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HomeMy WebLinkAboutCouncil Actions 12-28-87 28930 (GaAland) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL December 28, 1987 2:00 p.m. AGENDA FOR THE COUNCIL C-1 Call to Order -- Roll Call. M~. Hc~vey ~ abse~. The invocation will be delivered by The Reverend Marry Woodward, Campus Minister, Hollins College. Pr~ent. The Pledge of Allegiance to the Flag of the United States of America will be Zed by Mayor Noel C. Taylor. 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. A communication from Mayor Noel C. Taylor requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Communications: None· Reports of Officers: a. City Manager: Briefings: A report transmitting a summary schedule for the fiscal year 1988-89 Community Development Block Grant budget process. Received and fdled. (1) Items Recommended for Action: 2. A report recommending authorization to execute a Letter of Agreement wi th Neighborhoods, USA, commit ting the City of Roanoke to host the 1988 Neighborhoods, USA national conference on May 25 28, 1988· Adopted R~ol~on No. 28930. {6-0) 3. A report recommending authorization to execute an amendment to the contract for services wi th the Roanoke Redevelopment and Housing Authority for fiscaZ year 1987-88. Adopted Ordinance No. 28931. {6-0) A report recommending authorization to execute an amendment to the contract for services with the Gainsboro Project Area Committee, Inc. and the Gainsboro Neighborhood Development Corporation for fiscal year 1987-88. Adopted Ordinance No. 28932. {6-0) 6. Reports A report recommending that Council authorize extension of the lease and agreement between the City, Mill Mountain Zoo, Inc., and the Roanoke Jaycees, Inc., for operation of the miniature railroad, for a three year term from January 1, 1988, through December 31, 1990. Adopted 0rdinance No. 28933 on first reading. (6-0) A report recommending that the Director of Finance be authorized to appropriate $100,000.00 from Undesignated Capital Funds to individual highway project accounts to meet anticipated expenditures· Adopted 0rdinance No. 28934. {6-0) of Committees: None. 7. Unfinished Business: None. 8. Introduction and Consideration of Ordinances and Resolutions: None. 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and members of City Council. Mr. Trout ~ pr~ented a letter from J. T. Hopki~, Jr., with regard to the flood control project. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. Other Hearings of Citizens: Appoi~ed the follo~ person: Greg T. Trafidlo James G. Harvey, II Special Even~ Committee Cable T~levision Comm~ee (2) Office of the Mayor December 28, 1987 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 NCT:se Room 452 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 2401 t (703) 981-2444 Office o¢: ~he City Cle~'k December 30, 1987 File #236-200 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report transmitting a summary schedule for the fiscaZ year 1988-89 Community Development Block Grant budget process, was before the Council of the City of Roanoke at a regular meeting heZd on Monday, December 28, 1987. On motion, filed. duly seconded and adopted, the report was received and Sincerely, Mary F. Parker, CMC City Clerk MFP: ra pc: Ms. Marie T. Pontius, Grants ~4onitoring Administrator Roor'n456 MuniclpalBulldln9 215C~urchA,..e~ue.S.W. Roanoke, V~rglnla24~11 (703)981-2541 Roanoke, Virginia December 28, 1987 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Enclosed is a summary schedule for the upcoming Community Development Block Grant budget process. Your attention is directed particularly to three public meetings at which citizen's comments will be solicited: January 21, 1988, 7:30 p.m. at First Baptist Church in Gainsboro March 10, 1988, 7:30 p.m. also at First Baptist Church in Gainsboro April 11, 1988, 7:30 p.m. Public Hearing in City Council Chambers Roanoke City citizens are invited to participate in all aspects of the CDBG budget process. Questions concerning the Community Development Block Grant should be directed to Ms. Marie Pontius, Grants Monitoring Administrator at 981-2141. This letter is for information purposes only, no action is required. Sincerely, W. Robert Herbert City Manager /mtp CDBG BUDGET PROCESS FY 1988-1989 SCHEDULE January 5 Letters sent to interested parties January 21 Citizen Workshop First Baptist Church in Gainsboro 7:30 pm February 5 Deadline for project proposals February 10-18 CDBG Review committee meets Review Committee Members: Assistant City Manager Director of public Works City Engineer Chief of Community Planning Chief of Economic Development Building Commissioner March 10 Administrative Public Hearing First Baptist Church in Gainsboro 7:30 pm April 4 City Manager recommendation to City Council April 11 city Council Public Hearing 7:30 pm April 25 Submit Final Statement of Objectives to HUD May 30 Expected approval from HUD June 20 July 1 Request City Council to appropriate funds and approve subgrantee contracts Effective date of subgrantee contracts and beginning of fiscal year. Project managers can expend funds. December 30, 1987 File #488 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 28930, authorizing the exe- cution of a Letter of Agreement with Neighborhoods, USA, com- mitting the City to host the 1988 Neighborhoods, USA national conference, which'Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 28, 1987. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP: ra Enco pc: Mr. Bill C. LittZejohn, President, Neighborhoods, USA, 323 SaIem Avenue, Dayton, Ohio 45406 Mr. WilDurn C. DibIing. Jr., City Attorney Mr. William F. Ciark, Director of Public Works Mr. John R. Marltes, Chief of Community P~anning Ms. Jinni Benson, Coordinator, Roanoke Partnership Ms. Neighborhood Marie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 2'~5 Church Aveoue, S.W. Roanoke, Virginia 240t t (703) 98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 28th day of December, ]987. No. 28930. VIRGINIA, A RESOLUTION authorizing the execution of a Letter of Agree- ment with Neighborhoods, USA, committing the City to host the 1988 Neighborhoods, USA national conference. BE IT RESOLVED that the City Manager is hereby authorized, for and on behalf of the City, to execute a Letter Agreement with Neighborhoods, USA, committing the City to host and to underwrite any loss that may be incurred in sponsoring the 1988 Neighborhoods, USA national conference. ATTEST: City Clerk. ~!TY Roanoke, Virginia December 28, 1987 Honorable Mayor and Members of city Council Roanoke, Virginia Subject: Letter of Agreement with Neighborhoods, USA concerning May 1988 national conference in Roanoke Dear Members of Council: I. Background: Neighborhoods USA (NUSA) was formed in 1979 as a membership organization committed to building and strengthening neighborhood organizations and developing an effective working partnership between neighborhoods, elected officials and public and private agencies. City of Roanoke and Roanoke Neighborhood Partnership have been active in the Neighborhoods USA organization and have attended their conferences since 1983. Conference bid was entered by Roanoke Neighborhood Partnership and the City of Roanoke at a meeting of the NUSA board of directors in San Antonio, Texas in October 1986. De City staff and Roanoke Neighborhood Partnership volunteers have been actively planning conference since October 1986~ Approximately 300 people are expected to attend conference based on past conference experiences. II. Current Situation: Letter of Agreement between City and NUSA has been received which outlines responsibilities for conference. (Attachment A) Agreement commits City of Roanoke to organize and host NUSA national conference on May 25-28, 1988 and to be responsible for costs of conference as well as its implementation. City and Neighborhood Partnership will plan, publicize and implement conference. Fund raising, budget and expenditures are City's responsibility. If conference goes over budget City will have to cover costs. 4. I~f ~ profit is made it will be divided evenly between City and NUSA. Honorable Mayor and City Council Pare 2 III. Issues: A. Benefit to Roanoke's Neighborhoods B. National Recognition for Roanoke C. Conference Costs/Funding D. Staffing E. Economic Benefit to City F. Financial Risk to City IV. Alternatives: Authorize the City Manager to execute the Letter of Agreement with Neighborhoods, USA. 1. Benefit to Roanoke's neighborhoods would be great in providing an opportunity for many local people to attend a national conference and share ideas with neighborhood leaders from all over the country. 2. National recognition for Roanoke would be realized as this will be the first time a city of the size of Roanoke has hosted this conference. 3. Conference Costs/Funding: Budget (attachment B) estimates costs at $41,500. Revenues to offset costs are $10,000 which was budgeted in the 1987-1988 General Fund Budget for this purpose and estimated registration fees of $31,500. 4. Staffing primarily will be provided by existing city staff and neighborhood volunteers. Part time-temporary clerical help will be used to assist with conference registration. 5. Economic benefit to city will result from conferees spending money in Roanoke while attending conference. 6. Financial risk to city consists of costs of conference if costs exceed fund raising and registration revenue. Do not authorize the City Manager to execute the Letter of Agreement. 1. Benefit to Roanoke's neighborhoods would not be realized. 2. National recognition for Roanoke would not be realized. 3. Conference Costs/Funding would not be an issue 4. Staffin~ would not be an issue. 5. Economic benefit to city would not be an issue. Honorable Mayor and City Council Page 3 6. Financial risk to city would not be an issue. Recommendation: It is recommended that City Council adopt Alternative A which will authorize the City Manager to execute the Letter of Agreement with Neighborhoods, USA for the City of Roanoke to host the 1988 Neighborhoods, USA national conference during May 25 -28, 1988. Respectfully submitted, W. Robert Herbert City Manager WRH/mtp attachments cc. City Attorney Director of Finance Director of Public Works Chief of Community Planning Roanoke Neighborhood Partnership Coordinator Grants Monitoring Administrator ATTACHMENT A neighborhoods, usa 4643 Amesborough Rd., Dayton, Ohio 45420 (513) 256-1384 1967-88 PRESIDENT VICE PRESIDENT Seattle WA SECRETARY Anl~ony TREASURER DIRECTORS BOARD CONSULTANT October 20, 1987 Chief Executive Officer City of Roanoke Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 Dear Sir: As Neighborhoods, USA looks forward to the 1988 NUSA Conference, May 25-28, in Roanoke, Virginia, the Board of Directors would like to officially clarify agreements with our host. The following points outline the most crucial areas and are meant to provide the basis of our mutual understandings and commitment to the 13th National Conference on Neighborhood Concerns. * At the October Board of Directors meeting in Roanoke on October 9-11, 1987 NUSA may, upon request to the Board, convey to the 1988 Conference Committee a check in the amount of $1500.00, if necessary, to be used to cover the initial start-up expenses. This $1500.00 is provided as an advance and will be returned by Roanoke at the time that final financial statistics and payments are provided to the NUSA Board following the Conference. * It is expected that every effort will be made by Roanoke to provide adequate underwriting and registrations to cover the costs of the conference and result in a profit for NUSA. It is essential that the conference obtain a financial breakeven as a minimum since NUSA will not be responsible for providing additional dollar resources to cover conference debts. If Roanoke is successful in its resource development to the extent that conference proceeds above expenses are available for distribution, we request that Roanoke share conference proceeds at a 50%/50% split to a maximum NUSA share of $2500.00 above the reimbursement of dues and repayment of the $1500.00 advance where appropriate. Page 2- Roanoke Letter of Agreement * Technical consultation to the Roanoke Conference Committee by the NUSA Board's Conference Planning Committee will be provided in an amount and fashion which is mutually beneficial. It is NUSA's intent to provide maximum flexibility in conference organization and implementation to the local hosts, within reason, and so long as the values and concerns of the NUSA Board are considered in local deliberations. * The operation of a NUSA membership booth, t-shirt sales, and other independent fund raisers for the direct benefit of NUSA, the program of the opening plenary session, the annual business meeting, and the Neighborhood of the Year Judging procedures are the responsibility of the Board of Directors after receiving your advice about scheduling and location. * Roanoke will be responsible for adding $25.00 to the conference registration and collecting this amount to return to NUSA as a membership fee for each registrant. This includes local registrants. * Roanoke will produce a conference proceedings report as a followup product which will be mailed to all registrants within 90 days of the conference. (As per the host city requirements.) * Roanoke will provide a record of membership payments (names/addresses) for use in updating the NUSA files. * The city of Roanoke as primary host agrees to work closely with local neighborhood representatives to involve them in conference planning, implementation, and attendance. * The Roanoke conference coordinators will communicate with the NUSA Conference Planning Committee on a regular basis to promote a dialogue on the conference and avoid confusion and/or conflict. If you have a different understanding on any of these points, or we have inadvertently over looked an issue, please respond in writing detailing the matter. If the foregoing agreement is acceptable would you please sign this letter as an indication of your agreement to all of the above points and return it to me by October 31, 1987. Received $1500.00 advance yes x no. Page 3 - Roanoke Letter of Agreement Four signature pages are attached for ease in gathering signatures from across the country. Once all have been returned to NUSA's President copies of all will be sent to all signators. 1. Chief Executive Officer, City of Roanoke 2. Bill C. LittleJohn, NUSA President 3. Mary Lou Haywood-Spells, Chair NUSA Conference Policy Committee 4. Connie Howard-Andrews, Chair NUSA Conference Planning Committee CC. Letter and signature pages to: Ail signators Jinni Benson, Roanoke Conference Coordinator Marie Pontius, Roanoke Conference Coordinator NUSA Executive Committee NUSA Board Consultant Page 4 - Roanoke Letter of Agreement Signature Page 1 Chief Executive Officer, City of Roanoke Page 5 - Roanoke Letter of Agreement Signature Page 2 ~. L~tt~President Page 6 ~ Roanoke Letter of Agreement Signature Page 3 Mary Lou Haywood-Spells Chair NUSA Conference Policy Committee Page 7 ~ Roanoke Letter of Agreement Signature Page 4 Connie Howard-Andrews Chair NUSA Conference Planning Committee ATTACHMENT B NEIGHBORHOODS USE CONFERENCE SUMMARY BUDGET REVENUE: City General Fund Registration 300 attendees @$105 TOTAL $10,000 $31,500 $41,000 EXPENSES: Speakers for keynote address, panel and workshop sessions. Tours of neighborhoods, historic preservation and downtown development for conference attendees. Neighborhood dinners for conference attendees in Roanoke's neighbor- hoods. Publicity: two mailings, conference program, news releases Functions such as receptions, group gatherings, and meals. * Entertainment for conference attendees.* Board Meetings for NUSA board. Supplies and refreshments. Administration for conference registration, organizing volunteers and secretarial. $ 5,250 $ 2,800 $ 2,400 $10,150 $ 9,900 $ 700 $ 350 $ 9,950 TOTAL $41,500 *Additional entertainment and meal functions will be dependent upon level of fundraising success. Roanoke, Virginia December 28, 1987 Honorable Mayor and Members of City Council Roanoke, Virginia Subject: Letter of Agreement with Neighborhoods, USA concerning May 1988 national conference in Roanoke Dear Members of Council: I. Background: Neighborhoods USA (NUSA) was formed in 1979 as a membership organization committed to building and strengthening neighborhood organizations and developing an effective working partnership between neighborhoods, elected officials and public and private agencies. . City of Roanoke and Roanoke Neighborhood Partnership have been active in the Neighborhoods USA organization and have at~ended their conferences since 1983. Conference bid was entered by Roanoke Neighborhood Partnership and the City of Roanoke at a meeting of the NUSA board of directors in San Antonio, Texas in October 1986. City staff and Roanoke Neighborhood Partnership volunteers have been actively planninq conference since October 1986. ADDroximately 300 Deo~le are expected to attend conference based on past conference experiences. II. Current Situation: Letter of A~reement between City and NUSA has been received which outlines responsibilities for conference. (Attachment A) Agreement commits City of Roanoke to organize and host NUSA national conference on May 25-28, 1988 and to be responsible for costs of conference as well as its implementation. 1. City and Neighborhood Partnership will plan, publicize and implement conference. Fund raising, budget and expenditures are City's responsibility. I__f conference goes over budget City will have to cover costs. 4. I__f ~ profit is made it will be divided evenly between City and NUSA. Honorable Mayor and City Council Page 2 III. Issues: A. Benefit to Roanoke's Neighborhoods B. National Recognition for Roanoke C. Conference Costs/Funding D. Staffing E. Economic Benefit to City F. Financial Risk to City IV. Alternatives: ae Authorize the City Manager to execute the Letter of Agreement with Neighborhoods, USA. Benefit to Roanoke's neighborhoods would be great in' providing an opportunity for many local people to attend a national conference and share ideas with neighborhood leaders from all over the country. National recognition for Roanoke would be realized as this will be the first time a city of the size of Roanoke has hosted this conference. Conference Costs/Funding: Budget (attachment B) estimates costs at $41,500. Revenues to offset costs are $10,000 which was budgeted in the 1987-1988 General Fund Budget for this purpose and estimated registration fees of $31,500. 4e Staffing primarily will be provided by existing city staff and neighborhood volunteers. Part time-temporary clerical help will be used to assist with conference registration. Economic benefit to city will result from conferees spending money in Roanoke while attending conference. Se Financial risk to city consists of costs of conference if costs exceed fund raising and registration revenue. D__o not authorize the City Manager to execute the Letter of Agreement. 1. Benefit to Roanoke's neighborhoods would not be realized. 2. National recognition for Roanoke would not be realized. 3. Conference Costs/Funding would not be an issue 4. Staffing would not be an issue. 5. Economic benefit to city would not be an issue. Honorable Mayor and City Council Page 3 6. Financial risk to city would not be an issue. Recommendation: It is recommended that City Council adopt Alternative A which will authorize the City Manager to execute the Letter of Agreement with Neighborhoods, USA for the City of Roanoke to host the 1988 Neighborhoods, USA national conference during May 25 -28, 1988. Respectfully submitted, W. Robert Herbert City Manager WRH/mtp attachments cc. City Attorney Director of Finance Director of Public Works Chief of Community Planning Roanoke Neighborhood Partnership Coordinator Grants Monitoring Administrator Office of the 0~/~ December 30, 1987 File #178 A~r. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 28931, authorizing execution of an Amendment to the current Contract for Services with the City of Roanoke Redevelopment ana Housing Authority providing increased funding to permit expansion of certain existing pro- jects currently administered by the Authority and implementation of a new project to be administered by the Housing Authority, upon certain terms and conditions, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 28, 1987. Sincerely, ~fary F. Parker, CMC City Clerk MFP: ra pc; Mr. Herbert D. ~cBride, Executive Director, Roanoke Redevelopment and ftousing Authorityj 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. Wilburn Co Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Brian J. Wishneff, Chief of Economic DeveZopment and Grants A~r. John R. Marlles, Chief of Community PZanning Ms. Jinni Benson, Coordinator, Roanoke Neighborhoo~ Partnership Mr. B. Daniel Pollock, Housing Development Coordinator Ms. Marie T. Pontius, Grunts ~onitoring Administrator Roon"~456 M~nicipaIBulldlng 215 C~urch Avenue, S.W. Roonc~e, VIrg~nla24011 (703)98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 28th day of December, ]987. Ne. 28931. AN ORDINANCE authorizing execution of an Amendment to the current Contract for Services with the City of Roanoke Redevelopment and Hous- ing Authority providing increased funding to permit expansion of cer- tain existing projects currently administered by the Authority and implementation of a new project to be administered by the Housing Authority, upon certain terms and conditions; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager and the City Clerk are authorized and directed to execute and to seal and attest, respectively, an Amendment being Amendment No. 1, to the City's current Contract for Services with the City of Roanoke Redevelopment and Housing Authority, dated June 30, 1987, such Amendment to provide for increased funding to per- mit expansion of certain existing projects administered by the Authority and the implementation of a new project to be administered by the Authority, upon certain terms and conditions, as more particularly set forth in the City Manager's report to Council dated December 28, 1987, such Amendment to be approved as to form by the City Attorney. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia December 28, 1987 Honorable Noel C. Taylor, Mayor, and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Amendment to Contract for Services with the Roanoke Redevelopment and Housing Authority (RRHA) for FY 1987 - 88. BACKGROUND City Council by Ordinance No. 28700 adopted June 22, 1987, authorized the execution of an agreement between the City and RRHA for FY 87 - 88. City Manager entered into a contract, dated June 30, 1987 between the City and RRHA for the administration of certain portions of CDBG programs for the City, including housing rehabilitation and economic development activities. City Council, on December 7, 1987, authorized an amendment of $446,012 in the FY 1987-88 CDBG Program and Budget, which included recommendations for some new CDBG projects and increases in some existing projects which the RRHA administers. Mid-year amendments in the CDBG Program and Budget will require amending the contract between RRHA and the City in the following areas: Additional Contract Funding Total * Critical Home Repair $ 65,000 * Phoenix Project 22,500 * CDBG Rental Rehabilitation 50,000 * Deanwood Expansion 200,000 $268,430 22,500 50,000 500,920 TOTAL $337,500 * * Contract total includes mid-year amendment funds targeted for RRHA plus 1987-88 program expenses already budgeted to equal $2,043,809. 2 III. ISSUES: A. Impact on Community Development in the City B. Funding C. Timing IV. ALTERNATIVES: ae Authorize the City Manager to execute the attached amendment to the contract for services with Roanoke Redevelopment and Housing Authority for FY 1987-88. Impact on Community Development in the City would be positive, allowing for the expansion of existing projects and the implementation of a new demonstration housing program. Fundin~ will require $337,500 in CDBG funds added to existing contract. No other City funds will be expended. Funding is available in account nos.: Critical Home Repair 035-084-8420-5101 $ 1,123 035-086-8620-5101 63,877 Phoenix Project 035-086-8620-5129 $22,500 CDBG Rental Rehab 035-086-8620-5161 $50,000 Deanwood Expansion 035-086-8630-5131 $150,682 035-087-8730-5131 49,318 3. Timin~ is important to assure the prompt imple- mentation and/or completion of projects. Do not authorize the City Manager to execute the attached amendment to the contract for services with RRHA for FY 87 88. Impact on Community Development in the City could be negative if project development is delayed or abandoned. Funding would not be an issue. Timing would no__t b__e a_~n issue. Ve RECOMMENDATION: It is recommended that City Council authorize the City Manager to execute an amendment, in the form attached hereto, to the contract for services with the Roanoke Redevelopment and Housing Authority for FY 1987 - 88; such amendment to be approved as to form by the City Attorney. Respectfully submitted, W. Robert Herbert City Manager WRH/vlp Attachment CC: City Attorney Director of Finance Director of Public Works Chief of Economic Development & Grants Chief of Community Planning Grants Monitoring Administrator Housing Development Coordinator Neighborhood Partnership Coordinator Executive Director, Roanoke Redevelopment and Housing Authority Amendment No. 1 to 1987-88 Contract for Services THIS AMENDMENT, entered into this day of 1987 by and between the CITY OF ROANOKE (Grantee) and the CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY (Subgrantee). WHEREAS, the Grantee and the Subgrantee have, by a Contract for Services under the Community Development Block Grant (CDBG) program, dated June 30, 1987, contracted for the provision of certain services by the Subgrantee in relation to the implementation of the City's CDBG program; and WHEREAS, City Council, on December 7, 1987, authorized an amendment of the FY 1987-88 CDBG Program and Budget, which recommended some new CDBG projects and increases in some existing projects which the Subgrantee administers; WHEREAS, by Ordinance No. , adopted , 1987, City Council has, and by Resolution No. , adopted , 1987, the Commissioners of the City of Roanoke Redevelopment and Housing Authority have authorized the execution of this amendment to the Contract dated June 30, 1987. NOW, THEREFORE, the Grantee and the Subgrantee do mutually agree to amend: Par~ I, Section A.3. ~ritica~ ~ome Repair Pro__~, the last sentence to read, "The total of all such grants/loans to be made in Fiscal Year 1987-88 shall not exceed $268,430." Part I, to add Sections 11 and 12, to read as follows: Section 11. Phoenix Project. The Subgrantee shall amend Con- servation Plan for the neighborhood selected for this demon- stration project involving the rehabilitation of an entire block through the cooperative efforts of the City and its agencies in partnership with private sector lending agencies. Funds for this (legal fees, advertising, public meetings) shall not exceed $2,500. The Subgrantee shall develop the bond prospectus for this project. Funds are available in the amount of $20,000. Section 12. CDBG Rental Rehabilitation. The Subgrantee shall administer this project, which will supplement the existing HUD funded Rental Rehabilitation Program, in accordance with the guidelines set forth in the Memorandum of Understanding between the Grantee and the Subgrantee for the Rental Rehabilitation Program executed on August 4, 1987. Funds are available in the amount of $50,000. Part I, Section D.2. Deanwood Development, the last sentence of the first paragraph to read, "Funds are available to the Subgrantee for these additional activities in the amount of $500,920 for the Deanwood Expansion area. Part II, Section A. Program Funds, to reflect the following: A. Program Fun4s: Program Category General Administration Economic Development 1987-88 Program CarryOver Expense Funds Coca-Cola - Commissioner's Costs $ -0- Deanwood Expansion 275,000 Henry Street 250,000 Shaffer's Crossing -0- Marketing and Disposition -0- Property Management -0- $ 2,952 225,920 123,619 91,482 1,122 564 *General ~xiministration and Program SupDort $ 73,000 95,000 Housing Private Rehab Loan Program $ 40 Critical Home Repair 252 Rental Rehabilitation Program 143 CDBG Rental Rehabilitation 50 Private Loan Subsidy 50 Gainsboro Grant Program 90 Phoenix Project 22 000 $ 11,633 485 15,945 000 1,002 000 -0- 000 31,480 000 10,105 500 -0- 187,000 Totals $1,172,985 $515,824 GRAND TOT~ $355,000 $2,043t809 * (Including Indirect Costs for General Administration; Salaries and other Direct Costs for Program Support). The Agreement shall remain unchanged in all other terms and provisions. IN WITNESS WHEREOF, the Grantee and Subgrantee have executed this amendment as of the date first written above. ATTEST: CITY OF ROANOKE City Clerk By City Manager ATTEST: CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY Witness Executive Director Office of the City C~en~ December 30, 1987 Fi~e #178 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: ! am attaching copy of Ordinance No. 25932, authorizing the exe- cutian of an amendment to the Agreement dated July 16, 1987, by and among the City of Roanoke and the Gainsboro Project Area Corrgnittee, Inc., and the Gainsboro Neighborhood Development Corporation, in order to add certain funding to said Agreement, which Ordinance was adopted by the Counci~ of the City of Roanoke at a regular meeting held on Monday, December 28, 1987. Sincerely, ~ Mary F. Parker, CMC City C~erk MFP:ra Enco pc: Mr. Tyrone Walker, Gainsboro Project Area Committee, 304 Fairfax Avenue, N. W., Roanoke, Virginia 24016 Mr. George H. R. Heller, Gainsboro Neighborhood Development Corporation, 304 Fairfax Avenue, N. W., Roanoke, Virginia 24016 Mr. WiIburn C. Dib~ing, Jr., City Attorney Mr. JoeZ M. Schlanger, Director of Finance Mr. Wi~Ziam F. Clark, Director of Public Works Mr. John R. Mart~es, Chief of Community P~anning Ms. Jinni Benson, Coordinator, Roanoke Neighborhood Partnership Ms. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municll~ol Building 215 Church Avenue, S.W. Roonc~e, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF NOAN(I{E, VII~GINIA, The 28th day of December, 1987. No. 28932. AN ORDINLNCE authorizing the execution of an ~nc~ent to the A~reem~nt dated July 16, 1987, by and am~n~ the City of Roanoke and the GainsboroProject Area C,,,,~ittee, Inc., and the Gainsboro Neighborhood Development Corporation, in order to add certain funding to said Agre~nt; and providing for an ~rgency. BE IT O~DAIN~ by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City ~n.ger and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, an amendment to the Agreement dated July 16, 1987, by and among the City and the Gainsboro Project Area Cc~m~ttee, Inc., and the Gainsboro Neighborhood Develo~aent Corporation, relating to the implementation of certain cx~nity develol~ent projects ~ithin the Gainsboro Project Area, such amend~nt to pro- vide for the addition of funding in the amount of $12,500 for administrative expenses and to delete Section 9 of the Agreement as it relates to program income, as more specifically described in the City Manager's report to Council dated December 28, 1987; said amendment to be in such fora as is approved by the City Attorney. 2. In order to provide for the usual daily operation of the municipal govermaent, an ~mergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia December 28, 1987 Honorable Noel C. Taylor, Mayor, and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Amendment to Contract for Services with the Gainsboro Project Area Committee, Inc. (PAC) and the Gainsboro Neighborhood Development Corporation (GNDC for FY 1987-88 II. BACKGROUND ae City Council, by Ordinance No. 28701 adopted June 22, 1987, authorized the execution of an agreement among the City, PAC and GNDC for FY 87-88. Funds budgeted for PAC and GNDC included an appro- priation for development of a community center at 304 Fairfax which would also serve as the new of- fice space for Gainsboro PAC, reducing administra- tive costs. Ce Regulations regardinq the disposition of CDBG pro- gram income have been reinterpreted in recent cor- respondence from the Office of Housing and Urban Development in Richmond. CURRENT SITUATION ae City Council, on December 7, 1987, authorized an amendment of the FY 1987-88 Community Development Block Grant (CDBG) Program and Budget which recom- mended $12,500 supplemental administrative funding for PAC and GNDC. Unanticipated delays in the completion of the community center have resulted in additional administrative costs of $4,020. Ce Administrative Agreements between the City, PAC and GNDC require audits for FY 86-87 and FY 87-88, which were not budgeted by PAC and GNDC, estimated to be $8,480. Agreement between the City, PAC and GNDC should re- flect HUD reinterpretation of regulations regarding the disposition of CDBG program income by deleting the second sentence under Section 9 Program Income. 2 III. ISSUES Impact on Community Development in the City. Funding. Timing. IV. ALTERNATIVES Authorize the City Manager to execute an amendment to the contract for services with the Gainsboro Project Area Committee and Gainsboro Neighborhood Development Corporation for FY 1987-88. (Attached) Impact on Community Development in the City would be positive, continuing programs which Council has previously endorsed. Funding is available in CDBG account 035-087-8705-5051 in the amount of $12,500. No other City funds will be expended. Timing is important in order to assure the un- interrupted provision of services to the Gainsboro area. Do not authorize the City Manager to execute an amendment to the contract for services with Gainsboro PAC and GNDC. Impact on Community Development in the City could be negative if services to the Gainsboro area are interrupted or delayed. 2. Funding would not be an issue. Timing would be affected since the Gainsboro administrative office would be unable to pro- vide its present level of services beyond April, 1988. RECOMMENDATION It is recommended that City Council authorize the City Manager to execute an amendment to the contract for services with the Gainsboro Project Area Committee and the Gainsboro Neighborhood Development Corporation for FY 1987-88. Respectfully Submitted, W. Robert Herbert City Manager WRH/vlp cc: City Attorney Director of Finance Director of Public Works Chief of Community Planning Grants Monitoring Administrator Neighborhood Partnership Coordinator Chairman, Gainsboro Project Area Committee President, Gainsboro Neighborhood Development Corporation Amendment No. 1 to 1987-88 Contract for Services THIS AMENDMENT, entered into this day of 1987 by and among the CITY OF ROANOKE (Grantee), the Gainsboro Project Area Committee [PAC] and the Gainsboro Neighborhood Development Corporation [GNDC] (Subgrantees). WHEREAS. the Grantee and the Subgrantees have, by a Contract for Services under the Community Development Block Grant (CDBG) program, dated July 16, 1987, contracted for the provision of certain services by the Subgrantees in relation to the implementation of certain Action Projects of the Com- prehensive Revitalization Plan for Gainsboro; and WHEREAS, City Council, on December 7, 1987, authorized an amendment of the FY 1987-88 CDBG Program and Budget which recommended $12,500 in supplemental administrative funding for PAC and GNDC; NOW, THEREFORE, the Grantee and Subgrantees do mutually agree to amend: Section 7, Action Project Expenditures, of the Contract for Services to reflect an increase of $12,500 in administrative funding for Action Projects 1 and 2, bringing the total to $61,500. Section 9, Program Income. The following sentence shall be deleted: "As per instructions from HUD, upon expiration of this Agreement - June 30, 1988, the Subgrantees will no long- er be required to submit program income to the City." The Contract for Services shall remained unchanged in all other terms and provisions. IN WITNESS WHEREOF, the Grantee and Subgrantees have executed this amendment as of the date first written above. ATTEST: CITY OF ROANOKE City Clerk ATTEST: City Manager GAINSBORO PROJECT AREA COMMITTEE, INC. Witness PAC Chairman GAINSBORO NEIGHBORHOOD DEVELOPMENT CORPORATION GNDC President Office a~ the City Clerk December 30, 1987 Fife #60-77 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Sch~anger: I am attaching copy of Ordinance No. 28934, amending and reor- daining certain sections of the 1987-88 Capita~ Fund Appropriations, providing for the appropriation of $100,000.00 from Undesignated Capital Funds into certain individua~ project accounts as ~isted on Attachment No. i of a report of the City Manager under date of December 28, 1987, relative to designated highway projects, which Ordinance was adopted by the Counci~ of the City of Roanoke at a regular meeting held on Monday, December 28, 1987. Sincerely, ~~ Mary F. Parker, CMC City Cierk MFP: ra pc; Mr. W. Robert Herbert, City Manager Mr. William F. Ciark, Director of Public Works Mr. Charies M. Huffine, City Engineer Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Barry L. Key, Manager, Office of Management and Budget Room456 Munlcil:x~lBuildlng 215 C~urch Avenue, S.W. Roonc~e. Virginla24011 (703) 98t-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, /he 28th day of December, ]987. No. 28934. AN ORDINANCE to amend and reordain certain sections of the 1987-88 Capital Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 Capital Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Streets & Bridges Peters Creek Road Extension (1) ...................... Franklin Road Widening (2) .......................... 10th Street Widening (3) ............................ 13th Street/9th Street Widening (4) ................. Fifth Street Bridge Replacement (5) ................. Hershberger Road Extension (6) ...................... 1-581 Interchange/North 10th Street (7) ............. Fund Balance Fund Balance - Unappropriated (8) .................... $ 7,943,743 30,000 24,700 8,300 8,000 4,500 22,500 2,000 $ 844,174 1) Appr. from General Revenue 2) Appr. from General Revenue 3) Appr. from General Revenue 4) Appr. from General Revenue 5) Appr. from General Revenue (008-052-9595-9003) $ 30,000 (008-052-9596-9003) 24,700 (008-052-9597-9003) 8,300 (008-052-9598-9003) 8,000 (008-052-9599-9003) 4,500 6) Appr. from General Revenue 7) Appr. from General Revenue 8) Fund Balance - Unappropriated (008-052-9600-9003) (008-052-9601-9003) (008-3325) 22,500 2,000 (100,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Honorable Mayor and Members of City Council Roanoke, Virginia Roanoke, Virginia December 28, 1987 Dear Members of Council: Subject: Highway Projects - Transfer of Funds to Meet Anticipated Expenditures I. Background on this subject is: Virginia Department of Transportation (VDOT) continuously develops various phases of the City Council approved highway projects. These phases include such items as preliminary engineering, right of way acquisition and project construction. Be Billings to the City from the VDOT are done on an interim basis. These billings represent our share of the expenditures to date (generally 5%). The receipt of these bills does not follow any specific time table and in many cases are received individually for each project. Capital Fund Accounts are established for each project in the amount of the estimated billings that are anticipated for the year. This provides for easier payments of interim bills. However, there may be instances when additional requests to City Council for transfers are needed to cover interim bills. II. Current situation of this subject is: Capital Improvement Program approved for fiscal years 1988-1992 includes $900~000 to provide for the City's share of anticipated highway project costs over the next three (3) years. B. Appropriation of $100~000 from Undesignated Capital Funds to indi- vidual project accounts is needed to cover anticipated billings. Individual projects are funded from their respective highway accounts and utility accounts depending upon the extent of water and sewer relocation needed on each project. Governor's Transportation Initiative enabled the City of Roanoke to reactivate and start several important highway projects this year. Six (6) highway construction projects for which funds are currently allocated in the VDOT's Six-Year Improvement Program require first- time funding in order to meet the costs anticipated on these pro- jects in the remainder of thls fiscal year. One project (I-581 Interchange) requires funding for previously incurred planning expenses. Transfers needed for each project are listed in Attachment No. 1. III. IV. WRH/RKB/hw Attachment cc: A. Payments to Virginia Department of Transportation B. Relationship with Virginia Department of Transportation C. Continued progress on projects Alternatives: A. Authorize Director of Finance to transfer $100~000.00 from Undesignated Capital Funds to accounts to be established for the projects listed in Attachment No. 1 in their respective amounts. 1. Payments to Virginia Department of Transportation from each project account are made possible at the funding levels needed. 2. Relationship with Virginia Department of Transportation is maintained at its current excellent level. 3. Continued progress on projects would be ensured. Do not authorize Director of Finance to transfer $100~000.00 from Undesignated Capital Funds to the individual projects. 1. Payments to Virginia Department of Transportation for each pro- ject cannot be made at the funding levels needed. 2. Relationship with Virginia Department of Transportation will be jeopardized and future construction efforts may be hurt. 3. Continued progress on projects may be jeopardized. Recommendation: It is recommended that City Council approve Alternative "A" and authorize the Director of Finance to appropriate $100~000.00 from Undesignated Capital Funds into the individual project accounts as listed on Attachment No. 1. Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer Office of Management and Budget ATTACHHENT NO. 1 PRO3~CT 1. Peters Creek Road Extension 2. Franklin Road Widening 3. 10th Street Widening 4. 13th Street/9th Street Widening 5. Fifth Street Bridge Replacement 6. Hershberger Road Extension (Eastern Bypass) 7. 1-581 Interchange (North of 10th Street) TRANSFER NEEDED TO ACCO~fODATE ANTICIPATED BILLINGS $ 30,000 24,700 8,300 8,000 4,500 22,500 2~000 $100,000 Office of the City Clerk December 30, 1987 File #87-15 Mr. Greg T. Trafidlo 512 A~lison Avenue, S. W. Roanoke, Virginia 24015 Dear Mr. Trafidlo: At a regular meeting of the Council of the City of Roanoke on Monday, December 28, 1987, you were elected as a member of Special Events Committee for a term ending June 30, 1988. Sincerely, _~~ Mary F. Parker, CMC City Clerk held the MFP: ra pc: Mr. Greg Feldmann, Chairman, Special Events Committee, ~Vyciiffe Avenue, S. W., Roanoke, Virginia 24014 Mr. E. Laban Johnson, Special Events Coordinator 2102 Room 456 Munici,pol Building 21§ Church A'~nue, S.W. Roanoke, Virginia 240t I (703) 98t-2541 ~flce ~ ~e ¢i~/ ~e~ December 30, 1987 File #448-15 Mr. James G. Harvey, 2056 Memorial Avenue, S. Roanoke, Virginia 24015 We Dear Mr. Harvey: At a regular meeting of the Council of the City of Roanoke held on Monday, December 28, 1987, you were elected as a member of the Cable Television Committee for a term ending June 30, 1988. Sincerely, /~,._ Mary F. Parker, CMC City Cierk MFP:ra pc: Mr. Howard E. Musser, Chairman, Cable Television Committee Roo~'n 456 Munici~x~l Building 215 O~urch A',~nue, S.W. Roanoke, ~rginia 2401'~ (703) 981-2541