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HomeMy WebLinkAboutCouncil Actions 02-23-8728539 REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL February 23, 1987 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. A~yor Taylor w~ abse~t. The invocation will be delivered by the Reverend Randy Ledsome, Associate Pastor, First Church of The Nazarene· PrNe~. The Pledge of Allegiance to the Flag of the United States of America will De led by Vice-Mayor Howard E. Musser. CONSENT AGENDA (APPROVED 6-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSII)ERED TO BE ROUTINE BY THE CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DIS- CUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 C-2 C-3 An annual report for the Board of Zoning Appeals for year 1986. Mrs. Ruth C. Armstrong, Secretary. RE'COMMENDED ACTION: Receive and file. the A report of the City Manager requesting an Executive Session to discuss a matter of acquisition of real property for public purpose, pursuant to Section 2.1-344 (a) (2), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss a matter of acquisition of real property for public purpose, pursuant to Section 2.1-344 (a) (2), Code of Virginia (1950), as amended. A communication from Ms. Mary H. Allen, Deputy Clerk, County of Roanoke, transmitting Resolution 21087-8, adopted by the Board of Supervisors on February 10, 1987, regarding creation of the Roanoke Regional Airport Commission and appointing commissioners thereto. RECOMMENDED ACTION: Receive and file. C-4 C-5 Qualification of Hortense Mental Health Services Board of years ending December 31, 1989. W. Ruddick as a Directors for a member of the term of three RECOMMENDED ACTION: Receive and file. A communication from Vice-Mayor Howard E. Musser requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. REGULAR AGENDA Hearing of Citizens Upon Public Matters: a. Presentation of a report of the Emergency Medical Services Advisory Council. Carol M. Gilbert, M.D., Chairman, Spokesman. Referred to City Mana~erfor study, report and recommendation to Council. Petitions and Communications: A communication from W. Alvin Hudson, Sheriff, advising that the Roanoke City Jail has been awarded a two year accreditation by the American Medical Association/National Commission on Correctional Health Care. Received and filed, b. A communication from Cox Cable ~oanoke requesting a renewal of their franchise agreement with the City in order to simplify and clarify language, make certain additions and deletions of substantive provisions, and extend the term· Refe~ed to Re~ionaICable TeleviSion Comm~ee for stud~, report and Report~ of Officers: Irecommen~on to Couno~L1. a. City Manager: Briefings.: A report on Project Self-Sufficiency· Received and filed. A report on receipt of an Incentive Award by the Fifth District Employment and Training Consortium for the period July 1, 1985 to June 30, 1986. Received and filed. (2) 10. Items Recommended for Action: 3. A report requesting that a public hearing be scheduled to amend the 1986-87 Community Development Block Grant Program. Public hearing was s~t for Monday, March 9, 1987, at 7:30 p.m. 4. A report recommending the transfer of funds to provide for payments of existing Workers' Compensation and medical payment claims for the remainder of FY 86-87. Adopted Ordinance No 28539 (6-0). b. Director of Finance: 1. A financial report for the month of January, 1987 Received and filed. ' Reports of Committees: None. Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: None. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and members of City Council . b. Vacancies on various authorities, boards, commissions and committees appointed by Council. Other Hearings of Citizens: Adopted Ordinance No. 28540 in connec~Lon with land acquisition for the a~port t~minal development ~rom Towne Square ]oimt Venture. (5-I, Bow~ voting no. ) Appointed Hugh A. Meagher ~ a member of the Fa~ Ho~ing Board, (3) Office of the City Clen~ February 25, 1987 File #51 Mr. L. Elwood Norris Chairman, Board of Zoning Appeals Roanoke, Virginia Dear Mr. Norris: An annual report for the Board of Zoning 1986, was before the Council of the City of meeting held on ~londay, February 23, 1987. On motion, duly seconded and adopted, the filed. Sincerely, Appeals for the year Roanoke at a regular report was received and Mary F. Parker, CMC City Clerk MFP: ra cc: Mrs. Ruth C. Armstrong, Secretary, Board of Zoning Appeals Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Vtrginta 24011 (703) 98t-2541 CITY OF ROANOKE INTERDEPARTMENT COMMUNICATION DATE: February 17, 1987 TO: FROM: Mary Parker, City Clerk Ruth C. Armstrong, Secretary, Board of Zoning Appeals SUBJECT: Annual Report Attached hereto, for information of City Council, are copies of the Annual Report for the Board of Zoning Appeals for the year 1986. This report was approved by the Board at its meeting on February 10, 1987. RCA Attachments BOARD OF ZONING APPEALS ROANOKE, VIRGINIA ANNUAL REPORT 1986 CITY The Annual Report for the Board of Zoning Appeals for the year 1986 is submitted herewith. PERSONNEL OF BOARD The following served as members of the Board Mr. L. Elwood Norris, Chairman Mr. T. E. Roberts, Vice Chairman Mr. W. L. Wheaton Mr. Glynn D. Barranger Mr. Richard A. Rife MEETINGS AND PUBLIC HEARINGS The Board held twelve regular meetings during the year for the purpose of conducting business of the Board and holding public hearings to decide appeals from the decision of the Zoning Administrator and applications for special exceptions. One hundred and four appligations were filed with the Board during the year. In accordance with State law, public hearings were advertised in a local newspaper once a week for two successive weeks not less than six days nor more than twenty-one days prior to the public hearing date. Notices of public hearings were sent by first-class mail to owners of all abutting properties and properties immediately across the street or road from any property in question. ATTENDANCE RECORDS FOR BOARD MEMBERS MEMBER MEETINGS ATTENDED MEETINGS ABSENT L. Elwood Norris 11 1 T. E. Roberts 11 1 W. L. Wheaton 12 0 Glynn D. Barranger 9 3 Richard Rife 11 1 DISPOSITION OF APPEALS Requests Granted 84 Requests Denied Requests Withdrawn . Requests Continued . *No action . *In one case, the use was found to be "grandfathered" and 14 3 1 2 there- fore, no action was necessary. In another, ~t was determined that the Board had no authority to grant the requested use under the present zoning. The land was rezoned and subsequently a special exception for a parking lot was granted through another request. TOTAL .. 104 APPEALS TO COURT OF RECORD No appeals from decisions of the Board were noted in 1986. In April 1985 the Board determined that the Roanoke City Zoning Ordinance does permit mobile home parks in Light Manufacturing districts. That decision was appealed by the Roanoke City Council and the City Manager and at the end of the year 1985 was pending in the Circuit Court. In April 1986 the Court affirmed the Board's Order entered on April 10, 1985. This finding of the Circuit Court was appealed to the Supreme Court of Virginia and is pending at this time. Respectfully submitted, Mrs. Ruth C. Armstrong Secretary Roanoke, Vlrgfnfa February 23, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Mayor and Members of Council: Please reserve space on Council's agenda for an Executive Session to discuss acquisition of real property for public purpose in accordance with Section 2.1-344(a)(2) of the Code of Virginia (1950), as amended. Respectfully submitted, W. Robert Herbert City Manager WRH/EBRJr/ga CC: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Finance Director Office of ~e Cily Cle~ February 25, 1987 File ~9 Ms. Mary H. Allen, Deputy Clerk Roanoke County Board of Supervisors P. O. Box 29800 Roanoke, Virginia 24018-0798 Dear Ms. Allen: Your communication transmitting Resolution 21087-8, adopted by the Roanoke County Board of Supervisors on February 10, 1987, regarding creation of the Roanoke Regional Airport Commission and appointing commissioners thereto, was before the Council of the City of Roanoke at a regular meeting held on Monday, February 23, 1987. On motion, duly seconded and adopted, tne communication was received and filed. Si ncerely, Mary F. Parker, CMC City Clerk MFP: ra cc: Mr. Elmer C. Hodge, Roanoke County Administrator, P. O. Box 29800, Roanoke, Virginia 24018-0798 Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Roo~n 456 Municipal Building 2t5 C~urch Avenue, S.W. Roanoke, Virginia 240t I (703) 98t-2541 A Beauti[ulBeginning COUNTY ADMINISTRATOR ELMER C HODGE February 13, 1987 BOARD OF SUPERVISORS BOB JOHNSON CHAIRMAN HOLLINS MAGISTERIAL DISTRICT LEE GArrETT, VICE-CHAIRMAN WINDSOR HILLS MAGISTERIAL DISTRICT ALAN H. BRITTLE CAVE SPRING MAGISTERIAL DISTRICT STEVEN A MCGRAW CATAWBA MAGISTERIAL DISTRICT HARRYC NICkENS VINTON MAGISTERIAL DIBTR~CT Mrs. Mary Parker, Clerk City of Roanoke 215 Church Avenue Roanoke, Virginia 24011 Dear Mrs. Parker: Attached please find Resolution 21087-8 regarding the creation of the Roanoke Regional Airport Commission and the Appointing of the County's Commissioners, which was approved by the Roanoke County Board of Supervisors at their meeting on February 10, 1987. If you need further information, please do not hesitate to contact me. Sincerely, mba Attachment Mary H. Allen Deputy Clerk P.O. BOX 29800 - ROANOKE. VIRGINIA 24018-0798 - (703) 772-200A AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 10, 1987 RESOLUTION 21087-8 CREATING THE ROANOKE REGIONAL AIRPORT COMMISSION AND APPOINTING COMMISSIONERS THERETO WHEREAS, the General Assembly for ~he Commonwealth of Virginia enacted certain legislation known as tile "Roanoke Region- al Airport Commission Act," said legislation being found in the Acts of the Assembly, 1986, Chapter 140; and WHEREAS, said legislation provides for the creation of a commission known as the "Roanoke Regional Airport Commission" for the purpose of establishing and operating an airport and air navigation facilities for Roanoke County and Roanoke City; autho- rizes other political subdivisions to join such commission; and prescribes the rights, powers, duties and functions of such com- mission; and WHEREAS, the County and the City have successfully com- pleted negotiations to enter into a contract to implement the aforesaid legislation. NOW, THEREFORE, be it resolved by the Board of Super- visors of Roanoke County, Virginia: 1. That it is hereby declared that there is a need for an airport commission to be created for the purpose of establish- ing or operating an airport, or landing field, for the County of Roanoke, the City of Roanoke, or any other political subdivision which may join or participate therein, and that said County and City shall hereby unite in its formation, to be known as the "Roanoke Regional Airport Commission." upon the adoption of this resolution, and the adoption of a similar resolution by the City Council for the City of Roanoke, said airport commission shall thereupon exist for the County and the City, and shall exercise its powers and functions as prescribed 1986, Chapter 140. 2. That the powers in the commissioners thereof. in Acts of the Assembly, of the commission shall be vested The County of Roanoke hereby appoints two (2) members to the Commission: Lee Garrett for a term of four (4) years, and Bob L. Johnson for a term of three (3) years. After this initial term each commissioner shall be appointed for a four (4) year term or until his successor is appointed and qualified. The Board of Supervisors is empowered to remove at any time, without cause, any commissioner appointed by it and appoint a successor commissioner to fill the unexpired portion of the removed commissioner's term. On motion of Supervisor Garrett, seconded by Supervisor Brittle, and upon AYES: NAYS: the following recorded vote: Supervisors Brittle, Garrett, None McGraw, Nickens, Johnson 2/12/87 Mary H. Allen, Acting Deputy Clerk File County Attorney (2) City Clerk, City of Roanoke February 25, 1987 File #15-22 Mrs. Phyllis T. Simmons, Chairman Mental Health Services Board of Directors Route 1, Box 589 Daleville, Virginia 24083 Dear Mrs. Simmons: This is to advise you that Hortense W. Ruddick has qualified as a member of the Mental Health Services Board of Directors for a term of three years ending December 31, 1989. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra cc: Dr. Fred P. Roessel, Jr., Ph.D., Executive Director, Mental Health Services of Roanoke Valley, Suite 410, 920 South Jefferson Street, Roanoke, Virginia 24016 Mr. James D. Ritchie, Director of Human Resources Room456 Munlci~:~alBuildlng 215 Church Avenue, S.W. Roanoke, VIrgtnlo24011 (703)98t-2541 0-2 Oath or Affirmation of Office 8tare o] Virginia, Oit~t o] Roanoke, to I, Hortenge ~t. Ruddick · do solemnly swear (or ~) ~at I w~l sup~ the Constltu~on of the United S~tes, and the ~nsUtution of the State of Virginia, and that I w~l faithfully and impa~ially discharge and perform ~ the duties incumbent upon me a~ a ~ember of the ~ental ~ea. lth 5erv~cos ~o~rd oF ~rectors eot a term of three .years end,n? December 31. 19E'9, according to the best of my ability. So help me God. s.bscrihed ~ud sworn to befor~ m~, th,~ ./~da~. Office o~ ~he Cl~y Cle~ January 28, 1987 File #15-22 Ms. Hortense W. Ruddick 3339 Frontier Road, N. W. Roanoke, Virginia 24012 Dear Ms. Ruddick: At a regular meeting of the Council of the City of Roanoke held on Monday, January 26, 1987, you were elected as a member of the Mental Health Services Board of Directors for a term of three years ending December 31, 1989. Enclosed you will find a certificate of your election and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were elected. Sincerely, Mary F. Parker, CMC City Clerk MFP:se Enc. cc: Mrs. Phyllis T. Simmons, Chairman, Mental Health Services Board of Directors, Route 1 Box 589, Daleville, Virginia 24083 ' Or. Fred p. Roessel, Jr., Ph.D., Executive Director, Mental Health Services of Roanoke Valley, Suite 410, 920 South Jefferson Street, Roanoke, Virginia 24016 Mr. James D. Ritchie, Director of Human Resources Room4,,'.,'.,'.,'.,'.56 Munlci~:~aIBulldlng 215ChurchA'v~'~ue,$.W. Roonot~.Virglnta24011 (703)981-2541 COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the 26th day of January, 1987, HORTENSE W. RUDDICK was elected as a member of the Mental Health for a term of three years ending Given under my hand and seal 28th day of January, 1987. Services Board of Directors December 31, 1989. of the City of Roanoke this City Clerk Office of the Council February 19, 1987 Honorable Members of City Council Roanoke, Virginia Roanoke Dear Mrs. Bowles and Gentlemen: I wish to request an Executive Session on Monday, February 23, 1987, to discuss personnel matters relating to vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. HEM:se erely, Vi ce-Mayor Room 456 Municipal Building 215 C~urd~ Avenue, S.W. Roonoke, Virginia 24011 (703) 98t-254t Office of the City Oe~ February 25, 1987 File #354 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of a Services Advisory Committee, of the City of Roanoke at February 23, 1987. report of the Emergency Medical which report was before the Council a regular meeting held on Monday, On motion, duly seconded and adopted, dations were referred to you for study, to Council. the report and recommen- report and recommendation Certain questions were raised by the members of Council in which you were requested to respond. In order to assist you, I am attaching a "dub" of the tape recording of that portion of the meeting pertaining to the EMS report. If [ may be of further assistance, please do not hesitate to let me know. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Eflc. cc: Ms. Carol M. Gilbert, M. D., Chairman, Emergency Medical Services Advisory Council, Roanoke Memorial Hospitals, Belleview at Jefferson Street, Roanoke, Virginia 24033 Mr. Wilburn C. Dibling, Jr., City Attorney Mr. George C. Snead, Director of Administration and Public Safety Mr. Warren E. Trent, Emergency Services Coordinator Room456 MunlcipalBuildlng 215 Church Av~nue, S.W.P,,oanoke, VIrgtnla24011 (703)981-2541 Roanoke/qemorial Hospitals Belleviev~ al Jefferson Street Roanoke, Virginia 240)3 February 16, 1987 Ms. Mary Parker, Clerk Clerk's Office Fourth Floor ~funicipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 Dear Ms. Parker: I am requesting that space be reserved on the agenda for the City Council meeting scheduled for February 23, 1987, for the purpose of presenting the report of the City Emergency ~{edical Services Advisory Council. Sincerely, Carol M. Gilbert, ~f.D. Chairman, City ~{S Advisory Council krk Roanoke, Virginia February 23, 1987 The Honorable Mayor and City Council Roanoke, Virginia Re: Emergency Medical Services Advisory Committee Report Dear Members of Council: I. BACKGROUND In April 1983, city Council requested that the City Manager report on the city's alternatives for suDDle- menting of the volunteer rescue squad response to medical emergencies. Eight possible alternatives were described in a report submitted to City Council in August 1984. In response to the report of August 1984, City Council selected alternative "D", integrating City-emDloyed career ALS personnel to supplement the volunteer pre-hosDital care system. In addition, currently existing station locations were supplemented by the establishment of Station Four in Northwest Roanoke. Considerations in making this choice included cost, training level, manpower availability, and response time. Desired outcome was the ability to provide Advanced Life Support to victims of emergency life- threatening conditions within six (6) minutes (average) response of notification of the dispatcher. A City Emergency Medical Services Committee wan aDDointed to assist with implementation of, and to evaluate the progress of alternative "D". This group submitted a report to Council in May 1986 stating the essential roles of both paid and volunteer personnel for the delivery of pre-hospital care for the City of Roanoke, and emphasizing the need for consis- tent availability of driver/EMT support for the ALS system. In July 1986, a "Refined Agreement", was reached be- tween the volunteer rescue squads and the City of Roanoke (Appendix). Sections of the agreement include: Provision of ALS equipped vehicle by the crews at the crew halls. Provision by the crews of a qualified Driver/ EMT at the station 24 hours a day. EMS Advisory Committee Report February 23, 1987 Page 2 3. Provision by the City of an individual certified in ALS techniques at each station 24 hours a day. Compliance by the City and crews of currently existing State Board of Health regulations. Response times for the integrated system of six minutes or less (average) and times of six minutes or less in at least 80% of the total calls. Appropriate training and record keeping by the City and the crews. On July 1, 1986, the City EMS Advisory Committee was appointed by City Council to assist the rescue squads and the City in compliance with the "Refined Agreement" and to review and evaluate the City's EMS program as it relates to the "Refined Agreement". Members of the EMS Advisory Committee (appointed September 8, 1986) are: David C. Anderson, John W. Eure, Carol M. Gilbert, M. D.; Doug H. Hyre, Kenneth C. King, Jr.; Garry Lautenschlager, Thomas S. McCallie, Lewis W. Peery, Sidney F. Robertson, Warren E. Trent, P. Scott Winston, and Wanda B. Reed (Secretary). The Committee selected Carol Gilbert as it's Chairman, and Kenneth King, Jr. as it's Vice Chairman. The Committee worked together gathering information t~ determine if the terms of the "Refined Agreement" werm being met, and to evaluate the current system. Sources of information and data included site visits to the individual crews and to the City, interviews with crew members, line officers, and board members, review of records, and review of statistics pertaining to the system gathered by the City. The period studied most intensively extended from September 1986 through January 1987. During this period, significant changes took place within the system. On December 7, 1986, it was agreed that Hunton Life Saving Crew would, at this time, concentrate it's full resources upon the staffing of Station One. Roanoke Life Saving Crew and williamson Road Life Saving and First Aid Crew assumed responsibility for EMS Advisory Committee Report February 23, 1987 Page 3 staffing Station Four. Effects of these changes will be discussed under "Current Situation". During the information gathering period, the Committe~ shared the results of it's site visitations with thn II. respective crews. The deficiencies at Hunton were shared with that crew and several meetings were held with Line Officers and Board of Directors to discuss these findings. The Board of Directors reported a plan to remedy the situation which they shared with the Committee. CURRENT SITUATION Response times for the system continued to averagn under six minutes, as required by the "Refined Agreement"; however, significantly fewer than 80% of the total calls have a response time of under six minutes. The report of August 1984 stated that weighted average response times for the City were 8.18 minutes; in May 1986, these were report- ed to average 5.20 minutes. In October 1986, 61% of the response times were under six minutes; in January 1987, only 56% met this criteria (Table 1, Figure 1). A number of factors may contribute to these findings (Table 2). During the period under study, construction work on several main routes of access in the City contributed to some delays. This accounts for long response times in five (5 out of fifty-eight (58) calls reviewed. Dispatch problems appear to have been contri- butory in some instances. This is a broad category of problems, since the process of dispatching is complicated. Caller related - The caller either gives the wrong information or fails to call the correct jurisdiction. Incorrect interpretation or transmission of information provided by the caller, on the part of the dispatcher. Misinterpretation of information pro- vided by the dispatcher on the part of EMS Advisory Committee Report February 23, 1987 Page 4 thecrews. d. Procedural - inappropriate dispatch of crews. While it was not possible to determine the exact nature of most dispatch problems, the City's planned establishment of Enhanced 9-1-1 should ameliorate the problem in many of these delays. weather related problems accounted for five (5) out of fifty-eight (58) responses analyzed. Calls in peripheral areas of current crew terri- tories continue to increase. In the report of May 1986, it was noted that station locations represent a city of smaller size. As the City of Roanoke grows outward, responses to the peripheral areas can be expected to increase. The present distri- bution of stations is appropriate to meet the needs of the high density call areas (see Grid Map A), but cannot be expected to provide a vehicle response time of less than six (6) minutes to some of the peripheral areas, particularly in southwest Roanoke and along highway 460 East. A five month evaluation of response times using the grid map suggests that the trend continues (Grid Map B). Roanoke Life Saving Crew (RLSC) is meeting it's obli- gations under the "Refined Agreement". Provision of an ALS equipped vehicle by the crew at the crew hall. There are adequate and well- maintained facilities and equipment. This was apparent during the on-site visit of November 1986 and January 1987, and by review of daily shift summaries submitted by City employees. Provision by the Crew of a qualified Driver/EMT at the station twenty-four (24) hours a day: There is sufficient volunteer participation to provide a qualified Driver/EMT most of the time. Exami- nation of dispatch records indicate that instances in which a driver was not available were under ten (10) percent for the five (5) months reviewed (see Table 3, Figure 3). EMS Advisory Committee Report February 23, 1987 Page 5 e Compliance with currently existing Commonwealth Board or-Health rules and regulations: Site visits indicated crew compliance with these rules. e Appropriate training and record-keeping by th~ crew: There is active recruitment of members and emphasis on continuing education and member development. Classes are held in the crew hall and some educational meetings are mandatory. The crew has been able to attract and retain members at both ALS and BLS levels. Standards and proto- cols for patient care are emphasized. Active members must be at minimura, current EMT's. Western Virginia EMS protocols are observed. Dur- ing the on-site visits, on-duty crew members successfully demonstrated Basic Life Support skills. Other considerations: Currently existing crew management is stable and capable of effective crew administration. Leadership for the crew is at two well-defined levels; each appears to take an active role in squad affairs. Interviews with members of RLSC suggested that line officers are responsible for day-to-day management and that Board members assist with general affairs. Williamson Road Life Saving and First Aid Crew (WRLSC) is meeting it's obligations under the "Refined Agree- meat". Provision of an ALS equipped vehicle by the Crew at the crew hall: There are adequate and well maintained facilities and equipment. This w. as apparent during on-site visits. Provision by the Crew of a qualified Driver/ EMT at the station twenty-four (24) hours a day: There is sufficient volunteer parti- cipation to provide a qualified Driver/EMT most of the time. Examination of dispatch records for a period of five months suggested the absence of such an individual less than or equal to 10% of the time (see Table 3, Figure 3). Compliance by the Crew of currently existing Commonwealth Board of Health regulations: Site visits indicated compliance with these regulations. EMS Advisory Con~nittee Report February 23, 1987 Page 6 e Appropriate training and record keeping by the crew: Members are encouraged to continued train- ing and development. Review of crew records indicates that attendance at crew meetings is monitored. Standards of patient care are observ- ed. Operational protocols and Western Virginia Emergency Medical Services protocols are dis- tributed to new members. The crew requires new members to become EMT/A's within one year of join- ing. On-duty crew members successfully demon- strated Basic Life Support skills during on-site visits. Other considerations: The Board of Directors and line officers are actively involved in crew man- agement. The crew has undergone changes in leadership within the last year. Site visits and crew interviews indicate that these changes have lead to improvements in stability and management. Hunton Life Saving Crew is not entirely meeting it's obligations under the "Refined Agreement". Provision of ALS equipped vehicle by the Crew at the crew hall: Vehicle, equipment and facility maintenance has been in- adequate. On-site visits and daily shift summaries by City employees indicate in- stances in which repairs were delayed and in which equipment was not replaced in a timely manner. Provision by the Crew of a qualified Driver/ EMT at the station twenty-four (24) hours a day: There is insufficient volunteer participation. Dispatch records for September, October and November 1986 indicate the absence of an EMT/A and or trained driver 60-67% of the time for Station 1 (Table 3, Figure 3). Five (5) members accounted for 60-80% of the runs by crew members during the period reviewed (Table 4, Figure 4). A significant number of crew members do not run at all each month. Compliance with rules and regulations of the Commonwealth Board of Health: Site visits indicate that the Crew observes these regulations. EMS Advisory Committee Report February 23, 1987 Page 7 ADDroDriate training and record-keeping by the Crew: Squad and membership management is deficient in this area. Training records do not indicate ongoing education or progression to more advanced levels of care by members. Although crew by-laws indicate that members should be EMT-A certified within a year of joining, some members are not. There is insufficient emphasis on standards for patient care. On two site visits, the on-duty EMT-A was unable to perform several Basic Life Support skills which are included in the curriculum for training of EMT-A. Line officers interviewed were unable to identify the Operational Medical Director for their Advanced Life Support crew members, or to identify the set of medical protocols which these crew members must use. Further, there were no operational protocols available for review. Other considerations: The philosophy of the Board has been to distance itself from day-to-day man- agement of the crew. Time constraints and other commitments may prevent deeper involvement by this group. Board meetings and activities usually in- volve only a fraction of the entire body. New leadership has been slow to develop from within the crew. Line officers have remained unchanged for years and have until recently, been unable to identify and develop leadership skills within crew members. During the last two months, there has been an organized effort to train new officers. The Board and Line Officers of HLSC have started to implement changes designed to overcome the current problems of the crew, and to achieve and maintain satisfactory levels of proficiency, professionalism, and efficiency. Although it is unreasonable to expect immediate changes, the Crew and the Committee are in agreement that should these efforts be successful, substantial improve- ments will be apparent within three months. Hunton's move to Station One has resulted in some im- provements within the system. Station 1 Provision of EMT/Driver: The presence of this individual has gone from thirty (30) percent to sixty (60) percent of the time. EMS Advisory Committee Report February 23, 1987 Page 8 These figures represent an improvement, but remain significantly less than for the remainder of the system. Station 4 Provision of EMT/Driver: Since December, the presence of an EMT/Driver has gone from less than 30% to 70%. The additional runs from Station 4 represent a significant in- crease in load for any crew to assume responsibility for coverage, significantly stressing manpower resources. The City of Roanoke is meeting it's obligations under The "Refined Agreement". Personnel: The City of Roanoke currently employs fourteen (14) "temporary-full time" and seven (7) part time ALS certified technicians. This number is sufficient to supplement the four stations twenty-four (24) hours a day, seven (7) days a week. City ALS technicians respond to an average of 70% of the total calls in the system (see Table 5). There is an employee turnover rate of 25%. Retention of employees is a problem; some uncertainty with regard to the permanence of the program during it's early years appears to be a factor. There is currently no career ladder or opportunity for leadership development within the career program. Exit interviews are not conducted since they are temporary employees, so that degree of contribution of these factors is hard to determine. There is no formal orientation program. Supervision/Administration: Personnel, patient and financial records are maintained as outlined within the "Refined Agreement". Job descriptions and standard operating procedures are available. Medical protocols and an Operational Medical Director are recognized. Peer review meetings are held bi-weekly during duty hours. There are several concerns regarding these meetings. Scheduling conflicts and emergency calls often make it difficult for the technicians and the Medical Director to attend. There is no formal arrangement for sharing information from these meetings with volunteers or for dispersing infor- mation to other career personnel in the system. EMS Advisory Committee Report February 23, 1987 Page 9 Operations - Dispatch: A system is in place for the receipt and transmission of information re- garding EMS calls in Roanoke. Dispatchers are required to have a Restricted Radiotelephone Operator Permit, and orientation consists prima- rily of observation followed by on-the-job train- ing. Personnel learn to handle Fire, Rescue, Police and Public Works calls. A separate dis- patcher is assigned to each major function each shift. No special training in EMS dispatching has been recently attempted. There is no continuing education. Current policy is not to screen or prioritize rescue calls, nor to offer advice to callers. Minimal information on the nature of the call is obtained. As a consequence, calls are often informally screened at the crew halls. Current procedures do not gather sufficient infor- mation to efficiently prioritize requests for emergency medical care. There are no protocols in the City for the purpose of call screening. This approach to EMS communications was developed at a time when only one level of response to requests for emergency medical services was avail- able, and may no longer be valid. More thorough public involvement is essential to pro- vidinq optimal delivery of pre-hosptial care within the City of Roanoke. Recognition of medical emergency: Review of dis- patch records and interviews with crew members indicate instances in which an emergency response was requested for an apparently minor problem such as a toothache, routine transport to hospital, or to provide first aid supplies. In approximately two out of every ten calls, the patient either refused or did not require transport, creating a potentially serious diversion of rescue resources (Table 7). Provision of adequate information: Identification of the correct location was a problem in some of the long response times reviewed. In two out of 58 responses, the street sign had been removed. Placement of street numbers in a clearly visible location, and correct identification to dispatcher are also essential. EMS Advisory Co~ittee Report February 23, 1987 Page 10 Provision of initial care: While response times have improved dramatically, and now average under six (6) minutes, in a variety of cases involving cardiopulmonary arrest, severe brain damage may occur if the brain is deprived of oxygen for even a short period of time. Likewise, serious and permanent problems may occur if a victim of an accident is not appropriately managed by those who are first on the scene. In these instances, timely and appropriate initial treatment by the public will continue to remain essential. Basic First Aid, CPR, and First Responder courses are available to instruct the public in initial care, and should be widely offered, publicized and utilized. SuDDort of Volunteer Efforts: Without the volunteer system currently present in Roanoke, the delivery of pre-hospital care would be considerably more expensive than it is at present. While the partnership with the City is helpful, public participation is crucial in this area. Demands on the pre-hospital care system for Roanoke continue to chan~e and increase. The number of calls for the City has increased by aDDroximately 500 calls per year since 1984, a cumulative increase of 17.6% (see Table 8). At the same timer the total number of volunteer rescue squad members within the City has re- mained constant at around 90 110. Demands upon this group are significant. Training requirements have increased over the last several years as the field of pre-hospital care has become more com- plex. As stipulated in the "Refined Agreement", first line crews must remain at the station. They no longer take first call at home. Costs of equipment and maintenance have increased, creating potential resource problems. The volunteer component continues to be essential to the delivery of health care in Roanoke. While most of the requests for service are con- centrated around the City center, there appear to be increasing numbers from the periphery as well. Current distribution of crew halls would not meet the increasing demands on the outer areas of the City. EMS Advisory Committee Report February 23, 1987 Page 11 IV. RECOMMENDATIONS The association between the volunteer rescue squads and the City of Roanoke, with integration of career and volunteer personnel, is a beneficial one and should continue. B. Efforts towards consolidation of the volunteer effort Ce Do in the City should continue. These are being actively pursued at present and provide potential advantages in fund raising, membership recruitment, standardization of care and operations, and purchasing. Successful outcome of these efforts is expected to substantially strengthen the volunteer component of pre-hospital care in the City. Development of the City Paid ALS program should continue. The City make permanent the status of the program and it's employees. A formal orientation and continuing education program should be developed which includes but is not confined to orientation to the dispatching process and procedures. A career ladder should be developed with identi- fication and development of leadership skills. Supervision of individual shifts should be increased. The role of the public in the delivery of pre-hospital care should be encouraged in the following manner. Education with regard to the nature of medical emergencies and the appropriate use of emergency medical services. Emphasis on clear, correct and permanent identi- fication of street names and numbers. Encourage participation in CPR, First Responder and Basic First Aid courses, with consideration for required inclusion in curriculum for public schools. Public education regarding necessity for contri- butions of time, skills and funds to volunteer rescue squads within the City. EMS Advisory Committee Report February 23, 1987 Page 12 Hunton Life Saving Crew should have the opportunity to effect its' new plans. This Committee will re- evaluate the situation by June 1, 1987. By that time, Hunton Life Saving Crew should demonstrate compliance with the Driver/EMT provision of the "Refined Agree- ment'' a minimum of 85% of the time. In addition, there should be indications of substantial revitali- zation and reorganization of its' crew. If HLSC is unable to accomplish this, City Council has three options: Continue to accept suboptimal care in the terri- tory covered by HLSC. Terminate the relationship with HLSC and request that the other crews assume added respons- ibilities. Because the other crews currently answer nearly three quarters of the calls in the City, this alternative will stress the remaining volunteer effort in an unacceptable manner. Terminate the relationship with HLSC and provide an additional technician for Station 4 to supple- ment the staffing already there in order to cover the additional calls. The Emergency Medical Services Advisory Committee supports the last alternative if Hunton has not been able to demonstrate compliance. Operating procedures for dispatchers should be studied and considered for revision with special attention to: EMS training and orientation; Collection of sufficient incident information to permit appropriate categorization of ALS/BLS response; Provision of advice to callers when essential; and, Screening and prioritization of calls. Peer Review for calls should be a process which includes volunteers and paid personnel, providinq regular feedback to those involved in patient car~. EMS Advisory Committee Report February 23, 1987 Page 13 A single report should be submitted to Council on an annual basis which provides review and evaluation of the system as it exists, as well as pro~ection of future needs with recommendatioD~. The reporting team should be multifaceted, including members from groups with an involvement in pre-hospital care in Roanoke, and should address all components of the system. This report was reviewed and approved by the Emergency Medical Services Advisory Committee as a whole. Respectfully submitted, Carol M. Gilbert, M. D. Chairman EMSAC EMSAC/wr CC: EMSAC Members Ill TABLE 1 MDNTH CUMULATIVE PER CENT FOR RESPONSE T~M~S AVENGE % 6 MIN ~ 7 ~IN ,~ 8 MIN RUNS SEPT 5,].3 64 86 91 875 OCT 5,15 61 85 92 871 NOV 5,35 59 72 83 859 DEC 5,48 57 79 ~ 927 JAN 5,57 56 70 80 957 *SOURCE: ROANOKE CZTY CO~I~IUNICATIONS ~x¢) ~ T~LE 2 RESPONSES WITH SOME TYPE OF RESPONSE DIFFICULTY SEPT 86 - JAN 87 CONSTRUCTION 6 WEATHER 5 DIFFICULTY LOCATING 4 STREET SIGN MISSING 2 WRONG JURISDICTION 6 WRONG CREW DISPATCHED 6 WRONG ADDRESS / ST 13 WRONG SECTION 6 IMPROPER DIRECTIONS 3 OTHER 7 TOTAL 58 * SOURCE: ROANOKE CITY EMS TABLE PER CENT NO EMT AND/OR NO DRIVER BY CREW AND MONTH CREW: ~LSC RLSC STA 4 ~RL~C SEPT 86 56,5 4,1 74,1 6,1 OCT 86 66,9 2,6 74,5 6,1 NOV 86 68,4 2,7 72,5 3,5 DEC 86 35,6 4.0 21,8 10,0 JAN 87 33,7 6,4 32,7 5,9 * SOURCE: ROANOKE CITY COMMUNICATIONS T~LE q · PER CENT MEMBER RUNS BY FIRST FIVE MEMBERS MONTH: SEPT 86 OCT 86 NOV 86 DEC 86 JAN HLSC 66 79 71 65 82 RLSC 25 25 ~1 28 26 WRLSC q2 qq qq q6 q5 SOURCE: ROANOKE CITY COMMUNICATIONS W Z W W q~J. OJ. -i0 .LH30 TABLE 5 CREW MONTH CITY EMPLOY£E RUNS TOTAL RUNS £MPLOY££ RUNS % TOTAL HLSC SEPT 8~ 2-99 307 103 HLSC OCT 86 322 308 9~ HLSC NOV 86 27~ 2-61 95 HLSC DEC 86 206 149 72 HLSC JAN 87 195 166 8~ AVE = 2-59.2 AVE t 2-~8.~ 386 3?5 402. 551 549 199 174 362 AVE = 45~.6 AVE = 257.8 RLSC SEPT 86 RLSC OCT 86 RLSC NOV 86 RLSC DE~ 86 RLSC JAN 87 AVE = 90. ~ 5~ 43 66 6O AVE = 56.0 WRLSC SEPT 86 190 150 79 WRLSC OCT 86 174 117 67 WRLSC NOV 86 172- 114 66 WRLSC DEC 86 170 13~ 78 WRLSC JAN 87 ~0~ 149 74 AVE = 13~.6 AVE = 181.6 AVE = 7~.9 SYSTEM SEPT 86 875 6?9 SYSTEM OCT 86 871 6~4 72- SYSTEM NOV 86 860 549 64 SYSTEM DEC 86 92? 685 74 SYSTEM JAN 87 965 647 AVE = 636.8 AVE = 899.6 AVE = 70.8 * SOURCE: ROANOKE CITY EMS TABLE 6 C;~W ACTIVITY CREW MONTH TOTAL ~UNS HLSC SEPT 66 299 HLSO OCT 66 322 HLSC NOV 86 276 HLSC DEC 86 206 HLSC JAN 87 193 AVE = 259.2 M~MBER RUNS 402 AVE = 360.0 MEMB/RUN 1. ~4 1.31 1.28 1.47 1.67 AVE = 1.41 RLSC SEPT 86 386 745 i.9~ RLSC OCT 86 375 917 2.45 RLSC NOV 86 402 1020 2.54 RLSC DEC 86 551 1096 1.99 ~LSC JAN 87 549 1094 1.99 AVE = 452.6 AVE = 9?4.4 AVE = 2.18 WRLSC SEPT 86 190 332 1.75 WRLSC OCT 86 174 302 1.74 WRLSC NOV 86 172 358 2.08 WRLSC DEC 86 170 300 1.76 WRLSC JAN 87 202 376 1.66 AVE = 333.6 1479 1641 1730 1698 1792 AVE = 181.6 SYSTEM SEPT 86 8?5 SYSTEM OCT 86 SYSTEM NOV 86 860 SYSTEM DEC 86 927 SYSTEM JAN 87 965 AVE = 899.6 AVE =1668.0 AVE = 1,84 1.69 1.88 2.01 1. 83 1. 86 AVE = 1.85 * SOURCE: ROANOKE CITY COMMUNICATIONS AND EMS TABLE 7 PATIENT DISPOSITION (PERCENT OF TOTAL RUNS) SEPT 86 OCT 86 TRANSPORTED TO HOSPITAL 69% 63% REFUSED TRANSPORT DID NOT REQUIRE TRANSPORT OTHER 6~ NOV 86 67% 9% 13% 11% DEC 86 63% 9% 11% 17% JAN 87 65% 8% 14% 13% SOURCE: ROANOKE CITY COMMUNICATIONS AND EMS TABLE 8 EMS CALLS / YEAR ROANOKE 198q 9054 1985 10202 1986 10645 * SOURCE: ROANOKE CITY COMMUNICATIONS AND EMS AGREEMENT THIS AGREEMENT entered into the 1st day of July , 1986, by and between the CITY OF ROANOKE, VIRGINIA, a municipal corporation organized and existing under the laws of the Commonwealth of Virginia, hereinafter referred to as the "City", and HUNTON LIFE SAVING AND FIRST AID CREW, INCORPORATED, ROANOKE LIFE SAVING ~;D FIRST AID CREW, INCORPORATED, AND WILLIAMSON ROAD LIFE SAVING AND FIRST AID CREW, iNCORPORATED, hereinafter individually referred to as "Hunton Crew", "Roanoke Crew" or "Williamson Road Crew," respectively, and hereinafter collectively referred to as the "Crews"; WITNESSETH: THAT FOR AND iN CONSIDERATION of the undertakings of the parties to zhis contract, the City and the Crews do hereby covenant and agree as follows: I. Definitions. For the purpose of this agreement, the following words and phrases shall have the meanings respectively ascribed to them in this section: Advanced Life Support Ambulance - An ambulance currently certified by the Commonwealth of Virginia, Department of Health, Division of Emergency Medical Services, as a Class C EMS vehicle. In addition, a minimum of two people shall be required. 1. Operator, who at a minimum shall: Page 2 (a) Possess a valid virginia motor vehicle operators permit; (b) Have successfully completed the National Safety Council's Defensive Driving Course, or an equivalent approved by the Commissioner of Health; (c) Be a certified Emergency Medical Technician or an equivalent approved by the Commissioner of Health. 2. Attendant-in-charse, who at a minimum shall be certified in one of the following: (a) Emergency Medical Technician - Paramedic; (b) Emergency Medical Technician - Cardiac; (c) Equivalent approved by the Commissioner of Health. Paramedic - Any individual currently certified by the Commonwealth of Virginia, Departmen~ of Health, Division of Emergency Medical Services, as Emergency Medical Technician Paramedic. Cardiac Technician - Any individual currently certified by the Commonwealth of Virginia, Department of Health, Division of Emergency Medical ~Services, as Emergency Medical Technician - Cardiac. City-employed Advanced Life Support personne] - Any individual employed by the City to supplement pre- Page ii. hospital care duties provided by The Crews, as Emergency Medical Technician - Paramedic or Emergency Medical Technician - Cardiac. Emersency Medical Technician - Any individual currently certified by the Commonwealth of Virginia, Department of Health, Division of Emergency Medical Services, as an Emergency Medical Technician Ambulance. Immediate response vehicle - A vehicle currently certified by The Commonwealth of Virginia, Department of Health, Division of Emergency Medical Services, as a Class A EMS vehicle. If use~ for delivery of Advanced Life Support, such vehicle must meet re- quirements as specified in Section ~.02.01(b)(5)(2) of The Rules and Regulations of the Board of Health governing Emergency Medical Services. Ambulances, equipment and supplies A. Each Crew shall provide at i~ $ Crew facility a properly equipped Advanced Life Support ambulance or immediate response vehicle to be available for response to emergency medical service requests requiring such vehicle. B. Advanced Life Support ambulances assigned by the Crews as first-run units shall be stationed at Their respective Crew facilities at all times, Page with the exception of a natural disaster, national emergency, mutual aid response, when vehicle is out- of-service for repairs, or when local call volume requires unit to be in-service. The City and the Crews will perform a program of preventive maintenance on their respective vehicles for the purpose of assuring the highest standards of operation and providing safety for persons transported therein. The checking of routine maintenance items such as oil, water~ gas, tire pressure, belts and hoses, lights, communication equipment and sirens shall be the responsibility of the Crews and the CiTy-employed ALS personnel. A daily check list of such items to be performed by on-duty Crew and City-employed ALS personnel will be provided by the Crews. Such maintenance shall be referred to herein as first echelon maintenance. All other maintenance and repairs ~o ~he ambulances or immediate response vehicle~ shall be known as second echelon maintenance, in che event that any of the ambulances or inlmeliate response vehicles require unscheduled maintenance or repair, the Crews shall promptly give notice of Page $ III. such required maintenance to the City and shall promptly deliver the vehicle requiring maintenance to a garage for repair. The City and Crews shall provide proper basic and advanced life support equipment and supplies for use of City-employed ALS personnel assigned to each crew facility. The ambulances and immediate response vehicles shall be equipped and supplied in accordance with the requirements of the r~les and regulations of the Board of Health, Commonwealth of Virginia, governing Emergency Medical Services for Class A, Class B or Class C emergency medical service vehicles as applicable. Personnel A. City-employed Advanced Life Support Personnel The City shall employ a sufficient number of ALS personnel such that a City-employed ALS personnel may be resident, except when performing emergency medical service or when otherwise required to be away on official business,' in each of four locations in the City of Roanoke on a twenty-four (24) hour basis. Three of the locations shall be the primary crew facilities now or hereafter operated and maintained by the Hunton Crew, the Roanoke Crew and the Williamson Road Crew, respectively. Page The fourth location shall 5e a site and facility at 2327 Melrose Avenue, N. W. It shall be the responsibility of the City's Office of Emergency Services to assign its ALS personnel to the various locations required by the Agreement. City-employed ALS personnel shall be under the general supervision of the City's Office of Emergency Services. Selection of ALS personnel. Advanced Life Support personnel shall be appointed by the City Manager on the basis of merit and fitness pursuant to the Code of the City of Roanoke (1979), as amended, and the personnel rules and regulations of the City. Compensation, training and uniforms The City shall have responsibility for providing compensation to City-employed ALS personnel, ir shall be the responsibility cf the City to provide such continuing education and Training as is necessary to maintain the re[uired certificates of the City-employed ALS personnel. The City shall also insure that each of it's ALS personnel has successfully completed a defensive driving or emergency vehicle operators course (EVOC) and be awarded a certificate therefore. The City shall provide appropriate uniforms for it's Pa~e ? DJ ALS personnel and a cabinet fop records storage at each C~ew facility. The minimum ~equi~ed crew, at all times when in service fo~ a basic life support ambulance, shall be: (1) 0perato~, who at a minimum shall: (a) Possess a valid Virginia motoP vehicle operator's permit. (b) Have successfully completed the National Safety Council's Defensive Driving Course, or an equivalent approved by the Commissioner of Health. (2) Attendant-in-cha~ge, who at a minimum shall be a certified Emergency Medical Technician or an equivalent approved by the Commissioner of Health. The minimum required crew at all times when in service for an Advanced Life Support unit is defined in Section I of This agreement. All crew members and City-employed ALS personnel shall conform to the highest standards of cleanliness and personal grooming. The Crews and City will m~intain a personnel file on Their respective members which shall include the following: (1) Copies of current Board certification and other certifications held: (2) A copy of the members' Training record; Page 8 IV. (3) A copy of the members' Virginia drivers or chauffers license and proof of completion of an EVOC or defensive driving course, if i~dividual drives an ambulance under emergency response conditions; and, (4) The members' current address and telephone number. G. The City and Crews will encourage members to attend monthly training classes conducted by EMS agencies in the Roanoke Valley and keep a record of attendance. H. Complaints received by the City's Office of Emergency Services concerning the clinical per- formance of crewmembers or City-employed ALS personnel will be investigated. If complaints are considered valid, Emergency Services staff will work with the Crews, in the case of volunteer and the individual in question, in the case of a City-employed ALS personnel ~o correct the deficiency. It may be recom~.ended that a skill proficiency test be successfully completed before the individual is allowed tc ride on the unit. Elements of this test will be developed by the City and the Crews. AdminisTration A. The Crews and the City shall adopt internal operating procedures to ensure the orderly and pro- ficient performance of this Agreement. Pate 9 The Crews and City shall maintain a complete set of financial records and accounts of all transactions made in connection with their in- volvement with this Agreement. Such records shall include but not be limited to purchase of supplies and equipment, administrative costs, and funds spent on training for continuing education. Upon receipt of reasonable notice, the Crews shall make available to the City or its authorized agents, or its independent auditors, the personnel files of crewrnembers and it s financial records as the same pertains to performance of services pursuant to this agreement. The Crews shall, upon request, make available to the City all run reports, patient medical status reports, and patient complaint investigation reports. Each report and record should be complete and in order. The City shall continue to make available to the Crews monthly statistical di~atching reports generated from the Emergency Cperations Center as well as upon request specific dispatching information, run times, patient complaint investigation reports and rescue dispatch cards. Page 10 and an appropriate desk and chair at its' facility for City-employed ALS personnel. Operations A. Each Crew shall provide sufficient office space Crew At all times, at least one ambulance from each crew shall be parked at the crew facility within its assigned primary response territory. Exceptions to this include disaster situations, mutual aid requests or when local call volumes require all available units to be in-service. All emergency calls shall be dispatched through the City's Communications Center. Both the City and the Crews shall keep a permanent record of each emergency call handled. Said permanent record shall include at a minimum: (I) Times: Call received, ambulance en route, ambulance arrives on scene, ambulance arrives at hospital, ambulance clears in-service; (2) Patient location, patient name, patient address; (3) Name of receiving hospital; (4) Crew, vehicle number, members on call; (5) Synopsis of nature of'call, patient status and disposition; (6) Any other information required by the City from time to time. Previously agreed upon dispatching procedures Page ll concerning code blue and multiple trauma patients will remain in effect. In addition, units which are in-service transporting a patient, out of thei~ priraa~y response territory or otherwise unavailable when a second call is received in their primary response territory (and a second unit from that crew is not immediately available), the next closest available ambulance will be dispatched. Unless otherwise advised by the City, all other previously agreed upon dispatching protocols for rescue services will remain in effect. The Crews and City-employed ALS personnel shall at all times operate the ambulances and immediate response vehicles in accordance with all applicable laws governing their operation, in addition, the Crews and City-employed ALS personnel shall at all times operate in accor!ance with all rules and regulations of the Board Df Heai~h, Common- wealth of Virginia governing emergency medical services. City-employed ALS personnel shall emergency medical service requests respond To perceived as requiring advanced life support treatment when no State-certified Paramedic or Cardiac Technician crew members are present at the Crew facility to Page 12 which the City-employed ALS personnel is assigned (if State-certified Paramedic or Cardiac Technician crew members are present and on-duty when an emergency request is received, such Crew members shall respond to the request). City-employed ALS personnel shall respond to emergency medical service requests perceived as requiring basic life support treatment when no crew members with a minimum of State-certified emergency medical technician are present at the Crew facility to which the City-employed ALS personnel is assigned (if the minimum of State- certified emergency medical technician crew members are present and on-duty when an emergency request is received, such Crew members shall respond to the request). City-employed ALS personnel and Crew members are to maintain records of Crew uespcnses to requests for emergency medical service received at each Crew facility during the term of this Agreement for evaluation of the extent and quality of the emergency care services provided. City-employed ALS personnel and Crew members are to inventory and properly stock The advanced life support vehicle located at each Crew facility with emergency medical equipment and supplies to be provided primarily by each Crew for its Page 13 advanced life support vehicle and to keep the interior and exterior of such vehicle in a clean and sanitary condition. Designated City-employed ALS personnel shall meet on a weekly basis to evaluate and monitor the appropriateness and quality of pre-hospital patient care. The standard of emergency medical care provided will be evaluated as well as determine if there are any necessary training requirements which are not being met. All Crew members are welcome to attend. Each Crew shall provide at each Crew facility on a twenty-four (24) hour basis at least one emergency medical technician with Crew driving priviledges to assist the City-employed ALS personnel assigned to said facility· City-employed ALS personnel shall drive the advanced life support ambulance or i~edia~e response vehicle provided anl maincained by each Crew if no crew member is available to drive such vehicle· The pre-hospital care partnership between the Crews and City shall respond to 80% of all emergency medical service requests received during each calendar month within six (6) minutes or less. In addition, average response time for Pa~e ~ VI. all emergency medical se~d~eerequests received during each calendar month will be six minutes or less. M. A patient, who is not in critical condition, his legal guardian, physician or a member of his family may designate the hospital to which he is transported. In the event of a disagreement between the patient's physician and the patient or a member or members of his family, the physician's orders will be complied with so lone as he takes full responsibility for the patient while the patient is Transported to the hospital. W~en no hospital is specified or when the patient is in critical condition as de~ermined by the ambulance attendant, the patient shall be trans- ported to the most appropriate hospital prepared ~o receive the patient. Terms of Agreement A. Each Crew shall cause its motor vehicle liability, collision and comprehensive insurance policy or policies to be amended to name uhe City and the Cicy-employed ALS personnel as additional insured as their interests many appear on the above policies. The amount of motor vehicle liability insurance maintained by each Crew shall Page 15 C o be not less than $$00,000.00 for any one accident or loss. Each Crew 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 thirty (30) days written notice to the City. With respect to the subject matter of this A&reement, the City, its officers, agents and employees shall assume no liability for the wrongful acts or ormissions of the Crews or their officers or members; the Crews, their officers and members shall assume no liability for the wrongful acts or omissions of the City or its officers, agents and employees. The initial term of this Agreement shall be for a period of one year commencing July 1, 1986. This Agreement shall automatically be renewed for additional one year periods unless either party shall, thirty days prior to the expiration of any term, give written notice to the other party of the intent not to renew the Agreement. During the initial term of the Agreement and any extension, the City Or the Crews may terminate this Agreement prior to the expiration of the term by giving forty-five (~5) days written notice to the other party. ?age 16 VII. Miscellaneous A. During duty hours, City-employed ALS personnel shall devote their time to emergency medical service or other official business of the City and shall not engage in Crew fund raising, social activities or other Crew activities. B. The City's Office of Emergency Services Coordinator and/or Deputy Coordinator shall serve as liaison between the Crews and the City. Any notices or formal communications from any Crew to the City shall be addressed to the Office of Emergency Services at the following address: Office of Emergency Services 215 Church Avenue, $.W. Room 154, Municipal Building Roanoke, Virginia 24011 communicanion from the City to its Captain at one of the Any notice or formal to any Crew shall be following addresses: Hunton Life Saving and First Aid Crew, 830 Moorman Road, N.W. Roanoke, Virginia 24016 Roanoke Life Saving and First Aid Crew, 374 Day Avenue, S.W. Roanoke, Virginia 24015 Williamson Road Life Saving 3502 Birchwood Avenue, N.E. Roanoke, Virginia 24012 and First Aid Crew, ina This Agreement constitutes the entire agreement between the City and The Crews and supersedes all ?age 17 prior negotiations, representations or agreements, either oral or written. This Agreement may be amended only by written instrument signed by properly authorized officials on behalf of the City and the Crews. IN WITNESS WHEREOF, the parties have caused this Agreement to be signed by their duly authorized officers on the day and date first written above. CITY OF ROANOKE --City Manager ATTEST: City Cl~rk NESS: HUNTON LIFE SAVING AND FIRST AID ROANOKE ~=" CREW, AND FIRST AiD CREW, ~=zNESS: WILLIA~MSON ROAD LiFE FIRST AID CREW, INC. SAVING ~ND © ~-~ 6o Ofl~ce of ~ Clly CI~ February 25, 1987 File #123 Mr. W. Alvin Hudson City Sheriff Roanoke, Virginia Dear Mr. Hudson: Your communication advising that the Roanoke City Jail has been awarded a two year accreditation by the American Medical Association/National Commission on Correctional Health Care, was before the Council of the City of Roanoke at a regular meeting held on Monday, February 23, 1987. On motion, duly seconded and adopted, the communication was received and filed. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra CC: Mr. Bernard P. Harrison, President, National Commission on Correctional Health Care, 2000 North Racine, Suite 3500, Chicago, Illinois 60614 Mr. Wayne Beaman, U. S. Marshal Office, Federal Poff Building, 210 Franklin Road, Roanoke, Virginia 24011 The Honorable James C. Turk, Judge, U. S. District Court The Honorable Jack B. Coulter, Judge, Twenty-Third Judicial Circuit Mr. W. Robert Herbert, City Manager Room 456 Municipal Bul~llng 215 (~urch Avenue, S.W. Roonoke, V~rginla 2401 t (703) 981-2541 P. O, Box 494 Roanoke, Virginia 24003 (703) 981-2721 February 12, 1987 Mayor Noel C. Taylor & Members of City Council 215 W. Church Avenue S. W. Room 215 - Municipal Building Roanoke, Virginia 24016 Honorable Mayor Taylor: When we occupied the new Roanoke City Jali in June 1979, I established three major goals, concerning the operation of this new facility, which I hoped to achieve. These goals were as follows: To be certified by the Department of Corrections as being in 100% compliance with all 173 standards included in the "Minimum Standards For Local Jails &Lockups" as established by the Virginia Board of Corrections. w To be audited by the National Sheriff's Association using their 407 guidelines concerning the management and operation of local jails to determine how well we operated and how we may improve our operations. To be audited by the American Medical Association/National Commission on Correctional Health Care using their 264 standards concerning the jail's health care system and hopefully be certified by them as being in compliance with these standards. As previously reported to you, the City Jail has been audited twice by the Department of Corrections and was certified on both of these occasions as being found to be in 100% compliance with all standards. Also, the jail was audited by the National Sheriff's Association in September 1985 and received one of the highest ratings which has ever been given to a local jail in the country. Today, I am proud to report to you that, after several years of hard work in preparation for the American Medical Association's audit, we have just been awarded a two year accreditation. This accreditation is the highest award a jail can receive in regards to its' operations and the type of health care services it provides. Attached is a copy of the letter from the American Medical Association/National Commission on Correctional Health Care notifying us of our accreditation. Mayor Noel Taylor continued I feel that the accomplishment of these goals is the result of the dedication and hard work on the part of my fine staff and the understanding and support we have received from the various elected and appointed officials within the City of Roanoke. For it is without a doubt that the accomplishment of these goals would not have been possible unless we all worked together. With kindest regards, I am Respectfully, W. Alvin Hudson Sheriff WAH/gm attachment pc: W. Robert Herbert, City Manager Wayne Beaman, U. S. Marshal Honorable Judge James C. Turk, U. S. District Court Honorable Judge Jack B. Coulter, Twenty-Third Judicial Circuit N,4TION,ZlL COx14441SSION ON CORRECTION,4L HE,4LTH CARE 2000 NOR'TH RACINE SUITE 3500 CHICAGO, ILLINOIS 60614 (312) 528-0818 February 9, 1987 W. Alvin Hudson, Sheriff Roanoke~City Jail 324 W. Campbell Avenue, S.W. Roanoke, VA 24003 Dear Sheriff Hudson: Congratulations to you, your staff, and your facility's professional health care personnel on being awarded two-year accreditation for your health care system! You have done an outstanding job in complying with the standards for health services in jails. Enclosed are a summary of your facility's compli- ance with the standards, and observations and recom- mendations from the site surveyors. We urge you to continue your fine efforts and to work towards meeting all the applicable standards. Your accomplishment gives evidence that sound management, coupled with competent, dedicated staff and health care professionals, can provide needed medical care and health services in a cost-efficient manner. Sincerely, President BPH:mp Enc.: health profile certificate of accreditation cc: Lt. Donna Liener Thomas Berdeen, M.D. Nick Pappas Office of the City C]er~ February 25, 1987 File #72 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report on Project Self-Sufficiency, of the City of Roanoke at a regular meeting February 23, 1987. On motion, duly seconded and adopted, the report filed. Sincerely, was before the Council held on Monday, was received and Mary F. Parker, CMC City Clerk MFP:ra cc: Mr. James D. Ritchie, Director of Human Resources Room 456 Municipal Building 215 ~humh Avenue, S.W. Roanoke, Vlrginla 24011 (703) 981-254t CITY ...... '87 '?:'!' Roanoke, Virginia February 23,1987 Honorable Mayor and City Council Roanoke, Virginia Members of Council: Subject: Report on Project Self-Sufficiency I. BACKGROUND Project Self-Sufficiency is a demonstration projegt of the City of Roanoke, designed to address the houszng and economic barriers faced by fifty-three (53) single parent recipients of aid to dependent children (ADC). This effort, under the overall leadership of Mayor Noel Taylor, brings together the resources of the City's Department of Social Services, the Fifth District Employment and Training Consortium, and the Roanoke Redevelopment and Housing Authority. In recognition of this multi-organizational human service delivery system, the federal Department of Housing and Urban Development has awarded the City of Roanoke fifty (50) additional Section 8 housing certificates. Fifty of the project participants have the opportunity to obtain safe, affordable housing, in exchange for successful project participation. The purpose of this model program is to demonstrate the successful resolution of social problems, through the concentrated efforts of several agencies, to offer a wide-ranging set of services in a cormnon, individual- ized plan of service. The project participants were identified, based upon need, and selected for parti- cipation by the Mayor's Task Force, which provides guidance and oversight to the project. II. CURRENT SITUATION The Mayor's Task Force is composed of leaders in the business community, including the Private Industry Council of the Fifth District Employment and Training Consortium, the Social Services Board Members, educational representatives, and the agencies included in the project. They actively participate and meet monthly. The participant's barriers to employment are assessed by the joint efforts of the and an individualized plan of service is and housing three agencies established. City Council Report February23, 1987 Page 2 The Director of Human Resources, for the City of Roanoke, coordinates the activities of these agencies, in relationship to this project. The services avail- able through this project are counseling and guidance, training in employability development, adult basic education, General Equivalency Diploma (GED) prepara- ation, vocational skill training, on-the-job training (OJT), and supportive services of childcare and trans- portation. Additionally, life skills and parenting skills complement the services offered. However, daycare and transportation services remain barriers to our clients. Co Although there are only fifty (50) housing certificates, fifty-three (53) persons are enrolled in the program. Of the fifty-three participants thus far participating in the project, the following describes their current status: Enrolled in Fifth District Employment & 16 Training Consortium's job training programs Completed vocational training 6 Working full-time 16 Working part-time 6 No longer receiving Welfare 17 Obtained Section 8 housing 45 Awaiting Section 8 housing inspection 2 Declined use of housing certificates 3 Received high school diploma 3 D. Some types of jobs, companies, and rates of pay received by welfare recipients include the following: Annualized Salary Coding Clerk, Blue Cross/Blue Shield $ 9,568.00 $4.60/hr. Nursing Assistant, two clients, Friend- 8,320.00 ship Manor, $4.00/hr. Assembler, ITT, three clients, $6.88/hr. 14,310.40 Clerk, Blue Cross/Blue Shield, $4.35/hr. 9,046.00 Quality Control Worker, Stuart McGuire, 7,176.00 $3.45/hr. Sales Clerk, Holdren's, $3.35/hr. 6,968.00 Health care aide, one at Upjohn, $4.00/hr. 8,320.00 one at Southern Manor, $4.00/hr. Clerk, Hop-In, $3.50/hr. 7,280.00 Maintenance Supervisor, Swann's Janitorial 8,008.00 Service, $3.85/hr. Department of Social Services Eligibility 14,248.00 Worker, $6.85/hr. City Council Report February , 1987 Page 3 The project staff, from the three agencies, continues to assist the participants throughout the project, to facilitate a smooth program operation. Through this process, the participants are striving to achieve the goal of full economic participation and safe, affordable housing for themselves and their families. III. OUTLOOK FOR THE FUTURE JDR/sjf The current success of this project lies in the cooperation and coordination of' the staffs of the Fifth District Employment and Training Consortium's jobs program, Roanoke City's Department of Social Services, and the City's Rede- velopment and Housing Authority, who have maximized their efforts and resources to provide meaningful and worthwhile services and jobs to its residents, without additional costs to the City. Nonproductive welfare citizens have now been afforded, and seized, the opportunity to actively partici- pate in the mainstream of society and become productive, taxpaying citizens, thereby contributing to the resources of their community. Respectfully submitted, W. Robert Herbert City Manager Office of the City Cler~ February 25, 1987 File #246 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to receipt of an Incentive Award by the Fifth District Employment and Training Consortium for the period July 1, 1985 to June 30, 1986, was before the Council of the City of Roanoke at a regular meeting held on Monday, February 23, 1987. On motion, duly seconded and adopted, the report was received and filed. Si ncerely, Mary F. Parker, CMC City C1 erk MFP:ra Mr. Joel M. Schlanger, Director of Finance Mr. James D. Ritchie, Director of Human Resources Ms. Carolyn H. Barrett, Administrator, Fifth District Employment and Training Consortium Room456 MunlcipatBuildlng 215(~urchAve~ue, S.W. Roanc~e, Vlrglnia24011 (703)981-2,541 CITY Roanoke, Virginia February 23, 1987 Honorable Mayor and City Council Roanoke, Virginia Members of Council: Subject: Report of Receipt of Incentive Award by the Fifth District Employment and Training Consortium for the period July 1, 1985 to June 30, 1986 I. BACKGROUND Since the inception of the J?b Training Partnership Act (JTPA) in 1983, the Governor s Employment and Training Department (GETD) has awarded incentive funds, to service delivery areas in the State of Virginia, for exceptional performance. Service Delivery Area III, which is the Fifth District Employment and Training Consortium (FDETC), has been eligible for such an award since June, 1984 and has previously received the incentive award in 1985. II. CURRENT SITUATION The Fifth District Employment and Training Consortium (FDETC), has recently received an employment and ~g incentive award, in the amount of $66,365.00, for exceeding the performance standards set by the federally-funded Job Training Partnership Act (JTPA), for the period July 1, 1985 to June 30, 1986. This is the agency's second award. Virginia's Secretary of State for Human Resources, Eva Teig, and the Chairman of the Governor's Job Training Coordinating Council, Philip G. Hug, were on hand at the special awards luncheon in Richmond, Virginia, to make this presenta- tion. A check and plaque, recognizing the Consortium's achievements, were accepted by Paul J. Woo, Chairman of the Private Industry Council for the Fifth District Employment and Training Consortium (FDETC). The Consortium provides employment and training services to eligible residents of the Fifth Planning District, including the cities of Roanoke, Salem, Covington and Clifton Forge, and the counties of Roanoke, Craig, Botetourt, and Alleghany. These City Council Report February , 1987 Page 2 services include vocational counseling and assessment, skill training, on-the-job training, adult basic education, and special projects for youth, veterans, teen parents, and welfare recipients. This incentive award is made in addition to the Con- sortium's annual funding allocation. The Policy Board, which is representative of all of the jurisdictions within the Fifth Planning District, and the Private Industry Council, will plan for the most effective and efficient use of these funds in support of their plan of service. The amount of the award was determined by the extent the Consortium's programs met and exceeded state mandated performance measures for the year. These standards address the number of persons becoming employed, wage rates at the time of placement into a job, effective services to youth and welfare recipi- ents, as special target groups, and a cost/benefit analysis. Of the seven standards, the Consortium not only met, but exceeded, each of the performance standards. The attached chart reflects the actual performance of the Consortium, upon which this incentive award is based, as well as actual performance relating to Roanoke City residents. JDR/sjf Attachment Respectfully ~ubmitted, W. Robert Herbert City Manager PERFORMANCE OF FDETC July 1, 1985 to June 30, 1986 ENROLLMENT AND EXPENDITURES BY JURSIDICTIONS % of Number Number Jurisdiction Served Roanoke City ~ Clifton Forge 37 Covington 46 Salem 44 Alleghany County 39 Botetourt County 29 Craig County 5 Roanoke County 76 TOTALS ~ 66,088 46 70,535 15 76,236 57 70,254 86 37,926 89 12,760 20 123,921.15 $1,068,541.00 Served and Jurisdiction 57% 6% 7% 7% 7% 3% 1% 12% 100% II. PERFORMANCE STANDARDS AND FDETC ACHIEVEMENT Performance Standard Category 1. Entered Employment Rate for Adults 2. Entered Employment Rate for Youths 3. Entered Employment Rate for Welfare Recipients 4. Youth Positive Outcome Rate 5. Cost per Entered Employment Rate - Adults 6. Cost per Positive Outcome 7. Average Wage Rate at Placement State FDETC Mandate Achievement I 60% 36% 6O% 44% 52% 79% 81% $6,864 $4,503 $3,587 $2,602 $3.79/hr. $4.25/hr. III. PERFORMANCE LEVELS RELATED TO ROANOKE CITY RESIDENTS ONLY Performance Standard Area FDETC 1. Entered Employment Rate for Adults 63% 2. Entered Employment Rate for Youths 60% 3. Entered Employment Rate for Welfare 49% Recipients Youth Positive Outcome Rate Cost per Entered Employment Rate Adults) Cost per Positive Outcome Average Wage Rate at Placement 5. 6. 7. 79% $4,503 $2,602 $4.34/hr. Office of the ~ty Clen~ February 25, 1987 File #236-200 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report requesting that a public hearing be scheduled to amend the 1986-87 Community Development Block Grant Program, was before the Council of t~e City of Roanoke at a regular meeting held on Monday, February 23, 1987. On motion, duly seconded and adopted, a public hearing on the matter was scheduled for Monday, March 9, 1987, at 7:30 p.m. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra cc: S. J. Sikkema, Mental Health Services of Roanoke Valley, 920 South Jefferson Street, Roanoke, Virginia 24016 Ms. Tambria Johnson, Northwest Human Development Center, 802 Loudon Avenue, N. W., Roanoke, Virginia 24016 Mrs. Florine Thornhill, President, Northwest Neighborhood Environmental Organization, 819 Center Avenue, N. W., Roanoke, Virginia 24016 Mr. Earl B. Reynolds, Assistant City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. James D. Ritchie, Director of Human Resources Mrs. Marie T. Pontius, Grants Monitoring Administrator Roc~n 456 Municlpol Building 2t5 Church Av~,~ue, S.W. Roanoke, Virginia 24~t I (703) 981-254t ,l]r',.] ' ':l': Roanoke, Virginia CITY ' ~rl., February 23, 1987 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Request for Public Hearing to Amend the 1986-87 Community Development Block Grant Program Background: A. City of Roanoke received its annual FY 1986-87 entitlement from the U.S. Department of Housing and Urban Development (HUD) in the form of a Community Development Block Grant (CDBG). 1. City Council authorized acceptance of grant in amount of $1~283,000 on June 16, 1986, by Ordinance No. 28197. 2. Funds were appropriated by Cit~ Council by Ordinance No. 28196 to eligible projects. Amendment No. i to 1986-87 CDBG program was approved by City Council on August 11, 1986, by Ordinances 28281, 28282 and 28283, increasing entitlement to $1~547,000. 1. Amendment provided for appropriation of unanticipated $264,000 in additional CDBG funds. Ce Current Situation: A. 2. Amendment also provided for three new projects to be added to CDBG program. CDBG program budget~ as amended~ does not include any funds for the Northwest Human Development Center operated by Mental Health Services of the Roanoke Valley. II. Northwest Human Development Center has operated successfully at 802 Loudon Avenue for nearly two (2) years with CDBG funds, providing a number of community services including substance abuse and mental health counseling and training for community volunteers. Mental Health Services has requested $18)981 in Community Development Block Grant (CDBG) funds to match funds from other sources, for a total budget of $22~981 for Fiscal Year 1986-1987. 1. Requested CDBG Funds $18,981 2. MHS Alcoholism Grant 4~000 Total $22,981 Honorable Mayor and Members of City Council Page 2 Amendment to current CDBG program and budget is required to add this project to City's FY 1986-87 CDBG budget. Citizen participation requirements call for an evening public hearin9 by City Council to amend CDBG program and budget. Detailed report on proposal will be presented to City Council at time of public hearing. III. Recommendation: Recommend City Council schedule Community Development Block Grant public hearing on March 9, 1987, at 7:30 p.m., in Council Chambers. WRH:MTP:mds Attachment CC: Assistant City Manager City Attorney Director of Finance Director of Human Resources Grants Monitoring Administrator Community Advisory Council S. J. Sikkema, Mental Health Services Director, Northwest Human Development Center Respectfully submitted, W. Robert Herbert City Manager NORTHNEST HUHAN DEVELOPMENT CENTER Proposal for Fiscal Year 1986-87 The Northwest Human Development Center (NWHDC) is a special project of Mental Health Services of the Roanoke Valley (MHS/rv), and is the result of a strong community initiative. In 1983, a group of Northwest ministers and concerned citizens met with representatives of MHS/rv to devise a plan to increase the availability and accessibility of mental health, mental retardation, and substance abuse counseling and preven- tion services to a community which has been traditionally underserved. Residents of the Northwest quadrant of the city have historically been reluctant to seek assistance outside of that community~ family, friends, and church have been the major sources of aid. The task of creating a niche for the Center within the community has involved, as a first phase, development of acceptance and trust for those agencies and personnel which need to be a part of the resource linkage system neces- sary to address area needs. In addition, the Northwest community is wary of agencies and organizations which begin programs only to end them a short time later. Therefore, it has been extremely important to take this process one step at a time in order to create the proper environ- ment. NWHDC staff have actively promoted the development of community linkages and community trust through development of volunteer programs, in adddition to utilizing other avenues. The one full-time staff person at the NWHDC, the Center Coordinator¢ has utilized community volunteers to serve as support staff in all phases of program development while providing direct supervision and guidance. However, as a result of the Coordinator's resignation as of Pebruary, 1987, the NWHDC will rely solely on volunteer workers to provide staff coverage. While this is a less than ideal situation it would be difficult to recruit a new Coordi- nator until the current financial uncertainty for fiscal year 1987-88 is resolved. It is imperative, however, that the Center remain operational and maintain its visibility so as not to erode the community acceptance which has already been established. Therefore, in addition to the reimbursement request for program expenses to date, CDBG funds are needed to bridge the gap financially between March 1, 1987 and 3une 30, 1987. This would amount to $1,891 added to the $17,000 reimbursement for a total of $18,891. (Please see attached budget.) MHS/rv is committed to the continued provision of $4,000 in State Alcohol General funds, earmarked for 1987-88 Center operations. The Coordinator and MHS/rv administrative staff have explored a number of other resources as well. Funding proposals have been submitted to the State Department of Mental Health and Mental Retardation and to Volun- teers in Service to America (VISTA). Cooperative efforts with Total Action Against Poverty, Inc. (TAP) and the Roanoke Office on Youth have resulted in the development of jointly sponsored proposals being submit- ted to VISTA and to the State Division of Criminal 3ustice Services, respectively. In addition, the Substance Abuse Mentor (SAM) project has been funded for $3,895 by ACTION to provide one-to-one counseling and support for adolescents at high risk for developing a chemical depen- dence problem. It is important to note that successful competition and receipt of these funds, with the exception of the DMHMR proposal and the SAM project, is contingent upon the existence of the NWHDC as a fully operational facility. An action plan outlining the proposed strategy for maintaining operations aL the NWMDC and for assuring a stable future. Action Plan: Fiscal Year 1987-88 February, 1987 - Appointment of Volunteer Coordinator February - March, 1987 - Recruitment and training of volunteers to staff Center March - 3une, 1987 - Maintenance of established regularly scheduled activities June, 1987 - Recruitment of new Center Coordinator Oune, 1987 - Evaluation of 1986-87 program year Ju!y__l~ 1987 - June 30I 1988: (Advisory Council in conjunction with Coordinator) Ouly, 1987 - Provide training for Advisory Council Issues: Review By-Laws, incorporation process, status, etc.) filing for exempt July - August, 1987 - Development of independent policy board August September, 1987 - Research as the Minnesota Institute plan outlining process for becoming similar programs and projects such September - November, 1987 - Develop short-term and long range plans outlining priorfties and scope of services for the Center December, 1987 - Oanuary, 1988 - Develop fund-raising strategy, identi- fying potential resources February - May, 1988 - Implement foundations, local community plans to seek funds from private institutions and organizations, and 2/~t87 NORTHWEST HUMAN DEVELOPMENT CENTER FISEAL YEAR 1986-87 EXPENSES * NW PRO3ECT FACILITY EXPENSES rent 1,860 teIephone 900 renovation/repair I,O00 SUBTOTAL $5,760 EQUIP/SUP equipment 200 office/facility supplias 500 education/recreation supplies 200 SUBTOTAL $700 MISCELLANEOUS liability insurance 200 postage 200 printing/duplicating 500 SUBTOTAL $900 NON-PERSONNEL TOTAL $5,360 PERSONNEL Coo~dinato~ fringe benefits ~ 23.5% TOTAL PERSONNEL 14,195 3~336 $17,531 TOTAL EXPENSES $22,891 2~4~87 NORTHWEST HUMAN DEVELOPMENT CENTER FISCAL YEAR 1986-87 REVENUE5 TOTAL STATE ALCOHOL GENERAL 4,000 CDBG 18~981 TOTAL $22,981 * Of this $22,891, $18,788 will have been spent by February 28, 1987. The difference of $4,103 is needed to maintain the facility for the remaining 4 months of this fiscal year. Office of the City Clerk February 25, 1987 File #60-63-184 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28539, amending and reor- daining certain sections of the 1986-87 General Fund Appropriation Ordinance, to provide for t~e transfer of funds for payment of existing Workers' Compensation and medical payment claims for the remainder of fiscal year 1986-1987, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 23, 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. George C. Snead, Jr., Director of Public Safety Mr. Eric C. Turpin, Personnel Manager Mrs. Trena Y. Hicks, Safety Specialist Administration and Room456 MunlclpolBuildlng 215(~urchAve~ue.S.W. Ro~no~e, Virginta24011 (703)981-254'1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of February, 1987. No. 28539. AN ORDINANCE to amend and reordain certain sections of the 1986-87 General Fund Appropriation Ordinance, and providing for an emergency. WHEREAS, Government of the City of Roanoke, an emergency is declared exist. THEREFORE, BE IT ORDAINED by the Council of the City Roanoke that certain sections of the 1986-87 General Fund Appropriation Ordinance be, and the same are hereby, reordained, to read as follows, in part: for the usual daily operation of the Municipal to of amended and Appropriations Non-Departmental Residual Fringe Benefits (1-2) ...................... Miscellaneous (3) ................................... Contingency (4) ..................................... General Government General Services (5) ................................ Public Safety Police-Investigation !?! ............................ Police-Patrol (7) ................ Jail (8) ............................................ Building Inspections (9) ............................ Animal Control (10) ................................. Public Works Street Maintenance (11) ............................. Signals & Alarms (12) ............................... Refuse Collection (13) .............................. Engineering (14) .................................... Building Maintenance (15) ........................... Grounds Maintenance (16) ............................ Health and Welfare Nursing Home (17) ................................... $ 9,762,087 551,369 84,850 164,797 6,582,908 421,665 21,247,784 1,502,652 5,133,787 2,738,251 534,688 212,534 15,286,753 2,086,644 577,679 2,913,828 1,009,622 2,575,324 2,492,165 $10,388,267 987,970 (1) W/C Wages (2) W/C Medical (3) Miscellaneous (4) Contingency (5) Recovered Costs (6) Motor Fuels & Lubr. (7) Motor Fuels & Lubr. (8) Recovered Costs (9) Motor Fuels & Lubr (10) Motor Fuels & Lubr (11) Motor Fuels & Lubr (12) Motor Fuels & Lubr (13) Motor Fuels & Lubr (14) Motor Fuels & Lubr (15) Motor Fuels & Lubr (16) Motor Fuels & Lubr (17) Recovered Costs (001-004-9110-1135) (001-004-9110-1140) (001-004-9140-2170) (001-002-9410-2199) (001-050-1237-8005) (001-050-3112-2038) (001-050-3113-2038) (001-024-3310-8005) (001-052-3410-2038) (001-050-3530-2038) (001-052-4110-2038) (001-052-4160-2038) (001-052-4210-2038) (001-052-4310-2038) (001-052-4330-2038) (001-050-4340-2038) (001-054-5340-8005) $116,000 116,000 (50,000) (25,000) (35,000) (5,ooo) (30,000) (lO,OOO) (3,000) (5,ooo) (18,000) (4,000) (25,000) (3,000) (6,000) (10,000) (3,000) BE IT FURTHER ORDAINED that, an emergency Ordinance shall be in effect from its passage. existing, this ATTEST: City Clerk Roanoke, Virginia February 23, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Workers' Compensation I. Background: Workers' Compensation is defined as "exclusive remedy, under law, for all covered employees for compensating injuries and occupational diseases arising in the course of and within the scope of employment." Be Funds are budgeted each fiscal year to cover anticipated Workers' Compensation liability. Ce Self-Insured - City is entirely self-insured as to Workers' Compensation liability. D. FY 86-87 budgeted funds were: Ee 1. $130,000 Workers' Compensation wages 2. $150,000 Workers' Compensation medical Budqet appropriation for Workers' Compensation is based on prior year history. II. Current Situation: Fy 86-87 Funding for Workers' Compensation is not adequate. Prior to FY 82-83, heart and lung disability claims of police officers, deputy sheriffs and firefighters were not filed under Workers' Compensation. As of January 26, 1987, $132,944.30 has been paid for heart and lung claims during FY 86-87. As of January 26, 1987, $39,274.36 has been paid for four (4) fatality claims during FY 86-87. Increased Medical Cost for physicians and treatments of work related claims result in higher Workers' Compensation expenses. F. Projected total Workers' Compensation expense for FY 86-87 is $512,000, $232,000 greater than the budgeted amount. Hqnorable Mayor and City Council Pa~e 2 Subject: Workers' Compensation III. Issues: A. Liability B. Cost C. Fund Availability IV. Alternatives: Transfer funds from the following accounts to Residual Fringe Benefits Account to provide compensation and medical payment claims for the remainder of FY 86-87 in the amount of $232,000. Transfer From: Misc. Reimbursements 001-004-9140-2170 $ 50,000 · Motor Fuels & Lubricants Police (Investigation) Police (Patrol) - Animal Control - Grounds Maintenance - Building Inspections - Street Maintenance - Signals & Alarms - Refuse Collection - Engineering - Building Maintenance 001-050-3112-2038 001-050-3113-2038 001-050-3530-2038 001-050-4340-2038 001-052-3410-2038 001-052-4110-2038 001-052-4160-2038 001-052-4210-2038 001-052-4310-2038 001-052-4330-2038 5,000 30 000 5 000 10 000 3 000 18 000 4000 25000 3.000 6,000 · Recovered Costs - General Services - Jail - Nursing Home 001-050-1237-8005 001-024-3310-8005 001-054-5340-8005 35,000 10,000 3,000 · Contingency Reserve 001-002-9410-2199 25,000 Transfer To: · Residual Fringe Benefits - Workers' Comp. Wages - Workers' Comp. Medical 001-004-9110-1135 001-004-9110-1140 Total Total $232,000 $116,000 116~000 $232,000 1. Liability of the City of Roanoke to provide Workers' Compensation benefits will continue. HQnorable Mayor and City Council Page 3 Subject: Workers' Compensation 2. Cost of Workers' Compensation has increased. e Fund availability - Funds are available from the above accounts to provide for this recommendation. B. Take no action 1. Liability of the City of Roanoke would continue. 2. Cost would continue to increase without funding. Fund availability - Funds available in the above accounts would not be expended for Workers' Compensation purposes. Recommendation is that Council concur with Alternative "A" and transfer $232,000 from the above accounts to the Residual Fringe Benefits Account to provide for payments of existing Workers' Compensation and medical payment claims for the remainder of FY 86-87. Respectfully sub~itted, W. Robert Herbert City Manager WRH:ECT:TYH:mt CC: City Attorney Director of Finance Director of Administration & Public Safety Personnel Manager Safety Specialist DEPARTMENT OF FINANCE CITY OF ROANOKE, VA. February 23, 1987 CiTY (7 ~: , ' ~ r '87 FEP19 ~9:2. TO: FROM: SUBJECT: Honorable Mayor and Members Joel M. Schlanger Monthly Financial Report of City Council Attached is a copy of the financial report for the month of January, 1987. JMS: dp rector ~ GENERAL FUND CONTINGENCY BALANCE AS OF JANUARY 31, 1987 Contingency Reserve: Balance July 1, 1986 Citizens' Request for Service Commissioner of Revenue City Clerk Finance Municipal Auditing City Attorney Planning Circuit Court Clerk of Circuit Court Director of Human Resources City Attorney Contingency Balance Mowing Equipment Advertising Disability Insurance Disability Insurance Diaability Insurance Disability Insurance Administrative Supplies Computers Reimbursement of Court Funds Study of Homeless Settlement of Claims $( 5,000) 11,5003 1,3113 3,203) 2,706) 2,792) 358) 4,875) 5,000) 6,000) 5~000) $ 237,542 ( 4737453 $ 189 797 2 CITY OF ROANOKE WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDED JANUARY 31, 1987 Operating Revenue: Commercial Sales Domestic Sales Industrial Sales Town of Vinton Roanoke County Customer Services Customer's Work Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services General Expenses Pumping Stations and Tanks Purification Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Rents Miscellaneous Bad Debt Collections Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Transfer to Other Funds Interest Expense Total Non-Operating Income Net Income 1986 $ 577,525 878,979 66,505 20,866 430,451 152,249 101419 2,136,994 408,566 794,508 244,172 130~278 1;577;524 559,470 344~288 215~182 104,212 2,438 11,183 31832 121 ;665 336,847 57,010 21~622 78~632 $ 258~215 1985 $ 565,753 837,162 72,476 29,774 708,136 142,289 11~700 2~367~290 392,622 601,472 234,315 121~769 1~350~178 1,017,112 339~077 678~035 109,671 4,312 636 5~855 120~474 798,509 39,000 271106 66~106 $ 732~403 WATER FUNO CONTINUED Capital Outlay Not Included in Operating Expenses: Project Vehicular Equipment S.W. Trunk Line (Phase 4) 12 Line Shadwell 16 Line G.C. Tank #3 New Services Hyd. Lines Unidentified Plant Replacement Fire Hydrants FC Cenerator Replacement CCFP Storm Windows Franklin Road Pump Station Franklin Road Tank Loop Franklin Road Tank Land G.C. #1 Tank Painting Salem Interconnect PS FY85 Projects Design FY86 Projects Design Franklin Road Tank Watershed Protection Carvins Cove Total Year to Date Expenditures $ 14,691 23,826 175 37,525 203,783 130,712 7,009 21,131 18,618 61,495 141,251 11,371 18,167 3,650 13,791 6,561 33,830 196~412 $ 943~998 CITY OF ROANOKE SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDED JANUARY 31, 1987 Operating Revenue: Sewage Charges - City Sewage Charges - County Sewage Charges - Vinton Sewage Charges - Salem Customer Services Sewage Charges - Botetourt County Interfund Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Administrative and Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Miscellaneous Bad Debt Collections Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expenses Interest Expense Net Income 1986 $2,285,279 466,135 109,879 484,603 47,873 22,757 %057 3~420~583 661,520 2~038~997 2~700a517 720,066 504~580 215~486 131,008 17,035 %963 15S~006 368,492 81t395 287t097 1985 $2,286,002 563,518 121,246 420,684 33,452 20,885 3~170 3~448~957 678,348 1~7041143 2~382~491 1,066,466 475~274 591~192 125,243 18,787 7~694 151~724 742,916 91~923 $ 65%993 7 SEWAGE TREATMENT FUND CONTINUED Capital Outlay Not Included in Operating Expenses= Project Other Equipment Construction - Structures Flood Relief FYSS Project Design Williamson Road West Sewer Project FYS6 Project Design Mud Lick Sewer Land Purchase STP Land Acquisition Cove Road Land Acquisition Dogwood Lane Total Year to Date Expenditures $ 40,481 500 314,342 148 22,262 4,153 2,167 7,950 61,230 8~500 $ 461 ~73_I~3 CITY OF ROANOKE REGIONAL AIRPORT FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDED JANUARY 31, 1987 Operating Revenue: Landing Fees Building and Equipment Rentals Terminal Building Rentals Other Property Rentals Advertising Commissions Fuel and Oil 5ales Commissions Miscellaneous Fees Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Exp. Before Depreciation Operating Income Before Depreciation Less: Depreciation Operating Income Add: Non-Operating Income Interest on Investments Miscellaneous Total Non-Operating Income Income Before Non-Operating Expenses Less: Non-Operating Expense Interest Expense Net Income 1986 $ 235,615 94,479 116,200 22,315 13,464 830,513 20,924 18~728 1~352~238 228,453 636~879 865t332 486,906 317~180 169~726 154,872 15%872 324,598 66~296 $ 258~302 1985 $ 205,819 111,548 114,739 16,939 11,719 790,712 18,447 26~866 1~296~789 221,348 583~606 80%954 491,835 335~718 156:117 154,323 5~500 159~823 315,940 11~496 30%444 9 REGIONAL AIRPORT FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Other Equipment Overlay CA & T/W Unidentified Construction Repaint R/W & T/W Markings Roof Repairs - Replacement Fencing - New & Replacement AlP #01 Airport Master Plan Terminal Building Additions Noise Protection & Soundproofing Burton - Clear Zone Property Aviation Drive Widening Auto Transfer Switch Year to Date Expenditures $ 4,248 33,677 840 4,150 12,908 2,475 71,290 1,171 320,844 43,658 79,511 125,404 12~417 Total iO CITY OF ROANOKE CIVIC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDED JANUARY 31, 1987 Operating Revenue: Rentals Perking Fee Event Expenses Advertising Admissions Tax Commissions Total Operating Revenue Less: Operating Exp. Before Depreciation Administrative: Personal Services Utilities and Communications Administrative Expenses Promotional Expenses: Personal Services Services and Charges Total Operating Exp. Before Depreciation Operating (Loss) Before Depreciation Less: Depreciation Operating (Loss) Add: Non-Operating Income Interest on Investments Miscellaneous Total Non-Operating Income Net (Loss) $( 1986 165,716 32,703 40,391 10,414 28,919 32)319 310)462 265,885 180,990 337,170 23,314 2~525 809~884 499,422) 177~942 677~364) 29,605 2~928 32)533 64%831) 1985 $ 177,875 37,312 61,271 2,410 51,348 53)633 383~849 257,133 177,411 264,764 29,670 5~638 734)616 ( 350,767) 189)077 ( 539~844) 29,147 1,186 30,333 $ (so9,sl~l) 11 CIVIC CENTER FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project Equipment Total Year to Date Expenditures $ 93~059 ~ 93;059 CITY OF ROANOKE INTERNAL SERVICE FUND COMPARATIVE INCOME STATEMENT FOR THE 7 MONTHS ENDED JANUARY 31~ 1987 Operating Revenue: Charges for Services Total Operating Revenue Less: Operating Exp. Before Depreciation Personal Services Operating Expenses Total Operating Expenses Before Depreciation Operating Income (Loss) Before Depreciation Less: Depreciation Operating )ncome (Loss) Add: Non-Operating Income Transfer from Water Interest on investments Total Non-Operating income Net Income (Loss) 1986 $3~506~135 3~506)135 2,013,230 935~544 2~948~774 557,361 232~687 324)674 57,010 8~330 65m340 $ 390)014 1985 $2;684~514 2;68%514 1,967,372 751)269 2;718)641 (34,127) 221;272 (255:399) 26~051 26~051 $ (229)348) INTERNAL SERVICE FUND CONTINUED Capital Outlay Not Included in Operating Expenses: Project CIS - Other Equipment Motor Vehicle Maintenance - Furniture & Equipment Motor Vehicle Maintenance - Other Equipment Utility Line Service - Construction Structures Utility Line Service - Other Equipment Utility Line Service - Furniture and Equipment Total Year to Date Expenditures $ 135,642 5,968 2,811 8,393 179,243 3)562 $ 335~619 CITY OF BOANDKE, UIDGINIA CITY TREASURED'S OFFIDE GENERAL STATEMENT OF ACCOUNTABILITY FOR MONTH ENDEO JANUARY 91, 1987 TO THE DIRECTOB OF FINANCE: GENERAL STATEMENT OF ACC0UNTABILITY OF THE CITY TBEASUNE8 DF THE CITY FOR THE FUNDS OF SAID CITY THE MONTN ENOEO JANUARY 31, 1987. OF ROANOKE, VIRGINIA FUND BALANCE AT RECEIPT5 DEC. 31, 1986 OENERAL $O?BD,3DB.38 SD,48D,VB7.78 CAPITAL $17,251,474 44 $1,838,445.8T DEBT SERVICE $685,Q48.19 s82§,871.88 WATEO $8,596,388.64 $897,007.68 SEWACE TBEATMEMT $3,652,683.56 $480,T10.31 AIRPOBT $4,375,736.00 $333,565.07 CIOIC CCNTER $07D,091.03 $78,754.95 INTERNAL SEOUICE $737,48867 $199,603.83 PAYROLL $11),D08.I4 $6,148,567.17 PUBLIC ASSISTANCE $6,308.49 $854,781.68 FIFTH DIST CONSORTIUM ($67,758.87) $805,506.67 GRANT PROGRAMS ($1,306,976.99) $693,433.88 DISBURSENENTS $8,830,175.43 $1,311,8%.88 $D89,885.00 $445,848 78 $862 492.13 S801 838.90 $176 315.40 $480 095.69 $6,1§8 304.34 $886 911.89 $184 548.38 $970 986.16 BALANCE AT BALANCE AT JAN. 31, 1987 JAN. 31, 1986 $3,076,068.60 $1,888,173.48 S17,178,688.89 $84,615,945.11 $1,161,095.01 $1,859,873.08 $8,448,153.60 $8,697,895.97 $3,870,901.74 $3,808,178.54 $4,508,068.17 $3,608,006.81 $474,§30.S8 $388,053.08 $456,990.81 $466,746.73 $111,588.97 $144,809.78 $34,178.88 $7,391.33 $13,805.95 $104,348.58 ($1,§84~469.63) $1,384,487.89 TOTAL $32,040,066.18 $19,179,55T.18 $19,470,766.83 $31,748,856.42 $40,355,253.60 CERTIFICATE ! HERESY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, RIRGINIA, FOR THE FUN05 OF THE VARIOUS ACCOUNT5 THEREOF FO0 THE MONTH ENOINC JANUARY 3I, 1987 THAT 5AID FOREGOING: CERTIFICATES UNITED STATES CASH OF DEPOSITS SECUNITIES CASH IN HAND CASH IN DOMINION BANK CASH IN COLONIAL AMERICAN NATIONAL BANK INVESTNENTS ACQUIRED FROM COMPETITIVE PROPOSALS: DOMINION BANK COLONIAL AdERICAN NATIONAL BANK SOVRAN BANK ONIT£D VIQGINIA BANK BANK [~F VIRGINIA CENF~AL FIDELITY $80,084.44 $I,057,849.01 $111,588.97 TOTALS $80,084.44 $I,057,849.01 $111,§82.97 $3,000,000.00 $8,500,000.00 S11,§00,000.00 $3,000,000.00 $3,000,000.00 S0.00 $6,000,000.00 S6,000,000.00 $0.00 S10,000,000.00 S10,000,000.00 ,l,Al.~ $1,848,856.42 $82,000,000.00 $B,§O0,O00.OO $D1,748,856.48 DATE "RUA,Y I1,19BT _ CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 7 MONTHS ENDED JANUARY 31, 1987 REVENUE City's Contributions Investment Income Cain on Sale of Investments Income from Bond Discount Amortization Total Revenue 1987 $ 2,707,630 2,157,648 2,680,945 83t406 $ 7~629~629 1986 $ 2,705,613 2,031,791 1,931,733 66~671 $ 6~735~808 EXPENSES Pension Payments Com~i ssi OhS Active Service Death Benefit Expense from Bond Premium Amortization Insurance Expense Administrative Expense Total Expenses Net Income Year to Date $ 2,282,789 99,302 12,879 115,937 3,296 114~276 2~62%479 $ 5~001~150 $ 2,246,487 179,637 17,503 58,221 3,296 89~269 2~594~413 $ 4;141~395 CITY OF ROANOKE PENSION PLAN BALANCE SHEET AS OF JANUARY 31, 1987 ASSETS Cash Investments (at cost): (market value - 1987 $84,359,395 and 1986 $68,379,710) Prepaid Expenses Total Assets 1987 $ 10,041 72,799,321 7~534 $72~816~896 1986 $ 625 61,574,380 13~184 $61~588;189 LIABILITIES AND FUND BALANCE Accounts Payable Current Liabilities Fund Balance, July 1 Net Income Year to Date Fund Balance Current Liabilities and Fund Balance $ 67,815,746 5;001t150 72t816t896 $72~816~896 $ 11,179 11t179 57,435,615 4:141~395 61~577;010 $81~588:189 CAPITAL PROJECTS FUND CAPITAL IMPROVEMENT RESERVE BALANCE JANUARY 31, 1987 Balance July 1, 1986 Ord.No. 28255 28262 28276 28290 28301 28303 CMT CMT CMT 28364 28376 28466 28468 28470 28472 28475 28483 CMT CMT CMT CMT Mill Mountain Improvements Walnut Avenue Bridge Jail Pods Lick Run Retention Pond Fifth Street Bridge Mason Mill Bridge Mill Mountain Zoo Mill Mountain Zoo Mill Mountain Zoo Sports Complex Parks Improvements Main Street Bridge Washington Park Box Culvert Washington Park Box Culvert Storm Drains Storm Drains Lick Run Flood Assistance Lick Run Flood Assistance Lick Run Flood Assistance Lick Run Flood Assistance Lick Run Flood Assistance Balance as of January 31, 1987 $10,519,170 147,500) 70,375) 389,600) 641,110) 43,040) 261,575) 4,085) 4,000) 4,519) 49,000) 113,000) 87,093) 97,699) 435,908) 75,000) (1,387,465) 148,100) 5,000) 5,000) 5,000) 5~000) $ 6~540~101 (1) Appropriated from General Revenues: Washington Park Storm Drain Storm Drain Excess Appropriations Williamson Rd. Storm Drain Appropriations $ 948,712 1,025,167 8,085 1~259~736 3~241~700 Transfers/ Expenditures $ 706,226 945,490 8,085 904~156 2~563~957 $ 242,486 79,677 355~580 677~743 Public Improvement, Series 1985 Bond Proceeds: Storm Drains Streets and Bridges Schools Parks Buildings Balance 8,978,500 3,858,000 2,307,500 1,406,000 850~000 17~400~000 $20~641~700 5,813,420 2,503,622 1,614,600 1,406,000 200~000 11~537~642 $14~101a599 3,165,080 1,354,378 692,900 650~000 5~862~358 $ 6a540a101 (1) GENERAL FUND BUDGET ANALYSIS AS OF JANUARY 31~ 1987 Sources of Funds: Original Revenue Estimate for Fiscal Year Revenue Estimate Changes: Ord. No. Revenue Type 28313 Grants-in-Aid 28358 Grants-in-Aid 28292 Grants-in-Aid 28374 Grants-in-Aid 28421 Miscellaneous 28450 Grants-in-Aid 28456 Miscellaneous 28493 Grants-in-Aid 28515 Grants-in-Aid Federal Government Commonwealth Commonwealth Federal Government Commonwealth (Personnel Lapse) Commonwealth Commonwealth (Personnel Lapse) Designated Fund Balance Appropriated Reserve for Prior Year Encumbrances Total Sources of Funds Appropriations: Original Appropriation Budget for Fiscal Year Ord. No. Department Purpose 28270 Various 28265 City Manager 28313 Police Patrol 28313 Police Patrol 28313 Fire Suppression 28324 Com. Attorney 28324 Transfer to Grant Fund 28332 Com. of Revenue 28332 General Fund Contingency 28353 Schools 28353 Transfer to Grant Fund 28358 Com. Attorney 28362 City Clerk 28292 Juv. Det. Home 28292 Juv. Prob. House Reappropriation of Prior Year Encumbrances Vehicle Salaries Salaries Salaries Local Match Local Match Advertising Advertising Local Match Local Match Equipment Equipment Equipment Equipment $117,964,797 $ 387,387 5,500 4,807 31,338 124,946 (24,900) 15,000 9,212 (761700) 476)590 117,964,797 $1,147,671 18,417 (1 387,387 79,659 (1 467,046 (1 6,575) 6,575 11,500 11,500) 26,871) 26,871 5,500 9,536 (1 2,597 921 $118,441,387 1,011,180 (1) 1~147~671 120)600)238 Ord. No. Department 28292 Crisis Interv. 28374 Library 28421 Transfer to Capital Fund 28430 School Board 28433 Director of Human Reaources 28433 Congingency Reserve 28450 Various 28450 Personnel Lapse 28456 Library 28464 School Board 28464 Transfer to Grant Fund 28470 Police Patrol 28470 Fire Suppression 28470 Transfer to Capital Fund 28487 School Board 28493 Juv. Detention Home 28493 Youth Haven 28493 Crisis Intervention 28503 Various 28503 Non-Departmental 28503 Non-Departmental 28503 Non-Departmental 28515 Various 28515 Personnel Lapse Purpose Equipment $ 1,289 Equipment Grant 31,338 Flood Damage Reimbursement 124,946 Equipment 392,977 (1) Fees for Professional Serv. 6,000 Fees for Professional Serv. ( 6,000) Personnel Lapse (187,400) Personnel Lapse 162,500 Paging System 15,000 Local Match ( 10,000) Local Match 10,000 Salaries (467,046) Salaries (467,046) Washington Park Box Culvert 934,092 Equipment 43,545 (1) USDA - Equipment 4,462 USDA - Equipment 2,038 USDA - Equipment 2,712 Fringe Benefits (205,816) W/C Wages 44,171 W/C Medical 112,466 Termination Leave 49,179 Salary Lapse (239,200) Salary Lapse 162,500 Undesignated Fund Balance June 30, 1986 2~635~441 120~600~238 $ - 0 - CITY OF ROANOKE GENERAL FUND STATUS OF FUND BALANCE AS OF JANUARY 31, 1987 Balance July 1, 1986: From FY85 From FY86 Appropriations: Ord. No. Department 28265 28362 28430 28487 City Manager - Vehicle City Clerk - Word Processor School Board - Equipment School Board - Equipment CMERP City Administration School Administration $ 33,319 $ 877;646 601~347 910;965 601;347 18,417) 9,536) ( 392,977) ( 43~545) Balance January 31, 1987 $ 883;012 $ 164;825 CAPITAL PROJECTS FUND INTEREST INCOME ANALYSIS JANUARY 31, 1987 Date 7/1/85 7/28/86 8/25/86 8/25/86 10/13/88 10/13/86 Ord. No. 28276 28326 28329 28395 28396 Description Balance Available July 1, 1986 Jail Pods (Wiley Drive Ext.) RCIT Roadway RCIT Site Preparation Herahberger Park RCIT Site Preparation Interest Earned Through 1/31/87 Balance Available 1/31/87 $(100,000.00) (117,972.00) (39,996.00) ( 8,700.00) (149~515.00) Balance $2,563,746.18 (416,183.00) 705~684.05 $2~853~247.23 Office of the City Cle~ February 25, 1987 File #9 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: ! am attaching copy of Ordinance No. 28540, authorizing the City's acquisition of a certain 9.436 acre parcel in conjunction with terminal development at the Roanoke Regional Airport Woodrum Field, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 23, 1987. Si ncerely, Mary F. Parker, CMC City Clerk MFP:ra Enc, cc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Kit ~. Kiser, Director of Utilities and Operations Mr. Robert C. Poole, Manager, Airport Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Room 456 Munlci~al Building 215 C~urch Avenue, S.W. Roanc~e, Virginia 240t t (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 23rd day of February, 1987. No. 28540. AN ORDINANCE authorizing the City's acquisition of a certain 9.436 acre parcel in conjunction with terminal development at the Roanoke Regional Airport Woodrum Field; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager and the City Clerk are authorized to execute and attest respectively on behalf of the City an appropriate contract in form approved by the City Attorney pro- riding for the purchase by the City of a certain 9.436 acre tract at the sale price of $849,240.00 as set forth in the report to this Council dated February 17, 1987, and the proper City offi- cials are hereby further authorized to take such action as may be necessary to fulfill the purchase contract and complete the City's acquisition of said parcel. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinanee shall be in full force and effect upon its passage. ATTEST: City Clerk. Roanoke, Virginia February,3', 1987 Ronorable Mayor and Members of City Council Roanoke, Virginia Dear M~mbere of Council: Subject: Land Acquisition, Terminal Development I. Back,round: Airport Master Plan and Terminal Area Plan identified the need to acquire 9.436 acres for future Terminal Development from Towne Square Joint Venture. Federal and State srants have been executed for Terminal Development Phase I which includes acquisition of this pro- perty· II. Current situation is: City Administration has offered to purchase the 9.436 acres for the appraised fair market value of $849~240.00, subject to City Council's approval and subject to approval of four (4) sale conditions. It is recognized that part of the 9·436 acres may be temporarily used for a limited access right-of- way or easement for the remaining property of Towne Square Joint Venture. Towne Square Joint Venture has accepted the City's offer in accordance with the attached letter of acceptance dated January 23, 1987. III. Issues: A. Need B. Fundin~ C. Timin~ IV. Alternatives: City Council authorize the appropriate City officials to acquire in fee simple a 9.436 acre parcel, from Towne Square Joint Venture in the amount of $849~240.00 and execute a sale contract delineating the conditions outlined in the attached letter of acceptance. Need has been established for the future relocation of Aviation Drive with an expansion area for parking as it relates to the new terminal building project. Page 2 Fundin{ is available in the Airport Fund, AIP-06 Grant, Terminal Building Development Phaee I, Account number 004~056-8556-9050. Timin{ is important as the City has been given a March 15, 1987, closing date by the property owners. (See attachment to letter dated January 6, 1987.) B. City Council not authorize the acquisition of the 9.436 acre parcel from Towna Square Joint Venture. Need would still exist for future relocation of Aviation Drive with an expansion area for parking as it relates to the new terminal building project. Funds would not be spent at this time and a grant amend- ment would be required to use money designated for Land acquisition on some other item of work or deobligated back to the funding source· 3. Timin~ of resolving the issue with the developer is not realized. Recommendation: City Council authorize the acquisition of a 9.436 acre parcel from Towne Square Joint Venture in the amount of $849~240.00 in accordance with Alternative "A". WRH/JGB/mm cc: City Attorney Director of Finance z Director of Utilities & Operations Airport Manager City Engineer Respectfully submitted, W. Robert Rerbert City Manager SOUTH PLAZA SHOPPINGCENT~R · ~NOLENSVJLLEROAD · NASHVILLE. TENNE~EE37211 TELEPHONE St 5-~33-7114 January 23, 1987 Mr. Kit B. Kiser, Director Utilities $ Operations Room 35#, Municipal Building 215 Church Avenue SW Roanoke, Virginia 2u,01! RE: Airport Improvement Program, Grant No. AlP 00#$-06 Towne Square Shopping Center, Roanoke, Virginia Dear Mr. Kiser: Enclosed please find executed copy of your redrafted stipulations I posed in my December 23rd letter to you. Sincerely, version of the four BARRY E. DOTSON g ASSOCIATES, INC. Senior Vice President RAM/trk Enclosure MEMBER OF THE INTERNATIONAL COUNCIL OF SHOPI~NG CENTERS COPY D~re,<zo' o1' ~hnes ~ C)j:~'am¢~ January 6, 1987 Mr. Robert A. Martin Senior Vice President Barry Dotson & Associates, 5556 Nolensville Road Nashville, Tennessee 37211 Inc, Dear Mr. Martin: Re: Airport Improvement Program, Grant No. AIP 0045-06 Towne Square Shopping Center, Roanoke, Virginia Thank you for your December 23, 1986 acceptance of our offer, subject to City Council approval, for the 9.436 acre tract of land. You may be right that a contract is warranted in this instance, in this regard, I have redrafted a preferred version of the four stipulations you posed in your December 23 letter. This redraft, copy enclosed for your consideration and subject to Council's aporoval, reflects the follow- ing basic premises: i. Roanoke City may transfer its assets and ;wnership in the airport to an Authority or Commission. 2. There should be a time limit on any right ~f :irst re'usa) in order to reasonably track cne reci~ie~z~ ~ t-sle r~n~S The right-of-way question is not 'o Jec~:ct ~;'~ ;"e ~a~r market value purchase but to guarantee r,;~ ~jrn ]el~ access from north bound Aviation 3rive t~c [n order to expedite the conveyance, it may be Jse~ul to include the conveyance of the 9.436 acre oarcel along with the l~:~tted access right-of- way on the final suPdivision plot. if oossible, we will ~hen coordinate Cne recordation of the plot with the deed of conveyance. This would insure your limited access via the publicly dedicated street. Please advise if this understanding and language is acceptable to you. If so, please denote your acceptance below and return a copy of this letter tO me. I will then ask our City Attorney to send you a sales contract. Mr. RoDert A. Martin January 6, 1987 Page 2 Thank you. Respectfully, Kit B. Ktser, Director Utilities & Operations KBK:afm Attachment cc: Mr. Mark Williams, Assistant City Attorney Accepted by: Robert A. Martin Senior Vice President for Barry E. Dotson & Assoc. & Towne Square Joint Venture The seller shall have the right of first refusal for five years to repurchase the property for the then Cair market value should the City or its assignee determine the "property" is not needed for airport purposes. The City or its assignee will not use the property for any use other than airport purpose for a period of 5 years after purchase without first giving the seller the right of first refusal in ac- cordance with paragraph ~1. 3. The sale shall be closed on or before 14arc~ I5, 1987 contingent upon free and clear title delivered by the seller. This sale is contingent upon Towne Square Joint Venture being per- mitted to dedicate to the City and to improve to City standards the public street across the property shown on the preliminary plat for Towne Square dated July 1, 1986. The only access to this street shall be by right turn for northbound traffic on Aviation Drive, as will be shown on the final plat of subdivision. In the event that it is ever necessary to relocate Chis street, the City shall insure that the same level of right turn access from Aviation Drive is provided.