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Home My WebLink AboutCouncil Actions 06-22-87REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL June 22, 1987 2:00 p.m. AGENDA FOR THE COUNCIL 28690 (Hat) Call to Order -- Roll Call. ~layor Taylor was absent. The invocation will be delivered by The Reverend Frank W. Feather, Pastor, Forest Park Baptist Church. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Vice-Mayor Howard E. Musser. Presentation by the Vice-Mayor. Proclamation on Valley Metro Dime Day. Vice-Mayor presented certificate to City Planning Commission and staff regarding Comprehensive Plan. BID OPENINGS Bids for improvements to the tennis courts at Shrine Hill Park. One bid was referred to a committee composed of M~ssrs. Garland, Chairman, Clark and Kiser. Bi~ for 1987 Roof Replacement No. 2 - Roanoke Regional Airport Terminal Building - Roof Levels G & H. Five bids were referred to a committee composed of Messrs. Garland, Chairman, Clark and Kiser. CONSENT AGENDA (Approved 6-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED FO 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 ~¥D CONSIDERED SEPARATELY. C-i C-2 A communication from Vice-Mayor Howard E. Musser requesting an Executive Session to discuss a personnel matter, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended· RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss a personnel matter, pursuant to Section 2. l-344 (a) (1), Code of Virginia (1950), as amended. A communication from Carol M. Gilbert, M.D., Chairman, Emergency Medical Services Advisory Committee, requesting an ex tension of time for presentation of the committee's final report· ~p~p_~TION: Concur in request. Request of the City Manager for an Executive Session to disposition of public land properties. dis cuss ii) REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Corr~unications: A communication from the Roanoke City School Board' requesting that four completed school grants be closed, and that the necessary appropriation adjustments be made. Adopted Ordinance No. 28690. (6-0} A communication from the Roanoke City School Board requesting the appropriation of funds to various school accounts· Adopted Ordinance No. 28691. (6-0) Reports of Officers: a. City Manager: Briefings: None. Items Recommended for Action: 1. A report recommending acceptance of 1987-88 Come. unity Development Block Grant Entitlement funds, and appropriation of funds for CDBG activities· Adopted Ordinance No. 28692 and Resolution No. 28693. (6-0) 2. A report recommending acceptance of a grant award from the U. S. Department of Agriculture for the Virginia Summer Food Service Program, and appropriation of funds therefor. Adopted Ordinance No. 28694 and Resolution No. 28695. (6-0) 3. A report recommending authorization to execute a Service Delivery Area Agreement between the Fifth District Employment and Training Consortium and the Governor's Employment and Training Department for Program Year 1987-88. Adopted Ordinance No. 28696. (6-0) 4. A report recommending the transfer of funds to purchase a permanent traffic signal controller for the intersec- tion of Peters Creek Road and North Lakes Drive, N. W. Adopted Ordinance No. 28697. (6-0) 5. A report recommending the transfer of $30,000.00 into a new capital account to be established for roof replace- ment at the Juvenile Detention Home. Adopted Ordinance No. 28698. (6-01 6. A report with regard to ~tension of the contract expiration date for the Harrison Heritage and Cultural Center. Adopted Resolution No. 28699. (6-0) A report recommending authorization to execute a contract for services with the Roanoke Redevelopment and Housing Authority· Adopted Ordinance No. 28700. (6-0) (2) A report recommending authorization to execute a contract for services with the Gainsboro PAC/GNDC for fiscal year 1987-88. Adopted Ordinance No. 28701. (6-0) 9. A report with regard to the Downtown Service District Contract. Adopted Ordinance No. 28702 and Ordinance No. 28703. (6-0) I0. A report with regard to Change Order No. I, Storm Drain Relocation, Exxon Roanoke Terminal, Rhodes Avenue, N.E. Adopted Ordinance No. 28704 and Ordinance No. 28705. (6-0) A report with regard to transfer of City-owned lots for the Shadeland Avenue Relocation Project. Withdrawn. 12. A report concurring in a report of the Bid Corrgnittee with regard to Bulk Container Collection Service. Adopted Ordinance No. 28706. 16-0) 13. A report concurring in a report of the Bid Corr~nittee recommending acceptance of the bid submitted by Griffin Pipe Products Co., to supply ductile iron water pipe. Adopted Ordinance No. 28707. {6-0) Director of Finance: I. A financial report for the month of May, 1987. Received and filed. 2. A report with regard to the closeout of accounts completed Capital Projects· Adopted Ordinance No. Reports of Committees: for 28708. a. A report of the committee appointed to tabulate bids received for cleaning and painting the interior and exterior of the 2,000,000 gallon Carroll Avenue Steel Storage Standpipe. Robert A. Garland, Chairman. Adopted Ordinance No. 28709 and Ordinance No, 28710. (6-0) Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: a. Ordinance No. 28682, on second reading, authorizing the execution of a plat subdividing a parcel within the Roanoke Centre for Industry and Technology, dedicating certain rights~of-way therein, and authorizing the execution of an agreement providing for the relocation of a certain private right-of-way and easement, as shown on such plat. Adopted Ordinance No. 28682. (6~0) Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and member~ of City Council. Vacancies on various authorities, boards, commissions and committees appointed by Council. ~[~_~i~gi_~_Citizens: Reappointed all p~rsons listed under date of June 18, 1987~3) on a communication from the City Clerk WHEREAS, Roanoke is a City unified, strengthened, and enriched by public transportation; and WHEREAS, transit is a vital component of the fabric of society within our community; and WHEREAS, through the years, The Greater Roanoke Transit Company has provided safe, clean, efficient, effective and eco- nomical transit service for the people of Roanoke; and WHEREAS, it is the intent of the transit system to show its appreciation to existing riders and to introduce its service to non-users through a special promotion costing riders only ten cents to board the bus on one particular day. NOW, THEREFORE, I, Howard E. Musser, Roanoke, Virginia, do hereby 24, 1987, as Vice-Mayor of the City of proclaim Wednesday, June VALLEY METRO DIME DAY in the City of Roanoke, and give full recognition to the importance of our transit system. Given under our hands and the Seal of the City of Roanoke this twenty-fourth day of June in the year of our Lord, nineteen hundred and eighty-seven. ATTEST: City Clerk Vice-Mayor PRESENTATION OF PLAQUES CITY COUNCIL MEETING COUNCIL CHAMBERS MONDAY, JUNE 22, 1987 - 2:00 P.M. HOWARD E. MUSSER, VICE-MAYOR IT ALWAYS GIVES ME A GREAT DEAL OF PLEASURE WHEN THE CITY RECEIVES AN AWARD FOR ONE OF ITS MANY INNOVATIVE PROGRAMS. SEVERAL MONTHS AGO, ROANOKE RECEIVED NATIONAL ATTENTION AT THE ANNUAL CONFERENCE OF THE AMERICAN PLANNING ASSOCIATION HELD IN NEW YORK CITY WHEN THE ROANOKE VISION COMPREHENSIVE PLAN RECEIVED AN OUTSTANDING PLANNING AWARD. IN THE WOR~S OF THE SELECTION COMMITTEE, "THE PLAN REFLECTS A TRUE COMMUNITY VISION THAT WAS DERIVED THROUGH YEARS OF EFFORT. THAT VISION IS AN ESSENTIAL INGREDIENT FOR AN EFFECTIVE COMMUNITY PLAN." TODAY, CITY'S PLANNING I'D LIKE TO GIVE SPECIAL RECOGNITION TO THE COMMISSION AND THOSE MEMBERS OF THE STAFF FROM THE OFFICE OF COMMUNITY PLANNING WHO WORKED SO HARD TO MAKE THE ROANOKE VISION COMPREHENSIVE PLANNING PROCESS A SUCCESS. FIRST, I'D LIKE TO ASK MIKE WALDVOGEL TO COME FORWARD. NIKE IS VICE CHAIRMAN OF THE CITY'S PLANNING COMMISSION WHICH SPONSORED THE MANY MEETINGS AND WORKSHOPS WITH CITIZENS THAT WERE REQUIRED TO DEVELOP THE NEW PLAN. (SHAKE HANDS/HAND OUT PLAQUES/TAKE PICTURES) AT THIS POINT, I'D LIKE TO ASK THE CITY PLANNING STAFF TO COME FORWARD. GUNTER AND MARTHA FRANKLIN. IN ADDITION, EARL REYNOLDS, THE FORMER PLANNING CHIEF, THE FOLLOWING MEMBERS OF JOHN MERRITHEW, EVIE I'D LIKE TO ALSO ASK TO COME FORWARD. THIS IS THE WORKING FORCE BEHIND THE ROANOKE VISION PLAN. AS YOU WELL KNOW, A LITTLE MORE THAN A YEAR AGO EARL REYNOLDS WAS PROMOTED FROM CHIEF OF PLANNING TO THE ASSISTANT CITY MANAGER, HOWEVER, IT IS OUR PLEASURE TO HONOR YOU TO TODAY, EARL, ALONG WITH THE PLANNING DEPARTMENT STAFF FOR YOUR HARD WORK AND OUTSTANDING ACCOMPLISHMENTS. (SHAKE HANDS AND HAND OUT PLAQUES) (HAVE GROUP STAND FOR PICTURE WITH VICE-MAYOR) BEFORE YOU ARE SEATED, I'D LIKE TO MAKE A SPECIAL MENTION OF 30HN MERRITHEW. JOHN PLAYED A LEADING ROLE IN HELPING OVERSEE THE PREPARATION OF THE NEW PLAN AND ALSO WAS THE PRIMARY AUTHOR OF THE CITY'S NEW ZONING ORINANCE WHICH WAS ADOPTED BY THIS COUNCIL SEVERAL MONTHS AGO. I'M SORRY TO SAY THAT 30HN HAS RECENTLY ACCEPTED A POSITION WITH THE RIVER FOUNDATION AND WILL BE WORKING WITH THE NEW SMITH MOUNTAIN LAKE POLICY ADVISORY BOARD FOR THE RIVER PARKWAY. 30HN, WE HAVE APPRECIATED YOUR WORK, AND ALTHOUGH WE WILL MISS YOU WITHIN THE CITY, WE WISH YOU THE VERY BEST IN YOUR NEW ENDEAVORS. - 30 - Office of the City Clerk June 24, 1987 File #9 Mr. Robert A. Garland, Chairman ) Mr. William F. Clark ) Committee Mr. Kit B. Kiser ) Gentlemen: The following bids for 1987 Roof Replacement No. 2 Roanoke Regional Airport Terminal Building Roof Levels G & tt, were opened and read before the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987: BI DDER Btankenship Roofing Company, Inc. Leonard Smith Sheet Metal & Roofing, Inc. Valley Roofing Corporation John T. Morgan Roofing & Sheet Metal Company, Inc. I. N. McNeil Roofing & Sheet Metal Company, Inc. BASE BID TOTAL $15,688.00 16,548.00 16,695.00 17,337.00 17,961.00 On motion, duly seconded and adopted, the bids were referred you for tabulation, report and recommendation to Council. Sincerely, Mary F. Parker, CMC City Clerk to MFP: ra cc: Blankenship Roofing Company, Inc., P. O. Box 7616, Roanoke, Virginia 24019 Leonard Smith Sheet Metal & Roofing, Inc., P. O. Box 994, Salem, Virginia 24153 Room 456 Municipal Building 2t5 Churc~ Avenue, S,W, Roanoke, Virginia 24011 (703) 98%2541 Mr. Robert A. _Garland, Mr. William F. Clark Mr. Kit B. Kiser Page 2 June 24, 1987 Chairman CC: Valley Roofing Corporation, P. 0. Box 1329, Roanoke, Virginia 24007 John T. Morgan Roofing & Sheet Metal Company, Inc., 1620 Sixth Street, N. E., Roanoke, Virginia 24012 I. N. McNeil Roofing & Sheet Metal Company, Inc., P. 0. Box 973, Roanoke, Virginia 24005 Mr. Wilburn C. Dibling, Jr., City Attorney BID TABULATION 1987 ROOF REPLACEMENT NO. 2 ROANOKE REGIONAL AIRPORT '87 TERMINAL BUILDING ROOF LEVELS G & H ROANOKE, VIRGINIA Bids to be opened before City Council on Monday, June 22, 1987, 2:00 p.m. BID BID BID ROOF LEVEL G ROOF LEVEL H ROOF LEVELS G & H Valley Roofing I. N. McNeil Roofing Co. Morgan Sheetmetal & Roofing Co. Roanoke Roofing & Sheetmetal Co., Inc. Leonard Smith Sheetme[al & Roofing Co. Engineer's Estimate: $18,000.00 Office of City Engineer Roanoke, Virginia June 22, i987 June 18, 1987 Honorable Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I wish to request an E~ecutive Session on Monday, June 22, 1987, to discuss personnel matters relating to vacancies on various authorities, boards, commissions and committees appointed by CounciZ, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. HEM:ra Sincereiy, Vice-Mayor Rcx:~n456 /V~Jnldpall~uildlng 215 0~urch Avenue, S.W.~,Vlrglnla24011 (703)98"1-2541 C~ce of ~n~ ~/Oeck June 24, 1987 File #354 Ms. Carol M. Gilbert, M. D., Chairman Emergency Medical Services Advisory Committee Roanoke ~emorial Hospitals Beileview at Jefferson Street Roanoke, Virginia 24033 Dear Dr. Gilbert: Your communication requesting an ex tens.ion of time until August 10~ 1957, for presentation of a report of the Emergency Medical Services Advisory Committee, was before the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. On motion, duly seconded and adopted, Council concurred in request. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP: ra Enc. Mr. W. Robert Herbert, City Manager Warren E. Trent, Manager, Emergency Services Room 456 Municipal Building 215 C~urch Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 Roanoke Memorial Hospitals BelIeview at Jefferson Street Roanoke, '~ginil~,~4~p~3 j) ,~ June 18, 1987 Ms. }~ry Parker, Clerk Clerk's Office Fourth Floor Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 Dear Ms. Parker: The City Emergency Medical Services Advisory Committee is still in the process of gathering information in order to make our final report and respectfully request that the City Council consent to an extension of the report date to the first City Council meeting in August, 1987. Sincerely, Carol M. Gilbert, M.D. Chairman, City EMS Advisory Council krk Roanoke, Virginia June 22, 1987 Honorable Noel C. Taylor and Members of City Council Roanoke, Virginia Dear Members of Council: This is to request an executive session on Council's agenda, Monday June 22, 1987, to discuss disposition of public land properties pursuant to Section 2.1-344(a) (2), Code of Virginia (1950), as amended. WRH:WFC:pr Respect fully submitte~ City Manager Office of the City Clerk June 24, 1987 File #60-467 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear M~. SchIanger: I am attaching copy of Ordinance No. 28690, amending and reor- daining certain sections of the 1986-87 Grant Fund Appropriations, providing for necessary appropriations and adjustments in connection with closing four completed school grants, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP: ra cc: Mr. Edwin R. Feinour, Chairman, Roanoke City School Doard, 3711Peakwood Drive, S. W., ~oanoke, 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. W. Robert fterbert, City Manager Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of June, 1987. No. 28690. VIRGINIA AN ORDINANCE to amend and reordain certain sections of the 1986-87 Grant 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 1986-87 Grant Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Education Artists in Education 85-86 Revenue (1) ..................... Education Artists in Education 85-86 (2) ..................... 1) Instruc. Supplies (035-060-6807-6021-0309) $ (61) 2) Local Match (035-060-6807-1101) (61) $ 9,114,691 17,439 $ 9,114,691 17,439 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk June 22, 1987 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger School Board Request for Closeout of Grants I have reviewed the attached request to close out grants of the School Board. The request to close the grants is necessary since the grant programs have been completed. I recommend that you concur with this request of the School Board. JMS/kp 1 Edwin H. Feinour, Chairman UJilliam UJhite, Sr., Vice Chairman Donald 8ortol 8oanok City School Board P.O Box 1 .~105, Roanoke, Virginia 24031 Sallye T. Coleman LaVerne 8. Dillon David H. US James ~ Turner, ~. ~ank P. Tota. Superlntender~ Richard L Kelley, Cler~ of the Board June 10, 1987 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: As the result of official School Board action at its meeting of June 9, 1987, the School Board respectfully requests City Council to close the following four completed school grants and make the necessary appropriation adjustments: Grant No. 6114 Grant No. 6117 Grant No. 6722 Grant No. 6807 Chapter I Winter 124-86-1 Chapter I Carryover 124-86-3 Vocational Education Equipment 85-86 Artist in Education 85-86 Richard L. Kelley Clerk of the Board and Executive for Business Affairs rg cc: Mr. Edwin R. Feinour Dr. Frank P. Tota Mr. William L. Murray, Jr. Mr. Kenneth F. Mundy, Jr. MMr. W. Robert Herbert r. Wil Dibling r. Joel Schlanger (with accounting details) Excellence in Education ROANOEE CITY SCEOOL BOARD Roanoke, Virginia REOUEST TO CLOSE SCEOOL GRANT FY 1985 Chapter ! Hinter 12#-8b-1 h11# The ECIA Chapter I Hinter prosram £or fiscal year 1985-86 expended £ederal funds in the amount of $797,827.75 to provide reading, lan~uaEe arts and mathematics instruction for students in targeted schools. The proEram ended January 31, 1987. Appropriations, expenditures and revenues are equal for the Erant. Appropriation unit Z1A should be closed. June 9, 1987 ROINOK~ CITY 3CROOL BOARD Roanoke, Virginia REQUEST TO CLO3E ~CBOOL GRANT FY 1985 Chapter I Carryover 12#-8b-3 b117 The SCIA Chapter I Carryover prograe ezpended £ederal funds in the amount o£ $b30,895.04 to provide reading, language arts and mathematics instruction £or students in targeted schools. The program ended January 31, 1987. Appropriations, expenditures and revenues are equal £or the grant. Appropriation unit ZID should be closed. June 9, 1987 ROINOKE CITY SCEOOL BO4RD Roanoke, ?irginia REQUEST TO CLOSE SCROOL GRINT ?ooattonal Education Equipment 85-8b 6?22 The 1985-8b Vocational Education Equipment program ezpended ~ederal ~unds in the amount o~ $21,000.00, state ~unde in the amount o~ $9b,000.00 and local match ~unda in the amount o~ $?5,000 to provide ~or vocational equipment replacement. The program ended January ~1, 1987. Appropriations, expenditures and revenues are equal £or the grant. Appropriation unit Z?F should be closed. June g, 1987 ROINOKE CI?¥ SCHOOL BOARD REQUEST TO CLOSZ SCHOOL GRANT Artist tn Rduoation 85-8b b807 The lq85-86 Artist in Education program expended Federal Funds in the amount oF 57,500.00 and local match in the amount oF 59,939.00 to provide For the enhancement oF the arts program by bringing artists into the schools For student aorkshops. The program ended January 31, 1987. In order that appropriations, expenditures and revenues For the grant may be equal, the following decrease in Appropriation Unit ZR~ should be made. DESCRIPTION INORE[S£ 035-060-bB07-6021-0309 Instructional Supplies $ ( bl~O0) 035-060-b807-1101 Local Natch $ ( bl.00~ JUne 9, 1987 Off~e ~ ff~e O~y (3e~ June 2~, 1987 File #60-467 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28691, amending and reor- daining certain sections of the 1986-87 General and Grant Funds Appropriations, PrOViding for certain appropriations of funds to various school accounts, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~~ Mary F. Parker, C~C City Clerk MFP: ra Enco cc: Mr. Edwin R. Feinour, Chairman, Roanoke City School Board, 3711Peakwood Drive, S. W., Roanoke, Virginia 24014 Dr. Frank Po Tota, Superintendent of Schools, P. 0. Box I3145, Roanoke, Virginia 2403! Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board, P. 0. Box 13105, Roanoke, Virginia 24031 Mr. W. Robert lterbert, City Manager Roo~4,56 MunlclpalBulldlng 215 Church A~'~w~ue, S.W. Roanc~e, Vl~lo2~011 (703)981-2541 1N THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28691. AN ORDINANCE to amend and reordain certain sections of the 1986-87 General and Grant Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1986-87 General and Grant Funds Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: General Fund Appropriations Education Attendance and Health Services (1) .................. Operation/Maintenance of Plant (2-3) ................ Other School Expenditures (4) . . Grant Fund Appropriations Education Chapter I Summer Program (5-28) ..................... Vocational Summer Youth Employment Program (29-35).. Transitional Services (36) .......................... Preschool Incentive Program (37-39) ................. Flow Through (40-51) ................................ Vocational Guidance Program (52) .................... Project Discovery (53) .............................. Energy Management System (54) ....................... $51,195,416 336,421 5,679,832 391,440 $10,359,475 209,487 39,260 7,360 8,580 546,406 6,000 427,000 7,900 Revenue Education Chapter I Summer Program (55) ....................... Vocational Summer Youth Employment Program (56) ..... Transitional Services (57) .......................... Preschool Incentive Program (58) .................... Flow Through (59-60) ................................ Vocational Guidance Program (61-62) ................. Project Discovery (63) .............................. Energy Management System (64-65) .................. (1) Other Attendance & Health Services (2) Repair/Replace of Equipment (3) Fuel (4) Transfer to Grant Fund (5) Director (6) Counselor (7) Delivery Driver (8) Clerical (9) Instruct. Aides (10) Teachers (11) Transportation of Pupils (12) Social Security (13) Retirement (14) Group Life Ins. (15) Student Insurance (16) Indirect Costs (17) Admin. Supplies (18) Inservice Training (19) Counselor Supplies (20) Food Costs (21) Field Studies (22) Misc. Other Costs (23) Eval. Testing & Dissemination (24) Parent Involvement (25) Teaching Materials (26) Admin. Travel (27) Counselor Travel (28) Instruc. Equip. (29) Teachers (30) Participants (31) Social Security (32) Training Services (33) Participant Allowances (34) Materials and Supplies $10,359 475 209 487 39260 7 360 8 580 546 406 6 000 427 000 · . 7 900 (001-060-6003-6050-0312) $( 2,000) (001-060-6006-6027-0504) ( 1,000) (001-060-6006-6080-0332) ( 3,160) 001-060-6012-6065-0801) 6,160 035-060-6119-6001-0110) 6,518 035-060-6119-6001-0112) 2,862 035-060-6119-6001-0131) 1,087 035-060-6119-6001-0135) 2,364 035-060-6119-6001-0136) 32,130 035-060-6119-6001 0137) 109,294 035-060-6119-6001-0138) 035-060-6119-6001-0204) 035-060-6119-6001-0206) 035-060-6119-6001-0208) 035-060-6119-6001-0212) 035-060-6119-6001-0217) 035-060-6119-6001-0303) 035-060-6119-6001-0307) '035-060-6119-6001-0313) 035-060-6119-6001-0319) (035-060-6119-6001-033801) (035-060-6119-6001-033802) 9,100 10,950 3,260 200 700 3,268 300 3,760 150 3,500 2,470 4,000 (035-060-6411-6015-0309) 1,611 (035-060-6411-6015-0308) 4,500 (035-060-6119-6001-033803) 1,700 (035-060-6119-6001-033804) 324 (035-060-6119-6001-0339) 7,150 (035-060-6119-6001-0401) 400 (035-060-6119-6001-0402) 500 (035-060-6119-6001-0510) 3,500 (035-060-6411-6015-0137) 10,932 (035-060-6411-6015-0338) 10,519 (035-060-6411-6015-0204) 1,534 (035-060-6411-6015-0210) 6,150 (35) Travel (36) Supplies (37) Diagnostic Srvcs. (38) Instruc. Supplies (39) Equipment (40) Teachers (41) Classroom Aides (42) Bus Aides (43) FICA (44) VSRS (45) SGLI (46) Health Insurance (47) In-Service Train. (48) Health Services (49) Supplies (50) Travel (51) Computer Software Maintenance (52) Instruc. Supplies (53) Payments for Project Discovery (54) Energy Management System Equipment (55) Fed. Grant Recpts. (56) Fed. Grant Recpts. (57) Fed. Grant Recpts. (58) Fed. Grant Recpts. (59) State Grant Receipts (60) Fed. Grant Recpts. (61) Local Match (62) Fed. Grant Recpts. (63) State Grant Receipts (64) Local Match (65) Fed. Grant Recpts. (035-060-6411-6015-0402) $ 4,014 (035-060-6551-6010-0309) 90 (035-060-6554-6010-0308) 4,836 (035-060-6554-6010-0309) 475 (035-060-6554-6010-0510) 3,269 (035-060-6555-6010-0112) 303,045 (035-060-6555-6010-0117) 43,984 (035-060-6555-6010-0126) 33,075 (035-060-6555-6010-0204) 27,178 (035-060-6555-6010-0206) 56,219 (035-060-6555-6010-0208) 850 (035-060-6555-6010-0210) 11,530 (035-060-6555-6010-0307) 1,100 (035-060-6555-6010-0308) 55,000 (035-060-6555-6010-0309) 6,775 (035-060-6555-6010-0402) 4,650 (035-060-6555-6010-0335) 3,000 (035-060-6728-6050-0309) 6,000 (035-060-6930-6065-0308) 427,000 035-060-6932-6085-0510) 7,900 035-060-6119-1102) 209,487 035-060-6411-1102) 39,260 035-060-6551-1102) 90 035-060-6554-1102) 8,580 035-060-6555-1100) 035-060-6555-1102) 035-060-6728-1101) 035-060-6728-1102) (035-060-6930-1100) (035-060-6932-1101) (035-060-6932-1102) 123,731 422,675 3,000 3,000 427,000 3,160 4,740 BE IT FURTHER ORDAINED that, an emergency Ordinance shall be in effect from its passage. existing, this ATTEST: City Clerk June 22, 1987 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger School Board Request for Appropriation of Grants I have reviewed the attached request to appropriate funds for eight (8) grants. Six of the eight grants are funded with 100% federal and/or state funds. Two grants, the Vocational Guidance Program and Energy Management System grants, are funded with federal funds and local matches of $3,000 and $3,160, respectively. Funding for the local matches of $6,160 is availa- ble in the General Fund in the following School Board accounts: Category Operation/Maintenance of Plant Operation/Maintenance of Plant Other Attendance & Health Srcs. Total Account Name Repair of Equipment Fuel Other Attendance and Health Services Amount $1,000 3,160 2,000 $6,160 I recommend that you concur with this request of the School Board. JMS/kp ~"~1 Edwin fl. Feinour, Chairman William Whil:e, ~'., Vice Chairman Donold Bar,al Roanoke City School Board Sallye T. Coleman LaVeme 8. Dillon David H. Usk James M. Turner, .Ir. Frank P. Tol:a, Superinl:enden~ ~chard L Kelley, Clerk of l:he ~x~rd P.O BOX 13105, Roanoke, Virginia 240_~1 · 703-981 -E~81 June 10, 1987 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: As the result of official School Board action at its meeting of June 9, 1987, the School Board respectfully requests City Council to appropriate the following funds to school accounts: Grant No. 6119 $209,487.00 for the Chapter I Summer Program to provide reading, language arts, and mathematics instruction for students in targeted schools. The program is one hundred percent reimbursed by federal funds. Grant No. 6411 $39,260.00 for the Vocational Summer Youth Employment Program to provide summer on-the-job training in the areas of electricity, carpentry, and masonry. The program is one hundred percent reimbursed by federal funds. Grant No. 6551 $90.00 for Transitional Services funds which have been used to provide class placements, mental health services, and follow-up studies of placements to ensure a smooth transition for handicapped students entering the school system. Expenditures are one hundred percent reimbursed by federal funds. Grant No. 6554 $8,580.00 for the Preschool Incentive Program to provide orientation and instruction for handicapped students who will be entering the public school system for the first time during the fall. The program is one hundred percent reimbursed by federal funds. Grant No. 6555 $546,406.00 for the Flow Through Program to provide aid for the education and guidance of handicapped students. The program is one hundred percent reimbursed by state and federal funds. Excellence in Education Members of Council Page 2 June 10, 1987 rg CC: Grant No. 6728 Grant No. 6930 Grant No. 6932 $6,000.00 for the Vocational Guidance Program to provide funds to aid vocational guidance and counseling by middle/junior high school programs with an emphasis on the improvement of career awareness, orientation, and exploration. The program is fifty percent reimbursed by federal funds with fifty percent local match. $427,000.00 for Project Discovery which represents pass-through payments that will be made by the state through the Roanoke City School Board to Total Action Against Poverty. $7,900.00 for the Energy Management System Grant to provide for the purchase of equipment to monitor ' and maintain the energy conservation effort for Fallon Park Elementary School. Federal funds will provide for sixty percent of the cost with forty percent local match. Richard L. Kelley Clerk of the Board and Executive for Business Affairs Mr. Edwin R. Feinour Dr. Frank P. Tota Mr. William L. Murray, Jr. Mr. Kenneth F. Mundy, Jr. M~. W. Robert Herbert Wilburn C. Dibling rl Joel M. Schlanger (with accounting details) ROANOKE CITY SCEOOL BOARD Roanoke, VlrEinia aPPROPRIATION REOUEST ECIa Chapter ! Summar 12#-87-2 5119 035-050-5119-b001-0110 035-050-5119-5001-0112 035-050-511g-5001-0131 035-050-5119-5001-0135 035-050-5119-h001-0135 035-050-h119-5001-0137 035-050-5119-5001-0138 035-050-5119-5001-0204 035-060-5119-5001-0205 035-050-511q-6001-0208 035-050-5119-5001-0212 035-050-5119-5001-0217 035-050-511g-5001-0303 035-050-5119-5001-0307 035-050-5119-5001-0313 035-050-5119-5001-0319 035-050-6119-5001-033801 035-050-5119-5001-033802 035-050-5119-5001-033803 035-060-5119-6001-03380# 035-050-5119-h001-0339 035-050-5119-5001-0#01 035-050-5119-5001-0#02 035-050-5119-5001-0510 Direotor Counselor Delivery Driver Clerical Instructional Aides Teachers Transportation oF Pupils Social Security Retirement Group LiFe Insurance Student Insurance Indirect Costs Administrative Supplies Inservice Training Counselor Supplies Food Costs Field Studies Miscellaneous Other Costs Evaluation, Testing & Dissemination Parent Involvement Teaching Materials Administrative Travel Counselor Travel Instructional Equipment Total Appropriation Unit ZlY b,518.00 2,852.00 1,087.00 2,354.00 32,130.00 109, 294. O0 9, 100. O0 1 O, 950. O0 3,250.00 200.00 700.00 3,258.00 300.00 3,750.00 150,00 3,5O0.00 2,470.00 4,000.00 1,700.00 32#.00 7,150.00 400.00 500.00 3,500.00 $ 2o4,487. oo 035-050-5119-1102 Federal Grant Receipts $ 2o9,9E7. oo The Chapter I summer program will provide reading, language arts and mathematics instruction For students in targeted schools. The program is one humdred percent reimbursed by Federal Funds and sill end September 30, 1987. June 9, 1987 ROANOKE CITY SCEOOL BOARD Roanoke, Virginia APPROPRIATION REOUE3T Voeational Summer Youth Employment Prosram 1987 b#11 035-060-5#11-b015-0137 035-ObO-~11-h01§-0338 035-0b0-6~11-6015-020~ 035-0b0-6#11-6015-0210 035-0~0-b#11-6015-0308 035-0~0-~#11-6015-0309 03§-ObO-bN11-6015-O#02 Appropriation Unit Z4C Participants Social Security Training Services Participant Allowances Hateriais and Supplies Travel 10,932.00 10,519.00 1,533.75 6,150.00 ~,500.00 1,611.10 4, o14.15 s ;~9~ 2~,o. oo 035-OhO-bN11-1102 Federal Grant Receipts 39,260.00 The Vocational Summer Youth Employment Program will provide summer on-the-job training in the areas of electricity, carpentry and easonry. Rork will be performed on a construct/on project sponsored by the Roanoke Vocational Education Foundation, Inc. The program will be reimbursed one hundred percent by federal funds and will operate from June 15 throush September 1, 1987. June 9, 1987 ROANOKE CITY SCROOL BOARD APPROPRIATION REOUEST 035-060-5551-6010-0309 Appropriation Unit ZhQ Supplies 035-060-6551-1102 Federal Grant Receipts $ 90~00 Transitional Services Funds had b~en used to provide class placements, mental health services and Folloe-up studies oF placements to ensure a smooth transition For handicapped students entering the school system. The above appropriation represents a supplemental allocation oF Funds to the school district. One hundred percent oF expenditures sill be reimbursed by Federal Funds. The program ~ill end September 30, 1987. June q, 1987 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia iPPROPRIITION REOUBST Preeohoo~ Innentive ~987 035-060-655q-6010-0308 035-ObO-B55#-hOlO-O30q 035-060-655#-6010-0510 Appropriation Unit ZST Diagnostic Services Instructional Supplies Equipment ~,83b.~0 #75.10 ~ 8~80.00 035-ObO-b55~-1102 Federal Grant Receipts $ 8~ ~80. on The Preschool Incentive Program sill provide orientation and instruction For handicapped students who sill be ente~in~ the public school system For the first time duvin~ the Fall. The prosram sill be reimbursed one hundred percent by federal Funds and sill end September 30, 1987. June q, 1987 ROINO[B CITY SCBOOL BO&RD Roanoke, Virginia APPROPRIATION REQUEST Flow Through 1987-88 b555 035-060-6555-h010-0112 035-OhO-h555-6010-011? 035-0h0-6555-6010-0126 035-0h0-6555-6010-0204 035-060-6555-6010-0206 035-060-h555-6010-0208 035-060-6555-6010-0210 035-OhO-h555-6010-030? 035-060-6555-6010-0308 035-OhO-6555-h010-0309 095-060-6555-bOlO-ON02 035-060-6555-6010-0335 Classroom Aides Bus Aides FICA SOLI Health Insurance In-Service Training Bealth Services Supplies' Travel Computer SoFtware Haintenance Total Appropriation Unit ZSU 303,045.00 33,075.00 27,178.00 5h, 219.00 850.00 11,530.00 1,100.00 55,000.00 6,775.00 4,650.00 ~000.00 5#6,406.00 035-060-h555-1100 035-060-6555-1102 State Grant Receipts Federal Grant Receipts $ 123,731,00 ~22,675.00 $ 546, 40h~ O0 The Flow Through program sill provide aid For the education and guidance oF handicapped etudents. One hundred percent oF expenditures will be reimbursed by state and Federal Funde. The program will end June 30, 1988. June 9, lq87 RO&NOKE CITY SCHOOL BOARD Roanoke, ¥1rNlnia APPROPRIATION REOUH3T Vocational Ouidanoe 1987 6728 035-ObO-6728-b050-0309 Appropriation Unit ZTL Instructional Supplies B b, O00. O0 035-0b0-~728-1101 035-0~0-b728-1102 Local Hatch Federal Grant Receipts $ 3,000.00 3,000,00 $ b~O00, O0 The Vocational Guidance program sill provide funds to aid vocational guidance and counseling by middle/junior high school pro,rams sith an emphasis on the improvement of career asareness, orientation and exploration. The program is fifty percent reimbursed by federal funds sith local match is the amount of 81,000 to be taken from account number O01-050-bOOb-5027-050~ and local match in the amount of $2,000 to be taken from account number 001-050-b003-~050- 0312.. The program sill end September 30, 1987. June q, 1987 ROANOKE CITY SCgOOL BOARD Roanoke, Virginia Project Discovery 1987-88 hq30 035-ObO-~930-bO65-0308 Appropriation Unit ZgQ Payments for Pro3ect Discovery $ ~27,000.00 035-060-6930-1100 State Grant Receipts $ q27~ooo, co The state grant for Project Discovery represents pass-through payments that will be made by the State Department of Education through the Roanoke City School Board to Total Action Against Poverty (TAP), operating as Project Discovery of Virginia, Inc. Payments to TAP sill be made on a monthly basis. The program sill end June 30, 1988. June q, 1987 ROA#OKE CITY SCEOOL BOARD Roanoke, ~{in~a APPROPRIATION RROUS3T gne~fy Nanafament $¥o~em hq32 035-O~O-b932-b085-0510 ~pproprietion O~it Enepsy Manasement System Equipment $ ?,900~00 035-060-~932-1101 035-0~0-~932-1102 Local Hatch Federal Grant Receipts 3,150.00 $ ?,qoolo0 The Energy Hana~ement System Grant sill provide for the purchase of equipment to monitor and maintain the energy conservation effort for Fellow Park Elementary School. Federal funds will provide for sixty percent of the purchase cost of the equipment. Local match funds in the amount of $3~160 will be provided from account O01-ObO-bOO5-b080-0832 (Fuel). June 9, 1987 June 24, 1987 File #236-200 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. lterbert: I am attaching copy of Resolution No. 28693, accepting a certain Corr~nunity Development Block Grant offer made to the City by the United States Department of Housing and Urban Development for funds for Program Year i987-88; and authorizing ~ecution of the City's acceptance of such grant and the agreement on behalf of the City to comply with the terms and conditions of the grant and applicable laws, regulations, and requirements pertaining thereto, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. Mr. Herbert D. McBride, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. Brian J. Wishneff, Chief of Economic Development and Grants Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Ms. Marie To Pontius, Grants Monitoring Administrator Room 456 Municipal [~ildlng 215 Chur~ A¥~,~e, $.W. I~cx:~:~e, Vl~lo 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of June, 1987. No. 28693. VIRGINIA, A RESOLUTION accepting a certain Community Development Block Grant offer made to the City by the United States Department of Housing and Urban Development for funds for Program Year 1987-1988; and authorizing execution of the City's acceptance of such grant and the agreement on behalf of the City to comply with the terms and conditions of the grant and applicable laws, regulations, and requirements pertaining thereto. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the offer of the United States Department of Housing and Urban Development, under date of May 27, 1987, of a grant of Community Development Block Grant funds for Program Year 1987-1988 amounting to $1,555,000, to fund certain com- munity development activities and projects set out and described in the City's application for said funding, upon all of the terms, pro- City Manager are hereby of the City, to execute the and any other forms required and Urban Development in grant, upon all of the visions and conditions therein set out. 2. The City Manager or the Assistant authorized and directed, for and on behalf required Grant Agreement, Funding Approval, by the United States Department of Housing order for the City to accept the aforesaid terms, conditions and requirements pertaining to the grant. ATTEST: City Clerk. June 24, 1987 File #236-200-60 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 26692, amending and reor- daining certain sections of the 1986-87 Grant Fund Appropriations, appropriating $3,177,000.00 for 1987-88 Corrrnunity Development Block Grant activities, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra cc: Mr. tterbert Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. W. Robert llerbert, City Manager Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Con'gnunity Planning Mr. Brian J. Wishneff, Chief of Economic Development Grants Mr. Ronald H. Miller, Administrator Ms. ~iarie T. Pontius, Grants D. McBride, Executive Director, Roanoke and Building Commissioner/Zoning Monitoring Administrator Room456 MunlcipalBulldlng 215~urchA~"~.~e,S.W.l~x~:~ke,~:~nlo24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 22,d day of 0une, ]987. No. 28692. AN ORDINANCE to amend and reordain certain sections of the 1986-87 Grant 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 1986-87 Grant Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Community Development Block Grant 1987-88 Revenue Community Development Block Grant 1987-88 1) A.P. 1 & 2 Admin. 2) A.P. 17 - Comm. Srvc. 3) Rehab. Grants - RRHA 4) 304 Fairfax Rehab.-PAC 5) Vacant House Rehab. PAC 6) RRHA Gen. Admin.-RRHA 7) Travel/Educ. - Grants Compliance 8) Materials - Supplies (Housing) 9) Materials - Grants Compliance 10) Travel/Educ./Member- ship 11) Personnel Services 12) Consultant Services 13) Management Services (1-36)... (37-43).. $ $ 3,177,000 $ 3,177,000 (035-087-8705-5051) 49,000 (035-087-8705-5056) 20,000 (035-087-8705-5066) 90,000 (035-087-8705-5070) 25,000 (035-087-8705-5071) (035-087-8710-5075 (035-087-8715-5081) (035-087-8715-5083) (035-087-8715-5085) 16,000 73,000 2,000 900 4,500 (035-087-8715-5088) 1,200 (035-087-8715-1002) 75,341 (035-087-8715-5095) 9,600 (035-087-8715-7015) 3,600 14) Telephone 15) Housing Program Support 16) Critical Home Repair 17) Operation Paintbrush 18) Housing Marketing 19) Private Loan Program 20) Demolition/Securement 21) Code Enforcement/ Nonsalary 22) Private Loan Subsidy 23) Personnel Services 24) Supplies/Telephone/ Printing 25) Program Development 26) Minigrants 27) Travel and Education - Staff 28) Travel and Education - Citizens 29) Main Street Coordinator 30) Personnel Services 31) Econ. Dev. - Program Support 32) Deanwood 33) Coca Cola Sec. 108 Repayment 34) First Street 35) Sec. 108 Repayment 36) Mkt. Bldg. Float Loan 37) CDBG Entitlement 38) Parking Lot Income 39) Other RRHA Income 40) Lease Payment - Cooper Industries 41) Williamson Rd. Garage Program Income 42) Coca Cola Section 108 Repayment 43) Repayment of Float Loan (035-087-8715-2020) (035-087-8720-5100) (035-087-8720-5101) (035-087-8720-5102) (035-087-8720-5103) (035-087-8720-5105) (035-087-8720-5108) (035-087-8720-5111) (035-087-8720-5713) (035-087-8720-1002) (035-087-8725-5120) (035-087-8725-5121) (035-087-8725-5122) (035-087-8725-5123) (035-087-8725-5124) (035-087-8725-5152) (035-087-8725-1002) (035-087-8720-5130) (035-087-8725-5131) (035-087-8725-5139) (035-087-8725-5144) (035-087-8725-5146) (035-087-8725-5153) (035-035-1234-8801) (035-035-1234-8802) (035-035-1234-8803) $ 3,600 187,000 187,485 31,134 5,000 40,000 13,000 7,539 50,000 48,368 12,000 5,000 5,000 2,000 2,850 10,000 73,010 95,000 75,000 529 873 250 000 212 000 962 000 1,555 000 192 000 50 000 (035-035-1234-8806) 13,000 (035-035-1234-8807) (035-035-1234-8810) (035-035-1234-8820) 5,000 400,000 962,000 BE Ordinance IT FURTHER ORDAINED that, an emergency existing, this shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia 3une 22, [987 Honorable Mayor and Members of Council Roanoke, Virginia '87 17 q9:I Dear Members of Council: Subject: Acceptance of 1987-88 Community Development Block Grant (CDBG) Entitlement and Appropriation of Funds for CDBG Activities I. Back~round: City Council authorized filing an application to the Department of Housing and Urban Development for FY 1987-85 on April 13, [987 by Resolution No. 28604. HUD approval of the City's FY 1987-88 application was received in a letter dated May 27, 1987, (see Attachment A) Grant approval is for the amount requested by the City, or 51~555~000. This report includes 51~622~000 in expected CDBG program income from parking receipts, Housing Authority rehab loan paybacks, Cooper Industries land lease, Coca-Cola UDAG loan repayment and repayment of short-term loan to Downtown Associates. CDBG Entitlement 51, .555,000 Program Income 51 ~ 622 ~ 000 Total Appropriation 53,177,000 II. Recommendation: Recommendation is that City Council: Adopt a resolution accepting the FY 1987-85 CDBG funds approved by HUD and authorizing the City Manager to execute the requisite Grant Agreement, Funding Approval, and any other forms required by HUD on behalf of the City in order to accept such funds; and Appropriate 53~ 177~000 to accounts to be established by the Director of Finance ($1,555,000 CDBG entitlement and 51,622,000 projected program income) as detailed in Attachement B. Respect fully subm~ed, W. Robert Herbert City Manager CC: City Attorney Director of Finance Executive Director, RRHA Chief of Economic Development ~ Grants Chief of Community Planning Building Commissioner Grants Monitoring Administrator ATTACH~IENT A U,S. Deparlment of Hou~ing and Urban Oevelopm~t Richmond Office, Region III 701 East Franklin Street Richmond, Virginia 23219-2591 ~7 1987 Mr. W. Robert Herbert City Manager P.O. Box 1220 Roanoke, VA 24011 Dear I am pleased to transmit to you the Fiscal Year 1~87 Community Development Block Grant (CDBC) Entitlement Grant for the City of Roanoke in the amount of $1,555,000. The program year for Roanoke begins on June l, 1~87. Enclosed is the Grant Agreement and Funding Approval (HUD-7082) (three copies), which constitutes the contract between the Department of Housing and Urban Development and the City of Roanoke. You should note particularly any special conditions included in Item 13 of the Funding Approval. The special condition in your Grant Agreement and Funding Approval concerning the review procedures under Executive Order (E.O.) 12372, Intergovernmental Review of Federal Programs and HUD's implementing regulations at 24 CFR Part 52 (see the June :24, 1~83 Federal Register~ pages 29206-2f~221), restricts the obligation or expenditure of fiends for the planning or construction of water or sewer facilities until the completion of the review process and receipt of written release of funds from HUD. Since you have not submitted your final statement for review under E.O. 12372, we assume you do not propose to use funds for activities subiect to review. However, the condition requires that in the event you amend or otherwise revise your final statement to use funds for the planning or construction of water or sewer facilities, you must receive written release of funds from HUD before obligation or expending funds for such activities. In order to amend your Letter of Credit to reflect the Fiscal Year 1387 grant, it will be necessary for you to execute and return two copies of the Grant Agreement. In addition, if there is a need to delete or add signatures of individuals authorized to draw on the amended Letter of Credit, or if there is a change in the depositary, the following documents must be completed and returned with the executed Grant Agreement: I. Standard Form 1194, Authorized Signature Card for Payment of Vouchers on Letter of Credit (the SF-II3Zt must not have corrections of any kind); 2. Form HUD-274 (Designation of Depository for Direct Deposit of Loan and/or Grant Funds). Upon receipt of the executed Grant Agreement (two copies) and other forms required to establish/amend your Letter of Credit, HUD will transmit to you a copy of the Letter of Credit, which will reflect your FY 1987 grant amount and indicate when drawdowns may commence. You are reminded that certain activities are subiect to the provisions of 24 CFR Part 58 (Environmental Review Procedures for the Community Development Block (3rant Program). Funds for such activities may not be obligated or expended unless the release of funds has been approved in writing by HUD. A request for the release of funds must be accompanied by on environmental certification. Appropriate forms are enclosed. You are also reminded that your Grantee Performance Report for the 1986 Program Year is due in this Office no later than August I, 1987. If you have any questions or desire assistance in connection with this letter or other items related to the CDBG program, please contact Ms. AIwyn Jennings of this Office at (804) 771-2853. Sincerely, jr. Manager Enclosures CC: Mrs. Marie Pontius Grants Monitoring Administrator ATTACHMENT B Itemized Expenditures for CDBG Fiscal Year 1987-85 Funds Account No. 035-087-8705-0000 5051 5056 5066 5070 5071 035-087-8710-5075 035-087-8715-0000 5081 5083 5085 5088 1002 5095 7015 2020 035-087-8720-0000 5100 5101 5102 5103 5105 5108 5111 5113 1002 Item Description Gainsboro Act Proj I & 2 Adminis (PAC) Act Proj 17 Commun Serv (PAC) Rehab Grants (RRHA) 30# Fairfax Rehab (PAC) Vacant House Rehab (PAC) RRHA General Admin (RRHA) City Admin Travel/Educ-Grants Compliance Materials-Supplies (Housing) Materials (Grants Compliance) Travel/Educ/Memberships (Housg) Personnel Services Etc. Consultant Services Management Services Telephone Housing Housing Program Support (RRHA) Critical Home Repair (RRHA) Operation Paintbrush Housing Marketing Private Loan Program RRHA) Demolition/Securement Code Enforcement - Nonsalary Private Loan Subsidy (RRHA) Personnel Services Etc. Amount $ #9,000 $ 20,000 $ 90,000 $ 25,000 $ 16,000 $200,000 $ 73,000 $ 2,000 $ 900 $ #,500 $ 1,200 $ 75,341 $ 9,600 $ 3,600 $ 3~600 $100,741 $187,000 $187,485 $ 31,13# $ 5,000 $ 40,000 $ 13,000 $ 7,539 $ 50,000 $ #8~368 $569,526 Page 2 033-087-8725=0000 3120 3121 3122 5123 512# 5152 1002 033-087-8730-0000 3130 5131 3139 31¢6 3133 Neighborhood Partnership Supplies/Telephone/Printing Program Development Mini Grants Travel and Education - Staff Travel and Education - Citizens Main Street Coordinator Personnel Services Etc. Economic Development Econ Develop-Prog Support RRHA) Deanwood Coca Cola Sect08 Repayment First Street (Henry St) (RRHA) Deanwood/Shaff Secl09 Repayment Market Bldg. Float Loan 12,000 5,000 3,000 2,000 2,830 I0,000 5 73~010 5109,860 5 95,000 5 75,000 5529,873 5250,000 5212,000 5962~000 52,123,873 53,177,000 033-035-1234-$801 035-035-123¢-8802 035-035-1234-8803 035-035-1234-8806 035-033-1234-8807 035-033-123#-8810 035-035-123¢-8520 Sources of Funding CDBG Entitlement Parking Lot Income Other RRHA Income-Rehab Loan Paybacks Lease payment - Cooper Industries Williamson Road Garage Program Income Coca Cola Section 108 Repayment Repayment of Float Loan 51,555,000 5 192,000 5 50,000 5 13,000 5 5,000 5 ¢00,000 $ 962~000 $3,177,000 June 2~, 1987 File #72-236 Mr. W. Robert tterbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 28695, accepting a Summer Food Service Program grant from the United States Department of Agriculture, and authorizing the execution of certain agreements relating thereto, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. cc: Mr. Ms. James D. Ritchie, Corinne B. Gott, Director of Human Resources Manager, Social Services ROO~456 ~t.~lclllxlll~lldlng 215(~rchAv~,S,W.l~:lno~e,¥~Inia24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28695. A RESOLUTION accepting a Summer Food Service Program grant from the United States Department of Agriculture, and authorizing the execution of certain agreements relating thereto. BE IT RESOLVED by the Council of the City of Roanoke that the City hereby accepts a Summer Food Service Program grant in the amount of $10,779.20 from the United States Department of Agriculture, and hereby authorizes the City's Director of Human Resources to execute any grant conditions or assurances related thereto and to negotiate and exeeute appropriate interagency cooperation agreements in order to implement the Program funded by the grant, as requested in a report of the City Manager dated June 22, 1987. ATTEST: City Clerk. June 24, 1987 File #60-?2-236 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 25694, amending and reor- daining certain sections of the 1986-87 Grant Fund Appropriations, appropriating $10,779.00 in connection with a grant award from the U. S. Department of Agriculture for the Virginia Summer Food Services Program, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP: ra Enc. cc: Mr. Mr. Ms. W. Robert Iterbert, City Manager James D. Richie, Director of Human Resources Corinne B. Gott, Manager, Social Services F~oom456 Munlc~lBuildlng 215¢D'~n::hA'~.~ue.S,W. Roc¥~.~nla24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28694. AN ORDINANCE to amend and reordain certain sections of the 1986-87 Grant 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 1986-87 Grant Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Community Development 1987 Virginga Summer Food Service Program Revenue Miscellaneous Grants 1987 Virginia Summer 1) Food Costs 2) Labor 3) Admin. 4) Fed. Grant Revenue Food Service Program $ 94,744 (1-3) .... 10,779 $ 287,473 (4) ...... 10,779 (035-054-5114-6010) $ 5,892 (035-054-5114-6011) 4,087 (035-054-5114-6012) 800 (035-035-1234-7055) 10,779 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk June 22,1987 Roanoke, Virginia Honorable Mayor and City Council Roanoke, Virginia Members of Council: I. BACKGROUND SUBJECT: Virginia Summer Food Service Program Grant Application to the U. S. Department of Agriculture The U. S. Department of Agriculture has solicited applications from municipalities to participate in the 1987 Virginia Summer Food Service Program. The purpose of the program is to provide nutritionally balanced, healthy meals to children, ages 1 through 18, of low-income families (less than 185% of poverty) during the summer months of 1987. Cost reimbursements are made to program sponsors (City of Roanoke), by the U. S. Department of Agriculture, at a rate of $1.78 per meal consumed (lunch) by a participating eligible youth. The Virginia Summer Food Service Program is similar in concept to the National Schoo! Lunch Program and the participants' eligiblity is comparable to that used to determine eligibility for free, or reduced price, meals during the school year. Roanoke, currently, is the only city of comparable size in Virginia not participating in this program. Roanoke City Schools sponsored a similar program in 1985 and has elected not to sponsor such a program this year, due to the broad responsibilities of sponsorship and their present capabilities. The need for this program and potential operational plans were explored and developed by a task force of the City Manager's Human Resources Steering Committee. Agencies represented included the Department of Social Services, the Fifth District Employment and Training Consortium, with the assistance of City Parks and Recreation, Roanoke Redevelopment and Housing Authority, and Total Action Against Poverty. Problems present, regarding lack of enough food, was projected for fifty-five (55) families in the northwest neighborhoods of the City. Problems present, regarding nutrition/attention for children, was projected for 1,333 families throughout Roanoke, with 166 families in northwest and 154 families in southeast areas ~ the City (concentrated neighborhoods). (Projections are based upon United Way Needs Assessment Survey.) City Council Report June , 1987 Page 2 The U. S. Department of Agriculture is supportive of efforts by the City of Roanoke to implement this program and has expressed its interest in providing whatever supportive assistance necessary to accomplish the program's objectives. II. PRESENT SITUATION A grant application for the Virginia Summer Food Service Program has been prepared by the Fifth District Employment and Training Consortium, on behalf of the City of Roanoke, for consideration by the U. S. Department of Agriculture for funding this summer, for the period June 22 through September 2, 1987. Lunch meals are proposed for 140 youths between two sites, Jamestown Housing Project and Eur--~a Park Recreation Center (70 at each site). A small scale project is proposed for this summer, to insure the effective and efficient delivery of services and to allow for planning the potential expansion of a successful project, in other areas of the City in subsequent years. The Department of Human Resources is proposed to administer the project through interagency agreements with the Fifth District Employment and Training Consortium (FDETC), Roanoke Redevelop- ment and Housing Authority (RRHA), and Total Action Against Poverty (TAP) and informal written agreements with the Department of Social Services and the City's Department of Parks and Recrea- tion: DSS -- Monitoring and daily project support FDETC --Monitoring and daily project support Parks and Recreation -- Provision of site facility at Eureka Park Recreation Center RRHA -- Provision of site facility at Jamestown Housing Project and volunteer staff support (two individuals). TAP -- Meal preparation through Headstart kitchen facilities and meal distribution/site management through U.S. Depart- ment of Agriculture reimbursements and JTPA/FDETC Summer Youth Employment Program resources (financial agreement). There are 140 meals proposed to be provided on each of the forty-four (44) meal service days, between June 29 and August 28, 1987 (Monday through Friday, excuding July 4th holiday). City Council Report June , 1987 Page 3 F. Cost projections total $10,779.20. Food Related Costs: $ 5,892.20 Labor Related Costs: 4,087.00 Administrative Costs: 800.00 No more than $9,979.20 will be paid to TAP to operate the project. $800.00 will go to the City for overall administration and audit. Ail costs are reimbursable by the U.S. Department of Agriculture, ~pon the number of meals consumed by eligible youth participants. A grant application has been submitted to the U. S. Department of Agriculture in order to meet the May 29, 1987, deadline for submission. Grant award is expected by June 19, 1987. III. ISSUES A. Cost to the City B. Need for Food Services in the Community C. Effective and Efficient Delivery of Services IV. ALTERNATIVES A. Accept the grant award from the U. S. Department of Agriculture, in the amount of $10,779.20, upon their positive consideration of the application, and authorize the Department of Human Resources, to negotiate and execute appropriate interagency agreements to facilitate the success of the project. Cost to the City - No projected cost to the City, as all expenses are reimbursable through the U. S. Department of Agriculture or budgeted through FDETC funds, for the Summer Youth Employment Program. mo Need for Food Services in the Community -- Need is wide- spread and project will accommodate targeted efforts, to provide nutritionally balanced meals to 140 needy youths. Effective and Efficient Delivery of Services Interagency agreements with DSS, FDETC, Parks and Recreation, RRHA, and TAP, combined with the limited scale of operation, will City Council Report June , 1987 Page 4 promote both the effective to Roanoke City residents, assist. and efficient delivery of services, whom the project is designed to B. Do not accept the grant award from the U. S. Department of Agriculture, assuming their favorable consideration of the grant application. 1. Cost to the City - No direct cost impact to the City. Need for Food Services in Community Need will continue, without program of intervention for 140 youths. Effective and Efficient Delivery of Services - Potential interagency services would not be utilized to address needs, without U. S. Department of Agriculture resources. V. RECOMMENDATION Approve Alternative A: Accept the grant award from the U. S. Department of Agriculture, in the amount of $10,779.20, upon their positive consideration of the application, and authorize the Department of Human Resources, to negotiate and execute appropriate interagency agreements to facilitate the success of the project. Appropriate $10,779.20 with a corresponding revenue estimate to an account to be established in the Grant Fund by the Director of Finance Ibr the Virginia Summer Food Service Program. Respectfully~f_~~ W. Robert Herbert City Manager JDR/sjf Attachment June 24, 1987 File #246 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28696, authorizing the e:ce- cution of an agreement by and among the City, the Governor's Employment and Training Department~ the Fifth District Employment and Training Consortium, and the Fifth District Employment and Training Consortium's Private Industry Council, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Enc. cc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. DibIing, Jr., City Attorney Mr. James D. Ritchie, Director of ttuman Resources Ms. Carolyn H. Barrett, Administrator, Fifth District Employment and Training Consortium, 425 West Campbell Avenue, Roanoke, Virginia 24016 Mr. Barry L. Key, Budget and Systems Roo~n 456 Municipal Building 2t50~urch Avenue, S.W. Roanoke, Virginia 240t ~ (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28696. AN ORDINANCE authorizing the execution of an agreement by and among the City, the Governor's Employment and Training Department, the Fifth District Employment and Training Consortium, District Employment and Training Consortium's Private Council; and providing for an emergency. and the Fifth Industry BE IT ORDAINED by the Council of the City of Roanoke that: 1. The Director of Finance is authorized to execute an agreement dated July 1, 1987, by and among the City, the Governor's Employment and Training Department, the Fifth District Employment and Training Consortium, and the Fifth District Employment and Training Consortium's Private Industry Council, which agreement relates to the respective responsibilities and liabilities of the parties thereto with regard to the implementation of certain programs afforded under Title II of the Federal Job Training Partnership Act, such agreement to be in such form as set forth in the City Manager's report of June 22, 1987; such agreement to be approved as to its execution. 2. In order to provide for to form by the City Attorney prior 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. June 22, 1987 Roanoke, Virginia Honorable Mayor and City Council Roanoke, Virginia Members of Council: Subject: Service Delivery Area Agreement Between the Fifth District Employment and Training Consortium and the Governor's Employment and Training Department for Program Year July 1, 1987, to June 30, 1988 I. BACKGROUND A. The City of Roanoke has been designated as the grant recipient of funds under the Job Training Partnership Act. B. By agreement of the localities in the Fifth Planning District, the City of Roanoke's Finance Department acts as fiscal depository of all Consortium funds. Co The Fifth Planning District has been designated as a service delivery area, by the Governor of Virginia. Job Training Partnership Act legislation requires that an Agreement be signed between the State and all involved parties, in each service delivery area. II. CURRENT SITUATION Governor's Employment and Training Department requires that the attached Agreement be signed by the Policy Board of the Fifth District Employment and Training Consortium, the Private Industry Council and the Finance Director of the City, as the depository of the funds. The Agreement primarily clarifies the roles, responsibilities and liability of the Policy Board, the Private Industry Council and the grant recipient (City of Roanoke's Finance Department). C. Before the Finance Director can sign this Agreement, authority must be obtained from City Council. D. City Council is requested to authorize the Director of Finance to sign the Agreement. City Council Report June 22, 1987 Page 2 III. ISSUES A. Legal Requirements B. Liability IV. ALTERNATIVES A. City Council authorize the Director of Finance to sign the Agreement. Legal Requirements - The Agreement meets the requirements of the Job Training Partnership Act. e Liability - Any liability rests with the Policy Board which is ma---~-~-e up of representatives in the Fifth Planning District; however, the City is liable for the proper deposit of these funds. B. City Council not authorize the Director of Finance to sign the Vo Agreement. 1. Legal Requirements - The legal requirements of the Training Partnership Act would not be met. 2. Liability - Funds will probably not continue to come to area, and liability would not be an issue. RECOMMENDATION A. City Council authorize the Director of Finance to sign Agreement, Alternative A, for Program Year 1987-1988. .~ct fully submitJ~, W. Robert Herber{ City Manager Job this the JDR/tsb CC: Director of Finance City Attorney Budgets & Systems J. D. Ritchie, Director of Human Resources Carolyn H. Barrett, FDETC Administrator NOW THEREFORE, for and in consideration of the mutual covenants hereinafter set forth, the GETD and the Second Parties agree as follows: 1. From funds made'available to the Governor of Virginia by the U.S. Department of Labor pursuant to Sections 201 and 251 of the JTPA, funds shall be allotted to the said service delivery area in accordance with the provisions of Section 202 of the JTPA and delivered to the Grant Recipient by the GETD periodically and by such mode as is determined and selected by the GETD. 2. Funds allocated to the said service delivery area and delivered to the Grant Recipient shall be expended by the Second Parties to implement and carry out the said Job Training Plan in accordance with the terms thereof as now approved or as the same may hereafter be modified and approved in accordance with the terms of the JTPA for the program year commencing on July 1, 1987 and ending on June 30, 1988. 3. THIS AGREEMENT IS MADE SUBJECT TO THE AVAILABILITY OF THE SAID FUNDS AND THE ALLOCATION THEREOF TO THIS AGREEMENT BY THE GETD. The GETD shall exert its best efforts to provide the Second Parties with timely advice of changes in funding levels produced at the federal level or required by circumstances affecting within State allocations pursuant to Section 202 of the JTPA. 4. The Fifth District Employment and Training Consortium, (Administrative Entity) and ttle City of Roanoke, (Grant Recipient), agree, respectively as second parties, to receive, administer, disburse and account for the said funds and such property as may be acquired therewith or otherwise be placed under their control pursuant to the terms of the JTPA or direction of the U.S. Department of Labor. The Fifth District Employment and Training Consortium in conjunction with the Private Industry Council and the Grant Recipient agree to implement and carry out the said approved Job Training Plan and to perform the related duties imposed upon them by the JTPA, in accor- dance therewith and the regulations of the U.S. Department of Labor and the GETD, as the same may presently exist or hereafter be enlarged or abridged during the period of this Agreement. 5. In pursuance of an agreement between the U.S. Secretary of Labor and the Governor of Virginia, the GETD reserves the right to interpret the requirements of the JTPA and all implementing regula- tions, consistent with the terms thereof, which by this Agreement are applicable to the Contractor. Such interpretations shall be speci- fically identified as "JTPA Interpretations" and shall be issued in accordance with the internal policy of the GETD. The Second Parties shall apply and abide by interpretations heretofore issued as well as all such interpretations issued during the term of this Agreement. The GETD shall review these or any subsequent JTPA Interpretation upon its own motion or the request of the Second Parties and the Second Parties shall have such further recourse if they be aggrieved thereby to review under the grievance procedure mandated by the JTPA . 6. The GETD recognizes the right of the Second Parties to this Agreement to make provision among or between themselves for division of duties and tasks requisite for the proper performance and adminis- tration of this Agreement subject to the provisions of the JTPA and -3- implementing regulations and the terms of that agreement specified in Section 103(b)(1) of the JTPA. The Second Parties agree that they shall not, by act of commission or ommission, do or fail to do any act in relation to each other which would hinder, frustrate or delay the performance of this Agreement or any act or duty required hereby. Should the agreement required by Section 103(b)(1) of the JTPA, or any subsidiary agreement made among or between the Second Parties be terminated, or there be a claim made of default thereon by any Second Party, then the Chairman of the Policy Board, or his designee, shall give written prompt notice of the particulars to the Executive Director of the GETD. In such event, the GETD shall have the right to withhold further funding under this Agreement or terminate this Agreement as to any Second Party upon such notice as may be reasonable under the circumstances, not in lieu of but in addition to any other remedy available under law if such action be deemed reasonably neces- sary by the GETD to carry out its duty under the JTPA and the laws of the Commonwealth of Virginia. 7. The performance of the Second Parties hereunder shall, for the purpose of Section 106 of the JTPA, be gauged by those performance standards established by the Secretary of Labor pursuant to Section 106 of the JTPA as the same may be varied by the Governor, for the period of this Agreement. 8. This Agreement shall not be assignable, in whole or part, by any Second Party without the written consent of the GETD; provided, however, that contractors may be engaged by the Second Parties to provide services or programs to eligible JTPA participants for which provision is made in the said Job Training Plan. In the exercise of the discretion afforded by this provision, the Second Parties shall -4- adhere to the standards set forth in Section 164(e)(2) of the JTPA. Whenever the word "contractor" appears in the succeeding provisions of this Agreement, the same shall mean such contractors as are permitted by the terms of this paragraph 8. Any such contract, and any subcontract if the same be permitted by the Second Parties, shall be conditioned to secure the benefits of the succeeding provisions to the Second Parties and the GETD. 9. The Second Parties shall give the GETD timely notification of the possibility of disallowed costs incurred in their administra- tion of this Agreement or by their contractors and use prompt and efficient debt collection procedures to obtain cash repayment of disallowed costs. The Second Parties shall not forego debt collection procedures without the express written approval of the GETD. In appropriate cases, the GETD shall petition the Secretary of Labor to: First: Forgive those costs, if possible; if not to: Second: Accept repayment of those costs in other than cash reimburse- ment. Nothing in this provision, however, shall be construed to limit or preclude tie pursuit of remedies, either legal or administrative, by the GETD or the Second Parties. i0. Neither the Governor nor the Commonwealth of Virginia assumes liability by virtue of this Agreement for any costs incurred above the amounts provided pursuant to this Agreement or for costs incurred by second parties or their contractors which are determined to be unallowable. Any such costs shall be at the sole risk of the Second Parties or their contractors. The foregoing provisions of this paragraph are not intended to preclude, and shall not be deemed to -5- preclude the Second Parties or their contractors from asserting any defense which may be asserted by them hereafter. 11. The Second Parties agree to give the GETD prompt notice in writing of any action or suit filed or any claim otherwise made against the Second Parties or their contractors of which they have been notified. 12. The GETD, the Secretary of Labor, the Comptroller General of the United States, or any of its or their representatives shall have access to work and training sites and to any books, documents, papers, and records of the Second Parties and their contractors provided or made in the performance of this Agreement, for the purpose of moni- toring, making surveys, audits, examinations, excerpts and transcripts. 13. No waiver or modification of the terms of this Agreement, including, without limitation, this provision, shall be valid unless in writing and duly executed by the party to be bound thereby. 14. In addition to termination in accordance with the provisions of paragraph'g, hereof, as well as in addition to termination resulting from the non-availability of funds as contemplated by Paragraph 3, the right to terminate this Agreement in accordance with the applicable provisions of the Job Training Partnership Act is reserved. The GETD reserves the right to apply any lesser sanction not proscribed by law or seek any lawful remedy available to it as it may deem requisite to obtain proper performance under this Agreement, to carry out the requirements of the Act and federal and State regula- tions made pursuant thereto, and to maintain the integrity of programs funded through this Agreement. Unless an emergency exists, --6-- the GETD shall not act to impose a sanction except upon reasonable notice and after the Second Parties have opportunity for review in accordance with procedures mandated by JTPA. A sanction imposed in an emergency shall be subject to subsequent review. 15. This Agreement shall terminate at the close of business on June 30, 1988, provided, however, that the same shall remain in effect thereafter until the close of business on September 30, 1988, for the purpose of the conduct of "Summer Youth" programs pursuant to Title II-B of the JTPA for which provision is made in the above Job Training Plan, or for which provision is hereafter made in the next succeeding approved Job Training Plan, as the case may be. The Fifth District Employment and Training Consortium's Private Industry Council, by its Chairman, acknowledges the terms of this agreement and commits the committee to the extent permitted by law to fulfill the terms of this agreement and to fulfill the terms of the Fifth District Employment and Training Consortium. In witness whereof, the parties have caused this Agreement to be executed by their duly authorized representatives: GOVERNOR'S EMPLOYMENT AND TRAINING DEPARTMENT BY: Executive Director -7- SIGNATURE PAGE FIFTH DISTRICT EMPLOYMENT AND TRAINING CONSORTIUM BY: TITLE: FIFTH DISTRICT EMPLOYMENT AND TRAINING CONSORTUIM POLICY BOARD BY: TITLE: CITY OF ROANOKE, VIRGINIA BY: TITLE: APPROVED AS TO LEGAL FORM BY: Tabor Cronk Assistant Attorney General, Counsel for the GETD -8- Office c~ the City Clerk June 24, 1987 File #60~20 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28697, amending and reor- daining certain sections of the 1986~87 Capital Fund Appropriations, transferring $14,330.00 from Traffic Signal-Orange Avenue and Kihg Street to Traffic Signal-Peters Creek Road and North Lakes Drive, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Porker, CMC City Clerk MFP: ra Enc. cc: Mr. Mr. Mr. Mr. W. Robert Iterbert, City Manager William F. Clark, Director of Public Works William M. Mullins, Manager, Signals and Alarms Robert K. Bengtson, Traffic Engineer Room456 MunlcipalButlding 2151~urchAv~c~ue,$.W.l~"~e,~lginla24011 (703)98'1-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28697. AN ORDINANCE to amend and reordain certain sections of the 1986-87 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 seetlons of the 1986r87 Appropriations, be, and the same are hereby, reordained, to read as follows, in part: Capital Fund amended and Appropriations Traffic Engineering Signal Orange & King Street (1) .................... Peters Creek Road/North Lakes (2) .................. $ 1,325,366 52,701 74,330 1) Appr. from Bonds 2) Appr. from Bonds (A008-052-9567-9001) $ (14,330) (A008-052-9580-9001) 14,330 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia June 22, 1987 Honorable Noel C. Taylor, and Members of Council Roanoke, Virginia Mayor Dear Members of Council: Subject: Traffic Signal - Peters Creek Rd. & N. Lakes Dr. I. Background: City Council appropriated $60,000 for the installation of the signals at this intersection on May 15, 1986, Ordinance 928146. Traffic signal was installed on May 11, 1987 by using a controller that is stocked for use like this or in case of an accident or lightning striking. Definition of Controller - A controller as used in this case is a group of hardware items to form a complete unit and as listed below: Cabinet - a metal cabinet with its associated lightning arrestors, switches, load relays, fans, wiring, etc. Timing Device - normally called a controller but which is a timing device that is programmed to control the changing of the lights along with the timing of the signal. Detector Amplifier - a device that works with the unit which is placed in the roadway and that detects the passage or presence of vehicles. Signal Monitor an electrical device that monitors the signal for correct signal display and has the capability of automatically putting the signal on flash should a conflict be displayed. 5. Opticom wiring for future installation with equipment to be purchased later. D. Estimated cost was originally made on an average installation and prior to finalization of plans. Members of Council June 22, 1987 Page 2 E. Cost Over Run occurred due to high cost of steel strain poles. Underground construction was increased due to conflicts with existing utilities that caused some relocation at additional cost. Additional cost was also incurred due to an improved method of hanging signals when crossing 4 lane highways. II. Current Situation: A. Traffic signal is complete and working properly with the substitute controller. Permanent controller for intersection needs to be purchased so that the spare can be available to provide a working controller for quick replacement in case of physical damage. III. Issues in order of importance: A. Funding B. Needs IV. Alternatives: City Council approve the transfer of the unspent appropriations in the amount of $14,330.00 from Traffic Signals, Orange Ave. & King St. NE, Account %008-052-9567-9000 to Traffic Signals, Peters Creek & N. Lakes Drive, Account %008-052-9580-9000. 1. Funding is available from unexpended appropriations in completed project. e Needs - A traffic signal controller along with its required equipment is needed to replace unit that is being used. This will give the Signals & Alarms Department necessary spare equipment so that damaged equipment from accidents, lightning, etc. can be readily replaced to maintain an orderly flow of traffic. City Council not approve the transfer. 1. Funding - Funds would not be used at this time. Needs - Traffic signal at Peters Creek Rd. & N. Lakes Drive, N.W. would continue to operate. A spare controller and its related equipment would not be purchased. Any existing controller Members of Council June 22, 1987 Page 2 etc. would not be replaced in a quick manner. Any future new installation would be delayed by the time for delivery of controller equipment. V. Recommendation: City Council accept Alternative "A" and authorize the transfer of $14,330.00 from Traffic Signal Orange Avenue & King Street, Account 008-052-9567-90000 (which would close out this account) to Traffic Signal Peters Creek Road & N. Lakes Drive, N.W. Account 008-052-9580-90000. Respectfully su~mitted~ /~ W. Robert Herbert City Manager WRH:WMMjr:jrm copy: City Attorney Director of Finance Director of Public Works Manager of Signals & Alarms Or, ce c~ ?ne Oh/Oe~ June 24, 1987 File #60-305 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28698, amending and reor- daining certain sections of the 1986-87 General and Capital Fund Appropriations, providing for the transfer of $30,000.00 into a new capital account to be established for roof ,eplacement at the Juvenile Detention Home, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, //?~J~t.,,_ Mary F. Parker, CMC City Clerk MFP: ra CC: Mr. Mr. Mr. Mr. W. Robert lferbert, City Manager William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Nelson M. Jackson, Manager, Building Maintenance Room 456 Municipal I~uildlng 215 G~urch Avenue, S.W. I~cx:x~x~e, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28698. AN ORDINANCE to amend and reordain certain sections of the 1986-87 General and Capital Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the CitY of Roanoke that certain sections of the 1986-87 General and Capital Funds Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: General Fund Appropriations. Public Works Building Maintenance (1) ............................ Non-Departmental Transfers to Other Funds (2) ........................ Revenue Miscellaneous Miscellaneous (3) ................................... $15,372,493 2,568,324 10,068,373 9,463,.462 $ 322,946 115,000 Capital Fund Appropriations General Government Roof Replacement - Juvenile Detention Home (4-5) .... Revenue Accounts Receivable - USM Weather-Shield System (6). Misc. Revenue - USM Weather-Shield System (7) ....... $13,469,075 30,000 $ 15,000 15,000 (1) Maintenance - Gen. Fund (2) Trfs. to Capital (3) Misc. Revenue (4) Appr. Gen. Revenue (5) Appr. Third Party (6) Accts. Receivable- Weather Shield (7) Misc. Revenue (A001-052-4330-3050) (A001-004-9310-9508) (R001-020-1234-0859) (A008-052-9590-9003) (A008-052-9590-9004) $(15,000) 15,000 (15,000) 15,000 15,000 (X008-1182) 15,000 (R008-008-1234-1075) 15,000 BE IT FURTHER ORDAINED that, Ordinance shall be in effect from an emergency existing, this its passage. ATTEST: City Clerk 5 ,~-,~ ~-~-, Roanoke Virginia CITY I? ~i'~i ~!~'~il'~~ June 22, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Roof Replacement Juvenile Detention Home for City of Roanoke Coyner Springs, Virginia '87 ,!I!i'! 17 i I. Back,round: City Council, at its April 20, 1987, meeting approved the payment of $15~000.00 from U.S.M. Weather-Shield Systems Co. to the City of Roanoke for the three (3) remaining years of the Roof Guarantee on the Juvenile Detention Home. These funds were appropriated by City Council to a Building Maintenance Account with a corresponding increase in a reve- nue estimate. The roof membrane is in such bad condition that it needs to be replaced rather than repaired. II. Current Situation: Fundin~ of $15~000.00 from the firm that had the roof guaran- tee has been received and placed in the Building Maintenance Account. En~ineerin~ Department's work load has prohibited them from preparing the contract documents for this project in time to be encumbered in this fiscal year's budget. The guaranty company's monies and the Building Maintenance funds to be used for this work need to be encumbered from this fiscal year's budget of the Building Maintenance Department. III. Issues: A. Need B. Fundin~ C. Timin~ IV. Alternatives: ae Authorize the transfer of $30~000.00 into a new capital account to be established for the reroofing of the Juvenile Detention Rome. Need to replace the roof on the Juvenile Detention Home just as soon as the Engineering Department can prepare the Contract Documents. Page 2 WRH/LBC/mm CC: Funding for the project would be as follows: Building Maintenance Department Account # 001-052-4330-3051 $15,000.00 U.S.M. Weather-Shield Systems Co. Roof Guarantee Agreement funding which has already been received and placed into the above account. TOTAL PROJECT FUNDING $15~000.00 $30,000.00 Timing is such that the Building Maintenance Department funds need to be encumbered at this time and the project started as soon as possible. B. Do not authorize the transfer of funding at this time: 1. Need would still exist. Roof will have to be replaced. Funding has already been received from the roof guaranty company and placed in the Building Maintenance Account. That money plus the matching amount from Building Maintenance would lapse and be transferred to the General Fund. 3. Timing would extend over into next fiscal year's budget. Recommendation: City Council concur with the implementation of Alternative A. Appropriate $30~000.00 to a Capital Project Fund Account to be established by the Director of Finance for the Roof Replacement of the Juvenile Detention Home. Funds to be appropriated from the Building Maintenance Account Number 001-052-4330-3051. Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Manager, Building Maintenance City Engineer Off~e o~ ~he Q~y Oe~k June 24, 1987 File #226 Mr. W. Robert tferbert City Manager Roanoke, Virginia Dear Mr. lierbert: I am attaching copy of Resolution No. 28699, authorizing the exe- cution of an amendment to a certain agreement with Total Action Against Poverty in ~he Roanoke Valley, Inc., in order to e~tend the time of performance of said agreement until October 3Z, 1987, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enco cc: Mr. Ted Edlich, Executive Director, Total Action Against Poverty in the Roanoke Valley, P. 0. Box 2868, Roanoke, Virginia 2400i-2868 Mr. Joel M. Schlanger, Director of Finance Ms. Melody Stovall, Executive Director, Harrison Heritage and Cultural Center, 523 Harrison Avenue, N. W., Roanoke, Virginia 2~0~6 Ms. Marie T. Pontius, Grants Monitoring Administrator Ro(xn456 Munl(:lpalBuildlng 2150"~rc:hAv~w~e,$.W.R, oonoke, Vl~jtnia24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28699. A RESOLUTION authorizing the execution of an amendment to a certain agreement with Total Action Against Poverty in the Roanoke Valley, Inc. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager and the City Clerk are hereby autho- rized to execute and to seal and attest, respectively, an amendment to the agreement dated August 4, 1986, by and between the City and Total Action Against Poverty in the Roanoke Valley, Inc., in order to extend the time of per- formance of said agreement until October 31, 1987, as re- quested in a report of the City Manager dated June 22, 1987; such amendment to be in in such form as may be approved by the City Attorney. ATTEST: City Clerk. CITY '87 18. ::i? Roanoke, Virginia June 22, 1987 Honorable Mayor and Members of City Council Roanoke, Virginia Subject: Extension of Contract Expiration Date - Harrison Heritage and Cultural Center Dear Members of Council: I. Background: The Harrison Heritage and Cultural Center opened October, 1985, in partially renovated space on the first floor in the former Harrison School for use as a: 1. Heritage and Cultural Center to display artifacts and have programs on Black culture and history. 2. Resource center for Black history. 3. Community center. An agreement between the City of Roanoke and TAP was executed on August 4, 1986, in the amount of $40~000 for work to be completed by June 30, 1987. 1. Due to delays, the project has not been completed. 2. The amount of work remaining to be funded pursuant to the contract totals $24,313.30. II. Current Situation: TAP requested a time extension of four (4) months, extending the expiration date of the agreement from June 30, 1987, to October 31, 1987 (see Attachment A). A time extension is essential in order to have the project completed. It will not jeopardize the City's position regarding funding or compliance with applicable Federal and/or City regulations. Honorable Mayor and Members of City Council Page III. Recommendation: It is recommended that City Council authorize the City Manager to execute an amendment to the City/TAP agreement, dated August 4, 1986, to provide for a four-month extension of the time of performance, as noted in section II.A above to allow completion of the project. d~t_ctful ly submi/~ted, W. Robert Herbert City Manager WRH:CAH:mds Attachment cc: Assistant City Manager City Attorney Director of Finance Grants Monitoring Administrator Executive Director, TAP Director, Harrison Heritage and Cultural Center ~TAP ATTAC Hi~iE NT A lotal Action Against Poverty in Roanoke Valley, 702 Shenandoah Avenue, N. W., P. O. Box 2868, Roanoke, Virginia 24001-2868 June 5, 1987 Mr. Earl Reynolds Assistant City Manager City of Roanoke 215 Church Ave. S.W. Roanoke, VA 24011 Dear Earl: RE: Contract for Harrison Center Construction and Furnishing Unfortunately, we have experienced delays and roadblocks which force me to request that our contract for completing the furnishing and renovation of the Harrison Heritage and Cultural Center be extended beyond the June 30, 1987 termination date. We are in the process of negotiating with Fralin & Waldron Change Order #4 to our construction contract with them; this last change order involves completion of the Hazel B. Thompson Exhibition Room and library/conference room. jr We would appreciate an extension of the contract for four months, to October 31, 1987, and pledge to assure that all the work is completed and invoices paid before this time. Thank you for your cooperation and support. Sincerely, ~ Executiv~Di~c~r~ c: Robert Obey, President of Harrison Board Melody Stovall, Executive Director Harrison Center Marie Pontius, Grants Compliance Ofllce of the O~ (]e~ June 24, 1987 File #175-200-236 Mr. W. Robert Iterbert City Manager Roanoke, Virginia Dear Mr. tterbert: I am attaching copy of Ordinance No. 28700, authorizing the e~e- cution of a written agreement with the City of Roanoke Redevelopment and Housing Authority relating to the performance of certain Community Development Block Grant program activities to be undertaken by the City during Program Year 1987-1988, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP:ra Enco cc: Mr. lterbert D. McBride, Executive Director, Roanoke Redevelopment and Ifousing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Corr~unity Planning Mr. Brian J. Wishneff, Chief of Economic Development Grants Mr. It. Daniel Pollock, Itousing Development Coordinator Ms. Jinni Benson, Neighborhood Partnership Coordinator Ms. Marie ~. Pontius, Grants Monitoring Administrator and Room 456 Municipal Building 2t5 Church Avenue, $.W. I~x~loke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, ]987. No. 28700. AN ORDINANCE authorizing the execution of a written agreement with the City of Roanoke Redevelopment and Housing Authority re- lating to the performance of certain Community Development Block Grant program activities to be undertaken by the City during Program Year 1987-1988; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager is hereby authorized to execute, for and on behalf of the City, a written agreement, more particularly described in the report of the City Manager dated June 22, 1987, and providing for the provision of certain administrative services under the City's Community De- velopment Block Grant for the 1987-1988 Program Year, between the City of Roanoke Redevelopment and Housing Authority and the City of Roanoke, and providing for the services to be rendered by said Authority to the City in implementing certain program activities identified in the City's application and budget for the aforesaid Grant, along with certain terms and conditions described in the aforesaid report, including the compensation to be paid to the Authority. 2. The form of the contract between the City and the Authority shall be approved by the City Attorney. municipal government, nance shall be in full In order to provide for the usual daily operation an emergency is deemed to exist, and force and effect upon its passage. ATTEST: of the this ordi- City Clerk. CiTY ,' Roanoke, Virginia June 22, 1987 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Request Authorization for City Manager to Execute Contract for Services with the Roanoke Redevelopment and Housing Authority I. Background: Community Development Block Grant (CDBG) funds for Fiscal Year 1987-88 total $3,177,000, including new entitlement and program income. City Council is scheduled to appropriate these funds on June 22, 1987. Roanoke Redevelopment and Housing Authority (RRHA) historically has administered certain portions of CDBG programs for the City, including housing rehabilitation and economic development activities. II. Current Situation: Funds budgeted for RRHA's services in FY 87-88 total $355,000 for administration of four (4) Economic Development and seven (7) Housing programs which include $835,485 allocated for FY 1987-88 plus carry over funds estimated at $515,824, for a total contract amount of $1,706,309. B. Major responsibilities to be fulfilled by the RRHA under the contract include activities regarding: 1. Housing Rehabilitation 2. Commercial/Industrial Development 3. Gainsboro Revitalization Administrative Agreement between the City and the RRHA is necessary before the RRHA can perform and receive payment for administrative activities regarding CDBG-funded or assisted programs. Honorable Mayor and Members of City Council Page 2 III. A. Cost to the City B. Administrative Capability C. Timing IV. Alternatives: mo Authorize the City Manager to execute the attached Agreement with the RRHA for the administration of various community development activi- ties. 1. Cost to the City will be $1,706,309 of CDBG funds. No other City funds will be expended. Administrative capability to perform the services specified is possessed by the RRHA. The RRHA is experienced in and knowledgeable of the programs specified, having performed similar responsibilities in previous years. Timing is such that several programs can be initiated or renewed immediately after the Agreement is executed. The program year begins July 1, 1987. B. Do not authorize the execution of the attached Agreement with the RRHA for the administration of various community development activities. Cost to the City would depend on the cost of performing the acti- vities directly with additional City staff o~r of contracting for services from private agents. Administrative capability to perform the various activities is available in some cases with existing City staff. However, other capability would have to be obtained by hiring additional CDBG-funded staff and/or contracting with private agencies. Timing would delay the implementation of many program activities, until necessary staff could be hired and trained or until other arrangements could be made. Honorable Mayor and Members of City Council Page 3 V. Recommendations: It is recommended that Cit,v Council concur in Alternative A and authorize the City Manager to execute the attached Agreement with the RRHA for the performance of various community development activities. W. Robert Herbert City Manager WRH:VLP:mds 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 & Housing Authority AGREEMENT THIS AGREEMENT is made and entered into this 1987, by and between the following parties: day of the Grantee: and the Subgrantee: City of Roanoke 215 Church Avenue, S. W. Roanoke, Virginia 24011 City of Roanoke Redevelopment and Housing Authority 2624 Salem Turnpike, N. W. Roanoke, Virginia 24017 It is the intent of the Grantee to entrust the Subgrantee with the imple- mentation of certain projects and activities relating to community development and neighborhood revitalization, including, but not limited to, projects outlined in the Grantee's 1987-88 Community Development Block Grant (CDBG) program. The Grantee and Subgrantee agree as set forth below: I. The Subgrantee shall implement certain projects and activities as set forth in Part I of the Terms and Conditions of Agreement. II. The Grantee shall compensate the Subgrantee as set forth in Part II of the Terms and Conditions of Agreement. TERMS AND CONDITIONS OF AGREEMENT Part I - Scope of Services: The Subgrantee shall, in a satisfactory and proper manner, as determined by the Grantee, and within the scope of the 1987-88 Grant Programs Funds Appropriations for CDBG provided for the services included herein and approved by the Roanoke City Council, perform the following tasks: A. Rehabilitation and Rev[tal£zat£on of Residential Areas: Private Rehabilitation Loan Program - The Subgrantee shall lend the proceeds of the $600,000 mortgage revenue bond it sold in March, 1987 to the public for rehabilitation or purchase/rehabilitation of owner- occupied houses during Fiscal Year 1987-88. Prior to February 29, 1988, the Grantee and Subgrantee shall review characteristics of the FY 1987-88 Program, and jointly shall determine whether future mortgage revenue bonds are to be sold by the Subgrantee using CDBG or other funds, and on what basis. All costs of said mortgage revenue bond, including loan loss reserve, legal expenses, costs of issuance and ail other related expenses, and additional costs incurred relative to previous mortgage reveoue bonds, shall require no more than $51,633 of CDBG funds or other funds by the Grantee. Private Rehabilitation Loan Subsidy - The Subgrantee shall continue to administer a subsidy program in conjunction with the Private Rehabilitation Loan Program and to subsidize rehabilitation or purchase/rehabilitation loans from other sources, in accordance with written guidelines as set forth in Attachment A. The Private Rehabilitation Loan Subsidy shall consist of grants to be made to borrowers of funds under the Private Rehabilitation Loan Program or other sources, including conventional lenders, in order to make rehabi- litation and/or purchase/rehabilitation loans more affordable. The totai of all subsidies provided under this program shall not exceed $81,480. -2- 54 Critical Home Repair Program - The Subgrantee shall administer the Critical Home Repair Program in accordance with written guidelines as set forth in Attachment B. Essentially, the Critical Home Repair Program consists of limited grants or loans to qualified homeowners to repair or replace seriously substandard components of the homeowner's structure. The total of all such grants/loans to be made in Fiscal Year 1987-88 shall not exceed $203,430. Rental Rehabilitation Program - The Subgrantee shall administer the Rental Rehabilitation Program as developed by the Grantee and Subgrantee and approved by the Department of Housing and Urban Development (HUD). Such Program shall include: Rehabilitation subsidies to rental property owners, from funds allocated to the Program by HUD from Rental Rehabilitation Program funds and/or by the Grantee from CDBG funds; and Section 8 rental subsidies to qualifying tenants, using Section 8 Certificates and/or Housing Vouchers awarded the Subgrantee by HUD for use in conjunction with the Program. The funds, currently projected to be $143,000, will be used for rehabi- litation subisidies during the contract year as allocated by HUD. Section 312 Rehabilitation Loan Program - The Subgrantee shall admi- nister a rehabilitation loan program using Section 312 funds as made available by HUD. Such funds will be loaned to low-moderate income homeowners on terms as allowed by HUD in designated Conservation Areas and Rehabilitation Districts or other areas authorized by HUD. The Subgrantee shall not receive any additional consideration from the Grantee for the administration of this program. -3- Urban Homesteading Program - The Subgrantee shall administer an Urban Homesteading Program, as provided by the Section 810 Homesteading Program approved by HUD. Funding currently undetermined, but to be in amounts as allocated by HUD. Technical Assistance, Counseling and Services - The Subgrantee shall assist the Grantee in providing advice and counseling to citizens, individually or in groups, concerning community development and housing concerns. Such assistance and services will be provided as requested by citizens and shall include, but not be limited to: a. Property inspections and technical advice concerning repair, re- modeling or rehabilitation; Guidance and counseling concerning possible financial arrangements for purchase or rehabilitation, including possible options available in the private financing market. Marketing - The Subgrantee shall play a principal role in assisting the Grantee in publicizing and marketing housing programs, rehabilitation and neighborhood revitalization generally. Relocation Assistance and Counselin~ - The Subgrantee shall assume responsibility for the relocation assistance and guidance to be pro- vided to residents and businesses displaced by community development projects and activities of the Grantee, in accordance with HUD regula- tions and guidelines. In addition, the Subgrantee shall participate with the Grantee in updating the City-wide housing resource summary and a plan to meet the total relocation needs for the program year. -4- 10. Outstanding Loans and Grants; Foreclosures - The Subgrantee shall con- tinue to service outstanding loans, forgiveable and/or deferred payment loans, grants, etc., made in previous years as appropriate and in accordance with guidelines of the specific programs. The Subgrantee shall provide counseling to parties delinquent in their repayments in a reasonable effort to avoid foreclosure. However, where delinquencies persist, the Subgrantee shall institute appropriate foreclosure procedures. The Subgrantee shall maintain and protect properties on which it has foreclosed, and in consultation with the Grantee, shall arrange for resale, assumption of loan, or other disposition of the property. B. Gainsboro Conservation/Redevelopment Plan: The Subgrantee shall implement the Gainsboro Conservation/Redevelopment Plan (Amendment No. 2), coordinating its activities with the Gainsboro Project Area Committee (PAC) and the Gainsboro Neighborhood Development Corporation (GNDC). Specifically, the Subgrantee shall implement the program noted below, with the amount to be paid the Subgrantee for such program being as follows: 1) Gainsboro Housimg Grant Program $100,105 The Subgrantee shall continue to administer the Gainsboro Housing Grant Program in accordance with written guidelines previously provided by the Grantee as shown in Attachment C. Miscellaneous property management costs -5- shall be provided for in an amount not to exceed $564 for legal fees asso- ciated with existing RRHA property in the Gainsboro Redevelopment project. The Subgrantee may also contract with PAC and GNDC to provide services in addition to the duties to be performed by the Subgrantee under the Conservation/Redevelopment Plan, provided that any such contract for addi- tional services funded by the Grantee shall be approved in writing by the City Manager before execution by the Subgrantee. C. Community Interaction: The Subgrantee shall assist the Grantee in the performance of certain basic community-oriented tasks which include, but are not limited to, the following: Planning, organization and implementation of neighborhood meetings. Development and distribution of materials necessary to inform the public regarding neighborhood revitalization activities performed by the Subgrantee pursuant to this contact. 3. Planning, organization and implementation of the CDBG public workshops and/or hearings incidental to the Grantee's annual application process. The Subgrantee shall provide information monthly to the Grantee con- cerning the status and activity of the various housing programs, which the Grantee then may distribute to community organizations or represen- tatives, as the Grantee sees appropriate. D. Commercial/Industrial Development: 1. Commercial Rehabilitation - The Subgrantee shall continue to administer the downtown commercial rehabilitation loan program. The Subgrantee -6- shall encourage the use of the Roanoke City Tax Abatement Program for commercial, industrial and residential rehabilitation in areas eligible under the City Code. Deanwood Redevelopment - The Subgrantee shall continue to implement Redevelopment Plan (1975), as amended by Amendment No. 2, by Resolution No. 27751, adopted by City Council on August 16, 1985, to include addi- tional property within the redevelopment area. Within this expanded area, the Subgrantee shall perform, during the term of this Agreement, appraisals and title work, acquisition, relocation and demolition, and site development. Funds are available to the Subgrantee for these additional activities in the amount of $300,920 for the Deanwood Expansion area. Ail work shall proceed with the assistance of the Grantee's City Engineer and Chief of Economic Development who shall approve all Requests for Proposals, contracts regarding site design and develop- ment, final plans and change orders for this project within ten working days, except for issues requiring action by City Council. All expenses related to Deanwood property acquisition, disposition, site clearance/ improvements, maintenance, engineering and plan development shall be charged directly to the Deanwood account and not to the Subgrantee's general program administration. Coca-Cola UDAG Project - The Subgrantee shall continue arrangements to pass-through UDAG funding for the Coca-Cola project. Any Commissioner's costs related to condemnation for Coca-Cola site acquisition shall not exceed $2,952 without prior approval of the Grantee. -7- Henry Street Redevelopment - The Subgrantee shall implement the Gainsboro Conservation/Redevelopment Plan (Amendment No. 2), in the "Henry Street" area of the Gainsboro Project area in accordance with such Plan, and in accordance with any amendment or supplement to the Plan relating to the "Henry Street" area after its adoption by Grantee's City Council and the Subgrantee's Board of Commissioners. Funds available to the Subgrantee for these activities shall not exceed $373,619. All expenditures shall be approved in advance by the Grantee. The Subgrantee shall arrange for and oversee the operation of two (2) parking lots on Centre Avenue and First Street in the "Henry Street" redevelopment area. Downtown East Parking Lots - The Subgrantee shall continue to arrange for and oversee the operation of four (4) parking lots in the Downtown East area. The Subgrantee shall participate actively with the Grantee to expedite the sale of these properties and shall provide any infor- mation required by the Grantee or HUD relative to the close-out of the Urban Renewal program. Redevelopment Plans - Preparation and Amendment - The Subgrantee shall produce and amend as needed Redevelopment Plans for areas within the City. Property Marketing and Disposition - The Subgrantee shall continue to promote and sell parcels available in all Redevelopment Areas, including but not limited to the Kimball, Downtown East, Deanwood and Gainsboro areas. All contacts with potential developers shall be coor- -8- dinated between the Grantee's Chief of Economic Development and the Subgrantee's Director of Land Planning. Each of these parties or his representative shall be afforded the opportunity to be present at any showing of any available site by either the Grantee or the Subgrantee. Negotiations incidental to land sales will also be coordinated between the aforementioned parties. Expenditures for Urban Renewal disposition costs shall not exceed $1,122. Expenses related to land disposition shall be charged directly to the affected program account and not charged to the Subgrantee's general program administration. The Subgrantee agrees to abide by the Real Estate Commission Policy, which was approved by City Council on August 12, 1985, as set forth in Attachment D for the sale or lease of City-owned industrial property by a real estate agent. Shaffer's Crossing Redevelopment - The Subgrantee shall continue to implement Phase I of the Shaffer's Crossing Redevelopment Plan (1985), within the financial limits of the funds appropriated by City Council. All work shall proceed with the assistance of the Grantee's City Engineer and Chief of Economic Development, who shall approve all Requests for Proposals, contracts regarding site design and develop- ment, final plans and change orders for this project within ten (10) working days, except for issues requiring action by City Council. All expenses relating to property acquisition, disposition, site clearance/ improvements, maintenance, engineering and plan development shall be charged directly to the Shaffer's Crossing Project account. Activities -9- to be completed during the term of this Agreement primarily include demolition and site work, as funds permit. Funds are available to the Subgrantee for these activities in the amount of $91,482. Property Maintenance: The Subgrantee shall be responsible for the upkeep and maintenance of all properties acquired by the Subgrantee as a result of CDBG activities. The cost of these activities shall be charged directly to the applicable program account and not to the Subgrantee's general program administration. All equipment purchases, as part of this activity, must receive prior approval of the Grantee. Pro,ram Coordination: Appropriate staff of the Subgrantee shall meet and consult regularly and as needed as determined by either party, with appropriate staff of the Grantee. Such staff of the Grantee may include, but not be limited to, the City Manager, Assistant City Manager, Director of Public Works, Building Commissioner, Housing Development Coordinator, Chief of Economic Development and Grants, and Grants Monitoring Administrator. The intent of such meetings and consultations shall be to facilitate the efficient and effective implementation of program services listed above, and consider the need for and planning of other activities of the Grantee, Subgrantee, or both, consistent with the general purpose of community development and neighborhood revitalization. PART II - COMPENSATION AND METHOD OF PAYMENT: Pro,ram Funds: The following funds shall be made available to the Subgrantee for program activities (includes FY 87-88 CDBG funding of $1,047,485 plus $143,000 in HUD funds with the balance representing estimated carryover funding as of June 12, 1987): -10- Program Category General Administration 1987-88 Program Expense Carry Over Funds* General1 Administration and Program Support $ 73,000 Economic Development 95,000 Coca-Cola - Commissioner's Costs $ -0- Deanwood Expansion 75,000 Henry Street 250,000 Shaffer's Crossing -O- Marketing and Disposition -0- Property Management -0- $ 2,952 225,920 123,619 91,482 1,122 564 Housing 187,000 Private Rehab Loan Program $ 40,000 Critical Home Repair Program 187,485 Rental Rehabilitation Program 143,000 Private Loan Subsidy 50,000 Gainsboro Grant Pro~ram 90,000 $ 11,633 15,945 1,002 31,480 10,105 Totals $835,485 S515,824 $355,000 GRAND TOTAL $1,706,309 (The amount of carry over funding indicated is an estimate of funding to be available as of July 1, 1987; the actual amount of FY 1986 funding to be pro- vided to the Subgrantee will be the carry over amounts indicated less any final expenditures reported by the Subgrantees as of June 30, 1987). B. Program Income: Program income from any and all sources shall be submitted to the City within five (5) days of its receipt by the RRHA. C. Limits of Funding Sources: Payments to the Subgrantee may be made from the 1987-88 CDBG project and general administration accounts up to the amount designated by Roanoke City Council; however, the total payments, from all sources, to the Subgrantee 1 Including Indirect Costs for General Administration; Salaries and other Direct Costs for Program Support. -11- for program support and general administration of the identified program activities shall not exceed $355,000 for the 1987-88 program year. D. Disbursement Procedures: The Subgrantee shall file the necessary papers with the Director of Finance ten (10) working days prior to the date that actual disbursements are needed. Cash advances shall be reasonably estimated, therefore, excess advances will not be allowed. Cash advances will be recorded as Accounts Receivable due from the Subgrantee. The Subgrantee shall submit, by the fifth working day of each month, a monthly report to the Director of Finance, indicating the actual expenditures incurred against all cash advances not previously reported to the Director of Finance. Expenditures reported will be deducted from the Accounts Receivable balance due from the Subgrantee. The Subgrantee also shall submit time sheets, by the tenth working day of each month, to the Grants Monitoring Administrator, which indicate Subgrantee's staff time committed to each project. No additional cash advances shall be made to the Subgrantee until these reports are sub- mitred. Monthly financial status reports issued by the Director of Finance shall be reviewed by the Subgrantee and any discrepancies reported in writing within ten (10) working days of receipt of said report. E. Annual Audit and Monitoring: The Subgrantee shall p~ovide for an independent audit of all CDBG expen- ditures in accordance with Circular A-128 for the contract period covered by this Agreement as set forth in Part IV, Section A. Two copies of said audit report shall be furnished to the Grantee within 30 days after comple- tion of the audit. In addition, it is the intention of the Grantee to per- -12- form quarterly monitoring visits to verify the Subgrantee's performance from a financial and compliance auditing perspective during the contract period covered by this Agreement. PART III - GRANTEE RESPONSIBILITIES: A. General Guidance: The Grantee shall provide general guidance and direction to the Subgrantee concerning the intent and operation of programs developed by the Grantee to be administered by the Subgrantee under this Agreement. Reports prepared by the Grantee's staff for presentation to City Council relating to matters covered by this Agreement shall be provided to the Subgrantee for review and comment as early as possible before the day of the Council meeting. B. Existin~ Data: The Grantee shall make available existing reports, maps, records or other existing data that may assist the Subgrantee's performance of services covered under this Agreement. C. Project Planning: Within a Redevelopment Area, public improvements, such as streets, curb and gutter, public utilities, etc., unless otherwise approved by the Grantee, shall be the responsibility of the Grantee. Copies of the project plans may be obtained by the Subgrantee upon request to the Grantee's City Engineer. -13- D. Non-Personnel Costs - Pro,ram Development: Expenses relating to the development of a new program or the continuation of an existing program not contained in Part I of this Agreement may be furnished by the Grantee. Said expenses shall not be incurred by the Subgrantee without written approval of the Grantee. PART IV - PERFORMANCE AND RECORDKEEPING: Time Period: The Subgrantee shall commence the provision of the services described in Part I of this Agreement as of July 1, 1987, and continue through June 30, 1988. Reporting requirements and annual audit shall cover the full program year period from July 1, 1987, through June 30, 1988. Reporting Requirements: The Subgrantee shall report monthly, by the tenth (10th) working day of each month, the progress of each activity covered by this Agreement, using a reporting format acceptable to the Grantee's Grants Monitoring Administrator. Such monthly reports shall include, but not be limited to, the following: Activity report for each conservation area and rehabilitation district, identifying units completed, dollars spent, applications on file and applications being reviewed for each pro~ram. 2. The general property maintenance activities undertaken, by project area. 3. List of gross program income receipts from all sources and itemized disposition expenses on a quarterly basis. -14- 4. List of loans delinquent and foreclosed, identifying property by street address, total repayments made, outstanding loan balance and amount of grant, if any. 5. Staff time expended on each program, as specified in Part IID above. PART V - THIRD PARTY CONTRACTS AND BIDS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee; however, unless otherwise directed by the City Manager, all bid documents, contracts, contract amendments and change orders between the Subgrantee and a third party which relate to construction or consultant services to be performed by the Subgrantee hereunder, must receive written authorization from the Grantee prior to execution. The Grantee shall complete its review of documents furnished by the Subgrantee within ten (10) working days of their receipt. PART VI - PERSONNEL: The Subgrantee represents that it has, or will secure (limited to the funds pro- vided under this Agreement) all personnel required in performing the services under this Agreement. Such employees shall not be employees of or have any contractual relationship with the Grantee. All of the services required hereunder will be performed by the Subgrantee or under its supervision, and all personnel engaged in the work shall be fully qualified to perform such services. Should any position(s) funded in whole with CDBG funds become vacant, the Subgrantee must provide the Grantee with written notification prior to adver- tisement for new applicants and/or filling said vacant position(s). PART VII - COMPLIANCE WITH FEDERAL REGULATIONS: The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set -15- forth in Attachment E, and all other applicable federal regulations relating to specific programs performed hereunder, as if the Subgrantee were the Grantee or recipient referenced within such conditions or regulations, unless such con- ditions are clearly inappropriate to the performance of particular obligations under this Agreement. The Subgrantee shall submit all plans and specifications for projects located in the Southwest Historic District in which there are any federal funds involved, to the Grantee's Grants Monitoring Administrator for review and approval as to impact on the historic character of the District. Ail proposals for CDBG- assisted rehabilitation in the City will be reviewed by the Grantee's Grants Monitoring Administrator to determine the structure's eligibility for inclusion on the National Register. PART VIII - CONFLICT OF INTEREST: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activities, may obtain a personal or financial interest in or benefit from any of the activities, or have an interest in any contract, subcontract or agreement with respect thereto, or in the pro- ceeds thereunder, either for themselves, their family or business associates, during their tenure or for one (1) year thereafter. PART IX - INDEMNITY PROVISION: The Subgrantee agrees to indemnify and hold harmless the Grantee, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the Grantee and for expenses the Grantee may incur in this regard, arising out of the Subgrantee's intentional acts and negligent acts or omissions with respect to the rights or privileges granted by the Grantee to the -16- Subgrantee in this Agreement; provided, however, that this provision shall not apply to any of those activities undertaken by the Subgrantee pursuant to the terms and conditions of the contract entered into on January 31, 1984, among the Grantee, Subgrantee and Wometco Coca-Cola Bottling Company of Roanoke, Inc., (now the Coca-Cola Bottling Company of Roanoke, Inc.) pertaining to the expan- sion of Coca-Cola's facility within the Gainsboro Conservation/Redevelopment Area. PART X - AMENDMENTS: Either party to this Agreement may, from time to time, require changes in the scope of services to be performed hereunder. Such changes which are mutually agreed upon by and between the parties to this Agreement shall be incorporated into written amendment to this Agreement. PART XI - TERMINATION OF AGREEMENT FOR CAUSE: If either party to this Agreement should fail to fulfill in a timely and proper manner its obligations under this Agreement, either party shall thereupon have the right to terminate this agreement by giving thirty (30) calendar days writ- ten notice of such termination to the affected party and specifying the effec- tive date thereof. PART XII - GOVERNING LAW: This Agreement shall be governed by laws of the Commonwealth of Virginia. -17- IN WITNESS WHEREOF, the Grantee and Subgrantee have executed this Agreement as of the date first written above. Attest: City of Roanoke, Virginia (Grantee) City Clerk City Manager Witness: City of Roanoke Redevelopment and Housing Authority (Subgrantee) Executive Director -18- Attachment A PRIVATE: LOAN SUBSIDY PROGRAM ]une, 1997 Purpose The Private Loan Subsidy ProBram is intended to operate as a subsidy grant in conjunction with mortgage loans for the rehabilitation or purchase/ rehabilitation of owner-occupied homes. Such loans may include but are not limited to the Private Rehabilitation Loan Program, conventional mortgage loans, FHA or VA insured loans, VHDA loans, or those from other reputable sources. purpose of the Subsidy Program is to make these loans more affordable to low- moderate income families. Form The subsidy provided by the Program w[11 be a grant equa! to one-fourth of the rehabiltiation cost or purchase/rehabilitation cost, [ess any required down payment, up to a maximum of $10,000. In this way, the amount the applicant- homeowner must borrow is reduced by 25~o and his monthly payment is reduced accordingly by 25~. Example: $20,~00 rehabilitation job [. ~,ithout the subsidy: $20,000 ,~ 9% interest (Private Rehab Loan) = $1$0/month 2. ~ith the subsidy: 520,000 x 25~o = 55000 subsidy from Program - 5~000 subsidy $i5,000 loan ~ 9°6 interest = $135/month $i I, 000 rehabilitation Example: $20,000 purchase, 1. ~ithout the subsidy: The $20,000 purchase price - 1~000 5~0 down payment $19,000 +1 1 ~000 $30,000 La 10% for 30 years (conventional with PMI) = S263/month Page 2 2. With, the subsidy: Eligibility $30,000 x 25% : $7,500 subsidy - 7. 500 ~ loan Ca 10% (conventional) : $197/month The Private Loan Subsidy Program is limited to applicants who: 1. Have incomes not exceeding 80~ of the area median family income, as established by HUD; and 2. Own or are buying homes in which they are or will be living, in designated Conservation Areas and Rehabilitation Districts of the City; and 3. Intend to do significant renovation work to the property, equal to at least one-third of the purchase price but not less than $5000; and Are approved for loans to match the Program subsidy, including but not limited to the Private Rehabilitation Loan Program, and including those approved for loans only on condition of receiving the Program subsidy. Procedures I. In conjunction with the Private Rehabilitation Loan Program: · hen an application is received for the Private Rehabilitation Loan Program, the Redevelopment and Housing Authority will review it to determine whether the income requirements for the Subsidy Program are met. If so, the loan application will be processed based on receipt of the. 25¢6 subsidy grant. Upon approval of the loan, the Program subsidy will be encumbered. When the loan is closed and the loan funds for rehabilitation are placed [n the Page borrower's escrow account, the subsidy will also be drawn from the City and placed in the escrow account. In this way, only one draw w~11 be made from City Program funds for each applicant. Construction rehabilitation draws made from the escrow account wil! be considered taken proportJ, onately from the loan funds and the Pro§ram subsidy funds. 2. In coniunction with loans from other sources: a. An applicant for the subsidy program applkes to the RRH?,, which establishes apparent eli§ibiiity based on reported income, location of proiect, and contract of sale (if purchase/rehab). b. P. RHA issues statement committin§ subsidy equal to one-third of the ~oan up to a maximum of $10,000, contingent on the following: -Income, verified by the lender, not excee~in§ established maximum for low-moderate income for the applicanr'~ family size; -Property located at specific address; -Rehabilitation work to be at least $ (the greater of $~,000 or one-third of the p~rchase loan); -R. ehab~[itation corrects ali code deficiencies of ~he house; -Rehabilitation is performed by qualified, licensed, bonded contractors; -.Applicant is to live in the property after rehabilitation. i[:~eceipt within 60 days o[ a notice of loan approval. c. Applicant applies for and receives approval for a loan, and docu- ments this to R~.HA. Page d. RRHA verifies work write-up prepared by applicant's contractor for the loan application is com@lete and that the applicant is eli- gible, based on income verifications performed by lender and other necessary criteria. RRH^ encumbers funds for the subsidy and noti- fies the applicant and his lender. e. Loan closing is held, and Program subsidy is disbursed to an escrow account held by the lender, in coniunction with its rehabilitation financing, if any. f. RRHA inspects work's progress periodically during rehabilitation, and performs a final inspection before final disbursement of subsidy from escrow account. CRITICAL HOME REPAIR PROGRAM 1987 Program Guidelines 3une, 1987 Attachment The Critical Home Repair Program is a subsidy program of grants or loans of up to 56,000. The Program is limited to low-moderate income owners of homes, for identified critically needed repairs to their homes. For homeowner recipients with income of less than 50% of the median family income for the Roanoke area, the subsidy will be in the form of a grant, with no repayment expected. For recipients with income between 50% and $0% of the median income, the subsidy will be a loan but will not encumber the property with a mortgage. The general purpose is to stabilize the existing structure's conditions, maintain and reinforce its habitability, and delay further deterioration. The Program will finance repairs only to serious functional deficiencies. Homeowners receiving grants may be expected to contribute toward the improvement of the exterior appearance of the house and/or grounds. The Program is designed to improve general housing conditions and improve the current health, safety and decency standards of the housing stock throughout the City (except Gainsboro) without necessarily answering existing Building Code violations. II. ELIGI6ILITY REQUIREMENTS A. The applicant must be an owner-occupant; and The applicant must be within Income Guidelines (~,ttachment A), including income from ali sources; and The applicant's home must be in truly critical need of major repairs, to the extent that lack of such repairs may make the house unliveable, but not in such bad condition that the Program (plus any additional investment the applicant is willing to make) cannot make the house basically safe and healthy, III. APPLICATION AND SELECTION A brief application period, probably not exceeding two weeks, will be sche- duled and publicized. The Roanoke Redevelopment and Housing Authority will receive applications during the time until a total of 100 are received or the scheduled period expires, whichever comes first. The RRHA will screen the applications to eliminate ones for rental property, with reported income over the Income Guidelines (Attachment A), or otherwise apparently ineligible. Applications clearing the initial screening will be distributed among the RRHA's rehabilitation inspectors. The inspectors will schedule an inspec- tio'h of each house and evaluate the condition of each using an objective scale of need. The remaining applications will then be prioritized on level of need as indicated by the scale score. (See "Exception to Maximum Limit", IV below). page 2 The RRHA will inform the 23 top-rated applicants that, subject to verifica- tion of the information contained on their applications, they will receive a Program subsidy and whether it will be a grant or a loan. If any self-help is to be involved (See Part VI), the Inspector will advise the applicant that it could be begun immediately, since the repairs covered by the subsidy may not be done until the self-help is completed, l'he sole purpose of this is to speed the entire process. . The RRHA will verify homeownership and income and will perform a detailed inspection and work write-up for each of the top 25. A number of appli- cants niter the 23 will be notified of their standing and the possibility of their eligibility for the Program. Lower ranking applicants will be notified of their ineligibility and will be informed of the options that may be available to assist with repairs. No recipient of assistance under the Critical Home Repair Program in the three previous years will be considered. IV. CONSTRUCTION REQUIRE,VlENTS The program will finance only repairs or installation critically needed to keep the house habitable, or to render it habitable, principal[y: 1. Structural repairs; 2. Roofing and chimney repairs or replacement, including prudent repair or replacement of gutters and downspouts; 3. Electrical system repair, replacement, or installation; Plumbing system repair, replacement, or installation; 5. Heating system repair, replacement, or installation; 6. Exterior siding or porch repair or replacement, but only if major health or safety hazards are present. Conditions which are deteriorating and are likely to become critical within six months may be corrected under the Program. Program benefits may be used to provide elements of the house not pre- viously existing but necessary to the basic habitability of the house, such as indoor bathroom or septic system. In all cases, Program benefits may pay only for those repairs, etc. without which the property may be con- demned or vacated. Likewise, a house that is vacant but which the owner-applicant wishes to occupy after repairs funded by the Program may be considered if otherwise a critical situation. In such a case, the owner shall understand that the Program's subsidy will be effective only if he/she occupies it promptly after the repairs. The Applicant will sign an agreement with the RRHA pro- viding that the amount of the entire Program subsidy shall become due and payable if the owner does not occupy the house. Exception to Maximum Limit Page If an inspector determines that an applicant's house cannot be stabilized for the Program's $(;,000 maximum but could be stabilized for an additionam amount not to exceed $2,000, the inspector may recommend, through the RRH^'s Neighborhood Development Director, that up to a total o! Sg,000 may be committed to repairs to the house. This recommendation from the RRHA will be forwarded to the City's Housing Development Coordinator, with a complete description of the circumstances and the rationale for the request for the exception. The Housing Development Coordinator witl review the request and prepare a recommendation to the City's Director of Public Works for fina! decision as to authorize the exception up to $8,000. If the house would require more than $8,000 of repairs to remedy the cri- tical deficiencies, the owner will be allowed the opportunity to finance the cost beyond the Program's $8,000 maximum. The owner may use other programs of the City and Housing Authority for this purpose. If the $8,000 will not stabilize the house, and if the owner is unwilling or unable to commit additional resources to make the house liveable, the house and the applicant will be dropped from the Program. V. FORM OF SUBSIDY For applicants with incomes below 50~o of the area median family income, the subsidy will be in the form of a grant with no repayment expected. For other eligible applicants, the subsidy will be in :he form of a loan secured only by a promissory note. The ban will be at 9% interest, with repayment over a five-year period. The monthly payments, ho*ever, are not to exceed 10% of the applicant's net income. (Net income is defined as gross income less immediate withholdings or deductions from the income for taxes, Social Security, mandatory insurance, retirement, or dues, over which the applidant has no control.) In a case in v, hich monthly payments over a five-year term ~'ould exceed 10% of the applicant's net monthly income, the repayment term will be extended beyond the live years. The RRMA will obtain a credit report on each applicant due to receive a loan, at the applicant's expense, to use to evaluate creditworthiness. The applicant will also furnish information to the RRHA concerning amounts and sources of income and debt. In the interest of expediency, the RRHA will not seek independent verifications of this information, but will rely on the applicant's certification. No loan from the Program will be made to an applicant ~vho has declared bankruptcy within the last two years, or has more than t~o debts ~vith credit ratings of 5 or ~vorse, or has more than two outstanding judgements, or whose debt to adjusted income ratio (including the Program loan) is more than 50%. When the RRHA determines that the applicant satisfies all criteria for the Program loan, and a11 related information is collected (rehabilitation cost bids, etc.), the applicant will execute a promissory note for repayment of the Program loan on terms as provided above. No rehabili- tation work will be authorized until this note is signed. Page In the event of default, collection may be pursued through established legal mechanisms, including judgement awarded by a court, but will not extend to foreclosure on the recipient's home. Vl. SELF-HELP In most other cases, an applicant receiving a grant or loan will be expected to perform certain improvements or repairs to his/her property as a condition to the award of Program funds, Examples are: Exterior painting and cosmetics; 2. CJeaning of yard; 3. Removal of junked vehicles; ~. Removal of improper open storage; Demolition of dilapidated out-buildings; 6. Payment to a private contractor for the self-help home repairs. These are intended to be tasks that would be of low cost to the owner if performed by him (e.g., painting house) or even if performed by others for pay (e.g., cleaning yard, demolishing dilapidated out-buildings). The maximum impact is to be sought within the reasonab!e physical and financial capabilities of the applicant, in exchange for the benefits of the Program. For the top-ranked applicants, the Inspector ~,'ill encourage the applicant to begin self-help activities immediately, since in most cases the repairs covered by the grant will not be done until the self-help ~s co,npieted. Therefore, the sooner the applicant begins and comp!etes the self-help, the sooner the program-funded work can be performed. In negotiating the self-help contribution required of the o~ner-occupant, the Rehabilitation Inspector will exercise discretion, flexibility, and ~at~tude. The self-help contribution required of each owner-occupant must be reasonable and consistent with those required of others in similar c~r- cumstances. In negotiating and approving the self-help contribution each applicant is to accomplish, the Inspector ,viii consider the applicant's: i. Physical abitities; 2. Financial condition; 3. Possibility of receiving help from other sources, including family and neighborhood organizations, and; ~-. Past conscientiousness in maintaining the home. There may be situations in which it would be equitable not to require any serf-help contribution by the owner-occupant, considering the four criteria given. Page Self-help contribution by the applicant is to be accomplished in a timely fashion. When the self-help contribution is agreed upon~ the applicant will be expected to accomplish this work within the time agreed or forfeit eligibility and the reservation of funds for major repairs. In unusual circumstances, this time period may be extended depending on a case-to-case determination by the RRHA. In extreme cases, some critical repairs may be made concurrent with or before the owner-occupant performs his responsibilities (e.g.~ replacing an inoperative furnace in the winter, with the remaining repairs delayed until the applicant paints and cleans in the spring). In all cases, the Authority wilt ensure that the intent of the Program is served. A written agreement between the homeowner and the City of Roanoke Redevelopment and Housing Authority (RRHA) will specify the self-help input items and the date of completion. It shall further contain the initial violation listing which will be the items to be completed by the City of Roanoke Redevelopment and Housing Authority under the Critical Home Repair Program. VII. "Quick Response to Emergencies" Phase A total of $30,000 will be reserved for the "Quick Response to Emergencies" phase of the Critical Home Repair Program. These grants will be available only to address emergency situations arising suddenly, as contrasted with a condition that has gradually worsened. Generally, these emergencies will relate to only one system of the house, and in no case may the cost of repairs exceed the maxhnum allowed for the overall Program. The intention of this part of the Program is to repair effectively within 2~-72 hours, conditions that must be remedied to keep the house liveable or to prevent [urther severe damage. The follo*ing shall be considered emergency situations: a) Overflowing or unworkable septic systems b) Broken pipes c) Inoperative heating systems d) Inoperative electric systems e) Inoperative ~ater pumps Roof repair or replacement will not be considered as emergencies unless the condition has worsened suddenly due to a specific occurrence, e.g. windstorm blowing off shingles, falling tree penetrating roof, etc. The Redevelopment and Housing Authority will receive requests for assistance under "Quick Response". An inspector will visit the home within g working hours, evaluate whether an eligible emergency exists, determine what work is necessary, and receive eligibility information, i.e. evidence of income and homeownership. This information will be verified by the quickest means possible. Page 6 As soon as eligibility is verified) the RRHA inspector will contact a minimum of three contractors for bids on the required work, and indication as to when the work can be performed. Each of the three contractors need not bid, but at least three should be invited to do so. Because the primary concern is repair in the shortest time possible, the job will be awarded to the bidder able to perform within the shortest time at a reasonable cost, compared to the other bidders. Files will be docu- mented carefully to reflect the time of the bids. If an RRHA inspector investigates a request and finds a condition not iden- tified above as an emergency but which the inspector feels is legitimately an emergency within the purpose of this phase, he/she will recommend its inclusion to the RRHA's Neighborhood Development Director. If he concurs with the inspector's recommendation, he will contact the City's Housing Development Coordinator, who ~vi/l convene a meeting with the Director of Public Works (or his designee) and the Grants Monitoring Administrator within 24 hours. This panel wit1 render final judgment as to the eligibility for the Quick Response grant. Attachment C GAINSBORO NEIGHBORHOOD/ACTION PROJECT HOUSING REHABILITATION STRATEGY HO~IEOWNERS PROGRA~I I. Relevant Neighborhood Characteristics and Needs Assessment: A B. C. Number of single family units in need of rehabilitation - estimated at 180. 44.6% Homeowner, 55.6% Rental. Estimated cost of rehabilitation per dwelling - $13,500.00 II. Subsidy Programs: A. Gainsboro Grant Program: Grant of up to S15,000 for qualified improvements. No repayment is required. Those improvements are eligible which are cited as substan- dard in housing inspector's report. Limited to: i. Badly needed repairs. Repair or reolacement of substandard major systems, i.e., plumbing, heating, electrical, floorina roofing and general structural systems. 3. Exterior painting or siding. 4. interior painting for elimination of leaJ-based paint only. B. Sainsbcr.o Revo*ilng Loan: ~ow-~n:erest ].]an for repairs not eligible f? the .Sainsboro Grant or lb~_ repairs in excess of $15,CC. 3 maximum grant. for grant-elig' ~= interest race ~ill depend on income as specified in Section 3 Applicant =~'~ . _~..~i~lity. Loan shall not exceeJ 30% of annual income. Term of loan ~ '' De 5-10 years. Term of loan ~i!l be determined by applicant's ab '~ty to make monthly payments. ~rivate Rehab! ~t~tion Loan Pro~ram: Proceeds from :~x-exempt mortgage revenue bonJs issued by Redevelop- ment and Housing guthority, loaned at 10% over 20-year term. Ex'sting guidelines ~il! ~e followed. III. Applicant Eliqibility: Very Low Income (Below 50% of Area Median Income as established by HUD, per attachment la). 1. Gainsboro Grant, up to $15,0OO. 2. Gainsboro Revolving Loan @ 0% interest. Low Income (50% - 80% of Area Median Income per attachment la). 1. Gainsboro Grant, up to $15,000 2. Gainsboro Revolving Loan @ 3% interest. Moderate Income (80% - 100% of Area Median Income per attachment ia). 1. Gainsboro Revolving Loan @ 6 3/4 % interest. 2. Private Rehabilitation Loan with interest rate reduced to 6 3/4%. D, Middle Income (Above 100% of Area Median Income per attachment ia). 1. Private Rehabilitation Loan @ 10% interest. IV. Additional Eligibilit~ Criteria: Apolioant's procert~ must be located in the 9eographical boundaries of t~e Gainsboro Neighborhood. These boundaries are qescribed in the Gainsboro Neighborhood Revitalization Plan and the City of Roanoke Redevelopment and Housing Aucnority's Conserv~tion/Reoevelopment for G~insboro Neignborhood Development ~rogr~r~. B. =emily size, heusin9 cost, rental income, assets ~nd indebtedness may 3e consi=ered as extenuating circumstances. &pplicants must inCend to remain in rehabilitated unit in accordanc~ with intent to .]ccupy chart. [n:ent to occuc/, required for Grant and Revolvin~ _.]an. ~mount .F Sran: ~n:/or Loan Required ~inimum Time to Occupy 0-$ 5,009 S 5,000-S10,300 S10,000-$15,000 $15,000 and Above 2 Years 3 Years A Years 5 Years Each year will count toward a percentage decrease in principal of grant. -2- Applicant must sign agreement of Homeowner's Improvement Responsibility. ~ If the current propert~ owner or heirs sells the property~ the amount of the grant shall be refunded to program through lien. Grant will be forgiven using schedule outlined by required minimum time to occupy. Total of existing mortgage~ grant and rehab loan may not exceed 120% of after-rehab value of property as determined by appraisal. V. Operating Procedures: A. Advertising/Pubticit~ - GPAC/GNDC: Gainsboro residents will be informed of the Programs' purposes, eligi- bility requirements and the rehabilitation process generally, through GPAC/GNDC Newsletters, direct letters, direct contacts and local media. B. Client Intake - [mplementor - RRHA: Clients will ~e interviewed and counseled. Necessary supporting documents will be received for eligibility determination. These documents will be held in strict confidence and returned to appli- cants, rncome documents examined may include social security check stubs, welfare check or eligibility statement, unemployment verification, pay stubs or tax forms. During the interview, client will receive an explanation of pur- pose, eligibility, available financial assistance and rehabilita- tion process (including eligible improvements and possible temporary relocation)· Additionally, clients will receive a brochure outlining the rehab program and listing necessary sup- porting oocumencs and information on le~o-o~seO paint. Applicants ~ill be encouraged to apply =:r ~ea:herizacion by Total ~ction Against Poverty and other availac'a prtgrams. C. E!i~ibility Determination and Housin~ lnspec:ion- ~RHA: i. RRHA ~il! ~erlfy client's eligibility, ~qc..Jd~ng' ' ~ income and homeowne~s~:, based on approved Program ~uidelines. 2. ~ll 2erscn~~ Jato will be considered con~i3ential and will be helJ in strict ::n~idence by the RRHA, unless released by the client. 3. RRHA will J:'~]uct an inspection and cost estimate of the repairs needed ano requested. Determination of eligibility, based on clients' characteristics and condition of cne house, will be made by implementor within 20 working days of initial intake interview, or as soon thereafter as possible. -3- RRHA will issue letter of eligibility determination and related agreements to client. Thi~ shall include scheduling and closing on-loan agreements. O. Rehabilitation Implementation - RRHA: The services of RRHA will be secured by City to perform bidding, secure contractors, manage payment schedules and final inspection. RRHA will perform services in compliance with all federal, state and city regulations. 2. RRHA will be forwarded all information necessary to arrange and supervise rehabilitation work. E. Grievance Procedure: RRHA will explain full grievance procedure to client wishing to make grievances. Grievances regarding eligibility determination and rehab work are to be initially filed with RRHA. RRHA will make an effort to resolve grievance. Client will have right to appeal grievance to a grievance committee composed of a City representative, GPAC/GNDC mad RRHA. Appeals should be requested in writing. F. Evaluation and Review: Gainsboro Implementation Team's Housing Task Force composed of repre- sentatives of City, PAC/GNDC and RRHA will conduct annual evaluation of program performance, including short falls and accomplishments in order to assess progress and make recommeno~tions for changes in program design and implementation. G. Revisions: Any revisions in this strategy necessary for the efficient aOministra- tion and effective operation will be made by mutual agreement between RRHA anO City oF ~oanoKe and in consulcation ,~Cn Galqsboro 2AC/GNDC. -4- Attachment C1 Attachment D ~AL F~TATE COI~XSSZON POLICY for City-Owned ~ndustr~al Property ~oanoka, Virginia To establish an equitable, structured policy for remibursinl real estate agents for inl~iating seles aC the Roanoke Centre for Industry and Technology. . Re~is~raCion of Cllent/i~..t Relationship For a real estate agent Co be iranced a commission upon sale of City land he/she must: ~ke aC least one site visit with hie client, while a representative of the City of Roanoke Office of Economic Develo~min~ is present; Provide the City of Roanoke Office of Economic Developmen~ with a letter, signed by the client, stating that the cl£ent is being represented by :he agent for any sale of land in the Roanoke Centre; Be named as the agent in any agreement, option, or contract the client enters into with the City of Roanoke; and, In the event that a period of one year elapses between receipt of the initial letter of rggistration and sale of the property, re-register the client/a~ent relationship by means of a letter, also signed by :he clien:. Commission Sohedule Sale of Land For a sale of City-owned land the commission rate is set at 7%. Example: Land sale of S250,000 Co-.-lssion equals .07 x $250,000 = $17,500 Lease of Land or Buildin~ In the event that either land or buildings are leased from the City a commission rate of 4~ applies and is paid at the time of closing in one lump sum payment. The lump sum payment is calculated as follows: pa~uenC ~or cern of lease. Discount RaCe - Current Prise Land~nI RaCe Exanple: Annual Lease PaYMnC - $10,000 .04 x $10,000 . 400.00 Tern of Lease - 20 Years Current Prim~ Pace - $400.00 annuity, for 20 years, 10~ - $340~.42 in present VaLue. equals For additional informac~on on chis policy, please call: Br~an W~shneff or Doug Eckel Office of Economic Development Cloy of Roanoke Telephone: 981-23&4 Attackment f U. S. Department of Housing and Urban Development GRANT AGREEMENT Co~lnunit~ Development Block Grant Program Upon execution of the Acceptance Provisions of this Grant Agreement, the Depart- ment of Housing and Urban Development ("HUD") agrees to provide to the Grantee the Federal assistance under Title I of the Housing and Community Development Act of 1974 (P.L. 93-383) authorized by the Funding Approval identified therein, subject to the terms and conditions of this Grant Agreement, applicable law, regulations and all other requirements of HUD now or hereafter in effect. The Grant Agreement is effective with respect to such assistance as of the date the acceptance is executed and consists of each Funding Approval and acceptance hereto attached, together with the HUD-approved Application specified therein, including any Assurances, certifications, maps, schedules or other submissions made with respect thereto, the HUD Community Development Block Grant Regulations at 24 CFR Part 570 and the following General Terms and Conditions: Definitions: Except to the extent modified or supplemented by the Grant Agreement, any term defined in Title I of the Housing and Community Develop- ment Act of 1974 or the HUD Community Development ~lock Srant ~egulations at 24 CFR 2art 570 shall have t~e same meaning .hen ~seo herein. A. Agreement means this Grant Agreement as described above and any amend- ments or supplements thereto. Applicant means the entity designated as such in the :unding Approval. Grantee means each entity designated as a recipient for grant or loan guarantee assistance in the Funding Approval and signing the acceptance provisions as Grantee ,Jnder the Agreement. Assurances, when capitalized, mean the certifications and assurances submitted with grant applications pursuant to the requirements of 24 CFR Part 570. E. Assistance provided under this Agreement means the grants and any loans secured by loan guarantees provided under this Agreement. Program means the Community Development program, project or other activ- ities, including the administration thereof, with respect to which assistance is being provided under this Agreement. "Section 3" Compliance in the Provision of Trainingt Employment and Business Opportunities: This Agreement is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968 (12 USC 1701u), as amended, the HUD regulations issued pursuant thereto at 24 CFR Part i35, and any applicable rules and orders of HUD issued thereunder prior to the HUD authorization of the Funding Approval. The Grantee shall cause or require to be inserted in full in all contracts and subcontracts for 'work financed in whole or in part with assistance pro- vided under this Agreement, the Section 3 clause set forth in 24 CFR i35.20 (b). The Gran:ee shall provide such copies of 24 CFR Part 135 as may be necessary for the information of parties to contracts required to contain the Section 3 clause. 3. Equal Emoloyment Oooortunity: A. Activities and contracts not subject to Executive order 11246, as amended: In carrying out the Program, the Grantee shall not discrimin- -2- ate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Grantee shall take affirm- ative action to insure that applicants for employment are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall in- clude, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Grantee shall post in con- spicuous places available to employees and applicants for employment, notices to be provided by the Government setting forth the provisions of this nondiscrimination clause. The Grantee shall state that all quali- fied applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The Grantee shall incorporate the foregoing requirements of this paragraph 4A in all of its contracts for Program Work, except contracts governed by paragraph 8 of this section, and ~ill require all of its contractors for such work to incorporate such requirements in all subcontracts for Program work. 8. Contracts subject to Executive order 11246, as amenqe~: Such contracts shall be subject to HUD Equal ~mployment Ooportunity regulations at 24 CFR Part 130 applicable to HUD-assisted construction contracts. The Grantee shall cause or require to be inserted in full in any non- exempt contract and subcontract for construction work, or modification thereof as defined in said regulations, which is paid for in whole or in part with assistance provided under this Agreement, the following equal opportunity clause: "During the performance of this contract, the con- tractor agrees as follows: -3- The contractor will not discriminate against any employee or appli- cant for employment because of race, color, religion, sex or national origin. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of including apprenticeship. uous places available to compensation; and section for training, The contractor agrees to post in conspic- employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment with- out regard to race, color, religion, sex or national origin. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the ConTract Compliance Officer advising the said labor union or workers' repre- sentatives of the contractor's commitment under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations and rele- vant orders of the Secretary of Labor. .4_ The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regu- lations and orders of the Secretary of tabor, or pursuant thereto, and will permit access to his books, records and accounts by the Department and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders. In the event of the contractor's noncompliance with the nondiscrim- ination clauses of this contract or with any of such rules, regula- tions or orders, this contract may be canceled, terminated or sus- pended in whole or in part, and the contractor may be declared ineligible for further Government contracts or Federally-assisted construction contract procedures authorized in Executive order 11246 of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law. The contractor will include the portion of the sentence immediately preceding paragraph (I) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, i965, so that such provisions wilt be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the Department may direct as a means of enforc- ing such provisions, including sanctions for noncompliance; pro- vided, however, that in the event a contract becomes involved in or is threatened with litigation with a subcontractor or vendor as a result of such direction by t~e request the United States to enter the interest of the United States." Department, the contractor may into such litigation to protect The Grantee further agrees that it will be bound by the above equal Opportunity clause with respect to its own employment practices when it participates in Federally-assisted construction work; provided, that if the Grantee so participating equal opportunity clause is ality or subdivision of such is a State or local government, the above not applicable to any agency, instr§ment- government which does not participate in work on or under the contract. The Grantee agrees that it will assist and cooperate actively with the Department and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of the Secretary of Labor; that it will furnish the Department and the Secretary of Labor such compliance; and that it will otherwise assist the Department in the discharge of its primary responsibility for secur- ing compliance. The Grantee further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and Federally- assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal oppor- tunity clause as may be imposed upon contractors and subcontractors by the Department or the Secretary of Labor pursuant to Part II, Subpart D, of the Executive Order. In addition, the Grantee agrees that if it fails or refuses to comply with these undertakings, the Department may take any or all of the following actions: cancel, terminate or suspend in whole or in part the grant or loan guarantee; refrain from extending any further assistance to the Grantee under the Program with respect to -6- which the failure or refusal occurred until satisfactory assurance of future compliance has been received from such Grantee; and refer the cause to the Department of Justice for appropriate legal proceedings. Federal Labor Standards Provisions: Except with respect to the rehabilita- tion of residential property designed for residential use for fewer than eight families, the Grantee and all contractors engaged under contracts in excess of Two Thousand Dollars ($2,000.00) for the construction, prosecu- tion, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, governing the payment of wages and the ratio of apprentices and trainees to journeymen; provided that if wage rates higher than those required under such regulations are imposed by State or local law, nothing hereunder is intended to relieve the Grantee of its obligation, if any, to require payment of the higher rates. The Grantee shall cause or require to be inserted in full in all such contracts subject to such regulations, provi- sions meeting the requirements of 29 CFR 5.5. No award of the contracts covered under this section of the Agreement shall be made to any contractor who is at the time ineligible under the provisions of any applicable regulations of the Department of Labor to receive an award of such contract. Nondiscrimination Under Title VI of the Civil Rights Act of i964: This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and HUD regulations with respect thereto, including the regulations under 24 CFR Part i. In the sale, lease or other transfer -7- of land acquired, cleared or improved with assistance provided under this Agreement, the Grantee shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination upon the basis of race, color, religion, sex or national ori- gin, in the sale, lease or rental, or in the use or occupancy of such land or any improvements erected or to be erected thereon, and providing that the Grantee and the United States are beneficiaries of and entitled to enforce such covenant. The Grantee, in undertaking its obligation in carrying out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant and will not itself so discriminate. Obligations of Grantee with Respect to Certain ThirO-Part~ Relationships: The Grantee shall remain fully obligated under the provisions of the Agreement, notwithstanding its designation of any third party or parties for the undertaking of all or any part of the program with respect to which assistance is being provided under this Agreement to the Grantee. Any Grantee which is not the Applicant shall comply with all lawful requirements of the Applicant necessary to insure that the program, with respect to which assistance is being provided under this Agreement to the Grantee, is carried out in accordance with the Applicant's Assurances and certifications, including those with respect to the assumption of environmental responsi- bilities of the Applicant under Section 104(h) of the Housing and Community Development Act of 1974. Interest of Certain Congress of the United admitted to any snare or from the same. Federal Officials: No memDer of or delegate to the States, and no Resident Commissioner, shall be part of this Agreement or to any benefit to arise -8- gm I0. Interest of Members~ Officers or Employees of Grantee~ Members of Local Government Body, or Other Public Officials: No member, officer or employee of the Grantee, or its designees or agents, no member of the governing body of the locality in which the program is situated, and no other public offi- cial of such locality or localities who exercises any functions or responsi- bilities with respect to the program during his tenure, or for one (1) year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under the Agreement. The Grantee shall incor- porate, or cause to be incorporated, provision prohibiting such interest tion. in all such contracts or subcontracts a pursuant to the purposes of this sec- Prohibition Against Payments of Bonus or Commission: The assistance pro- video under this Agreement shall not be used in the payment of any bonus or commission for the purpose of obtaining HUD approval of the application for such assistance, or HUD approval or applications for additional assistance, or any other approval or concurrence of HUD reouired under this Agreement, Title I of the Housing and Community Development Act of 1974, or HUD regula- tions with respect thereto; provided, however, that reasonable fees or bona fide technical, consultant, managerial or other sucn services, other than actual solicitation, are not hereby prohibited if otherwise eligible as program costs. "Section 109": this agreement is subject to the requirements of Section i09 of the Housing and Dommunity Development Act of 1974, 42 U.S.C. 3535(d). No person in the United States shall on the ground of race, color, religion, sex or national origin be excluded from participation in, be denied the benefits of, or be suPjected to discrimination under any program or activity funded in whole or in part ~ith funds available under this title. il. Access to Records and Site of Emplo.y~ent: This Agreement is subject to the requirements of £0 11246, [0 1375, Civil Rights Act of 1964, as amended. The Subgrantee shall permit access during normal business hours to its pre- mises for the purpose of conducting on-site compliance reviews and inspect- ing and copying such books, records, accounts, and other material as may be relevant to the matter under investigation and pertinent to compliance with the Order, and the rules and regulations promulgated pursuant thereto by the Grantee. Information obtained in this manner shall be used only in connec- tion with the administration of the Order, the administration of the Civil Rights Act of 1964 (as amended) and in furtherance of the purpose of the Order and that Act. -10- C~Y~ce o~ n~e O~ O~ June 24, 1987 File #175-200-236 Mr. W. Robert Ilerbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 28701, authorizing the exe- cution of an agreement among the City of Roanoke, the Gainsboro Project Area Committee, Inc., and the Gainsboro Neighborhood Development Corporation perta'ining to the implementation of cer- tain Action Projects within the Gainsboro area during Fiscal Year 1987-88, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. cc: Mr. Percy T. Keeling, Chairman, Gainsboro Project Area Committee, 604 Gainsboro Road, N. W., Roanoke, Virginia 2~016 Mr. Michael Dowe, President, Gainsboro Neighborhood Development Corporation, 604 Gainsboro Road, N. W., Roanoke, Virginia 24016 Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Co;,~,,unity Planning Ms. Ms. Jinni Benson, Neighborhood Partnership Coordinator Marie T. Pontius, Grants ~onitoring Administrator Room 456 Municipal Duilding 215 (~ura~ Avenue, $.W. Roanoke, Vlrglnla 2401 '1 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of June, 1987. No. 28701. VIRGINIA, AN ORDINANCE authorizing the execution of an agreement among the City of Roanoke, the C~insboro Project Area Committee, Inc., and the Gainsboro Neighborhood Development Corporation pertaining to the im- plementation of certain Action Projects within the Ce inshore area dur- Year 1987-1988; and providing for an emergency. ing Fiscal BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are authorized and directed, respectively, to execute and to seal and attest an agreement among the City of Roanoke, the C~ins- bore Project Area Committee, Inc., and the Ga insboro Neighborhood Development Corporation pertaining to the implementation of certain Action Projects within the C~insboro area during Fiscal Year 1987- 1988, such agreement to contain such terms and conditions as are set out and described in a report of the City Manager to Council dated June 22, 1987; such agreement to be in such form as may be approved by the City Attorney. 2. In order to provide municipal government, nanee shall be in full for the usual daily operation of the an emergency is deemed to exist, and this ordi- force and effect upon its passage. ATTEST: City Clerk. !iEC[i ..,E [ Roanoke, Virginia CITY~:I_~]I',]-~ !]~F~<~ June 22, 1987 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Request Authorization for City Manager to Execute Contract for Services with the Gainsboro Project Area Committee, Inc. (PAC) and Gainsboro Neighborhood Development Corporation (GNDC) for FY 1987-88 I. Background: City Council, by Ordinance No. 25684 adopted July 27, 1981, recognized, approved and supported the Comprehensive Revitalization Plan for Gainsboro. B. City Manager entered into a contract, dated September 3, 1981, with PAC whereby the corporation agreed to implement the Plan. C. City Council has authorized annual contracts since 1981 with PAC and GNDC for the continued implementation of certain Action Projects. II. Current Situation: A. Agreement of Juls 14, 1986, expires June 30, 1987. B. Unfinished and continuing activities remain to be carried out in the Gainsboro neighborhood. C. Funds budgeted for Gainsboro PAC/GNDC services in FY 1987-88 total $127,383, for implementation of seven (7) Action Projects. De Administrative Agreement between the City and Gainsboro PAC/GNDC is necessary before the PAC/GNDC can perform and receive payment for administrative activities regarding CDBG-funded or assisted programs. E. FY 1987-88 is to be the final year of such administrative funding for Gainsboro PAC/GNDC because of diminishing CDBG funds. III. Issues: A. Impact on Community Development of Cit~ B. Funding C. Timing WHEREAS, City Council has by Ordinance No. , adopted ., 1987, authorized the City Manager to execute a new contract with the Gainsboro Project Area Committee, Inc., permit Subgrantees to the Plan and to plan Action Projects of the Plan in funds appropriated by Council. and the Gainsboro Neighborhood Development Corporation to continue to implement certain of the Action Projects of and provide neighborhood coordination for certain other compliance with CDBG regulations and utilizing THEREFORE, the parties hereto mutually agree as follows: 1. Continuation of Committees. The Subgrantees shall continue the implementation teams which were created pursuant to Action Project No. I of the Plan necessary for the purpose of assisting the Subgrantees in the implemen- tation of the Plan. These teams are currently identified as the Coordination Committee, Fundraising Committee and Housing Task Force. In addition, the Subgrantee acknowledges the authority of the Mayor of the City of Roanoke to establish and direct a special commission, subject to review and comment of Subgrantees, for the "Henry Street Revival" of First Street. Further the Mayor shall have the authority to implement the "Henry Street Revival" plan with review and comments of the Subgrantees. 2. Action Projects. As authorized by Roanoke City Council through duly adopted CDSG budgets, the Subgrantees shall continue the coordination, manage- ment, and implementation of the following Action Projects Plan, subject to the terms and conditions of this Agreement: a. Action Projects Nos. 1 & 2 - Administration of PAC and GNDC. Action Project No. 4 - Gainsboro Prototype Infill House. as set out in the Action Project No. 9 - Beautification (Vacant Lot Clearance and Condemnation/Demolition). d. Action Project No. 12 - Solicitation of Grants and Endowments -2- Action Project No. 17 Implement and Improve Neighborhood Services and Social Programs (Community Services). Action Project No. 19 - Residential Districts Site Improvements and Housing Revitalization Program (304 Fairfax Avenue Rehab, Vacant House Rehab; and Vacant Lot Homesteading). 3. Planning and Neighborhood Coordination. Subgrantees shall continue the planning and neighborhood coordination for the following Action Projects as set out in the Plan, subject to the terms and conditions of this Agreement, and in conjunction with any commissions or task forces established by the Mayor of the City of Roanoke. a. Action Project No. 8 Replacement and Temporary Housing for Citizens b. Action Project No. 11 - First Street (Henry Street Development Plan) c. Action Project No. 19 - Housing Revitalization Strategy 4. Responsibilities and Time of Performance. During the CDBG Fiscal Year 1987-1988, which runs from July 1, 1987, through June 30, 1988, and beginning as soon as practical after the execution of this Agreement, the Subgrantees shall coordinate, manage and implement each of the Action Projects identified in Paragraph 2 hereinabove and provide planning and neighborhood coordination for those Action Projects set out in Paragraph 3, utilizing CDBG funds heretofore appropriated by the City, in the amounts set out in this Agreement. Each of the Action Projects shall be implemented in conformance with the Plan, unless other- wise permitted by the terms and conditions of this Agreement, and in conformance with all applicable CDBG regulations. Implementation of the Action Projects will be by an agent agreed upon by the City and the PAC/GNDC. FY 1987-88 will be the final year of administrative funding for the Subgrantees. Therefore, all CDBG funded activities will be closed out at the expiration of this Agreement, pursuant to a timetable to be agreed upon by the Subgrantees and the City Manager. -3- Upon the expiration of this Agreement, disposition of all CDBG purchased personal property will be handled in accordance with OMB-Circular A-102, Attachment N. 5. Required Submissions. Prior to implementing further any of the Action Projects identified in Paragraph 2 (with the exception of Action Projects i and 2) or incurring any cost or charge in connection with the implementation of any such project, the Subgrantees, in consultation with the Gainsboro Coordination Committee, shall provide the City Manager with the following: A detailed work plan setting out the scope of activities to be undertaken with regard to implementing each of these Action Projects, which shall include: 1. A comprehensive activity timetable showing the sequence of activities to be undertaken, particularly iden- tifying those activities which are critical to the project. 2. An activity coordination plan allocating functions and responsibilities for the administration, management, and implementation of the Action Projects by and between the Grantee, Subgrantees, the City of Roanoke Redevelopment and Housing Authority, third-party contractors, and others as required. 3. A detailed financial plan and budget based on the funds committed by this Agreement, and funds available from sources other than the Grantee; all projected expenditures must comply with Federal regulations pertaining to the use of CDBG funds. Subgrantee shall submit time sheets at the end of each month. Time sheets will reflect amount of staff time spent implementing each action project, including Action Project i & 2. The Grantee's City Manager shall review the submissions made in accordance with this Paragraph to determine their conformance with the Plan, the terms and conditions of this Agreement, and CDBG regulations, and shall respond to the -4- Subgrantees, either approving, approving subject disapproving, in writing, such requests within fourteen their submission to the Grantee. The Subgrantees shall to modifications, or (14) calendar days of not implement or incur any cost or charge in connection with the implementation of each such project until such approval has been obtained. A copy of each such submission, once approved in writing by the Grantee, shall be filed with a copy of the Grantee's written approval, along with the original of this Agreement, in the Office of the City Clerk, and the City's Director of Finance shall be provided with a copy. If, during the term of this Agreement, the Subgrantees wish to amend any submission which has already been approved, such amendment shall be approved and copies filed in the same manner as an original submission. The City Manager and the Director of Finance shall not approve budget amend- ments that would result in the transfer of more than $5,000 from or to any one Action Project or the Administrative account, without the prior approval of City Council. The Grantee reserves the right to refuse funding if Subgrantees fail to comply with the procedures outlined in this Agreement or Federal regulations associated with CDBG programs. 6. General Administration and Compensation. The Subgrantees shall con- tinue to employ an Administrator and maintain and staff an office for the PAC and GNDC. The subgrantees shall charge expenses clearly relating to Action Project implementation, including the costs of personnel, material, supplies and third-party contractors, directly to the applicable Action Project and not to the Subgrantees' general program administration. 7. Action Project Expenditures. After complying with the requirements of Paragraph 5 of this Agreement, the Subgrantees may receive CDBG funds to imple- -5- ment the Action Projects set out in Paragraph 2 above up to the following amounts which have been approved by the Roanoke City Council: Project Action Projects 1 & 2 (Administration) Action Project 4 (Infill House) Action Project 9 Beautification) Action Project 12 Solicitation of Grants) Action Project 17 Community Service) Action Project 19 (304 Fairfax Avenue Rehab, Vacant House Rehab and Vacant Lot Homesteading) Fundin9 Years - Amount Total Allocation FY 1987 $49,000 $ 49,000 *FY 1986 $ 4,353 $ 4,353 *FY 1986 $ 6,421 $ 6,421 *FY 1986 $ 2,414 $ 2,414 *FY 1986 $ 300 $ 300 FY 1987 $20,000 $ 20,000 *FY 1986 - $ 3,895 $ 3,895 FY 1987 - 304 Fairfax $25,000 Vacant House Rehab $16,000 TOTAL AVAILABLE $ 25,000 $ 16,000 $127,383 of funding to be The amount of FY 1986 funding indicated is an estimate available as of July 1, 1987; the actual amount of FY 1986 funding to be pro- vided to the Subgrantees will be the FY 1986 funding indicated less any final expenditures reported by the Subgrantees as of June 30, 1987. 8. Disbursement Procedures. If the Subgrantees require cash advances, they shall file the necessary papers with the City Manager twelve (12) working days prior to the date that actual disbursement is necessary. Cash advances for general administration shall be reasonably estimated; excess advances will not be permitted. Cash advances for general administration will be recorded as Accounts Receivable due from the Subgrantees. The Subgrantees shall submit a monthly report by the fifth working day of each month to the Director of Finance -6- indicating the actual expenditures incurred against all cash advances not pre- viously reported to the Director of Finance. Expenditures reported will be deducted from the Accounts Receivable balance due from the Subgrantees. Monthly financial status reports issued by the Director of Finance to the Subgrantees shall be reviewed by the Subgrantees and any discrepancies reported in writing within ten (10) working days of receipt of said report. Upon the expiration of this Agreement, the Subgrantees shall pay all final liabilities for expenses incurred in accordance with the Agreement. All unex- pended CDBG funds shall be returned by the Subgrantees to the Grantee 9. Program Income. Program income from any and all sources shall be sub- mitted to the City within five (5) days of its receipt by the PAC/GNDC, the only permissible exception being the holding of a $500.00 rental property maintenance fund derived from rental property income. As per instructions from HUD, upon expiration of this Agreement - June 30, 1988, the Subgrantees will no longer be required to submit program income to the City. All CDBG-generated funds received prior to June 30, 1988, shall be returned to the City as program income. 10. Insurance. The Subgrantees shall purchase, pay for and maintain at all times during the life of the contract such insurance as will protect Subgrantees and Grantee from such claims result from the Subgrantees' tions be by Subgrantees or indirectly employed be liable: ae or as set forth below which may arise out of or operations under the contract, whether such opera- by any subcontractor or by anyone directly or by any of them or by anyone for whose acts any of them may Claims under Workmen's Compensation and other similar employee benefit acts; Claims for damages because of bodily injury, sickness or disease, or death of any person other than subgrantees' employees; -7- Claims for damages because of bodily injury, occupational sickness or disease; or death of subgrantees' employees. Claims for damages because of bodily injury or death of any person or property damage arising out of the ownership maintenance or use of any property. Insurance coverage follows, whichever is greater: a. Workmen's Compensation: State-Statutory; Federal-Statutory; Employer Liability b. Public Liability per occurrence Bodily and Personal Injury Property Damage per occurrence shall not be less than that required by law or as $ 100,000.00 $1,000,000.00 $1,000,000.00 $ 50,000.00 Subgrantee shall purchase, pay for and maintain insurance against the perils of fire, windstorm, vandalism upon property managed by PAC/GNDC to the full insurable value. 11. Annual audit and monitoring. The Subgrantees shall provide for an independent audit of all CDBG expenditures covered by the Agreement. Services of the independent auditor shall be acquired in accordance with the procurement procedures of OMB Circular A-102, Attachment O. Copies of said audit report shall be furnished to the Grantee's City Manager and Director of Finance within thirty days of completion of the audit and not later than September 30, 1988. 12. Technical assistance. The Grantee shall, to the extent of its resour- ces, provide technical assistance and in-kind support of specific tasks relating to the implementation of the Action Projects as defined and approved in the Subgrantees' Action Project work plans. 13. Records and inspections. Subgrantees shall maintain full records with respect to all matters covered under this Agreement. shall have free access at all proper times to such records, and and accurate The Grantee the right to examine and audit the same and to make transcripts therefrom, and to inspect all -8- program data, documents, minutes, and activities. Such records shall be main- tained for three (3) years. 14. Accomplishment of services. The Subgrantees shall commence, carry on, and complete their obligations under this Agreement with all practicable dispatch, in a sound economical and efficient manner, and in accordance with the provisions thereof and all applicable laws. In completing their obligations, the Subgrantees shall take such steps as are appropriate to insure that the work involved is properly coordinated with related work being carried on in the City. 15. Ownership of documents and audio-visual productions. All documents, as well as audio-visual materials produced as a part of this Agreement, shall become the joint property of the Grantee and Subgrantees. The Subgrantees shall provide the Grantee with copies of all such documents and audio-visual materials. The documents and audio-visual materials Subgrantees to solicit program participation, solicit and/or solicit program recognition. may be utilized by the program funding sources, 16. Personnel. The Subgrantees represent that they will secure all person- nel required in performing the services under this Agreement. All personnel engaged in the work shall be fully qualified to perform such services. 17. Third-party Grantee shall not be Subgrantees and any Agreement must have approved as to form by the City Attorney, Director of Finance prior to execution. contracts; Grantee not obligated to third parties. The obligated or liable hereunder to any party other than the third party contract utilizing funds committed by this the prior written approval of the City Manager, must be and be certified as to funds by the 18. Indemnit~ provision. The Subgrantees agree to indemnify and hold harmless the Grantee, its officers, agents, and employees, from any and all -9- claims, legal actions and judgments advanced against the Grantee and for expen- ses the Grantee may incur in this regard, arising out of the Subgrantee's inten- tional acts and negligent acts or omissions with respect to the rights or privileges granted by the Grantee to the Subgrantees in this Agreement. lg. Special terms and conditions. The Subgrantees agree to abide by the HUD conditions for CDBG programs as set forth in Attachment I as if they were the Grantee referenced therein, unless such conditions are clearly inappropriate for the performance of particular obligations under this Agreement. 20. Termination of agreement for cause. If any party to this Agreement shall fail to fulfill in a timely and proper manner its obligations under this Agreement, any other party shall thereupon have the right to terminate this Agreement by giving thirty (30) calendar days written notice of such termination to the affected party, and specifying the effective date of such termination. In the event of termination, payment shall be made to the Subgrantees based on the percentage of work completed. 21. Completeness of agreement. This Agreement and any additional or supplementary document or documents incorporated herein by specific reference contain all of the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement or any part thereof shall have any validity or bind any of the parties hereto. 22. Amendments. The Grantee, from time to time, may require changes in the obligations of the Subgrantees hereunder, or its City Council may appropriate further funds for the implementation of certain Action Projects. In such event or events, such changes which are mutually agreed upon by and between the Subgrantees and Grantee shall be incorporated in written amendment to this Agreement. -10- 23. Conflict of Interest. No employee, agent, consultant, officer, or appointed official of the Subgrantees, who is in a position to participate in a decision-making process or gain inside information with regard to CDBG activi- ties, may obtain a personal or financial interest or benefit from the activi- ties, or have an interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family or business associates, during their tenure or for one year thereafter. 24. Governin9 Law. This agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the Grantee and the Subgrantees have executed Agreement as of the date first written above. ATTEST: CITY OF ROANOKE, VIRGINIA this City Clerk City Manager ATTEST: GAINSBORO PROJECT AREA COMMITTEE, INC. Witness PAC Chairman ATTEST: GAINSBORO NEIGHBORHOOD DEVELOPMENT CORPORATION Witness President -11- ATTACHMENT I U. S. Department of Housing and Urban Development GRANT AGREEMENT Communitz Development Block Grant Program Upon execution of the Acceptance Provisions of this Grant Agreement, the Depart- ment of Housing and Urban Development ("HUD") agrees to provide to the Grantee the Federal assistance under Title I of the Housing and Community Development Act of 1974 (P.L. 93-383) authorized by the Funding Approval identified therein, subject to the terms and conditions of this Grant Agreement, applicable law, regulations and all other requirements of HUD now or hereafter in effect. The Grant Agreement is effective with respect to such assistance as of the date the acceptance is executed and consists of each Funding Approval and acceptance hereto attached, together with the HUD-approved Application specified therein, including any Assurances, certifications, maps, schedules or other submissions made with respect thereto, the HUD Community Development Block Grant Regulations at 24 CFR Part 570 and the following General Terms and Conditions: Definitions: Except to the extent modified or supplemented by the Grant Agreement, any term defined in Title I of the Housing and Community Develop- ment Act of I974 or the HUD Community Development Block Grant Regulations at 24 CFR part 570 shall have the same meaning when usea herein. A. Agreement means this Grant Agreement as described above and any amend- ments or supplements thereto. 8. Applicant means the entity designated as such in the Funding Approval. Grantee means each entity designated as a recipient for grant or loan guarantee assistance in the Funding Approval and signing the acceptance provisions as Grantee under the Agreement. Assurances, when capitalized, mean the certifications and assurances submitted with grant applications pursuant to the requirements of 24 CFR Part 570. E. Assistance provided under this Agreement means the grants and any loans secured by loan guarantees provided under this Agreement. Program means the Community Development program, project or other activ- ities, including the administration thereof, with respect to which assistance is being provided under this Agreement. "Section 3" Compliance in the Provision of Training) Employment and Busines,, Opportunities: This Agreement is subject to the requirements of Section 3 of the Housing and Urban Development Act of i968 (12 USC 1701u), as amended, the HUD regulations issued pursuant thereto at 24 CFR Part 135, anq any applicable rules and orders of HUD issued thereunder prior to the HUD authorization of the ~unding Approval. The Grantee shall cause or require to be inserted in full in all contracts and subcontracts for 'work financed in whole or in part with assistance pro- vided under this Agreement, the Section 3 clause set forth in 24 CFR 135.20 (b). The Grantee shall provide such copies of 24 CFR Part 135 as may be necessary for the informaCion of parties to contracts required to contain the Section 3 clause. 3. Equal Employment ODoortunity: A. Activities and contracts not subject to Executive order 11246, amended: In carrying ouC the Program, the Grantee shall not discrimin- -2- ate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Grantee shall take affirm- ative action to insure that applicants for employment are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall in- clude, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Grantee shall post in con- spicuous places available to employees and applicants for employment, notices to be provided by the Government setting forth the provisions of this nondiscrimination clause. The Grantee shall state that all quali- fied applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The Grantee shall incorporate the foregoing requirements of this paragraph 4A in all of its contracts for Program Wor~, except contracts governed by paragraph 8 of this section, and will require all of its contractors for such work to incorporate such requirements in all subcontracts for Program work. Contracts subject to Executive order 11246, as amen~en: Such contracts shall be subject to HUD Equal Employment OpporTunity regulations at 24 CFR Part 130 applicable to HUD-assisted construction contracts. The Grantee shall cause or require to be inserted in full in any non- exempt contract and subcontract for construction work, or modification thereof as defined in said regulations, which is paid for in whole or in part with assistance provided under this Agreement, the following equal opportunity clause: "During the performance of this contract, the con- tractor agrees as follows: -3- "1. The contractor will not discriminate against any employee or appli- cant for employment because of race, color, religion, sex or national origin. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and section for training, including apprenticeship. The contractor agrees to post in conspic- uous places available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment with- out regard to race, color, religion, sex or national origin. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the Contract Compliance Officer advising the said labor union or workers' repre- sentatives of the contractor's commitmenc under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations and rele- vant orders of the Secretary of Labor. The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regu- lations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the Department and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders. In the event of the contractor's noncompliance with the nondiscrim- ination clauses of this contract or with any of such rules, regula- tions or orders, this contract may pended in whole or in part, and ineligible for further Government be canceled, terminated or sus- the contractor may be declared contracts or Federally-assisted construction contract procedures authorized in Executive order 11246 of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law. The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of SeptemOer 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the Department may direct as a means of enforc- ing such provisions, including sanctions for noncompliance; pro- vided, however, that in the event a contract becomes involved in or is threatened with litigation with a subcontractor or vendor as a result of such direction by the Department, the contractor may request the United States to enter into such litigation to protect the interest of the United States." The Grantee further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in Federally-assisted construction work; provided, that if the Grantee so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrOment- ality or subdivision of such government which does not participate in work on or under the contract. The Grantee agrees that it will assist and cooperate actively with the Department and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations and relevant orders of the Secretary of Labor; that it will furnish the Department and the Secretary of Labor such compliance; and that it will otherwise assist the Department in the discharge of its primary responsibility for secur- ing compliance. The Grantee further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1963, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and Federally- assisted construction contracts pursuant to the Executive Order and ~ill carry out such sanctions and penalties for violation of the equal oppor- tunity clause as may be imposed upon contractors and subcontractors by the Department or the Secretary of Labor pursuant to Part II, Subpart D, of the Executive Order. In addition, the Grantee agrees that if it fails or refuses to comply with these undertakings, the Department may take any or all of the following actions: cancel, terminate or suspend in whole or in part the grant or loan guarantee; refrain from extending any further assistance to the Grantee under the Program with respect to -6- which the failure or refusal occurred until satisfactory assurance of future compliance has been received from such Grantee; and refer the cause to the Department of Justice for appropriate legal proceedings. Federal Labor Standards Provisions: Except with respect to the rehabilita- tion of residential property designed for residential use for fewer than eight families, the Grantee and all contractors engaged under contracts in excess of Two Thousand Dollars ($2,000.00) for the construction, prosecu- tion, completion or repair of any building or work financed in whole or in part with assistance provided under this Agreement shall comply with HUD requirements pertaining to such contracts and the applicable requirements of the regulations of the Department of Labor under 29 CFR Parts 3 and 5, governing the payment of wages and the ratio of apprentices and trainees to journeymen; provided that if wage rates higher than those required under such regulations are imposed by State or local law, nothing hereunder is intended to relieve the Grantee of its obligation, if any, to require payment of the higher rates. The Grantee shall cause or require to be inserted in full in all such contracts subject to such regulations, provi- sions meeting the requirements of 29 CFR 5.5. No award of the contracts covered under this section of the Agreement shall be made to any contractor 'who is at the time ineligible under the provisions of any applicable regulations of the Department of Labor to receive an award of such contract. Nondiscrimination 'Jnder Title VI of the Civil Rights Act of 196,1: This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and HUD regulations with respect thereto, including the regulations under 24 CFR Part i. In the sale, lease or other transfer -7- of land acquired, cleared or improved with assistance provided under this Agreement, the Grantee shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination upon the basis of race, color, religion, sex or national ori- gin, in the sale, lease or rental, or in the use or occupancy of such land or any improvements erected or to be erected thereon, and providing that the Grantee and the United States are beneficiaries of and entitled to enforce such covenant. The Grantee, in undertaking its obligation in carrying out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant and will not itself so discriminate. Obligations of Grantee with Respect to Certain Thirq-Part~ Relationships: The Grantee shall remain fully obligated under the provisions of the Agreement, notwithstanding its designation of any third party or parties for the undertaking of all or any part of the program with respect to which assistance is being provided under this Agreement to the Grantee. Any Grantee which is not the Applicant shall comply with all lawful requirements of the Applicant necessary to insure that the program, with respect to which assistance is being provided under this Agreement to the Grantee, is carried out in accordance with the Applicant's Assurances anq certifications, including those with respect to the assumption of environmental responsi- bilities of the Applicant under Section 104(h) of the Housing and Community Development Act of 1974. Interest of Certain Federal Official~: No memPer of or delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Agreement or to any benefit to arise from the same. -8- Interest of Members) Officers or Employees of Grantee, Members of Local Government Body, or Other Public Officials: No member, officer or employee of the Grantee, or its designees or agents, no member of the governing body of the locality in which the program is situated, and no other public offi- cial of such locality or localities who exercises any functions or responsi- bilities with respect to the program during his tenure, or for one (1) year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under the Agreement. The Grantee shall incor- porate, or cause to be incorporated, provision prohibiting such interest tion. in all such contracts or subcontracts a pursuant to the purposes of this sec- Prohibition Against Payments of Bonus or Commission: The assistance pro- vided under this Agreement shall not be used in the payment of any bonus or commission for the purpose of obtaining HUD approval of the application for such assistance, or HUD approval or applications for additional assistance, or any other approval or concurrence of HUD required under this Agreement, Title I of the Housing and Community Development Act of 1974, or HUD regula- tions with respect thereto; provided, however, that reasonable fees or bona fide technical, consultant, managerial or other such services, other than actual solicitation, are not herePy prohibited if otherwise eligible as program costs. I0. "Section 109": this agreement is subject to the requirements of Section 109 of the Housing and Community Development Act of 1974, 42 U.S.C. 3535(~). No person in the United States shall on the ground of race, color, religion, sex or national origin be excluded from participation in, be denied the benefits of, or be subjecteq to discrimination under any program or activity funded in whole or in part ~it~ funds available under this title. i1. Access to Records and Site of Employment: This Agreement is subject to the requirements of EO 11246, EO 1375, Civil Rights Act of 1964, as amended. The Subgrantee shall permit access during normal business hours to its pre- mises for the purpose of conducting on-site compliance reviews and inspect- ing and copying such books, records, accounts, and other material as may be relevant to the matter under investigation and pertinent to compliance with the Order, and the rules and regulations promulgated pursuant thereto by the Grantee. Information obtained in this manner shall be used only in connec- tion with the administration of the Order, the administration of the Civil Rights Act of 1964 (as amended) and in furtherance of the purpose of the Order and that Act. -10- June 24, 1987 File #277 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 28703, authorizing a certain contract to be entered with Downtown Roanoke, Inc., for a term of one (1) year corrgnen¢ing July. l, 1987, to provide that Downtown Roanoke, [nc., shall act on behalf of the City to foster economic advancement and development of the Downtown Service District heretofore created by City Council, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~~ Mary Fo Parker, CMC City Clerk MFP: ra Mr. Robert Wo Rooper, Executive Director, Downtown Roanoke, Inc., 410 First Street, S. W., Roanoke, Virginia 24011 Mr. Wilburn C. 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 Development and Grants Mr. Jerome S. Howard, Jr., Commissioner of Revenue Mr. Gordon E. Peters, City Treasurer Mr. William L. Brogan, Municipal Auditor Room456 MunlclpolBulldlng 215~urchA~'~e.S.W. Roanc~e, Vlrg~la24011 (703)981-254.1 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of June, 1987. No. 28703. VIRGINIA, AN ORDINANCE authorizing a certain contract with Downtown Roanoke, Inc., lng July 1, 1987, to provide act on behalf of the City to to be entered for a term of one (1) year comment- that Downtown Roanoke, Inc., shall foster economic advancement and development of the Downtown Service District heretofore created by City Council; and providing for an emergency. BE lows: 1. IT ORDAINED by the Council of the City of Roanoke as fol- The City Manager is hereby authorized to execute and the City Clerk is authorized to attest, respectively, a written con- tract between the City and Downtown Roanoke, Inc. (hereinafter "DRI") for an initial term of one (1) year commencing July 1, 1987; providing for DRI's serving as an independent contrac- tor of the City for the purpose of undertaking certain develop- ment activities in the Downtown Service District heretofore created by City Council; providing that DRI shall undertake such activities with tax revenues generated from the Downtown Service District pursuant to §32-102.1, Code of the City of Roanoke (1979), as amended; providing for approval of the work program and budget of DRI by the City Manager each year not later than April 1; providing for disbursements by the City to DRI of actual tax receipts pursuant to §32-102.1 less the City's direct costs incurred in collecting and admini- stering such receipts; and providing for the City Council to appoint an ex officio member of the Board of Directors of DRI. 2. The term of the City's contract with DRI shall be auto- matically extended on each July 1, commencing July 1, 1988, for one (1) year, until June 30, 1992, at which time, such contract shall terminate, unless either party has earlier given ninety (90) days written notice of termination pursuant to Section 3.16 of such contract or the City has earlier chosen to ter- minate the contract for cause as provided for in Section 3.16. 3. DRI shall conduct all its activities in accordance with §§32-102 through 32-102.4, Code of the City of Roanoke (1979), as amended, and §§15.1-18.2 and 15.1-18.3, Code of Virginia (1950), as amended. 4. A copy of the contract to be executed by the City Mana- ger is attached.to the report of the City Manager on this sub- ject matter, dated June 22, 1987, and is on file in the Office of the City Clerk, such contract having been approved as to form by the City Attorney. 5. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. June 24, 1987 File #60-277 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28702, amending and reor- daining certain sections of the 1987-88 Generai Fund Appropriations, providing for the establishment of a new revenue account in the General Fund entitled "Downtown Service District," and a new ~cpenditure account entitled "Downtown Service District," which Ordinance was adopted by the Council of the City of Roanoke at a re~tular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. ec: Mr. Robert W. Hooper, Executive Director, Downtown Roanoke, Inc., 410 First Street, S. W., Roanoke, Virginia 24011 Mr. Wo Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Brian J. Wishneff, Chief of Economic Development and Grants Mr. Jerome S. Howard, Jr., Cor,~issioner of Revenue Mr. Gordon E. Peters, City Treasurer Mr. William L. Brogan, Municipal Auditor Room456 MunKil:xllBullding 215(~ufa~Av~c~ue.S.W.l~:x~,~,e, Virgl~la24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28702. AN ORDINANCE to amend and reordain 1987-88 General emergency. certain sections of Fund Appropriations, and providing for an 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 General Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: the Appropriations Parks, Recreat'ion & Cultural Contributions - Cultural (1) .................... Revenue General Property Taxes Real Estate Tax (2) ............................. (1) Downtown Service District (2) Downtown Service District (001-002-7220-3712) (001-020-1234-0103) $130,000 130,000 $24,387,324 370,332 $38,655,550 25,723,550 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia June 22, 1987 The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Downtown Service District I. Back~round: Downtown Service District was established by Ord. No. 28453, adopted by City Council on December 8, 1986, effective July 1, 1987. $130,000 is the estimate established by the Director of Finance to be generated from the additional $.10 in real estate tax to be levied against properties in the Downtown Service District. Additional ~overnmental services, including, but not limited to, economic and business development, promotional activities, business and developer recruitment, are to be funded with the special tax. Downtown Roanoke, Inc., has been performing a number of these general functions in Roanoke for over 20 years and was instrumental in making the case to the downtown landowners for the need of this type of funding. II. Current Situation: A~reement between Downtown Roanoke, Inc., and the City of Roanoke has been drafted and is attached. The major components of this agreement are: Downtown Roanoke, Inc., will serve as an independent contractor on behalf of the City to foster economic advancement and development of the Downtown Service District. Term of the agreement is for one year beginning July 1, 1987. Term shall be automatically extended each year until 1992 unless either party gives notice, 90 days before the end of each year, of termination the contract. Work program to be carried by Downtown Roanoke, Inc., is to be approved by the City Manager each year no later than April 1st of that year. City Council shall appoint an ex-officio member to the Board of Directors of Downtown Roanoke, Inc., with full voting rights and privileges. III. Issues: A. Timing. B. Cost. C. Downtown development. IV. Alternatives: me City Council authorize the City Manager to enter into a Downtown Service District contract with Downtown Roanoke, Inc. Timing is important in that July 1 begins the proposed contract year. Funding to be appropriated from the additional $.10 on real estate tax. Operating costs related to the City or handling of the funds will be deducted by the City. Downtown development will be further enhanced with its promotion by an organization made up of many business and property owners in the downtown area. Be Do not authorize the City Manager to enter into a Downtown Service District contract with Downtown Roanoke, Inc. Another entity would have to be found to carry out the functions. Timing is important as we would like to begin the contract year on July 1. 2. Funding would not be an issue. Downtown development might be hampered in that it is felt that Downtown Roanoke, Inc., is the best agency to carry out these duties. V. Recommendation: It is recommended City Council adopt Alternative A authorizing the City Manager to: Enter into the attached Downtown Service District contract with Downtown Roanoke, Inc., which has been approved as to from by the City Attorney. Authorize the Director of Finance to establish a new revenue account in the General Fund titled "Downtown Service District" (001-020-1234-0103) and establish a new expenditure account titled "Downtown Service District" (001-002-7220-3712). W. Robert Herbert City Manager WRH:BJW:mpf attachment cc: Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance Jerome Howard, Commissioner of Revenue Gordon Peters, City Treasurer William Brogan, Municipal Auditor Brian J. Wishneff, Chief, Economic Development Robert W. Hooper, Executive Director, Downtown Roanoke, Inc. DOWNTOWN SERVICE DISTRICT SERVICES AGREEMENT THIS AGREEMENT, made the ~day of ~-~hF · , 1987, by and between the CITY OF ROANOKE, VIRGINIA, a political subdivi- sion of the Commonwealth of Virginia, and DOWNTOWN ROANOKE, INC., a corporation organized under the laws Virginia; WITNESSETH: of the Commonwealth of I. BACKGROUND The Virginia General Assembly in 1981 enacted § 15.1-18.3 of the Code of Virginia, which, as amended to date and in conjunc- tion with § 15.1-18.2 of the Code of Virginia, provides in part that the governing body of a city may, by ordinance, designate a "downtown service district" in order to provide additional or more complete services of government than are desired in the city as a whole. The governing body of a city may, under the pro- visions of § 15.1-18.2(b) of the Code of Virginia, contract with any firm to provide such additional governmental services in a downtown service district. Under the provisions of § 15.1-18.2(b) of the Code of Virginia, the governing body may also levy and collect an annual tax on the property in a downtown service district to pay the cost of providing additional govern- mental services in the district. Downtown Roanoke, Inc. is a non-profit corporation organized in 1960 for the purpose of promoting the preservation and devel- opment of the central business district of the City of Roanoke. In 1986, the Downtown Management Task Force of the City of Roanoke, under the aegis of Downtown Roanoke, Inc., recommended the establishment of a Downtown Service District for the City of Roanoke to promote economic development, management and community relations in the downtown area. By letter of July 1, 1986 to the Honorable Clifton A. Woodrum, the Attorney General of Virginia opined that the pur- poses for which a City of Roanoke downtown service district would be established constitute "additional governmental services" within the meaning of § 15.1-18.2 of the Code of Virginia. On October 14, 1986, Downtown Roanoke, Inc. formally pro- posed to the City of Roanoke the creation of a Downtown Service District. On December 8, 1986, the Council of the City of Roanoke adopted Ordinance No. 28453 providing for the creation of a Downtown Service District for the City of Roanoke in order to "provide additional governmental services not being offered uniformly throughout the entire City, including but not limited to, economic and business development and promotional activities intended to foster business retention, business recruitment and developer recruitment; planning for the development or revitalization of down- town and for the transportation and public facility and public space needs of downtown; and those public purposes enumerated in ~ 15.1-18.2(b), Code of Virginia (1950), as amended." - 2 - Ordinance No. 28453 amended the Code of the City of Roanoke (1979) by the addition of new Sections 32-102, Downtown Service District Created; 32-102.1, Additional Tax Imposed; 32-102.2 Downtown Service District Defined; 32-102.3, 32-102.4, Other No. 28453 provide July 1, 1987. Powers and Duties. that it shall be in Purposes of Tax; and The terms of Ordinance full force and effect on II. PURPOSE OF AGREEMENT The City of Roanoke desires to contract with Roanoke, Inc. as an independent contractor on behalf of to foster economic advancement and development of the Service District, and Downtown Roanoke, Inc. desires to serve such capacity, on the terms and conditions set forth below. Downtown the City Downtown in III. AGREEMENT In consideration of the mutual covenants and obligations herein, the City of Roanoke (hereinafter "City") and Downtown Roanoke, Inc. (hereinafter "DRI") covenant and agree as follows: 3.1. Independent Contractor Relationship. During the term of this Agreement, DRI shall be the independent contractor of the City for the purpose of undertaking the development activities in the Downtown Service District hereinafter enumerated with tax revenues generated from the Downtown Service District pursuant to City Code ~ 32-102.1. - 3 - 3.2. Term. The term of this Agreement shall be for one year, commencing July 1, 1987 and ending on June 30, 1988. The term of this Agreement shall be automatically extended on each July 1, commencing July 1, 1988, for one year, until June 30, 1992, at which time this Agreement shall terminate, unless ninety days' written notice of termination is earlier given under the provisions of Section 3.16 herein. 3.3. Activities to be Undertaken. Funds made available to DRI will be applied to provide additional governmental services to the Downtown Service District which are not being offered uniformly throughout the entire City, including but not limited to: (a) Economic and business development and promo- tional activities intended to foster business reten- tion, business recruitment and developer recruitment; planning for the development or revitalization of downtown Roanoke and for the transportation and public facility and public space needs of downtown Roanoke; and (b) Those other activities set forth in Virginia Code § 15.1-18.2(b) as shall be agreed upon from time to time by the City Manager and DRI. 3.4. Prohibited Activities. No Downtown Service funds from the City shall be expended by DRI for the purposes: (a) Promotion of individual businesses; District following - 4 - (b) Support of partisan political activities or lobbying of any legislative body, including the Roanoke City Council; (c) Acquisition of real property or construction of public facilities, except with the express consent of the City Council; (d) Promotion or development of any area outside the Downtown Service District not incidental to promo- tion or development of the Downtown Service District. 3.5. Overhead Reimbursement. The parties contemplate that the activities undertaken by DRI in connection with the Downtown Service District will constitute the p~incipal activity of DRI during the term of this Agreement. As compensation for its services, DRI shall be entitled to apply from the funds received from the City an amount sufficient to cover a pro-rata share of DRI's overhead expense, including salaries and benefits, expenses and rents, based on total DRI receipts. 3.6. Work Pro~ram/Bud~et. No later than April 1 of each year during the term of this Agreement DRI shall submit to the City Manager for approval a work program and budget setting forth in reasonable detail planned for the next City funds involved. the Downtown Service District activities year and the anticipated expenditures of The City Manager shall approve or otherwise respond to the proposed work program and budget no later than May 1 in order that any necessary modifications be settled upon - 5 - before July 1. Within the parameters established by the approved program and budget, and subject to the express limiting terms and conditions of ~§ 15.1-18.2 and 15.1-18.3, Code of Virginia (1950) as amended, and ~ 32-102 through 32-102.4 of the Code of the City of Roanoke (1979), as amended, and of this Agreement, DRI shall have the discretionary authority to carry out the Downtown Service District activities in such manner as it deems appropriate. 3.7. Disbursements to DRI. (a) For purposes of this section, the phrase "actual net revenues" shall mean actual tax receipts to the City under § 32-102.1,. Code of the City of Roanoke.(1979), as amended, less the City's direct costs incurred in collecting and administering such receipts. In no year shall total payments to DRI exceed actual net revenues for the year. (b) For City fiscal year 1987-1988 (July 1, 1987 to June 30~ 1988), the City shall make nine (9) payments to DRI: on or before July 15, 1987, August 15, 1987, September 15, 1987, October 15, 1987, November 15, 1987, December 15, 1987, February 15, 1988, April 15, 1988, and July 15, 1988. Each of the first six payments shall be in the amount equal to 1/12 of the City Director of Finance's estimate of actual net revenues to the City under § 32-102.1 for the City's fiscal year, and the seventh (February 15, 1988) and eighth (April 15, 1988) payments shall be in the amount equal to 1/6 of such estimate each. At the conclu- sion of City fiscal year 1987-1988, the City shall compare actual - 6 - net revenues for such fiscal year to the eight payments already made to DRI for such fiscal year, and the difference between actual net revenues and the total amount of the eight payments already made to DRI shall be paid to DRI on or before July 15, 1988. Should the total amount of the eight payments already made to DRI exceed actual net revenues, then the amount of such overpayment shall be withheld from the first payment for fiscal year 1988-1989. (c) For City fiscal year 1988-1989 and succeeding fiscal years, the City shall make four payments to DRI: one on or before September 15, one on or before December 15, one on or before April 15 and one on or before July 15. Each of the first three payments shall be in an amount equal to 1/4 of the City Director of Finance's estimate of actual net revenues to the City under S 32-102.1 for the City's fiscal year. At the conclusion of each fiscal year, the City shall compare actual net revenues for such fiscal year to the three payments made to DRI during such fiscal year, and on or before July 15 of each year, the City shall pay to DRI the difference between actual net revenues and the total amount of the three payments made to DRI prior to the conclusion of the fiscal year. (d) For 1988-1989 and each succeeding fiscal year, the Director of Finance shall prior to March 1 make an estimate of actual net revenues to be received by the City pursuant to § 32-102.1 during the next succeeding fiscal year. Such estimate - 7 - shall be provided to DRI prior to March 1 of each year for use by DRI in planning and budgeting for the next succeeding fiscal year (July 1 to June 30). 3.8. Subcontracting. It is contemplated that DRI will from time to time contract with firms and individuals for the acquisi- tion of goods or services in the furtherance of the activities contemplated by this Agreement. DRI will not enter into any contract relating to activities contemplated by this Agreement or involving the expenditure of funds provided to DRI by the City under this Agreement where the amount of such contract is $5,000 or more without written authorization of the City Manager unless the amount .of the contract sum and the' nature of the goods or services to be acquired were disclosed in the work program and budget submitted for the year in which the contract is to commence. 3.9. Books and Records, Audits. DRI shall keep accurate books and records of all City funds received and disbursed, and of all activities undertaken pursuant to this Agreement. DRI will make such books and records available to the Municipal Auditor of the City or other independent auditor selected by the City during its regular office hours. 3.10. Contacts with Prospective Developers. DRI shall inform the City's Chief of Economic Development on a regular basis of all contacts with or by potential developers with services inter- est in the Downtown Service District. A representative from the - 8 - City's Economic Development Office shall have the right to be present at any presentations by or to interested developers. 3.11. Board of Directors. During the term of this Agreement, DRI shall elect one representative from and designated by the City Council to be an ex officio member of the Board of Directors of DRI with full voting rights and privileges. 3.12. Indemnification. DRI shall indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the City or its officers, agents or employees, and for expenses the City may incur in this regard, arising out of DRI's sole and exclusive negligent acts or omissions, intentional and unintentional, with respect to carrying out this Agreement or exercising any rights, privileges or duties granted by the City to DRI through this Agreement. DRI shall have no indemnification obligation with respect to any claim, legal action, judgment, loss, cost, expense or damage for which a demand for indemnification is not received by DRI on or prior to the date which is five years from the date of expiration or termination of this Agreement. 3.13. Insurance. (a) DRI shall obtain and maintain during the life of this Agreement a policy or policies of comprehensive general liability insurance with an insurance company or companies licensed to do business in Virginia, which policy or policies shall provide coverage with respect to claims arising out of the subject matter of this Agreement. The amount of such insurance shall not be less than: 1. In %he case of bodily injury liability insurance, $500,000.00 for injuries, including death, to one person in any one occurrence, and $1,000,000.00 annual aggregate; 2. In the case of property damage insurance, $500,000.00 for damage in any one occurrence, and $1,000,000.00 annual aggregate; 3. The above amounts may be met by "umbrella" coverage in a minimum amount of $1,000,000.00, provided that such "umbrella" coverage shall pick 'up at the maximum levels of underlying coverages so that there shall be no gaps in coverage. (b) DRI shall name the City and its officers, agents and employees, as additional insureds on the above policies. (c) DRI shall furnish the City with certificates evidencing the required coverage and containing a statement to the effect that the coverage shall not be cancelled or materially altered except after ten (10) days' written notice to the City. (d) During the life of this Agreement DRI shall furnish the City with a fidelity bond on its employees in an amount not less than $100,000.00. 3.14. Assignment. Neither the City nor DRI may assign its rights or obligations hereunder without the prior written consent of the other. 10 - Notices. Any notices 3.]5. Agreement shall be deemed to have been person to or. deposited in the U.S. registered or certified, addressed to: (a) If to the City: City Manager City of Roanoke Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 required by the terms of this given when delivered in mail, postage pre-paid, (b) If to DRI: Executive Director Downtown Roanoke, Inc. 410 First Street, S.W. Roanoke, VA 24011 or at such other address as each party may designate for itself by notice given in accordance with this Section 3.15. 3.16. Termination. The City or DRI may terminate this Agreement at any time, with or without cause, by giving notice pursuant to Section 3.15 of this Agreement to the other at least ninety (90) days prior to the expiration of any one year term of this Agreement. The City may terminate this Agreement at any time if DRI applies funds paid to DRI by the City for any purpose other than the purposes that reasonable notice afforded. contemplated by this Agreement, provided and opportunity to cure shall first be 11 - WITNESS the following signatures as of the date first above written. ATTEST: CITY OF ROANOKE City Clerk ATTEST: By. City Manager DOWNTOWN ROANOKE, INC. Its President 12 - June 24, 1987 File #2? ,Ur. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: [ am attaching copy of Ordinance No. 28705, approving your issuance of Change Order No. I to the City's contract with S. C. Rossi and Company, Inc., for the relocation of the City's storm drain in Rhodes Avenue, N. E., which Ordinance was adopted by the Council of the City of Roanoke at a Monday, June 22, 1987. regu l a r Sincerely, ~ Mary F. Parker, CMC City Clerk meeting held on MFP: ra Eric ce: S. C. Rossi and Company, Inc., 1410 - 16th Street, Roanoke, Virginia 24014 Mr. Witburn C. DibIing, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Charles M. lluffine, City Engineer Mr. Kit B. Kiser, Director of Utilities and Operations Ms. Sarah E. Fitton, Construction Cost Technician I~:~n456 Munl¢il:~lBullding 215Chur~A~'~ue, S.W.l~e. Vlrglnla24011 (70~)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 22nd day of June, 1987. No. 28705. AN ORDINANCE approving the City Manager's Order No. 1 to the City's contract with S. C. Inc., for the relocation of the Avenue, N.E.; and providing for VIRGINIA, issuance of Change Rossi and Company, City's storm drain in Rhodes an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 1 to the City's contract with S. C. Rossi and Company, Inc., dated September 8, 1986, related to the relocation of the City's storm drain in Rhodes Avenue, N.E.. 2. Such Change Order shall provide for the following changes in the work to be performed: ORIGINAL CONTRACT AMOUNT $ 281,695.00 CHANGE ORDER NO. 1 Additional rock excavation + $ 178,169.00 CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. 1 $ 459,864.00 Additional calendar days resulting from Change Order No. 1 150. 3. In order to provide for the usual daily operation of the municipal government, ordinance shall be in an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. June 24, 1987 File #60-27 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28704, amending and reor- daining certain sections of the 1986-87 Capital Fund Appropriations, providing for the appropriation of $150,000.00 in connection with Storm Drain Relocation Exxon Terminal Change Order No. l, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987o Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Enc. cc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. Kit B. Kiser, Director of Utilities and Operations Ms. Sarah E. Fitton, Construction Cost Technician P, oom456 MunlclpalBuildlng 2150~r~hAve~ue, S.W. Fl, oonc~e. Vlrglnla24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28704. AN ORDINANCE to amend and reordain certain sections of 1986-87 Capital Fund Appropriations, and providing for an emergency. the 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 1986-87 Capital Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Sanitation Storm Drain ~elocate Exxon Terminal (1) ............. Revenue Accounts Receivable - Exxon Corp. (2) ............... Miscellaneous Revenue - Exxon Corp. (3) ............. (1) Appr. from Third Party (2) Accts. Rec. - Exxon (3) Misc. Rev. Exxon (A008-052-9583-9004) $ 150,000 (X008-1131) 150,000 (R008-008-1234-1032) 150,000 $11,274,407 460,699 460,699 460,699 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk .......... Roanoke, Virginia C~T¥~: F!'~ i ~ "~'? June 22, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order #1 Storm Drain Relocation Exxon Roanoke Terminal Rhodes Avenue, N.E. I. Back,round on this subject is: ae February 17~ 1986~ by Ordinance No. 28021, City Council authorized an agreement with Exxon Company, U.S.A. to provide for the relocation of the City's Storm Drain in order to remove it from under the existing Exxon Terminal tanks at Hollins Road and Rhodes Avenue, N.E. and for Exxon to pay all costs involved in the relocation. B. City Council received bids for the project on July 28, 1986. Ce S. C. Rossi & Company~ Inc. was awarded a contract on September 8, 1986, in the amount of $281~695.00, with a con- tingency in the amount of $28~169.00. II. Current Situation on this subject is: Exxon Company furnished their design engineers (Mattern and Craig) Boring Data of the existing terminal site which indi- cated very little rock. By this boring data, Mattern and Craig provided for 100 cubic yards of rock in the contract. S. C. Rossi and Company~ Inc. started construction and encountered rock to the full depth and width of the trench. To date the rock quantity has amounted to 3001 cubic yards. Mr. Rossi is predrilling ahead of the pipe laying operation and is still indicating more rock to come. Office of City Engineer has estimated that on the basis of currently available evidence, rock excavation will exceed the contract quantity by 6400 cubic yards or an additional $224,000.00 to the contract price. Page 2 By letter dated May 14, 1987, the City Engineer notified Exxon Company, of the expected rock overrun and that as per the agreement between Exxon and the City of Roanoke, the City would require a check in the amount of $224~000.00 to con- tinue the project. It now appears that the actual amount required will be less than this. Exxon has forwarded a check to the City in the amount of ~-~000.00 and has agreed to forward an additional $100~000.00 to keep the work in progress, and if necessary, will forward the remaining funds necessary to complete the project, as per the City's agreement with Exxon. If addi- tional funding is required, Council will be requested to approve an additional change order at a later date. III. Issues in order of importance are: A. Engineering Concerns B. Funding IV. Alternatives are: Authorize the City Manager to execute Change Order No. 1 in an amount not to exceed $178~169.00, the amount of funds in addition to the original contract amount, approved by Exxon, and extend contract time 150 consecutive calendar days due to the time involved in blasting and removing the rock. Engineering concerns would be met to keep construction of the storm drain relocation on schedule and meet the State Water Control Board requirement that the storm drain line be relocated to eliminate the possibility of petroleum products being introduced into Tinker Creek. Funding availability will be from funds to be received from Exxon Company. The City received a check from Exxon in the amount of $50~000.00 on June 15, 1987, to insure payment of contractor's estimate due June 25, 1987, for work completed to date and will forward City balance of monies ($100~000.00) to complete the project by June 30, 1987. $28~169.00 is available in the project's contingency. Page 3 WRH/VRD/mm cc: B. Do not authorize the City Manager to execute Change Order No. 1. En~ineerin~ concerns would not be met and Exxon's requirements with the State Water Control Board to relo- cate the line from within the terminal site facility would not be met. The City would also have to stop the Contractor since funds would not be available to complete the project. Exxon Company would be liable for any expenses generated by this action. 2. Fundin~ availability would not be an issue. V. Recommendation is that City Council take the following action: Authorize the City Manager to execute Change Order No. 1 with S. C. Rossi & Company, Inc., in an amount not to exceed $178,169.00 and extend the contract time 150 consecutive calendar days. Appropriate $150~000.00 to Account No. 008-052-9583-9004, Storm Drain Relocation - Exxon Terminal, and establish a corresponding account receivable from Exxon Corporation for this amount. The additional $28~169.00 is available in the project contingency. W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer Construction Cost Technician Offlce of rne O~' Oerk June 24, 1987 File #144 Kay-Kan Corporation P. O. Box 12507 Roanoke, Virginia 24026 Ladies and Gentlemen: Cycle Systems P. O. Box Roanoke, Virginia 24004 I am enclosing copy of Ordinance No. 28706, accepting the propo- sal of Handy Dump, Inc., to provide bulk container collection service for the City's containers, on a unit price basis of $7.00 per unit, for a three-year term, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. On behalf of the Council, for submitting service. I would like to express appreciation your proposal for bulk container collection Sincerely, /~ Mary F. Parker, CMC City Clerk MFP:ra Enc. Room 456 MunlCll~Ol Building 215 C~urch A~,~ue, S.W. Roonol~, ~rglnta 24011 (703) 981-2541 June 24, 1987 File #144 Handy Dump, Incorporated 1132 River Avenue, S. E. Roanoke, Virginia 24013 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 28706, accepting your propo- sal to provide bulk container collection service for the City's containers, on a unit price basis of $7.00 per unit, for a term of three years, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enco cc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. WilIiam F. Clark, Director of Public Works Mr. Donald E. Keaton, Manager, Refuse Collection Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Roo~n 456 Municlt~al Building 215 (D~urch Avenue, S.W. Roonoke, VIn~nla 24011 (703) 98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28706. AN ORDINANCE accepting the bid of Handy Dump, Inc., to provide bulk container collection service for the City's containers, on a unit price basis, for a three-year term; rejecting all other bids made to the City; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid of Handy Dump, Inc., to provide bulk container collection service for the City's bulk coniainers, on a unit price basis, for $7.00 per unit for a term of three years commencing July 1, 1987, and terminating June 30, 1990, which bid is on file in the Office of the City Clerk, is hereby ACCEPTED. 2. The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase order therefor, incor- porating into said order the City's specifications, the terms of said bidder's proposal and the terms and provisions of this ordinance. 3. Any and all other bids made to the City for the aforesaid service, including the rental of container units, are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to ex- press to 4. municipal ordinance shall each the City's appreciation for such bid. In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia June 22, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT~ BID CO~IITTEE REPORT ON BULK CONTAINER COLLECTION SERVICE,' BID NUMBER 87-5-58 This is to concur in the Bid Committee's recommendation for Bulk container Collection Service. WRH/DDR/ms ResTctfully submitt~, W. Robert Herbert City Manager Roanoke, Virginia June 22, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT/ BACKGROUND BIDS ON BULK CONTAINER COLLECTION SERVICE BID NUMBER 87-5-58 A. Bids were received and opened for the Bulk Container Collection Service on June 15, 1987. B. Tabulation of the bids is attached. CURRENT SITUATION A. The current contract bid price is $7.25 each. III~ ISSUES CONCERNING THE ACCEPTANCE OF THE BIDS A. License requirements to operate collection service. B. Rental charges per unit. C. Specifications compliance. D. Fund avalability. IV~ ALTERNATIVES REGARDING BIDS RECEIVED A. Award a contract for a three year period, to Handy Dump, Inc~., the lowest bid, at a price of $7~O0 per unit for a total of seventy-four (74) more o~ less, units and reject all bids of rental containers. 1. License requirements to operate bulk container collection service have been met by this bidder. 2. Rental containers will be provided from spare units in the Refuse Department. 3. Successful bidder met all bid requirements. 4. Funds are available in FY '87-88 Budget in Refuse Collection Departments Fees for Professional Services Account and will be included in future budgets. Honorable Mayor and City Council Page 2 Reject all bids and do not contract the collection service at this time. 1. License requirements would not be an issue. 2. Rental containers will be provided by the Refuse Department. 3. ~pecifications compliance would not be an issue. 4. Funds would not be expended with this alternative. V. RECOMMENDATION Council concur with Alternative "A" - award a unit price contract, to Mandy Dump~ Inc., in a form acceptable to the City Attorney for providing Bulk Container Collection Service to the City at a unit price of $7.00 per unit for each time a container is emptied for the period of three (3) years (July 1, 1987 through June 30, 1990). B. Reject all other bids received. Respectfully submitted, William F. Cla{k WC/DDR/ms cc: City Attorney Director of Finance Donald E. Keaton Do Darwin Roupe g g Of~e o~ fne O~y Oe~ June 24, 1987 File #468 Atlantic States Cast Iron Pipe Company 183 Sitgreaves Street Phillipsburg, New Jersey 08865 Consolidated Pipe and Supply Company 2316 Lucena Street Charlotte, North Carolina 28206 U. S. Pipe & Foundry Company East Pearl Street Burlington, New Jersey 08016 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 25707, accepting the propo- sal of Griffin Pipe Products Company, to supply ductile iron water pipe to the City of Roanoke, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. On behalf of the Council, I would like to express appreciation for submitting your proposal for supplying ductile iron water pipe. ~ ~ ~Sincerely' Mary F. Parker, CMC City Clerk MFP:ra Enc. Room 456 Municipal Building 215 (~urch Av~'~ue, S.W. Roanoke, Virginia 24011 (703) 981-2541 June 24, 1987 File #468 Griffin Pipe Products Company P. 0. Box 740 Lynchburg, Virginia 24505 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 28707, accepting your propo- sal to supply ductile iron water pipe to the City of Roanoke, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincere Iy,[~/ Mary F. Parker, CMC City Clerk MFP:ra Enco CC: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Mr. M. Craig Sluss, Manager, Water Production Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room456 MunlcipalBullding 2150~urchAv~nue, S.W.l~ke, Vlrglnla24011 (703)98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGIN I,~, The 22nd day of June, 1987. No. 28707. AN ORDINANCE accepting a bid made for providing ductile-iron water pipe to the City; rejecting other bids; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as fol- lows: 1. The bid of O~iffin Pipe Products Co. of Lynchburg, Virginia, to provide, on a unit price basis, all the City's requirements at the following prices, with year, is hereby ACCEPTED: DUCTILE-IRON WATER PIPE for ductile-iron water pipe of the specified types such prices being firm for one (1) BID AMOUNT 3" Pipe, mechanical joint $ 4.26 LF 4" Pipe, mechanical joint 4.69 LF 4" Pipe, push-on joint 4.32 LF 6" Pipe, mechanical joint 5.22 LF 6" Pipe, push-on joint 4.69 LF 8" Pipe, mechanical joint 7.08 LF 8" Pipe, push-on joint 6.47 LF 10" Pipe, mechanical joint 9.36 LF 10" Pipe, push-on joint 8.54 LF 12" Pipe, mechanical joint 11.80 LF 12" Pipe, push-on joint 10.93 LF 16" Pipe, mechanical joint 17.90 LF 16" Pipe, push-on joint 20" Pipe, push-on joint 2. The City's Manager rized and direeted to issue such ductile-iron water pipe, such purchase orders filed in accordance with the City's specifications, proposals made therefor and in accordance with this 16.30 LF 21.56 LF of General Services is hereby autho- the requisite purchase orders for to be made and the bidder's ordinance. 3. The other bids received for the supply of the aforesaid items are hereby REJECTED; and the City Clerk is directed to so notify each said bidder and to express to each the City's appre- ciation for said bids. 4. In order to provide for the usual daily operation Of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia June 22, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BID COI~ITTEE REPORT ON DUCTILE-IRON WATER PIPE-BID NIR~BER 87-5-7 I concur in the Bid Committee's recommendaton for the purchase of Ductile Iron Water Pipe. Respectfully submitted, W. Robert Herbert City Manager WRH/DDR/ms cc: City Attorney Director of Finance Roanoke, Virginia June 22, 1986 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS FOR DUCTILE IRON WATER PIPE BID NUMBER 87-5-7 I., BACKGROUND Bids are received annually on a fiscal year basis, for supplying to the City estimated quantities of Ductile Iron Water Pipe. The quantities are anticipated needs for a period of one (1) year. Funds are available in various Water Department and Capital Maintenance Accounts to provide for the purchase of this required material. CJ Bids were received, after due and proper advertisement, and were publicly opened and read at 2:00 p.m., on June 4, 1987 in the Office of the Manager of General Services. D. Bid Tabulation is attached. II, ISSUES A. Need B. Compliance with Specifications C. Fund Availability III. ALTERNATIVES Accept the lowest responsible total bid meeting specifications, as submitted by Griffin Pipe Products Co., to supply Ductile Iron Water Pipe for a cost that is firm for a period of one (1) year, and reject all other bids. Need - required pipe is needed to continue the support of the water system including new installations and repairs. Compliance with Specifications the quality of all pipe that was bid meets City Specifications. Honorable Mayor and City Council Page 2 III~ ALTERNATIVES Continued Fund Availability - sufficient funds are budgeted for the purchase of this water pipe in FY 87-88 budget in various maintenance and capital accounts depending on specific needs. B. Reject all Bids Need - the need for continued support for the water system would not be met. Compliance with Specifications - would not be a factor in this alternative. Fund Availability - budgeted funds would not be expended with this alternative. IV. RECOI~DATION Council concur with Alternative "A", accept by Griffin Pipe Products Co., for supplying with water pipe requirements for a cost that of one (1) year. the bid as submitted the City of Roanoke is firm for a period B. Reject all other bids. Respectfully submitted, C r a i/~/~us s Do Darwin Roupe DDR/ms cc: City Attorney Director of Finance .i J J J J J J J J ~ S S S S S S S J J J J ~ J .~ June 22, 1987 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Monthly Financial Report Attached is a copy of the financial report for the month of May, 1987. JMS/kp G~KAL Ft~D CCN~A~NCY ~ AS OF MAY 31, 1987 Balar~e July 1, 1986 Citiz~%s' Request for Service Cc~nissic~er of Revenue City Clerk FLn~ce M~miciiml m~i ting City At~ Planning Circuit Court Clerk of Circuit Court Director of Human Resources City Attorney ' City ~m~ger Eccn~uic Development Youth Hav~n Smo~ Rmmoval City Attc~ney C~,,,~ty Planning Rerscrmel J & D Court ~im~urs~rent of Court F~nds Study of Homeless Settlamsmt of Claims Professic~al Services Publication Costs Trainin~ Freezer Worker' s Ccmp~msation Salaries and Oa~micmls Professicnal Services Wood m~mral Dues Sectice 125 Plan Expenses Fees Pr~fessic~al Fees $( 5,000) 11,500) 1,311) 3,203) 2,706) 2,792) 358) 4,875) 5,000) 6,000) 5,000) 5,000) 5,000) 5,000) 3,000) 1,930) 25,000) 50,000) 55,000) 5,000) 5,000) 3,250) 5,000) 3,978) 5,000) 2,980) $ 237,542 (227,883) $ 9,659 t~i O C1TY OF ROANC~E (II~ARATIVE ~ STAT~M~ FfR THE 11 ~ ~ MAY 31, 1987 Ommarcial Sales D~stic Sales Industrial Sales Tow~ of V~n ~'s Work Less: OperatinU Exp. Before Depreciaticn 0pe~ti~ Incu~ Interest on Investments Rests Mi~ell~eous ~ad Debt Collecticns Sale of Surplus Property ness: Non-Opereti~ Exper~es Transfer to Other Fun~s Net Income 1987 $ 878,153 1,328,645 102,059 29,447 694,086 247,294 18,613 3,298,297 '661,294 1,136,535 363,167 173,191 2,334,187 964,110 541,025 423,085 148,286 4,213 11,360 5,570 20,512 189,941 613,026 57,010 33,977 90,987 $ 522,039 1986 $ 866,282 1,284,757 114,223 33,333 980,135 246,905 20,29~ 3,545,933 636,815 896,267 335,101 220,936 2,089,119 1,456,814 538,882 917,932 175,973 5,825 651 8,275 190,724 1,108,656 39,000 42,594 81,594 $1,027,062 S.W. Trunk Line (Phase 4) 12 Line ~3~]well 16 Line G.C. Tank #3 New Services Hyd. Lines Unidentified Plant Replacement ~ortland - Ben Tie In FC C~a~era%or t~plac~ent. C~ Stc~m Windo~ Franklin Road P~p Station G.C. ~1 Ta~ mi~m~ Salem Lntercc~nect PS FY85 Projects Design Fg86 Pro~=cts Design Franklin Road Tank Nsund Hill P~Np Station Wa~ Protectice Carvins Cove Year to Date $ 1,674 16,975 23,826 175 37,525 373,191 167,722 13,493 7,695 21,131 19,408 156,312 141,251 11,371 18,167 18,614 20,322 12,103 197,177 13,533 196,412 $ 1,468,077 C1TY OF ~ (/i~PARATIVE INCOME ST~T~5~T FfR THE 11 F~NfHS f~DfD MAY 31, 1987 se~ge ~ - city Se~ge (~s - County Sewage G'~-ges - v~ ~e ~s - ~ ~~-~~ ~ ~s ~ss: ~ ~. ~f~ ~ia~ ~ss: ~ on I~ ~d ~ ~11~ ~ss: ~~ ~ 1987 $3,416,655 804,444 225,188 1,087,446 48,146 87,192 7,115 5,676,186 1,064,586 2,953,429 4,018,015 1,658,171 802,629 855,542 212,442 23,334 6,595 242,371 1,097,913 127,907 $ 970,006 1986 $3,419,491 897,441 202,732 758,540 28,326 75,516 9,942 5,391,988 1,094,658 2,572,185 3,666,843 1,725,145 807,444. 917,701 194,957 23,357 10,547 228,861 1,146,562 144,450 $1,002,112 7 Ocnstruction - Structures Flc~d Relief Fl85 Pro~=ct Design Williamscn Road West Se~_r Project Fl86 Project Design Mud Lick Sewer Land Purchase Digester Gas Line Land Acquisitic~ D~ Lane Wi3 l~,-nmSC~ Road East Sewer Phi Cc~t II Year to D~te $ 49,889 2,818 315,374 148 26,113 11,183 8,517 76,385 7,950 61,230 8,500 98,027 $ 666,134 CITY OF ROkNC~E RMGIfk~L AIRi~RT fIAD O~ARATIVE IN~/~ ~ FCR ~ME 11 M2NIMS ~ MAY 31, 1987 Buildin~ and Equiumant Rentals Ten~inal Buildirg Rentals Other Property B~Ccals m~_~isirg ommissic~s Fuel and Oil Sales C~missic~s Perscmal Services Less: Depreciatic~ Interest on Ir~estmmnts Income Before Non-Operatin~ Expenses Less: Non-Operat/rg E~pense 1987 $ 323,783 153,276 161,066 34,833 20,943 1,289,412 29,180 23,951 2,036,444 372,796 971,916 1,344,712 691,732 498,426 193,306 229,465 229,465 422,771 104,223 $ 318,548 1986 $ 317,518 166,689 174,464 24,982 19,121 1,224,155 22,841 31,765 1,981,535 344,041 916,772 1,260,813 720,722 527,875 192,847 245,385 5,500 250,885 443,732 99,822 $ 343,910 Net Incc~e 9 Overlay GA & T/W Unidentified Ccmstructicn B~aint R/W & T/W M~kings Roof Re.irs - Rmpla~,~nt Fencing - New & Rmplac~rmnt Pa/nt 2nd Floor Terminal AIP #01 airp~t Master Plan Nois~ Protectic~ & Soundproofing Terminal Alternate Electric Burtc~ - Clear Z~ae Property Aviation ~rive Widmning Auto Transfer Switch Year to D~te $ 4,796 33,677 3,948 4,150 21,667 2,475 4,500 74,411 1,171 1,641,298 48,262 2,025 79,511 125,404 40,948 $ 2,088,243 10 C1TY OF ~ CIVIC Cl~l~ ~ CEb~ARATIVE ~ ST~T~I~5~T THE 11 MEI~UHS I~DI~D MkY 31, 1987 Less: Depreciatic~ Operati~ Suppl~m~t frcm ~ Fund Interest on Invest~fcs Misoellaneous 1987 292,023 77,597 76,463 3,980 66,085 89,778 605,926 432,153 30~,214 455,219 44,652 4,322 1,244,56q ( 638,634) 279,624 ( 918,258) 536,340 43,466 4,143 583,949 $(334,309) 1986 $ 385,711 83,524 131,868 3,640 136,391 106,976 848,110. 415,763 291,441 469,989 58,336 9,368 1,244,897 ( 396,787) 325,537 ( 722,324) 654,098 42,227 2,789 699,114 $( 23,210) Net (k~ss) 11 CIVIC ODNTI~UED Year to Date $ 99,175 $ 99,175 12 CITY OF RC~A~E IN,~AL S~VICE Fdhd ~ARATIVE ~ STAT~NT FCR ~ 11 ~ ~MAY 31, 1987 Bers~nal Services Ogeratirg Inc~ze Before Depreciaticn Less: Depreciatic~ 0pe~ti~ ~nca~ (U~s) Transfer fr~ Water Fund Supplenent fr~ Cene-ral Fund Interest on Ir~stm~nts Net Incite 1987 $5,578,297 5,578,297 3,228,863 1,460,814 4,689,677 888,620 371,979 516,641 57,010 20,742 77,752 $ 594,393 1986 $4,619,028 4,619,028 3,125,920 1,171,810 4,297,730 321,298 347,714 (26,416) 136,314 43,642 179,956 $ 153,540 13 CIS - Other ~quiim~nt Motor Vehicle ~ - Furniture & ~quiunmrfc Motor Vehicle M~int~mance - Othmr ~uilm~nt Utility Line Service - F~rniture and Equi~mant Utility Line Service - Cc~-~_ruct~on Structures Year to Dst~ $ 7,951 205,680 7,569 2,811 3,562 10,797 216,533 $ 454,903 14 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATENENT OF ACCOUNTABILITY FOR NONTH ENDED NAY 31, 1987 TO THE DIRECTOR OF FINANCE: GENERAL STATENENT OF ACCOUNTABILITY OF THE CITY TREASURED OF THE CITY FOR THE FUNDS OF SAID CITY THE NONTN ENDED NAY 31, 1967. OF ROANOKE, VIRGINIA FUND BALANCE AT RECEIPTS DISDURSENENTS BALANCE AT BALANCE AT APRIL 30, 1987 NAY 31, 1987 NAY 31, 1986 GENERAL $9,713,772.65 $16,560,035.22 $9,298,765.85 $16,975,042.62 $18,258,308.31 CAPITAL $14,907,114.69 $124,124.60 K515,224.68 K14,516,014.67 $16,685,404.98 DEBT SERVICE $407,826.76 S9,421.06 SI,948.00 S415,~99.BB $880,338.82 WATER $2,088,273.20 $286,371.03 $821,917.18 $2,1§2,727.05 $2,784,05~.0& SEWAGE TREATNENT $4,161,765.02 $488,7q4 58 $395,289.59 $4,255,870.01 $3,15~,122.32 AIDPORT $3,668,132.96 $229,411.91 $2§6,588.00 $3,640,956.87 $3,877,106.2~ CIVIC CENTED $813,808.64 $79,443.44 $87,914.00 $805,338.08 $998,139.23 INTERNAL SERVICE $950,40709 $538,880.85 $430,317.05 S1,05S,910.89 $941,957.88 PAYROLL ($1,839,678.035 $8,628,098.73 $7,348,412.13 ($565,991.435 $834,399.43 PU8LIC ASSISTANCE $8,393.57 $860,000.00 $864,845.61 $4,147.9& $1,190.51 FIFTH DIST CBNSDPTIUH $821,900.06 $78,693.95 $135,525.38 $~&5,068.63 $189,001.39 GRANT PRUGgAHS ($847,263.585 $581,775.64 $793,242:37 ($458,730.315 $789,445.51 TOTAL $34,854,447.03 $27,855,991.01 K19,749,389.18 $42,961,048.86 K49,331,460.63 CERTIFICATE I HEREBY CERTIFY THAT THE FODEGOINC 15 A TRUE STATENENT OF NY ACCOUNTABILITY TO THE CITY OF gBANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNT5 THEREOF FOR THE HONTH ENDING HAY 81, 1987 THAT SAIO FOREGOING: CERTIFICATES CASH OF DEPOSITS CASH IN HAND CASH IN DOHINIDN SANK CA5H IN COLONIAL AHERICAN NATIONAL BANK INVESTMENT5 ACQUIRED F~ON COMPETITIVE PROPOSALS: DONINIDN SANK COLONIAL A~E~ICAH NATIONAL BANK 50VRAN BANK UNITED VIRGINIA BANK BANK OF UIgGINIA CENTRAL FIOELITY UNITED STATES SECURITIES TOTALS $1,161,249.1) $1,161,249.15 $4~080,632.80 $4,080,63~.8D $19,166.9! $19,166.91 $10,700,000.00 $10,700,000.00 $%000,000.00 $9,D00,000.00 $6,000,000.00 $6,000,000.00 $6,000,000.00 $&,O00,O00.O0 $6,000,000.00 S6,000,000.00 TOTALS $5,261,048.86 S~7,000,000.00 S~0,700,000.00 $42,961,048.86 DATE: dUNE 12, 1987 $1151551I$$$11115551515I$S$I$IIII$I115551115II~ll~ ROANOKE CITY TREASURER 15 CITY OF RCD/qC~E P~qSICN PLAN SE~T~b~ OF ~ A~D EXP~ES PCR THE 11 MENI~S ~D~D MAY 31, 1987 Investn~t Income Gain on Sale of Investments Ir~= f£u. Bond Disco~lt ~ticn 1987 $ 4,308,483 3,818,183 5,408,911 156,840 $13,692,417 1986 $ 4,560,986 3,619,803 4,202,179 85,324 $12,468,292 Net Income Year to []ate $ 3,367,518 291,496 28,149 192,628 5,179 132,318 4,217,288 $ 9,475,129 $ 3,450,380 250,855 32,589 107,293 5,179 125,550 3,971,846 $ 8,496,446 16 CITY OF ROANOKE PfNSI(/g PLAN BALANZE AS OF MAY 31, 1987 Cash Investments (at cost): (market value - 1987 $84,976,266 ar~ 1986 $76,746,968) Prepaid Expenses 1987 $ 383 77,284,842 5,650 $77,290,875 1986 $ 2,982 65,928,957 11,301 $65,943,240 ~ Payable Current Liabilities Fund Balance, July 1 Net Incite Year to Sate Fund Pal ance Curmant Liabilities and Fund Balance 67,815,746 9,475,129 77,290,875 $77,290,875 $ 11,179 11,179 57,435,615 8,496,446 65,932,061 $65,943,240 17 Office of the City June 24, 1987 File Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 25708, amending and reor- daining certain sections of the 1986-87 Capital Fund Appropriations, providing for the closeout of certain completed capital projects and transfer of funds into capital reserve accounts, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Eric. cc: Mr. Mr. W. Robert Iierbert, City Manager Kit B. Kiser, Director of Utilities and Operations Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. George C. Snead, Jr., Director of Administration Public Safety and Room 456 Municipal Building 215 ~ur~ A,,~nue. S.W. Roonohe. Virginia 24011 (703) 981-2541 OF THE CITY OF ROANOKE, VIRGINIA, IN THE COUNCIL The 22nd day of June, 1987. No. 28708. AN ORDINANCE to amend and reordain certain sections of 1986-87 Capital Fund Appropriations, and providing for an emergency. the 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 1986-87 Capital Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations General Government Economic DeVelopment 5 yr. Capital Project (1) ..... Communications Control Center (2) .................. Streets and Bridges Highway Construction (3) ........................... 50/50 Curb & Gutter Project (4) .................... Main Street Bridge Rehab. (5) ...................... Fifth Street Bridge/N & W Railway (6-7) ............ Fifth & Shenandoah (8) ............................. Norwood Street (9) ................................. Wise Ave. Pedestrian Bridge (10-11) ................ Traffic Engineering Traffic Signals - General (12-13) .................. Backup Emergency Operations Center (14) ............ Signal Orange & Kimball Ave. (15) .................. Flood 85 Signals & Alarms (16) ..................... Information Signs (17) ............................. Other Infrastructure Study Subdivision Regulations Zoning (18) .......... Capital Improvement Reserve Capital Improvement Reserve (19) ................... Public Improvement Bonds Series 1985 (20) ........ $13,466,470 103,189 1,027,270 7,122,222 3,321 39,574 446,931 79,752 28,120 2,100 74,721 1,298,091 309,283 0 15,832 41,907 6,731 942,710 219,880 5,875,596 4,842 5,193,012 Revenue Accounts Receivable - N & W Railway (21) ........... Miscellaneous Revenue - N & W Railway (22) ......... Due from Fed. - Wise Ave. Ped. Bridge (23) ......... Due from State - Wise Ave. Ped. Bridge (24) ........ Fed. Rev. - Wise Ave. (25) ......................... State Rev. - Wise Ave. (26) ........................ (1) Appr. from Gen. Revenue (2) Appr. from Gen. Revenue (3) Appr. from Gen. Revenue (4) Appr. from Gen. Revenue (5) Appr. from Bond (6) Appr. from Bond (7) Appr. from Third (8) Appr. from Gen. Revenue (9) Appr. from Gen. Revenue (10) Appr. from Fed. Grant (11) Appr. from State (12) Appr. from Gen. Revenue (13) Appr. from Bonds (14) Appr. from Gen. Revenue (15) Appr. from Bonds (16) Appr. from Gen. Revenue (17) Appr. from Gen. Revenue (18) Appr. from Gen. Revenue (19) Streets and Bridges (20) Streets and Bridges (21) Accts. Rec. - N&W (22) Misc. Revenue - N&W (23) Due from Fed. Wise Avenue (24) Due from State - Wise Avenue (25) Fed. Revenue- Wise Avenue (A008-002-9504-9003) (A008-052-9514-9003) (A008-052-9527-9003) (A008-052-9530-9003) (A008-052-9541-9001) (A008-052-9542-9001) (A008-052-9542-9004) (A008-052-9538-9003) (A008-052-9543-9003) (A008-052-9546-9002) (A008-052-9546-9005) (A008-052-9560-9003) (A008-052-9560-9001) (A008-052-9564-9003) (A008-052-9566-9001) (A008-052-9568-9003) (A008-052-9570-9003) (A008-052-9572-9003) (A008-052-9575-9181) (A008-052-9577-9181) (X008-1125) (R008-008-1234-1000) (X008-1148) (X008-1155) (R008-008-1234-1054) $ 125 27,27O) ( 124) (4,718) ( 114) (3,164) (3,164) 2,900 (2,900) (4,334) (1,445) 46,806 6,279 (27,270) (6,279) (45,204) 1,607) 120) 4,842 3,278 3,164) 3,164) 4,334) 1,445) 4,334) 17,511 57,387 56,041 18,680 56,041 18,680 (26) State Revenue - Wise Avenue (R008-008-1234-1056) (1,445) BE IT FURTHER ORDAINED that, an emergency Ordinance shall be in effect from its passage. existing, this ATTEST: City Clerk I~EPARTM£NT OF FINANC, E CITY OF ROANOKE, VA, June 22, 1987 Honorable Mayor and Members of City Council Joel M. Schlanger Closeout of Accounts for Completed Capital Projects I. Back~round on this issue includes: Capital projects of various types have been approved for construction over the past years. These projects have included construction in major categories for buildings, parks, highways, sanitary sewer, and storm drains. Be Fundin~ is established for each project when Council approves the construction based on the recommendations of the various bid committees. Funding generally in- cludes the base bid construction costs, as well as funding for contingencies. Ce Completed projects often have relatively small amounts of contingency funds remaining after final bills are paid because projects are completed within the es- tablished budgets. II. Current situation: Closeout of projects authorized by Council is needed in order to clear the completed projects from the current project listing as well as to transfer the remaining funds from the completed projects to capital projects still under construction or to capital re- serve accounts for future construction. The accompanying budget ordinance itemizes the com- pleted projects to be closed out and the accounts the remaining funds should be transferred into. Honorable Mayor and Members of City Council Page 2 June 22, 1987 III. Recommendations are that City Council: Authorize the closeout of completed capital projects and transfer of funds into capital reserve accounts as included on the accompanying budget ordinance. rector of Finance JMS:dp CC: City Manager City Attorney Director of Public Works Director of Utilities & Operations Director of Administration & Public Safety City Engineer Office af flae City Cle~ June 24, 1987 File #468B Maintenance Tank Company, Inc. Steel and Tank Service Company P. 0. Box 236 P. 0. Box 339 Grayson, Kentucky 411~3 Fort Mill, South Carolina 29715 ranks, Inc. Southern Corrosion, Inc. P. 0. Box 88 Route I, Box llS-B Madison, North Carolina 27025 Roanoke Rapids, North Carolina 27870 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 28710, accepting the propo- sal of Charlotte Tank Lining Company, [nc., for the cleaning and painting of the Carroll Avenue water storage tank, in the total amount of $62,100.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. On behalf of the Council~ I would tike to express appreciation for submitting your proposal for cleaning and painting of the Carroll Avenue water storage tank. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP:ra Eno. Roorn456 Munlcilx:~lBuilding 215C~urchA'vetque,$.W. Roonoke, Vlrglnla24011 (703)98t.254~1 June 24, 1987 File #468B Charlotte Tank Lining Company, P. O. Box 668 Mount Pleasant, North Carolina [nc. 28124-0668 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 28710, accepting your propo- sal for the cleaning and painting of the Carroll Avenue water storage tank, in the total amount of $62,100.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP: ra Eric. CC: Mr. Mr. W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Ms. Delores C. Daniels, Citizens' Request for Service Room456 MunlclpalBulldlng 215(hu~A'~nue, S.W. Ik~anoi~e, Vlrglnlo24011 (703)981-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28710. AN ORDINANCE accepting the bid of Charlotte Tank Lining Co., Inc., for the cleaning and painting of the Carroll Avenue water storage tank, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City follows: 1. The bid of Charlotte Tank Lining Co., amount of $62,100.00 Avenue water storage the City's plans and in in of Roanoke as the contract documents offered said bidder, which bid is the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and Inc., in the total for cleaning and painting of the Carroll tank, such bid being in full compliance with specifications made therefor and as provided on file the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the success- ful bidder, based on its proposal made therefor and the City's spe- cifications made therefor, said contract to be in such form as is approved by the City Attorney, for out of funds heretofore or Council. and the cost of said work to be paid simultaneously appropriated by 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED. and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for. such bid. 4. municipal ordinance In order government, shall be in to provide for the usual daily operation of the an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. Office c~ ~he City C~e~ June 24, 1987 File #60-468B Mr. Joel M. SchIanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28709, amending and ,eor- daining certain sections of the 1986-87 Water Fund Appropriations, p?oviding for the transfer of $33,500.00 from Retained Earnings to the Tank Painting Account, in connection with award of a contract to Char~lotte Tank Lining Company, Inc., for the cleaning and painting of the Carroll Avenue water storage tank, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 22, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Eric. cc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Ms. Delores C. Daniels, Citizens' Request for Service Room456 Muntcil:~lButldlng 215ChurchAv~ue,.S.W. Roonc~e, Vlrglnla24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28709. AN ORDINANCE to amend and reordain certain 1986-87 Water Fund Appropriations, emergency. sections and providing for an of the 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 1986-87 Water Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Capital Outlay from Revenue Carroll Avenue Tank Painting Retained Earnings Unrestricted Retained Earnings (1) .................... (1) Appr. from General Revenue (2) Retained Earnings - Unrestricted (A002-056-8337-9003) $ 33,500 (X002-3336) ( 33,500) $ 3,192,367 65,000 $14,219,023 BE Ordinance IT FURTHER ORDAINED that, an emergency existing, this shall be in effect from its passage. ATTEST: City Clerk CITY~,__,, ''~ = '~' '~ ~': ~lfl~, ,- Roanoke, Virginia June 22, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Cleaning and Painting Interior and Exterior 2,000,000 Gallon Carroll Avenue Steel Storage Standpipe Roanoke, Virginia I concur with the recommendations of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/LBC/mm Attachment: Bid Committee Report cc: City Attorney Director of Finance Director of Public Works City Engineer Construction Cost Technician Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Cleaning and Painting Interior and Exterior 2,000,000 Gallon Carroll Avenue Steel Storage Standpipe Roanoke, Virginia C{7Y CL~,~ .... Roanoke, Virginia I. Background: me City Council, at its May 4, 1987 meeting, publicly opened and read aloud bids for the Cleaning and Painting of the Interior and Exterior of the 2,000,000 gallon Carroll Avenue Steel Storage Standpipe. This water tank was last painted in 1974. Eight (8) bids were received with Dixon Construction Co., Inc. of Galax, Virginia, submitting the apparent low bid in the amount of $59}234.40 and 45 consecutive calendar days. Carroll Avenue Standpipe is an important link in the City of Roanoke's water system. This tank can only be out of service at certain times of the year and then only for as short a period as possible. City's specifications require that the successful bidder is to have been engaged in the Water Tank Painting business for at least five years and that the bidder provide references pertaining to his business experience. II. Current Situation: City Engineer has determined through the State of Virginia Department of Commerce that Dixon Construction Co., Inc. of Galax, Virginia is registered with the State as a heavy and highway contractor. According to the State Board of Licensing, this type of license would have to be amended in order to permit water tank painting. Page 2 Dixon Construction Co., Inc. was requested to provide to the City Engineer a list of tank painting projects completed in the last five years and other related information as spe- cified in the bid documents. Mr. James Dixon, the corporation's president, responded on May 12, 1987, to the inquiry. In the response, he listed one project in which the company had constructed one water tank and painted it for the Virginia Game Commission in Galax. He also listed three other projects consisting of water and sewer line construc- tion which apparently did not include water tank painting. The company also listed an individual as the proposed super- visor on the City job. According to Mr. Dixon's letter, that individual is "listed as Thomas W. Martin and Son" and the names of two tank painting jobs were provided for this com- pany. The City Engineer's office has inspected these two jobs and one does not appear to be satisfactory. Moreover, the City's contractural arrangement would be with the suc- cessful bidder and not with any individual whom the bidder may employ or with a subcontractor. Despite the City Engineer's request to provide additional information pertaining to the bidder's experience in the water tank painting business and specifically to provide the date of the one water tank painted by the corporation, this information was not forthcoming. III. Issues: A. Compliance of the bidders with the requirements of the contract documents. B. Amount of the bid. C. Fundin~ of the project. D. Time of completion. IV. Alternatives: Award a lump sum contract to Charlotte Tank Lining Co., Inc. in the amount of $62;100.00 and__45 consecutive calendar days. Establish a contingency amount of $2~900.00 making the pro- ject amount $65~000.00. Compliance of the low bidder with the requirements of the contract documents was not met as set forth in Section II above. The second low bidder, Charlotte Tank Lining Co., Inc., complied with all specifications. Page 3 2. Amount of the bid from Charlotte Tank Lining Co., Inc. is acceptable. 3. Funding would be as follows: a) From Tank Painting Account 002-056-8337-9062 $31,500.00 b) From Retained Earnings 33~500.00 PROJECT TOTAL $65,000.00 4. Time of project is acceptable. B. Reject all bids and do not award a contract at this time. 1. Compliance of the bidders with the requirements of the contract documents would not be an issue. 2. Amount of the low bid would probably change. 3. Funding would not be encumbered at this time. 4. Time of completion would be extended. V. Recommendation is that City Council take the following action. A. Concur with the implementation of Alternative A. B. Reject the low bid of Dixon Construction Co., Inc., for failure to comply with City specifications. Accept the bid of Charlotte Tank Lining Co., Inc. in the amount of $62,100.00 and a time of 4~5 consecutive calendar days. D. Authorize project funding as follows: 1. From Tank Painting Account 002-056-8337-9062 $31,500.00 2. Approve transfer of $33~500.00 33,500.00 from Retained Earnings to the Tank Painting Account TOTAL PROJECT AMOUNT $65,000.00 E. Reject the other bids received. Page 4 RAG/LBC/mm Attachment: cc: Tabulation of Bids City Manager City Attorney Director of Finance City Engineer Citizens' Request for Service Construction Cost Technician Respectfully submitted, Robert A. Garland, ~hairman William F. Clark Kit B. Kiser BID TABULATION CLEANING AND PAINTING INTERIOR AND EXTERIOR 2,000,000 GALLON CARROLL AVENUE STEEL STORAGE STANDPIPE ROANOKE, VIRGINIA Bids opened before City Council at 2:00 p.m. on May 4, 1987. BIDDER BASE BID TIME* BOND Dixon Construction Co., Inc. $59,134.40 45 Yes Charlotte Tank Lining Co., Inc. 62,100.00 45 Yes B & B Paint Contractors, Inc. 65,000.00 60 Yes Southern Corrosion, Inc. 68,800.00 100 Yes Utility Services Company 81,938.00 90 Yes Steel and Tank Service Co. 95,960.00 90 Yes Maintenance Tank Co., Inc. 97,500.00 210 Yes Mine Systems, Inc. 131,500.00 - - * Consecutive Calendar Days Kit B. Kiser William F. Clark Office of City Engineer Roanoke, Virginia June 22, 1987 Office of the City Clerk May 6, 1987 File #468B Mr. Robert A. Garland, Chairman ) Mr. William F. Clark ) Co~nittee Mr. Kit B. Kiser ) Gentlemen: The following bids for cleaning and painting the interior and exterior of the 2,000,000 gallon Carroll Avenue Steel Storage Standpipe, were opened and read before the Council of the City of Roanoke at a regular meeting held on Monday, May 4, 1987: BIDDER BASE BID TOTAL Dixon Construction Company, Inc. $ 59 Charlotte Tank Lining Company, Inc. 62 B & B Paint Contractors, [nc. 65 Southern Corrosion Inc. 68 Utility Service Company 81 Steel & Tank Service Company 95 Maintenance Tank Company, Inc. 97 Mine Systems, Inc. 131 134.00 100.00 000.00 800.00 938.00 960.00 500.00 500.00 On motion, duly seconded and adopted, the bids were referred you for tabulation, report and recang~endation to Council. Sincerely, Mary F. Parker, CMC City Clerk tO MFP:ra Room 456 Municipal Building 215 Churc~ A~,nue, S.W. Roanc~e, Virginia 2401 '1 (703) 981-254t Mr. Robert A. Garland, Mr. William F. Clark Mr. Kit B. Kiser Page 2 May 4, 1987 Chairman Dixon Construction Company, Inc., 308 Givens Street, Galax, Virginia 24333 Charlotte Tank Lining Company, Inc., P. O. Box 668, Mount Pleasant, North Carolina 28124-0668 B & B Paint Contractors, Inc., 1711Grandin Road, S. W., Roanoke, Virginia 24015 Southern Corrosion, Inc., Route 1, Box 118-B, Roanoke Rapids, North Carolina 27870 Utility Service Company, P. O. Box 88, Madison, North Carolina 27025 Steel & Tank Service Company, P. O. Box 339, Fort Mill, South Carolina 29715 Maintenance Tank Company, Inc., P. O. Box 236, Grayson, Kentucky 41143 Mine Systems, Inc., Route 1, Box 1045, Rocky Mount, Virginia 24151 Mr. Wilburn C. Dibling, Jr., City Attorney Office of the 0~/ June 24, 1987 File #207 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Iterbert: I am attaching copy of Ordinance No. 28682, authorizing the exe- cution of a plat subdividing a parcel within the Roanoke Centre for Industry and Technology, dedicating certain rights-of-way therein, and authorizing the execution of an agreement providing for the relocation of a certain private right-of-way and ease- ment, which Ordinance was adopted by the Council of the City of Roanoke on first reading on Monday, June 15, 1987, also adopted by the Council on second reading on Monday, June 22, 1987, and will take effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra cc: Mr. Nicholas F. Taubman, Advance Stares Company, Avenham Avenue, S. W., Roanoke, Virginia 24014 Mr. Dave Hammond, Blue Hills Golf Club, P. Roanoke, Virginia 24012 Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Mr. John E. Merrithew, Agent, City Planning Commission Inc., 2818 Box 5242, Rotan 456 Mun~llxll Building 215 ~ Avenue, $.W. P, oonoke, ~rglnla 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 22nd day of June, 1987. No. 28682. AN ORDINANCE authorizing the execution of a plat subdividing a parcel within the Roanoke Centre for Industry and Technology, dedi- cating certain rights-of-way therein, and authorizing the execution of an agreement providing for the relocation of a certain private right- of-way and easement, as shown on such plat. BE IT ORDAINED by the Council of the City of Roanoke that the Mayor or the Vice Mayor and the City Clerk are authorized, for and on behalf of the City, to execute and to seal and attest, respectively, the following documents, which shall be approved as to form by the City Attorney: 1. A plat subdividing an approximately 28.1 acre parcel within the Roanoke Centre for Industry and Technology, as further described in the amendment to the option agreement dated September 24, 1986, providing for the sale of this parcel to Nicholas F. Taubman, and dedicating as public rights-of-way certain streets within the Centre. 2. An agreement providing for the relocation of an existing pri- vate right-of-way and easement serving Blue Hills Golf Club, the relo- cation being as shown on the above-referenced plat, said right-of-way to consist of a twenty foot wide paved roadway within an easement area forty foot in width. ATTEST: City Clerk. RECEk'.'EO CiTY C'. ~I~'~ ~ ~i~'i:'! ~? Roanoke, Virginia June 15, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Subdivision of 28.1 acres within the Roanoke Centre for Industry and Technology and a private road relocation to Blue Hills Golf Club I. Back~round on this subject is: Roanoke Centre for Industry and Technology (RCIT) was established by the City of Roanoke and can be subdivided into several tracts of land for sale to new and existing industries. Option between the City of Roanoke and Nicholas F. Taubman for Advance Stores Company, Inc., dated September 24, 1986, was for 28.1 acres of land in RCIT at a price of $210,750.00. City Council authorized the Mayor to execute this grant of option on October 6, 1986, on second reading, (Ordinance No. 28359), and it was executed. C. Nicholas F. Taubman notified the City on February 17, 1987 that he was exercising this option. Subdivision of this 28.1 acre tract by the City is also required and must be done by the time of closing which is to be held by August 17, 1987. Blue Hills Golf Club's access road crosses the RCIT in a private right of way and easement for a distance of approximately 0.40 mile, a major portion of which is on the Advance Auto site. An agreement for the relocation of this private right of way and ease- ment is desired at this time. II. Current situation of this subject is: Subdivision plat has been completed. City Council must authorize the Mayor or Vice Mayor to execute this plat before it is put to record. The plat includes the 28.1 acre tract for Advance Auto, dedication of new roads within RCIT, and the relocation of the pri- vate right of way and easement to serve Blue Hills Golf Club. B. Improvements to the Advance Auto site by the City of Roanoke will be completed by August 17, 1987. This involves the site grading project being done by Thomas Bros., Inc. for the contract price of $425~660.40 accepted by City Council at its February 17, 1987 meeting (Ordinance No. 28538). Blue Hills Golf Club has been provided with a new access roadway off of Blue Hills Drive. This proposed private right of way and easement is approximately 0.15 mile in length, and has been constructed to the same 20-foot width to which the original roadway was constructed. III. Issues in order of importance: A. Option B. Private right-of-way easement C. Subdivision regulations D. Timing IV. Alternatives in order of recommendation: City Council authorize the Mayor or Vice Mayor to execute a sub- division plat subdividing 28.1 acres in the Roanoke Centre for Industry and Technology in accordance with the option with Nicholas F. Taubman, and an agreement providing for the relocation of a pri- vate right-of-way and easement serving the Blue Hills Golf Club. 1. Option is followed. 2. Private right-of-way easement is provided. 3. Subdivision regulations are met. 4. Timing requirements are met. City Council not authorize the Mayor or Vice Mayor to execute a subdivision plat subdividing 28.1 acres in the Roanoke Centre for Industry and Technology, nor an agreement providing for the relocation of a private right-of-way and easement serving the Blue Hills Golf Club. 1. Option is not followed. 2. Private ri~ht-of-way and easement is not provided. 3. Subdivision regulations are not met. 4. Timing requirements are not met. WRH/RKB/hw CC: Recommendation is that City Council authorize the Mayor or Vice Mayor to execute the: Subdivision plat upon its approval by the City Engineer and Agent for the Planning Commission, subdividing 28.1 acres in the Roanoke Centre for Industry and Technology in accordance with the option with Nicholas F. Taubman and for the appropriate officials to take any other actions required to convey this property to Mr. Taubman. B. Agreement for the relocation of a private right-of-way and easement as shown on the same subdivison plat. Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works City Engineer Agent to the Planning Commission Nicholas F. Taubman, Advance Stores Company, Inc. Dave Hammond, Blue Hills Golf Club