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Council Actions 12-12-88
Garland (293901 REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL December 12, 1988 7:30 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. (Council Member Bowles, Trout, and Mayor Taylor were absent.) The invocation will be delivered by The Reverend Charles T. Green, Chaplain, Roanoke Memorial Hospital. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Vice Mayor Beverly T. Fitzpatrick, Jr. BID OPENINGS A. Rids for widening turn lanes, storm drain improvements, and traffic signal foundations at Orange Avenue and Granby Street, N. E. Three bids were referred to a comm- ittee .composed of Messrs. Garland, Chairman, Clark and B. Bids for installation of an elevator for handicapped persons and related uses at the Roanoke Civic Center. Five bids were referred to a committee composed of Messrs. Garland, Chairman, Clark and Snead. PUBLIC HEARINGS ) A. Kiser. A. Public hearing on the reouest of the City of Roanoke to vacate, a certain portion of a previously recorded sub- division, pursuant to Section 15.1-482 (B) of the Code of Virginia (1950), as amended. Mr. W. Robert Herbert, City Manager· Adopted Ordinance No. 29390 on first reading. (4-0) Public hearing on the request of Mr. Teddy R. Roundtree, that a tract of land located on the westerly side of Peters Creek Road, N. W., containing 0.63 acre, more or less, designated as Official Tax No. 2770101 and a portion of Official Tax No. 2770104, be rezoned from C-1, Office District, to C-2, General Commercial District. Mr. W. H. Fralin, Attorney. Adopted Ordinance No. 29391 on first reading. (4-0) CO~ISENT AGENDA {Approved 4-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COUNCIL AND WILL BC ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERC WILL BC NO SEPARATE DIS- CUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY· * Request of the City Manager for an Executive Session to discuss the use of real property for public purpose, pursuant to Section 2.1-344 (a) 12), Code of Virginia 11950), as amended. C-1 C-2 C-3 C-4 C-5 C-6 C-7 Minutes of the regular meeting of Council held on Monday, August 22, 1988. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. A communication from Vice Mayor Beverly T. Fitzpatrick, Jr., requesting an Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, com- missions and committees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. aECOMI~NDED ACTION: Concur in request for Council to convene in Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.l-344 (a) (1), Code of Virginia (1950), as amended. A communication from ~rs. Carol B. Marchal tendering her resignation as a member of the Youth Services Citizen Board. RECOMMENDE~ ACTION: Receive and file the communication and accept the resignation with regret. A communication from lirs. Eugenia L. Taubman tendering her resignation as a member of the Roanoke Arts Corr~nission. aECO~NDED ACTION: Receive and file the communication and accept the resignation with regret. A list of items pending from July 10, 1978, through November 2,~, 1988. RECOMmeNDED ACTION: Receive and file. Qualification of Mrs. Marilyn C. Curtis and Mr. James Turner, Jr., as Trustees of the Roanoke City School Board for terms of three years each, commencing July i, 1988 and ending June 30, 1991. ' RECOMMENDED ACTION: Receive and file. Qualification of Mr. Stephen A. Mancuso as a member of the City of Roanoke Transportation Safety Corr~nission for a term ending October 31, 1991. RECOI,iMENDED ACTION: Receive and file· REGULAR AGENDA Hearing of Citizens Upon Public Matters: Petitions and Communications: None° (2) 1. A communication from Mr. Donald S. Caldwell, Commonwealth's Attorney, recommending acceptance of funds from the State Compensation Hoard, in the amount of $14,291.00, to provide funds for an additioaal Assistant Attorney [ position; and transfer $5,688.00 as the City's supplement to make the position con- sistent with the City's Pay Plan. Adopted Ordinance No. 29392 on first reading, 4-0, aS amended. 2. A report of the City Manager concurring in the above recommendation. Received and filed. ¸5. Reports of Officers: a. City Manager: be Briefings: None. The City Manager introduced Mr. R. F. Hyatt, Manaqer of the Cit~ Nursing Home, and Mr. Mark Johnson, Super- ~tems Recommended for Actions intendent of the Juvenile Detention Home, who were recently promoted to their respective ~qs~i°~p~rt recommending authorization to execute a contract with the State Department of Health for health and environmental services to the citizens of the City of Roanoke. Adopted Ordinance No. 29393 on first reading, 4-0, as amended. 2. A report recommending adoption of a Municipal Fire Alarm System policy. Concurred in the City Manager's recommendation. 3. A report recommending authorization to request that the Soil Conservation Service include the City of Roanoke in the State Soil Survey Program by offering to share in the cost of conducting the soil survey, in an amount not to exceed $8,500.00; and transfer of funds therefor· Adopted Ordinance No. 2~394 on first reading, 4-0, as amended, 4. A report recommending authorization for payment to E. C. Pace Company, Inc., for performing certain emergency corrective storm drain improvements on the Hunting Hills Shopping Center site; and appropriation of funds therefor. Adopted Ordinance No. 29395 on ~irs~ reading, 4-0 as amended. Adopted Resolution No. Director of Finch'ce:~2~396. (4-0) I. A report recommending the close-out of Victim Witness Grant No. 87-A6524, and certain appropriation and reve- nue adjustments therefor. Adopted Ordinance No. 29397 on first reading, 4-0, as amended. Reports of Cor, mittees: ~inutes of the Audit Corr~ittee meeting held on Monday, November 28, ~988. Council Member David A. Bowers, Chairman. Received and filed. A report of the Audit Committee recommending execution of an agreement with Peat Marwick Main & Company for perfor- 3) Ce mance of annual audits of the City's finances for each of the fiscal years ending June 30, 1989 through 1992; and appropriation of funds therefor· Council l{ember David A. Bowers, Chairman. Adopted Ordinance No. 29398 on first . reading, 4-0, as amended. Adopted Ordinance No. 29399 on A report of the Water Resources Committee reco~ending authorization to discard the No. 7 White Blower Engine at the Sewage Treatment Plant, and accept bids for a new diesel fired replacement engine. Council Member Elizabeth T. Bowles, Chairman· Adopted Ordinance No. 29400 on first reading, 4-0, as amended. A report of the Water Resources Committee recommending authorization to abandon a certain water line easement and dedicate thirteen new water line easements serving Crossroads Consumer ~4all. Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 29401 on first reading, 4-0, as amended. A report of the Water Resources Committee recommending authorization for acquisition of properties located at 8309 through 3315 Williamson Road, N. E., to be added to the Oakland Elementary School property; and appropriation of funds therefor. Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 29402 and Ordinance No. 29403 on first reading, 4-0, as amended. A report of the Water Resources Cor~ittee recommending authorization for acquisition of property located at 422 Albemarle Avenue, S. W., to be added to the Highland Park Elementary School property; and appropriation of funds therefor· Council Member Elizabeth T. Bowles, Chairman· Adopted Ordinance No. 29404 and Ordinance No. 29505 on first A report of the Water Resources Committee recommending authorization for extension of a County of Roanoke sanitary sewer line t~rough an existing public utility easement in the Roanoke Centre for Industry and Technology, and rede- signation of the approximately 800 foot length of the ease- ment containing the sanitary sewer as "Public Utility and Sanitary Sewer Easement·" Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 29406 on first reading, 4-0, as amended. Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: a. Ordinance No. 29381, on second reading, authorizing the proper City officials to enter into a lease agreement bet- ween the City and the Commonwealth of Virginia and/or Virginia Polytechnic Institute and State University for use of the premises at 111 through 117 Church Avenue, upon cer- tain terms and conditions. Adopted Ordinance No. 29381. 14-o/ ~otions and Miscellaneous Business: a· Inauiries and/or co~ents City Council. first reading, 4-0, as amended. reading, 4-0, as amended. by the Vice Mayor and members of Vacancies on various authorities, corr~ittees appointed by Council. 1~. Other Hearings of Citizens: Appointed Mr. Lawrence M. Taylor as a member of Crystal Spring Pumping Station. boards, commissions and the Advisory Committee December 12, 19~8 ~ff~ Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: I wish to request an Executive Session to discuss the use of real property for public purpose, pursuant to Section 2.1-344(a)(2) of the Code of Virginia (1950), as amended. Respectfully submitted, W. Robert Herbert City Manager WRH/ga 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 the Council December 12, 1988 The Honorable 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, hoards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. Sincerely, ~everty~ · ~tgpatri~k, Jr. Vice-Mayor BTFjr:se Room 456 Municipol Building 215 O~urch Avenue, SW. Roonoke, Virginia 2401 t (703) 981-2541 Office of the Ci~ C~e~ December 19, 1988 File ~15-304 ~frs. Carol B. Marchal 2320 Mount Vernon Road, S. Roanoke, Virginia 24015 Dear Mrs. Marchal: Your communication tendering your resignation as a member of the Youth Services Citizen Board, was before the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1988. On motion, duly seconded and adopted, the communication was received and filed and the resignation was accepted with regret. The Members of Council requested that I express their sincere appreciation for the many services you have rendered to the City of Roanoke as a member of the Board. Please find enclosed a Certificate of Appreciation issued by the Mayor on behalf of the Members of City Council. Sincerely, Sandra H. Eakin Deputy City Clerk SHE:sw pc: The Reverend Uias N. Broady, Chairman, Citizen Board, 2204 Lynnhope Drive, N. 24017 Ms. Marion V. Crenshaw, Youth Planner Youth Services W., Roanoke, Virginia Room 456 Municipal Building 215 C'~urch Avenue SW Roanoke V~rg~nia 2401 t (703) 98%2541 November 22,1988 The Honorable Mayor and Members of Roanoke Virginia Dear Members of Council City Council Please accept my resignation from the Youth Services Citizen Advisory Board. Serving on this Board for the last five years has given me the opportunity to work with many of the dedicated people on the various boards and commissions, as well as those employed by the City. The time and effort so freely given by all I have met is a tribute to both citizen participation in government and your positive leadership. Thank you for giving me the chance to more fully appreciate the City of Roanoke and its citizens. Sincerely, ..: Carol B. Marchal Office of ~e City Clerk December 19, 1988 File ~15-230 Ms. Eugenia L. Taubman 2818 Avenham Avenue, S. W. Roanoke, Virginia 24014 Dear ~s. Taubman: Your conwunication tendering your resignation as a member of the Roanoke Arts Corr~ission, was before the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1988. On motion, duty seconded and adopted, the communication was received and filed and the resignation was accepted with regret. The Members of Council .equested that I express their sincere appreciation for the many services you have rendered to the City of Roanoke as a member of the Commission. Please find enclosed a Certificate of Appreciation issued by the Mayor on behalf of the Members of City Council. Sincerely, Sandra ~. Eakin Deputy City Clerk SHE:sw pC: Mr. Timothy L. Jamieson, Chairman, Roanoke Arts Corr~nission, 6857 Sugar Rum Ridge, Roanoke, Virginia 24018 Ms. Joyce A. Sink, Secretary, Roanoke Arts Cor~ission Room456 MunicipalBuilding 215 C'J]urch Avenue SW Roanoke V~ro~nia24011 (703) 981-2541 Loire November 23, 1988 Mrs. Eugenia L. Taubman 2818 Avenham Avenue, S. W. Roanoke, Virginia 24014 Dear Jenny: It is with much regret that I accept your resignation. You have added a wonderful sense of enthusiasm to the Commission and pro- vided many great ideas and opinions. Your presence will be sorely missed by all Commission members. It is not appropriate that I ask you to reconsider, but if time ever permits your return, please let us know. Our best wishes go with you on whatever you do. Sincerely, T~i ~mm Jamffeson, Chairman Roanoke Arts Commission TJ:jas cc:~/M~. Mary F. Parker, City Clerk Personal Image Jenny Taubman · Consultant 28t8 ~ A~nu~, S.W. F~n~N~, ~ 24014, Tel.. (703) 342-7~ October 27, 19~8 Hr. Timothy L. Ja~ieson, Chairman Roanoke Arts Commission 6857 Sugar Run Ridge Roanoke, Virginia 24018 Dear Tim, I am resigning f~' the Roanoke Arts Commission effective this date. I .regret having to do so, but my reasons are sim~¥ time &l!ocatlon; I find that I a.m %mable to meet the Commi~h's meeting dates .half of the tlme~ ".and as such I a~ no~~ effective participant which is unfair to the other m~$. This action in no way diminishes my interest in ~ Roanoke Arts Commission, and I will be happy to participate tn~"'~e of the projects. Please pass on my thanks to the members for their kindness~ ELT/jd of the Commission Mrs. Eugenia L. T~ubman Pending Items from July 10, 1978, Referral Date Referred To 7/19/78 City ~anager 8/12/85 City Manager 2/23/87 Regional Cable Television Corr~ittee 6/29/88 Regional Cable Television Committee 8/8/88 City Manager 1989-90 Budget Study 8/8/88 City Manager Special Events Committee through November 28, 1988. Item Recommendation No. 11 con- tained in the Mayor's 1978 State of the City Message. (Development of Mill ~oun- tain - hotel.) Mayor's 1985 State of the City recommendation No. I - establishment of a working relationship with the volunteer rescue squads and the Roanoke Historical Society for the purpose of establishing a museum and national headquarters for volunteer rescue squads in the City. 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. 1 - 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. 3 - designation of the City of Roanoke as the premiere "Festival City" of Virginia, including development of a yearly calendar of public events and festival activi- ties. Pending Items Referral Date 818/88 ~/12/88 9/26/88 9/26/88 10/10/88 from July 10, 1978, Referred To City Manager City Attorney City Manager City Manager City Attorney City Manager City Attorney City Manager through November 28, 1988. Item ~4ayor's 1988 State of the City recorr~endation No. 4 appointment of a Drug Abuse Task Force. Mayor's 1988 State of the City recorr~nendation 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. Corr~nunication from Council Member David A. Bowers with regard to the City hiring a lobbyist in the Washington, D.C., area to assist the City in discovering new funding sources which might be available. Comments of Mr. William Jones, 2904 Bradley Street, N. E., regarding gasoline fumes emanating from a house next door to his residence, indecent exposure, and drink- ing in public. 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. -2- Pending Items from July 10, 1978, Referral Date Referred To 10/17/88 City Manager 10/24/88 City Manager 11/14/88 City Manager City Attorney City Manager through November 28, 1988. Item Communication from Council ~ember David A. Bowers requesting additional infor- mation prior to April I, 1989, regarding progress of the City administration in designating additional buildings in the downtown area as historic sites. Comments of Mrs. Gladys O'Neal ~rown, Community Awareness Organization, regarding excessive water run-off in the 2100 block of Staunton Avenue, N. W. Final report of the Office on Youth's Adolescent Pregnancy Task Force. Report of the City Planning Commission recommending approval of the proposal of the Citizens' Advisory Committee on City-Wide Parks Study to name the sports complex area near Victory Stadium, "Roanoke River Sports Complex." -3- CY~ce of ~e City Cler~ December 19, 1988 File ~15-4,~7 ~.o James M. Turner, Jr., Roanoke City School Board P. O. Box 1~20 Salem, Virginia 24153 Chairman Dear Hro Turne.: This is to advise you that Mrs. Marityn C. Curtis has qualified as a Trustee of the Roanoke City School Board for a term of three years, commencing July 1, 1988, and ending June 30, 1991. Since.ely, ~andra H. ~akin Deputy City Cle.k SHE:sw R~om 456 Municipal Builcling 215 Church Avenue S W Roanoke '~rg~nia 24011 (703) 98t-2,54.1 0-2 BI~ 0016 PO 01630 Oafh or ^ffirmafi 6 ce 8t~ta ot g/~, Oitl/o)~ Romm/~, to .~: I, Hari Iyn C. Curtis .do ~olemnly swede (or'~) tl~t I will support the Constitution o! the United States, and the Constitution o! the State of Virginia, and that I will faithfully and impsrtinlly discharge and perform all the duties incumbent upon me -- a Trustee of the Roanoke City School Board for a term of three years commencin9 July 1, 1988, and endln9 June 30, 1991. according to the best of my ability. 8o help me God. May 4, 1988 Office of the City Clen4 File #15-467 Mrs. Marilyn C. Curtis 1718 Jersey Avenue, N. W. Roanoke, Virginia 24017 Dear Mrs. Curtis: At a regular meeting of the Council of the City of Roanoke held on Monday, May 2, 1988, you were elected as a Trustee of the Roanoke City School Board for a term of three years coramencing July i, 1988, and ending June 30, 1991. 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, S.W. Please qualify for your position by June 30, 1988. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were elected. Sincerely, Sandra H. Eakin Deputy City Clerk SHE:ra Eno o pc: Mr. Edwin R. Feinour, Chairman, Roanoke City School Board, 3711Peakwood Drive, S. W., Roanoke, Virginia 24014 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. 0. Dox 13105, Roanoke, Virginia 24031 Mr. Joel ~{. Schlanger, Director of Finance Room 456 Municipal Building 215 C~urch Avenue, S.W. Roonc~e, Virginia 24011 (703) 98t-2541 COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Sandra Ho Eakin, Deputy City Clerk, and as such Deputy 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 2nd day of May, 1988, MARILYN C. CURTIS was elected as a Trustee of the Roanoke City School Board for a term of three years commencing July 1, 1988, and ending June 30, 1991. Given under my hand and the Seal of the City of Roanoke this 4th day of May, 1988. Deputy City Clerk ~" B'K 0016 PG 01631 giT',' :~: :: ~': Oath or Affirma~ioo_,of Office l, James M, Turner! Jr. .domlma~ly~(oza~rm) timt I roll faithfully ~d im~art~lly di*char~e ~l p~orm ~/1 ~e du~ ~eum~t a Trustee of the Roanoke City School Board for a term of three years' commencing July 1~ 1~88~ and endtn9 June the I~mt of my ability. 8o heJp me 6ed. Office of ~e City Clen~ May 4, 1988 File #15-467 Mr. James M. Turner, Jr. 2405 Wycliffe Avenue, S. Roanoke, Virginia 24014 Dear Mr. Turner: At a regular meeting of the Council of the City of Roanoke held on Monday, May 2, 1988, you were reelected as a Trustee of the Roanoke City School Board for a term of three years commencing July 1, 1988, and ending June 30, 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 qualify for your position by June 30, 1988. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were reelected. Sincerely, SHE:fa Eric. pc: Sandra H. Eakin Deputy City Clerk Mr. Edwin R. Feinour, Chairman, Roanoke City School Board, 3711 Peakwood Drive, S. W., Roanoke, Virginia 24014 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. 0. Box 13105, Roanoke, Virginia 24031 Mr. Joel M. Schlanger, Director of Finance Room456 MunlclpalBullding 215 Church Avenue, $.W. Roanoke,'vlrg~nio24011 (703)981-254t COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Sandra H. Eakin, Deputy City Clerk, and as such Deputy 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 2nd day of May, 1988, JAMES M. TURNER, JR. was reelected as a Trustee of the Roanoke City School Board for a term of three years commencing July 1, 1988, and ending June 30, 1991. Given under my hand and the Seal of the City of Roanoke this 4th day of May, 1988. Deputy City Clerk Office of the C~ry Cler~ December 19, 1988 File ~15-20 Mr. Robert K. Bengtson, Chairman City of Roanoke Transportation Safety Commission Roanoke, Virginia Dear Mr. Bengtson: This is to advise you that ~r. Stephen A. Mancuso has quaIified as a member of the City of Roanoke Transportation Safety Commission for a term ending October 31, 1991. Sincere ',y, Sandra H. Eakin Deputy City C~erk SHE:sw Room456 MunicipalBuilding 215 C'~urch Avenue SW Roanoke ~rg~nia24~11 (703) 981-2541 0-2 Oath or Affirmation of Office State off Virginia, Citer oJ Roanoke, to .wit: I, £tt0_?i~e.n A. ~,~at~uso , 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 faithfnlly and impartially discharge and perform all the duties incumbent upon me as a ~mbcr o( tl, c Cit:! o[ ~",oano~c Tra:~si,orta~ion Sa~ty Co~:~mis~o~t according to the best of my ability. So help me God. and sworn to before me, this ~'~ ~.da~ ~_~ Subscribed ~ ~ = ~ Clerk C~ce o/~e Cis' Cle~ November 23, 1988 File #15-20 Mr. Stephen A. Mancuso General Manager Valley Metro P. O. aox 13247 Roanoke, Virginia 24032 At the regular meeting of the Council of the City of Roanoke held on Monday, November 21, 198R, you were elected as a member of the City of Roanoke Transportation Safety Conv~nission for a term ending October 3I, lqgl. 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, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were elected. Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. Robert ~. Bengston, Chairman, Transportation Safety Commission City of Roanoke Room 456 MunicJj:x~l Buitding 2t 5 Church Av~nu~ S W Roanoke Virginia 2401 t (703) 981-2541 COMr, iONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Porker, 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 2Ist day of November, 1988, STEPItEN A. MA~ICUSO was elected as a member of the City of Roanoke Transportation Safety Commission for a term ending October 31, 1991. Given under my hand and the Seal 23rd day of November, 1988. of the City of Roanoke this City Clerk Office of ~e City Cle~ December 19, 1988 File #114-209 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear ~ir. Herbert: Your report record, ending adoption of a Municipal Fire Alarm System policy, was before the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1988. On motion, duly seconded and adopted, Council concurred in the recommendation. Sincereiy, SHE:sw pc: Hr. Sandra H. Eakin Deputy City Clerk Wilburn C. DibIing, ,Tr., City Attorney Mr. William F. CIark, Director of Public Works Mr. Ronatd H. MitIer, Building Cor'~'~issioaer/Zoning Administrator lit. Alfred Beckley, ~ianager, Cor~,unications Mr. William M. ~fullins, Manager, Signals and Alarms ~lr. George C. Snead, Jr., Director of Administration and Public Safety Mr. Harry P. McKinney, Jr., Fire Chief Room 456 Municipal Bui~c~incj 215 C~urch Avenue SW ~:x~noke ~.~rg~nia 2401 t (703) 981-2541 Roanoke, Virginia December 12, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Municipal Fire Alarm System I. Background: Municipal Fire Alarm System (MFAS) was installed in early 1900's and expanded in 1920's to outlying areas (i.e., South Roanoke, Virginia Heights, & Raleigh Court). Since then some expansion has occurred in parts of Williamson Road, Hollins Road, upper end of Melrose Avenue, and some business areas. Bo Cities were given deficient points by the insurance industry for rating when figuring insurance premiums on failure to have a MFAS, improper maintenance, type, thoroughness of coverage, etc. Co The insurance industry changed deficiency point assignments around 1968 to put much less emphasis on residential coverage. Emphasis was focused on the higher risk areas such as Central Business District, industrial areas, business areas, etc. "Insurance Service Offices", the rating agency for the fire insurance industry, changed their methods again in 1980 and were mainly interested only in means of dispatching equipment which the MFAS fully met. Very little credit was given for street boxes. E. Municipal Fire Alarm System (MFAS) as of today is comprised of the following types of equipment: 1. Central Office Equipment 2. 24 miles Underground Cables 3. 8 miles Overhead Cables 4. 20 miles of Aerial Lines 5. 354 Fire Alarm Boxes Members of City Council Page 2 (a) 92 Master Boxes (interfaced to internal Local Systems ) (a.1) 6--9 Private Boxes connected to City (a.2) t_~5 City owned Buildings (a.3) 8 Schools (b) 262 Non-Master Type (Street) (b.1 12 Located on Fire Stations so that Fire Department can be summoned at night or when companies are out of stations (b.2 (b.3 28 Located in Central Business District 117 Located on arterials, or other high value areas (b.4) 105 Located in residential areas The Fire Department City Manager, which information. submitted a report in 1979 to the is attached for additional In 1987 3,424 alarms were received (of which 1,342 were false) by the City as follows: Total # of # of Malicious Unintentional All Other Local System klarms False Calls False Calls False Calls Malfunctions 1. Telephone 1,940 202 54 67 74 2. MFAS 872 397 ]70 3 218 3. Private Companies 122 35 31 -- 42 4. Radio 172 7 2 ..- ? 5. Verbal 60 3 ...... 6. Phone 911 236 13 9 3 5 7, O~her 22 ~0 -- -- -- 3,424 657 2~6 73 346 Note: Several locations counted for a large number of unintentional false alarms. Members of City Council Page 3 II. Current Situation: A. The Statewide Building Code (BOCA) requires a number of commercial, institutional, and assembly buildings to automatically notify the Fire Department on the sounding of an alarm within the building via the following means: 1. Central Station (NFPA#71 2. Proprietary System (NFPA#72D) 3. Remote System or MFAS (NFPA#72C, 72B) Today's technology allows certain use of the public switched telephone network to automatically dial "Central Stations" and to report fires. This has been brought on due to telephone companies installing fiber optic cables (Reference NFPA71). "Central Station" - An office to which remote alarm and supervisory signaling devices are connected, and where personnel are in attendance at all times to supervise the circuits and investigate signals. "Central Station System" - A system, or group of systems, in which the operations of circuits and devices are signaled automatically to, recorded in, maintained, and supervised from an approved central station having competent and experienced observers and operators who shall, upon receipt of a signal, take such action as shall be required by this standard. Such systems shall be controlled and operated by a person, firm, or corporation whose principal business is the furnishing and maintaining of supervised signaling service. There are a number of "Central Station Systems" in business today. There is one such business located in Roanoke and through electronic telephone network techniques there are several out of City that are approved. Modern technology use by telephone comDanies has provided increased capabilities such as Enhanced 9-1-1, call forwarding, etc., but also instead of using many mechanical switches a computer is used. They can "crash"; this has been brought to our attention on several occasions when the long distance into and out of Roanoke was impossible, and also by certain local crashes around the country. Members of City Council Page 4 Main trunking cables have been cut by construction or burnt up by fires putting out telephone service to thousands of subscribers; so far both C & P and MFAS have never been out of service to an area in Roanoke City at the same time. With increased use of required and non-required automatic fire suppression systems (sprinklers) and detection systems (smoke, heat, etc.), there has proven to be more chance of failures that can cause false calls other than the malicious/mischievous type and these have grown to where they approximately are equal to the malicious ones. As of today there are ~ additional Master Boxes approved for connection to the MFAS and 3 additional ones that have been discussed with Contractors or building owners. III. Issues: A. Means of reportin~ fire must be readily available. B. Means of reduction of non-true fire alarms. C. Fundin~ of programs. D. City of Roanoke will maintain a Class 3 ratin~ thereby providing citizens with attractive fire insurance rates. IV. Alternatives in order of recommendation: A. City Council concur with the five part pro~ram listed below. i City Manaqer appoint a committee comprised of Fire Department, Building Inspections, Communications, and Signals & Alarms personnel to study and recommend a method to reduce all false alarms by means of financial penalties for false calls due to malfunction or unintentional. This recommendation should be reported for Council's approval by August, 1989. The Committee should answer the following questions. (a) When to charge (b) Amount to charge (c) Method of determination Members of City Council Page 5 ii iii 11111 (d) Department in charge of administration of policy (e) Number of free disconnects for tests (f) What determines malfunction or unintentional? Not approve any additional private Master Fire Alarm Boxes (MFAB) for connection to system. Start a phase out program to remove residential street boxes on residential streets. The boxes to be removed would be decided jointly by the Fire Department and Signals & Alarms Department based on number of times pulled for false alarms and reduction of cable plant. Keep MFAS Dispatch (Alarm) circuits in operation for the time being. Take another look at means of improving or changing dispatch system in approximately five years after Computer Assisted Dispatch (CAD) has been up and running and KDT's have been proven. Keep street boxes along arterial streets, higher value areas, higher risk areas, and Central Business District, and allow existing private masters and City owned masters to stay connected for time being. Means of reporting fires must be readily available. MFAS coverage of City residential areas is very limited in that it is only in areas that were a part of the City prior to 1949. This would only have a slight effect on a small area of the City, and no effect on the City as a whole. 2. Means of reduction of non true fire alarms will be a concentrated effort by a number of departments. 3. Funding of programs Since this would be over a period of time, funding would be incorporated in regular maintenance budget. 4. City of Roanoke's Class 3 fire rating would not be affected by changes in MFAS. Continue the MFAS as presently structured. 1. Means of reporting fires must be readily available - Will stay the same. Members of City Council Page 6 Means of reduction of non-true fire alarms - Will not be addressed and number will probably increase as time goes on. 3. Funding of Programs - Will remain the same. 4. City of Roanoke will maintain a Class 3 fire rating - Could affect rating when number of alarms reach a certain point which may require additional fire personnel. City Council approve abandonment and remove MFAS totally. Means of reporting fires must be readily available Remains the same but would produce following situations. i Residential area as a whole would not be affected since boxes are only in small areas as a whole. ii Businesses that are interfaced into MFAS to automatically report fires would have to connect to private companies. iii City of Roanoke would have to change 23 systems to telephone type at an approximate initial cost of $1,000 each and an annual fee of $375 each. City of Roanoke would have to spend several hundred thousands of dollars for equipment (leased telephone lines, radios, and computer space) to meet requirement for alerting and dispatching equipment. 2. Means of reduction of non-true fire alarms. i This method would reduce false calls which came from street boxes only. (Approximately 35%) ii Would have no direct effect on those that are originated from local systems tied to MFAS or private alarm systems or Central Station Systems. Funding of Programs - Reduced funds, to some extent, for maintenance of MFAS but would require a large capital outlay of several hundred thousand dollars and the maintenance cost of that equipment would probably be about the same as existing MFAS. Members of City Council Page 7 City of Roanoke may not maintain a Class 3 or better fire rating - Would have effect on overall ratinq depending on type of dispatch equipment selected, reliability, etc. that would be selected to replace MFAS. v. Recommendation: City Council adopt Alternative "A" as the policy of the City of Roanoke with the understanding that: City Manager will present a report on charging for false calls from internal system and how to reduce these calls. Additional private Master Fire Alarm Boxes (not previously approved) will not be accepted for connection to MFAS. C. A program will be started for removal of street fire alarm boxes in residential areas. D. Dispatch circuits will be kept as is for approximately 5 years. Street boxes along arterial streetst high value areast and Central Business District, as well as existing or approved private master boxes will be allowed to remain connected and in service for the time being. Respectfully submitted, W. Robert Herbert City Manager WRH:WMMjr:jrm copy: City Attorney William F. Clark, Director of Public Works George S. Snead, Director of Administration & Public Harry P. McKinny, Jr., Fire Department Ron Miller, Building Inspections A. Beckley, Communications Department William M. Mullins, Jr., Manager of Signals & Alarms Safety DATE: TO: FROM: CITY Of F~OANOKE ~ Fire Chief Carl C. Holt SUBJECT. Report on False Alarms from Municipal Fire Alarm Boxes I. Back~round concerning Box False Alarms is as follows: False Alarms from Municipal Fire Alarm Boxes (M.F.A.B.) far outweigh the number of actual fires reported on them. DurLug the last three (3) years, 90.2% of all alarms received on M.F.A.B. were false. Fire Dispatchers advise that whenever M.F.A.B. are pulled for actual fires, one or more phone calls are taken simtultaneously, in almost every case. Be Costs of responding to false alarms received on the M.F.A.B. are mounting. Over the last three (3) years, an average of 766 false alarms received on M.F.A.B. per year cost the City appro~tely $38,300.00 in maintenance and fuel costs. (766 x $50.00 = $38,300.00) Possibility of injury to citizens and firefighters while running emergency calls to approximately 766 false alarms per year received on M.F.A.B. is steadily increasing. Delayed response to actual fires, while fire companies are out of service answering false alarms received on M.F.A.B., is a constant problem. Over-response of fire apparatus to alarms received on M.F.A.B. sometimes occurs. Example: If a box is pulled for an automobile or dumpster fire in the downtown area, three (3) engine companies, one (1) squad company, two (2) ladder companies and the Assistant Chief respond to this alarm. Costs of labor and materials to maintain and replace obsolete M.F.A.B. have reached an average of $32,000.00 per year. Most actual fires are reported by telephone. A study conducted from January 1976 to June 1978 shows that actual fires during this period were reported in the following way: 7% I .5% 8.2% 8o% - Reported on M.F.A.B. - Reported on American District Telegraph - Verbally - By Police or public radio - By telephone Current situation concerning false alarms received on the M.F.A.B. is: The number of false alarms received on M.F.A.B. far outweighs the number of actual fires reported on M.F.A.B. A fire department study conducted Lu the last three (3) years, between July 1976 and June 1979,(see attached graph) shows this fact to be true. B. Actual fires reoorted on the M.F.A.B. system h~ve decreased sLuce J~ly 1976 (see attached graph). Portions of the City without M.F.A.B. have not reported a delay of response due to the lack of M.F.A.B. These areas include P~iverdale, Garden City, East Gate, and 16 ~re miles of the 1976 annexation territory. D. Teleohones are available in most homes, even those with low income, to report fires. False alarms from M.F.A.B. are a nationwide problem. Attempts on a local level to reduce the false alarm rate from M.F.A.B., with little success, include: 1. ChanginM from non-break to break glass type M.F.A.B. 2. Addition of signs on M.F.A.B. advising people to think of what they are doing. Audible alarms attached to M.F.A.B. to sound when the box is pulled. Cash rew~rds for information leading to conviction of persons pulling false alarms. 5. Dye placed on boxes which shows up in ultra-vlolet light shi~ed on persons near box suspected of pulling same. 6. Stake-outs of boxes by Police. 7. Alteration of response to problem boxes. Nationwide studies show almost nothing is effective in reducing the false alarm rate substantially on M.F.A.B. III. Issues in order of importance are: A. Means of reporting fires must be readily available. B. Operational costs must be kept to a C. Reduction of risk of personal injury must be acheived. D. Dependability of fire department speedy response must be maintained at a high level. E. City of Roanoke will maintain a Class 3 fire rating thereby providing citizens with attractive fire insurance rates. IV. Alt err~tive s A. Do nothin~ to chan~e oresent system. 1. Respond to 'excess of 700 false alarms per yea.r, received on M.F.A.B. 2. Continue fuel and fire eouioment maintenance costs of approximately $~8.300.00 Der year. incurred responding to false alarms received by M.F.A.B. 3. Continue reolacement and repair costs of approximately $~2~000.00 per year spent on M.F.A.B. Remove all M.F.A.B., this ~0uld include master boxes, educational boxes, institutions1 boxes, residential boxes, business district boxes, al]~. fire alarm equipment. 1. Remove 325 M.F.A.B., cables, and poles at a cost of $300.00 each, total cost $97,500.00. 2. Schools, hospitals, rm~cipal ~1~1~s, p,~l~c ~atherin~ Dtaces, businesses, etc~., would be without an automatic alarm system connected to smoke detectors, heat detectors, and sprinklers. 3. Aforementioned would have to subscribe to a commercial alarm system such as American District Telegraph (A.D.T.), at present, these places pay no fee for this service provided by the City. 4- City of Roanoke would have to subscribe to a commercial alarm system such as the American District Telegraph (A.D.T.) to protect schools, civic center, fire stations, police departments, etc. 5. An excess of 200 deficiency points could be emopected under the Fire Service Communication Grading Schedule for Municipal Fire Alarm Systems with removsl of all M.F.A.B. and circuits. 6. Citizens will lose their street M.F.A.B. 7. Roanoke Fire Department would lose one of its primary alarm systems if the M.F.A.B. and alarm circuits are removed. It would be necessary to rent supervised C & P circuits for backi-ug up present alarm systems. 8. Lose 20 credit points under Fire Service Communication Grading Schedule which are given for having M.F.A.B. in residential areas - (not deficiency points). Remove M.F,A.B. from residential sections only. This would leave operable master boxes and boxes serviug businesses, schools~ old age homes, municipal buildings, places of assembly, etc. This would also leave present circuits in service. 1. Remove 23© M.F.A.B. at a cost of $125.00 each, total 230 x $125.00 equals $28,750.00. Lose 20 credit points under Fire Service Communication Grading Schedule for no fire alarm boxes iu residential areas (note: these are not deficiency points). Citizens will have to call in fires on telephones. Citizens would lose street M.F.A.B. Remove selected problem M.F.A.B. as shown in a 2~ year study conducted by the fire department, where certain M.F.A.B. have been ~;1]ed false from 10 to 80 times each. Not included are the times each M.F.A.B. has been pulled for an actual fire. (see attached false alarm problem box report). 1. Remove 51 problem M.F.A.B. at a cost of $125.00 each, total 51 x $125.00 equals $6,375.00. a. 20 M.F.A.B. from the southwest section of the City b. 27 M.F.A.B. from the northwest section of the City c. 4 M.F.A.B. from the southeast section of the City d. 0 M.F.A.B. from the northeast section of the City 2. Certain citizens will lose their M.F.A.B. 3. Certain citizens will have to report their fires and emergencies by telephone. A study compiled showing the number of phones as compared to the number of houses in a two block line east and west or north or . south of these problem boxes show that 75% of homes in these areas have telephones. This study was compiled by the Roanoke Fire Department using a 1978 City Directory and a 1978 C & P Cross Phone Directory. (see attached study). Recommendation is that the City Manager concur in Alternative "C", removing M.F.A.B. from residential sections only. At this time, this appears to be the most feasible action to follow. CCH/jd Attachments Office of the City Cie~ December 19, 1988 File #27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: [ am attaching copy of Resoiution No. 29396, authorizing and ratifying the procurement of emergency storm drain construction work in the vicinity of Hunting Hilis Shopping Center, which Resolution No. 29396 was adopted by the Councii of the City of Roanoke at a regular meeting held on Monday, December 12, 1988. Sincerely, Sandra H. ~akin Deputy City C~erk SHE:sw pc: Mr. Wilburn C. Dibling, ,Ir., City Attorney Mr. Joe~ M. Sch~anger, Director of Finance Mr. William F. C~ark, Director of Public Works Mr. Char~es ~. ~uffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. Kit ~. ~iser, Director of Utilities and Operations ~r. George C. Snead, ,Ir., Director of Administration and Public Safety ~4r. D. Darwin Roupe, Manager, Genera~ Services Room 456 Municipal Builcltng 215 Church Avenu~ S W Roanoke V~rg~nia 2401 t (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 12th day of December, 1988. No. 29396. VIRGINIA, A RESOLUTION authorizing and ratifying the procurement emergency storm drain construction ~ork in the vicinity of Hunting Hills Shopping Center. of WHEREAS, §41 of the City Charter authorizes the City Manager, in an emergency requiring immediate action, to make emergency procurements of goods and services; and WHEREAS, the City Manager has advised that storm drain construction is required in the vicinity of the Hunting Hills Shopping Center in order to prevent serious storm drainage problems in the area as more particularly set forth in the City Manager's report dated December 12, 1988 to Council. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. Emergency procurement by the City of construction ser- vices necessary to provide storm drain improvements in a total estimated amount of $17,571.92 to E. C. Pace Company, Inc., as more specifically set forth in the December 12, 1988 report to this Council, is hereby authorized and ratified; and 2. The City's Manager of General Services is hereby authorized to issue the requisite purchase order for such pro- curement, and the Director of Finance is authorized and directed to make requisite payment to said firm. ATTEST: City Clerk. Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Storm Drain Revision The Hunting Hills Shopping Center Roanoke, Virginia December 12, 1988 I. Background City Council received an informational report on August 8, 1988 describing required drainage improvements along Southern Lane, S.W. just off of Franklin Road (copy attached). Hunting Hills Shopping Center is currently being constructed by B.D.& E. Development Corporation of Nashville, Tennessee with E. C. Pace Company, Inc. employed by them to install the storm drain system for the site. Construction plans were previously submitted to the City of Roanoke for review and approval. The site plan, including the storm drain system, was approved for construction on October 11, 1988. Southern Hills Storm Drain system is currently being designed "in house" by the Department of Engineering and must tie to the outfall of the Hunting Hills Shopping Center System with an acceptable transition of flow from one to the other. The shopping center developer contributed ~60~000 to the City for the off-site drainage improvements along Southern Lane. II. Current Situation Storm drain improvements being constructed by the shopping center developer progressed more rapidly than the work along Southern Lane proposed by the City. Potential problem was created when the new drainage facili- ties on the shopping center site were installed so as to out- fall into an open channel along the edge of Southern Lane. Corrective measures were taken by authorizing the Contractor working on the shopping center storm drain to extend pipes along Southern Lane so as to provide an improved transition pending construction of the City's proposed project. The estimated cost for this work is ~17~600. Page 2 City Administration has declared this situation as an emergency pursuant to Section 41, Charter of the City of Roanoke, and authorized E. C. Pace Company, Inc. to proceed with the corrective work on a purchase order basis. III. Issues in order of importance A. Legal Authority B. Cost C. Fundin~ IV. Alternatives are: Ratify action of the administration which will authorize payment to E. C. Pace Company, Inc. for the corrective work described above. 1. Legal authority for such emergency action is provided by Section 41 of the Charter. 2o Cost for E. C. Pace Company, Inc. to perform the work was determined to be reasonable because E. C. Pace Company, Inc. is currently on the job site with the necessary men and equipment available to do the work. Funding is available from the $60~000.00 already received from the Developer of Hunting Hills Shopping Center for downstream storm drain improvements. B. Do not ratify action of the administration. Legal authority still exists and the work has been completed. Contractor will have claim for work per- formed in good faith. 2o Cost of this corrective work would remain at approxi- mately $17~600.00. Funding would remain available from money ($60~000.00) received from developer to do downstream storm drain improvements. Recommendation to approve Alternative "A" which will authorize the following: Issuance of a purchase order to E. C. Pace Company, Inc. to perform the necessary work and revisions to the storm drain facilities along Southern Lane. Page 3 WRH/ES/mm Attachment: Bo Appropriation from Accounts Receivable a portion of the $60,000.00 paid by B.D.& E. Development Corporation for downstream Storm Drain Improvements in the sum of $21~086.30 to a new account titled Southern Lane Storm Drain to be established by the Director of Finance. The total sum of $21,086.30 shall include 917,571.92 project amount and $3~515.38 contingency. Respectfully submitted, W. Robert Herbert City Manager Council Report cc: City Attorney Director of Finance Director of Public Works Director of Utilities & Operations Manager, General Services City Engineer Construction Cost Technician Roanoke, Virginia August 8, 1988 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Taylor and Council Members: RE: Storm Drainage Improvements Southern Lane, S. W. Southern Lane is a narrow, one-block long road which is parallel to and east of U.S. Route 220; it is just north of the former 220 Drive-In Theatre. The area was annexed to the City in 1976. An existing open drainage ditch runs along the edge of Southern Lane at the rear of several business establishments on Route 220, including the Economy Motel, Four Seasons Plant & Pottery, and Save-X Service Station. When these properties were developed many years ago, they constructed timber walls adjacent to the drainage channel and filled right up to the edge. Obviously no evaluation was performed to determine the adequacy of the drainage channel to carry storm water runoff from the contributing watershed. This wet-weather stream ultimately becomes Ore Branch which intersects Roanoke River near the Franklin Road Holiday. Inn. For some time we have been concerned with the open drainage channel along Southern Lane. The channel continually undermines the edge of pavement and floods the road during significant storms. There is an abrupt drop of several feet immediately adjacent to the edge of the road and there are three residences on this one-block section of road dependent upon this access. Recently announced development of the former 220 Drive-In Theatre property for a Walm~rt shopping plaza has exacerbated our concerns over this open drainage channel. Computer modeling of the entire Ore Branch watershed indicates that the storm water runoff from this particular development is insignificant in comparison with the overall watershed drainage. Nevertheless, this will contribute to an already existing problem. Traditional storm water management techniques would suggest that a detention basin be included in the site development for the We]mart project. Such a facility would cost the developer approximately $60,000 to install but, as mentioned before, would have a negligible impact on the downstream drainage problems. Mayor Taylor and Council Members August 8, 1988 Page 2 We have reached agreement with the developer for an alternate approach whereby he would contribute a like amount of money to apply toward overall drainage improvements in lieu of requiring a detention basin to be installed as part of the shopping plaza. A similar agreement has been reached with another nearby property owner. While the total drainage improvements will certainly cost more than the developers would contribute, this would help to resolve the total problem rather than providing a piece-meal approach with insignificant impact. City staff is developing a total plan for addressing this issue, including a source of funds to pay for the needed improvements. As soon as we can prepare a recommendation for Council to consider, this matter will be brought to you in a report at one of your public meetings. In the meantime if there are questions concerning this matter, I will welcome your calls or suggest that you contact Mr. William Clark, Director of Public Works. Sincerely, W. Robert Herbert City Manager WRH:WFC:pr pc: Mr. William F. Clark, Director of Public Works MINUTES OF THE AUDIT COMMITTEE OF ROANOKE CITY COUNCIL November 28, 1988 4:00 - 5:30 p.m. Members Present: Others Present: E. T. Bowles, D. A. Bowers, B. T. Fitzpatrick, H. E. Musser, N. C. Taylor, J. O. Trout W. L. Brogan, W. R. Herbert, J. M. Schlanger, W. C. Dibling, K. F. Mundy, F. B. Mayorshi, T. D. McQuade, E. B. Reynolds Received, reviewed and filed the Audit Report of the City of Roanoke School Activity Funds for fiscal year ended June 30, 1988. Received, reviewed and filed the Peat, Marwick, Main & Co. Evaluation of the Municipal Auditing Department for year ended June 30, 1988. Reviewed, received and filed the June 30, 1988 Letter of Recommendations on Procedures and Controls from Peat, Marwick, Main & Co. At the Committee's request, Mr. McQuade agreed to prepare and present an orientation seminar for Audit Committee members, including the members' responsibilities and liabilities. Concurred with the report of the Audit Selection Committee and approved the acceptance of the Peat, Marwick, Main & Co. proposal to provide independent audit services for the years ending June 30, 1989, 1990, 1991, and 1992. Held an Executive Session to discuss a personnel matter, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. David A. Bowers, Chairman DATE: TO: FROM: SUBJECT: CITY OF ROANOKE Interdepartment Memorandum November 30, 1988 Mary F. Parker, City Clerk Bill Brogan, Municipal Auditor City Council Agenda Items Attached are 15 copies of the November 28, 1988 City Council Audit Committee meeting and 15 copies of the report from Councilman Bowers which was authorized during this meeting. Please put these items on the December 12, 1988 City Council agenda. Also attached are copies of the requests for preparation of the relevant ordinances. Thank you. ewb Attachments cc: Bob Herbert, City Manager Office of~ne City Cler~ December 19, 1988 File #258-181 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear ~Jr. llerbert: I am attaching copy of Ordinance No. 29381, authorizing the proper City officials to enter into a lease agreement between the City and the Cor~nonweatth of Virginia and/or Virginia Polytechnic Institute and State University for use of the premises at 111 through 117 Church Avenue, upon certain terms and conditions, which Ordinance No. 29381 was adopted by the Council of the City of Roanoke on first reading on Monday, November 28, 1988, also adopted by the Council on second reading on Monday, December 12, 1988, and will take effect ten days following the date of its second reading. Since~eiy, Sandra H. Eakin Deputy City Clerk SHE: sw pc: l{r. Witburn C. Dibting, Jr., City Attorney Mr. Joel M. Schlanger, Di.ector of Finance Mr. William F. Clark, Directo. of Public Works Mr. Brian J. Wishneff, Chief of Economic Development ~r. Kit B. Kiser, Director of Utilities and Operations Room 456 M~nicipal Building 2't5 C~urch Avenue SW Roanoke, Virginia 244])11 (703) 981-254t IN THE COUNCIL OF THE CITY OF ROANOKE, The 12th day of December, 1988. No. 29381. VIRGINIA, AN ORDINANCE authorizing the proper City officials to enter into a lease agreement between the City and the Commonwealth of Virginia and/or Virginia Polytechnic Institute and State Univer- sity for use of the premises at 111 through 117 Church Avenue, upon certain terms and conditions. BE IT ORDAINED by the Council of the City of Roanoke that the City Manager and City Clerk are authorized to execute and attest, respectively, on behalf of the City, a lease together with any appropriate accompanying documentation in form approved by the City Attorney for use of premises located on the ground level of the Municipal Parking Garage and known as lll through 117 Church Avenue, for a period of two (2) years with the lessee having the option to extend the lease for an additional three (3) year period; such lease to contain such other terms and conditions as are approved by the City Manager and as more particularly set forth in the report to this Council dated November 28, 1988. ATTEST: City Clerk. November 28, 1988 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: I. Background II. ao Need for a Graduate Center for the citizens of the Roanoke Valley was identified two years ago by the Jefferson High School Con~nittee. B. The State initially designated Virginia Western to begin the activities to act as a broker between universities in the state and business and individual needs in the Roanoke Valley. Virginia Tech, under the leadership of Dr. James McComas, has recently announced that they will be taking over that function from Virginia Western. Virginia Tech is working with the University of Virginia, Radford University, Roanoke College, Hollins College and many others, as a lead agency in getting them to work towards providing credit and non-credit courses for the citizens of the Roanoke Valley. Current Situation A. Virginia Tech is desirous of getting in identifiable space as soon as possible. They feel that it is important that the Graduate Center have a visible identity if they are going to succeed in marketing classes to the citizens and businesses in the greater Roanoke Valley. Virginia Tech, working with the City's Office of Economic Development, has identified the space in the Church Avenue Garage, formerly occupied by Macado's, as a space they feel they can get into relatively quickly and provides the visibility they desire for marketing purposes. C. Expectations are that this relationship with Virginia Tech will blossom into bigger and better developments for downtown, and have a tremendous impact for the future. Members of Council November 28, 1988 Page 2 D. The main components of the attached agreement are as follows: 1. The term of the lease would begin March 1, 1989. 2. The building would be rent free for the first two years with an option to extend the lease by three years at $7.00 per square foot. 3. The City would plan and contract for improvements to be made in the space (approximately $250,000). Virginia Tech will reimburse the City for all expenses related to improving the space. 4. Virginia Tech will pay for janitorial services and all utilities. 5. Even if the lease would be disapproved by the State, all costs incurred by the City would be reimbursed by Virginia Tech. 6. Six parking permits will be provided in the Church Avenue Garage at market rate. III. Issues A. Cost. B. Education. C. Economic Development. D. Future developments. IV. Recon~aendations Alternative A Authorize the City Manager to enter into the attached letter of agreement with Virginia Tech and a lease to be negotiated with the Commonwealth of Virginia. Appropriate $250,000 to an account to be established by the Director of Finance for the renovation of 111 to 117 Church Avenue and the establishment of an accounts receivable for the same amount for reimbursement from Virginia Tech. A. Cost to the City will be zero in that Virginia Tech will pay for all expenses incurred on the space. These permanent improvements will add substantial value to the space. B. Economic development impact will be great in that hundreds of students will be coming into the space on a daily basis, eating and shopping in downtown Roanoke. Members of Council November 28, 1988 Page 3 Education opportunities for credit and non-credit will be provided by the various universities in this space. There should also be opportunities for relationships between the Graduate Center and the City School, with the possibility of a shared computer. Do Future development involving Virginia Tech and related to other major projects in downtown is tremendous. We view this as a first investment in a long future relationship with Virginia Tech and the other universities. Alternative B Do not authorize the City Manager to enter into the attached letter of agreement with Virginia Tech and lease with the Commonwealth of Virginia. A. Cost would not be a factor. B. Economic development opportunity would be missed. Co Education opportunity would probably be provided somewhere else in the Valley. Do Future development opportunities involving the City of Roanoke and Virginia Tech would be greatly harmed. Recommend Alternative A. Authorize the City Manager to enter into the attached letter of agreement with Virginia Tech and a lease to be negotiated with the Commonwealth of Virginia. Appropriate $250,000 to an account to be established by the Director of Finance for the renovation of 111 to 117 Church Avenue and the establishment of an accounts receivable for the same amount for reimbursement from Virginia Tech. Sincerely, W. Robert Herbert City Manager WRH/BJW:kds CC: Wilburn C. Dibling, City Attorney Joel M. Schlanger, Director of Finance Brian J. Wishneff, Chief of Economic Development William F. Clark, Director of Public Works Kit B. Kiser, Director of Utilities and Operations VIRGINIA POLYTECHNIC INSTITUTE Office of Leased Property Management 205 South P~in Street (703) 961-7562 AND A LAND-GRANT UNIVERSITY STATE UNIVERSITY Blacksburg, Virginia 2,4061 November 22, 1988 Mr. W. Robert Herbert, City Manager City of Roanoke Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 Dear Mr. Herbert: Virginia Polytechnic Institute and State University {VPI&SU) is in- terested in occupying approximately 7,000 square feet of space located at 111 to 117 Church Street, Roanoke. This space is adjacent to City School and will be used for the purpose of establishing a Graduate and'Continu- ing Education Center in cooperation with other universities. It is agreed that the City of Roanoke and VPI&SU will enter into a lease subject to the Division of Engineering and Buildings and the State Council of Higher Education approval. The City of Roanoke desires to encourage the establishment of this Center for the benefit of its citizens. Therefore, the City will ac- tively promote the Center's programs and participate in assessment studies and similar activities to identify desired courses and other cur- riculum needs. VPI&SU will occupy the space rent free for a term of two years be- ginning on March 1, 1989 and terminating on February 28, 1991. Also, the City agrees to provide an option to renew the lease for a period of up to three years and at a rate not to exceed $7.00 per square foot annually, the rate to be negotiated on or before June 30, 1990. The City will allow free parking after 5:00 p.m. on weekdays and at any hour on weekends when classes are in session in the parking facility on the floors immediately above the space in question. Lights will be provided during evening class hours at the Center for those using the parking ramp. The City will provide six parking permits at market rate for Center employees from 8:00 a.m. to 5:00 p.m. daily. VPI&SU will plan a physical arrangement appropriate to the desired program and will furnish the space. They will do so in consultation Page 2 W. Robert Herbert November 22, 1988 Letter of Agreement with their academic partners (University of Virginia and Radford Univer- sity). It shall be VPI&SU's responsibility to finance the remodeling and furnishing of the Center. The City shall employ their own planning, contracting and purchasing system to effect the desired refurbishing. VPI&SU will reimburse them for such costs as per the item above. VPI&SU will reimburse the City for completed renovation should lease approval by the state not be forthcom- ing. VPI&SU shall establish an administrative presence for the Center by January 1, 1989 which shall consist of a Director for the Center and such clerical/technical support as is required. They shall do so in consulta- tion with their academic partners and others, if appropriate. VPI&SU shall be responsible for all utilities and custodial service and supplies during the 24-month term. Building maintenance will be the responsibility of the City of Roanoke. VPI&SU shall not be liable for damage or loss to either the person or property of the City of Roanoke by theft or from any other cause, un- less negligence of the University or its agents is a contributing factor in the loss. VPI&SU shall assure continuity of existing programs by working with the Center for Innovative Technology, the Virginia Western Community Col- lege, and existing personnel so that the current (Fall Term) and next (Spring Term) courses now scheduled may continue as expected. It is understood by both parties that a lease will be prepared on the Commonwealth's standard lease form and will be forwarded to Richmond for the necessary state approvals. In the interim, and with your ap- proval, we will occupy this space on a month-to-month basis. While we do not anticipate the withholding of the state's approval of the lease, I must advise you that we would be required to vacate the premises should approval not be forthcoming. Reviewed and agreed to: o~M.( Perry Interim Executive ~-Prosident and Provost Virginia Polytechnic Institute and State University W. Robert Herbert City Manager City of Roanoke