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Home My WebLink AboutCouncil Actions 02-06-89 29438 (Garland) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL February 6, 1989 7:30 p.m. AGENDA FOR THE COUNCIL C-1 C-2 Call to Order -- Roll Call. Mr. Bowers was absent. The invocation will be delivered by The Reverend James P. Beatty, Pastor, St. Paul A.M.E. Church, Blacksburg, Virginia. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. Presentation by the Mayor. Mayor Taylor presented a plaque from the American Red Cross with regard to the 1988 Donorama in which Cit~ employees participated. PUBLIC HEARINGS A. Public hearing with regard to the Roanoke River Flood Reduction Project· ~pted Ordinance No. 29438 and Ordinance No. 29439. 16-0) 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 Monday, October 10, 1988; Monday, October 17~'i 1988; Monday, October 24, 1988, and Monday, November 7, 1988. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. A communication from Mayor Noel C. Taylor requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, corr~issions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (I), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, corr~issions 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 C-7 C-8 C-9 A report of the City Manager requesting an Executive Session pertaining to other legal matters within the jurisdic- tion of the public body, being the terms and conditions of a contract under negotiation, pursuant to Section 2.1-344 (a) (7), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session pertaining to other legal matters within the jurisdiction of the public body, being the terms and conditions of a contract under negotiation, pursuant to Section 2.1-344 (a) (7), Code ~f Virginia (1950), as amended. A corrgnunication from Mr. David J. Prestipino tendering his resignation as a member of the Youth Services Citizen Board. RECOMMENDED ACTION: Receive and file communication and accept resignation with regret. A co.ur~unication from Mr. Lawrence M. Taylor, President, Shenandoah Elevator Company, advising of improvements in the existing policy of parking service vehicles in the Downtown Business District. RECOMMENDED ACTION: Receive and file. A list of items pending from July 10, 1978, through January 23, 1989. RECOMMENDED ACTION: Receive and file. Qualification of Mr. John P. Bradshaw, Jr., as a member of the City Planning Commission for a term of four years, ending December 31, 1992. RECOMI~NDED ACTION: Receive and file. Qualification of Mr. Jan P. Wilkins as a member of the Roanoke Neighborhood Partnership Steering Congrlittee for a term of three years, ending November 9, 1991. RECOMMENDED ACTION: Receive and file. Qualification of Mr. Thomas H. Miller as a member of the Youth Services Citizen Board for a term ending May 31, 1990. RECOMMENDED ACTION: Receive and file. REGULAR AGENDA Hearing of Citizens Upon Public Matters: (2) a. Request of residents of the Ridgewood Subdivision to address Council with regard to houses which have been moved into their neighborhood, and with regard to tax assessments. Mr. Joseph E. Lavis, Spokesman· The matter was referred to the City ^~ana~e~ ~or the purpose of working Petitions and Communications: with the developer and property owners to address questions and concerns and report back to Council. a. A communication from the Roanoke City School Board requesting appropriation of $75,000.00 for Special Education Tuition; $35,825.00 for the School Volunteer Program; and $27,733.00 from the 1989 Capital Maintenance and EquiDment Replacement Program fund. Adopted 0ad~nance No. 29440. (6-0~ Reports of Officers: a. City Manager: Briefings: A report with regard to establishment of a publicly operated drop-off station at the Public Works Service Center for voluntary recycling of certain recyclable materials. Received and filed. Items Recommended for Action: A report recommending acceptance of funds from the Department of Fire Programs, in the amount of $95,036.37, and authorization to establish appropriate accounts from which the Fire Department may disperse said funds to purchase training aids, fire suppression equipment and protective clothing, in accordance with provisions established by the Department of Fire Programs. Adopted Ordinance No. 29441. (6-0) 3. A report recommending acceptance of a $200,000.00 Virginia Outdoors Fund Grant offer made by the Cor~nonwealth of Virginia, Division of Planning and Recreation Services, to provide fifty percent of the total cost of certain park improvement projects. Adopted Ordinance No. 29442 and Resolution No. 29443. {6-0) 4. A report recorrgnending authorization to execute a contract with NCR Corporation to provide software main- tenance and modification services to support the Computer-Aided Dispatch System, in an amount not to exceed $55,000.00, Adopted Ordinance No. 29444. (6-0) A report concurring in a report of the Bid Corr~nittee, recorr~nending acceptance of the bids submitted by Magic City Motor Corporation, in the amount of $407.48 per month, and Dominion Car Company, in the amount of $415.70 per month, per unit, to lease vehicles for the Sheriff's Department for a period of 48 months. Adopted O~dinance No. 29445. (3) b. Director of Finance: 1. A financial report for the month of December, 1988. Received and filed. City Clerk: A report advising of the expiration of the three year terms of Messrs. Edwin R Feinour and Donald Bartol as School Board Trustees on June 30, 1989, and further advising that applications for the upcoming vacancies will be received in the City Clerk's Office until 5:00 p.m., on Friday, March 10, 1989. Received and filed. Reports of Committees: be Unfinished Business: A report of the Water Resources Committee recommending authorization to lease a 6,572 square foot space in the Jefferson High School Vocational Education area to Roanoke Dyeing and Finishing Company, for an initial six month period, at a lease fee of $200.00 per month· Council Member Elizabeth T. Bowles, Chairman· Adopted Ordinance No. 29446 on first reading. (6~0) A report of the Water Resources Cor~ittee recommending authorization to lease a portion of Buena Vista Recreational Center, at no charge, to the Corr~nonwealth of Virginia, Division of Historic Landmarks, for a period of one year, for the purpose of establishing a Pilot Regional Preservation Center Program. Council Member Elizabeth T. Bowles, Chairman· Adopted Ordinance No. 29447 on first reading. {6-0) A report of the Water Resources Committee recorr~aending authorization to offer to Dominion Trust Company, et al, the fair market appraised value of $145,000.00, for the purchase of certain property needed in connection with construction of the Williamson Road Storm Drain, Phase II, Contract I-D, Storm Water Retention Basin Project· Council Member Elizabeth T. Bowles, Chairman· Deferred until the next regular meeting of Council on Monday, February 13, 1989. A report of the Water Resources Cor~ittee recommending authorization to grant a revocable license to Breakell, Inc., General Contractors, to allow the continued encroach- ment into the public street right-of-way of a retaining wall at 2314 Patterson Avenue, S. W. Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 29448 on first reading. (5-I, M~. Musser voting no.) None. Introduction and Consideration of Ordinances and Resolutions: Ordinance No. 29434, on second reading, granting to the American Red Cross, Roanoke Valley Chapter, a revocable permit to mount certain flags on street lighting poles in the Central Business District of the City, upon certain terms and conditions. Adopted Ordinance No. 29434. (6-0) (4) A Resolution urging the 1989 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for veterans to be located on a site to be donated by the City of Roanoke. Adopted Resolution No. 29449.(6 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and members of City Council. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. Other Hearings of Citizens: Mr. Melvin T. Patrick, 816 Franklin Road, S. W., appeared before Council in connection with a decision of the Architectural Review Board to deny his request to construct a lense surrounding a portion of a parking lot described as Lot 8, Mountain Avenue, S. W., which parking lot is located within the boundaries of the area designated by the City Council as H-I, Historic District. The matter was referred to the City Manager and the City Attorney for stud~, report and recommendation at the regular meeting of the Council to be held on Tuesday, February 21, 1989. Appointed Mr. L. Bane Coburn as a member of the Personnel Employment Practices Commission. Or,ce orr he Ci~,Cler~ February 7, 1989 File #53-237 The Honorable Susan lt. Fitz-Hugh, State Board of Elections 101 Ninth Street Office Building Richmond, Virginia 23219-3497 Secretary Dear Ms. Fitz-Hugh: I am enclosing copy of Ordinance No. 29439, directing and pro- viding for the holding of an election in the City of Roanoke, Virginia, to determine whether the qualified voters of the City of Roanoke, Virginia will approve Ordinance No. 29438, duly adopted by the Council of the City of Roanoke on February 6, 1989, providing for the issue of certain general obligation bonds of the City of Roanoke, in the amount of $7,500,000.00 to finance, together with other available funds, the Roanoke River Flood Reduction Project, which Ordinance No. 29439 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, //~? Mary F. Parker, CMC City Clerk MFP:ra Enco Room 456 Municipal Building 215 Church Avenue S.W Roono~e ~rglnio 24011 (703) 981-2541 Office of ~e February 7, 1989 File ~53-237 Mr. Samuel I. Hellman, Esquire Wood, Dawson, Smith and Hellman 17 Battery Place New York, New York 10004 Dear Mr. Hellman: I am enclosing copy of Ordinance Ho. 29439, directing and pro- viding for the holding of an election in the City of Roanoke, Virginia, to determine whether the qualified voters of the City of Roanoke, Virginia will approve Ordinance No. 29438, duly adopted by the Council of the City of Roanoke on February 6, 1989, providing for the issue of certain general obligation bonds of the City of Roanoke, in the amount of $7,500,000.00 to finance, together with other available funds, the Roanoke River Flood Reduction Project, which Ordinance No. 29439 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, ~ebruary 6, 1989. Sincerely, ~/ Mary F. Parker, CMC City Clerk MFP:ra Enc. Room 456 Municipal Builclincj 215 Church Avenue SW I'~x:lno,ke. ~,4rglnia 24011 (703) 981-2D4.1 Office of ~e City Cler~ February 7, 1989 File #53-237 Afr. Alton B. PrilIaman, Secretary Roanoke City Electoral Board P. 0. Box 2865 Roanoke, Virginia 24001 Dear Mr. PriIlaman: I am enclosing copy of Ordinance No. 29439, directing and pro- viding for the holding of an election in the City of Roanoke, Virginia, to determine whether the qualified voters of the City of Roanoke, Virginia will approve Ordinance No. 29438, duly adopted by the Council of the City of Roanoke on February 1989, providing for the issue of certain general obligation bonds of the City of Roanoke, in the amount of $7,500,000.00 to finance, together with other available funds, the Roanoke River Flood Reduction Project, which Ordinance No. 29439 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincere fy, Mary F. Parker, CMC City Clerk MFP:ra Enco Room 456 Municipal Builcllng 215 Church Avenue, SW P,4x~na~e ~rg~n~a 24011 (703) 981-25~1 Office of the City Clerk February 7, 1989 File #53-237 The Honorable Patsy Testerman Clerk of the Circuit Court Roanoke, Virginia Dear Miss Testerman: I am enclosing copy of Ordinance No. 29439, directing and pro- viding for the holding of an election in the City of Roanoke, Virginia, to determine whether the qualified voters of the City of Roanoke, Virginia will approve Ordinance No. 29438, duly adopted by the Council of the City of Roanoke ~n February 6, 1989, providing for the issue of certain general obligation bonds of the City of Roanoke, in the amount of $7,500,000.00 to finance, together with other available funds, the Roanoke River Flood Reduction Project, which Ordinance No. 29439 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, February 6, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP: va Enco Room 456 Munlcipol Buildincj 215 C~urch Avenue SW Roanoke Virginia 244Dt '~ (703) 98t-2541 Office of the City Cle~ February 7, 1989 File #53-237 Ms. Audre~ M. Franklin Roanoke City Registrar Roanoke, Virginia Dear Ms. Franklin: I am enclosing copy of Ordinance No. 29439, directing and pro- viding for the holding of an election in the City of Roanoke, Virginia, to determine whether the qualified voters of the City of Roanoke, Virginia will approve Ordinance No. 29438, duly adopted by the Council of the City of Roanoke on February 6, 1989, providing for the issue of certain general obligation bonds of the City of Roanoke, in the amount of $7,500,000.00 to finance, together with other available funds, the Roanoke River Flood Reduction Project, which Ordinance No. 29439 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 8, 1989. Sincerely, Mo'fy F. Parker, City Clerk CMC MFP:ra Enc. Room 45~ Munlcipol Building 215 Church A'vt~ue, SW. RoanOker ~rg~nia 2401 t (703) 981-2541 Wll RURN C. DIE}LING, JR. OF ROANOKE OFFICE OF THE CI~f A~ORNEY 464 MUNICIPAL BUILDING ROANOKE. VIRGINIA ~4011-1595 February 7, 1989 FEDERAL EXPRESS and CERTIFIED MAIL - RETURN RECEIPT REQUESTED The Honorable Susan H. Fltz-Hugh, Secretary State Board of Elections 101 Ninth Street Office Building Richmond, Virgin£a 23219-3497 Re: City of Roanoke Bond Election - April 11, 1989 Dear Ms. Fltz-Hugh: I am enclosing a motion filed in the Office of the Clerk of the Circuit Court on February 7, 1989, which has as Exhibits i and 2 attested copies of Ordinance Nos. 29438 and 29439, respectively, adopted by the Council of the City of Roanoke on February 6, 1989. Also enclosed is a certified copy of an Order entered by the Honorable Jack B. Coulter, Judge of the Circuit Court of the City of Roanoke on February 7, 1989. The Order directs that a bond election be held in the City of Roanoke on April 11, 1989, pursuant to Ordinance Nos. 29438 and 29439. These items are being transmitted to you pursuant to S24.1-165, Code of Virginia (1950), as amended. You will be receiving by regular mail certified copies of the Order and the Ordinances from the Honorable Patsy Testerman, Clerk of the Circuit Court. Pursuant to the terms of Ordinance No. 29439, you will also be receiving a certified copy of this Ordinance from Mary F. Parker, City Clerk. Thanks for your cooperation in preparation for the April 11, 1989, bond election. Wlth kindest personal regards, I am WCDJr:c Sincerely yours, W~g, J~'r. City Attorney Susan H. Fltz-Hugh, Secretary February 7, 1989 Page 2 Enclosures cc: W~yryObert Herbert, City Manager F. Parker, City Clerk The Honorable Patsy Testerman, Clerk Circuit Court for the City of Roanoke Audrey M. Franklin, Registrar Samuel I. Hellman, Esquire IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of February, 1989. No. 29439. AN ORDINANCE directing and providing for the holding of an election in the City of Roanoke, Virginia, to determine whether the qualified voters of the City of Roanoke, Virginia will approve Ordinance No. 29438, duly adopted by the Council of the City of Roanoke on February 6, 1989, providing for the issue general obligation bonds of the City of Roanoke; and for an emergency. of certain providing WHEREAS, the Council of the City of Roanoke, Virginia (the "Council"), deems it necessary for the preservation of the public health and safety and for the usual daily operation of the munici- pal government that i~ediate provision be made for the raising of funds to be applied, with or without other funds, to defray the cost to the City of Roanoke, Virginia (the "City"), of certain necessary permanent public improvements, set out in Ordinance No. 28438, duly adopted by the Council on February 6, 1989, and that this ordinance should become effective upon its passage. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke, Virginia, as follows: 1. Pursuant ko $47 of the Charter of the City of Roanoke, Virginia, an election shall be held in said City on the llth day of April, 1989, to determine whether the qualified voters will approve an ordinance, duly adopted by the Council on February 8, 1989, entitled: 'No. 29438 AN ORDINANCE authorizing the issuance of Seven Million Five Hundred Thousand Dollars ($7,500,000) principal amount of general obli- gation bonds of the City of Roanoke, Virginia, for the purpose of providing funds to defray the cost to the City of Roanoke of the Roanoke River Flood Reduction Project, a needed perma- nent public improvement including channel widen- ing, construction of protective dikes or berms in critical areas, flood proofing of certain buildings at the Sewage Treatment Plant, replace- ment of low water bridges, construction of a recreational trail and acquisition and construc- tion of a flood warning system, and acquisition of real property for the foregoing; and providing for an emergency." 2. Said election shall be conducted in the manner prescribed by law for the conduct of regular elections. 3. The judges and clerks for the several voting precincts in the City are hereby appointed officers of election to conduct said election, and in the case of failure of any one or more of them to act, then the place or places of such shall be filled in the manner provided for in case of regular elections. 4. The Secretary of the Electoral Board of the City is hereby directed to give public information of said election, setting forth the time and place thereof by publishing notice of the same to which shall be attached an attested copy of this ordinance in a newspaper of general circulation in the City and published in said City at least ten days before the date of the election. 5. The Electoral Board of the City shall forthwith and not less than thirty days prior to the date of the election herein provided for cause proper ballots to be prepared for use at said election, and such ballots shall be in the following form: COMMONWEALTH OF VIRGINIA OFFICIAL BALLOT CITY OF ROANOKE SPECIAL ELECTION TUESDAY, APRIL 11, 1989 ROANOKE RIVER FLOOD REDUCTION PROJECT QUESTION: Shall the City of Roanoke contract a debt and issue its General Obligation Bonds in the maximum principal amount of Seven Million Five Hundred Thousand Dollars ($7,500,000) to finance, together with other available funds, the Roanoke River Flood Reduc- tion Project, a needed permanent public improvement, including channel widening, construction of protective dikes or berms in critical areas, flood proofing of certain buildings at the Sewage Treatment Plant, replacement of low water bridges, construction of a recreational trail, acquisition and construction of a flood warn- lng system and acquisition of real property for the foregoing, and shall Ordinance No. 29438, adopted by the Council of the City of Roanoke on February 6, 1989, authorizing the issuance of said bonds, be approved? YES NO 6. The ballot and the City's voting machines shall be prepared in conformity with the provisions of $24.1-165 and of Article 6, Chap- ter 7, Title 24.1, Code of Virginia (1950), as amended, respec- tively, and each voter shall vote in the manner prescribed by said - 3 - statutes. Prepared, locked voting machines and keys and voted ab- sentee voters' ballots shall be delivered to the officers of elec- tion for use in said election, in the same manner as prepared, locked voting machines and keys and voted absentee voters' ballots are de- livered to the officers of election in regular elections. 7. The officers of election shall immediately after the closing of the polls lock and seal the voting machines against further voting and in the manner provided by general law count the ballots cast and determine and announce the results of the vote upon the question voted upon and make written return to the Electoral Board which, within two days following the election, shall make written return of the result of said election to the City Clerk, specifying the number of votes cast "YES" and the number of votes cast "NO" on the question voted upon. Said return shall be presented to the Council at its next regular meeting and shall be spread upon the Journal; and pur- suant to $$24.1-143 and 24.1-144, Code of Virginia (1950), as amended, the said officers of election shall further seal up the poll books, duplicate statement of results and ballots and by noon on the day following the election transmit the same to the Clerk of the Circuit Court for the City of Roanoke to be deposited in a secure place and safely kept for twelve months thereafter. 8. The City Clerk is hereby authorized and directed to forward as by $24.1-165, Code of Virginia (1950), Board of the City. soon as practicable a certified copy of this ordinance as adopted the Council to the State Board of Elections in accordance with as amended, and to the Electoral - 4 - 9. In order to provide for the public health and safety and for the usual daily operation of the municipal government, an emer- gency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. - 5 - C~ce o~ the City Oer~ February 8, 1989 File #53-237 Mr. Wo Robert Herbert City Manager Roanoke, Virginia ~r. Wiiburn C. Dibling, City Attorney Roanoke, Virginia Gentlemen: I am attaching copy of Ordinance No. 29438, authorizing the issuance of Seven Million Five Hundred Thousand Dollars ($7,500,000.00) principal amount of general obligation bonds of the City of Roanoke, Virginia, for the purpose of providing funds to defray the cost to the City of Roanoke of the Roanoke River Flood Reduction Project, a needed permanent public improvement including channel widening, construction of protective dikes or berms in critical areas, flood proofing of certain buildings at the Sewage Treatment Plant, replacement of tow water bridges, construction of a recreational trail and acquisition of real pro- perty for the foregoing, which Ordinance No. 29438 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, /~' Mary F. Parker, CMC City Clerk MFP:ra pc; The Honorable James R. Olin, Member, United States Congress, Room 7~6, First Federal Building, 406 First Street, S. W., Roanoke, Virginia 24011 Colonel Paul w. Woodbury, Corps of Engineers, District Engineer, Department of the Army, P. 0. Box 1890, Wiimington, North Carolina 28402-1890 Mr. Mr. Mr° Mr. ~oom 456 Joel M. Schtanger, Director of Finance Kit B. Kiser, Director of Utilities and Operations William F. Clark, Director of Public Works Charles M. Huffine, City Engineer John R. Marltes, Chief of Community Planning Munici~lBuildi~ 215 ~u~ Aven~SW R~no~e~rg~nia2~11 (7~)981-2~1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of February, 1989. No. 29438. AN ORDINANCE authorizing the issuance of Seven Million Five Rundred Thousand Dollars ($7,500,000) principal amount of general obligation bonds of the City of Roanoke, Virginia, for the purpose of providing funds to defray the cost to the City of Roanoke of the Roanoke River Flood Reduction Project, a needed permanent public improvement including channel widening, construction of protective dikes or berms in critical areas, flood proofing of certain buildings at the Sewage Treatment Plant, replacement of low water bridges, construction of a recreational trail and acquisition and construction of a flood warning system, and acquisition of real property for the foregoing; and providing for an emergency. WHEREAS, the Council of the City of Roanoke, Virginia, deems it necessary for the preservation of the public health and safety and for the usual daily operation of the municipal government that imme- diate provision be made for the raising of funds to be applied, with or without other funds, to defray the cost to the City of certain necessary permanent public improvements, and that this ordinance should become effective upon its passage; THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke, Virginia, as follows: 1. It is deemed expedient and necessary in the Judgment of the Council of the City of Roanoke, Virginia, to issue and sell general obligation bonds of the City of Roanoke, Virginia in the principal amount of SEVEN MILLION FIVE HUNDRED THOUSAND DOLLARS ($7,500,000) for the purpose of providing funds to be applied, with or without other funds, to defray the cost to the City of acquisitions, construc- tion, additions, betterments, extensions and improvements of needed permanent public improvements constituting the Roanoke River Flood Reduction Project, which includes channel widening, construction of protective dikes or berms in critical areas, flood proofing of cer- tain buildings at the Sewage Treatment Plant, replacement of low water bridges, construction of a recreational trail and acquisition and construction of a flood warning system, and acquisition of real property for the foregoing. If upon completion of any of said needed permanent public improvements, there remains any unexpended balance of the amount of bond proceeds allocated therefor, such balance may be used for other needed public improvements as deter- mined by City Council. 2. Pursuant to S47 of the Charter of the City of Roanoke, Vir- ginia, there are hereby authorized to be issued general obligation bonds of the City of Roanoke in an aggregate principal amount not ex- ceeding $7,500,000.00 for the purpose of raising moneys to pay the cost of the permanent public improvements set forth in paragraph 1 hereof. The full faith and credit of the City of Roanoke is pledged to the payment of the principal and interest of said bonds. 3. The Council shall by resolution adopted from time to time prescribe the amount of said bonds to be issued from time to time and the form thereof, and all other details with respect thereto, in ac- cordance with law. 4. Said bonds shall not be issued unless and until this ordi- nance has been approved by the affirmative vote of a majority of the qualified voters of the City voting in an election to be called in the manner provided by the Charter of the City of Roanoke, Virginia to be held on the llth day of April, 1989; the United States Congress has appropriated sufficient funding in the judgment of City Council for the Roanoke River Flood Reduction Project; and a construction contract has been awarded by the United States for such Project and accepted by the United States' contractor. 5. In order to provide for the public health and safety and for the usual daiiy operation of the municipal government, an emer- gency is deemed to exist, and this ordinance shali be in force and effect upon its passage. ATTEST: City Clerk. WtLBURN C. DIBLING, JR. C~TY ATTORNEY CITY OF ROANOKE: ..... OFFICE OF THE CITY ATTORNEY 464MUNICIPAL BUILDING '89 F[;:i~--2 February 6, 1989 WILLIAM X PARSONS WILUAM M. HACKWORTH MARK A. WILLIAMS KATHERINE HOWE JONES The Honorable Mayor and Members of City Council Roanoke, Virginia Re: General Obligation Bond Issue in Principal Amount of $7,500,000 Dear Mrs. Bowles and Gentlemen: Attached hereto are two ordinances relating to the general obligation bond issue necessary to finance the Roanoke River Flood Reduction Project recommended by the City Manager in a report dated January 17, 1989. The first ordinance authorizes the issuance of $7,500,000.00 principal amount of general obligation bonds of the City of Roanoke for the purpose of providing funds, together with other available funds, to defray the cost to the City of the Roanoke River Flood Re- duction Project, a much-needed permanent public improvement. This ordinance pledges the full faith and credit of the City to the pay- ment of the principal and interest on the bonds. The ordinance also provides that, if upon completion of any of the needed capital im- provements, there remains an unexpended balance of the amount of bond proceeds allocated therefor, such balance may be used for any one or more other needed capital improvements in the discretion of Council. The second ordinance directs and provides for the holding of an election on April 11, 1989, to determine whether the voters of the City will approve Council's adoption of the first ordinance. On page 3, this ordinance sets forth the specific question to be asked of the electorate. The ordinance further provides for the details of the election process. If Council approves the two ordinances, I will request that the Circuit Court of the City of Roanoke enter an order directing the City Electoral Board and the State Board of Elections to hold the bond election requested by City Council. I have scheduled an ap- pointment with Judge Coulter for 9:00 a.m., on February 7, 1989, to request entry of the required order. Assuming Council's adoption of the two ordinances and the Court's entry of the required order, Honorable Mayor and Members February 6, 1989 Page 2 I will send these items to the State Board of Elections by Federal Express on the same day, in order to permit the Board to receive the required order 60 days in advance of the election pursuant to $24.1-165, Code of Virginia (1950), as amended. If the electorate approves the bond issue, it will be necessary that I bring to you a detailed resolution providing for the form of the bonds and coupons, sale, execution, advertisement, and delivery of the bonds. Subsequent to adoption of this detailed resolution, an official statement will be prepared by Mr. Schlanger with the assistance of the City's financial advisers and bond counsel. This statement will contain a certification of the facts and estimates relating to the use of the bond proceeds, including, among other things, certification of the project for which the bonds are issued, the estimated completion date of the project, the cost of the pro- ject and the funds available to pay such costs and the times at which funds will be required for expenditure. If Council has any questions with respect to the attached ordi- nances, I shall be pleased to address them. With kindest personal regards, I am Sincerely yours, WCDJr:c City Attorney Attachments ce: W. Robert Herbert, City Manager Joel M. Schlanger, Director of Finance Mary F. Parker, City Clerk R E S 0 L U T I 0 N WHEREAS, the Roanoke Regional Chamber of Commerce is a non-profit organization dedicated to the economic and community development of the Roanoke Metropolitan Area and its surrounding region; and WHEREAS, one of the responsibilities of the Chamber is to monitor development of the area, including various infrastructure improvements; and WHEREAS, the City of Roanoke, Virginia, along with the US Corps of Engineers, is considering a development project to reduce the damage done by the periodic flooding of the Roanoke River; and WHEREAS, the flood of this river has caused tremendous community destruction, resulting in financial losses of millions of dollars and loss of lives of various citizens; and WHEREAS, the proposed project will help alleviate the disastrous results of periodic flooding and will also develop new recreational opportunities for area citizens, NOW THEREFORE BE IT RESOLVED, That the Board of Directors of the Roanoke Regional Chamber of Commerce does hereby support the proposed Roanoke River Flood Reduction Program and does encourage area business people and citizens to support a bond issue to be voted on in April, 1989, that will help finance the project, and BE IT FURTHER RESOLVED, That the Board of Directors does encourage city officials to monitor and work closely with the US Corps of Engineers in the development of final plans which will be sensitive to various environmental and ecological impacts of the project. Passed unanimously at a special on Thursday, February 2, 1989. C. THOM ROBINSON CORPORATE SECRETARY called meeting of the Board of Directors RICHARD M. LYNN PRESIDENT-ELECT ROANOKE REGIONAL CHAMBER OF COMMERCE February 6, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Support for the Roanoke River Flood Reduction Project I am Edgar V. Wheeler (everyone knows me as Eddie). I live at 2507 Laburnum Avenue, S.W., and I own and operate Wheeler's Fast Service Laundry, located next to the Roanoke River at 687 Brandon Avenue, S. W. I am a member of City Council's Flood Plain Committee and have been asked by the Committee Chairman to act as spokesperson. Your appointed representatives to this Flood Plain Committee have worked many years to find a flood reduction project that the City and the Corps of Engineers could support and approve. The Committee is on record on numerous occasions in support of the project and the various letters of intent required by the Corps of Engineers. The project, as previously presented by the City Manager, is the best project for all concerned. More flood stage reduction could have been provided, however, any appreciable increase over that proposed would have an adverse impact on the environment. Also, I think the various environmental and recreational groups have helped the Corps and City staff develop a more aesthetically pleasing project. Past floods have had a devastating financial and psychological affect on businesses and citizens working and living along the river. The proposed project will provide significant flood stage reduction and some peace of mind to those affected. I speak for your Flood Plain Committee when I urge Council to vote to support the project. I further urge our citizens to vote to support the project on April 11, 1989. Respectfully submitted, Edgar V. Wheeler, Member Flood Plain Committee cc: Chairman and Members, Flood Plain Committee RUANOKE TIMES & .GRLD-NE.$ NUMBER - 12015112 PUBLISHER'S FEE $22bo80 CITY OF ROANOKE C/O MARY F PARKER CITY CLERKS OFFICE ROOM 456 MUNICIPAL BLDG ROANOKE VA 24011 '89 FE~ -6 P2:2.? STATE OF VIRGINIA CITY OF ROANOKE AFFIDAVIT CF PUBLICATION It (THE UNDERSIGNED) AN AUTHORIZED REPRESENTATIVE OF THE TIMES-WORLD COR- PORATION9 WHICH CORPORATION IS PUBLISHER OF THE ROANOKE TIMES & WGRLO-NEWSt A DAILY NEWSPAPER PUBLISHED IN ROANOKE9 IN THE STATE OF VIRGINIAt O0 CERTIFY THAT THE ANNEXED NOTICE NAS PUBLISHEO IN SAIO NEWSPAPERS ON THE FOLLOWING OATES 01/22/B9 SUNOAY 01/29/89 SUNOAY ~ITNESS~ THIS 30TH OAY OF JANUARY 1989 / WILBURN C. DIBLING, JR. CITY OF ROANOKF. OFFICE OF THE i~F~, P~TTb~k~' 464 MUNICIPAL BUILDING ROANOKE, VIRGINIA 24011-1595 703-961-2431 February 1, 1989 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Roanoke River Flood Reduction Project Dear Mrs. Bowles and Gentlemen: At the meeting of City Council to be held at 7:30 p.m. on Febru- ary 6, 1989, Council will hold a public hearing with respect to the Roanoke River Flood Reduction Project. Public notice with respect to such public hearing has been given by advertisements published in the Roanoke Times & World News on January 22 and 30, 1989. Subse- quent to the public hearing, Council will need to act on two ordi- nances. One ordinance authorizes the issuance of $7,500,000 princi- pal amount of general obligation bonds of the City for the Roanoke River Flood Reduction Project, and the second ordinance requests the Circuit Court to order a special election with respect to such bond issue. I am enclosing with this letter an advance copy of my report to City Council, dated February 6, 1989, and advance copies of the two ordinances to be considered by City Council. The form of the ordi- nances has been approved by bond counsel. Please call me if you have any questions with respect to these matters. With kindest personal regards, I am Sincerely yours, Wilburn C. Dibling, Jr. City Attorney WCDJr:c Enclosures cc: W. Robert Herbert, City Manager Joel M. Schlanger, Director of Finance ry' Kiser, Director, Utilities and Operations F. Parker, City Clerk Mark A. Williams, Assistant City Attorney WILE}URN C. DIBLING, JR. CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY February 6, 1989 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: General Obligation Bond Issue in Principal Amount of $7,500,000 Dear Mrs. Bowles and Gentlemen: Attached hereto are two ordinances relating to the general obligation bond issue necessary to finance the Roanoke River Flood Reduction Project recommended by the City Manager in a report dated January 17, 1989. The first ordinance authorizes the issuance of $7,500,000.00 principal amount of general obligation bonds of the City of Roanoke for the purpose of providing funds, together with other available funds, to defray the cost to the City of the Roanoke River Flood Re- duction Project, a much-needed permanent public improvement. This ordinance pledges the full faith and credit of the City to the pay- ment of the principal and interest on the bonds. The ordinance also provides that, if upon completion of any of the needed capital im- provements, there remains an unexpended balance of the amount of bond proceeds allocated therefor, such balance may be used for any one or more other needed capital improvements in the discretion of Council. The second ordinance directs and provides for the holding of an election on April 11, 1989, to determine whether the voters of the City will approve Council's adoption of the first ordinance. On page 3, this ordinance sets forth the specific question to be asked of the electorate. The ordinance further provides for the details of the election process. If Council approves the two ordinances, I will request that the Circuit Court of the City of Roanoke enter an order directing the City Electoral Board and the State Board of Elections to hold the bond election requested by City Council. I have scheduled an ap- pointment with Judge Coulter for 9:00 a.m., on February 7, 1989, to request entry of the required order. Assuming Council's adoption of the two ordinances and the Court's entry of the required order, Honorable Mayor and Members February 6, 1989 Page 2 I will send these items to the State Board of Elections by Federal Express on the same day, in order to permit the Board to receive the required order 60 days in advance of the election pursuant to $24.1-165, Code of Virginia (1950), as amended. If the electorate approves the bond issue, it will be necessary that I bring to you a detailed resolution providing for the form of the bonds and coupons, sale, execution, advertisement, and delivery of the bonds. Subsequent to adoption of this detailed resolution, an official statement will be prepared by Mr. Schlanger with the assistance of the City's financial advisers and bond counsel. This statement will contain a certification of the facts and estimates relating to the use of the bond proceeds, including, among other things, certification of the project for which the bonds are issued, the estimated completion date of the project, the cost of the pro- ject and the funds available to pay such costs and the times at which funds will be required for expenditure. If Council has any questions with respect to the attached ordi- nances, I shall be pleased to address them. With kindest personal regards, I am Sincerely yours, WCDJr:c City Attorney Attachments CC: W. Robert Herbert, City Manager Joel M. Schlanger, Director of Finance Mary F. Parker, City Clerk WILBURN C. DIBLING, JR. Cf th' ATTORNEY CITY OF ROANOKE ' OFFICE OF THE CITY ATTORNEY ROANOKE. v~m~N~^ 24o.-~ January 27, 1989 Samuel I. Hellman, Esquire Wood, Dawson, Smith & Hellman 17 Battery Place New York, New York 10004 Re: City of Roanoke, Virginia - $7,500,000 Principal Amount of General Obligation Bonds for Roanoke River Flood Reduction Project Dear Sam: I am enclosing for your review what I hope are the final drafts of an ordinance authorizing the issuance of $7,500,000 principal amount of general obligation bonds of the City for the Roanoke River Flood Reduction Project and an ordinance directing and providing for the holding of an election on April 11, 1989, to determine whether the qualified voters will approve such bond issue. These two ordinances will be considered by City Council on February 6, 1989. I am also enclosing an order and a motion to be presented to the Circuit Court for the City of Roanoke on February 7, 1989. Upon entry, the order will immediately be transmitted to the State Board of Elections. I am telecopying the foregoing documents to you to expedite your approval. It is my intention to transmit copies of the ordinances to City Council on February 1, 1989, for their review in advance of the Council meeting of February 6, 1989. Please let me have your approval before the ordinances are transmitted to Council. Pursuant to Four directions, the public hearing to be held in conjunction with the Council meeting of February 6, 1989, has been advertised in the Roanoke Times & World News on January 22, 1989, and will be advertised in the same newspaper on January 29, 1989. You have previously approved the form of the adver- tisement which has been transmitted to you. By copy of this letter, I am sending a copy of the order directing a special election to Audrey M. Franklin, City Regis- trar, and Audrey S. Piatt, Director of Operatons, State Board of Elections, in case either of these ladies should have any questions with respect to the form of the ballot or the proce- dures relating to the election. Samuel I. Hellman, Esquire January 27, 1989 Page 2 We look forward to receiving your early response and thank you for your usual fine cooperation. With kindest personal regards, I am Sincerely yours, WCDJr:fcf Wilburn C. Dibling, City Attorney Jr. Enclosures cc: W/~obert Herbert, City Manager u~oel M. Schlanger, Director of Finance 'Mary F. Parker, City Clerk Audrey M. Franklin, Registrar Audrey S. Platt, Director of Operations, of Elections State Board VIRGINIA: IN RE: IN THE CIRCUIT COURT FOR THE CITY OF ROANOKE ORDINANCE NO. , OF THE COUNCIL OF THE CITY OF R--~KE DIRECTING AND PROVIDING FOR THE HOLDING OF AN ELEC- TION IN THE CITY OF ROANOKE, VIRGINIA, TO DETERNINE W}IETHER THE QUALIFIED VOTERS OF THE CITY OF ROANOKE, VIR- GINIA WILL APPROVE ORDINANCE NO., DULY ADOPTED BY THE COUNCIL OF THE CITY OF ROANOKE ON FEBRUARY 8, 1989, PROVID- ING FOR THE ISSUANCE OF CERTAIN GENERAL OBLIGATION BONDS OF THE CITY OF ROA- NOKE; AND PROVIDING FOR AN ENERGENCY. NOTION Docket No. NOW comes Nary F. Parker, City Clerk of the City of Roanoke, Virginia, a municipal corporation organized and existing under the laws of the Commonwealth of Virginia, by Wilburn C. Dibling, Jr., City Attorney, and represents unto this Honorable Court as follows: 1. On February 6, 1989, the Council of the City of Roanoke adopted Ordinance No. authorizing the issuance of Seven Mil- lion Five Hundred Thousand Dollars ($7,500,000.00) principal amount of general obligation bonds of the City of Roanoke, Virginia for the purpose of providing funds to defray the cost to the City of acquisition, construction, additions, betterments, extensions and improvements of needed permanent public improvements consti- tuting the Roanoke River Flood Reduction Project, which includes channel widening, construction of protective dikes or berms in cri- tical areas, flood proofing of certain buildings at the Sewage Treatment Plant, replacement of low water bridges, construction of a recreational trail, acquisition and construction of a flood warning system and acquisition of real property for the foregoing, and providing for an emergency. An attested copy of the foregoing ordinance is attached hereto and labeled as Exhibit 1. 2. On February 6, 1989, the Council of the City of Roanoke also adopted Ordinance No. . directing and providing for the holding of an election in the City of Roanoke, Virginia, to determine whe- ther the qualified voters of the City of Roanoke, Virginia, will approve Ordinance No. An attested copy of Ordinance No. is attached hereto and labeled as Exhibit 2. 3. The City of Roanoke is authorized by $47 of the Roanoke City Charter to issue certain bonds pursuant to an ordinance adopted by a majority of all members of the Council and approved by the affirmative vote of a majority of the qualified voters of the City voting on the question at an election for such purpose. 4. Section 24.1-165, Code of Virginia (1950), as amended, may be interpreted to require an Order of this Court directed to the Roanoke City Electoral Board and the State Board of Elections calling for the bond election requested by City Council. WHEREFORE, Mary F. Parker, City Clerk, prays that this Court enter an order directing a bond election to be held on April 11, 1989, in accordance with the terms and conditions Ordinance No. , adopted by the Council of Roanoke on February 6, 1989. MARY F. By Wilburn C. Dibling, Jr. City Attorney 464 Municipal Building Roanoke, Virginia 24011 set forth in the City of PARKER, CITY CLERK t~t~r n~ f- V IRG INIA: IN THE CIRCUIT COURT FOR THE CITY OF ROANOKE IN RE: ORDINANCE NO. , OF THE COUNCIL OF THE CITY OF R-~OKE DIRECTING AND PROVIDING FOR THE HOLDING OF AN ELEC- TION IN THE CITY OF ROANOKE, VIRGINIA, TO DETERMINE WHETHER THE QUALIFIED VOTERS OF THE CITY OF ROANOKE, VIR- GINIA WILL APPROVE ORDINANCE NO. DULY ADOPTED BY THE COUNCIL OF THE-~ OF ROANOKE ON FEBRUARY 6, 1989, PROVID- ING FOR THE ISSUANCE OF CERTAIN GENERAL OBLIGATION BONDS OF THE CITY OF ROA- NOKE; AND PROVIDING FOR AN EMERGENCY. 0 RDE R Docket No. This matter came on to be heard on the motion of ~ary F. Parker, City Clerk of the City of Roanoke, Virginia, a municipal corporation organized and existing under the laws of the Common- wealth of Virginia, by Wilburn C. Dibling, Jr., City Attorney, that this Court order a bond election to be held in the City of Roanoke on April 11, 1989, in accordance ~ith the terms and conditions set forth in Ordinance No. , adopted by the Council of the of the City of Roanoke on February 6, 1989. After consideration of the aforementioned motion, the Court is of the opinion that the motion should be granted. NOW, THEREFORE the Court doth ADJUDGE, ORDER and DECREE as follows: 1. That attested copies of Ordinance Nos. __ and , both adopted by the Council of the City of Roanoke on February 6, 1989, be and said ordinances are hereby filed. 2. That, pursuant to $47 of the Charter of the City of Roa- noke and $24.1-165, Code of Virginia (1950), as amended, the Roa- noke City Electoral Board and the State Board of Elections shall schedule and hold a bond election in the City of Roanoke on the llth day of April, 1989, in accordance with the terms and condi- tions of Ordinance No. S. That the ballots for use at such election shall be in the following form: COMMONWEALTH OF VIRGINIA OFFICIAL BALLOT CITY OF ROANOKE SPECIAL ELECTION TUESDAY, APRIL 11, 1989 ROANOKE RIVER FLOOD REDUCTION PROJECT QUESTION: Shall the City of Roanoke contract a debt and issue its' General Obligation Bonds in the maximum principal amount of Seven Million Five Hundred Thousand Dollars ($7,500,000) to finance, together with other available funds, the Roanoke River Flood Reduc- tion Project, a needed permanent public improvement, including channel widening, construction of protective dikes or berms in critical areas, flood proofing of certain buildings at the Sewage Treatment Plant, replacement of low water bridges, construction of a recreational trail, acquisition and construction of a flood warn- ing system and acquisition of real property for the foregoiag, and shall Ordinance No. , adopted by the Council of the City of Roanoke on February 6, 1989, authorizing the issuance of said bonds, be approved? YES NO 4. That the Clerk of this Court is directed to forward a certified copy of this Order and of Ordinance Nos. and to the Roanoke City Electoral Board and the State Board of Elections. ENTER: This day of February, 1989. ask for City A~~ Judge NOTICE OF PUBLIC HEARING Notice is hereby given, pursuant to $15.1-171.1, Code of Virginia (1950), as amended, that the Council of the City of Roanoke will hold a public hearing on Monday, February 6, 1989, at 7:30 p.m. in the Council Chamber, Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia, on the adoption of an ordinance authorizing the issuance of $7,500,000 principal amount of general obligation bonds of the City for the purpose of providing funds to defray the cost of the Roanoke River Flood Reduction Project, a needed permanent public im- provement including channel widening, construction of protective dikes or berms in critical areas, flood proofing of certain buildings at the Sewage Treatment Plant, replacement of low water bridges, construction of a recreational trail and acquisition and construction of a flood warning system, and an ordinance directing and providing for the holding of an election to determine whether the qualified voters will approve the issuance of general obligation bonds of the City in the above-stated principal amount and for the above-stated purposes. A copy of the full text of each proposed ordinance is on file in the Office of the City Clerk, Room 456 Municipal Building, Roanoke, Virginia (703) 981-2541. At such public hearing, all citizens shall be given an opportunity to appear before and be heard on the proposed bond issue. GIVEN under my hand this day of , 1989. Mary F. Parker, City Clerk NOTE TO PUBLISHER: Please publish once in full on Sunday, January 22, 1989, and once on Sunday, January 29, 1989, in the Roanoke Times & World News. Proof copy is requested. Please send publisher's affidavit Mary F. Parker, City Clerk 456 Municipal Building Roanoke, Virginia 24011. and bill to: January 25, 1989 File #237 Mr. W. Robert Herbert City Manager Roanoke, Virginia Gentlemen: Mr. Wilburn C. Dibling, City Attorney Roanoke, Virginia A report of the City Manager with regard to the Roanoke River Flood Reduction Project, was before the Council of the City of Roanoke at a special meeting held on Tuesday, January 17, 1989. On motion, duly seconded and adopted, Council concurred in the .ecor~nended timetables as submitted in the report, and referred the matter to the City Attorney for preparation of the necessary documents for the purpose of holding a public hearing on the pro- ject at a Special Meeting of Council to be held on Monday, January 30, 1989, at 7:30 p.m. (The City Attorney advised Council by communication dated January 20, 1989, that because of advertising requirements, the earliest date that a public hearing on the project can be held is February 6, 1989. Accordingly, Council, at its regular meeting held on Monday, January 23, 1989, adopted Resolution No. 29436, changing the time of the February 6, 1989, Council meeting from 2:00 p.m. to 7:30 p.m., in order to hold the required public hearing with respect to the Roanoke River Flood Reduction Project). Sincerely, Sandra R. Eakin Deputy City Clerk SHE: ra Room456 Municil:x~lBuilding 215~ur~A~u~,SWRoanc~e.",~rg~nia24011 (703)981-2541 Mr. W. Robert Herbert Mr. Wilburn C. Dibling, Page 2 January 25, 1989 Jr. pc: The Honorable James R. Olin, Member, U. S. Congress, Room 706, First Federal Building, 406 First Street, S. W., Roanoke, Virginia 24011 Colonel Paul W. Woodbury, Corps of Engineers, District Engineer, Department of the Army, P. O. Box 1890, Wilmington, North Carolina 2~402-1890 Mr. Fred Cramer, Chairman, Roanoke Valley Bird Club, c/o Cramer/Graphics, 1320 Third Street, S. W., Roanoke, Virginia 24016-5219 Mr. William H. Tanger, Chairman, Friends of the Roanoke River, P. O. Box 1750, Roanoke, Virginia 24018 Mr. John Cone, Chairman, Citizens Environmental Council, c/o Hayes, Seay, Mattern and Mattern, 1315 Franklin Road, Roanoke, Virginia 24016 Mr. Michael M. Waldvogel, Chairman, City Planning Corrgnission, 3526 Pena,th Road, S. W., Roanoke, Virginia 24014 Members, Roanoke City Planning Corr~nission Mr. Kit B. Kiser, Chairman, Flood Plain Corrgnittee Members, Flood Plain Com~ittee Mr. Joel M. Schtanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. Geo,ge C. Snead, Jr., Director of Administration and Public Safety CTv,, r .... Director of Utilities & Operonons January 9, 1989 Members, Roanoke City Flood Plain Comittee Dear Co,mm, ittee Members: Subject: Roanoke River Flood Reduction Project The time has come. City Manager W. Robert Herbert will make a report to Roanoke City Council during a special called meeting for 12:00 noon, Tuesday, 3anuary 17, 1989. That report, which is still being formulated, would give a full briefing on the project, cost estimates, scheduling, and proposed method of funding. This Comittee is already on record in support of the project. We are still awaiting confirmation in writing from the Corps of Engineers regarding the Corps cost estimate. I believe the Corps estimate will be at $27,471.500 to include a non-federal (local) share of $10,672,925. City staff estimate is $34,277,633 to include $14,330,586. Major differences in the two cost estimates are: City estimate includes a 15Z inflation figure in anticipation of rising construction cost. City estimate includes funding for environmental improvements outside the Corps' defined project scope. City estimate includes the cost of two low water bridge replacements and one new pedestrian bridge. City estimate includes flood mitigation measures outside the Corps' defined project scope. I believe the project to be recomz~ended will widen the 8 foot recreational trail to 12 feet but delete the section of the trail upstream of Wasena Park, primarily due to physical constraints. You are already femiliar with most of the project. I cannot tell you more regarding the administration's reco~endation until 3anuary 17. On behalf of Mr. Herbert and yours truly, I invite you to the 12:00 noon meeting of Roanoke City Council on 3anuary 17, 1989 to hear Mr. Herbert's full project briefing and reco~x~endations and to show your support for the project. Roocq 354 Mun,c:p<]l Building 27 D Church Avenue S W Roonoke Virginia 24011 ~703) 981-2002 Members, Flood Plain Committee January 9, 1989 Page 2 KBK:afm cc: Mr. W. Robert Herbert Mrs. Mary Parker, City Clerk Respectfully, Kiser, Chaiman Flood Plain Committee '89 ,Ji~\{ 18 C~'2fi Roanoke, Virginia January 17, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Roanoke River Flood Reduction Project I. Background: Many meetings and written reports have been used to discuss the subject project. The last report was submitted to Council on August 8, 1988. Following consideration of that report, Council elected to: Hold a referendum on the project at an exact date to be established, but not later than May, 1989. o Authorize initiation of technical services for surveying, appraisals, etc. 3. Reaffirm project support. Not hold the referendum in November, 1988 in order to provide additional time for the City, and the Corps of Engineers (COB) to resolve questions regarding certain design features, project costs and benefits. Also, the additional time between November, 1988 and the ultimate referendum date (to occur by May, 1989) was to provide for completion of the final design memorandum and to make that document available for public scrutiny prior to the date of the actual referendum. 5. Authorized initial funding for technical services. B. Purpose of this briefing is to: Report to Council and the public and provide an update on the project. 2o Afford Council time to discuss the pro3ect and hold such public meetings as it desires. Advise Council of the need to vote by February 6, 1989 to place this matter to a referendum vote of the citizens of the City of Roanoke. Pa§e 2 II. 4. Make a recommendation to Council regarding: a. Scale of the project b. Budget c. Method of financing d. Date for a referendum Briefing is outlined as follows: 1. History 2. Need 3. Description 4. Benefits 5. Concerns 6. Addressing the concerns 7. Recent changes 8. Cost 9. Budget 10. Financing 11. Commitment Qualifications 12. Schedule Briefing: A. History: 1. Project study began in 1970. COE evaluated local options, both as a single project and as a series of projects, and numerous upstream options. The option of one project within the corporate limits of the City of Roanoke was chosen as the most feasible project with a good chance of success. Project concepts and estimates for the current project were defined in the 1984 feasibility study published by the COE. Page 3 Evolution of federal regulations and project concepts of both needs and benefits have resulted in many project estimates and decision points. Council's last direct decision was on June 27, 1988 when Council authorized an updated letter of intent for a project having an estimate of $31,000,000 including a non-federal (local) cost of $14,490,250 and a benefit to cost ratio of 1.15 to 1.0. Need: Project need was recognized prior to initiating the project in 1970 based on flooding prior to that date. Floods of significance since 1970 have occurred in 1972, 1978, and 1985. Late 1970's and early 1980's also saw the evolution of the federal flood insurance regulations with maps of flood ways and flood plains and with legal regulatory requirements to define and limit future construction in the flood plain. Construction in flood plains were allowed prior to this time because local government did not have authority to preclude construction short of acquisition, which option is financially prohibitive. Effects of flooding on lives and property have been and remain a vital concern of all citizens of the City of Roanoke, not just on the Roanoke River but in other areas along creeks and tributaries to the Roanoke River as well as in neighborhoods such as in the Williamson Road area. Public properties such as roads, parking lots, bridges, utility systems and the Sewage Treatment Plant are subject to extensive damage from the major floods. Flood stage reduction and damage mitigation is vital to maintaining jobs and the economic base of our City. City citizens and Council have authorized the expenditure of millions of dollars to address neighborhood and some of the smaller tributary flooding problems. Now is the best opportunity, due to federal funding participation, for the City citizens and Council to take action to diminish the effects of flooding along the Roanoke River. C. Description: The proposed project has the following features: Channel widening by bench cutting into one side of the river bank along most of the 10 mile reach of the river within the City limits. 2. Protective dikes or berms in the areas of: a. Regional Sewage Treatment Plant Page b. Victory Stadium area c. Cleveland Avenue area 3. Flood proofing of critical buildings at the Sewage Treatment Plant. 4. Replacement of two existing low water bridges along Wiley Drive. 5. A new 12 foot wide and 4.6 mile long recreational trail from 13th Street bridge, S.E. to Wasena Park with one required pedestrian bridge across Roanoke River. 6. Flood warning system to help forecasters and emergency service personnel better alert citizens of impending floods and to provide a method of estimating their significance. Concerns have been expressed during both public and private discussions over the past two years regarding: 1. Aesthetics of the completed project primarily focusing on: a. Loss of trees and vegetation b. Construction of walls and berms c. Use of certain material, e.g. concrete walls and rip rap for construction 2. Not enough flood stage reduction and why isn't more done in the areas of: a. Wider channel cuts b. Cutting both sides of the river c. Higher protection berms and dikes d. Buying out the property subject to flooding e. Dredging the river 3. Environmental losses or impacts in the areas of: a. Loss of habitat for wild animals, birds and fish in general b. Endangered or threatened fish species c. Visual impact caused by the loss of trees and shrubbery Page 5 Potential for loss of business, dwelling units or decrease in property values in: Industrial Development and Investment Company (IDICO) area off 9th Street, S.E. b. Hannah Trailer Court Co Easements along backyards, storage lots, and parking lots along the river in general 5. Cost Lost recreational opportunities due to construction in the City park areas. 7. Potential impact on future projects in the river corridor 8. Limit impact on other areas of flooding in the City. Addressing the concerns is not easy. Not all concerns can be successfully addressed to the satisfaction of all the concerned citizens because of conflicting concerns, concerns are financially prohibitive, or concerns could negatively impact the purpose of the project (flood stage reductions) to such a degree that the entire project would be jeopardized. City staff, co~nunity leaders, concerned citizens, businessmen, the landscape consultant hired by the City and the COE have all worked to improve the project for the good of the whole community. Good compromises have been reached. 1. Aesthetics have been enhanced by: Increasing the amount of replacement trees and shrubbery to be planted. Decreasing the number of trees to be removed by retaining some trees but pruning the lower branches. Also agreement has been reached that some critical habitat trees may be retained by securing the trees. Some concrete walls have been replaced with earthen berms which will support vegetation. do The City has the option in some areas, which it will use, of replacing rip rap with other COE approved bank stabilization material. However, the added cost will be borne by the City. The COE has also approved the planting of low growing vegetation in the rip rap areas to provide screening and improved habitat. Flood stage reduction has been increased to the maximum possible extent while still keeping a financially viable Page project and recognizing the need to keep or replace certain trees and vegetation for aesthetic and environmental reasons. No dredging is to take place in the river because dredging damages the natural habitat beyond the level the COE and the City staff feel is prudent. Additional flood proofing of critical business structures using wholly local funds is an option the City needs to consider. Environmental losses are a subject of much debate, however, considerable progress has been made in the areas of: a. Improving the seed mixture to support wildlife Agreement to save critical habitat trees and pruning lower limbs from other trees rather than cutting all trees within the project template c. Increasing the amount of vegetation to be replanted d. Authorized planting in the rip rap areas 4. Loss of business, dwelling units or property values. IDICO area impact will be appraised for fair market value and some business losses will occur. These losses are felt by City staff to be justifiable in the context of the overall project. Businesses in the industrial park are aware that the majority of the IDICO property will be enhanced by the project. The amount of construction (bench cut) has been reduced in the Hannah Court area and the recreation trail eliminated upstream of Wasena Park. The result of these two changes will eliminate the need to relocate permanently the 39 trailers from this area. Subject to final design and construction techniques, the trailers may need to be temporarily moved to allow room for construction equipment to excavate the bank of the river and construct a vertical masonry wall to stabilize the bank and separate the level of the reduced bench cut area and the areas on which the trailers are parked. Property rights to be acquired will consist of perpetual easements in accordance with a decision informally cox~nunicated to the City staff. This will allow property owners to continue to use their properties such as for rail operations by the Norfolk Southern Railway Company, backyards of private dwellings and storage or parking lots of cormnercial or industrial establishments. One section of the trail in the Hamilton Terrace area will need to be relocated to the bench cut area or Page 7 allow some homeowners vehicular access by permit in order for those homeowners to continue to have vehicular access to their properties. Costs have risen in recent years due to inflationary increases in construction, increase in land values and City desires to improve the aesthetic, environmental and recreational impact of the project. There will be further information regarding costs in the budget section of this briefing. Lost recreational opportunities due to construction in the City park areas will be more than offset by the addition of the 4.6 mile recreation trail and increased access points to the river for canoeing and fishing. Potential impact on future projects in the river corridor has been studied by the City staff and the landscape consultant (Lardner/Klein) to make sure the flood reduction project does not eliminate future recreational and green space planning for the river corridor. Project does not reduce flooding in other areas of the City since this is the federally funded and federally approved project area. This report outlines a plan in the budget section of this briefing to set aside $500,000 for a revolving buy out/flood proof/resale program for residential structures that are on the market. F. Recent Changes of note have been: Reduction of the project cost estimate through the efforts of the City Office of Real Estate Valuation and the COE. 2. Approval by the COE for: a. Increased shrubbery Allow alternate bank stabilization (other than rip rap) in areas where technically feasible at City cost for betterment Shorten the recreational trail from 9 miles to 4.6 miles, but widen the trail from 8.0 feet to 12.0 feet, due to physical barriers, to limit the impact of the project on Hannah Trailer Court and to control the City's financial commitment. Page 8 Lessen the cut into the bank at Hannah Trailer Court but construct a vertical structural wall in that area and provide some additional channel widening in the Wasena Park area. The City to use local funding saved in change No. 4 above for critical structure flood proofing upstream of Hannah Trailer Court to attempt to mitigate the effect to upstream property owners for the approximate 0.20 foot stage reduction loss caused by the reduced bench cut at Hannah Trailer Court. 6. City and COE agreement for: a. Improved seed mixture for wildlife support Selection of critical habitat trees to be secured and retained. c. Increased shrubbery plantings Pruning of lower branches from some trees that would otherwise have to be cut Planting of low growing vegetation in areas still requiring to be rip-rapped. Reduction in project estimate for COE approval project elements from $31,010,000 which included $14,490,250 non-federal (local) cost to a current estimate of $27,471,500 to include a non-federal (local) cost of $10,672,925. Note cost section of this briefing for a higher estimate of project cost by City staff to include betterment (project enhancement) costs and inflationary contingency. Increase of the benefit cost ratio from 1.15:1.0 to 1.20:1.0. Cost estimate for City purpose, including a 15% inflation on structural costs, City only cost for betterment, City only cost for replacing the low water bridges, and City only cost for the one pedestrian bridge across the river follows: Previously Discussed Project Elements Total Federal Local Structural Flood Warning Recreation~ Flood Proofing Incidental Acquisition & Technical Costs $28,295,938 $18,551,236 $9,744,702 127,000 86,250 40,750 4,348,448 1,052,687 3,295,761 374,550 256,874 117,676 381~697 0 381,697 $33,527,633 $19,947,047 $13,580,586 Page 9 City project costs outside of previous project elements: Reserve fund to purchase, flood proof and resell vacant residential structures located in federally defined flood plains on a City wide basis (to maintain housing stock) Total Federal Local $ 500,000 0 $ 500,000 Maximum amount to flood proof critical structures to miti- gate the impact of decreased excavation at Hannah Trailer Court $ 250~000 $ 0 $ 250~000 $34,277,633 $19,947,047 $14,330,586 Complete elimination of the recreational enhancement element would reduce the recreational element to a local cost of $1,630,125 for relocation of the low water bridges. H. Budget for paying the local amount is projected as follows: 1. Estimated City financial com~nitment $14,330,586 2. Deduct: a. Land donations b. Water and sewer fund expenditure require- ments c. Funding to date d. State funding from current programs relating to recrea- tion e. Federal and State reim- bursements from the 1985 flood damage -$3,920,000 661,137 650,000 782,625 816~824 Total Deductions -$6,830,586 Net Unfunded Local Amount Suggested Bond Referendum Amount Required budget amount on an annual basis is estimated as follows: a. $7,500,000 capitalized over 30 years -6,830~586 $7,500,000 Page 10 at 7 1/2% interest and uniform annual payment $ 635,034 Funding required for annual operations and maintenance expense 100,000 c. Total additional annual funding needed $ 735~034 Financing for the additional annual project cost needs to be provided by a new source of revenue or from an increased amount from an existing source of funding. Attachment "A" provides base line information from a variety of City revenue sources, Commitment qualifications on this or any policy decision to increase the revenue received from taxes to our citizens should be as follows: Tax increase would only occur if the referendum receives voter approval. Tax increase would only occur if Congress appropriates the federal share for this project. Tax increase would only occur after a public hearing on that increase after Congress appropriates the federal share. Schedule of significant events anticipated to occur is as follows: Council briefing today Council decision and date(s) for public hearing on the project - between January 17, 1989 January 17 - February 6, 1989 City Manager hold a public information meeting if it is the wish of Council and does not conflict with any Council desired public hearing January 17 - February 3, 1989 Planning Commission briefing Council decision to place the matter to referendum and method of financing February 1, 1989 February 6, 1989 Page 11 III. Issues: Hold referendum vote by citizens (see Attachment "B", Tuesday, April 11 is suggested rather than Thursday, April 13) Tuesday, April 11, 1989 Implementation Schedule - See Attachment "C" from the COE 1. Project scale 2. Benefits 3. Local cost 4. Timing of commitment 5. Funding IV. Alternatives: A. Council vote by February 6, 1989 to take the following action: Request a Court Order placing the pro.~ect on a ballot for a referendum vote by the City citizens on April 11, 1989. ii. Support the Roanoke River Flood project to include the entire program as outlined in Section II, G., Cost, of this report for a locally required funding effort of $14t330,586 reduced to a net remaining unfunded cost of $7~500~000 in Section II, H., Budget, of this report. iii. Authorize, subject to the referendum, the Director of Finance to sell bond(s) up to the amount of $7~500~000. iv. Establish the intent to pay the annual cost for the bonded debt retirement and the operations and maintenance expense by raising the utility tax from 10% to not more than 12%. Provide that this support and authority will become wholly the option of City Council~ e.g. not an absolute commitment of Council to the Federal governments, unless the project is approved for federal funding by the Congress of the United States of America and the project awarded for construction within three years of the date of the approval of the citizens of the City of Roanoke by referendum vote. An exception to this requirement is that the Director of Finance may provide such funding as is needed, with the additional approval of City Page 12 Council, for such preliminary expenditures as may be required to secure the real estate rights and options that will have to be in the control of the City prior to the project going to bid. Project scale is identified as the entire project including the requisite funding to help mitigate the effects of flooding in the flood plains city-wide. Benefits from the project will be maximized. Benefit: cost ratio is 1.2 to 1.0. Local costs are identified at $14,330~586. This local cost is subject to reduction should the Cox~nonwealth of Virginia provide additional funding for recreational or the street and bridge relocation elements. 4o TiminK of cormnitment will begin upon passage of the referendum and extend through the project construction provided the project is started within three (3) years of the referendum. FundinK of the anticipated unfunded amount of up to $7,500,000 will be by an increase in the utility tax from 10% up to 12%. Council vote by February 6, 1989 to support the pro.~ect exceptin~ for any recreational element. Project scale will be identified as the full project previously explained exceptin~ for: a. Recreational trail b. Pedestrian bridge c. Real estate and inflationary costs associated to the recreational element. Benefits for flood reduction for all elements previously outlined would be provided. Recreational benefits would decrease from the level of recreation currently existing due to the need to construct bench cuts in some of the existing parks. Benefit:cost ratio is 1.14 to 1.0. Local cost would decrease from $14~330~586 to $12,667,950; however, there will also be a reduction i__n the anticipated $782;625 State funding for recreational elements to $337,500 resulting in a net savings to the City of $1~220~511 if the recreational element is deleted. 4. Timin~ of commitment would still remain for three (3) years after the passage of the referendum. Page 13 VI. Funding of the anticipated unfunded amount of up to $6~250,000 would be by an increase in the utility tax of between 1 1/2% and 2%. Council vote by February 6, 1989 not to continue to support the pro~ect and not place the matter before the citizens for a referendum vote. 1. Pro~ect scale becomes a moot issue. 2. Benefits from the project will not occur. Local cost will stop at the current range of $500,000 spent to date for technical services. 4. Timing of commitment will become a moot issue. 5. Funding for additional expenditures will be unnecessary. Recommendation: Council decide by February 6, 1989 to place the full project before the citizens for referendum vote in accordance with Alternative "A". Recognition: I would like to recognize and express my appreciation to the U. S. Army Corps of Engineers (particularly Colonel Paul Woodbury and his staff), Congressman Jim Olin, concerned citizens groups, individual citizens and the many property owners that will be effected by the construction of this project for helping us devise a project in design concept that will be beneficial to the City. WRH:KBK:afm Respectfully submitted, W. Robert Herbert City Manager Attachments CC: Congressman Jim Olin Members, Flood Plain Committee Chairman & Members, Planning Commission Corps of Engineers City Attorney Director of Finance City Engineer Friends of the Roanoke River Citizens Environmental Council Roanoke Valley Bird Club ATTACHMENT "A" gSTINA'r~O T~ ~ Real Estate Tax $1.25 per $100 Assessed Value $28,500,000 + 125 = $228,000 per 1¢ on tax rate Persomal Property Tax $3.45 per $100 Assessed Value $11,000,000 + 345 = $32,000 per 1¢ on tax rate Meals Tax $4,000,000 + 4 4% of $ of Meal = $1,000,000 per 1% of Rate = $ 500,000 per 1/2% of Rate = $ 250,000 per 1/4% of Rate Transient Room Tax $750,000 + 4 $187,500 per 1% of Rate $ 93,750 per 1/2% of Rate $ 46,875 per 1/4% of Rate Cigarette Tax $0.0025 per Cigarette (5¢ per 20 pack) $670,000 + 5¢ = $134,000 per 1¢ per 20 pack Utility Tax Based on Today's Economy, 1% Increase = $375,000 Minimum BOND PROJECTIONS ROANOKE RIVER CHANNELIZATION PROJECT SUMMARY FACE AMOUNT $7,500,000 RATE TERM 7.50% 30 YEARS 25 YEARS 20 YEARS ANNUAL DEBT SERVICE $635,034 672,830 735,691 7,500,000 8.00% 30 YEARS 25 YEARS 20 YEARS 666,206 702,591 763,892 7,500,000 8.50% 30 YEARS 25 YEARS 20 YEARS 697,879 732,838 792,532 ATTACH~{ENT "B" DATE: TO: FROM: SUBJECT: CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION December 30, 1988 Kit B. Kiser, Director of Utilities and Operations Mark A. Williams, Assistant City Attorney Roanoke River Flood Reduction Project; Bond Referendum Timing You have inquired regarding the legal timing requirements for a referendum to authorize the issuance of bonds of the City for the proposed Roanoke River Flood Reduction project. I have discussed this matter briefly with Ms. Audrey Franklin, Registrar, and also reviewed ~24.1-105 of ~he Code of Virginia (1950), as amended, a copy of which is attached. As set forth in the statute, the election or referendum is required to be held pursuant to court order. No such election shall be held unless it shall have been ordered at least sixty days prior to the date for which it is called. Furthermore, no such special election shall be held within the sixty days prior to a general or primary election. It is my understanding that the Virginia Republican Party primary is scheduled for June 13, 1989. Under the foregoing sta- tutory time limits, by my estimation, the earliest date that such a referendum could be held would be April 13, 1989, a Thursday, which I calculate to be the sixty-first day prior to the primary election. Using this date for the referendum, under the code requirements, a special election must be ordered at least sixty days prior to April 13, 1989, which I calculate to be February 12, 1989, a Sunday. Therefore, the last regularly scheduled meeting of Council at which a referendum could be authorized prior to June 13, 1989, the date of the Republican primary, would be Monday, February B, 1989. It should be noted that there does not appear to be any statutory time limit on holding such a special election after the June 13, 1989, Republican primary. Nevertheless, practic--~/-~on- siderations, including the availability of the voting machines, may preclUde having the referendum immediately following the Republican primary. Please contact me if you have any comments or I may be of further assistance in this matter. MAW:sm Attachment cc: Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance James D. Grisso, Deputy Director of Finance Audrey Franklin, City Registrar John Peters, Project Manager questions or if ~ ~.1-164 President and said petition. ~ever a special resident of the lg the office to )e held, and to county or city a copy thereof per of general :herwise than flcer ordering occurs, or at to § 24.1-79, ity or town in be filled and such officer in the same ~lections shall or primary ~all be sent to 1970, c. 462: y ofelection law & Mary L. Rev. ermined. -- ice, shall be ~nd certified, ~rtificates of nd subject to ~o far as may a vacancy election, or person as ~aring on the ICode 1950, § 24.1-165 ELECTIONS § 24.1-165 § 24.1-165. How elections on questions and propositions may be called and held, and results ascertained and certified. -- Notwithstand- ing any other provision of any law, or of the charter of any city or town, to the contrary, the provisions of this section shall govern special elections. No referendum shall be placed on the ballot, unless specifically authorized by statute, or municipal charter provisions of the Cities of Chesapeake, Norfolk, Newport News, Virginia Beach and Fairfax existing January 1, 1975, or municipal charter provisions of the Cities of Hampton and Lynchburg, or, in the case of a referendum to authorize the issuance of bonds of a city or town, by statute or by the charter of such city or town. Whenever any question or proposition is to be submitted to the electors of any county, city or town. the election on such questi~o~n or proposition shall in every case be held pursuant to co~ order as provided herein. The court order calling a-special election sh'~"all state the question to appear on the ballot and shall~be entered and the election held within a reasonable period of time subsequent to the receipt of the request for such special election if such request is found to be in proper order. No such special election shall be held unless it shall have been ordered at lea~f Sixty days prior to the date ibr which it is called. No such special ~n shall be held within the sixty days prior to a gener~'l or pr~'marv election. No ~ef~rendum Shall be held on the same day as a primary election. ~ of the court order calling a special election shall be sent immediately to the State Board of Elections by the clerk of the court in which the order was issued. The ballot shall be prepared by the appropriate electoral board and distributed to the appropriate election districts or precincts, and at the time for such regular election, or on the day fixed for such special election, the regular election officers shall open a poll and take the sense of the qualified voters of the county, city, town, ward, district, zone or other local subdivision, as the case may be, on the question or proposition so submitted to such electors. All such elections shall be held and conducted in the manner prescribed by law for other elections, provided, however, that the ballots for use at any such election shall be printed to read as follows, either: "Question (here state briefly the question or proposition submitted to the electors) [] For [] Against" or "Question (here state briefly the question or proposition submitted to the electors) [] Yes [] No" Whichever is designated by the State Board of Elections as more appropri- ate for the question. The squares to be printed on such ballots shall not be less than one-quarter nor more than one-half inch in size, and the voting shall be by a positive affirmative method, which shall be by each elector voting at any such election, placing a check ( v ) mark, or a cross /X or ~- ) mark, or a line ( -- I in the square immediately before the appropriate word, indicating how he desires to vote on the question or proposition so submitted. The ballots shall be counted and returns made and canvassed as in other elections, and the results certified by the secretary of the appropriate electoral board to the State Board of Elections, to the court orderingthe election and to such other authority as may be proper to accomplish the purpose of such election. (Code 1950, § 24-141; 1966, c. 115; 1970, c. 462; 1974, c. 428; 1975, c. 515; 1976, c. 616; 1978, cc. 258, 304; 1979, c. 37; ].980, c. 639; ].981, c. 367; 1982, cc. 498, 650; 1983, c. 461.) 435 ATTACHMENT "C" IN REPLY REFER TO DEPARTMENT OF THE ARMY WILMINGTON DISTRICT, CORPS OF ENGINEERS P.O. SOX 1890 WILMINGTON, NORTH CAROLINA 28402-1890 January 10, 1989 Civil Engineering Section Mr. W. Robert Herbert Roanoke City Manager Room 364, Municipal Building 215 church Avenue, S.W. Roanoke, Virginia 24011 Dear Mr. Herbert: During our meeting on December 16, 1988, concerning the Roanoke River Flood Reduction project, we agreed to examine two possible modifications to the p~oJect and report the results. We have analyzed the possibility of modifying the excavation plan for the Hannah Trailer Park area and the effects of deleting the excavation at the abandoned city landfill near Tinker Creek. The ~ost effective alternative to the excavation proposed in the preliminary General Desig~ Memorandum (GD~) includes a reduced bench width with a vertical retaining wall at the trailer park and widening the proposed cut through Waeena Park from an average width of 75 feet to 100 feet. A table is attached showing the effects on flood stages upstream of the trailer park. The revised plan will not require the permanent relocation of any trailers, but some trailers will have to be temporarily relocated to allow for construction of the retaining wall. Although the above alternative has a favorable benefit-to- COSt ratio, we still recommend that the plan as outlined in the preliminar~ GM be implemonted. However, we understand the concerns you have about this plan and will implement the alternative if you so desire, providing you declare your preference by January 13, 1989. The effect on the level of protection for the treatment plant due to eliminating the bench excavation near Tinker Creek is a reduction from 50-year to 30-year. The overtopping frequency for the floodproofing dropped from 100-year to ?0-year. A revised total project cost estimate reflecting the deleted cut at Tinker Creek and the modififed cut at the trailer park with retaining wall was is $27,471,500. The benefit to COSt ratio for this plan is 1.20 to 1. -2- Revised milestone dates for the completion of the Roanoke River project are: Completion of the final G~4, April 28, 1989; complete plans and specifications, Jkme 30, 1990. At this time the project will be in the ready to construct category awaiting construction funds. After receipt of funds, it will take 3 months to advertise and award a construction contract and 3 years to complete project construction. Attachment Sincerely, Paul W. Woodbury Colonel, Corps of Engineers District Engineer ROANOKE FLOOD REDUCTION PROJECT Results of Modified Cuts at Wasena Park and Trailer Park (Elevations in feet, msl) Flood Event (R4,10+00) Im. Blw Memorial Ave. With GDM Modifications (R3,40+00) Midwa~ of Cleve. Ave. Dike With GDM Modifications (R3,10+00) Im~. Blw Brtd~e St. With GDM Modifications SPF 967.1 968.2 100-¥R 951.7 952.0 50-YR 949.1 949.4 10-YR 943.3 943.5 2-YR 937.3 937.4 969.6 970.4 971.9 972.5 953.8 954.0 957.2 957.3 951.3 951.4 955.0 955.1 945.3 945.4 949.2 949.2 939.0 939.1 943.2 943.2 Office of the City Manager September 30, 1988 Honorable Mayor and Members Roanoke City Council RE: Staff Technical Comments on Preliminary General Design Memorandum of the United States Army Corps of Engineers for the Roanoke River Flood Reduction Project Dear Mayor and Members of Council: Attached please find the comments of our staff and consultants (Lardner/Klein) on the Corps of Engineers' preliminary design memorandum. Since this document is lengthy, asterisks (*) have been placed before the most impor- tant comments. We are asking the Corps to look at some aesthetic alternatives and changes in the design, several of which may require future decisions by Council. These changes could include policy decisions on such items as: 1. Design changes to minimize impact on Hannah Court. 2o Potentially shortening the biking/hiking trail and demanding a wider trail to meet Virginia Standards. This shortening, if it occurred, would be due to physical constraints along some reaches of the river. Revisions to the estimated cost of the project and wording of the Local Cooperative Agreement. 4. Whether to relocate the Victory Stadium fountain. Mr. Kit B. Kiser will personally contact each Member of Council to discuss the major comments in detail. In addition, a formal briefing is scheduled for the Planning Commission, Flood Plain Committee and press on Thursday, October 6, at 10:00 a.m. in the Social Services Conference Room #306. You are welcome to attend that briefing, as your schedule permits. We are working very closely with the Corps of Engineers and the landscape architects, Lardner/Klein, to attempt to meet Council's mandate to develop the best aesthetic but affordable flood reduction project and to keep our citizens and the business community informed. You will see a flurry of activities and Room364 Muniopal Building 215 Church Avenue, 5 W. Roanoke, Virginia 24011 (703)981-2333 Page 2 meetings taking place as we undertake these tasks. Ultimately, Council will be asked to vote on certain project design policies, approve a final General Design Memorandum (GDM) and Local Cooperative Agreement (LCA). It is important to understand that you will have the final decision on policy matters. At this point, we are giving the Corps technical comments and asking for additional information in order to be in a position to make informed choices. Please call me or Kit Kiser if you have questions or concerns. Respectfully submitted, W. Robert Herbert City Manager WRH/CMH/mm Attachments: Comments on Roanoke River Flood Reduction Project Preliminary General Design Memorandum cc: The Honorable Jim Olin, U. S. Congressman Kit B. Kiser, Director of Utilities and Operations September 30, 1988 Chairman and Members Roanoke City Planning Co~nission Ladies and Gentlemen: Chairman and Members ~ ~ Roanoke City Flood Plain Committee ~-q Subject: Roanoke River Flood Reduction Project - Scheduled Briefing City Manager and staff would like to present a public briefing to you on the subject project to include the Preliminary General Design Memorandum and staff's technical comments. This briefing is scheduled for 10:00 a.m., Thursday, October 6, 1988 in the Social Services Conference Room, located in Room 306 of Municipal South, 215 Church Avenue. S. W. Attached is a copy of the City's technical comments on the project for your review. Thank you. Respectfully, riles, Chief o~dmunity Planning Kiser, Chairman Flood Plain Committee JRM:KBK:afm Attachment cc: City Clerk City Manager City Attorney Director of Finance Assistant City Manager Director of Public Works Director of Administration & Public Safety City Engineer Public Information Officer Project Engineer Room 456 MumopaSBudchng 215 Church Avenue SW Roanoke Virg~mo24011 (703) 981-2541 September 30, 1988 Colonel Paul W. Woodbury Department of the Army Wilmington District, Corps of Engineers P. O. Box 1890 Wilmington, North Carolina 28402-1890 Roanoke River Flood Reduction Project General Design Memorandum Dear Colonel Woodbury: The City of Roanoke, with the assistance of a consultant (Lardner/Klein), has reviewed the General Design Memorandum~ Roanoke River Flood Reductiont Jul¥~ 1988, and we offer the enclosed comments for your review and response. Since several of the comments are extremely important, we have placed an asterisk (*) by these comments for your immediate attention. Colonel, I find comfort in the knowledge that you are developing the very best flood reduction project possible. However, I remain concerned with the extremely critical environmental and aesthetic issues. I implore your assistance in providing a balance between a viable flood reduction project that ts also sensitive to the environmental and aesthetic value of the Roanoke River. In closing, I want to personally thank you for your assistance throughout this project. Sincerely, W. Robert Herbert City Manager WRH/JA~/mm Room 364 MunicipOlBudO~ng 215CnLrchAvenue 5W i\o~:noke '/kglnia240~ ~ 7C,3)98~-2333 Page 2 Colonel Woodbury September 30, 1988 Enclosures CC: Representative Jim Olin Senator John Warner Senator Paul Trible Members of City Council Members of Flood Plain Committee Members of Planning Commission Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Mr. William F. Clark, Director of Public Works Mr. George C. Snead, Director of Administration and Public Safety Mr. Charles M. Huffine, P.E., City Engineer Mr. John K. Marlles, Chief of Community Planning Mr. John A. Peters, III, P.E., Project Engineer Ms. Elieabeth Lardner; Principal, Lardner/Klein COMMENTS GENEEAL DESIGN MI~OP. ANDDM ROANOK~ RIVER FLOOD P.~CUTION PROJECT I. LOCAL COOPERATIV~ AGREEMENT: A. Appendix A * 1. Article I, Paragraph 2, Page 3 - Add "Project costs shall also include any costs arising out of the presence of matter or materials deemed to be hazardous under State and Federal Law or Regulation, as amended, on property required for the project including, without limitation, the cost of cleaning up an existing site, disposing or redisposing of matter or materials, providing alternative disposal area or areas, or legal or administrative expenses, such costs to be allocated on a basis of 95% to Government and 5% to City." * 2. Article II, Paragraph b, Page 5 - Add to the last sentence "unless and to the extent that such useful life is reduced by natural disaster(s) or an act of God." *3. Article II, Paragraph f, Page 6 - Add to the last sentence "which notification shall be provided annually to the City by the government in a concise written description limited to one 8-1/2" x 11" sheet of paper." * 4. Article VIII, Paragraph a, Page 16 - Add to the last sentence "except in the event of natural disaster(s) or act of God as set forth herein." * 5. Article IX, Page 17 - Add the following paragraph: "Government and its contractor or contractors shall assume full responsibility and liability for any action that occurs during construction due to their fault or negligence. Government agrees and covenants at all times during comple- tion of the project to take all steps reasonably possible to avoid contact with or disturbance of any property containing any matter or material which may be deemed to be hazardous under State or Federal Law or Regulation as amended. Government shall require in the project specifications that the contractor for the project indemnify the City, its offi- cers, agents, and employees from all claims, suits or causes of action arising from the construction of the project and shall require that the City, its officers, agents and employees be shown as additional insureds on appropriate liability insurance coverage for construction of the project." *6. Article XV, Paragraph C, Page 20 - Add, at the end of the paragraph as part of the same sentence, "; if at any time, total obligations and expenditures for construction of the project shall exceed 120% of the foregoing amount, City shall at its option be entitled to cease participation in the pro- ject with no further liability of any nature whatsoever." -1- Page 2, Second Paragraph - Revise "a minimum of 215 percent" to read "a minimum of 25 percent". Article XV - Insert paragraph. d. "Local Cooperative Agreement (LCA) is to become null and void three (3) years after the effective date of execu- tion by the local sponsor if construction bids have not been awarded by the end of said three (3) year period." -2- II. PROJECT COST AND BEN~FITS: A. Main Report Page 3, Second Paragraph - The values of 1.14 and 1.26 should be inserted for the project's benefit to cost ratios. Page 13 - Please verify that "utilities passing under or through the project" includes underground but not overhead utilities within the project construction template. B. Appendix B 1. Pages B-6 and B-7 a) Reduce non-federal cost to reflect cost sharing of "utilities passing under or through the project." b) The 15% contingency for structural should be $1,814,599. c) The two (2) costs for both recreation and structural do not match up. C. Appendix D * 1. Staff who have reviewed the G.D.M. want a detail benefit ana- lysis for the three (3) new benefits and how these benefits were computed. * 2. Please provide a breakdown on how the annual operation, main- tenance and replacement costs were derived. * 3. What would be the impact on the benefit/cost ratio if the City did not construct the pedestrian and low-water bridges? * 4. As noted in the 1984 Feasibility Report, this project will have a negative impact on the environment. Has the Corps mitigated this impact on the environment? -3- III. PLA~ FO~IULATION: A. Main Report Page 5 - Since calibrating the computer model to high water elevations and discharges from historical flood events is tracing actual flood events, would a more accurate calibra- tion be accomplished by adjusting the "net" opening under bridges and obstructions? * 2. Please provide copies of Design Guidance listed on Pages 15 and 16. B. Appendix B Page B-2 - The listing of trees should be corrected as follows: a) Nyssa Sylvatica - Black Tupelo (Black Gum) b) Tsuga Canadensis - Eastern Hemlock c) Cercis Canadensis - Eastern Redbud * C. Appendix C Under proposed state landfill regulations (see attachment), the contractor for this project will have a difficult time complying without incurring large additional expenditures. Please revise specifications to require separate disposal of biological (trees, stumps, etc.) material. D. Appendix F Page F-29, First Paragrpah - Indicates that rip-rap is used with velocities in excess of 7 fps while Page 10 of the main report indicates a maximum velocity of 9 fps. Please correct Page F-29. E. General Based on previous discussions, please verify that the contractor can use spoil material from the excavation to construct the earth dikes. Since the City will be required to malntaln the project template for fifty years, it te imperative that the Corps provide access to all cut slopes, flood walls, dikee, etc. We assume that design and construction of reasonable access is at project cost. 3. Please verify that relocation of "utilities in the project" are designed by C.O.E. -4- * 10. * 11. * 12. 13. 14. As noted in the attached March 7, 1988 Council Report, the City wishes to include three (3) pedestrian bridges and low- water bridges as bid-alternates to be designed by the C.O.E. City staff also wishes to have input on design. In the 1984 Feasibility Report, the C.O.E. indicated that the slope from water to the cut bank would drain to the cut bank. Presently, the slope drains from the cut bank to the river. Since the original concept would control erosion, please revise the typical section. Please verify that not all existing utilities affected by the project are shown on the project plans. Until your surveyor locates all physical features, additional facilities may require modification, relocation, etc. For the sake of simplicity and continuity, drainage struc- tures should be designed and constructed to VDOT standards. In addition, VDOT requires storm sewer to be reinforced concrete (Class III) pipe. When existing or proposed drainage pipes exit at a cut-bank, the pipe should be mitered to conform to slope. This will reduce maintenance. Drop Inlets should be VDOT DI-Ts with Type III grates. The referenced VDOT specifications are incorrect. Please evaluate the feasibility of avoiding the relocation of 40 to 88 mobile homes in Hannah Trailer Park by: a) Making no improvements. b) Clearing and snagging with reduced excavation. Since the visual impact of the flood project ou the Victory Stadium Fountain is undesirable, and the Master Plan for victory Stadium shows removal of the fountain to accommodate a 400 meter track, the C.O.E. should not take extraordinary measures (concrete training wall) to protect the fountain. The City reserves the right to relocate the fountain prior to October 1989 at non-federal cost. The ballfield at Maher Field has been relocated since the photograph was taken in 1985. Attached are plans for the new facility. Please revise the dike to a concrete training wall to avoid encroaching into the ballfield. The cut bank at station 35+00 of Reach 3 should be adjusted to miss the parking lot. For real estate valuation, encroachment into this parking lot could be excessive. Has the C.O.E. compared the railway elevations throughout the project to ensure against "bypass flooding"? (Example: Upstream of Roanoke Industrial Center and Victory Stadium Area). -5- 15. 16. 17. * 18. 19. 20. 21. 22. 23. 24. 25. The actual construction should proceed from Tinker Creek upstream rather than from the Salem City Limit downstream. As previously discussed, what is the feasibility of by-pass channels: - upstream of Blue Ridge Industrial Parking Area - right bank 17+95 R2 - 28+45 R2, - right bank 11+88 R3 - 24+00 R3, - right bank 36+65 R4 - 20+20 RS, - left bank 58+58 R8 - 72+02 RS. Please revise plans to better depict the location of proposed rip-rap. The use of alternative material to rip-rap should be explored in specific places (to be identified following receipt of unit costs). These alternatives include concrete block pavers (allows grass growth within), pre-cast concrete pavers, and planting techniques used in bio-engineering (mats woven from willows and other young saplings). If so, what unit cost should be used for enhancement cost calculations? The C.O.E. needs to provide access to the river through the rip-rap slopes. Willow plants such as Banker's Willow have been developed with a small diameter trunk and bend with the flow of water, thus not causing an obstruction. Please consider container planting in the rip-rap at project cost or as an enhancement. If the cut slope in certain areas was to be flattened (3.5:1), could the need for rip-rap be diminished? The C.O.E. needs to modify the design template to retain island vegetation greater than two (2) feet tall below Roanoke Memorial Hospital and upstream from 7-Up Bottling to provide isolated cover for wildlife and to provide critical screening. A seedling planting pattern of 5 to 10 feet on center as stated in the GDM (Page B-2) is inadequate. Assuming a loss of 25 to 30 percent of seedlings, the spacing should be 3 to 5 feet on center. The C.O.E. should be providing equal plantings for all trees and shrubs lost to excavation. Recognizing the City's maintenance concern regarding shrub plantings (letter from City to C.O.E. dated January 15, 1982), 120 shrubs is an inadequate replacement of habitat for a 10.2 mile river corridor. Native and introduced shrub spe- cies recommended by the U. S. Fish and Wildlife Service should be planted in designated habitat areas (U. S. Fish and -6- 26. 27. 28. 29. * 30. 31. 32. 33. 34. Wildlife Service Final Fish and Wildlife Coordination Act Report for the Upper Roanoke River Basin Study. Final Feastbiltt~ Report and Enviornmental Impact Statement for Flood Damage Reduction, January 1984, pages B-14 thru B-69). These areas could be located behind industrial areas between reaches 1 and 4 where trash associated with recreational uses are unlikely to collect. Specific shrub species recommended by the U. S. Fish and Wildlife Service should be added to the plant list and plans (see document referenced in 27). These species enhance wildlife habitats through food and cover. For example, an unusually large concentration of green herons was identified between Bridge Street and Tinker Creek (U. S. Fish and Wildlife Service Final Fish and Wildlife Coordination Act Report). These birds prefer various types of wetlands inter- mixed or bordered by trees and/or dense undergrowth. Willows and other riparian shrub materials that provide wildlife cover should be added to the plant list. Red mulberry (morus rubra), choke cherry, grape and raspberry should be added to the C.O.g.'s list of small trees to be planted as good wildlife food sources. Flower seeds should be added to the seed mixture for some of the grass banks. Specific species should be selected from the U. S. Fish and Wildlife Service's list for food value, aesthetic appeal, compatibility of plants' growing cycle and three required mowings. The flower seeds can be economically applied with traditional seeding process. Limits of construction, trees to remain and tree protection measures should be identified and reviewed with the City prior to construction bids. The planting plan should reflect a continuous planting for the length of the project on one bank to serve as a wildlife corridor. Plants to be a mixture of existing vegetation, seedlings, shrubs, and saplings. The C.O.E. shall maintain 75% of all healthy, non-diseased and non-leaning ( 30° from vertical) river edge trees throughout the project corridor. How will gabions and rip-rap be installed below the water level without harming the river? Has the C.O.g. evaluated modifications to various bridges to enhance flood reduction? Provide acreage reduction of floodwaters resulting from the project. Rip-rap which are less reflective and less visually intrusive should be used in visually sensitive areas such as parks and neighborhoods. -7- 46. 47. 48. 49. 50. * 51. * 52. 35. Please verify that rip-rap requirement was revised from 7 fps to 9 fps and results in greater potential maintenance. 36. Can the high gabion walls (18' tall) be terraced in six (6) foot sections and separated by level grass benches? 37. What is the life of gabion baskets before rusting out, etc.? 38. The plant palette should be mixed with fast and slow growing trees. The C.O.E. should mix Yellow Poplar (Liriodendron tulipifera) with evergreens and slower growing hardwoods in their planting plans. 39. The design template should take into consideration embedded logs in the channel and to remain per the 1984 Feasibility Report. 40. Please provide a debris management plan so that the flood reduction capacity is maintained. 41. The C.O.E. should heed to the U. S. Fish and Wildlife Service recommendation that stumps of trees remain where possible. 42. New plants will require monitored watering and a guarantee for two (2) years by the contractor. 43. Succession planting should not be outside the project right- of-way. 44. The C.O.E. should expand the cut slope at Memorial Park to ensure the viability of the park after the project. 45. In lieu of leaving the existing low-water bridge foundation for fish habitat, the City proposes that a weir be constructed to provide an adequate pool. Please remove the silt island downstream of Franklin Road. Correct Plates 45 and 47 which show both gabions and existing vegetation. Read 7, Station 45+00 - Can the C.O.E. utilize the natural bypass channel on the left bank? Extend the right-of-way line between Stations 53+78 - 66+30 of Reach 7 to River Road. Does the Corps plan to incorporate the existing dike system at Roanoke Industrial Center? Downstream ou Ninth Street the Corps should revise its plans by eliminating cut on right bank and increasing cut ou left. The City wants the C.O.E. to avoid any cut work on the Old City Landfill adjacent to the Sewage Treatment Plant. -8- IV. PEAL ESTAT~ VALUATION: A. Appendix C i. Page C-2 - John Peters is the Project Manager. 2. Page C-6, Last Paragraph - It is not "generally permissible to erect buildings" within the floodway. 3. Exhibit B - Please verify statements attributed to John B. Frye as to "no value" on Old Water Treatment Plant and "extensive renovations" on Brick/Concrete Water Treatment Plant. * 4. We understand that your real estate appraisers are re-evaluating the land valuee and relocation cost. 5. John Marlles is Chief of Community Planning. -9- A. Main Report, Page 6 - Considering the length of the project, we believe the C.O.E. should conduct many more subsurface Investiga- tions to anticipate buried toxic waste, etc. The City would like a voice in the location of future borings. We understand that archeological investigations are forthcoming. Please include recommendations from the Virginia Commission of Game and Inland Fisheries in the final GDM (attached). The letter from the Commonwealth of Virginia, Department of Waste Management was copied twice. We are extremely concerned about potential blasting near buildings and utilities. Please provide your guidelines. -10- VI. RECREATION: A. General * 1. In reviewing the plans for the recreation trail, we have trouble believing that the trail can be constructed as shown from Wasena Park to Blue Ridge Industrial Center. a) Norfolk-Southern has indicated that the trail will have to be 16 feet off their track with an eight (8) foot high opaque fence. b) Installation of the trail will destroy virtually all vegetation on one (1) side of the river west of Wasena Park. Therefore, if the C.O.E. cannot show how the trail can be constructed, the trail west of Wasena Park should either be deleted west of Wasena Park or moved to City maintained streets with proper signage at project costs where construc- tion is not feasible along the river. The number of pedestrian bridges would be reduced from 3 to 1. * 2. The multi-purpose trail shall be constructed to VDOT and AASHTO Standards (enclosed) including signage. * 3. The Access Roads to parking areas should be revised to 22 feet of pavement, 9 foot shoulders in fill section and 6 foot shoulders in cut section. This is required to receive State assistance. * 4. Please revise plans for trailhead parking facilities as follows: a) Dimension the size of the parking lot at 13th Street. b) Provide aboveground drainage through curb cuts rather than underground drainage. c) Let us provide our standard details for park furnitures and trash receptacles. This will provide uniformity throughout the City. (Attached) d) The new parking lots are to have 30 spaces. The number of spaces (permanent and overflow) should be increased for the following reasons: 1) Unrealistic to assume an annual average daily visi- tation of 780 persons per day. The number should be approximately 1170 during April to October and 390 from October to April. -11- * 5. 6. * 9. 2) It is unrealistic to assume a 12 hour day. There will be peak times of day for usage. Especially morning and evening during weekdays and 11:00 a.m. to 5:00 p.m. on weekends. 3) Location of parking areas will insure that vir- tually all visitors will come by car. Canoe Access needs to be shown on plans so that we can soli- cit comments from canoe enthusiasts. New picnic facilities should be included in the project. The 1984 Vir$inia Outdoor Plan notes a shortfall of 220 tables in Region 4, Planning District 5. Please provide cross sections showing the trail, trail pro- file, etc. for the City's review. Since this is an urban corridor, security lighting for the trail is essential. The actual construction by Appalachian Power could be negligible (dependent on availability of power). This should be included in the project at project cost. If the trail west of Wasena Park is deleted, the trailhead parking lot at the west end of project should be relocated to Wasena Park and the location should be coordinated with the City. -12- VII. G]~MATI CAL EP. EORM: A. Main Report 1. Page 10: a) Rip-Rap: The word "medium" should be "median". b) Gabions: Reference to "Roanoke General Hospital" should be "Roanoke Memorial Hospital". B. Appendix C 1. Page C-3, Paragraph 3 - Correct spelling of "by" and "Roanoke". C. Appendix D 1. Page D-l, Last Paragraph - Delete the word "not" in sentence on construction benefits. D. Appendix E 1. Page E-l, First Paragraph - Correct spelling of "upper". E. Appendix F 1. Page F-17, Last Paragraph - Change "June" to "November". F. Appendix G 1. Page G-l, Paragraph 2.d - Correct spelling of "collection". -13- MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER, OR AT THE CITY CLERK'S OFFICE Office of ~he Mayor February 6~ 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. Taylor Mayor NeT:se Room 452 Munici~c~al Building 215 Church Avenue, S.W. Roanoke, ~rginia 24C)11 (703) 981-2444 '89 FE Roanoke, Virginia February 6, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Please reserve space on Council's agenda for an Executive Session pertaining to other legal matters within the jurisdiction of the public body, being the terms and conditions of a contract under negotiation, in accordance with Section 2.1-344(a)(7) of the Code of Virginia. Respectfu~ submitted, W. Robert Herbert City Manager WP-H:KBK:afm cc: City Attorney Director of Finance THE ACHIEVEMENT CENTER A ~hoo, ~ children ~f~h?~r~ir~D discll~i~ties 615 rd Jefferson St. P.O. Box 12368,/7oanoke, VA 24025 (moiling) (703) 982-O128 "~anru~i'~'' 19, 19139 Mrs. Marion V. Crenshaw, Youth Planner Office on Youth 215 Church Ave. SW, Room 355 Roanoke, VA 24011 Dear Marion: It is with regret that I hereby submit my resignation from the Youth Services Citizen Board. I have enjoyed my association with the Committee and would have liked to continue. However, my work at The Achievement Center, especially in regard to our capital campaign, has become exceedingly time consuming and consequently I do not think it would be fair to continue to miss meetings because of my many other commitments. I applaud the work of the Committee and wish you every success in the future. DJP/mor S ' ncer ely, Administrator J2~',,' 2 0 1989 Office of the City Clerk February 8, 19~9 File #20-5 ~r. Lawrence M. Taylor President Shenandoah Elevator Company P. 0. Box 390 Roanoke, Virginia 24003 Dear Mr. Taylor: Your cor~unication with regard to improvements in the existing policy of parking for service vehicles in the Downtown Business District, was before the Council of the City of Roanoke at a ,egutar meeting held on Monday, February 6, 1989. On motion, duly seconded and adopted, the communication was received and filed. Sincerely, _~/~.~ Mary F. Parker, CMC City Clerk MFP:ra Room 456 Municipal Building 215 Church Avenue SW Roanoke, ~lrg~nia 24011 (703) 981-2541 Post Office Box 390 Roanoke, Virginia 24003 (703) 343-6068 January 27, 1989 Ms. Mary F. Parker City Clerk City of Roanoke Room 456 215 Church Avenue, Roanoke, Virginia 24011 Dear Ms. Parker, Please find attached a letter I have written to the Mayor and members of the City Council. I respectfully request that this letter be entered into the Consent Agenda of the next available regular meeting of the Roanoke City Council. Please feel free to call me if you have any questions. Very truly yours, SHENANDOAH ELEVATOR COMPANY Roanoke, Virginia ~Lawrence M. Taylor President Enclosure(s) LMT/jsd SHENANDOAH ELEVATOR cOmPANY -- Post Office Box 390 Roanoke, Virginia 24003 (703) 343-6068 January 27, 1989 Mayor Noel Taylor City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 Re : Downtown Parking Dear Mayor and Members of Council, I thought I would write to keep you advised about the situation concerning the parking of service vehicles in the Downtown Business District. As you may recall, this issue has been before Council on several occasions and resulted in several meetings between myself and various Municipal Officials. When this matter was last discussed before Council on November 14, 1988 it was decided that the existing policy of checking in with the Police Department would continue. I was skeptical that this policy would work, hence, my interest in a permit type policy. My past experience with the existing policy was not a positive one. It seemed to be burdensome and inefficient. I am very pleased however, to report that things now appear to be working very well. Since this matter has been brought into the open and been discussed in a public forum, I have noticed a change in the attitudes of the service vehicle drivers and the police department. I think the discussions between the service industry and the police department made each party aware of the others concerns and helped each to understand their respective positions. Before, it was felt that service vehicles were targeted for tickets but now I think there is a spirit of cooperation shown by the Police that eliminates that feeling. Let me provide you with an example of this cooperation. I was parked on 1st Street, S.W. and I had called the Police to obtain permission to park in that space. When I was ready to leave, I found a ticket on my vehicle. I called the department and explained the situation and the ticket was resolved on the telephone. All I had to do was mail the ticket to the Police and they took care of it. This type of cooperation has made the issue of parking permits null and void. SHENflNDOflH ELEVflTOR comPflNY -- Post Office Box 390 _ Roanoke, Virginia 24003 (703) 343-6068 January 27, 1989 Page 2 Therefore, as far as I'm concerned, the issue of parking permits is now closed. I believe there are now sufficient mechanisms in place to resolve an}, situations that may arise. I want to thank the Council and the Police Department for listening to my concerns and for acting on them in such a positive way. I think we have all witnessed an example of good Government at work! Very truly yours, SHENANDOAH ELEVATOR COMPANY Roanoke, Virginia President Pending Items from July 10, 1978, Referral Date Referred To 7/10/78 City Manager 2/23/87 through January 23, 1989. Regional Cable Television Committee 6/20/88 Regional Cable Television Committee 8/8/88 City Manager 1989-90 Budget Study 8/8/88 City Attorney 9/12/88 City Manager Item 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, Referral Date Referred To 10/10/88 City Manager 10/17/88 City Manager 11/14/88 City Manager 12/12/88 Robert A. Garland William F. Clark Kit B. Kiser 12/19/88 City Manager City Attorney I/9/89 City Manager through January 23, 1989. Item Comments of Mr. L. M. Cruise, 2813 Kennedy Avenue, N. E., with regard to undesirable conditions that exist in the vicinity of his residence as a result of dogs owned by his next door neighbor. Communication from Council Member David A. Bowers requesting additional infor- mation prior to April 1, 1989, regarding progress of the City administration in designating additional buildings in the downtown area as historic sites. 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." Bids for widening turn lanes, storm drain improvements, and traffic signal foundations at Orange Avenue and Granby Street, N. E. Request of Mr. Whitey Taylor to use Victory Stadium for automobile races. Matter with regard to speed- ing on Hemlock Road, N. W. -2- Office of the City Cier~ February 8, 1989 File #15-200 i~r. Michael bt. Waldvogel, City Planning Corr~nission Roanoke, Virginia Chairman Dear Mr. Waldvogel: This is to advise you that Mr. John P. Bradshaw, ,Ir., has qualified as a member of the City Planning Cor~nission for a term of four years, ending December 31, 1992. Sincerely, ~~ Mary F. Parker, CII~C City Clerk MFP:ra pc: Mr. John Commission R. Martles, Agent/Secretary, City Planning Room 456 Municil:~l Building 2t5 C~urch Avenue SW Roanoke ',Arg~nia 240t 1 (703) 981-2541 0-2 Oath or Affirmation of Office State o] Virginia, Oit~ o] Roanoke, to oU~i~: I, John P. i~radshaw, Jr. · do solemnly swear (or affirm) that I will support the Constitution of the United S~ates, and the Constitution of the State of Virginia, and that I will faithhdly and impartially discharge and perform all the duties incumbent upon me aa e r~e~;~b~r of the City ~lennins Commission ~[or a term o'1: four years, er, dln.o December 31, 1.922. C)f~te o4' ~e Ci~' Gec January 6, 198~ File #15-200 Mr. John P. Bradshaw, Jr. 3101Stoneridge Road, S. W. Roanoke, Virginia 24014 Dear Mr. Bradshaw: At a regular meeting of the Council of the City of Roanoke held on Tuesday, January 3. 1989, you were reelected as a member of the City Planning Cor~nission for a term of four years, ending December 31, 1992. Enclosed you will find a certificate of your reelection and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were ,eeleeted. $inoerely, Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr, Michael M, Waldvogei, 3525 Penarth Road, S. W., Mr. John R, Marlles, Chairman, City Planning Coornission, Roanoke, Virginia 24014 Secretary/Chief of Co,,~,,~nity Planning Room 456 Munlcipol Building 215, ~ Avenue. $.W. ~. Virg~la 24011 (703) ~81-2~41 CO~f~ONWEALTH 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 re,cords thereof, do hereby certify that at a regular meeting of Council held on the third day of January, 1989, JOHN P. BRADSHAW, JR. was reelected as a member of the City Planning Cow~nission for a term of four years, ending De,cembe,r 31, 1992. Given unde. ray hand and the. Se,al of the City of Roanoke this sixth day of January, 1.989. City Clerk O~l~ce C)~ ,~e Ci~r Cler~ February 8, 1989 File #15-488 Mr. William J. Rand, III Chairman Roanoke Neighborhood Partnership Steering Committee 3571Mudlick Road, S. Wo Roanoke, Virginia 24018 Dear Mr. Rand: This is to advise you that Mr. Jan P. Wilkins has qualified as a member of the Roanoke Neighborhood Partnership Steering Corr~nittee for a term of three years, ending November 9, 1991. Sincerely, ~~ Mary F. Parker, C~C City Clerk MFP:ra pc: Mr. John R. Coordinator Martles, Acting Neighborhood Partnership Room 456 Municipol Buildin~j 215 O',urd~ Avenue S.W Roonoke V~t'g~nio 240t t (703) 98'~-2.54.1 0-2 Oafh or Affirrnafio~ ~f ~_~ice 8tatz o] Vbrginia, City o] Roanoke, to.~vit: I, ; a ~l o. t,l i ~. ~' ~ r~ s . 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 a member oF the Poanoke ~!ei~hborhood "ertnershi- Steerinm Committee Fe, r a term o¢ three vear~ endinm November Subscrihcd and s~orn to b~o~e u,e, thi, Office of theCi~Clem November 9, 1988 File #15-488 Mr. Jan P. Wilkins 429 Janette Avenue, S. W. Roanoke, Virginia 24016 Dear Mr. Wilkins: At a regular meeting of the Council of the City of Roanoke held on Monday, November 7, 1988, you were reelected as a member of the Roanoke Neighborhood Partnership Steering Committee for a term of three years, ending November 9, 1991. Enclosed you will find a certificate of your reelection and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one Municipal Building were reelected. copy of the Oath of Office to Room 456 in the prior to serving in the capacity to which you Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: Mr. James B. McCloskey, Chairman, Roanoke Neighborhood Partnership Steering Committee, 2920 Avenham Avenue, S. W., Roanoke, Virginia 24014 Ms. Barbara A. Dowdy, Acting Neighborhood Partnership Coordinator Room 456 Municipal Building 215 C'~urch Avenue SW B~x~nake V~rg~nia 24011 (703) 981-2541 COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) Committee for a term of three years, Given under my hand and the Seal 9th day of November, 1988. 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 7th day of November, 1988~ JAN P. WILKINS was reelected as a member of the Roanoke Neighborhood Partnership Steering ending November 9~ 1991. of the City of Roanoke this City Clerk Office of the City Cie~ February 8, 1989 File #15-304 The Reverend Ulas N. Broady, Youth Services Citizen Board 2204 Lynnhope Drive, N. W. Roanoke, Virginia 24017 Chairman Dear Reverend Broady: This is to advise you a member of the Youth May 31, 1990. that Mr. Thomas H. Miller has qualified as Services Citizen Board for a term ending Sincerely, //~ ~,~ary F. Parker, CMC City Clerk MFP:ra pc: S~s. Marion V. Crenshaw, Youth Planner Room 456 Municipal Building 215 C~urch Avenue SW P,~x~noke ~rg~nia 24011 (703) 98'1-254t 0-2 Oath or Affirmdf'c ' Of :Office '89 ,]i',Y 27 P ~ ;56 8tare o] Virginia, Cit~ o! Roanoke, to .~: I, Thomas It. k~iller , do solemnly swear (or I wRl sup~rt the Constitution of the Unit~ States, and the Constitution of the State of Virginia, and that I w~l faithfully and impa~ia]ly discharge and ~rform all the duties incumbent upon me aa a ;aember of ~he ~outh 5ervi¢c~ CitJze~ 5card for a 'cer:~ endin,~ i~ay 31, 19S0. according to the best of my ability. So help me God.,. ~ ~ Subscribed and sworn to before me, this C~' 7__ day o,{~'~ ~ ~k~&.k~, (? ~? Office ofrheCi~Cle~ November 30, 1988 File #15-304 ~4r. Thomas H. Miller 1509 Terrace Road, S. W. Roanoke, Virginia 24015 Dear Mr. Mil let: At a regular meeting of the Council of the City of Roanoke held on Monday, November 2~, 1988, you were elected as a member of the Youth Services Citizen Doard for a term ending May 31, 1990. 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 City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, Please return one copy of the Oath of Office to Room 456 in the Municipal 8uilding prior to serving in the capacity to which you were elected. Sincerely, Mary F., Parker, CMC City Clerk MFP:ra ~nc. pc: Tbe ~everend Ulas ~. ~roady, Chairman, Youth Services Citizen Board, 2204 Lynnhope Drive, N. W., Roanoke, Virginia 24017 ~s. Marion V. Crenshaw, Youth Coordinator Room 456 Municipal Building 215 C~urch Avenue SW Roanoke ~,~rg~nia 2401t (703) 981-254t CO~(~JOI~/EALI'H OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, ~ary 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 ~ovember, 1988, T~O~S H. MILLER was elected the Youth Services Citizen Board for a term ending the 2Rth day of as a ~e~ber of May 31, 1990. Given under ,ny hand and the Seal of the City of Roanoke this 30th day of November, 19~8. City Clerk Office of t~e City Clerk February 8, 1989 File #178-66-237 Mr. W. Robert Herbert City ~4anager Roanoke, Virginia Dear Mr. Herbert: At the regular meeting of the Council of the City of Roanoke held on Monday, February 6, 1989, a number of citizens addressed Council with regard to concerns over the relocation of certain houses from Shadetand Avenue, N. W., to the Ridgewood Subdivision. On motion, duly seconded and adopted, you were requested to meet with the developer and residents of the area to address questions and concerns and report back to Council accordingly. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Mr. Joseph E. Lavis, 706 Hemlock Road, S. W., Virginia 24014 ~r. Douglas Woody, 4854 Autumn Lane, N. W., Roanoke, 24017 Mr. Fred Noel, 4915 Pomeroy Road, N. W., Roanoke, 24017 Mr. Ralph E. Dawson, 4232 Desi Road, N. W., Roanoke, 24017 Mr. Raymond T. Ferguson, 394 Koogler Drive, N. W., Virginia 24017 Mr. Dean Mosse, Route 6, Box 333, Bedford, Virginia Mr. William F. Clark, Director of Public Works Hr. H. Daniel Pollock, Housing Development Coordinator Roanoke, Virginia Virginia Virginia Roanoke, 24523 Room 456 Municil~al Building 215 C~urch Avenue SW Roanoke. V~rg~nia 24011 (703) 98%2541 February 6, 1989 '~0: CITY MANAGER; MEMBERS OF CITY COUNCIL SUBJECT: Flood Houses Moved to Ridgewood Mr. Walker, a citizen of Roanoke, Virginia, who resides and owns property at 133 Patton Avenue, N.W., informed me when I visited him at his home on Saturday, February 4, 1989, that all the residents around the Patton Avenue area were notified three or four months prior to the flood houses being moved to Harriston Avenue, N.W. Being notified, the residents had plenty of time to protest. We had no notice at all, from anyone. The first we knew what was happening was when we saw the first house being moved down the street. One of the residents went to Dan Pollick's office and was told that Mr. Pollick had found this land for Seven Investors, Inc. He has not talked to anyone in our neighborhood before the homes were moved or after. Several residents have tried to talk to Mr. Mosse about his intent. He first said he was going to put duplex apartments on the land then changed it to cape cod homes, and then he showed up with these two flood houses. He told us he was, "in it for the money" and he did not have to ask the neighbors what he could and couldn't do with his land or his money. He also said that the city had issued him the proper permits to do what he intended to do. The residents in the Gainsboro area had the opportunity to say "no" to these houses and the houses were not moved into their area. Mr. Mosse was quoted as saying he was going to add another story to these houses. There is no evidence of a second story being built even after Ron Miller was told he is only adding basements. It is our understanding that when you get a building permit, you submit a plan of your intent and the building department is re- sponsible to see that you go by your plan. The frames of these houses do not appear strong enough to hold another floor. They are badly deteriorated. We are asking for your help in this matter because we feel these houses are a health hazard, will degrade our neighborhood, and because the City sold them to these investors. Your prompt attention and assistance will be appreciated by all Ridgewood property owners. DOUGLAS B~. WOODY, Spokesman 4854 Autumn Lane, N. Roanoke, Va 24017 Office of the City Clem February 8, 1989 File #60-467 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29440, amending and reor- daining certain sections of the 1988-89 General and Grant Funds Appropriations, providing for the appropriation of $75,000.00 to Special Education Tuition; $35,825.00 to the School Volunteer Program; and $27,733.00 from the 1989 Capital Maintenance and Eouipment Replacement Program fund, which Ordinance No. 29440 was adopted by the Council of the City of Roanoke at meeting held on Monday, February 6, 1989. Sincerely, ~g Mary F. Parker, CMC City Clerk a regular ~IFP: ra Eric. pc: Mr. W. Robert Herbert, City Manager ~tr. James M. Turner, Chairman, Roanoke City School Board, P. 0. Box 1020, Salem, Virginia 24153 Dr. Frank P. Tota, Superintendent of Schools, P. 0. Box 13145, Roanoke, Virginia 24031 Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board, P. 0o Box 13105, Roanoke, Virginia 24031 Room 456 Municipal Building 215 C~urch Avenue SW Roanoke. Virg~nia 240t I (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA Tb~6thday of February, 1989. No. 29440. AN ORDINANCE to amend and reordain certain sections of the 1988-89 General and Grant Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1988-89 General and Grant Funds Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ~eneral Fund Appropriations Education Facilities (1-2) ................................... Revenue Capital Maintenance and Equipment Replacement Program - Schools - Unappropriated (3) ............ $ Grant Fu~d Appropriations Education Special Education Tuition (4)... School Volunteer Program (5-17).''''''''''''''''''' Revenue Education Special Education Tuition (18) ..................... School Volunter Program (19) ....................... $57,833,657 387,974 937,866 $14,410,527 75,000 35,825 $14,410,527 75,000 35,825 1) Audio Visual Equipment 2) Library Furn. 3) CMERP - Schools 4) Tuition 5) Coordinator 6) Social Security 7) Retirement 8) Health Ins. 9) Life Insurance 10) Indirect Charges 11) Printing 12) Postage 13) Telephone 14) Travel 15) Grant Evaluation 16) Supplies 17) Equipment 18) State Grant Receipts 19) Federal Grant Receipts 001-060-6004-6218-0821 001-060-6004-6218-0822 001-3324) 035-060-6561-6010-0306 035-060-6948-6663-0138 035-060-6948-6663-0201 035-060-6948-6663-0202 035-060-6948-6663-0204 035-060-6948-6663-0205 $ ( 18,250 9,483 27,733) 75,000 12,000 901 1,862 630 120 (035-060-6948-6663-0212) 647 (035-060-6948-6663-0351) 9,325 (035-060-6948-6663-0521) 900 (035-060-6948-6663-0523) 400 (035-060-6948-6663-0554) 4,835 (035-060-6948-6663-0584) 2,193 (035-060-6948-6663-0601) 878 (035-060-6948-6663-0822) 1,134 (035-060-6561-1100) (035-060-6948-1102) 75,000 35,825 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. C,~O~nO^.OK'.V^. CiTY ? ~ ; ~ February 6, 1989 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger School Board Request For the Appropriation of CMERP Funds And Grant Funds I have reviewed the attached request for the appropriation of CMERP funds and grant funds for the School Board. The School Board received an allocation of CMERP funding from FY88 in the amount of $1,540,000. After this request of $27,733, the School Board will have a remaining available balance of $937,866 in CMERP funding. This request is to be used for equipment and furniture. The Special Education Tuition grant and School Volunteer program are funded with 100% federal and state funding. No local match is required. I recommend that you concur with this request of the School Board. JMS/kp Attachment .-floanoke James flA. Turner, Jr., Chairman Sallye T. Coleman, Vice Chairman Donold Bc~col Mo~lvn C. Curtis Edwin B. Feino~ Velma B. Self William LUhii~e, Sr. Frank P. Tota. Superintendent flichoi'd L Kelley, Clerk of I:he Board City School Board P.O Box 13105, Boanoke, Virginia 24031 · 703-981-2381 January 25, 1989 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: As the result of official School Board action at its meeting of January 24, 1989, the School Board respectfully requests City Council to appropriate funds to the following school accounts: Grant No. 6561- $75,000.00 for Special Education Tuition to provide for the placement of special education students at the direction of the State Department of Education. The program will be reimbursed one hundred percent by state funds. Grant No. 6948- $35,82S.00 for the School Volunteer Program to provide funds for a portion of the salary of the volunteer coordinator and for supplies and materials to operate the volunteer program. The program will be reimbursed one hundred percent by federal funds. The Board further requests the appropriation of $27,733.00 from the 1989 Capital Maintenance and Equipment Replacement fund. The monies will be used for the purchase of audio-visual equipment and library furniture for the media center at Highland Park Elementary School. The School Board appreciates the approval of these requests. Richard L. Kelley Clerk of the Board and Executive for Business Affairs rg cc: Mr. James M. Turner, Jr. Dr. Frank P. Tota Mr. William L. Murray, Jr. Mr. Kenneth F. Mundy, Jr. Mr. W. Robert Herbert N/~Mr. Wilburn C. Dibling r. Joel M. Schlanger (with accounting details) "- Excellence in Education ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Special Education Tuition 1987-88 6561 035-060-6561-6010-0306 Tuition (AU Z51) $ 75e000.00 035-060-6561-1100 State Grant Receipts $ 75,000.00 The Special Education Tuition grant provides the funding for the placement of special education students at the direction of the State Department of Education. The program is one hundrpdiPercent reimbursed by state funds and will end June 30, 1988. The above appropriation represents additional funds necessary to meet state mandated care for the remainder of the year. January 24, 1989 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST School Volunteer Program 1989 6948 035-060-6948-6663-0138 035-060-6948-6663-0201 035-060-6948-6663-0202 035-060-6948-6663-0204 035-060-6948-6663-0205 035-060-6948-6663-0212 035-060-6948-6663-0351 035-060-6948-6663-0521 035-060-6948-6663-0523 035-060-6948-6663-0554 035-060-6948-6663-0584 035-060-6948-6663-0601 035-060-6948-6663-0822 Appropriation Unit Z9A Coordinator $ 12,000.00 Social Security 901.00 State Retirement 1,862.00 Health Insurance 630.00 State Group Life Insurance 120.00 Indirect Charges 647.00 Printing 9,325.00 Postage 900.00 Telephone 400.00 Travel 4,835.00 Grant Evaluation 2,193.00 Supplies 878.00 Equipment 1,134.00 35,825.00 035-060-6948-1102 Federal Grant Receipts 35,825.00 The School Volunteer Program will provide funds for a portion of the salary of the volunteer coordinator and for supplies and materials to operate the volunteer program. One hundred percent of the program will be reimbursed by federal funds. The program will end September 30, 1989. January 24, 1989 ROAROKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Capital Maintenance and Equipment Replacement Fund Request III 001-060-6004-6218-0821 001-060-6004-6218-0822 Appropriation Unit ZD1 Audio-Visual Equipment Library Furniture $ 18,250.00 9,483.00 $ 27,733.00 The above appropriation represents the third request for proceeds from the 1989 Capital Maintenance and Equipment Replacement Fund. The purchase of audio-visual equipment and library furniture will be made to furnish and equip the media center at Highland Park Elementary School. The balance of the Capital Maintenance and Equipment Replacement Fund is $787,866. January 24, 1989 C~ce of ~e City Cle~ February 8, 1989 File #1R3 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to establishment of a publicly operated drop-off station at the Public Works Service Center for voluntary recy[ing of certain recyctable materials, was before the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. On motion, filed. duly seconded and adopted, the report was received and Sincerely, Mary F. Parker, C~fC City Clerk MFP:ra pc: Mr. Linwood Locktear, President, Williamson Road Area Business Association, P. 0. Dox 5592, Roanoke, Virginia 24012 ~r. Charles R. Minter, President, Williamson Road Action Forum, Inc., P. 0. Box 5064, Roanoke, Virginia 24012 Mr. William F. Clark, Director of Public Works ~r. Donald E. Keaton, Manager, Refuse Collection Room 456 Municipal Building 215 Church Avenue SW Roanoke V)rgtnia 24011 (703) 981-2.541 Roanoke, Virginia February 6, 1989 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Taylor and Council Members: SUBJECT: Recycling Briefing I. Backsround: Solid waste disposal is an issue which has received increasing public attention in the past year. Regional landfill serving Roanoke City and County and the Town of Vinton has a remaining life of only three to five years. Siting of a new landfill is a difficult task. Recycling has been recommended as a means of extending the life of the present landfill and reducing the size of any future solid waste disposal facilities. II. Current Situation: Task Force of City staff has been appointed by the City Manager to develop a plan for increased recycling of municipal solid wastes. It is anticipated that this group will report within the next six months with both short-term and long-range recommendations. Separation of office waste paper has already been implemented as a means of recycling a significant quantity of waste materials in the Municipal Building Complex. During December 1988 more than 2 tons of waste paper from the Municipal Building, Courthouse, and Jail was recycled. Co Privately Operated Recycling Center has been in operation on Broadway, S. W., just off Franklin Road, which has provided citizens an opportunity to voluntarily drop off recyclable materials. The newspapers, glass, aluminum, and other recyclable materials have reduced the volume of wastes being buried at the regional landfill and have provided a source of funds for Valley beautification. Do Publicly Operated Drop-Off Station for certain recyclable materials could be established at the Public Works Service Center to increase the accessibility of such a facility to City residents. The location would be convenient to the large number of persons living in the Williamson Road area. Mayor Taylor and Council Members Page 2 It would be on public property where daily attention can be given to the appearance of the location so as not to create a nuisance for the surrounding neighbors. Assuming this experiment is a success, it may be duplicated elsewhere in the City. If there are problems the containers can be removed. III. Issues: A. Neighborhood Impact. B. Solid Waste Reduction. C. Cost. D. Funding. IV. Alternatives: Ao Establish a drop-off station for voluntary recycling of newspaper, glass, and cans on the north end of the employee parking lot at the Public Works Service Center on Courtland Avenue, N. E. Neighborhood impact should be positive with proper precautions. The containers for recyclable materials will be screened on two sides with stockade fencing so they cannot be seen from adjoining residences. City personnel, who are employed at the Service Center twenty-four hours a day, can guard against misuse of the containers and keep the area clean. Discussions with the neighbors have assured them that the City will not allow the recycling station to become an eyesore. The Williamson Road Action Forum and Williamson Road Area Business Association have indicated support for this proposal. Solid waste reduction will be a positive benefit to the regional landfill and any future solid waste disposal facilities which are established. Cost will be relatively nominal and include container rental and pick-up charges. Two (2) containers are proposed to be rented for $60.00 each per month. Pick-up charges will be $60.00 per unit with the frequency depending on how quickly each container is filled with recyclable materials. These costs will be partially offset by the value of recyclable materials plus the savings in landfill tipping fees. Mayor Taylor and Council Members Page 3 Funding can be made available from existing amounts already budgeted for solid waste disposal. Do not establish a drop-off station for volunteer recycling of various materials at the Public Works Service Center. 1. Neighborhood impact would be moot. 2o Solid waste reduction would not be increased at this time but would need to continue to be studied. Cost would not be incurred for this particular proposal but would continue to be spent on collecting and disposing of these materials at the regional landfill. Funding would continue to be spent for solid waste disposal as currently expended. V. Conclusion: No City Council action is required at this time. We will periodically provide information as to the progress of this effort to promote the voluntary recycling of newspaper, glass, and cans at the Public Works Service Center drop-off station. Respectfully submitted, W. Robert Herbert City Manager WRH:WFC:pr Attachments pc: Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Donald E. Keaton, Manager, Refuse Collection Linwood Locklear, President, Williamson Road Area Business Association, P.O. Box 5892, Roanoke, Virginia 24012 Charles R. Minter, President, Williamson Road Action Forum, Inc., P.O. Box 5064, Roanoke, Virginia 24012 TOLL FREE IN VA. 1 Roanoke 70~-.~B1-1211 i CYCLE SYSTEMS INTRODUCES ...... A SIMPLE AND ATTRACTIVE DROP-OFF CENTER WITH TWO "RECYCLING BOXES" BOX #1 - GLASS BOX #2 - NEWSPAPERS & CANS ~~ ~ ~F..~YCLIING BOX, NOMINAL SITE PREPARATION Can be located on existing asphalt surfaces. ATTRACTIVELY PAINTED · Bright color schemes differentiate from trash containers. ILLUSTRATED COMPARTMENTS Clearly identified sections lor each type of material. EASILY ACCESSIBLE OPENINGS Helps encourage placement of material in correct compartment/boxes. AMPLE STORAGE SPACE 30 cubic yard storage - large capacity reduces possibility of overflow. DEPENDABLE PICK-UP SERVIQES · Boxes can be serviced by over 20 radio- dispatched trucks in Western Virginia. SEPARATE ACCOUNTING Matedal revenue from each site allows for accounting evaluation. SECURE FROM PILFERAGE · Once mated~l is deposited, it is there to stay. CALL FOR COMPLETE PRICING AND RECOVERY INFORMATION. 2580 B~adway S W. Roanoke, VA 24004 703-981-1211 FAX 703-981 0044 RECYCLING CENTERS · 300 North Franklin Street Christiansburg, VA 703-382-3900 , Lawyers Road Lynchburg, VA 24506 804-237-6666 FAX 804-237-0001 W Willlamson Road Area Business Association WRABA ~0. Box 5892 · Roanoke, Virginia 24012 · r (~3)~2~3 Mr. Bill Clark, Director Dept. of Public Works City of Roanoke, Va. 215 Church Avenue S.W. Roanoke, Va. 24011 Jan. 11, 1989 Dear Bill: It was good to have you visit ~ith our WRAEA ~oard Yesterday . 0~r Association is no~ on record by unanimous vote in favor of the New Cycle Center in our Associational area . We will lend our support for this project in every way possible. O~r group feels that you will have little or no opposition from the citizens in the neighborhood . Let us know when you get past City Council and we w~ll help in- form the Community . .. we can put one of your announcements in our mailings if this might help ... ~_lso, we will be glad to put up a poster in our office etc., etc.. WRABA looks forward to working with you and Dept. of Public Works as we target more areas for improvement and implementation of the Urban Design Catalog as our new year unfolds . Drop by or give us a call if we can be of help in any way ... ~~dent WRABA January 20, 1989 Mr. William Clark, Manager Public Works Department City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 Dear Mr. Clark: Members of the Board of Directors of the Williamson Road Action Forum, Inc. have asked me to write you to express their appreciation for your attending their meeting on January 16, 1989 to discuss your proposed recycling plan to be tried in the Williamson Road Community. It was the unanimous opinion of the board that the proposed plan has great possibilities and should be pursued, realizing that recycling can be a most important factor in handling the tremendous refuse problem. Board members gave unanimous support to your proposal and we assure you that the Williamson Road Action Forum, Inc. will work with you and the City of Roanoke in every way that we can to make the project a successful one. Sincerely, Williamson Road Action Forum, Inc. C~ce of the City Clerk February 8, 1989 File #60-70 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29441, amending and reor- daining certain sections of the 1988-89 Grant Fund Appropriations, providing for the appropriation of $95,036.00 from the Fire Program Fund enacted by the General Assembly to be used for the purchase of expendable equipment and training and development in accordance with provisions established by the Department of Fire Programs, which Ordinance No. 29441 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. .Sincerely, Mary F. Parker, C~C City Clerk MFP: ra pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director Public Safety Mr. Billy N. Akers, Acting Fire Chief of Administration and Room 456 Municipal Building 2t5 Church Avenue SW Roanoke, V~rg,nia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The6thday of February, 1989. No. 29441. AN ORDINANCE to amend and reordain certain sections of the 1988-89 Grant Fund Appropriations, and providing for an emergency. WHEREAS, Government of the exist. for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to THEREFORE, BE IT Roanoke that certain Appropriations, be, reordained to read as ORDAINED by the Council of the City of sections of the 1988-89 Grant Fund and the same are hereby, amended and follows, in part: Appropriations Public Safety Fire Program Grant - FY89 (1-2) .................... Revenue Public Safety Fire Program Grant - FY89 (3) ...................... 1) Expendable Equip. 2) Training & Development 3) State Grant Revenue (035-050-3217-2035) $82,536 (035-050-3217-2044) 12,500 (035-035-1234-7052) 95,036 $ 474,364 95,036 $ 474,364 95,036 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. 6,~,~v, r, ~ Roanoke, Virginia February 6, 1989 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Fire Program Fund I. Background The Fire Program Fund was enacted by the General Assembly effective October 4, 1985, pursuant to Section 38.1-44.1 of the Code of Virginia. The legislation will expire July 1, 1990. (City's Legislative program is seeking extension of Fire Programs Fund.) Funds to support this program are derived from an .8% surcharge on all fire insurance premiums collected throughout the Common- wealth. The Fire Program Statute provides that funds received are to be non-supplanting and must be used in accordance with the provisions established by the Department of Fire Pro- grams. Funds provided by this program will in no way affect the current budget and will provide items in the following categories: Fire service training - the fire depart- ment may use money received to purchase equipment for training programs, employ- ment of outside instruction and tuition reimbursement of approved training. Regional fire service training facili- ties funds may be used to construct, improve and expand regional fire service training facilities. o Firefighting Equipment - funds may be used to purchase fire hose, forcible entry tools, ladders, radio equipment, etc. 4. Personal protective clothing - funds may Members of Council Subject: Fire Program Fund February 6, 1989 Page 2 II. be used to purchase helmets, eye protection, protective hoods, boots, coats, pants and gloves. Funds provided by this pro~ram may not be used for the following: Construction, improving and expanding any training facilities other than Regional Fire Service Training Facili- ties. Firefighting equipment other than that equipment and appurtenances attached thereto required and used at the scene of a fire to deliver water or other extinguishing agent on the fire, remove smoke and gases, protect property from smoke and water damage and assure the fire is extinguished. Personal protective clothinq that does not meet, at a minimum, the National Fire Protection Association Standards in effect at the time the purchase is made. Current Situation: The City Treasurer has received a check in the amount of $95,036.37 from the Department of Fire Programs. City Council action is needed to accept these funds and authorize the Director of Finance to establish Grant Fund accounts from which the fire department may disperse these funds to purchase equipment in accordance with provisions of this program as follows: Expendable Equipment $82,536.37. To purchase improved protective clothing, hand tools, nozzles, upgrade self contained breathing apparatus and other fire suppression equipment. o Training and Development $12,500.00. To purchase training films, books and manuals to be used in the department's training program. Members of Council Subject: Fire Program Fund February 6, 1989 Page 3 III. Issues in order of importance are: IV. A. Need. B. Funds availability. Alternatives: City Council accept funds from the Department of Fire Programs and appropriate $95,036.37 to Grant Fund revenue and expenditure accounts to be established by the Director of Finance whereby the funds can be expended in accordance with the provisions established by the Department of Fire Programs. 1. Need exists to purchase training aids, firefighting equipment and to improve protective clothing. 2. Fund availability would be met by ac- cepting the Fire Programs Fund. City Council reject funds from the Department of Fire Programs and not authorize the Direc- tor of Finance to establish appropriate ac- counts whereby these funds can be expended in accordance with the provisions established by the Department of Fire Programs. Needs existing to purchase training aids, firefighting equipment and to im- prove protective clothing would not be met. Additional funds would not be obtainable through the Fire Programs Fund. Recommendation is that City Council approve Alternative "A", to accept funds from the Department of Fire Programs and appropriate $95,036.37 to Grant Fund revenue and expen- diture accounts to be established by the Director of Finance whereby these funds can be appropriated and expended in accordance with the provisions established by the Department of Fire Programs to purchase Members of Council Subject: Fire Program Fund February 6, 1989 Page 4 training aids, fire suppression equipment and improve protective clothing. Respectfully submitted, W. Robert Herbert City Manager WRH/BNA/cw CC: City Attorney Director of Finance Director of Administration and Public Safety Fire Chief O~ce of ~he CiW Oer~ February 8, 1989 File #67-236 Mr. W. Robert fterbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29443, authorizing the acceptance of a Virginia Outdoors Fund grant, in the amount of $200,000.00, for park improvement projects and authorizing execu- tion of required grant documents on behalf of the City, which Resolution No. 29443 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. City Wide Park Study, 408 ttousto~ Avenue, N. E., Virginia 24012 Mr. Joel M. Schlanger, Director of Finance ~r. George C. Snead, ,ir., Director of Adr~inistration Public Safety Mr. Jimmie D. Layman, Manager, Parks and Recreation Mr. Dinesh Tiwari, Parks Planner Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. Kit B. Kiser, Director of Utilities and Operations Jack D. Hayslett, Chairman, Citizens' Advisory Committee, Roanoke, and Room 456 Municq::~l Building 215 Church Avenue SW Roanoke ~rg~nia 24011 (703) 98'1-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The6thday of Feb~ry, 1989. No. 29443. A RESOLUTION authorizing the acceptance of a Virginia Outdoors Fund grant for park improvement projects and authorizing execution of required grant documents on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke accepts the offer made to the City by the Commonwealth of Virginia Division of Planning and Recreation Services of a Virginia Outdoors Fund grant for park improvement projects in the amount of $200,000.00; and 2. W. Robert Herbert, the City Manager, or Earl B. Reynolds, Assistant City Manager, or their respective suc- cessors are hereby authorized to execute, for and on behalf of the City, any and all required documents relative to the acceptance of the grant offer and implementation of the pro- Ject. ATTEST: City Clerk. Office of the City Clerk February 8, 1989 File #80-67-236 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear ~r. Schlanger: I am attaching copy of Ordinance No. 29442, amending and reor- daining certain sections of the 1988-89 General and Capital Funds Appropriations, providing for the appropriation of $400,000.00 in connection with acceptance of a $200,000.00 Virginia Outdoors Fund Grant offer made by the Co~onwealtb of Virginia, Division of Planning and Recreation Services, to provide fifty percent of the total cost of certain improvements to Wasena, Washington and Eureka Parks, which Ordinance No. 29442 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, ~l~-~ Mary F. Parker, CMC City Clerk MFP: ra pc; Mr. Jack D. Hayslett, Chairman, Citizens' Advisory Corrgnittee, City Wide Park Study, 408 Houston Avenue, N. E., Roanoke, Virginia 24012 Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration and Public Safety Afr. Jimmie Bo Layman, Manager, Parks and Recreation Mr. Dinesh Tiwari, Parks Planner Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. Kit B. Kiser, Director of Utilities amd Operations Room 456 Municipal Building 215 Church A',,~nue SW R,o<3noke ',Arg~nia 24011 (703) 98'~-254'~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6thday of February, 1989. No. 29442. AN ORDINANCE to amend and reordain certain sections of the 1988-89 General and Capital Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to the Council of the City of 1988-89 General and Capital the same are hereby, amended and in part: exist. THEREFORE, BE IT ORDAINED by Roanoke that certain sections of the Funds Appropriations, be, and reordained to read as follows, General Fund Appropriations Nondepartmental $11,820,363 Transfers to Other Funds (1) ....................... 1,214,870 Fund Balance Capital Maintenance and Equipment Replacement Program - City Unappropriated (2) ................. $ 2,067,657 Capital Fund APPropriations Parks and Recreation Park Improvements - ~?~[ Washington, Eureka - (3-5) ...................................... Capital Improvement Reserve Public Improvement Bonds - Series 1988 (6) ......... Revenue Due from State - Outdoors Grant - Three Parks (7).. $ 1,213,292 400,000 7,001,002 6,158,224 $ 200,000 1) Transfer to Capital Projects Fund 2) CMERP - City 3) Appr. from General Revenue 4) Appr. from Bond Funds 5) Appr. from State Grant Funds 6) Public Improvement Bonds - Series 1988 7) Due from State (001-004-9310-9508) (X001-3332) (008-050-9546-9003 (008-050-9546-9001 (008-050-9546-9007 (008-052-9603-9180 (X008-1238) $ 120,000 (120,000) 120,000 80,000 200,000 ( 80,000) 200,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia February 6, 1989 ~o~orabLe Noel C, ?ayLo~,~ Ma~o~ and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: SUBJECT: $200,000 GRANT OFFER FOR PARK IMPROVEMENT PROJECTS I. BACKGROUND: City Council, on November 28, 1988, authorized the City Manager to file a Virginia Outdoors Fund Grant request with the Division of Planning and Recreation Services, Commonwealth of Virginia, for up to $300,000 in funding assistance for certain park improvement projects at five (5) City parks. City Council also expressed its intent to appropriate up to ~g~ in required local match for the implementation of the subject park improvement projects. Capital Maintenance and ~~_~eplacement Prs$[~~ (1988-89), approved by Council, contains $120,OOO for improvements to the Washington Park. City of Roanoke, on January 9, 1989, was informed that $200,000 in Virginia Outdoors Fund Grant has been approved for certain park improvement projects at ~__ (3) City parks (see letter attached): 1. Wasena Park $200,000 Relocate 4 lighted tennis courts and 1 lighted basketball court; replace children's play area 2. ~E~sn Park ...... 120,000 New lights for football/soccer field; rehabilitate 4 existing tennis courts 3. ........... Eureka Park ............ 80,000 2 new tennis courts; lighting for 4 tennis courts Total ...... $400,000 Mayor and Members of Council February 6, 1989 Page 2 Funding: City of Roanoke (50%) Virginia Outdoors Fund (50%) $200,000 200,000 Total $400,000 Implementation of the following projects, not approved for grant funding at this time, would have to be considered in the future subject to the availability of $100,O00 in additional funds: Smith Park - Replace children's play areas ($60,000). 2. ~ton Park - Replace tennis court lighting ($40,oo0). II. ISSUES: A. Implementation of the Parks Program - Phase III. B. Local Match. Plan Implementation C. Timing. III. ALTERNATIVES: ~pt the $200,O~__~rant offer from the Division of Planning and Recreation Services, Commonwealth of Virginia, for 50% of the total cost of certain improvement projects at Wasena, Washington and Eureka Parks. ~~ of the priority park projects would be carried out. Relocation of the tennis and basketball courts at Wasena Park, required to accommodate the proposed flood reduction work in this area, would also be accomplished. 2. Local match in the total amount of $200,000 is available from: a. 1988 Park Bond Funds ...... $ 80,000 Capital Maintenance and ~.ipment ~~_~[~$ram (1988-89): Washington Park tennis court rehabilitation 80,000 Mayor and Members of Council February 6, 1989 Page 3 - Washington Park football/soccer field lighting 40,000 Total Local Match $200,000 3 o ~ relative to the acceptance of the subject grant offer is important to initiate the design and engineering work in a timely fashion and to meet the June 30, 1991 deadline for the completion of this project. Do not accept the $2OO,OOO ~_~ for the im- provement of Wasena, Washington and Eureka Parks. Implementation of certain priority park improve- ment projects would have to be delayed. Ultimately, certain needed improvements would not be carried out unless $200,000 in additional local funds are made available. Local match would not be an issue. However, 1OO% local funds would have to be utilized to implement the same projects. 3. ~ would not be an issue. IV. RECOMMENDATIONS: Alternative A is recommended. Accordingly, it is re- commended that Council: Accept the offer made by the Division of Planning and Recreation Services, Commonwealth of Virginia, to provide $200,000 in Virginia Outdoors Fund grant for 50% of the total cost of certain improvement projects at Wasena, Washington and Eureka Parks. Authorize the City Manager to file and execute required documents relative to the acceptance of the subject grant offer and the implementation of the total project. C o Appropriate $400,000 to an account to be established in the Capital Projects fund by the Director of Finance for the improvements to Wasena, Washington and Eureka Parks. Also, establish a receivable account as follows: Virginia Outdoors Fund Grant $200,000 1988 Park Bond Funds ........ 80,000 Mayor and Members of February 6, 1989 Page 4 Council Capital Maintenance and Equipment Replacement Program (1988-89 Total appropriations 120,OO0 $400,000 Respectfully submitted, W. Robert Herbert City Manager WRH:DVT:vz attachment CC: Mr, Committee on Parks Study City Attorney Director of Finance Director of Administration and Public Director of Utilities and Operations Director of Public Works City Engineer Manager, Department of Parks, Recreation and Grounds Maintenance Parks Planner Jack D. Hayslett, Chairman, Citizens' Advisory Safety COMMONWEALTH o[ VIRGINIA DEPARTMENT OF CONSERVATION AND HISTORIC RE$O[ RCES DIVISION OF PLANNING AND RECREATION RESOURCES January 9, 1989 51-10073-89 Mr. W. Robert Herbert, City Manager City of Roanoke Municipal Building 215 Church Avenue, S. W. Roanoke, VA 24011 Dear Mr. Herbert: I am pleased to inform you that the Director of the Department of Conservation and Historic Resources, Mr. B. C. Leynes, Jr., approved a Virginia Outdoor Fund Grant for $200,000 to develop the Multi-Recreation Site project in the City of Roanoke. This project was approved as recommended by the Outdoor Recreation Advisory Board. The Division of Planning and Recreation Resources has set a deadline for completion of this project on June 30, 1991. Any delays affecting the completion of the project by this date must be approved by the Division of Planning and Recreation Resources. Enclosed is a copy of our Development Procedures Publication including the Supplementary Contract Conditions which must be included in the specifications for this project. Also included are other procedure manuals which are pertinent to the project. Please review this information. As a reminder, any expenditure or group of expenditures with one vendor for $10,000 or over must be formally advertised. A sample bid advertisement is included in the development publication. The advertisement must contain a reference to the fact that this is a project partially funded by the Virginia Outdoor Fund. In addition, the project number 51- 10073 must also be included. After the project or send us a copy of each newspaper and a copy been opened. each portion has been advertised, please advertisement as it appears in the of the bid spread sheets after bids have G00384 Mr. W. Robert Herbert January 9, 1989 Page Two Mr. Jim Guyton, Grants Administrator for the Division of Planning and Recreation Resources will soon be in touch with you and advise you of additional information which might be required on the project. He will also arrange a meeting with you or your representative to discuss the proper administration of the project. I am confident this project will greatly enhance the quality of leisure services in the City of Roanoke. Should you have any questions regarding the information presented herein, please contact our office. Yours truly, Art Buehler JEG:bp Enclosures cc: Dinesh V. Tiwari G00384 CITY OF ROANOKE MULTI-RECREATION SITES LOCATION: This project will be carried out on three (3) existing City of Roanoke Parks. Developments Site #1Wasena Park $ Tennis Courts (4) with Lighting Basketball Court with Lighting Playground 200,000.00 Site #2 Washington Park Tennis Courts (4) with Lighting for Football/ Soccer field 120,000.00 Site #3 Eureka Park Tennis Courts (2) Lighting of Tennis Courts (4) 80,000.00 Total for Multi-Recreation Sites $ 400,000.00 $ 400,000.00 FUNDING: City of Roanoke Virginia Outdoors Fund $200,000.00 $200,000.00 PROJECTS PREVIOUSLY FUNDED: 1~67 Mill Mountain Park 1983 Roanoke Park/Sports Complex 1984 Roanoke Sports Complex Phase II $ 69,000.00 235,000.00 250,000.00 p2/rab -8- Office of ~e City Cle~ February 8, 1989 File ~60-188-472 ~tr. Robert L. Rash System Engineer District Manager NCR Corporation 7001 West Broad Street Richwondj Virginia 23229 Dear Mr. Rash: I am enclosing copy of Ordinance No. 29444, authorizing a contract with NCR Corporation to provide software maintenance and modification services to the City, in an amount not to exceed $55,000.00 without further authorization of City Council, in con- nection with the City's public safety Computer Aided Dispatch System (CAD), which Ordinance No. 29444 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, f-] Mary F. Parker, CMC City Clerk MFP: ra Enc. Room 456 Municil:x~l Building 21§ C~urch Avenue SW Roanoke V~rg~nia 24011 (703) 981-254t Office. of the City Cle~ February ~, 1989 File ~60-188-472 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29444, authorizing you to contract with NCR Corporation to provide software maintenance and modification services to the City, in an amount not to exceed $55,000.00 withaut further authorization of City Council, in con- nection with the City's public safety Computer Aided Dispatch System (CAD), which Ordinance No. 29444 was adopted by the Council of the City of Roanoke at a regular meeting held on ~ionday, February 6, i989. /-~'-~f~-~-~'SincerelY' Mary F. Parker, CMC City Clerk MFP:ra Eric. pc: Mr. Joel M. Schtanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Alfred BeckIey, Manager, Co~unications Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Archie W. Harrington, Manager, City Information Systems i~r. D. Darwin Roupe, Manager, General Services Room 456 Municipal Bulidincj 215 C~urch Avenue SW Roanoke, V~rg~nia 24011 (703) 98t-25~1 IN THE COUNCIL OF THE CITY OF ROANOKE, The 6th day of Feh~]ary, 1989. No. 29444. VIRGINIA, AN ORDINANCE authorizing the City Manager to contract with NCR Corporation to provide software maintenance and modification services to the City in connection with the City's public safety Computer Aided Dispatch System (CAD); and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The City Manager is authorized to contract with NCR Corpora- tion for the provision of software maintenance and modification ser- vices in connection with the City's public safety Computer Aided Dispatch System (CAD), the term of such contract or contracts to be for a period of one year beginning on a date mutually agreed upon by NCR Corporation and the City, and the cost of which services shall not exceed $55,000.00, without further authorization of City Council. 3. The terms and conditions of the aforesaid contract or con- tracts are more particularly described in the attachments to the re- port of the City Manager, dated February 6, 1989, and such contract or contracts shall be in a form approved 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. CITY Roanoke, Virginia February 6, 1989 Honorable Noel C. Taylor, Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Software Maintenance Contract for CAD (Computer-Aided Dispatch) I. BACKGROUND Enhanced 9-1-1 emergency telephone system was activated October 5, 1987. Public acceptance is demonstrated by high usage of emergency calls being received on new 9-1-1 system. June 27, 1988, City Council authorized the City Manager to negotiate a contract for software maintenance and modification services to support the CAD System. Further City Council authorized the Director of Finance to establish a new account entitled "CAD/9-1-1 Software Development" allocating $55,000 for this purpose. II. CURRENT SITUATION Final acceptance and testin~ is currently scheduled for April, 1989, which will bring the system to full use. On-goinq software maintenance subsequent to final acceptance must be provided for this critical public safety system in order to protect the City's investment and insure the safety of Roanoke residents. City staff will then have time to examine other options for providing maintenance in future years. Page 2 NCR Corporation is the sole source vendor for this contract at the present time. Other companies may provide this newly developed CAD software in the future at a competitive cost. III. ISSUES Timeliness Funding/Cost Execution of Contract IV. ALTERNATIVES A. Contract for software maintenance and modification for first twelve months of system operation. Timeliness - Contract must be in force in order to provide this service subsequent final acceptance. Funding/Cost in the amount of $55,000 has been appropriated to Capital Project Fund number 008-052-9612-9003 - "CAD/9-1-1 Software Development". First year cost of contract is projected to be $54,600 the Execution of Contract - Approval of City Council is necessary prior to final execution of contract. City Council not approve contract at this time. Timeliness - Contract would not be in force when needed. 2. Funding/Cost would not be an issue. Execution of Contract would not be accomplished, the City's investment would be in jeopardy and the safety of our citizens would not be insured. Page 3 IV. RECOMMENDATION City Council approve Alternative "A" authorizing the City Manager to contract with NCR Corporation to provide for software maintenance and modifi- cation services, in a form suitable to the City Attorney, not to exceed $55,000. AB/WRH/r CC: Respectfully submitted, W. Robert Herbert City Manager Mr. Joel M. Schlanger, Director of Finance Mr. Wilburn C. Dibling, Jr., City Attorney Mr. William F. Clark, Director, Public Works Mr. George C. Snead, Director, Administration and Public Safety Mr. Archie Harrington, Manager, CIS Mr. Darwin Roupe, Manager, General Services Mr. Alfred Beckley, Manager, Communications SYSTEMS ENGINEERING ORDER/BILLING AUTHORIZATION Sold TO Customer Name Street Address City, State, Z~p Code Customer Number 9800-0000-0000 9800-G001-0000 9120-9800-0000 9120-9800-0000 Order Number jOrder Date ' Bill TO Customer Name City of Roanoke Virginia )el~l~ of C~unication 215 Church Street City, State, Zip Code Roanoke, Virginia 24011 Customer NumbeF r Invoice To A~ention Of: 100393.__~25~ Alfred Beckl_.~ PRODUCT I.D. - DESCRIPTION mS. Consultation 6month facilities mnag~nt and supplemental consultation support contract for VPJ( and CAD systems. [] ORDER AND BILLING [] CWO RECEIPT rFor-Use-At Customer Name Street Address City. State. Zip Code Customer Number HOURS SUBTOTAL RATE AMOUNT I - 24,000 ;00 10,200 34.200 ~00 STATE TAX % ADJUSTMENTS TOTALCHARGE I 34,200 ~0 Number THE CUSTOMER SHALL BE THE OWNER OF THE PRODUCT OF PROGRAMMING SERVICES BUT NCR MAY RETAIN COPIES. DISCLOSE, AND FURTHER USE THE PRODUCT OF THE SERVICES FURNISHING OF PROGRAMS AND/OR SERVICES IS DONE ONLY IN ACCORDANCE WITH AND PURSUANT TO OUR AGREEMENT DATED AND, WHERE APPROPRIATE, TO THE TERMS AND CONDITIONS SPECIFIED ON THE ATTACHED SUPPLEMENT "A" NO.l~O.~,~oo2 _ AND "B" NO. ~0~.') CUSTOMER SIGNATURE ACCEPTED FOR NCRAuTHoRCORPORATION'zE© SIGNATURE)DAYTON OHiO 4 ~479 S¥ ~AMOUNT PAYMENT RECEIVED NO QUOTA ~TATUS CU8TOMER COPY _ _14~ _. [ IN~TaLL. 11 9843 , , ~NT MANAGERS REVENUE CREDIT P843 709F~06 oo o5 DEBIT ..~m~r~1 NCR SYSTEMS ENGINEERING ORDER SUPPLEMENT A - SYSTEM REQUIREMENTS AND NCR RESPONSIBILITIES DOCUMENT NO. '138882 CITY OF ROANOKE - DEPARTRENT OF C0HNUNICATIONS Supplements A & B set forth a description of the work to be performed the responsibilities of the parties and other terms and conditions as indicated. ' Changes ~n specifications, scope of work, or additional tasks that are not set forth in these supplements are to be requested in wr/tmg by the customer It is understood that additional tasks may requ, re an adjustment to the order and supplements. NCR agrees to respond to such request m wrihng and provide an estimate of the impact upon cost and completion of the job. In the event that the customer term,nates this agreement, the customer agrees to compensate NCR for the portion of the tota~ charge which the already completed work bears to the whole NCR RESPONSIBILITIES Description Of System Service Products (Relate To Billed Time Product ID's On The Order) '~'t'~SEE ATTACHNENT I CUSTOMER/ SIGNATURE SPECIFICATIONS AND DOCUMENTATION Check the appropriate boxes for Specifications and Documentation to be included, SPECIFICATIONS DOCUMENTATION [] Narrative of Modificabons (Changes, Additions) [] Report Layout [] Layouts Screen/File [] Computations/Formulas [] Flow Chart [] Other - Specify [] Operating instruction [] System Descript on IStandard NCR Documentahon) Doc. -~ [] Program Listing (Change, Addition) [] User Manual [] Change to Existing Documentation [] Other - Specify DISTRIBUTION White-- Customer:B~ue - RAO; Green Records Ret; P~nk -- S.E Zone Mgr ;Goldenrod DAO CITY OF ROANOIE - DEPARTMENT OF COt~4UNICATIONS NCR SYSTEMS ENGINEERING ORDER SUPPLEMENT A - A'I-FACHMENT I DOCUMENT NO. i38882 NCR Systems Engineering will provide a systems engineer to assist the Department of Communications operation staff with facilities management and supplemental technical support on their NCR 9800 system. The term of support will be for six months and will provide for a maximum of 312 hours of "on-site" support during the term of this contract. This contract will commence on a mutually agreed upon date selected once the system has been accepted by the City at the end of the 30 day test period. In addition to the specified "on-site" support, this contract shall provide for telephone consultation support during the term of this contract. All support requests are expected to be made on and for prime time (ie 8:00 AM to 5:00 PM) with limited amount of request being made outside the prime time on a mutually agreeable basis. To aid in support requirements beyond prime time, a telephone number with a supporting answering maohine will be made available so messages can be left for those needs extending beyond prime time. An 800 telephone number will be made available to leave support request messages for normal prime time request. Since this contract specifies that technical support is supplemental in nature, it infers that the first line of support for the NCR VRX Operating System and the NCR CAD System is to be supplied by calling the 1-800-543- 0181 telephone number in Dayton for normal operational support questions in both of the aforementioned areas. Facilities management support and supplemental technical support is defined to cover those services itemized as follows: t e Provide assistance to the operations supervisors in the formulation of support request to the NCR Central Support staff in Dayton when assistance is warranted via either telephone consultation or "on-site" support as is required. This service may include problem identification; and if required, assistance in collection of data for problem resolution. In complex and difficult situations, this service may include co=ordination with the NCR Central Support staff and the operations supervisors so as to achieve problem resolution in a reasonable timeframe. For problem prevention, perform by running systems performance recommendations to management on basis. periodic systems performance analysis monitor and reporting findings and either a quarterly and/or semi annual Assist operations supervisor in the implementation of SPARS provided by NCR Central Support under the Software Maintenance Program which are required and/or recommended and when scheduled on a mutually agreeable basis. SPARS are defined as program corrections developed by NCR Corporate Development and supplied under the software maintenance program. CI1-Y OF ROANOKE - DEPARTMENT OF COt&MUNICATIONS NCR SYSTEMS ENGINEERING ORDER SUPPLEMENT A - A1-FACHMENT I DOCUNENT NO. 13'8882 The installation of new releases of VRX operating software when implementation of said software is recommended and when it can be scheduled on a mutually agreeable basis. The regeneration of VRX operating software due to changes in hardware or application software requirements is beyond the scope of this contract and is to be covered by a separate contract for which NCR Systems Engineering will quote and contract for as required.* The City's obligation durin§ the implementation of new releases of VRX operating software is to have the operations supervisor and/or his designee actively participate and support all activities being performed. The objective of this working relationship is to: Enhance the supervisorts knowledge of the software installation procedures. b. Achieve the highest level of self sufficiency. Be knowledgeable in the state of the software so software maintenance support can be better utilized. d. Ensure an operable system at all times for production. Provide quotes to install new application software releases to include in the quote the cost of reworking the local modifications so they can be migrated to the new release of said software. The physical rework of said modifications into the new release of software to include the generation of the new software, the testing of the new software, and the installation of the new software are beyond the scope of this contract and is to be covered by a separate contract. Provides for operational procedural recommendations and consultation. Customer Authorized Signature Date NCR SYSTEMS ENGINEERING ORDER SUPPLEMENT B -SERVICE PAYMENT DETAIL AND CUSTOMER RESPONSIBILITIES Fo6756-B 0582 CITY OF ROANOKE - DEPART]~ENT OF COmmUNICATIONS DOCUMENT NO. 109482 PAYMENT DETAIL PROD ID, TASK OR DELIVERABLE Est. Due Data Payment 24,000. Ol?O-ORO0-OOOO (l~t 3 Months of Consultation Support) 9120-9800-0000 (2nd 3 Nonths of Consultation Support) PAYMENT: Monthly billings are to be ororated eoually over the life of the contract and are due at the conclusion of each 10,200.00 month of service and/or the receipt of the corresponding invoice. TOTAL CHARGE (Must equal the Total Charge on the Order) $ 34r200.00 NOTE: NCR will bill customer monthly for any additional expenses incurred beyond those specified herein. R ESPONSI BI LITIES Meetings - NCR and Customer agree to meet on a n as required basis to review progress, schedules and requests for change. - Technical & Administrative notices required under this agreement are to be directed to: For NCR RnhDr~' I . Ba~h For Customer Alfred Recklev Title Sys Enaineer District Manaqer Title Nqr. of bept. of Communications Customer Responsibilities -- Customer agrees to establish procedures to audit the accuracy of input and output documents and file content, and to prepare and otherwise make available proper test data as appropriate for the work performed under this Systems Engineering Service order, In Addition, The Cus~mer Agre~ To The Following R~ponsibilities: 1. Provide qualified operations supervisor knowledgeable in VRX operating software and CAD systems to interface with the supporting systems engineer. 2. Maintain manual backup system to be utilized in case of emergencies. 3. Provide office space and applicable software listing to be utilized by supporting systems engineer in the performance of their duties as specified in supplement "A" of this contract. 4. Maintain adequate software backup. 5. Make equipment available as is needed for the support of this contract. AcceptJnce -- Theserviceprovidedhereinshallbedeemedcompletedupon: the completion of the terms of this contract as specified in supplement "A" of this contract. ICUSTOMER~/ SIGNATURE: SYSTEMS ENGINEERING ORDER/BILLING AUTHORIZATION Street Address City, State, Zip Code Customer Number I BS 3jewI Order Number Order Date · Bill TO Customer Name City of Roanoke Vir_~inia D~par4~-~l~ of Conanunication 215 Church Street City, State, Zip Code Roanoke~ Virqinia 24011 Customer Number Invoice To Attention Of: ].0039325 Alfred Beckley j PRODUCT I.D. - DESCRIPTION 9800-0000-0000 9800-G001-0000 9120-9800-0000 (Consultation 6 month facilities management and supplemental consultation support contract for VRX and CAD systems. CUSTOMER SIGNATURE X)~ ORDER ONLY ~ ORDER AND BILLING ~-, CWO RECEIPT Customer Purchase Order Number fFor-Use-At Customer Name Street Address City, State, Zip Code Customer Number TOTAL HOURS SUBTOTAL STATE TAX % RATE AMOUNT 20,400 20.400 TOTAL CHARGE 20,400 THE CUSTOMER SHALL BE THE OWNER OF THE PRODUCT OF PROGRAMMING SERVICES BUT NCR MAY RETAIN COPIES, DISCLOSE, AND FURTHER USE THE PRODUCT OF THE SERVICES. FURNISHING OF PROGRAMS AND/OR SERVICES IS DONE ONLY IN ACCORDANCE WITH AND PURSUANT TO OUR AGREEMENT DATED AND, WHERE APPROPRIATE, TO THE TERMS AND CONDITIONS SPECIFIED ON THE ATTACHED SUPPLEMENT 'A' NO. 1___'~__~, AND "B' NO, $ 46~8 NO 5 QUOTA STATUS 709506 oa .... 07 ADJUSTMENTS AMOUNT PAYMENT RECEIVED CU8TOMER COPY I sYS, ENQINEERING TERRITORY CODE RDQRS, DISTRICT 11 9843 ACCOUNT MANAGERS REVENUE CREDIT 9843 709506 05 SHIP CODE VALUES 1 -- Do Not ~ip PRSC VALUES ~4 -- Time & Materials Software Services (Operating & Af~ications) ,[]r~r~ NCR SYSTEMS ENGINEERING ORDER SUPPLEMENT A - SYSTEM REQUIREMENTS AND NCR RESPONSIBILITIES DOCUMENT NO. 138884 CITY OF ROANOKE - DEPARTMENT OF COi~qlJNICATIONS Supplements A & B set forth a description of the work to be performed the responsibilities of the parties and other terms and conditions as indicated. ' Changes m specifications, scope of work, or additional tasks that are not set forth in these supplements are to be requested m wn'tl'ng by the customer It is understood that additional tasks may require an adjustment to the order and supplements NCR agrees to respond to such request in wnting and previde an estimate of the impact upon cost and completion of the job. In the event that the customer terminates th*s agreement, the customer agrees to compensate NCR for the portion of the total charge which the already completed work bears to the whole. NCR RESPONSIBILITIES Description Of System Service Products (Relate To Billed Time Product IO's On The Order) ~SEE ATTACHMENT SPECIFICATIONS AND DOCUMENTATION Check the appropriate boxes for Specifications and Documentation to be included. SPECIFICATIONS DOCUMENTATION [] Narrative of Modifications (Changes, Additions) [] Report Layout [] Layouts - Screen/File [~ Computations/Formulas [] Flow Chart [] Other - Specify [] Operating Instruction [] System Description (Standard NCR Documentation) Doc. -~ [] Program Listing (Change, Addition) [] User Manual [] Change to Existing Documentation [] Other - Specify DISTRIBUTION: White -- Customer; B+ue - RAO: Green Records Ret; Pink -- SE Zone Mgr.; Goldenrod -- DAO CITY O~ ROANOKE - DEPARl~NT O~ CO~NICATIOI~S NCR SYSTEMS ENGINEERING ORDER SUPPLENENT A - A'n'ACHNENT ! DOCt~ENT NO. 138~84 NCR Systems Engineering will provide a systems engineer to assist the Department of Communications operation staff with facilities management and supplemental technical support on their NCR 9800 system. The term of support will be for six months and will provide for a maximum of 208 hours of "on-site" support during the term of this contract. This contract will commence on a mutually agreed upon date selected once the system has been accepted by the city at the end of the 30-day test period. In addition to the specified "on-site" support, this contract shall provide for telephone consultation support during the term of this contract. All support requests are expected to be made on and for prime time (ie 8:00 AM to 5:00 PM) with limited amount of request being made outside the prime time on a mutually agreeable basis. To aid in support requirements beyond prime time, a telephone number with a supporting answering machine will be made available so messages can be left for those needs extending beyond prime time. An 800 telephone number will be made available to leave support request messages for normal prime time request. Since this contract specifies that technical support is supplemental in nature, it infers that the first line of support for the NCR VRX Operating System and the NCR CAD System is to be supplied by calling the 1-800-543- 0181 telephone number in Dayton for normal operational support questions in both of the aforementioned areas. Facilities management support and supplemental technical support is defined to cover those services itemized as follows: Provide assistance to the operations supervisors in the formulation of support request to the NCR Central Support staff in Dayton when assistance is warranted via either telephone consultation or "on-site" support as is required. This service may include problem identification; and if required, assistance in collection of data for problem resolution. In complex and difficult situations, this service may include co-ordination with the NCR Central Support staff and the operations supervisors so as to achieve problem resolution in a reasonable timeframe. e For problem prevention perform periodic systems performance analysis by running systems performance monitor and reporting findings and recommendations to management on either a quarterly and/or semi annual basis. Assist operations supervisor in the implementation of SPARS provided by NCR Central Support under the Software Maintenance Program which are required and/or recommended and when scheduled on a mutually agreeable basis. SPARS are defined as program corrections developed by NCR Corporate Development and supplied under the software maintenance program. CITY OF ROANOKE - DEPARTHENT OF CO~NICATIONS NCR SYSTEMS ENGINEERING ORDER SUPPLEMENT A - AI-rACHNENT I DOCUI~NT NO. 138884 The installation of new releases of VRX operating software when implementation of said software is recommended and when it can be scheduled on a mutually agreeable basis. The regeneration of V~<X operating software due to changes in hardware or application software requirements is beyond the scope of this contract and is to be covered by a separate contract for which NCR Systems Engineering will quote and contract for as required. The city's obligation during the implementation of new releases of VRX operating software is to have the operations supervisor and/or his designee actively participate and support all activities being performed. The objective of this working relationship is to: Enhance the supervisor's knowledge of the software installation procedures. b. Achieve the highest level of self sufficiency. Be knowledgeable in the state of the software so software maintenance support can be better utilized. d. Ensure an operable system at all times for production. Provide quotes to install new application software releases to include in the quote the cost of reworking the local modifications so they can be migrated to the new release of said software. The physical rework of said modifications into the new release of software to include the generation of the new software, the testing of the new software, and the installation of the new software are beyond the scope of this contract and is to be covered by a separate contract. 6. Provides for operational procedural recommendations and consultation. Customer Authorized Signature Date NCR SYSTEMS ENGINEERING ORDER SUPPLEMENT B -SERVICE PAYMENT DETAI L AND CUSTOM ER R ESPONSIBILITI ES F-6756-B 0582 DOCUMENT NO. 109484 CITY OF ROANOKE DEPARTMENT OF C0~I4UNICATIONS PAYMENT DETAIL PROD ID, TASK OR DELIVERABLE Est. Due Date Payment 20,400.0~} 9120-9800-0000 (Consultation Support) PAYMENT: Monthly bi111nqs are to be prorated equally over the life of the contract and are due at 'the conclusion of each month of service and/or the receJpt of the correspond~np invoice, TOTAL CHARGE (Must equal the Total Char~ on the Order) S 20,400.00 NOTE: NCR will bill customer monthly for any additional expenses incurred beyond those specified herein. R ESPONSl BI LITI ES Meetings - NCR and Customer agree to meet on a n as requ~ red basis to review progress, schedules and requests for change. - Technical & Administrative notices required under this agreement are to be directed to: For NCR Robert L. Rash For Customer Alfred Beckle.y Title SYS Enaineer O~strict Hanaaer Title Mar. of 0eDt. Of C___~__.un~cat~ons Customer Responsibilities -- Customer agrees to establish procedures to audit the accuracy of input and output documents and file content, and to prepare and otherwise make available proper test data as appropriate for the work performed under this Systems Engineering Service order. Iff Addition, The Cus~mer Agrem To The Following R~poflsibilities: 1. Prev~de qualJfJed operations supervisor knowledgeable in VIU( operating software and systems to Jnterface wJth the supporting systems engineer. 2. Hainta~n manual backup system to be utilized ~n case of emergencies. 3. Provlde offJce space and applicable software l~stJng to be utJlJzed by supporting systems engJneer ~n the performance of their dutJes as speclfled of thJs contract. 4. HalntaJn adequate software backup. 5. Hake equipment available as Js needed for the support of this contract. -- The service provided herein shall be deemed completed upon: the completion of the terms of this contract as specified Jn supplement "A" of thJs contract. / - CUSTOMER ~ SIGNATURE: Or, ce of ,'he City Clerk February 8, 1989 File #121 Magic City Motor Corporation P. 0. Box 12807 Roanoke, Virginia 24028 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29445, accepting your bid for the lease of one new full size four-door sedan at a monthly rental rate of $407.48, for a term of 48 months, for use by the Sheriff's Department, which Ordinance No. 29445 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Enc. 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 Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municipal Building 215 Church Av,~nue SW Roonoke ~rg~nia 24011 (703) 981-254'i Office of ~he Ci~ Cie~ February 8, 1989 File #121 Dominion Car Company 1259 East Main Street Salem, Virginia 24153 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29445, accepting your bid for the lease of two new eight-passenger window vans at a monthly rental rate of $415.70 per unit, for a term of 48 months for use by the Sheriff's Department, which Ordinance No. 29445 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: The Honorable Iq. 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 Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municipal Building 215 C~urch A~nue SW P. oano~e Virg~nia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, Tb~ 6thday of February, 1989. No. 29445. AN ORDINANCE providing for lease of three motor vehicles for use by the Sheriff's Department, upon certain terms and con- ditions, by accepting bids made to the City for the lease of such vehicles; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bid of Magic City Motor Corporation made to the City offering to lease to the City for use by the Sheriff's Department one new full size 4-door sedan at a monthly rental rate of $407.48 for a term of 48 months, is hereby ACCEPTED. 2. The bid of Dominion Car Company made to the City offering to lease to the City for use by the Sheriff's Department two new 8-passenger window vans at a monthly rental rate of $415.70, per unit, for a term of 48 months, is hereby ACCEPTED. 3. The City's Manager of General Services is hereby authorized and directed to issue any required purchase orders for the lease of such vehicles, and the City Manager or the Assistant City Manager is authorized to execute, for and on behalf of the City, any required lease agreement with respect to the aforesaid vehicles, any such agreement to be in such form as shall be approved by the City Attorney. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia February 6, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: Leasing of Vehicles For Sheriff's Department, Bid Number 88-12-53 This is to concur in the Bid Committee's recommendation for leasing of vehicles for the Sheriff's Department. Respectfully Submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Roanoke, Virginia February 6, 1989 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: Leasing of Vehicles For Sheriff's Department, Bid N%unber 88-12-53 I. Background Request For Quotations were specifically sent to eight (8) Firms currently on the City's bid list. This request was also published in the Roanoke Times and World News. Requested Vehicles are to be used for necessary transportation of prisoners and for the serving of civil papers and criminal warrants. Ce Ail bids received after due and proper advertisement, were publicly opened and read, at 2:00 p.m. on January 6, 1989, in the Office of the Manager of General Services. II. Current Situation A. Two (2) vendors responded with bids. Bid tabulation is attached. Bids for each item were evaluated in a consistent manner. The results of those evaluations are as follows. Item ~1 - only one (1) bid was received. That bid, submitted by Magic City Motor Corp., meets all required specifications. Item ~2 - The lowest bid on the two (2) new Vans, submitted by Dominion Car Co., took an exception to Fuel Tank size. That exception does not substantially affect the price, quality, quantity or delivery and is determined to be an informality as defined in Section 23.1-3 of the Code of the City of Roanoke. III. IV. Requested vehicles will replace existing vehicles which have recorded in excess of 100,000 miles. Issues A. Need B. Compliance with Specification C. Expense Reimbursement D. Fund Availability Alternatives Accept the lowest bids to lease vehicles for the Sheriff's Department for a period of forty-eight (48) months as follows: One (1) new, full-size, 4 door sedan from Magic City Motor Corp. for the cost of $407.48 per month. a) Need - Requested vehicle is necessary to perform required duties of the Sheriff's Department. b) Compliance with Specification - The bid submitted by Magic City Motor Corp. meets all required specifications. c) Expense Reimbursement - The State of Virginia will reimburse at twenty-one ($.21) per mile for this vehicle. d) Fund availability - Funds are available in the Sheriff's Department, Equipment Rental Account 001-024-3310-3070. Two (2) new 8 passenger Vans from Dominion Car Co. for the cost of $415.70 per month, per unit. a) Need - Requested Vans are necessary for continued transportation of prisoners. b) Compliance with Specifications - The bid submitted by Dominion Car Co. took one (1) exception to the specifications. That exception does not substantially affect price, quality, quantity or delivery and has been determined to be an informality as defined in Section 23.1-3 of the Code of the City of Roanoke. c) Expense Reimbursement - The State of Virginia will reimburse at twenty-five ($.25) per mile for these Vans. d) Fund availability - Funds are available in the Sheriff's Department, Equipment Rental Account 001-024-3310-3070 B. Reject all Bids Need - The objective to continue required duties in the Sheriff's Department, could not be accomplished. Compliance with Specifications would not be a factor in this alternative. Expense Reimbursement would not be a factor in this alternative. Fund Availability - Designated Funds would not be expended. Recommendation Council concur with Alternative "A" - accept the lowest bids to lease vehicles for the Sheriff's Department for a period of forty-eight (48) months as follows: One (1) new full-size, Magic City Motor Corp. $407.48 per month 4 door sedan from for the cost of Two (2) new 8 passenger window Vans from Dominion Car Co. for the cost of $415.70 per month, per unit B. Reject other Bid Respectfully Submitted, Committee: Sheriff, W. Alvin Hudson D. Darwin Roupe cc: City Attorney Director of Finance 0 ,,-I February 6, 1989 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Monthly Financial Report Attached is a copy of the financial report for the month of December, 1988. JMS/kp GENERAL FUND CONTINGENCY BALANCE AS OF DECEMBER 31, 1988 General Contingency: Balance July 1, 1988 Economic Development Economic Development Economic Development Social Services Health Department Health Department Contributions Social Services Jail Finance City Manager Economic Development Building Maintenance Economic Development City Manager Emergency Services Residual Fringes TAP State Reimbursement Municipal Auditing Engineering Cormmonwealth Attorney City Manager Grounds Maintenance Advertising Advertising Trinkle Property Option Local Match Equipment Equipment Christmas Decorations Local Match Local Match Equipment Subsidy to VWCC Supplies Building Remodeling Trinkle Building Expenses PTI Professional Services NOAA Wire Service BC/BS Transitional Living Center Jail Pods Independent Audit Soil Survey Local Salary Match Strategic Planning Equipment Rental 412,097 1,700 4,667 3,000 16,344 4,495 1,847 25,000 6,402 1,200 1,786 1,567 3,000 1,805 1,975 4,540 4,09'7 26,950 17,847 24,000 8,000) 8,500) 5,688) 3,535) 5,000) $ 277,152 Maintenance of Fixed Assets Contingency: Balance July 1, 1988 200,000 Equipment Replacement Contingency: Balance July 1, 1988 School Board Grounds Maintenance City Treasurer Commissioner of Revenue Billings & Collections Billings & Collections Conununity Planning Community Planning Emergency Med. Services Emergency Med. Services Buses Tractor Personal Computers Computer Printer Equipment Equipment Personal Computers Personal Computers Communications Equipment Communications Equipment 750,000 150,000 4,870 2,500 3,336 14,900 12,706 4,002 4,002 2,060 5,000) 546~624 Total Contingency Balance $1r023¢776 CITY OF ROANOKE GENERAL FUND STATEMENT OF REVENUE General Property Taxes O~her Local Taxes P~rmits Fees and Licenses Fines and Forfeitures Revenue Frc~ Use of MonaF & Propert7 Education Grants-in-Aid Co~onwealth Grants-in-hid Federal 6overnment Charges for Current Services Non-Revenue Receipts Internal Services Yea~ to ~ for the lYf/od C~x~t ~ y~ar Jul! 1-Dec. 31 Jull, 1-1)an. 31 [:'erce~u~je Revised Revenue 1987-88 19~8-89 of Chanqe F.s't./~mtes $ 14,468,661 $ 15,505,047 7.16% 10,150,180 11,373,207 12.05% 238,133 247,724 4.03% 267,934 344,253 28.48% 634,887 642,482 1.20% 13,465,551 14,132,204 4.95% 7,412,684 8,007,822 8.03% 206,399 112,017 (45.73%) 808,926 912,655 12.82% 455,021 336,676 (26.01%) 833,969 741,976 (11.03%) 40,962,775 37.85% 32,867,964 34.60% 428,500 57.81% 497,000 69.27% 1,200,500 53.52% 30,665,130 46.09% 21,842,795 36.66% 27,000 414.88% 1,781,788 51.22% 603,856 55.75% 1,494,300 49.65% Total $ 48.942.345 $ 52,356,063 6.97% $132,371,608 39.55% CitY OF ROANOKE, VIRGINIA GENERAL FUND STATEI~ENT OF EXPENDITURES AND ENCUMBRANCES Seneral Government Judicial A~linist ration Public Safety Public Works Health and ~lfare Parks, Recreation & Cultural Community Development Education Debt Service Non-Departmental July 1-Dec. 31 July 1-De~. 31 Perc~ 1987-88 1968-89 of S~. Current Fiscal Y~ar $ 3,530,577 $ 3,912,671 10.82% $ 3,907,360 1,217,138 1,328,105 9.12% 1,513,253 10,432,492 11,452,030 9.77% 12,199,243 8,684,137 9,919,451 14.22% 8,035,385 5,108,026 5,563,849 8.92% 5,702,752 1,594,798 1,762,670 10.53% 1,406,316 565,724 548,059 (3.12%) 531,306 24,570,443 25,345,801 3.16% 32,460,123 5,914,341 5,383,149 (8.98%) 2,703,984 486,422 493,405 1.44% 3,100,667 $ 7,820,031 50.03% 2,841,358 46.74% 23,651,273 48.42% 17,954,836 55.25% 11,266,601 49.38% 3,168,986 55.62% 1,079,365 50.78% 57,805,924 43.85% 8,087,133 66.56% 3,594,072 13.73% Total $ 62,104,098 $ 65,709,190 5.80% $ 71,560,389 $137,269,579 47.87% CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES AND UNEN~ERED APPROPRIATIONS SUt~ARY AS OF DECEMBER 31, 1988 Pz'~.ot Yea: Cu_-'tent Year Total Expencttt~ea gnexpe~a C~neral Government $ 1,831,006 $ 586,096 $ 2,417,102 $ 1,367,507 $ 1,049,595 Education 819,365 6,035,321 6,854,686 1,185,502 5,669,184 Recreation 813,292 813,292 732,965 80,327 Streets and Bridges 2,351,934 1,903,250 4,255,184 1,888,098 2,367,086 Sanitation Projects 6,068,395 621,310 6,689,705 4,833,561 1,856,144 Traffic Eng. & Communication 1,242,625 1,242,625 662,829 579,796 Other Infrastructure Projects 272,014 357,970 629,984 157,096 472,888 Capital Improvement Reserve 2,969,073 4,119,429 7,088,502 7,088,502 Total Capital Projects Fund $16,367,704 $13,623,376 $29.991,080 $10,827,558 $19,163,522 $ 388,205 $ 661,390 90,347 5,578,837 64,268 16,059 1,377,351 989,735 1,362,873 493,27i 51,545 528,251 208,771 264,117 7,088,50? $3,543,360 $15,620,162 CITY OF ROANOKE WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 6 MONTHS ENDED DECEMBER 31, 1988 O~eratin~ Revenue: Commercial Sales Domestic Sales Industrial Sales Town of Vinton Roanoke County Customer Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services General Expenses Pumping Stations and Tanks Purification Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Rents Miscellaneous Bad Debt Collections Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses 1988 $ 542,403 757,267 55,816 28,449 552,082 242f357 2~178~374 390,812 687,948 195,625 96f028 1~370{413 807,961 335~337 472f624 94,308 2,475 403 2~028 99~214 571,838 9~133 9~133 1987 524,673 770,608 57,443 30,190 692,181 186~022 2~261r117 368,300 755,677 208,416 87~955 1~420{348 840,769 306f982 533~787 64,677 3,137 417 3~437 71~668 605,455 13t833 13,833 Net Income $ 562~705 $ 591t622 WATER FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Water - New Service, Hyd., Lines Water - Unidentified Plant Replacement Water - Fire Hydrants Water Maintenance - Painting FC Plans & Specs CC Security/Concession Replacement FY86 Project Design Chip Drive NE @ RCIT Glade View Drive NE Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 301,114 81,887 11,754 9,364 2,858 41,486 12,103 5,550 2~775 468,891 12~103 $ 456~788 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. CITY OF ROANOKE SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 6 MONTHS ENDED DECEMBER 31, 1988 Operating Revenue: Sewage Charges - City Sewage Charges - County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Administrative and Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Bad Debt Collections Total Non-Operating Income Income (Loss) Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Total Non-Operating Expenses 1988 $2,025,790 309,397 118,998 389,323 24,407 54,476 6~149 2~928~540 607,684 2~314r318 2~922~002 6,538 453~843 ( 447~305) 109,949 13,090 2~021 125~060 ( 322,245) 51r345 51r345 1987 $2,042,341 345,958 115,732 493,598 25,818 59,963 6~061 3~089~471 560,457 2~053~910 2{614~367 475,104 447~320 27~784 142,772 7,458 3~950 154~180 181,964 60~619 60~619 Net Income (Loss) ${ 373~590) $ 121,345 SEWAGE TREATMENT FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Unidentified Construction Other Equipment S.T.P. Flood Relief Williamson Road West Sewer Project FY86 Projects Design Mud Lick Sewer - Land Purchase S.T.P. Land Acquisition Williamson Road East Sewer Ph. I, Cont. II Blue Hills Dr. Ext. @ RCIT Fine Mesh Screens Williamson Road Storm Drain Ph. 2, Cont. IIA Norwood Sanitary Sewer Replacement Williamson Road Storm Drain Ph. 2, Cont. IIB Chip Drive, NE @ RCIT Glade View Drive NE Year to Date Expenditures $ 70 211 7 623 294 556 45 ~00 22 755 795 289 18 492 380 994 23 943 43 086 360 861 164 278 245 870 4,875 5,175 Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures 2,483,908 1{912~797 571~111 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. ROANOKE REGIONAL AIRPORT CO~ISSION COMPARATIVE INCOME MTATE]4ENT FOR THE 6 MONTHS ENDED DECEMBER 31, 1988 Operating Revenue: Landing Fees Building and Equipment Rentals Terminal Building Rentals Other Property Rentals Advertising Commissions Fuel and Oil Sales Commissions Miscellaneous Fees Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating EXP. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Total Non-Operating Income Income Before Non-Operating Expense Less: Non-Operating Expense Interest Expense Total Non-operating Expense 1988 $ 216,383 76,716 95,148 15,117 12,332 813,168 21,086 32~894 1¢282~844 257,713 660¢481 918r194 364,650 265~536 99r114 67¢629 67~629 166,'743 53¢081 53~081 1987 207,095 83,977 100,917 16,018 11,550 779,898 19,869 14~598 1~233~922 209,321 629{758 839~079 394,843 290~117 104~726 78~351 78~351 183,077 55~088 55~088 Net Income $ 113~662 $ 127~989 ROANOKE REGIONAL AIRPORT CO~4ISSION CO}~ISSION Capital Outlay Not Included in Operating Expenses: Project Other Equipment Paint Hangars Overlay GA & TW Unidentified Construction Repaint R/W & T/W Markings Roof Repairs ~ Replacement Runway Extension New Terminal Building Noise Protection and Soundproofing Total Project Expenditures Less Prior Year Expenditures Total Current Year Expenditures Year to Date Expenditures $ 15,457 38,307 31,484 17,315 960 100 275,007 14,608,920 40~487 15,028,037 6~968~085 $ 8,059~952 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. CItY OF ROANOKE CIVIC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 6 MONTHS ENDED DECEMBER 31, 1988 Operating Revenue: Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Total Operating Revenue Less: Operating Exp. Before Depreciation Administrative: Personal Services Utilities and Cormmunications Administrative Expenses Promotional Expenses: Personal Services Services and Charges Total Operating Exp. Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Total Non-Operating Income 1988 $ 191,894 31,580 63,533 1,525 53,127 48~692 390r351 259,300 209,587 243,424 31,071 2~469 745r851 355,5OO) 161f465 516~965) 23,064 2~069 25{133 1987 $ 151,662 32,304 58,330 1,580 40,192 44,951 329f019 233,098 170,955 285,882 26,204 5~762 721,901 392,882) 144~618 537,500) 25,365 6~847 32{212 Net (Loss) $( 491,832) $( 505~288) CIVIC C~N~ER ~ CON?IN~ED Capital Outlay Not Included in Operating Expenses: Project Other Equipment Steps on Terrace and Handicap Ramp Trade & Convention Center Study Year to Date Expenditures $ 50,532 23,916 40r000 Total Project Expenditure Less Prior Year Expenditure Total Current Year Expenditures 114,448 15~726 98~722 NOTE: Some of these projects are continued from FY87 and FY88 with inception to date totals. CItY OF ROANOKE INTERNAL SERVICE FUND COMPARATIVE INCOME STATEMENT FOR THE 6 MONTHS ENDED DECEMBER 31, 1988 Operating Revenue: Charges for Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Total Non-Operating Income Net Income 1988 $3~115~474 3~115~474 1,816,870 835~675 2~652~545 462,929 309~016 153~913 38~893 38~893 $ 192{806 1987 $3~117,730 3~117,730 1,719,205 914{002 2~633{207 484,523 222~054 262~469 36{185 36~185 $ 298r654 13 INTERNAL SERVICE FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Mgt. Services - Other Equipment CIS - Other Equipment MVM - Furniture and Equipment MVM - Other Equipment ULS - Furniture and Equipment ULS - Other Equipment ULS - Land Purchase Year to Date Expenditures $ 18,697 73,490 942 1,754 546 768 4t446 Total $ 100f643 CITY OE ROANOKE, VIROINIA CITY TREASURER?S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR MONTH ENDEB DECEMBER 01, 1988 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUND5 OF SAID CITY THE NONTH ENOEB OECEMBEP B1, 1988. FUND BALANCE AT RECEIPTS DISBURSENENT8 BALANCE AT BALANCE AT NOV 30, 1988 DEC. 31, 1988 DEC 31, 1987 GENERAL $18,T44,088.90 $?~869,450 03 $16,859,7T1.§8 $8,?§3,T61.40 ($BOB,BB9 87) CAPITAL $17,545,584.96 $6§8,886.96 $793,B06.B0 $17,411,15§ lB $19,8§0,&84.89 DEBT SERVICE $577,310.13 s1,603,801.93 $2,086,839 02 $i§4,273.04 $168,994.81 WATER $B,§33,39R.62 $356,87081 $866,798.98 $8,648,8?B.45 SEWAGE TREATNEMT $2,366,331.36 $493,613.78 $394,883.36 $2,667,26198 $3,931,949.99 AIRPORT $B,390,432.66 $8,?06,810.16 $1,437,849.47 $3,859,413.35 CIVIC CENTER $931,638.01 $15T,960.13 $139,BD8.73 $349,339.41 K569,230.93 INTERNAL SERVICE $1,215,764.76 $540,848.51 $419,038.83 $1,33T,373.04 $941,680.56 PAYROLL ($3,534,68?16) $11,388,76823 $10,119,139.58 ($8,350,99831) 151,35T,287.39) PUBLIC A55ISTANCE ($313,386.63) $328,43?.63 $331,378.16 (S316,387.14) ($851,829.14) FIFTH DI5T CONSORTIUM ($19,403.89) $23T,989.00 $125,90886 $114~481.33 $98,433.18 GRANT PROGRAM5 ($434,814.43) $3?0,439.46 $1,156,31T.14 ($I,880,09813) ($451,395.83) TOTAL $35,823,061.3T $86,068,880.6T $33,490,964.88 $88,408,91T36 $86,894,841.79 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING I8 A TRUE 5TATENENT OF NY ACCOUNTABILITY TO THE CITY OF ROANOKE, VIRGINIA, FDR THE FUND8 OF THE VARIOUS ACCOUNTS THEBEDF FOR THE MONTH ENDING OECEHBER 31, 1988 THAT BAIO FOREGOING: CERTIFICATES CASH OF DEPOSITS UNITED STATES SECURITIES TOTALS CASH IN HAND CASH IN BANK INUESTNENT5 ACQUIRED FROM COMPETITIVE PROPOSAL8: CENTRAL FIDELITY COLONIAL AMERICAN NATIONAL BANK CRESTAR BANK DOMINION BANK SIGNET BANK SOVRAN BANK 9676,489.30 $886,487.86 $676,489.50 $88&,427.86 $9,080,000.00 $9,000,000.00 $4,000,000 O0 S4,000,0D0.00 S4,300,000.00 $4,300,000.00 $7,000,000.00 $7,000,000.00 $3,000,000.00 $8,000,000.00 TOTAL5 S90B,917.36 $83,000,000.00 $4,300,000.00 988,408,917.36 ~~~~'$~~~~~~~~$$~~~9~9~~9~$9~~$~~~~~~~~~~~~~~~~~~$~$~~~~~~~~~~~~~~~i~~$~~~~~~~~~$~$~$~~$~~~i~$~~~~~9~~~~~~~~~~~~~~~~~ DATE: JANUARY 17, 1989 ~/ ~ / ROANOKE CITY TREASURER 3.5 CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 6 MONTHS ENDED DECEMBER 31, 1988 City's Contributions Investment Income Gain on Sale of Investments Income from Bond Discount Amortization Total Revenue 1988 $ 2,171,219 1,676,921 197,132 116~386 $ 4~161~658 1987 $ 2,303,478 1,636,232 741,613 128r712 $ 4r810~035 EXPENSES Pension Payments Commissions Active Service Death Benefit Expense from Bond Premium Amortization Insurance Expense Administrative Expense Total Expenses Net Income ~ear to Date $ 2,305,010 108,367 5,668 138,136 91~602 2{648{783 1,512,875 $ 2,022,386 102,262 7,690 133,587 2,825 76~917 2~345~667 $ 2,464~368 CItY OF ROANOKE PENSION PLAN BALANCE SHEET AS OF DECEMBER 31, 1988 ASSETS Cash Investments: (market value - 1988 $91,924,261 and 1987 $81,614,008) Prepaid Expenses Total Assets 1988 1987 909 $ 371 88,137,928 $88r138~837 81,975,328 2~354 $81r978,053 LIABILITIES AND FUND BALANCE Fund Balance, July 1 Net Income Year to Date Fund Balance Total Liabilities and Fund Balance $86,625,962 lr512~875 88~138~837 $88r138~837 $79,513,685 2~464~368 81{978{053 $81,978,053 17 Or,ce of fne O~/Cle~ February 6, 1989 File #467 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: Pursuant to Chapter 9, Education, of the Code of the City of Roanoke (1979), establishing a procedure for the election of School Board Trustees, this is to advise you that the three year terms of Messrs. Edwin R. Feinour and Donald Bartol will expire on June 30, 1989. According to Section 9-16, on or before February 15 of each year, Council shall announce its intention to elect trustees of the Roanoke City School Board for terms commencing July i through (1) public announcement of such intention at two consecutive regular sessions of the Council and (2) advertisement of such intention in a newspaper of general circulation in the City twice a week for two consecutive weeks. Section 9-17 provides that all applications must be filed in the City Clerk's Office by March 10. Applications will be received until 5:00 p.m. on Friday, March 10, 1989. Application forms are available in the City Clerk's Office and may be obtained between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. Information describing the duties and responsibilities of School ~oard Trustees will also be available. Periodically over the next four months, I will keep the Council informed of the various steps to be followed throughout the selection process. "~ ~ ~'S i n c e r e l y ' ~.~,¢.~ Mar;v F. Parker, CMC City Clerk MFP:ra SB:PROC~ Room 456 Municipal Building 2t5 Church Avenue, S.W. Roanoke ~rg~nia 24011 (703) 981-2541 Office of ttqe City Clet~ February 8, 1989 File #142-169 Mr. Dan D. Oyter, Chapter Chairman American Red Cross 352 Church Avenue, S. W. Roanoke, Virginia 24016 Dear Mr. Oyter: I am enclosing four copies of Ordinance No. 29434, granting to the American Red Cross, Roanoke Valley Chapter, a revocable per- mit to mount certain flags on street lighting poles in the Central Business District of the City, upon certain terms and conditions, which Ordinance No, 29434 was adopted by the Council of the City of Roanoke on first reading on Monday, January 23, 1989, also adopted by the Council on second reading on Monday, February 6, 1989, and wilt take effect ten days following the date of its second reading. Ordinance No. 29434 wilt be effective on or after Thursday, February 16, 1989, and at such time as a copy duty signed, sealed, attested and acknowledged by an appropriate official on behalf of the Roanoke Valley Chapter of the American Red Cross, has been filed in the City Clerk's Office. Please return one copy of the abovestated Ordinance to the City Clerk's Office, Room 456, Municipal Building, Roanoke, Virginia 24911. Sincerely, City Clerk MFP:ra pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. William M. Mullins, Manager, Signals and Alarms Mr. Ronald H. Miller, Building Cor~issioner/Zoning Administrator Mr. George C. Snead, Jr., Director of Administration and Public Safety Room456 MunicipaiBuildlng 215C~urchAve,que SWRoanoke, Virglnia24011 (703) 981-254.1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The6thday of Feb~-y, 1989. No. 29434. AN ORDINANCE granting to the American Red Cross, Roanoke Valley Chapter, a revocable permit to mount certain flags on street lighting poles in the Central Business District of the City, upon certain terms and conditions. WHEREAS, the American Red Cross, Roanoke Valley Chapter, (Permittee) has requested that Council authorize the Permittee to mount certain flags on certain street lighting poles in the Central Business District of the City, Permittee's request being more particularly set forth in the letter of Dan D. Olyer, Chap- ter Chairman, dated January 10, 1989; and WHEREAS, Council is desirous of granting the request of the Permittee pursuant to certain terms and conditions. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Permission is hereby granted the Permittee to mount cer- tain flags on street lighting poles in the Central Business District of the City, the permittee's request being more par- ticularly described in the letter dated January 10, 1989, from Dan D. Oyler, Chapter Chairman, Roanoke Valley Chapter, American Red Cross, a copy of which is on file in the office of the City Clerk. 2. The permit granted by this ordinance shall be revocable at the pleasure of the City of Roanoke. 3. Any and all costs in connection with the granting of this permit shall be borne by the Permittee. 4. The Permittee shall, and by execution of this ordinance, does agree to indemnify and save harmless the City, its officers, agents and employees from any and all claims, legal actions, and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Permittee's intentional acts or negligent acts or omissions with respect to the rights or privileges granted hereby. 5. Permittee shall give notice to the City's Director of Public Works prior to entry on to City property or City facili- ties for installation or mounting of the flags. 6. The permit granted by this Ordinance shall expire, by its own terms, without notice, at midnight on March 15, 1989. 7. This ordinance shall be in full force and effect at such time after its effective date as a copy, duly signed, sealed, attested and acknowledged by an appropriate official on behalf of the Roanoke Valley Chapter of the American Red Cross, has been filed in the Office of the City Clerk. ATTEST: City Clerk. ACCEPTED AND EXECUTED by the undersigned this day of , 1989. ATTEST: ROANOKE VALLEY CHAPTER, AMERICAN RED CROSS By Title: Title: Roanoke, Virginia January 23 , 1989 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: American Red Cross - Permit Agreement I. Background: During March 1988, City Council granted permission to the Roanoke Valley Chapter, American Red Cross, to hang flags from street lighting poles in the central business district. This was in recognition of Red Cross Month, to honor the thousands of volunteers who help their co~unity through service in this organization. II. Current Situation: By letter dated January 10, 1989, Mr. Dan D. Oyler, Chairman of the Roanoke Valley Chapter of the American Red Cross, has again requested permission to fly the 3 foot by 5 foot American Red Cross flags from street light poles in the central business district. III. Issues: A. Authority for Approval. B. Permit Requirements. IV. Alternatives: City Council grant the Roanoke Valley Chapter, American Red Cross, permission to hang flags from street lighting poles in the central business district. 1. Authority for approval or denial is solely City Council's. Permit requirements are basically the same as in the past. To provide further protection to the City, the Roanoke Valley Chapter, American Red Cross, has agreed to obtain public liability insurance, as recommended by the City's Risk Management Officer. The City will be named as an additional insured on the policy. City Council deny the request of the Roanoke Valley Chapter, American Red Cross. l. Authority for approval or denial is solely City Council's. 2. Permit requirements would not be an issue. Mayor and Members of Council Page 2 V. Recommendation: It is recommended that City Council approve the appropriate measure, as prepared by the City Attorney, granting permission to the American Red Cross to display flags in the central business district from March 1, 1989, thru March 15, 1989. Respectfully submitted, W. Robert Herbert City Manager WFC:pr Attachment pc: Mr. Dan D. Oyler, Chapter Chairman, American Red Cross, 352 Church Avenue, SW, Roanoke, VA 24016 Mr. William F. Clark, Director of Public Works Mr. George C. Snead, Director of Administration & Public Safety Mr. William M. Mullins, Manager, Signals & Alarms Mr. Ronald H. Miller, Building Commissioner American Red Cross Roanoke Valley Chapter Blood Services, Appalachhm Re~ion 352 Church Avenue, S.W. Roanoke, Virginia 24016 (703) 985-3535 Janumy 10. 1989 Dear Bob, It's time, once again, to prepare for our annual March Month activities at the Roanoke Valley Chapter. March is declared American Red Cross Month by the President of the United States, and we try to raise local awareness of our programs by holding special events. As in the past, we'd like to fly the American Red Cross flags in downtown l~anoke for a two-week period in March, 1989. We do this in honor of the thousands of hours of public service performed each year by our local volunteers. The flags measure three-by-five feet, and are hung on wooden staffs which we mount along the downtown streets. We would appreciate the City Council's consent for us to display these flags from Wednesday, March 1st, through Wednesday, March 15th. The streets we have used tn the past include Campbell Avenue, Church Street, Jefferson Street and the Market Square. All costs and labor in this project will be the responsibility of the Roanoke Valley Chapter, including an insurance provision to cover any potential damages. Thank you for your consideration in this matter. I look forward to your response. Sincerely, E ~ n~D.~ler,~h~an Roanoke Valley Chapter cc: Mayor Noel Taylor Mr. W. Robert Herbert City Manager City of Roanoke 215 Church Avenue, S.W. Roanoke, Virginia 24011 - A Partner In Fund Raising Office of the City Cle~ February 8, 1959 File #137-~i~0~' The Honorable John W. Warner United States Senator 421 Russell Senate Office Building Washington, D. C. 20510 Dear Senator Warner: I am enclosing copy of Resolution No. 29449, urging the 1989 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for vet- erans to be located on a site to be donated by the City of Roanoke, which Resolution No. 29449 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, SHE: ra Enc. Sandra ft. Eakin Deputy City Clerk Room 456 Municipal Building 215 C~urch Avenue SW Roanoke V~rg~nia 240t I (703) 98~-254'~ WASHINGTON. D.C. 20510 February 16, 1989 Ms. Sandra H. Eakin Deputy City Clerk 215 Church Avenue, SW, 456 Roanoke, Virginia 24011 Dear Sandra: Thank you for sending me the materials on Resolution No. 29449. I have passed the information on to Kerry Walsh Skelly, my Legislative Director, and her staff. I know they will find it useful in the months ahead. On January 31, Senator Warner and I introduced legislation (S. 284) to remove a federal restriction from 17 acres of land adjacent to the Salem VA Medical Center. Senator Warner and ! will endeavor to see that the 101st Congress passes this legislation. Sincerely, CSR/pcb Office of ~e Ci~ Oerk February 8, 1989 File #137-44 The Honorable Charles Robb United States Senate 517 Hart Office Building Washington, D. C. 20510 Dear Senator Robb: I am enclosing copy of Resolution No. 29449, urging the 1989 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for vet- erans to be located on a site to be donated by the City of Roanoke, which Resolution No. 29449 was adopted by the Council of the City of Roanoke at a regular meeting held on ~ionday, February 6, 1989. Sincerely, SHE:fa Enc. Sandra H. Eakin Deputy City Clerk Room 456 Municipal Building 215 C~urch Avenue, SW Roanoke. V~rg~nia 24011 (703) 981-254'~ Office of ~ne Cit~ Clerk February 8, 1989 File #137-44 The Honorable James R. Olin United States Congressman 1207 Longworth House Office Building Washington, D. C. 20515 Dear Congressman Olin: I am enclosing copy of Resolution No. 29449, urging the 1989 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for vet- erans to be located on a site to be donated by the City of Roanoke, which Resolution No. 29449 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, SHE: ra Enc. Sandra H. Eakin Deputy City Clerk Room 456 Municipal [~uilOin~ 215 C~urch A,,~.nue SW D4x~noke ~4rg,n~a 24~)11 (703) 98t.2541 Office of the Ci~ Cter~ February 8, 1989 File #137-44 The Honorable J. Granger Macfarlane Member, Senate of Virginia Room 382, General Assembly Building 910 Capitol Street Richmond, Virginia 23219 Dear Senator Macfarlane: I am enclosing copy of Resolution No. 29449, urging the 1959 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for vet- erans to be located on a site to be donated by the City of Roanoke, which Resolution No. 29449 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, SHE: ra Enc. Sandra H. Eakin Deputy City Clerk Room 456 Munici~:~cil Building 215 C~urch Avenue SW RoanOke ~rg~nia 240t 1 (703) 981-2541 Oftlce o~ ~e City Cler~ February 8, 1989 File #137-44 The Honorable A. Victor Thomas Member, House of Delegates Room 814, General Assembly Building 910 Capitol Street Richmond, Virginia 23219 Dear Delegate Thomas: I am enclosing copy of Resolution No. 29449, urging the 1989 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for vet- erans to be located on a site to be donated by the City of Roanoke, which Resolution No. 29449 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerelyj Sandra H. Eakin Deputy City Clerk SHE:ra Enco 456 Muni¢i~x~l Bullcllncj 215 C~urch Avenue SW Roonoke ~rg~nia 240t t (?03) 981-254.1 Off~ce of ~e CiW Cler~ February 8, 1989 File #137-44 The Honorable Clifton A. Woodrum, III Member, House of Delegates Room 810, General Assembly Building 910 Capitol Street Richmond, Virginia 23219 Dear Delegate Woodrum: I am enclosing copy of Resolution No. 29449, urging the 1989 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for vet- erans to be located on a site to be donated by the City of Roanoke, which Resolution No. 29449 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 6, 1989. Sincerely, Sandra H. Eakin '~ Deputy City Clerk SHE: ra Enc. Room 456 Municipal BuilOing 215 C~urch Ave,que SW Roono,ke V~rg~nia 240t I (703) 98%2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, TD~ 6thday of February, 1989. N~. 29449. A RESOLUTION urging the 1989 Session of the General Assembly and the United States Congress to appropriate funding for a much-needed State nursing home for veterans to be located on a site to be donated by the City of Roanoke. WHEREAS, the City of Roanoke owns a parcel of land of approximately 16.8 acres located on Shenandoah Avenue, N. W., known as Veterans' Park, and the City is prepared to donate such property to the Commonwealth for construction of a State nursiog home for veterans; WHEREAS, the 1989 Session of the General Assembly enacted Senate Bill 318, sponsored by Senators Macfarlane and Goode, which authorized the Governor to accept a deed to such property from the City; WHEREAS, the Commonwealth does not currently have a State veterans home, and thirty-four other states have such facilities; and WHEREAS, Council believes that the City's property adjacent to the Salem Veterans Administration Hospital is peculiarly suited to be the site for a State nursing home for veterans and that such facility would provide a much-needed level of less expensive health care for veterans which would be cost effective for the Federal and State governments; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. Council urges the 1989 Session of the General Assembly and the United States Congress to appropriate funds for a much-needed State nursing home for veterans to be located on the site to be donated by the City of Roanoke. 2. The City Clerk is directed to forward an attested copy of this resolution to The Honorable John Warner, United States Senator; the Honorable Charles Robb, United States Senator; the Honorable James R. Olin, Member, House of Representatives; the Honorable J. Granger Macfarlane, Member, Senate Member, House of Delegates; Member, House of Delegates. of Virginia; the Honorable A. Victor Thomas, and the Honorable Clifton A. Woodrum, III, ATTEST: City Clerk. WILBURN C. DIBUNG, JR. Cn~ ATTORNEY CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY 464 MUNICIPAL BUILDING ROANOKE, VIRGINIA 24011-15g5 January 30, 1989 The Honorable Howard E. Musser Member, Roanoke City Council 2667 Wilshire Avenue, S. W. Roanoke, Virginia 24015 Re: State Veterans Home Dear Howard: As you requested, I have drafted a resolution urging the 1989 Session of the General Assembly and the United States Congress to appropriate funds for a State veterans home to be located on a site to be donated by this City. It appears to me that funding for this type of facility would need to be appropriated by both the Federal and State governments, however, if you would like to have the reso- lution redrafted to make the request solely to the General Assembly, please let me know. If you have any comments or suggestions with respect to the draft resolution, do not hesitate to call me. I am sure that l/ary Parker will be pleased to place it on the agenda for you if you will give her a call in advance of the February 6, 1989, Council meeting. With kindest personal regards, Sincerely yours, Wilburn C. Dibling, City Attorney Jr. WCDJr:fcf Enclo~ cc:4/Mary F. Parker, City Clerk