, to comply with the terms and con- ditions of the aforesaid Grant Agreement, applicable law and regulations and all requirements of the U. S. Department of Housing and Urban Development, nOW or hereafter in effect, per- taining to the assistance provided. 3. That upon execution of the City's acceptance of said offer and execution of agreement to the terms and conditions incorporated therein, the original and one copy of the aforesaid document be forthwith forwarded to the Richmond Area Office of the Department of Housing and Urban Development, together with attested copies of this resolution, and one executed copy to be retained by the City Clerk, for the City. ATTEST: City Clerk. Office of the City Cled~ April 5, 1989 File #60-F2~236 Mr. J~el M. SchlanDer Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29506, amending and reor- daining certain sections of the 1988-89 Grant Fund Appropriations, providing for the appropriation of $24,000.00~ in connection with acceptance of an Emergency Shelter Grants Program award from the U. S. Department of Housing and Urban Development, which Ordinance No. 29506 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. James D. Ritchie, Director of Human Resources Ms. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municit:x:ll Building 215 Church Avenue S W Roanoke Virginia 24~1 t (703) 98'f-254t IN THE COUNCIL OF THE CITY OF ROANOKE, T½e 3rd day of April, 1989. No. 29506, VIRGINIA AN ORDINANCE to amend and reordain certain sections of 1988-89 Grant Fund Appropriations, and providing for an the emergency. W~EREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the.Council of the City of Roanoke that certain sections of the 1988-89 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Health and Welfare Emergency Shelter Grant $ 243,473 - FY89 (1) ................. 24,000 Revenue Health and Welfare $ Emergency Shelter Grant - FY89 (2) ................. 1) Operating Expenditures (035-054-5118-2210) $24,000 2) Federal Grant Revenue (035-035-1234-7068) 24,000 243,473 24,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Honorable Mayor, Noel C. Taylor, and City Council Roanoke, Virginia Roanoke, Virginia April 3, 1989 Dear Members of Council: SUBJECT: EMERGENCY SHELTER GRANTS PROGRAM GRANT AWARD ALLOCATION I. BACKGROUND City Council accepted Emergency Shelter Grants Program grant awards of: $4,000 on May 9, 1988, by Resolution No. 29086 and $26,000 on November 16, 1987, by Resolution No. 28872, allocated under the Stewart B. McKinney Homeless Assistance Act from the U.S. Department of Housing and Urban Development to provide services to the homeless. City appropriated the funds from both grant awards to an Emergency Shelter Resource Fund enabling local non-profit organizations to apply for financial support to improve and/ or maintain the quality of shelter facilities. Council concurred with the recommendations submitted by the City Manager's Follow-Up Task Force on Homelessness by Resolutions: No. 29186 on June 27, 1988; No. 28963 on January 25, 1988 and No. 29047 on April 4, 1988 to allocate the funds as follows: 1987 1988 Funds Funds Shelter Provider 1. $20~000 $ 1,700 2. $ 6t000 $ 2,300 Total Action Against Poverty (TAP) Roanoke Area Ministries (RAM House) II. CURRENT SITUATION FY 1989 Emergency Shelter Grants Program appropriations were significantly increased nationally from 1988 levels, resulting in an increase in the City's share from $4,000 to $24~000. An Emergency Shelter Grants Program grant allocation of $24,000 has been awarded to the City of Roanoke by the U.S. Department of Housing and Urban Development. These funds, allocated under the Department of Housing and Urban Development - Independent Agencies Appropriations Act, 1989, must be used to provide assistance to the homeless. De The City's Emergency Shelter Resource Fund will provide the avenue for distributing these funds to local shelter providers serving the needs of the homeless. City will invite applications from all local shelter providers to ensure the most cost beneficial use of the funds. Follow-Up Task Force o__n Homelessness will review proposals and advise the City Manager on which proposals to recommend to City Council for funding. III. ISSUES A. Impact on Services in the City. B. Cost to the City. C. Timing. IV. ALTEP/NATIVES ae Authorize the City Manager to accept the Emergency Shelter Grants Program grant award of $24,000 from the U.S. Depart- ment of Housing and Urban Development and appropriate funds to an account to be established in the Grant Fund by the Director of Finance and increase the revenue estimate in the Grant Fund. Impact on Services in the City would be positive, through the provision of additional funds to be used for the operation and maintenance of facilities and services available to the area's homeless population. Se Cost to the City would be nothing since no additional City funds are required. Timing is important in order to assure that the grant award is not recovered and reallocated by the Department of Housing and Urban Development. Funds must be obligated within 180 days of March 15, 1989. D__o no___t authorize the City Manager to accept the Emergency Shelter Grants Program grant award. Impact on Services in the City could be negative if assistance for the operation and maintenance of shelter facilities is delayed. 2. Cost to the City would be the loss of a valuable source of funds for the community. 3. Timing would not be an issue. RECOMMENDATION It is recommended that City Council adopt Alternative A which would: Authorize the City Manager t__o execute the necessary documents accepting the FY 1989 Emergency Shelter Grants Program grant award. Appropriate $24,000 for the Emergency Shelter Grants Program to an account to be established in the Grant Fund by the Director of Finance and increase the revenue estimate in the Grant Fund. Respectfully submitted, W. Robert Herbert City Manager WRH:vlp cc: Assistant City Manager City Attorney Director of Finance Director of Human Resources Grants Monitoring Administrator GRANT AGREEMENT - LOCAL GOVERNMENT GRANTEE EMERGENCY SHELTER GRANTS PROGRAM This Grant Agreement is made by and between the United States Department of Housing and Urban Development (HUD) and the City of Roanoke~ Virginia~ the Grantee. The grant which is the subject of this Agreement is authorized by Subtitle B of Title IV of the Stewart B. McKinney Homeless Assistance Act~ Pub. 1_.100-77~ approved July 22~ 1987 (the "Act") and the Stewart B. McKinney Homeless Assistance Amendments Act~ Pub. L. 100-628~ approved November 7~ ~c)88. The grant is also subject to HUD's regulations at 24 CFR Part 576~ as now in effect~ and as may be amended from time to time~ and the Notice on the I ~8~ Emergency Shelter Grants Program (54 FR 750~ January ~ 1989) which are incorporated as part of this Agreement. Also incorporated as part of this agreement are the application and the certifications described in the Act and at 24 CFR & 576.5 I(b)~ which must be transmitted to the Secretary pursuant to section 524 of the Act. In reliance upon the application and certifications~ the Secretary agrees~ upon execution of the Grant Agreement~ to provide the Grantee grant funds in the amount provided in the attached HUD Funding Approval form~ which constitutes a part of this Agreement. The grant is made subject to any special conditions in the Funding Approval form. The Grantee agrees that failure to obligate grant funds by the 180th day following the grant award by HUD (or such later date as HUD may approve) will result in such funds being deemed "unused"~ and in their becoming available for reallocation by HUD without further notice to the Grantee, in accordance with the regulation appearing at 24 CFR & 576.67. The Grantee agrees to comply with all applicable laws and regulations in using funds provided under this Grant Agreement and to accept responsibility for ensuring compliance by subrecipient entities to which it makes funding assistance hereunder available. The Grantee further agrees to comply with the provision of the environmental requirements of 24 CFR Part 58 as applicable under section 104(g) of the Housing and Community Development Act of IC)74 with respect to funds provided under this Grant Agreement, This Grant Agreement is hereby executed by the Parties on the dates set forth below their respective signatures9 as fo ows.' UNITED STATES OF AMERICA Secretary of Housing and Urban Development (Title) 1989 (Grantee) (Signature) (Date) (Title) (Date) U.S. DEPARTMENT OF IIOUSING AND URBAN DEVELOP~IENT E~RGI~CY SHEL~ (~NTS ~ Funding Approval Under the Stewart B. McKinney Homeless Assistance Act (Public Laws 100-77 and 100-628 1. N~E~l~p~.~gr 2.~N~ City of Roanoke S-89-MC-51-0005 February 7, 198 3. ~ ~ (Ir=l~ su~t, city, Ch~'y, Sta~, a~ zip 24011 Municipal Building 215 Church Avenue, Roanoke, Virginia February 9, 1989 7e a. ~ o~ ~'~ fL-rids Ox~a~tly ."~..~.-s~d f~' ~ .;~l?lt<m~- ..... $ 24 ~ 000 b. ;~untcf ~B~N:wl3~ir~JA[tl~ for th~s .;~P~i<~'~L ..... $ 94.000 ~ mo~t Of F-- -~- ,~ukn to ~ Cax~ (L~n~ 7a .~us 7~) ....... $ - O- 13. ~ (I~ (Cl'~Ok ~1~W'~1~ b:lK) b. n ~ed Office of ~he City Clerk April 5, 1989 File #249-51 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to Historic Properties in the City of Roanoke was before the Council of the City of Roanoke at a regu- lar meeting held on Monday, April 3, 1989. On motion, duly seconded and adopted, Council concurred in the recommendations contained in the report with the understanding that you will be authorized to include, for local historic zoning, those properties listed on the inventory prepared in 1985 of eighty-three historic structures, and any other properties which the individual owners would be agreeable to include under the historic zoning designation. Sincerely, Mary F. Parker, C~4C City Clerk !,rFP: r a pc: Mr. William F. Clark, Director of Public Works Mr. Michael M. Waldvogel, Chairman, Roanoke City Planning Commission, 3526 Penarth Road, S. W. Roanoke, Virginia 24014 Mr. John R. Ma~lles, Agent/Secretary, Roanoke City Planning Commission Mr. W. L. Whitwell, Chairman, Architectural Review Board, 1255 Keffield Street, N. W., Roanoke, Virginia 24019 Ms. Evelyn S. Gunter, Secretary, Architectural Review ~oard Room 456 Municipal Building 2t5 Church Avenue 5 W P~anoke V)rg,nia 2401 t (703) 981-2,541 April 3, 1989 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Historic Properties in the City of Roanoke I. Background: In January of 1988, the Architectural Review Board recommended 17 properties in the downtown for H-l, Historic District designation. These structures were on the National Register of Historic Places (an official list of properties recognized by state and federal governments for their historic significance) or had been determined by previous study to be potentially eligible for the National Register. Six of the structures were rezoned H-1 in October of 1988. The request of the Architectural Review Board was based upon a city-wide historic inventory compiled in conjunction with Roanoke Vision in 1985. As a first step in protecting the significant historic properties, the request was specifically targeted to downtown (bounded by Williamson Road, Elm Avenue, 3rd Street, S.W., and the railroad tracks) and included several endangered properties of significance. The inventory prepared in 1985 identified 83 historic structures in the City and -- categorized them according to their degree of significance. A copy of this inventory is attached for your review. The survey identified six categories of structures: 1. National Register Properties (12) 2. Potential National Register Properties (19) Roanoke City Council Page 2 April 3, 1989 Old Southwest - Significant Properties (20) City Market - Significant Properties (2) Virginia Landmarks Register Property (1) Properties of Local Significance (29) II. Current Situation: Six of the 8--3 structures b~ve been lost or destroyed in the last three years and 32 are now protected by historic district zoning (H-1 and H-2). City Plannin9 staff is continuing to identify additional historic resources as part of the Neighborhood Planning Pro~ram. Properties of National Register significance will be recommended for Historic District (H-l) zoning. Virginia Historic Landmarks Regional Preservation Office is now operational at Buena Vista Recreation Center and will assist the City in preservation planning. Preservation incentives have been initiated by the City to benefit owners of historic properties. These include a ten year tax freeze on rehabilitated property, a $20,000 technical assistance fund for property owners, and $100,000 in seed money for a preservation loan fund. A more comprehensive, technical survey of all historic properties in the City will be a valuable tool in meeting our preservation goals and in preventing crisis situations. The inventory would be effective, however, only if the most significant structures, that is those on or eligible for the National Register, are protected by local historic zoning. III. Issues: A. Need. B. Time required. C. Cost. D. Zonin9. Roanoke City Council Page 3 April 3, 1989 IV. Alternatives: Prepare a comprehensive historic inventory for the entire City (43 square miles). 1. Need is met. Time required is estimated to take from six months to one year. Cost is estimated to be $40,000 based on similar inventories in other communities. A consultant would have to be retained. Matching funding for survey is available from Virginia Historic Landmarks under the Certified Local Government program for which Roanoke can qualify. Zoning for the most significant properties (National Register eligible) would be recommended to Council. Prepare a targeted historic priority areas of the City individual neighborhood). inventory for (downtown, 1. Need is met. Time required is estimated to take from 3-6 months. Cost for the downtown area (Orange Avenue to Williamson Road and Elm Avenue) to 5th Street is estimated to be $20,000. A consultant would have to be retained. Zoning for the most significant properties would be recommended to Council. Add to the existin~ inventory incrementally as part of the Neighborhood Planning Program. 1. Need met over a period of time. Time required is expected to take at least five years. 3. Cost is absorbed in planning program. Zoning would be recommended as part of the neighborhood plan. Roanoke City Council Page 4 April 3, 1989 Ve Recommendation: That the City's Community Planning staff, in conjunction with the Roanoke City Architectural Review Board and Roanoke City Planning Commission continue the following activities: Prepare the apDroDriate reports for City Council consideration which will provide local historic zoning for the following properties, which are already listed on the National Register of Historic Places. These properties would include Harrison School, St. Andrew's Church, Boxley Building, Crystal Spring Pump Station, Buena Vista, Lone Oaks, Belle Aire, and Monterey. The zoning should also include the four warehouses at 127, 129, 133 and 143 Norfolk Avenue, which structures are part of the Warehouse Row National Register Historic District. Be Complete further studies on those structures which have been identified as "potentially eligible" for the National Register of Historic Places. These studies will be coordinated with the newly established Roanoke Regional Preservation Office. Ce Pursue financial assistance from the State Division of Historic Landmarks to complete the inventory of structures located in downtown Roanoke which may need to be considered for historic zoning. De Continue the identification of historic resources located in the City's neighborhoods through the neighborhood planning process. Respectfully submitted, W. Robert Herbert City Manager WRH:ESG:mpf cc: Assistant City Manager City Attorney Director of Finance Director of Public Works Chairman, Roanoke City Planning Commission Secretary, Roanoke City Planning Commission Chairman, Architectural Review Board Secretary, Architectural Review Board Office of the City Clerk April 5, 1989 File #9 Mr. W. Robert Herbert, Chairman Roanoke Regional Airport Commission Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29508, approving specific capital expenditures for a FAR Part 150 Noise Study Project by the Roanoke Regional Airport Commission, upon certain terms and conditions, which Resolution No. 29508 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday April 3, 1989. ' Sincerely, /~t Mary F. Parker, CMC Ci tx Clerk MFP: r a Enc o ,DC: Mr. Lee Garrett, Vice-Chairman, Roanoke Regional Airport Commission, P. 0. Box 29800, Roanoke, Virginia 24018-0798 Mr. Robert C. Poole, Airport Manager lis. Cathy S. Pendleton, Roanoke Regional Airport Commission Secretary Mr. Charles M. Huffine, Airport Engineer ROOm 456 Municipal Building 215 C'J~urch A'~ue SW [kx:~nc~e Virginia 2401 t (703) 981-2541 IN THE COUNCIL OF THE CITY OF The 3rd day of April, 1989, No, 29508, ROANOKE, VIRGINIA, A RESOLUTION approving specific capital expenditures for an FAR Part 150 Noise Study Project by the Roanoke Regional Airport Commission, upon certain terms and conditions. WHEREAS, Section 17.(b) of the contract between the City of Roanoke, Roanoke County and the Roanoke Regional Airport Commis- sion provides that the Commission shall prepare and submit for approval any proposed capital expenditure exceeding $100,000.00 to benefit five or more future accounting periods; and WHEREAS, by report dated March 28, 1989, a copy of which is on file in the Office of the City Clerk, the Roanoke Regional Airport Commission has submitted a request that the City approve capital expenditures by the Commission for an FAR Part 150 Noise Study Project in a total estimated amount of $180,000.00. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that this Council hereby approves the capital expenditure by the Roanoke Regional Airport Commission of approximately $180,000.00 in connection with the Roanoke Regional Airport FAR Part 150 Noise Study Project, and the City Manager and City Clerk are authorized to execute and attest, respectively, on behalf of the City, any additional documentation, in form approved by the City Attorney, necessary to evidence said approval, as more particularly set forth in the report to this Council on this sub- ject from the Roanoke Regional Airport Commission dated March 28, 1989, a copy of which is on file in the Office of the City Clerk. ATTEST: City Clerk. Airport Commission W. Robert Herbert, Chairman Lee Garrett, Vice Chairman Joel' ~vl. Schlanger Bob L. Johnson Kit B. Kiser Robert C. Pooie, Airport Manager 1635 Aviation Drive Roanoke, Virginia 240~2 [703] 981-253~ Honorable Mayor and Members Roanoke City Council Dear Members of Council: March 28, lg89 Honorable Chairman and Members Roanoke County Board of Supervisors Dear Members of the Board: Subject: Roanoke Regional Airport FAR Part 150 Noise Study As you are aware, Section 17(b) of the contract between the City of Roanoke, Roanoke County, and the Airport Cox~ission requires any capital expenditure over $100,000 be approved by the Council of the City of Roanoke and the Board of Supervisors of Roanoke County. Resolution No. 89-006, adopted by the Roanoke Regional Airport Commission at their meeting of March 15, 1989, authorized the filing and execution of certain Part 150 Noise Study grant documents on behalf of the Commission with the Federal Aviation Administration, as more particularly set forth in the attached report. This letter is to respectfully request that the governing body of Roanoke City and Roanoke County each adopt a resolution approving the capital expenditure by the Roanoke Regional Airport Commission of $180,000 necessary to conduct a Part 150 Noise Study. The federal government is expected to reimburse the Commission for 80% of the cost of the Noise Study. Thank you very much for your assistance. Respectfully submitted, W. Robert Herbert Commission Chairman WRH:afm Attachment cc: Legal Counsel Airport Manager Airport Engineer Chairman and Members Roanoke Regional Airport Commission Dear Members of the Commission: Subject: Airport Noise Study Roanoke, Virginia March 15, 1989 II. III. I. Background: Airport is required to conduct a new noise study every five (5) years. This requirement was a special condition of the ADAP 13, AlP O1 and 02 Runway Extension Grants. B. Airport Manager advertised for Engineering and Planning ser- vices for a Noise Study. C. Noise studies that have been conducted in the past to meet the special grant conditions have been limited to: 1. Study of Flight Tracks 2. Field Monitoring of Noise Levels 3. Development of Noise Contour Maps Do FAR Part 150 Noise Study will meet and exceed special grant conditions. (See attached letter to William A. Whittle, FAA, and response to Commissioner Kiser.) go One (1) response was received, Delta Associates P.E., Inc. together with Harris, Miller, Miller & Hanson Inc. as subcon- sultan~ (see attached qualifications and experience). F. Negotiations have been conducted as to scope of work and cost of services. Current situation is that the Commission needs to authorize the Commission Chairman to file a grant application wit~ the FAA and Virginia Department of Aviation for funding for a FAA Part 150 Noise Study. A. Funding B. Public Involvement C. Timin8 Page 2 IV. Alteruatives: A. Authorize the Commission Chairman to: - File grant applications with the FAA and Virginia DOA for a Part 150 Noise Study. - Execute any grant agreements or amendments with the FAA and Virginia DOA for a Noise Study. Fundin8 would be provided by an 80% Federal grant and 20% Airport Commission. Due to commitment of state funds to the Terminal Complex, no state grant is expected. If state funds were to be received, the grant could be expected to be i0%. Public Involvement will be considerable throughout the Noise Study. (See attached program outline and suggested makeup of Noise Advisory Committee.) 3. Timin8 is expected to take 24 months from the notice to proceed to receipt of the final report. B. Do not authorize the Commission Chairman to file grant appli- cations or execute a contract to prepare a Noise Study. 1. Fundin8 would not be needed. 2. Public Involvement would not be an issue. 3o Timin8 for completing a new Noise Study would be lost. The Commission commitment as a special condition of the ADAP 13, AlP 0] and 02 would still exist. Recommendation is that the Airport Commission approve Alternative A. Commission Chairman be authorized to file 8rant applications with the FAA and Virginia DOA for a Part 150 Noise Study. Commission Chairman be authorized to execute any ~rant offers made by the FAA and Virginia DOA and any amendments to those grant offers, subject to the approval of this project by Roanoke City Council and Roanoke County Board of Supervisors. Authorize the Commission Chairman to send a copy of this report to Roanoke City Council and Roanoke County Board of Supervisors and, by letter of transmittal, request the appro- val of their governments as required by the agreement between the Commission, the City and the County. ~age 3 RCP/JGB/mm Attachment CC: Legal Counsel Treasurer Engineer Construction Cost Technician Respectfully submitted, ~ './~/ , / Robert C. Poole Airport Manager A~rDer t Comnn~ss~on VV Robert Herbert, Chairman Lee Garreff Joel M Schlonger 3ob I. Johnson Kit B. Kiser 1635 Awation Drive Roanoke, Virginia 24012 (703] 08%2531 Robert C. Poote, AJrparf Manager Dec~mber 19, 1988 Mr. William A. Whittle, Manager Washington Airports District Office Federal Aviation Administration 900 South Washington Street Falls Church, VA 2Z046 Dear Mr. Whittle: Re: Noise Study - Roanoke Regional Airport Roanoke, Virsinia The Roanoke Regional Airport Commission is currently considering a new noise study. Two (2) noise studies have been completed since the completion of the runway extension project. These studies have been conducted in accordance with Special Condition No. 16 of the ADAP 6-51-0045-13 8rant, executed September 29, 1981 and Section 5.5 of the EIS for the runway extension, approved September 21, 1981. In short, the City (now Commission) must conduct a noise study every five years and must offer to purchase all single family structures and vacant land within the 40 NEF and offer to soundproof single structures between the 40 NEF and 35 NEF contour and all multi-family structures within the 40 NEF. These would be subject to the availability of State and Federal grant funds. The study being considered is to satisfy the requirements in the ADAP 13 Grant Agreements and the approved EIS. We have received verbal information which suggests that the FAA ~ :11 only participate in a full FAR Part 150 Noise Study for Roanoke. In order for the Commission to make an informal decision on this matter, we request your written response to the following questions: Is the Noise Mitigation Program outlined in the 1981EIS a legal requirement on both the City and FAA? Will the FAA continue to provide grant funds to support the program outlined in the EIS regardless of whether or not the Commission prepares a Part 150 Study? Will the FAA participate in another Noise Study similar in scope to the latest noise contour update which was accomplished under the runway extension project? Will FAA participate in preparation of Noise Exposure Maps (NEM) at this time with subsequent funding of a Noise Compatibility Program (NCP)? December 10, i988 Page 2 Will FAA, in fact, only participate in a full FAR Part 150 Noise Study? If the Commission undertakes the FAR Part 150 Noise Study, will the Special Condition in the ADAP 13 Grant Agreement be satisfied without requiring the Commission to also continue with the ADAP 13 (and EIS) conditions. Please provide clarification of the approval process/sequence for a Part 150 Study. 7. What role and which FAA office(s) participate in a 150 Study? 8. Does FAA mandate specific mitigation measures which must be included before a 150 Sttu~y will be approved? The Airport Commission appreciates your til~Iy response to these questions and issues. Respectfully, Kit B. Kiser Commissioner KBK:afm CC: Chairman and Members, Roanoke Regional Airport Commission Airport Manager Airport Engineer US Department ct TronsportatJofl F~:lerml Aviatiom Administration Washington Airports Disurict Office 900 S. Washingto~ Street, Room 200 Falls Church, Virginia 22046 (703) 285-2570 December 27, 1988 Hr. Kit B. Kiser, Director Utilities & Operations City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 Dear Mr. Kiser: This is in response to your letter of December 19, 1988, requesting clarification on the eligibility of noise projects for the Roanoke Regional Airport, Roanoke, Virginia. The mitigating measures of the Finding of Mo Significant Impact (FONSI) specifically, paragraph 3 state: ' In accordance with their stated Policy (EA Page 5-5), the City will offer to purchase all single family structures and all vacant land currently within the NEF 40 area surrounding the airport, and will apply this Policy to the NEF 40 areas defined as a result of future noise studie~. The application of the City Policy is subject to the aval!abiiity of State and Federal grant funds. (emphasis added) The mitigating measures of the FONSI (including the above) were included as special conditions to be met under the ADAP-13, AIP-01 and AIP-02 grant agreements. ' Regarding the questions posed in your letter we offer the fo!lowing: 1. is the Noise Mitigation Program outlined in the 1981EIS a legal requirement on both the City and FAA? Will the FAA continue to provide grant funds to support the program...whether or net the Commission prepares a Part 150 SLud~? The noise mitigation program is a conditioned requirement on the City (Commission). There is no obligation for FAA funding. The FAA will continue to provide grant funds, if available, regardless of the preparation of a Part 150 Study. 2, Will the FAA participate in another noise study similar in scope to the latest noise contour update which was accomplished under the ~unway extension project? 3. Will FAA participate in preparation of Noise E~posure Maps (NEM) at this time with subsequent flmdin~ of a Noise Compatibility Program (NCP)? 4. Will FAA, in fact, only participate in a full FAB Part 150 Naise Study? A modified Part 150 study to develop only the NEM is eligible. 5. If the Commission undertakes the FAR Part 150 Noise Study, will the Special Condition in the ADAP 13 grant agreement be satisfied without requiring the Commission to also continue with the ADAP 13 (and EIS) conditions. Implementation of an accepted Part 150 Study would constitute compliance with the mitigation measures of the FONSI. In response to your questions 6, 7, and 8, please refer to the enclosed Part 150, pa~es 6 and 7 regarding determinations and evaluation. The Washington ADO wilt work with you in scoping the project and issuing a grant agreement. The Regional office will be responsible for processing the final Part 150 Study. Please let me know if you desire further clarification. Sincerely, William A. Whittle, Manager Washington Airports District Office Enclosure co: VA/DA Delta Associates Mr. Frank Squeglia, AEA-610 HARRIS MILLER MILLER& HANSON INC. 429 Marrett Road Lexington. Mass. 02173 (617) 863-1401 QUAUFICATIONS AND' EXPERIENCE RELATED TO FAR PART 150 HOISE COMPATIBIMTY PLANNING Harrts'Mlller Miller & Hanson Inc., HMMH, offers exce~lonaJ quallflnatlons related to FAR Part 150 Noise Competlb~lty Planning Studies. These qualifications cover five key areas: - direct experience with Part 150 and related programs, - demonstrated abaity to develop effective and practical airport noise con~c~ measures, - record of conducting successful public participation programs, - staff with comprehensive skills and experience in all relevant technical areas, and - comprehensive In-house technical equipment. The following paragraphs summarize the relevance of each of these Items. Direct experienCe with Pad 150 and related programs Part 150 is a complex program with extensive technical and procedural requirements. These requirements, combined with the sensItivity of airport noise/land use compatibility issues in general, result In a high potential for controversy. HMMH staff have managed or had lead roles in 22 Part 150 studies. Few consulting firms can offer this level of experience. This experience is the best guarantee that the Part 150 program will be developed and implemented with a minimum of controversy. We are pdme consultant for Part 150 studies In Boston (MA), Nantucket (MA), Baltimore (MD), Hartford (CT), Bridgelx~t (CT), Danbury (CT), Groton (CT), Portland (ME), and Denver (CO) (two projects). Our staff's Part 150 experience also Includes major technical responsibilities and project management In Atlanta (GA), Cheriotte (NC), Burlington (v'r), San Antonio OX), Midland-Odessa (TX), Salt Lake City (UT), Fort Lauderdale (FL), Jackson (MS), Providence (RI), Macon (GA), Oshkosh-Wlttrnan Fleld 0NI), and Tampa (FL). We have been selected to conduct the noise elements of a Part 150 In Mobile (AL). Our Involvement in Denver is worthy of special note. The City of Denver has selected HMMH to conduct two Part 150 studies: one for the existing Denver - Staplston Airport, and one for a replacement for Stapleton that the City plans to open in the year 2000. HMMH is member of a team of seven consulting firms that the City has hired to design this totally new air carrier airport. The Part 150 submission will be one of the major elements of the overall design. 8/ss HARRIS MILLER MILLER& HANSON INC. Pert 150 Qualifications Page 2 These pro~octs represent a range et expedence with the procedural requirements ot Part 150. For example, one of HMMH's early respanslb~ltias at BostomLogan was to prepare an application for a temporary exemption from foil Part 150 preparation, based on the abpo~s extensive existing noise abatement program. By contrast, the Providence study ~as the first full Part 150 undertaken atari air carrier airport. It was approved by the FAA In 1984, and its reco~,,,,ended measures are now being Implemented. Related HMMH experfence also Inctudes serving as sole noise consultant to the Navy's noise/land use compatll~lty program * Air Inatatlatlon Compatible Use Zone (AICUZ) studies, the military equivalent o~ FAR Part 150. The flrm. cun~ is under a mult~ contract to update previously prepared AICUZ studies at NavaJ and Madne Cofl3s air statk~s nationwide. Under this contract we have conducted noise sur~s at over 50 air installations. HMMH staff also had a major role in the development and Initial Impleme~,l=tlon-of I~ statewide airport noise compatibility regulation. The FAA based much of Part"150 on this regulation. Demonstrated ability to develop effective and practical airport noise control HMMH staff have bad responsibility for development of noise control programs at many of the nation's most highly noise-sensitive airports, including Boston-Logan (MA), Palm Beach IntematlonaJ (FL), Dallas-Love Fiald OX), Chicago~O'Hara (IL), Deover-Stapleton (CO), Hartsfiald-At~anta (GA), and others. The key to the success of noise control programs such as these is the attention paid to implementation requlramants and to ongoing operational practicality. This attention is a hallmark of HMMH's approach to airport projects. It is made possible by the firm's extensive and direct experience In implementing as wall as analyzing and designing noise control techniques, including all major op{ions: - preferential runway assignment programs, - noise abatement flight tracks, - noise barriers (including revenue-producing buildings), - noise abatement aircraft flight procedures, - airp<xt use restrictions, - noise budgets, - airp(xt layout alternatives, - acquisition of land or Interests therein, - residential and scho~ soundproofing programs, and - permanent noise monitoring systems. HARRIS MILLER MILLER & HANSON INC. Part 150 Qualifications Page 3 HMMH'a sen~ to implementation Issue~ is stron~ by the firm's ongoing Impleme.{al;on and review re~:x~.slbllltlse at both general aviation and air carrier airports, and by HMMH staff experience In previous management and technical posltlona In alqx~t noise abatement offices. This expertence ensures that HMMH noise control recommendations wi# be belanced by awa~.eness of their practicality and potential effects on airport operations. HMMH's exceptk~al familiarity with Nrport'noise compatibility planning and related federal programs is demonstrated by the fact that two of the firm's principals, Mr. Andrew Harris and Mr. Robert Miller, developed a series of seminars on these topics for the FAA and presented them to FAA staff, airport proprietors, and consuffants In each of the FAA's nine continental regions. The FAA subeaquenfly retained these HMMH staff to compile the seminar materials for publication as an FAA reprxt tltlad 'A Guidance Document on Ai~ort Noise Control Planning.' Record of conducting successful I~bllc participation p, ugrarns. Part 150 programs must be developed in a way that ensures public acceptance of the procaes followed In selecting noise control and land use measures; universal acceptance of ail selected: actions is unlikely to be achieved, but if the public accepts the technical and procedural steps undertaken, the results can be defended and implemented with a minimum of controversy. Problems related to public acceptance of the study process can only be avoided by conducting an open and participatory public involvement program. In an alrpo~ planning study, "public' refers not only to the citizens of neighboring communities, but also to other airport interests, such as the business community, alrp(xt tenants, airlines, pilots and others. HMMH develops its public involvement program to ensure that each of these interests has full opportunity to express its views and offer its input In a balanced and non-confrontational manner. We are experienced In the use of a wide range of public involvement tools, including: - Advisory Committee processes, - Technical Working Groups, - public ir~orrnatlon meetings or workshops, and - project newsletters and summary brochures. HMMH's public Involvement credentials include successful involvement In highly controversial airport environmental issues in a very diverse range of communities, such as Atlanta, Boston, Charlotte, the Chicago suburbs, Denver, Palm Beach, Providence, and Dallas. One project provides an excellent example of the firm's ability to successfully balance community and aviation Interests. The project involved developing a comprehensive noise control and land use compatibility program for Dem/er-Stapleton International. HMMH's clients for the project included the slx communities surrounding the airport, as well as the airport proprietor (the City of Denver). Project direction was provided by an Executive Committee made up of public officials from each Jurisdiction. 8/ss HARRIS MILLER MILLER & HANSON INC. Part 150 Quallflcationa Page 4 Staff with ¢omprehenalve akilla and experience in all relavam technical ama, The devak)pment et a Part 150 noise compatibility program requires the ap~ of a broad range of pmleeakmal sklls and kne~edge. Major areas of relevance Include: - acoustics, aircraft operation, - airport operations and planning, and land use planning. HMMH offers exceptional coverage in each of these areas, including staff w~h the following backgrounds: acoustical engineering, jet and propeller pilots, airport planning, computer operations engineering, and land use planning. This comprehensive mix of staff capabilities ensures that all aspects of Part 150 program development are treated thoroughly and efficiently. Our technical qualifications are reflected by three projects that the FAA has recentJy retained us to undertake: (1) a detailed comparison of the two computer noise models that the FAA currently approves for use in Part 150 studies, I.e. NOISEMAP and the Integrated Noise Model (INM); (2) development of microcomputer compatibility planning model for use by state and local agencies, and consultants in conducting heliport site selection studies ('HEMPLAN'); and (3) development of a microcomputer model for conducting sensitivity analyses of the effects of specific operational changes at an airport, without undertaking a full INM run ('NOSAM'). - Comprehensive in-house technical equipment The performance of a Part 150 study requires the use of a number of technical tools, including computers, computerized models, and noise measurement equipment. HMMH has comprehensive in-house availability of this equipment, including: 30 computers with proprietary analytical programs developed for specialized airport noise, land use and aircraft operational analysis; approved operational versions of the noise exposure models the FAA has authorized for use in Part 150 studies, I.e. the Integrated Noise Model (INM) and NOISEMAP; portable and laboratory equipment for measuring and evaluating noise and vibration compliant with Part 150 requirements; and word-processing and graphics software. HMMH specializes in the analysis of environmental noise; we offer technical capabilities that translate into credibility for our clients' projects. Firms that perform noise analyses as a sideline cannot offer the technical competence that is required for such public credibility. FAR PART 150 STUDY ROANOKE REGIONAL AIRPORT ROANOKE, VIRGINIA PROGRA~ OUTLINE WITH PROJECTED MEETINGS 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Send out l'st Informational Newsletter. Hold 1'st Public Meeting to describe Part 150 study program and to solicit for public participants. Form Roanoke Regional Airport NoiSe Advisory Committee (ROA-NAC). Meet with ROA-NAC (#1). Initiate inventory and data collection process r~lative to the airport environs. Measure aircraft noise in airport neighborhoods. Develop existing operations and fleet mix. Meet with ROA-NAC (#2). Develop draft noise exposure contours for existing conditions. Develop future operations and fleet mix. Prepare Working Paper #1 (if required) to document inventory and data collection up to this point in the study. Meet with ROA-NAC ~#3]. Finalize existing noise exposure contours. Develop draft noise exposure contours for future conditions. Determine existing and future incompatible land uses. Document all noise and land use data in Volume 1: Exposure Maps. Noise Develop preliminary list of noise and land use abatement alternatives. Meet with ROA-NAC (#4). Finalize future noise exposure contours. PROGRAM ObThINE WITH PROJECTED MEETINGS (cont'd} 20. Meet with FAA to discuss airspace and airspace constraints. 21. Send out 2'nd Informational Newsletter. 22. Hold 2'nd Public Meeting to describe noise exposure contours and preliminary abatement alternatives. 23. Conduct preliminary analysi~ of noise and land use abatement alternatives. 24. Prepare Working Paper #2 (if required) to document preliminary analysis of abatement alternative~. 25. Meet with ROA-NAC (#5). 26. Conduct further analysis of abatement alternative-~. 27. Meet with ROA-NAC (#6). 28. Prepare recommendations for noise and land use compatibility. 29. Meet with Roanoke Airport Commission (if required). 30. Meet with ROA-NAC (#7). 31. Prepare detailed action plan. 32. Prepare monitoring, enforcement, and evaluation procedures. 33. Outline procedures for future updates. 34. Document all noise and land use compatibility data in Volume 2: Noise Compatibility Program. 35. Meet with ROA-NAC (#8). 36. Prepare formal FAR Part 150 submittal to FAA ~nd VDA. 37. Send out 3'rd Informational Newsletter. 38. Hold 3'rd Public Meeting to present full Part 150 program results. 39. Meet with ROA-NAC (#9). FAR PART :1,50 STUDY ROANOKE REGIONAL AIRPORT ROANOKE, VIRGINIA ROANOKE NOISE ADVISORY COMMITTEE (ROA-NAC) SUGGESTED MAk~oP 1. AirportCommission Member 2. Airport Manager 3. City Engineer's Office 4. FAA Control Tower Representative 5. FAA Airports District Office Representative 6. VA Department of Aviation Representative 7. ROA - Airport Representative 8. ROA - Commuter Airline Representative 9. Roanoke Planning District Representative 10. Roanoke City Planner 11. Roanoke County Planner 12. ROA - Air Freight Representative 13. ROA - Fixed Base Operator (Full Service) 14. ROA - Corporate User 15. 16. 18. Neighborhood Appointed Representatives RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION Adopted this 15th day of March, 1989. No. 89-006 A RESOLUTION authorizing the filing and execution of certain Part 150 Noise Study grant documents on behalf of the Commission with the Federal Aviation Administration and the Virginia Department of Aviation, upon certain terms and conditioas- BE IT RESOLVED by the Roanoke Regional Airport Commission that the Commission Chairman and Secretary are authorized to exe- cute and attest, respectively, on behalf of the Commission in form approved by General Counsel, certain grant applications, offers, and any amendments or other appropriate accompanying documentation with the Federal Aviation Administration and Virginia Department of Aviation for a Part 150 Noise Study, sub- ject to the approval of this project by the Roanoke City Council and the Roanoke County Board of Supervisors, as more particularly set forth in the report of the Airport Manager to this Commission dated March 15, 1989. BE IT FURTHER RESOLVED that the Commission Chairman is authorized to forward a copy of the appropriate report on this subject to the Roanoke City Council and the Roanoke County Board of Supervisors and by letter of transmittal request approval of their governments in accordance with the terms and conditions of the contract between the Commission and the participating politi- cal Jurisdictions dated January 28, 1987. ATTEST: :'- . Secretary Office of ff~e Ci~ C[er~ April 5, 1989 File #230 Mr. Timothy L. Jamieson, Chairman Roanoke Arts Commission 6857 Sugar Rum Ridge Road Roanoke, Virginia 24018 Oear ~4r. Jamieson: Your report with regard to the David Dreeden sculpture was before the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. On motion, duly seconded and adopted, the report was received and filed. Sincere ly, Mary F. Parker, CMC City Clerk MFP:ra pc: Ms. Joyce A. Sink, Secretary. Roanoke Arts Commission Room 456 M~nicil:~l Buildin~j 215 C)-iurch Avenue SW Roanoke ~,4rg~nia 240t I (703) 98'~-254t Roanoke tins mission March 27, 1989 The Honorable Noel C. Taylor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: Background: Some time ago, the idea of the City accepting a bequest by Mr. David Breeden to locate a site- specific piece of his work on the plaza of the Roanoke City Courthouse was discussed° As best that can be remembered, your direction was for the Roanoke Arts Commission and the legal department of the City to pursue the project, sign a contract with Mr. Breeden, and come back to Council with the Commission's formal approval prior to making a final presentation to Council. All of this has been accomplished. We, the members of the Roanoke Arts Commission, enthusiastically recommend that the City of Roanoke accept Mr. Breeden's final proposal. (See enclosed photos.) Two site visits have been made by Commission members, as well as The Honorable Jack ~. Coulter. We would very much like to reserve a few minutes of Council's time to answer any questions with regard to this issue. ~es~ectfully submitted, Timm Jamieson, Chairman Roanoke Arts Commission TJ:jas pc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Of~c~ of ~e CJry Cler~ April 5, 1989 File #123 Security Detention Equipment, P. O. Box 189 Boones Mill, Virginia 24065 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29510, accepting your bid for the purchase and installation of six tables and thirty bunks for the medium security area in the Roanoke City Jail, in the total amount of $7,646.00, which Ordinance No. 29510 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. Sincerely, /~t~.~ Mar~ F. ~arker, CMC City Clerk MFP:ra Enco pc: The Honorable W. Alvin Hudson, City Sheriff Mr. W. Robert Herbert, City Manager Mr. Joel M. Schlanger, Director of Finance Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. William F. Clark~ Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Citizens' Request for Service Room 456 Municipal Buildin9 2t5 Church Avenue 5W Roanoke V~rg~nia 24011 (703) 981-2541' Office of t~e Ci~Oerk April 5, 1989 Fi le ~123 Rib Detention Equipment~ P. 0. Dox 13206 Roanoke, Virginia 24032 Irlco Ralph Smith, Inc. 2141 Patterson Avenue, S. W. Roanoke, Virginia 24016 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29510, accepting the bid of Security Detention Equipment, Inc., for the purchase and installation of six tables and thirty bunks for the medium security area in the Roanoke City Jail, in the total amount of $7,646.00, which Ordinance No. 29510 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 3, 1989. On behalf of appreciation equipment. the Members of City Council, I would like to express for submitting your bid on the abovedescribed Sincerely, Mary F. Parker, CMC City Clerk ~.4FP: ra Enc. Room 456 Municipal Building 215 C~urch Avenue, SW Roanc~e Vkg~nia 244)1 t (703) 981-2544 IN THE COUNCIL OF THE CITY OF ROANOKE, lhe 3rd day of April, 1989, No, 29510, VIRGINIA, AN ORDINANCE accepting the bid of Security Detention Equipment, Inc., for purchase and installation of certain facilities at the Roanoke City Jail, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to exe- cute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid of Security Detention Equipment, Inc., in the total amount of $7,846.00, for purchase and installation of certain facilities at the Roanoke City Jail, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the success- ful bidder, based on its proposal made therefor and the City's spe- cifications 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, ordinance shall be in an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. C~ c~ rh~ Ci~ Ci~ April 5, 1989 Fife #60-123 Mr. Joel Mo Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No~ 29509, amending and reor- daining certain sections of the 1988-89 General and Capital Funds Appropriations, transferring funds in an amount of $7,646.00, in connection with award of a contract for six tables and thirty bunks for the medium security a~ea in the Roanoke City jailo which Ordinance Ho. 29509 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday~ April 3, 1989. Sincerely, , City Clerk MFP:ra Enc. pc: The Honorable W. Alvin Hudson, City Sheriff Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician ~ls. Dolores C. Daniels, Citizens' Request for Service Room 456 Municipal Building 215 Church Avenue SW. I'~anoke V~rg~nia 24~1 t (703) 981-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 3rd day of April, 1989, No. 29509. AN ORDINANCE to amend and reordain certain sections of the 1988-89 General and Capital Funds Appropriations, and providing for an emergency. WHEREAS, Government of the exist. THEREFORE, for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to BE IT ORDAINED by the Roanoke that certain sections of the 1988-89 General Funds Appropriations, be, and the same are hereby, reordained to read as follows, in part: ~' Council of the City of and Capital amended and General Fund Appropriations Public Safety Jail (1) ........................................... Non-departmental Transfers to Other Funds (2) ....................... $23,964,990 3,600,862 12,023,357 10,000,861 Capital Fund Appropriations General Government City Jail Security Furnishings 1) Recovered Costs 2) Transfer to Capital 3) Appr. from Gen. Revenue (001-024-3310-8005) (001-004-9310-9508) (008-052-9623-9003) (3) ................. $(7,646) 7,646 7,646 $ 2,425,748 7,646 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia April 3, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Six (6) Tables and Thirty (30) Bunks Medium Security Roanoke City Jail Roanoke, Virginia I concur with the recommendation of the attached Bid Committee Report. Sincerely, W. Robert Herbert City Manager WRH/LBC/mp cc: City Attorney Director of Finance City Engineer Citizens' Request for Service Construction Cost Engineer Roanoke, Virginia April 3, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Six (6) Tables and Thirty (30) Bunks Medium Security Roanoke City Jail Roanoke, Virginia I. Back~round: City Council, at its March 27, 1989 meeting, publicly opened and read aloud the bids received to fabricate and install six (6) tables and thirty (30) bunks at the Roanoke City Jail in the Medium Security areas of the jail (third floor). Bo Three (3) bids were received with Security Detention Equipment, Inc., of Boones Mill, Va., submitting the low bid of $7,646.00 and 24 con- secutive calendar days. Pro~ect consists of adding an additional bunk to each cell on the floor level of the Medium Security Area (third floor) in the original cells, the addition completed recently was constructed with the bunks being part of the contract. An additional four man table is being provided for each of the six day rooms. II. Issues in order of importance are: A. Compliance of the bidders with the requirements of the contract docu- ments. B. Amount of the iow bid. C. Fundin~ of the project. D. Time of completion. III. Alternatives are: Ao Award appropriate contract to Security Detention Equipment, Inc., of Boones Mill, Va., in the amount of $7~646.00 and 2__4 consecutive calen- dar days in accordance with the Contract Documents as prepared by the City Engineer's Office. Page 2 Honorable Mayor and Members of Council Medium Security/City Jail April 3, 1989 1. Compliance of the bidders with the requirements of the Contract Documents was met. Amount of the low bid is acceptable. Engineering estimate was $17,000.00 based on the project cost when the second floor (minimum security) was double bunked. 3. Fundin~ for the project is available in Account No. 001-024-3310-8005 Jail Recovered Cost. Time of completion is quoted as 2~4 consecutive calendar days which is acceptable. B. Reject the 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 increase if re-bid at a later date. 3. Fundin~ would not be encumbered at this time. Time of completion would be extended. The jail is now housing up to 305 inmates at times with the Sheriff's listed capacity of 236 (the Department of Corrections lists the capacity at 216 inmates). IV. Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative "A". Authorize the City Manager or his agent to enter into an appropriate contract with Security Detention Equipment, Inc., to fabricate and install slx (6) tables and thirty (30) bunks for the Medium Security Area of the City Jail in accordance with the Contract Documents as prepared by the City Engineer's office in the amount of $7,646.00 and 24 consecutive calendar days. Page 3 Honorable Mayor and Members of Council Medium Security/City Jail April 3, 1989 Transfer $7~646.00 from Jail Recovered Costs Account 001-024-3310-8005 to an account to be established by the Director of Finance in the Capital Projects Fund. RAG/LBC/fm Attachment: CC: D. Reject the other bids received. Tabulation of Bids City Manager City Attorney Director of Finance City Engineer Citizens' Request for Service Construction Cost Technician Respectfully submitted, Robert .A..Gar la~'d, Chairman/~ William F. Clark TABULATION OF BIDS SIX (6) TABLES AND THIRTY (30) BUNKS MEDIUM SECURITY ROANOKE CITY JAIL ROANOKE, VIRGINIA JOB NUMBER 07-89A Bids opened before City Council at its meeting of March 27, 1989, at 2:00 p.m. CONTRACTOR LUMP SUM NO. OF DAYS Security Detention Equipment~ Inc. $ 7~646.00 24 RIB Detention Equipment, Inc $ 9,700.00 28 Ralph Smith, Inc. $13~950.00 30 Engineer's Estimate: $ 17,000.00 William F. Clark George C.~head, Jr. Office of City Engineer Roanoke, Virginia April 3, 1989