HomeMy WebLinkAboutCouncil Actions 04-19-04
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36657-041904
ROANOKE CITY COUNCIL
REGULAR SESSION
APRIL 19, 2004
2:00 P.M.
CITY COUNCIL CHAMBER
AGENDA
1. Call to Order--RoII Call. (All Council Members were present.)
The Invocation was delivered by Elizabeth Hutcheson Fetter, Presiding
Clerk, the ReligiOUS Society of Friends.
The Pledge of Allegiance to the Flag of the United States of America
was led by Mayor Ralph K. Smith.
Welcome. Mayor Smith.
NOTICE:
Meetings of Roanoke City Council are televised live on RVTV Channel 3.
Today's meeting will be replayed on Channel 3 on Thursday, April 22, 2004,
at 7:00 p.m., and Saturday, April 24, 2004, at 4:00 p.m. Council meetings
are now being offered with closed captioning for the hearing impaired.
1
ANNOUNCEMENTS:
THE PUBLIC IS ADVISED THAT MEMBERS OF COUNCIL RECEIVE THE CITY
COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS,
ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE
COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF
INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF
ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S
OFFICE, ROOM 456, NOEL C. TAYLOR MUNICIPAL BUILDING, 215 CHURCH
AVENUE, S. W., OR CALL 853-2541.
THE CITY CLERK'S OFFICE PROVIDES THE MAJORITY OF THE CITY COUNCIL
AGENDA ON THE INTERNET FOR VIEWING AND RESEARCH PURPOSES. TO
ACCESS AGENDA MATERIAL, GO TO THE CITY'S HOMEPAGE AT
WWW.ROANOKEGOV.COM.CLlCK ON THE ROANOKE CITY COUNCIL ICON,
CLICK ON MEETINGS AND AGENDAS AND DOWNLOAD THE ADOBE
ACROBAT SOFTWARE TO ACCESS THE AGENDA.
ALL PERSONS WISHING TO ADDRESS COUNCIL ARE REQUESTED TO
REGISTER WITH THE STAFF ASSISTANT WHO IS LOCATED AT THE ENTRANCE
TO THE COUNCIL CHAMBER. ON THE SAME AGENDA ITEM, ONE TO FOUR
SPEAKERS WILL BE ALLOTTED FIVE MINUTES EACH, HOWEVER, IF THERE ARE
MORE THAN FOUR SPEAKERS, EACH SPEAKER WILL BE ALLOTTED THREE
MINUTES.
ANY PERSON WHO IS INTERESTED IN SERVING ON A CITY COUNCIL
APPOINTED AUTHORITY, BOARD, COMMISSION OR COMMITTEE IS
REQUESTED TO CONTACT THE CITY CLERK'S OFFICE AT 853-2541, OR
ACCESS THE CITY'S HOMEPAGE AT WWW.ROANOKEGOV.COM. TO OBTAIN
AN APPLICATION.
2. PRESENTATIONS AND ACKNOWLEDGMENTS:
Presentations by The Center for Digital Government. Susan Benton, Director,
Strategic Initiatives.
File #3-1 75-301
2
Proclamation declaring April 18 - 24, 2004 as National Medical
Laboratory Week.
File #3
Proclamation declaring April 18 - 24, 2004 as National Library Week.
File #3-323
3.
CONSENT AGENDA
Approved (7-0)
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO
BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY
ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF
DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND CONSIDERED SEPARATELY.
C-1 Minutes of the regular meeting of Council held on Monday, March 1,
2004, recessed until Friday, March 5, 2004, recessed until Monday,
March 15,2004; and the regular meeting held on Monday, March 15,2004.
RECOMMENDED ACTION: Dispense with the reading of the
minutes and approve as recorded.
C-2 A communication from Mayor Ralph K. Smith requesting that Council
convene in a Closed Meeting to discuss vacancies on certain authorities,
boards, commissions and committees appointed by Council, pursuant to
Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended.
RECOMMENDED ACTION: Concur in the request.
Approved (7-0)
File #1 32
C-3 Qualification of Nancy F. Canova as a member of the Fair Housing
Board for a term ending March 31, 2007.
RECOMMENDED ACTION: Receive and file.
File #110-1 78
3
REGULAR AGENDA
4. PUBLIC HEARINGS: NONE.
5. PETITIONS AND COMMUNICATIONS:
a. A communication from Council Member Alfred T. Dowe, Jr., the City's
representative to the Roanoke Valley Regional Cable Television
Committee, transmitting the RVTV fiscal year 2005 budget.
Adopted Resolution No. 36657-041904. (7-0)
File #60-448
6. REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIEFINGS:
Electronic Voting Machines
Fiscal Year 2005 Proposed Budget
File #40-60
15 minutes
20 minutes
The City Manager introduced Carl S. Cooler, Building Commissioner, with the
Department of Planning, Building and Development, effective April 19, 2004.
ITEMS RECOMMENDED FOR ACTION:
1. Approval of Roanoke Neighborhood Advocates By-Laws and
Strategic Business Plan.
Adopted Resolution No. 36658-041904. (7-0)
File #488
2. Transfer and/or appropriation of funds in connection with the
Mill Mountain Water Project.
Adopted Budget Ordinance No. 36659-041904. (7-0)
File #67-468
4
3. Transfer and/or appropriation of funds in connection with
Grandin Road Streetscapes.
Adopted Budget Ordinance No. 36660-041904. (7-0)
File #514-554
4. Adoption of resolutions documenting the City's support of an
intersection improvement at Riverland Road, Bennington Street,
and Mt. Pleasant Boulevard; traffic signal systems equipment
upgrades; and inclusion of recently received safety grant funds
for enhancements to the proposed Lick Run Greenway crossing
at 10th Street, as required by the Virginia Department of
Transportation for inclusion in the State's Six-Year
Improvement Program.
Adopted Resolution Nos. 36661-041904,
36662-041904 and 36663-041904. (7-0)
File #20-77-379
5. Appropriation of $17,989.00 in connection with Outreach
Detention/Electronic Monitoring program activities.
Adopted Budget Ordinance No. 36664-041904. (7-0)
File #5-76-304
6. Acceptance of Virginia Department of Social Services funds, in
the amount of $42,500.00, for the Opportunity Knocks
Program.
Adopted Budget Ordinance No. 36665-041904 and
Resolution No. 36666-041904. (7-0)
File #72
7. Acceptance of an antique 1941 American LaFrance fire truck
from the Fire Brigade of the Kazim Shriners.
Adopted Resolution No. 36667-041904. (7-0)
File #68-70
5
b. CITY ATTORNEY:
1. Amendment of the City Code to eliminate the residency
requirement pertaining to one member of the Board of
Trustees, City of Roanoke Pension Plan.
Adopted Ordinance No. 36668-041904. (7-0)
File #24-110-429
2. Adoption of a measure supporting an application filed by Mr.
Will Webb with the Virginia Department of Transportation to
plant white oak seedlings along certain sections of 1-581 within
the City of Roanoke.
Adopted Resolution No. 36669-041904. (7-0)
File #77-240
3. Acceptance of a parcel of land located on the northeasterly side
of Williamson Road adjacent to Oakland Intermediate School for
school purposes.
Adopted Ordinance No. 36670-041904. (7-0)
File #68-467
7. REPORTS OF COMMllTEES:
a. Annual Report of the Architectural Review Board. Robert N. Richert,
Chair.
Received and filed.
File #249
b. Request of the Roanoke City School Board for appropriation and
transfer of funds to various school accounts; and a report of the
Director of Finance recommending that Council concur in the request.
Richard L. Kelley, Assistant Superintendent of Operations,
Spokesperson.
Adopted Budget Ordinance No. 36671-041904. (7-0)
File #60-467
6
8. UNFINISHED BUSINESS: NONE.
9. INTRODUCTION AND CONSIDERATION OF ORDINANCES
AND RESOLUTIONS.
a. A Resolution scheduling a special meeting of Council on Thursday,
April 29, 2004, at 7:00 p.m., in the City Council Chamber, for the
purpose of holding a public hearing on the proposed fiscal year 200S
budget.
Adopted Resolution No. 36672-041904. (7-0)
File #60-132
D. A Resolution scheduling a special meeting of Council on Thursday,
May 13, 2004, at 2:00 p.m., in the City Council Chamber, for the
purpose of adopting the City of Roanoke's fiscal year 2005 budget;
and appointment of two Trustees to the Roanoke City School Board.
Adopted Resolution No. 36673-041904. (7-0)
File #60- 11 0-467
10. MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and/or comments by the Mayor, Vice-Mayor and Members of
City Council.
Council Member Cutler commended the Roanoke City
Police Department - Citizens Police Academy, which was
named 2004 Agency of the Year by the National Citizens
Police Academy Association at the 7th Annual NCPAA
Convention in Austin, Texas.
File #5-80
Council Member Bestpitch advised that April is Child Abuse
Prevention Month and commended the Children's Advocacy
Center of the Roanoke Valley for their work in regard to
child abuse prevention.
File #80-304
7
The Mayor announced that Council will entertain comments
by citizens at the 7:00 p.m. Council meeting in regard to
applicants for the position of Roanoke City School Trustee.
Applicants are: Dennis Binns, Chris Craft, Robert Craig,
David Dabay, John Elliott, Roddy Hiduskey, Glenda Lee,
Alvin Nash, Courtney Penn, Samuel Robinson and Linda
Wright.
File #467
b. Vacancies on certain authorities, boards, commissions and
committees appointed by Council.
11. HEARING OF CITIZENS UPON PUBLIC MAlTERS:
CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS TO BE HEARD.
MATTERS REQUIRING REFERRAL TO THE CITY MANAGER WILL BE REFERRED
IMMEDIATELY FOR RESPONSE, RECOMMENDATION OR REPORT TO
COUNCIL.
12. CITY MANAGER COMMENTS:
The City Manager commended City employees who participated
in Citizens Appreciation Day on Saturday, April 17, 2004, at
Valley View Mall. She advised that Saturday, April 17, was also
Youth Services Day and commended the hundreds of young
people who volunteered their Saturday to give service to others
in the Roanoke community. She also advised that a service in
memory of Ms. Greta Evans was held on Saturday, April 17,
which offered the opportunity to celebrate the life and
contributions of Ms. Evans to the Roanoke community.
Ale #80-184-304-367
CERTIFICATION OF CLOSED SESSION. (7-0)
8
The following persons were appointed to City boards and
commissions:
Randy L. Leftwich
File #1 5-110-207
Human Services Committee,
to fill the unexpired term of
Cynthia S. Bryant, resigned,
ending June 30, 2004.
Michael W. Hanks
File #110-429
Board of Trustees, City of
Roanoke Pension Plan to
fill the unexpired term of
D. Duane Dixon, resigned,
ending June 30, 2004.
(Waived City residency
requirement.)
Nominated the following persons to serve on VML Policy
Committees:
Council Member Fitzpatrick - Transportation
Council Member Cutler - Environmental Quality
Council Member Dowe - Human Development and Education
Jesse A. Hall - Finance
William M. Hackworth - General Laws
File #1 7
THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL 7:00 P.M., IN THE
CITY COUNCIL CHAMBER.
9
ROANOKE CITY COUNCIL
REGULAR SESSION
APRIL 19, 2004
7:00 P.M.
CITY COUNCIL CHAMBER
AGENDA
Call to Order -- Roll Call. (All Council Members were present.)
The Invocation was delivered by Mayor Ralph K. Smith.
The Pledge of Allegiance to the Flag of the United States of America was led
by Mayor Smith.
Welcome. Mayor Smith.
NOTICE:
The Council meeting will be televised live by RVTV Channel 3 to be replayed
on Thursday, April 22, 2004, at 7:00 p.m., and Saturday, April 24, 2004, at
4:00 p.m. Council meetings are now being offered with closed captioning
for the hearing impaired.
10
PRESENTATIONS AND ACKNOWLEDGEMENTS: NONE.
A. PUBLIC HEARINGS:
1.(a) Citizen input regarding appointment of two Trustees to the Roanoke
City School Board for three year terms of office, commencing July 1,
2004 and ending June 30, 2007.
(b) Selection of persons to receive the formal interview on Thursday,
April 22, 2004, commencing at 4:30 p.m., in the Council Chamber.
As of 5:00 p.m., on Thursday, April 15, 2004, applications were
submitted by the following persons:
Dennis M. Binns
Chris H. Craft
Robert R. Craig
David M. Dabay
John W. Elliott, Jr.
Roddy L. Hiduskey
Glenda D. Lee
...-Alvin L. Nash
Samuel Robinson
.A:inda F. Wright
Linda F. Wyatt (Withdrawn)
The deadline for receipt of applications was Monday, April 19, 2004,
at 12:00 p.m.
Council adopted a motion to convene in Closed Session to
discuss two vacancies on the Roanoke City School Board,
pursuant to Section 2.2-3711 (A)(1), Code of Virginia
(1950), as amended. (Council Member Wyatt abstained
from voting.)
File #110-132-467
11
2. Request of Echo Sentinel Group, LLC, to repeal conditions approved
pursuant to Ordinance No. 35070-100200 and to replace such
conditions with new proffered conditions, with regard to property
located at 3509 Peters Creek Road, N. W., identified as Official Tax
No. 6421133. Joseph Lohkamp, Co-Owner, Spokesperson.
Adopted Ordinance No. 36674-041904. (7-0)
File #51
3. Extension of an existing lease with the United States Federal
Government, General Services Administration, of a portion of City-
owned property known as the Commonwealth Building, located at 21 0
Church Avenue, S. W., for office space through October 31, 2004.
Darlene L. Burcham, City Manager.
Adopted Ordinance No. 36675-041904. (7-0)
File #166-373-524
4. Proposed conveyance of portions of City-owned property located at
the intersection of Yellow Mountain Road and Jefferson Street, S. E.,
Official Tax No. 4060S02, to Carilion Medical Center for expansion
purposes. Darlene L. Burcham, City Manager.
Adopted Ordinance No. 36676-041904. (7-0)
File #68-166-221
5. Proposed conveyance of a ten-foot by ten-foot easement across City-
owned property located in Jackson Park, S. E., Official Tax No.
4130501, to Roanoke Gas Company for relocation of an eight-foot
high relief valve from the northern side of Morningside Street.
Darlene L. Burcham, City Manager.
Adopted Ordinance No. 36677-041904. (7-0)
File #28-166-458
12
6. Proposed conveyance of a perpetual five foot wide by 130 foot long
easement across City-owned property located at Franklin Road, S. E.,
Official Tax No. 4016004, to Cox Communications, Inc., to provide
telecommunications service to the building located at 111 Franklin
Road, S. E. Darlene L. Burcham, City Manager.
Adopted Ordinance No. 36678-041904. (7-0)
File #28-166-448
B. HEARING OF CITIZENS UPON PUBLIC MAlTERS:
CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS TO BE HEARD.
MATTERS REQUIRING REFERRAL TO THE CITY MANAGER WILL BE REFERRED
IMMEDIATELY FOR RESPONSE, RECOMMENDATION OR REPORT TO
COUNCIL.
Mr. Robert Gravely, 729 Loudon Avenue, N. W., expressed concern with
regard to legal issues, growth of the City of Roanoke based on the work of
its citizens, the need for more jobs leading to a reduction in crime, respect
for the work of people, compassion for people which will cause more
persons to want to live in the Roanoke area, an improved relationship with
the City's workforce, and the need for a program that will empower
employees to do their jobs in a better way.
File #5-66
The meeting was declared in recess for one Closed Session.
Certification of Closed Session (6-0 - Council Member Wyatt was absent.)
Council voted to interview the following persons for the position of
Roanoke City School Trustee on Thursday, April 22, 2004, beginning at
4:30 p.m., in the Council Chamber: Alvin L. Nash, Courtney A. Penn and
Linda F. Wright.
File #467
THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL THURSDAY, APRIL
22,2004, AT 4:30 P.M., IN THE CITY COUNCIL CHAMBER, NOEL C. TAYLOR
MUNICIPAL BUILDING, 215 CHURCH AVENUE, S. W., FOR ROANOKE CITY
SCHOOL BOARD INTERVIEWS.
13
Adopting Resolution No. 36679-042204 changing the time of
commencement of the regular meeting of City Council scheduled to be
held at 9:00 a.m., on Monday, May 3, 2004.
SCHOOL BOARD INTERVIEWS WILL BE BROADCAST ON RVTV CHANNEL 3 ON
MONDAY, APRIL 26, 2004, AT 11 :00 A.M., AND TUESDAY, MAY 4,2004, AT
8:00 P.M.
14
JV
WHEREAS, the health and well-being of each of the citizens of our great city
are of the utmost importance to the prosperity and livelihood of the
families in the Roanoke community; and
WHEREAS, medical laboratory professianals, including pathologists, medical
technologists, cytotechnologists, histotechnologisl, medical
laboratory technicians, histologic technicians and phlebotomists
are invaluable members of/he patient health care team; and
WHEREAS, medical laboratory professionals perform and evaluate medical
laboratory tests to detect, diagnose, monitor treatment, help
prevent diseases and save countless lives each day; and
WHEREAS, the maintenance of today's exacting medical standards and
progress toward improvement in the quality of laboratory services
depends on the dedicated efforts of professional dinicallaboratory
science practitioners.
NOW, THEREFORE, I, Ralph K. Smith, Mayor of the City of Roanoke, Virginia,
recognize and commend the numerous medical laboratory professionals
throughout the Roanoke area for their significant contributions to sustaining a
high standard of health care and, do hereby proclaim April 18 - 24, 2004,
throughout this great All-America City, as
NATIONAL MEDICAL LABORATORY WEEK.
Given under our hands and the Seal of the City of Roanoke this sixteenth day of
April in the year two thousand andfour.
. ArrEST:
~~j.~~.~
Mary F Parker
City Clerk
Ralph K. Smith
Mayor
r-
WHEREAS, our nation's public, academic and school libraries provide equity
of access /0 library users regardless of age, income and
socioeconomic background; and
WHEREAS, libraries playa vital role in providing millions of people with the
resources needed both in print and on-line to live, learn and work
in the 2 r' century; and
WHEREAS, libraries are port of the American Dream -- places far
opportunity, education, self-help and lifelong learning; they are a
key player in the national discourse on intellectual freedom, equity
of access and narrowing the "digital divide; and
WHEREAS, increased awareness and support for libraries, librarians and
library workers are needed to raise the visibility in a positive
context and to communicate why libraries are unique and valuable
and how librarians provide the information literacy skills required
to succeed throughout life; recruitment to the profession of
librarianship is encouraged to maintain the position's vitality in
the changing workplace.
NOW, THEREFORE, J, Ralph K. Smith, Mayor af the City of Roanoke, Virginia,
encourage the citizens in the Roanoke area to take advantage of the
variety of library resources available through the Roanoke Valley
consortium and commend dedicated library worfcers for providing
valuable services to the community, and do hereby proclaim April /8 - 24,
2004, thraughoutthis great All-America City, as
NATIONAL UBRARY WEEK.
Given under our hands and the Seal of the City of Roanoke this nineteenth day of
April in the year two thousand andfour.
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
A TTESr:
/l-t~ f p~
REGULAR WEEKLY SESSION----ROANOKE CITY COUNCIL
March 1, 2004
9:00 a.m.
The Council of the City of Roanoke met in regular session on Monday,
March 1, 2004, at 9:00 a.m., the regular meeting hour, in the Emergency
Operations Center Conference Room, Room 159, Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., City of Roanoke, Virginia, with Vice-
Mayor C. Nelson Harris presiding, pursuant to Chapter 2, Administration,
Article II, City Council, Section 2-15, Rules of Procedure, Rule 1, Reaular
Meetinas, Code of the City of Roanoke (1979), as amended, and pursuant to
Resolution No. 36193-010603 adopted by Council on January 6, 2003, which
changed the time of commencement of the regular meeting of Council to be
held on the first Monday in each month from 12:15 p.m. to 9:00 a.m.
PRESENT: Council Members C. Nelson Harris, Linda F. Wyatt, William D.
Bestpitch, and M. Rupert Cutler-------------------------------------__4.
ABSENT: None-------------------------------------------_____O.
(Mayor Ralph K. Smith and Council Members Alfred T. Dowe, Jr., and Beverly T.
Fitzpatrick, Jr., arrived late.)
OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker,
City Clerk.
CITY COUNCIL: A communication from Mayor Ralph K. Smith requesting
that Council convene in a Closed Meeting to discuss vacancies on certain
authorities, boards, commissions and committee appointed by Council,
pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended, was
before the body.
Mr. Bestpitch moved that Council concur in the request of the Mayor that
Council convene in a Closed Meeting as above described. The motion was
seconded by Mr. Cutler and adopted by the following vote:
AYES: Council Members Wyatt, Bestpitch, Cutler and Vice-Mayor Harris-4.
NAYS: None----------------------____________________________O.
(Mayor Smith and Council Members Dowe and Fitzpatrick were not present
when the vote was recorded.)
ckwbllminUles04\0301044I1>drafl
CITY COUNCIL-CITY PROPERTY: A communication from the City Manager
requesting that Council convene in a Closed Meeting to discuss disposition of
publicly-owned property, where discussion in open meeting would adversely
affect the bargaining position or negotiating strategy of the public body,
pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended, was
before the body.
Mr. Bestptich moved that Council concur in the request of the City
Manager that Council convene in a Closed Meeting as above described. The
motion was seconded by Mr. Cutler and adopted by the following vote:
AYES: Council Members Wyatt, Bestpitch, Cutler and Vice-Mayor Harris-4.
NAYS: None-----------------------------------_______________O.
(Mayor Smith and Council Members Dowe and Fitzpatrick were not present
when the vote was recorded.)
PURCHASE/SALE OF PROPERTY-CITY COUNCIL: A communication from
the City Attorney requesting that Council convene in a Closed Meeting to
discuss acquisition of real property for a public purpose, where discussion in
open meeting would adversely affect the bargaining position or negotiating
strategy of the public body, pursuant to Section 2.2-3711 (A)(3), Code of
Virginia (1950), as amended, was before the body.
Mr. Bestpitch moved that Council concur in the request of the City
Attorney to convene in a Closed Meeting as above described. The motion was
seconded by Mr. Cutler and adopted by the following vote:
AYES: Council Members Wyatt, Bestpitch, Cutler and Vice-Mayor Harris-4.
NAYS: None-----------------------------_____________________O.
(Mayor Smith and Council Members Dowe and Fitzpatrick were not present
when the vote was recorded.)
CITY COUNCIL: A communication from the City Attorney requesting that
Council convene in a Closed Meeting to consult with legal counsel on a matter
of actual litigation, where such consultation or briefing in open meeting would
adversely affect the negotiating or litigating posture of the public body,
pursuant to Section 2.2-3711(A)(7), Code of Virginia (1950), as amended, was
before the body.
ckwbllminutes04\OJOI044'.draft
2
Mr. Cutler moved that Council concur in the request of the City Attorney
to convene in Closed Meeting as above described. The motion was seconded
by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members Wyatt, Bestpitch, Cutler and-Vice-Mayor Harris-4.
NAYS: None------------------------------------------________O.
(Mayor Smith and Council Members Dowe and Fitzpatrick were not present
when the vote was recorded.)
(Council Members Dowe and Fitzpatrick entered the meeting.)
ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRIING
DISCUSSION/CLARIFICATION; AND ADDITIONS/DELETIONS TO THE 2:00 P.M.
DOCKET: NONE.
TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL: No
agenda items were proposed for a joint meeting of Council and the School
Board on Monday, April 5, 2004, at 12:00 noon.
Council Member Cutler requested a briefing on the closure of activities at
the stadium/amphitheater site on Orange Avenue/Williamson Road; whereupon,
the City Manager advised that Branch Highways was instructed to proceed with
the balance of excavation, erosion and sedimentation control, and it was
necessary to install fencing and security lighting to secure the site and to
ensure that there is no liability on behalf of the City relative to the site. She
stated that all vendors have been instructed to stop work, contracts will be
closed, and the City will determine the necessary payments in order to close out
any work that was in progress at the site.
Question was raised in regard to the origination of the oil spill that
occurred on Trout Run near the Norfolk and Western shops; whereupon, the
City Manager advised that if and when the party at fault is identified, the City
will take the appropriate action.
Mr. Cutler inquired about an incident that occurred over the weekend
when, it is alleged that police officers entered a residence in error at 417 Bullitt
Avenue, S. E.; whereupon, the City Manager advised that the investigation is
ongoing and contemplated action, if any, will be reviewed by the Police
Department Internal Affairs Division and the Citizens Review Panel.
ckwbl\minutes04\0301044'hdraft
3
BRIEFINGS:
The City Manager introduced a briefing by the Financial Application
Integration Team. She advised that Council Member Wyatt previously advocated
the replacement of antiquated software and the integration of various
components of software within the City organization in order to interact with
each other.
John A. Elie, Director of Technology, presented an update on the
complete replacement/upgrade of the City's financial, human resources and tax
systems. He advised that:
· Most of the City's systems are 20 - 25 years old.
· Most companies and cities in the late 1990's upgraded their systems to
avoid Y2K issues.
· The overall objective and scope of the project is a complete replacement
and upgrade of all of the City's major financial systems - payroll and tax
systems, with the goal of providing a better integration of systems, data
to be produced, and ability of staff to report quickly to Council and to the
City's executive management.
· The project involves both the City and the school system.
· In terms of major applications, the financial aspect includes the following
major applications: to replace the budget preparation system, to
enhance payroll, human resources functionality and time entry, and to
upgrade the tax system/collections.
· Key stakeholders include the Director of Finance, Director of Human
Resources, representatives of the school system, the City Treasurer, the
Commissioner of the Revenue and the Manager of Billings and
Collections.
· The City currently uses a mainframe environment and it is unusual to
have the majority of all systems on a mainframe.
· A financial package is available through a group known as AMS and the
City is in the process of upgrading to the AMS web base.
ckwbl\minutes04\030IQ44thdraft
4
· The human resources and payroll systems are provided by a separate
package from GEAC.
· The City has a number of custom developed applications such as cost
accounting, time entry, personal property/local taxes, revenue
collections, business license, city-wide billing, and real estate, and each
application stores its data in separate files that are difficult to integrate
and run together.
· The City is working with AMS to plan an upgrade which will run on a
stand alone server, as opposed to a mainframe, that will encompass
ledger payables, receivables, purchasing, fixed assets and cost
accounting.
· The team is evaluating budget preparation packages, to be followed by a
separate request for proposals process for payroll function, followed by
human resources and tax and treasury applications.
· Although the company will be required to go through the bid process, the
AMS system has the potential of being the successful bidder across
financial, payroll, and budget lines inasmuch as the system provides all of
the necessary functionality.
· It will take approximately three to five calendar years to complete the
project, depending on the availability of staff and funding resources.
· Phase I has been completed which is the analyses of the processes that
are currently in place in the City and in the school system, evaluation of
alternatives has been completed for a new financial system; Phase 2 is in
process which includes planning implementation with the vendor, with a
project plan under consideration that calls for a fixed price contract,
clearly defined deliverables, and full scale implementation anticipated in
the summer of 2004, with completion by the summer of 2005.
. Implementation
2004 and will
preparation.
of the budget process system will occur in November,
be available for use in the next round of budget
ckwbl\minutes04\0301044'bdraft
5
Council Member Wyatt questioned why the tax and treasury components
are listed last on the time line; whereupon, Mr. Elie advised that it is important
to ensure that the financial system, or the base general ledger, is in place which
is the first priority and will impact all of the systems, including payroll and the
tax systems; and considerable analysis will be done prior to actual
implementation to ensure that tax and treasury environments fit in with the
redesigned chart of accounts. He called attention to meetings with the
Commissioner of the Revenue to ensure compliance with State Code mandates,
and during Phase 2, the team met with representatives of all of the main users
of the system in the treasury/tax collection area to document their
requirements and processes, the team gained a good understanding of their
requirements, and the goal is to determine how available systems in the
marketplace can be matched to meet their requirements. He called attention to
numerous unique requirements in the tax/treasury collection area due to the
nature of State requirements and State laws; the team is working closely with
other municipalities to review their applications and no single enterprise
application will accomplish all of the work.
There was discussion in regard to integrating various systems as a part of
regional efforts such as the Western Virginia Water Authority; whereupon, the
City Manager advised that the decision has been made to use Roanoke City's
system for billing and Roanoke County's system for financial and human
resources/payroll functions for the Water Authority, and there will be instances
as the project moves forward when the best system of either the City or the
County will be used.
Question was raised as to whether the new system could lead to
additional areas of City/School cooperation, such as in the areas of purchasing
and human resources, etc.; whereupon, Mr. Elie advised that there will be a
number of opportunities to work closer as a result of the environment; and
currently the school system uses the City's financial system for payroll
purposes, the school system is interested in using the human resources
component, and "piggybacking" off of the purchasing system.
Mr. Elie advised that the project will cost approximately $7 million which
includes $1 million of internal staff time, with the bulk of funds to be used for
hardware, software, professional services and training; the School system will
contribute approximately $150,000.00 per year over the next several years;
there is a significant commitment on the part of the School Board and City
departments to make the new system successful, in order to be more
productive and responsive in addressing requests for information; benefits will
be seen in stages; once the ledger is in place, the City will have a new
purchasing and accounts payable system, followed by enhanced payroll, human
resources and a tax and treasury system; and the rate at which the project is
sustained will be dependent upon funding availability.
ckwbl\millutes04\0301044'hdraft
6
Mr. Elie highlighted some of the reasons for the project;
· To enhance integration between systems that are currently in place.
· To obtain full use of the human resources functionality for both the
City and the Schools.
· To improve the budget preparation system which is currently
limited in terms of what it can do to create new reports.
· The new environment will allow key end users to go into the
system, select the information they need, and prepare their reports
in a much more timely manner, with the ultimate objective to
create accurate processing of data, timely reports and easier access
to key enterprise information.
(The Mayor entered the meeting and presided over the remainder of the Council
session.)
Ms. Wyatt stated that when Council requested the study of an integrated
system, it was for the purpose of focusing on assessing taxes and identifying
those tax dollars that are not currently being collected by the City. She
expressed concern that the primary concern of Council has not been addressed
in the presentation.
In response, Mr. Elie requested that the team be allowed to further review
timing and the approach to implementation in order to determine if there are
opportunities to accelerate certain revenue generating aspects.
The City Manager responded that Council expressed a desire for the
various systems to have the capability of talking with each other; there might
be information available in one system that could benefit another system,
which, at the present time, cannot be shared and it is believed that integrating
the system will improve the revenue issue. She stated that Ms. Wyatt's concern
is addressed under the category of enhanced integration between systems and
if information and activities can be shared among City departments through
computer systems, the end result should be improved assessment of taxes.
The Mayor inquired as to the number one factor driving the project;
whereupon, Mr. Elie advised that the number one driving force would be timely
reporting and the ability to respond to Council and to citizens for information
requests.
ckwbl\minUles04\0301044'.drafl
7
The Director of Finance advised that most of the major systems that are
proposed to be replaced are in the range of 20 - 25 years old, and these
systems represent the City's financial infrastructure. He stated that currently,
other than through a manual process, the City cannot track such things as the
cost of operating a specific program, or the cost of storm drain maintenance, or
position tracking, etc. He added that the City's tax system is approximately 20
years old, the personal property tax system used by the Commissioner of the
Revenue was prepared in-house many years ago and has been significantly
modified so as to be compatible with the Governor's no car tax program; none
of the systems are as efficient as they can or should be; the accounting system
and procurement system will provide opportunities for the school system to use
the programs, and consolidation of programs will save money over the long
term.
Council Member Bestpitch advised that City staff is positioning Council
and the citizens in terms of the planning and vision of the City for the future
which must be based on solid financial data from a system that will pullout
numbers to demonstrate the impact of changes. He stated that to position this
Council and future Councils to be able to make better policy judgments and
decisions is the product that will be produced for the future and will keep the
City of Roanoke moving forward in a positive direction. He requested
reassurance as to how improved or how enhanced the process will be as a
result of the new system; i.e.: will the end result of the functions take the City
where it would like to be, or will the end result be an improvement or an
enhancement over past applications in terms of the level of integration with the
ability to share data and to generate various reports.
Mr. Elie responded that the team has targeted a fundamental redesign
and improvement in the reporting platform that will be available to end users,
with the desired goal to create an environment where in a single place, an end
user can select information to respond to Council in order to support policies
and procedures as opposed to today's practice which involves working with five
or more systems, pulling out separate reports and compiling all of the
information manually on a spreadsheet. He advised that there will be a few
applications that will continue to be custom applications because a vendor
product is not available for purchase, and in those situations information will
be placed in a recording database which will include information from the stand
alone systems in a single location.
ckwbl\minutes04\0301044'bdraft
8
Mr. Elie explained that there are cost benefits and components to the
project that have a strong payback, particularly in the treasury/tax area, based
on the consultant study prepared in Phase I; in other areas such as payroll and
human resources, payback stretches out for ten to twelve years, and
information will be provided to Council for review to demonstrate that the
project is economically feasible, and that the City is taking the lowest cost
approach and showing a payback.
Dr. Cutler requested assurance that the information will be available to
not only Council and City staff, but to the public as well; whereupon, Mr. Elie
advised that in addressing transaction systems, most of the financial and
human resources payroll information is used primarily by staff, and there is a
kind of separate category of information that is intended for public use; and the
benefit of going to the web base systems will provide for that category of data
to be made available on the internet to enhance the public's ability to access
information and also ties in with the strategy of self-service for citizens and
employees. He stated that the goal is to install systems that will allow citizens
to conduct business with the City.
Robert H. Bird, Project Manager, Information Technology Division, was
requested to provide input; whereupon, he advised that it is unfortunate that
the time line component does not allow the tax/treasury and payroll/human
resources components to be implemented first, both of which will give the City
the greatest benefit. However, he stated that the City's current financial system
will be unsupported on July 1, 2005, because AMS has advised that it will
discontinue support on the City's main frame component as of that date. He
called attention to the need to replace the budget preparation system, which is
tightly integrated with the financial system and was the driving force in the
decision to include that component in the early stages of the study. He added
that it was necessary to make numerous trade offs, timing decisions were made
that were outside of the City's control, but overall, he stated that he was
comfortable with the proposed schedule.
Library Study Update:
The City Manager called upon Demetria Tucker, Acting Director of Library
Services, for a briefing on the library system comprehensive study.
Ms. Tucker advised that since January 2004, four information sessions
have been conducted in Roanoke's neighborhoods; whereupon, she called upon
Sheila Umberger, Manager of Technical Services and Project Facilitator, to
present a detailed briefing.
ckwbl\minutes04\0301044"draft
9
Ms. Umberger advised that a request for proposals was sent out in
October, 2003, eight proposals were submitted in November, 2003, interviews
were conducted and a vendor was selected in January 2004, and a contract was
negotiated in February 2004.
She advised that nine proposals were submitted and eight were accepted
for consideration; i.e.: Hillier, Phillips Swagger Associates, Lukmire Partnership,
Providence Associates, Inc., Dubberly Garcia Associates, Inc., Hidell Associates
Architects, David Milling and Associates, Himmel and Wilson Library
Consultants; and Phillip Swagger Associates, Hillier, and Hidell & Associates
Architects, were interviewed.
Ms. Umberger stated that Hidell Associates, Architects, of Carrollton,
Texas, is proposed to be awarded the contract; the firm is recognized for
having extensive experience in innovative library consulting, operational
assessments, long-range planning, space needs and building expansion
studies; locally, the firm will be working with Katz McConnell Associates and a
contract will be executed within one month.
She stated that once the contract is executed, Library staff will be
working with the architect to initiate the study which will include a planning
workshop that will be composed of participants from the steering committee,
the planning team, Library Board members, library staff and key stakeholders;
other details of the study include focus groups, telephone surveys, building
program and space, program collection and staff needs; and the process will
include a strong emphasis on citizen input and participation.
Council Member Bestpitch asked that the consultant look at the
Commonwealth of Virginia Building as a potential site for the library. He
referred to the amount of square footage in the building and advised that the
top two floors consist of a "U" shape, with a large space in the middle, and
inquired if an addition could be designed in the open space that would provide
a compatible design for the remainder of the building that could be used for
library purposes.
ckwbllminutes04\0301044" draft
10
Dr. Cutler advised that also to be considered is the library's relationship
to Elmwood Park and the City's Parks and Recreation Department; whether or
not the current library should remain in its present location, or renovated or
razed; the relationship to Downtown Roanoke, Inc., Outlook Roanoke, the
future Bullitt Avenue and the future of the Jefferson Lodge Motel. He stated
that he shares the interest of Mr. Bestpitch in looking at the Commonwealth of
Virginia Building as a potential location for a main library in the future, the
building is an architectural landmark, it would complement the Noel C. Taylor
Municipal Building and the Courthouse and build on a kind of government
center that clusters municipal service buildings.
Riqht-of-wav Excavation Policv:
The City Manager introduced a briefing on the proposed right-of-way
excavation standard which has been ongoing for approximately 18 months and
came about as a result of a number of statements by Members of Council with
regard to the appearance and condition of City streets, and more specifically
the downtown area. She stated that many times, when a street is paved, within
weeks after the pouring of the new pavement, significant utility cuts are made
by major utility providers and, on occasion, by the City itself. She explained
that the proposed policy is a work in progress, City staff continues to receive
feedback on the proposals, and the process has reached the point where it is
important to receive input from Council to determine if staff is moving in the
right direction since the proposed policy will involve additional expense in the
actual execution of the utility cut itself in terms of the types of materials and
the kind of practices that are used in implementation and/or inspection
requirements by the City. She advised that an ordinance will be submitted to
Council for consideration which will officially implement the proposed changes.
Philip C. Schirmer, City Engineer, advised that the briefing would consist
of two parts; i.e.: a review of past concerns and the proposed new policy. As
background information, he stated that:
· Work in a public street requires a street opening permit and under
current policy, City crews are exempted from acquiring permits.
. Permits cost $36.00.
· The City's authority to regulate the work in public streets is set out
in Chapter 30 of the City Code.
ckwbllminutes04\0301044" draft
11
· Approximately 2,000 permits per year are anticipated after the
Western Virginia Water Authority is operational in July 2004, and
currently in the range of 1300 - 1400 permits are issued per year,
with the Water Authority estimated to add between 700 - 800
permits to the current load.
· Utility companies affected by the policy include American Electric
Power (AEP), Roanoke Gas Company, Verizon, Cox
Communications, Adelphia, KMC, and any entity with a utility
interest in a public street.
He presented slides depicting what is underneath City streets, such as old
water mains, sewer lines, AEP ducts, and underground wiring for street lighting
purposes. He referred to a kaleidoscope of markings that currently appear on
City streets and sidewalks which are color coded to indicate what is
underground; i.e.: green on manholes indicate either a storm sewer or a
sanitary sewer, red indicates a power line, orange indicates a
telecommunications line, blue indicates a water line, and yellow indicates the
presence of a gas tank.
Mr. Schirmer also reviewed slides showing what a utility cut will look like
in three to five years and noted that no matter how good a repair is, once a
street is cut, it is damaged and the life of the pavement is diminished. He
presented examples of good and poor utility cut repairs and advised that
existing problems include, no written policy or standard, the quality of repairs
to the pavement, the timeliness of repairs, the coordination of utility work with
the City of Roanoke's Paving Program and the warranty of repairs. He stated
that the basis for the new policy is an obligation to accommodate public
utilities in the public rights-of-way, a desire to maintain and maximize the life
of the City's street and sidewalk infrastructure, to provide for public safety and
to minimize any inconvenience to the traveling public.
Mr. Schirmer advised that the proposed new standards are the product of
approximately ten months of work. He reviewed the. following proposed
standards, including three elements:
ckwbllminutes04\0301044'ldraft
12
Proposed Trench Repair Standards:
. Compaction of backfill
. Three alternative materials
. Select material or acceptable local material
. VDOT #212 aggregate
. Flowable fill
. Certification of compaction by technician
. Match pavement to existing thickness
. Rideability tolerance is 1/4" across the width of the patch
. Pavement restoration
. Main areas of concern
Appearance
Rideability
. Restore the pavement as nearly as possible to its original condition
· Requirement for milling and overlay of pavement surface
. Criteria for mill and overlay
· Longitudinal installations - mill and leave a full lane width
. Service laterals
. Lane markings or centerline stripe
. Mill and overlay ten feet either side of the cut of the lane width
. Without lane markings
. Mill and overlay a distance of four feet from the edge of the initial
re pai r
Coordination with the Annual Street Paving Program:
· Public paving schedules two years in advance
· Utilities can avoid the expense of milling and repaving by
coordinating their work with the City's paving program
· Only initial patches are required on streets scheduled to be
paved within two years
Mr. Schirmer explained that costs are more expensive with the
requirement for milling and overlay of pavement, adding between $.65 and
$3.75 per square foot of pavement; and increased inspection demands will
occur, with three new inspection positions to be requested in fiscal year 2005
to accommodate new inspection requirements.
ckwbl\mlnutes04\0301044'hdraft
13
Council Member Wyatt made the observation that the proposed policy will
not encourage developers to install cable and wires underground, and some
developers have stated that they choose to build in Roanoke County because it
is cost prohibitive to build in Roanoke City.
Mr. Schirmer advised that proactive inspection includes a data base to
track utility cuts by utility, contractor, location and date and to the limit the
number of open permits; a one year warranty will be required on repairs, with
inspections at 11 month intervals, and written follow up of defective repairs
through use of the City's database, and the City will make repairs if the
contractor fails to respond.
He reviewed permit fees, i.e.: the current fee is $36.00, the average cost
is $100.00 for approximately two hours, therefore, it is recommended that the
permit fee be increased to at least $50.00, which appears to be the benchmark
level of permits issued by other Virginia localities. In regard to implementation
of fees, he advised that the new standard will apply to all work in the public
street rights-of-way, the new standard will also apply to City crews as well as
private utilities; and City crews will be required to obtain permits, meet repair
standards and warranty requirements.
The City Attorney addressed legal issues and advised that in the broad
context, public rights-of-way have been the field of battleground, particularly
at the national level, since Congress believes that streets are owned by the
public, therefore, they can regulate the terms under which the streets are used;
Congress has been pressured by the telecommunications industry to enact
broad powers giving cart blanche access to telecommunications companies to
public rights-of-way; localities have fought back because they cannot have
companies at will tearing up public streets; and the General Assembly also
seems to think that streets are public streets, that the General Assembly can
dictate the terms under which the streets are used, rather than local
government which actually owns the streets and is responsible for maintaining
the rights-of-way for public use. Because the City of Roanoke has a
rudimentary street opening ordinance which is approximately 40 years old, in
adopting the proposed policy, he proposed certain amendments to the City
Code; and when adopting standards for utility cut repairs the City will most
likely hear from some of the utility companies that actually use the public
rights-of-way, particularly those that have franchise agreements with the City.
He stated that his legal advice to City engineers has been that the City can
avoid legal issues with most Federal and State laws and franchise agreements, if
any action taken by the Council is applied uniformly and not strictly to private
industries, but to the City of Roanoke as well.
ckwbl\minutes04\0301044'~draft
14
Council Member Fitzpatrick referred to the condition of Elm Avenue
between Fourth and Fifth Streets, and the irony is that the citizens of Roanoke
are paying to repair the streets; the City Engineer has offered a comprehensive
review of the problem which indicates that the City should render better
inspections and if the City does its job well, it can have greater expectations of
others. He called attention to the importance of parity and the need to reach
the point where the level of the streets and the quality of the ride is good for
Roanoke's citizens, therefore, he encouraged City staff to continue moving
forward with the proposed excavation policy. He inquired as to the amount of
funds expended by the City on the repair of potholes as a result of poor utility
cuts.
Council Member Cutler expressed support of the proposed utility cut
standards and encouraged City staff to move forward with the new policy as
expeditiously as possible. He referred to the remarks by Mr. Schirmer earlier in
his presentation that 700 additional permits will be issued because of the
Western Virginia Regional Water Authority, and inquired if they will become
Water Authority operations as opposed to City operations. The City Engineer
responded that on July 1, 2004, the Water Authority will have to apply for
permits which will be a new class of utility cuts to be addressed by the City.
Mr. Cutler referred to the different colors of paint markings and
questioned whether there could be a coordination of repaving and utility cuts;
whereupon, the City Engineer advised that utility systems that contractors are
required to follow provide that the markings must remain in place for 90 days.
Mr. Cutler questioned if there are problems with utility cuts across open land
where improper filling and lack of reseeding could create an
erosion/sedimentation problem; whereupon, Mr. Schirmer advised that the
matter will be addressed in the proposed policy to include grassy areas
between the private property line and the pavement, as well as compaction and
restoration standards.
Mr. Bestpitch alluded to a previous discussion with regard to encouraging
more co-location of telecommunication lines, etc., and noted that if the City is
changing to a requirement to repave an entire lane width, this concern may be
eliminated; whereupon, the City Engineer advised that it is hoped that the
incentive to offer a two year review of the City's street paving program will
identify all parties who are interested in disturbing a street who could then be
encouraged to share trenches; and the great influx of telecommunication
companies desiring to lay lines is a thing of the past.
ckwbl\minllles04\0301044'" draft
15
Mr. Bestpitch advised that no matter how good the utility cut is, there will
be some diminished life of the pavement; whereupon, he questioned whether
there is a way to build in some type of compensation to the City as a part of the
process; i.e.: depending on the number of years since the street was last
paved, an additional fee could be imposed which would not be intended to
increase revenue, but to encourage affected parties to work within the street
repaving plan, or the two year window. The City Engineer responded that the
idea was reviewed earlier in the study and rejected because many of the
telecommunications providers are currently challenging such a fee in court on
the basis that they currently pay a right-of-way use fee, and from a national
perspective, many communities that have gone toward that type of fee are
currently being challenged by the utility provider, primarily the
telecommunications companies who believe that they are being taxed twice for
the same service. He stated that based on the advice of the City Attorney's
Office, at least for the initial cut, the City should move away from imposing a
fee, and review the matter once again in the future. Mr. Bestpitch suggested a
future review as to whether the fee is providing the necessary revenue, or if
there is a need for adjustment, because if utility providers argue the point in
court, the City should collect a sufficient amount of revenue through that
mechanism to address actual costs.
Mr. Bestpitch referred to previous discussion in regard to ensuring that
the appearance of a street is returned as closely as possible to the way the
street looked prior to commencement of the work, and expressed special
interest in the historic overlay districts that have unique characteristics such as
granite curb stones, brick sidewalks, etc. He asked if contractors will be
required to replace those areas with similar types of materials, in order to
preserve the historical texture of their appearance; whereupon, the City
Engineer advised that whatever was in place originally will be replaced in kind
which includes all rights-of-way, alleys, streets, sidewalk, etc.
Mayor Smith referred to asphalt on sidewalks in many areas of the City;
whereupon, the City Engineer advised that most of the asphalt represents
repairs that are done quickly to eliminate any hazard associated with tripping
and falling; and there has been some progress with the curb, gutter and
sidewalk program, and the $5 million that was approved by Council several
years ago has improved the situation.
ckwbl\millutes04\0301044'hdraft
16
With regard to the utility cut fee increase from $36.00 to $50.00, the
Mayor raised the following question: if a contractor makes window cuts eight
times in a block, would the contractor pay eight times $50.00? The City
Engineer responded that currently, individual permits are required per window
cut, and on a longitudinal project, it is likely that only one permit would be
required. The Mayor expressed concern with regard to the same fee for one
window cut and a trench that could be as much as a block or more long;
whereupon, the City Engineer advised that under the new policy, a cut or repair
larger than 12 x 12 inches would require a permit. Following discussion, the
Mayor suggested that the fee should be based on square footage; whereupon,
the City Engineer advised that there would be a problem in determining up
front the site of the cut, therefore, one fee appears to work better.
The Mayor requested information on the amount of revenue from rights-
of-way payments made by utility providers, and whether the funds are
earmarked for street maintenance.
The City Manager advised that over the next several years, Council gave
support to the City Administration to build the amount of funding in the
operating budget for technology, for the annual allocation for street paving to
provide for a regular and ongoing schedule, for an improvement to the Capital
Equipment and Replacement Program (CMERP) so that vehicles and other
equipment can be replaced on a more regular basis, and on building the City's
infrastructure which has been seriously neglected in the past. She stated that
each item will grow to the extent possible over the next several years so that on
a recurring basis there will be sufficient funds for normal street paving and
other items, therefore, it is important that the City adhere to a street paving
schedule as it looks at applying the utility cut policy.
Mr. Cutler stated that the Regional Water Authority will provide an
incentive to conserve water in terms of water rates, and questioned if the City
could provide an economic incentive to use the same cut in order to co-locate
utilities; whereupon, the City Engineer advised that the incentive exists, and if
the two utilities share the same utility cut, they will also share the cost of
restoration.
The City Manager advised that in the past, the City has not been as
aggressive in its inspection performance as would be desired; whereupon, she
assured Council that the City administration will be very aggressive in the
inspection of utility cuts and will hold affected parties to their responsibilities.
She added that the issue of non-compliance will also be addressed in the utility
cut policy ordinance that will be submitted to Council for consideration.
ckwbl\minutes04\0301044"draft
17
At 11:30 a.m., the Mayor declared the meeting in recess for a Closed
Session.
At 11:40 a.m., the Council convened in Closed Session in the Council's
Conference Room, fourth floor, 215 Church Avenue, S. W., Noel C. Taylor
Municipal Building.
The Closed Session was declared in recess at 12:30 p.m., for lunch.
At 1:05 p.m., the Council reconvened in Closed Session in the Council's
Conference Room.
At 1:40 p. m., the Council meeting reconvened in the City Council
Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue,
S. W., City of Roanoke, with all Members of the Council in attendance and Mayor
Smith presiding.
COUNCIL: With respect to the Closed Meeting just concluded, Mr. Dowe
moved that each Member of City Council certify to the best of his or her
knowledge that: (1) only public business matters lawfully exempted from open
meeting requirements under the Virginia Freedom of Information Act; and (2)
only such public business matters as were identified in any motion by which
any Closed Meeting was convened were heard, discussed or considered by City
Council. The motion was seconded by Mr. Bestpitch and adopted by the
following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None------------------------------------_-------------O.
ADVISORY COMMITTEE, LEAGUE OF OLDER AMERICANS: The Mayor
advised that the term of office of Vickie F. Briggs as a member of the Advisory
Committee, League of Older Americans, will expire on February 28, 2004;
whereupon, he opened the floor for nominations.
Mr. Bestpitch placed in nomination the name of Vickie F. Briggs.
ckwbllminutes04\Q3QI044"draft
18
There being no further nominations, Ms. Briggs was reappointed as a
member of the Advisory Committee, League of Older Americans, for a term
ending February 28, 2005, by the following vote:
FOR MS. BRIGGS: Council Members Dowe, Fitzpatrick, Harris, Wyatt,
Bestpitch, Cutler, and Mayor Smith------------------------------------7.
At 1:45 p.m., the Mayor declared the meeting in recess until 2:00 p.m., in
the Council Chamber.
At 2:00 p.m., on Monday, March 1, 2004, the Council meeting
reconvened in the City Council Chamber, fourth floor, Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., City of Roanoke, Virginia, with Mayor Smith
presiding.
PRESENT: Council Members Alfred T. Dowe, Jr., Beverly T. Fitzpatrick, Jr.,
C. Nelson Harris, Linda F. Wyatt, William D. Bestpitch, M. Rupert Cutler, and
Mayor Ralph K. Smith -----------------------------------------------7.
ABSENT: None------------------------------------------------O.
OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker,
City Clerk.
The meeting was opened with a prayer by The Reverend Scott McLucas,
Pastor, Church of the Holy Spirit Orchard Hills.
The Pledge of Allegiance to the Flag of the United States of America was
led by Mayor Smith.
PRESENTATIONS AND ACKNOWLEDGEMENTS:
ACTS OF ACKNOWLEDGEMENT-SCHOOLS: The Mayor presented Honorary
Citizenship Certificates to students from Kasei University and Kawaguchi Junior
College who are participating in a Virginia Western Community College Cultural
Exchange Program.
ckwbllminutes04\0301044"draft
19
DECEASED PERSONS: Mr. Bestpitch offered the following resolution
expressing sympathy upon the passing of Lee B. Eddy, former Member of the
Roanoke County Board of Supervisors on February 11, 2004:
(#36630-030104) A RESOLUTION memorializing the late Lee B. Eddy, a
resident of the Roanoke Valley and former member of the Roanoke County
Board of Supervisors.
(For full text of Resolution, see Resolution Book No. 68.)
Mr. Bestpitch moved the adoption of Resolution No. 36630-030104. The
motion was seconded by Mr. Cutler and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
DECEASED PERSONS: Mr. Dowe offered the following resolution
expressing sympathy upon the passing of Greta Evans, a long time resident of
the City of Roanoke, on February 22, 2004:
(#36631-030104) A RESOLUTION memorializing the late Greta Evans, a
longtime resident of the City of Roanoke.
(For full text of Resolution, see Resolution Book No. 68.)
Mr. Dowe moved the adoption of Resolution No. 36631-030104. The
motion was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
PROCLAMATIONS-ACTS OF ACKNOWLEDGEMENT: The Mayor presented a
proclamation declaring Monday, March 1, 2004, as "Star City Spirit
Cheerleaders Day".
ckwbl\minules04\0301044Il1draft
20
CONSENT AGENDA
The Mayor advised that all matters listed under the Consent Agenda were
considered to be routine by the Members of Council and would be enacted by
one motion in the form, or forms, listed on the Consent Agenda, and if
discussion was desired, that item would be removed from the Consent Agenda
and considered separately.
MINUTES: Minutes of the regular meetings of Council held on Tuesday,
January 20, 2004; Monday, February 2, 2004, and recessed until Tuesday,
February 10, 2004, were before the body.
(For full text, see Minutes on file in the City Clerk's Office.)
Mr. Fitzpatrick moved that the reading of the minutes be dispensed with
and that the minutes be approved as recorded. The motion was seconded by
Mr. Cutler and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch, Cutler
and Mayor Sm ith---------------------------------------------------7.
NAYS: None--------------------------------------------------O.
APPALACHIAN POWER COMPANY-SPECIAL PERMITS-LICENSES: A
communication from the City Manager requesting that Council authorize a
public hearing to be held on Monday, March 15, 2004, at 7:00 p.m., or as soon
thereafter as the matter may be heard in the City Council Chamber, on the
proposed encroachment into public right-of-way of a proposed sign and
awning at 22 Campbell Avenue, S. E., Official Tax No. 4010316, was before the
body.
Mr. Fitzpatrick moved that Council concur in the request of the City
Manager. The motion was seconded by Mr. Cutler and adopted by the
following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Sm ith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
ckwbl\minules04\030]044'~draft
21
APPALACHIAN POWER COMPANY-SPECIAL PERMITS-LICENSES: A
communication from the City Manager requesting that Council authorize a
publiC hearing to be held on Monday, March 15, 2004, at 7:00 p.m., or as soon
thereafter as the matter may be heard, on the encroachment of a proposed sign
into the public right-of-way at 22 Campbell Avenue, S. W., was before the
body.
Mr. Fitzpatrick moved that Council concur in the request of the City
Manager. The motion was seconded by Mr. Cutler and adopted by the
following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
REGULAR AGENDA
PUBLIC HEARINGS: NONE.
PEITIONS AND COMMUNICATIONS: NONE.
REPORTS OF OFFICERS:
CITY MANAGER:
BRIEFINGS: NONE.
ITEMS RECOMMENDED FOR ACTION:
ROANOKE CIVIC CENTER: The City Manager submitted a communication
advising that JAM Theatricals, Ltd. UAM) has brought many high quality
Broadway type events to the Roanoke Civic Center that were well received by
audiences; JAM wishes to enter into a multi-year Co-promotion Agreement with
the City for the purpose of presenting a subscription series and stand alone
presentations for Broadway type events at the Roanoke Civic Center; and co-
promotion would enable JAM to bring larger and popular events to the facility,
maximize profitability, and minimize any loss for the events.
ckwbllminutes04\0301044" draft
22
It was further advised that entering into the proposed Agreement with
JAM would enable the City to achieve its goals of promoting quality events and
increasing its revenue base; it would also enable JAM to bid on events far in
advance of each season; JAM would be required to present a minimum of four
events on average in each season under the terms of the Agreement; the
Agreement would be for three years, with a two year option to extend; and the
season would run from September 1 through May 31 of the following year;
however, two remaining events for the current season would be included in the
Co-promotion Agreement.
It was explained that both parties would share any profits or losses for
any of the events on a SO/SO basis; revenues to be shared include: all ticket
receipts, net subscription handling fees and service charges, net merchandise
sales from productions and corporate sponsorships directly related to
productions booked by the promoter; merchandising would be shared SO/SO by
the promoter and the City; the City would retain 100 per cent facility
surcharges, concessions, catering, and admissions tax; and net profits and net
losses derived from the series would be determined on a show-by-show basis.
It was further explained that each event presented under the terms of the
Agreement would be subject to the Civic Center's standard License Agreement;
the promoter would be responsible for obtaining insurance in accordance with
the terms of the License Agreement for each of the events; the City's potential
liability for losses pursuant to the Agreement is unlimited, however, any loss
under terms of the agreement would be subject to appropriations by Council; in
the event that funds are not appropriated, the City would be relieved of any
further responsibility to the promoter for such loss; and either party may
terminate the Agreement, with or without cause, upon 60 days written notice to
the other party.
The City Manager recommended that she be authorized to execute a Co-
promotion Agreement between the City and JAM Theatricals, Ltd., with all
documents necessary to implement terms of the Agreement to be approved as
to form by the City Attorney; and that the City Manager be further authorized to
take such actions and to execute such documents .as may be necessary to
implement and administer the Agreement, including an option to extend the
Agreement.
ckwbllminutes04\0301044'''draft
23
Mr. Dowe offered the following ordinance:
(#36632-030104) AN ORDINANCE authorizing the proper City officials to
enter into a multi-year Co-promotion agreement with JAM Theatricals, Ltd.
("JAM"), for the purpose of presenting a subscription series and stand-alone
presentations for Broadway type events at the Roanoke Civic Center, upon
certain terms and conditions; and dispensing with the second reading of this
ordinance by title.
(For full text of Ordinance, see Ordinance Book No. 68)
Mr. Dowe moved the adoption of Ordinance No. 36632-030104. The
motion was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
BUDGET-HUMAN DEVELOPMENT-GRANTS: The City Manager submitted a
communication advising that Social Services, through the Foster Care Program,
provides out-of-home placements for children who are in need of protection
and can no longer live at home; for those children who are deemed eligible for
Title IV-E funding, the Federal and State governments will reimburse localities
for the costs of out-of-home placements at 100 per cent of the maintenance,
day care and visitation-related transportation; and Federal and State funding is
also available to assist adoptive families with the cost of maintenance and
special needs for children requiring services outside of the usual living
expenses.
It was further advised that as part of the mid-year review process, the
City of Roanoke received additional funding for Foster Care, Adoption Subsidy,
and Special Needs Adoptions for fiscal year 2004 in the amount of
$645,000.00, which is based on expenses for the first six months of fiscal year
2004; Social Services currently maintains over 600 children who are in Foster
Care, or receive some type of adoption assistance and the cost of providing
services to these children continues to increase; and many of the children have
difficulties which require special needs payments.
ckwbl\minutes04\0301044t~dTllft
24
The City Manager recommended the following:
· Increase the General Fund Revenue estimate by $645,000.00 in
revenue Account No. 001-110-1234-0675 (Foster Care).
· Appropriate funding in the amount of $645,000.00 to the following
accounts:
001-630-5314-3115
001-630-5314-3130
001-630-5314-3155
(ADC Foster Care) $400,000.00
(Special Needs Adoption) 175,000.00
(Subsidized Adoption) 70,000.00
Mr. Dowe offered the following budget ordinance:
(#36633-030104) AN ORDINANCE to appropriate funding for the Foster
Care Program, amending and reordaining certain sections of the 2003-2004
General Fund Appropriations and dispensing with the second reading by title of
this ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
Mr. Dowe moved the adoption of Ordinance No. 36633-030104. The
motion was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
POLICE DEPARTMENT-BUDGET: The City Manager submitted a
communication advising that in 1991, the Virginia General Assembly passed
State legislation allowing local law enforcement to seize and have forfeited
property connected with illegal narcotics distribution; the law also makes it
possible for police departments to receive proceeds from the forfeited
properties; application for an equitable share of the property seized by local
law enforcement must be made to the Department of Criminal Justice Services,
Forfeited Asset Sharing Program, and certified by the Chief of Police; property,
including funds shared with State and local agencies, may be used only for law
enforcement purposes; program requirements mandate that the funds be
placed in an interest bearing account and that the interest earned be used in
accordance with program guidelines; and revenue totaling $42,872.00 has
been collected and is available for appropriation in Grant Fund (Account No.
035-640-3302-3300).
ckwbllminutes04\0301044lhdraft
25
It was further advised that in 1986, Congress authorized the transfer of
certain Federally forfeited property to State and local law enforcement agencies
that participated in the investigation and seizure of the property; application for
an equitable share of property seized by local law enforcement must be made
to the U. S. Department of Justice and certified by the City Attorney; the
property, including funds shared with State and local agencies, may be used
onlv for the purpose stated in the application, i.e., narcotics investigations
related to law enforcement; participation in Federally forfeited property
enhances the effectiveness of narcotics investigations by providing necessary
investigations equipment, investigative funds, and offsets the costs that would
otherwise have to be borne by taxpayers; the Police Department receives funds
periodically from the Federal government's asset sharing program; grant
requirements mandate that the funds be placed in an interest bearing account
and that the interest earned be used in accordance with program guidelines;
and revenue totaling $66,278.00 has been collected and is available for
appropriation in Grant Fund Accounts 035-640-3304-3305 and 035-640-
3304-3306.
The City Manager recommended that Council increase the Grant Fund
revenue estimate for Account No. 035-640-3302-3300 by $42,872.00 and
appropriate $42,872.00 to the Grant Fund - Overtime Wages, Account No. 035-
640-3302-1003; and increase the Grant Fund revenue estimate in Account No.
035-640-3304-3305 by $65,849.00 and Account No. 035-640-3304-3306 by
$429.00 and appropriate $66,278.00 to the Grant Fund - Investigations and
Rewards, Account No. 035-640-3304-2150.
Mr. Dowe offered the following budget ordinance:
(#36634-030104) AN ORDINANCE appropriating funds for the Federal
and State Asset Forfeiture grants, amending and reordaining certain sections of
the 2003-2004 Grant Fund Appropriations, and dispensing with the second
reading by title of this ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
Mr. Dowe moved the adoption of Ordinance No. 36634-030104. The
motion was seconded by Mr. Cutler and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None-----------------------------------------------___O.
ckwbl\mimlles04\0301044'"draft
26
CITY CODE-HOUSING/AUTHORITY: The City Manager submitted a
communication advising that in late 2002, the City of Roanoke's Fair Housing
Board undertook an amendment to existing fair housing regulations and a
revision of the responsibilities of the Fair Housing Board; on July 7, 2003, at a
Council work session, a proposed revised ordinance was presented to Council
for consideration; a decision was made to focus locally on education and to not
duplicate services now offered by the State; the revised ordinance was
presented to the Fair Housing Board on August 5, 2003, and the Fair Housing
Board expressed concerns pertaining to the protected class categories as well
as adjudicatory powers and invited Council Members to attend its meeting to
discuss their concerns; on October 7, 2003, Council Members Bestptich and
Cutler met with the Board and heard their concerns; Council Member Bestpitch
presented an update from the meeting to Council at its November 3, 2003 work
session, and explained that the ordinance was revised to be in compliance with
Federal and State laws, to remove the adjudicatory powers of the Board, and to
place Board emphasis on education and outreach. Councilman Bestpitch also
advised the Council that the Fair Housing Board felt strongly that the
adjudicatory powers should not be eliminated from the ordinance; Council
agreed to leave in these functions for the time being and the ordinance was
revised to include these powers.
The City Manager recommended that Council adopt an ordinance
amending and reordaining Division I, Generallv, and Division 2, Fair Housina
Board, of Article III, Fair Housina Administration, Chapter 16, Human Riahts, of
the Code of the City of Roanoke (1979), as amended, by amending and adding
certain definitions and sections to effect amendments to the City's fair housing
ordinance in order to be consistent with current Federal and State fair housing
regulations, and revising responsibilities of the Fair Housing Board.
Mr. Bestpitch offered the following ordinance:
(#36635-030104) AN ORDINANCE amending and reordaining Division 1,
Generallv, and Division 2, Fair Housina Board, of Article III, Fair Housina
Administration, of Chapter 16, Human Riahts, of the Code of the City of
Roanoke (1979), as amended, by amending and adding certain definitions and
sections to effect amendments to the City's fair housing ordinance in order to
be consistent with current federal and state fair housing regulations, revising
the responsibilities of the Fair Housing Board, and dispensing with the second
reading by title of this ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
ckwbl\minutes04\0301044Ihdraft
27
Mr. Bestpitch moved the adoption of Ordinance No. 36635-030104. The
motion was seconded by Mr. Cutler.
Brenda Hale, President, Roanoke Branch NAACP, 3595 Parkwood Drive,
S. W., expressed concern in regard to those revisions pertaining to the
responsibilities of the Secretary to the Fair Housing Board. She stated that such
authority should not rest solely with the position of Secretary, but with the
decision of the full Fair Housing Board. She advised that at issue is the
autonomy of the position of Secretary as related to how the position functioned
in the past, and if discriminatory issues arise, the Fair Housing Board should
evaluate the issue, as opposed to one individual who could be a City employee,
or other appointed person.
Brenda Walker, Chair, Housing Committee, Roanoke Branch NAACP, 3012
Cove Road, N. W., advised that it has been stated to the Fair Housing Board that
only one housing complaint was received by the City approximately 20 years
ago, which would lead persons to think that there is no housing discrimination
in the City of Roanoke, or that persons do not know where to go when they
believe they are the victims of housing discrimination; however, studies have
shown that the former statement is incorrect. She stated that studies and
reports of discrimination received by the Roanoke Branch NAACP and others
substantiate that housing discrimination is still prevalent in the Roanoke Valley,
and housing discrimination has manifested itself because of the inactivity of the
Fair Housing Board in educating the public as to their rights and how to file a
complaint when necessary. She added that another reason for the lack of
housing discrimination complaints is that persons do not know when they are
being discriminated against, and unless there is blatant discrimination,
complaints are rarely filed; the United States Department of Housing and Urban
Development estimates that 80 per cent of those persons who are
discriminated against because of race, color, or national origin do not know
they have been discriminated against, and the lack of documentation of
complaints has also been a major reason for the low number of complaints.
She asked, if a person does not know that he or she is a victim of
discrimination, does that relieve the Fair Housing Board, or the City of Roanoke
of its obligation to ensure that all people of Roanoke have the right to live
where they desire. She stated that if the Fair Housing Board has not received a
complaint of discrimination in 20 years, the question is, why. She inquired as
to why the City would want to relieve the Fair Housing Board of these
adjudicatory powers and the fact that the Board has not heard complaints does
not justify precluding the Board from doing so in the future. She added that
the Roanoke Branch of the NAACP believes that the powers and duties of the
Fair Housing Board should be strengthened.
ckwbllminutes04\0301044'hdraft
28
Mr. E. Duane Howard, S08B Walnut Avenue, S. W., spoke as a former
member of the City of Roanoke and the City of Alexandria Fair Housing Boards,
and commended the City Manager and City staff on the proposed ordinance
which required a great deal of work and brings the City of Roanoke 10 to 15
years up to date. He stated that the remarks of the previous two speakers are
on target; as a former member of the Fair Housing Boards, he participated in
housing testing programs in both the City of Roanoke and the City of
Alexandria, and he can attest to the fact that not only has he been a victim of
housing discrimination, but housing discrimination does exist and is a serious
issue in the City of Roanoke. He explained that the Housing Code states that a
landlord cannot discriminate against a tenant for having complained, or for
having started a tenant's association, however, to discriminate, the landlord
may ask for the return of their property at the end of the lease, or the landlord
can raise the rent. On behalf of the disadvantaged population, senior citizens,
and the physically and mentally disabled, he implored Council to place the
issue on the City's legislative agenda for consideration by the Virginia General
Assembly. He questioned whether the poor and the disadvantaged should be
forced to move every year because they live in inferior housing which is a
serious problem and will not improve. He stated that the proposed new
ordinance is a step in the right direction, and the City should request the
General Assembly to strengthen any laws that enforce the rights of tenants
against discrimination.
Mr. Charles Harlow, 4375 Stoutamire Drive, S. W., a former City
employee, advised that when he left the City's employment approximately two
years ago, the document presently before the Council was ready to be
submitted to Council; when comparing the previous Fair Housing ordinance to
the present document, not a great many changes have been made, therefore,
he questioned why it has taken two years to bring the ordinance to Council for
consideration. He expressed concern that the public was not notified of the
proposed changes in order to provide input prior to adoption of the measure by
Council.
Ordinance No. 36635-030104 was adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith-----------------------------------~---------7.
NAYS: None--------------------------------------------------O.
ckwbl\minllles04\0301044'hdrafl
29
CITY ATTORNEY:
VIRGINIA TRANSPORTATION MUSEUM: The City Attorney submitted a
written report advising that the City of Roanoke has been requested to confirm
that the Virginia Museum of Transportation, Inc., has the right to license to
others, for commercial use, the likenesses of the 611 and 1218 steam
locomotives, which are owned by the City but maintained by the Transportation
Museum.
It was further advised that although the 611 was donated to the City
many years ago, no records regarding the donation could be found; the 1218
was donated to the City in 2001 by the Shenandoah-Virginia Corporation,
subject to a provision that the City would not sell, transfer or cancel its rights
to the 1218 for a period of ten years after the date of donation; whereupon, the
City Attorney advised that a measure has been prepared for consideration by
Council which will accomplish the request of the Virginia Museum of
Transportation.
Mr. Cutler offered the following resolution:
(#36636-030104) A RESOLUTION confirming that the Virginia Museum of
Transportation, Inc., has the right to license to others for commercial use the
likenesses of the 611 and 1218 Class A steam locomotives.
(For full text of Resolution, see Resolution Book No. 68.)
Mr. Cutler moved the adoption of Resolution No. 36636-030104. The
motion was seconded by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Sm ith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
EASEMENTS-BRIDGES-HOSPITALS-L1CENSES: The City Attorney submitted
a written report advising that on June 16, 2003, Council approved a request of
Carilion Health System for conveyance of certain. City-owned property
containing .017 acre, located on Hamilton Terrace, S. E., along with temporary
construction easements and a revocable license, to allow encroachment into the
right-of-way of Hamilton Terrace, S. E., in connection with construction of a
pedestrian bridge over the Roanoke River.
ckwbl\minutes04\0301044"drafl
30
It was further advised that Carilion Health System has requested that
conveyance of the .017 acre on Hamilton Terrace, S. E., and the encroachment
be done in the name of Carilion Medical Center; and in order to comply with the
request, two measures are submitted to Council for consideration which change
the name from Carilion Health Systems to Carilion Medical Center.
Mr. Harris offered the following ordinance:
(#36637-030104) AN ORDINANCE authorizing the City Manager to
execute the necessary documents providing for conveyance of a .017 acre
portion of City-owned property known as the utility lot identified as New Parcel
C of Official Tax No. 4050101, located along Hamilton Terrace, S. E., and
temporary construction easements to Carilion Medical Center ("CMC), upon
certain terms and conditions; repealing Ordinance No. 36406-061603, adopted
on June 16, 2003, in order to change the name of the grantee; and dispensing
with the second reading by title of this ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
Mr. Harris moved the adoption of Ordinance No. 36637-030104. The
motion was seconded by Mr. Fitzpatrick and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
Mr. Dowe offered the following ordinance:
(#36638-030104) AN ORDINANCE granting a revocable license to permit
the encroachment of a retaining wall, sidewalk and canopy, with all necessary
appurtenances thereto, encroaching approximately .063 acre into the public
right-of-way of Hamilton Terrace, S. E., upon certain terms and conditions; and
repealing Ordinance No. 36407-061603, in order to provide for a change in the
name of the Licensee; and dispensing with the second reading by title of this
ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
ckwbllminutes04\0301044l1odraft
31
Mr. Dowe moved the adoption of Ordinance No. 36638-030104. The
motion was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
CITY CLERK:
SCHOOLS: The City Clerk submitted a written report advising that on
June 30, 2004, the three-year terms of office of Alvin L. Nash and Ruth C.
Willson as Trustees of the Roanoke City School Board will expire; and pursuant
to Chapter 9, Education, of the Code of the City of Roanoke (1979), as
amended, establishing a procedure for the election of School Trustees, Council
must hold certain meetings and take certain actions during the months of
March, April and May to conform with the selection process; whereupon, the
City Clerk requested the concurrence of Council in establishing the following
dates:
(1) On Monday, March 15, 2004, at 2:00 p.m., or as soon thereafter
as the matter may be heard, Council as a Committee of the Whole,
will review and consider all candidates for the position of School
Trustee. At such meeting, Council shall review all applications filed
for the position and Council may elect to interview candidates for
such positions.
(2) On Monday, AprilS, 2004, at 2:00 p.m., or as soon thereafter as
the matter may be heard, Council will, by public vote, select from
the field of candidates, those candidates to be accorded the formal
interview and all other candidates will be eliminated from the
School Trustee selection process. The number of candidates to be
granted the interview shall not exceed three times the number of
positions available on the Roanoke City School Board, should there
be so many candidates.
(3) On Monday, April 19, 2004, at 7:00 p.m., or as soon thereafter
as the matter may be heard, Council will hold a public hearing to
receive the views of citizens.
ckwbllminutes04\0301044'" draft
32
(4) On Thursday, April 22, 2004, at 4:30 p.m., Council will hold a
meeting for the purpose of conducting a public interview of
candidates for the position of School Trustee.
(5) On Monday, May 3, 2004, at 2:00 p.m., or as soon thereafter as
the matter may be heard, Council will hold an election to fill the
two vacancies, for terms commencing July 1, 2004, and ending
June 30, 2007.
Mr. Bestpitch moved that Council concur in the proposed dates. The
motion was seconded by Mr. Dowe and unanimously adopted.
DIRECTOR OF FINANCE:
AUDITS/FINANCIAL REPORTS: The Director of Finance submitted the
Financial Report for the City of Roanoke for the month of January 2004.
There being no questions and without objection by Council, the Mayor
advised that the Financial Report for the month of January 2004 would be
received and filed.
REPORTS OF COMMITTEES: NONE.
UNFINISHED BUSINESS: NONE.
INTRODUCTION AND CONSIDERATION OF ORDINANCES AND
RESOLUTIONS:
CITY COUNCIL: Mr. Dowe offered the following resolution:
(#36639-030104) A RESOLUTION rescheduling the regular meeting of
City Council scheduled to be held on Monday, May 17, 2004, to Thursday, May
20, 2004, at 2:00 p.m., and 7:00 p.m., and amending Resolution No.
36414070703, which established the meeting schedule for the Fiscal Year
commencing July 1, 2003, and terminating June 30, 2004.
(For full text of Resolution, see Resolution Book No. 68.)
ckwbl\minutes04\0301044'" draft
33
Mr. Dowe moved the adoption of Resolution No. 36639-030104. The
motion was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Dowe, Fitzpatrick, Harris, Wyatt, Bestpitch,
Cutler, and Mayor Smith---------------------------------------------7.
NAYS: None--------------------------------------------------O.
MOTIONS AND MISCELLANEOUS BUSINESS:
INQUIRIES AND/OR COMMENTS BY THE MAYOR, VICE-MAYOR AND
MEMBERS OF CITY COUNCIL:
POLICE DEPARTMENT-FIRE DEPARTMENT-ACTS OF ACKNOWLEDGEMENT:
Council Member Wyatt commended Roanoke City Firefighters and Police
Officers who participated in a hockey game at the Roanoke Civic Center on
Sunday, February 29, 2004, "Guns and Hoses", to raise money for the Muscular
Dystrophy Association.
ACTS OF ACKNOWLEDGEMENT-SCHOOLS: Council Member Dowe called
attention to recent publicity regarding the state of affairs in Roanoke's schools,
and expressed a special note of appreciation to all educators who are a part of
the Roanoke City Public School System.
HEARING OF CITIZENS UPON PUBLIC MATTERS: The Mayor advised that
Council sets this time as a priority for citizens to be heard, and matters
requiring referral to the City Manager will be referred immediately for any
necessary and appropriate response, recommendation or report to Council.
HOUSING/AUTHORITY-CITY EMPLOYEES: Mr. Robert Gravely, 729 Loudon
Avenue, N. W., called attention to nine vacant houses in northwest Roanoke that
are assessed in the range of $80,000.00 - $90,000.00 which is excessive for
this area of the City, because most people living in a depressed neighborhood
cannot afford to purchase a $40,000.00 house, much less an $80,000.00 to
$90,000.00 home. He advised that the cost of housing should be reduced so
that the average City worker can afford to purchase a house. He stated that
taxpayers' dollars have been used by the City to promote business interests,
rather than to address the needs of Roanoke's poor and disadvantaged citizens
who live on a fixed income in the inner City. He encouraged Council to improve
Roanoke's neighborhoods, to help Roanoke's citizens by creating more jobs,
and to employ City staff who care about people.
ckwbllminutes04\0301044'hdraft
34
BRIDGES: Mr. E. Duane Howard, S08B Walnut Avenue, S. W., addressed a
growing concern by citizens of Roanoke with regard to the First Street Bridge
project. He referred to his Letter to the Editor which appeared in the December
9, 2000, edition of The Roanoke Times stating that, "These projects are making
everyone rich except the citizens who can see the future and what we have
without spending millions to get there. Let's hope through the process of
osmosis that other Council Members will question the timing of this
expenditure and its need." He stated that The Roanoke Times blames
Roanoke's critics for dividing the City, but it is Council and the City
administration that is dividing the City, because Roanoke's critics are bringing
specific issues to light. He advised that the First Street Bridge has a significant
history, there is a growing sentiment that the bridge is an historic landmark,
and the public is not aware of plans to raze the present bridge and construct a
new bridge. He questioned why the First Street Bridge cannot be left in its
present condition to honor the memory of Dr. Martin Luther King, Jr., and to the
glory of what the bridge represents in regard to various aspects of history.
Council Member Wyatt advised that the issue is not one of not wanting to
save the First Street Bridge, but a safety issue inasmuch as a consultant
engaged by the Dr. Martin Luther King, Jr. Memorial Committee has reported
that the bridge is not safe for vehicular or pedestrian use. She stated that to
raze the bridge and to reconstruct the structure in its present state would be
financially astronomical and the technology to rebuild in its present condition
may not exist today. She advised that portions of the First Street Bridge will be
saved for posterity because of its significance to the community and the Dr.
Martin Luther King, Jr. Memorial Committee will provide opportunities for public
input.
Council Member Bestpitch concurred in the remarks of Ms. Wyatt and
advised that the difference between iron and steel may not be easily recognized
by the average person, but iron deteriorates in ways that steel does not, and
the First Street Bridge will fall down of its own accord if something is not done.
He stated that the proposed design of the new bridge will replicate as closely as
possible the existing bridge, and once construction is complete, most persons
will not be able to tell the difference.
ckwbl\minutes04\0301044'.draft
35
CITY MANAGER COMMENTS:
HOUSING/AUTHORITY: The City Manager expanded on the remarks of a
previous speaker with regard to the need for fair housing education. She called
attention to a number of announcements/advertisements that speak to the
issue of fair housing, and advised that it is recognized at the State level that
there is a need to educate citizens on the issue of fair housing, and it is hoped
that these kinds of educational efforts will continue, both at the State and local
level, by the Fair Housing Board.
EMERGENCY SERVICES-CLEAN VALLEY COUNCIL-ENVIRONMENTAL
POLICY: The City Manager advised that earlier in the day, Council engaged in a
discussion with regard to litter and the need for the City to become more
aggressive in its litter enforcement. She pointed out that there is an
opportunity for all citizens to become a part of cleaning up City streets and
neighborhoods throughout the Roanoke Valley on Clean Valley Day, which will
be observed on April 3. She encouraged all persons to do their part to clean up
the City of Roanoke and the Roanoke Valley, and that citizens visit the City's
web site which contains information on environmental and emergency
management issues in order to learn more about litter prevention tips.
Council Member Bestpitch advised that the Roanoke Kiwanis Club will
participate in a project to clean up a significant section of Jefferson Street and
Reserve Avenue on Saturday, March 6, 2004, at 9:00 a.m.
The Mayor declared the Council meeting in recess until Friday, March 5,
2004, at 8:30 a.m., in the Emergency Operations Center Conference Room,
Room 159, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., for the
Council's Financial Planning Session.
The Council meeting reconvened on Friday, March 5, 2004, at 8:30 a.m.,
in Room 159, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City
of Roanoke, Virginia, for the Council's Financial Planning Session, with Mayor
Ralph K. Smith presiding.
PRESENT: Council Members Alfred T. Dowe, Jr. (arrived late), Beverly T.
Fitzpatrick, Jr., C. Nelson Harris, Linda F. Wyatt, William D. Bestpitch and Mayor
Ral p h K. S m it h- --- --- ------- ---- ------------ --- --- ------- ------ --- -6.
ABSENT: Council Member M. Rupert Cutler----------------------- -1.
ckwbl\minUll:$04\0301044'hdraft
36
OFFICERS/STAFF PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; Mary F. Parker, City
Clerk; Drew A. Harmon, Municipal Auditor; Evelyn D. Powers, Treasurer; George
C. Snead, Jr., Assistant City Manager for Operations; Rolanda B. Russell,
Assistant City Manager for Community Development; Ann H. Shawver, Deputy
Director of Finance; and Sherman M. Stovall, Acting Director, Management and
Budget.
The Mayor relinquished the Chair to Vice-Mayor Harris, Chair, Budget and
Planning Committee.
COUNCIL-BUDGET: The Chairman advised that each Member of Council
was allocated $3,000.00 and the Mayor was allocated $4,000.00 in the fiscal
year 2004 budget to be used for travel reimbursement; the City Clerk provides
monthly updates to the Members of Council on the status of their accounts;
some Members of Council have either exceeded, or are about to exceed, their
budgeted allocations; whereupon, he requested input by the Mayor and
Members of Council on how to address those instances when Council Members
exceed their travel allotment.
It was noted by Council Member Bestpitch, past Chair of the Budget and
Planning Committee, that when the procedure was initially established for fiscal
year 2004, it was intended to begin each fiscal year with an established amount
of funds, with the understanding that at the end of the fiscal year, if unspent
funds remained in individual Council Member accounts, those funds could be
transferred to the account of a Council Member who may need additional funds.
The City Manager advised that additional funds may be transferred from
the City Manager's Contingency Account to the Council's budget, and the
request could be made by the City Clerk on behalf of the Council.
Following discussion, the Chairman summarized that the consensus of
the Council is that if an individual Member of Council needs additional funds
for travel reimbursement, a request will be made through the City Clerk to the
City Manager for transfer of funds from the City Manager's Contingency
Account.
ckwb]\minutes04\030]044'~draft
37
In setting the ground rules for the Financial Planning Session, the Chair
requested that: (1) staff not read information on the power point slides; and (2)
that Council Members allow City staff to complete their presentation on each
power point slide before raising questions.
The City Manager advised that the Council's Financial Planning Session
provides the opportunity for staff to share challenges as they prepare a
proposed operating budget for the City of Roanoke for fiscal year 2005, which
proposed budget will be formally presented to the Council in mid April, and an
opportunity for staff to provide a financial forecast for the future. She called
attention to background information which is included in an appendix to the
work book for the Financial Planning Session. She commended the work of
Sherman M. Stovall, Acting Director of Management and Budget.
Mr. Stovall advised that when staff shared the revenue/expenditure
forecast with Council at the first meeting of the Budget and Planning
Committee in November 2003, it was projected that the City's expenditures
would exceed revenue by slightly more than $4 million in fiscal year 2005, and
it was also projected that the gap would grow slightly more than $10 million by
fiscal year 2007. He referred to the Council's Financial Planning Session which
was held last year at which time it was suggested that the City would need to
identify a new revenue source at the time that the second high school project
gets underway; and as the budget development process was begun this year, a
key assumption was that there would be no changes or increases in the City's
current local tax rate.
Ms. Shawver referred to appendix pages at the back of the Financial
Planning Session work book (Pages 20 - 29). She advised that as staff began
the budget process this year, two revenues were identified that would affect
multi year planning for fiscal year 2005, or the outer years, one of which is the
revenue received in the City's General Fund for indirect services provided
through the Water and Sewer Fund, which will begin to change on July 1, 2004,
with creation of the Western Virginia Water Authority. She further advised that
in making plans for creation of the Water Authority, certain cash balances will
be retained by the City which were generated from Water and Sewer funds that
will help to mitigate the revenue impact for the next approximately two years
based on services that have been provided from City General Fund
departments, and beginning in fiscal year 2008 there will be a revenue impact
of the loss of $.5 million and $1.1 million in fiscal year 2009 to the City's
General Fund which have been incorporated into the City's multi-year plan. She
ckwbllminutes04\0301044lbdraft
38
called attention to a change in the State's methodology for jail per diems which
has a $700,000.00 impact for the City beginning in the current year and affects
the outer years as well. With regard to Capital Planning, Phase II, Civic Center
expansion, she stated that the City had planned to issue bonds this past fall for
the Civic Center Phase II project, but at this point, it is hoped to issue bonds in
the fall of 2004. She added that funding of approximately $1,050,000.00 of
annual debt service for the Civic Center facility would be coming from the
stadium/amphitheater project, and approximately $550,000.00 of annual debt
service was to be generated from the stadium/amphitheater facility which
should be kept in mind as the City moves forward with the knowledge of what
may become of the stadium/amphitheater project. She advised that a key point
to be considered is that by the time the City issues bonds for the second high
school project, an additional stream of revenue will have to be identified to
support debt service on the project.
At this point, Council Member Dowe entered the meeting (9:00 a.m.).
The City Manager advised that some payment will occur from the Western
Virginia Water Authority to both Roanoke City and Roanoke County for those
services and activities that were previously suggested that should be managed
by the City and the County, rather than to create totally different activities,
although the total amount is not significant in terms of balancing the budget;
i.e.: payment for technical services to be provided by the City and use of the
County's financial management system.
Ms. Shawver advised that key financial assumptions-multi-year revenue
estimates are:
. Fiscal year 2005 real estate estimate developed using January 1,
2004 assessment data; and growth in future years is estimated at
four to five per cent.
. Local tax estimates such as personal property and business license
reflect very slight growth; as due dates on the taxes arise, staff will
re-evaluate fiscal year 2005 projections; and the annual growth of
two to three per cent is projected in development of future years'
estimates.
· Other local tax estimates are based on recent trends; prepared
food tax and transient room tax indicate promising growth trends
of approximately five per cent in the current year.
ckwbl\minules04\0301044'" draft
39
. Permits and fees increase in fiscal year 2005 based on current year
growth.
. Revenues from the Commonwealth of Virginia in fiscal year 2005
are based on current information from the State; no growth is
anticipated in future years; current projections include growth in
HBS99 of $426,000.00; and State estimates will be closely
monitored in the upcoming weeks.
. An annual review of charges for services enables adjustments to be
made where appropriate; and an average growth of two per cent is
assumed.
Ms. Shawver advised that included in the appendix is the actual numerical
data for fiscal years 2005 - 2008. She stated that growth of approximately two
per cent occurs in most of the years, and for 2005, growth is about three and
one-half per cent and two to two and one-half per cent in the outer years.
Mr. Stovall spoke to the expenditure side of fiscal year 2005 budget
development, and reviewed the following priority funding needs for fiscal year
2005:
. Continued sharing of local tax revenues with the Roanoke City
Public Schools based on the current formula of 36.42 per cent of
local taxes.
. Increased contribution rate for the Employees Retirement System
(7.59 per cent to 9.56 per cent - $ 1 million.
. Increased contribution rate for Sheriff/Jail employees in the Virginia
Retirement System (11 per cent to 16.46 per cent) - $421,000.00.
. Increased cost of employee health insurance - $392,000.00
subsequent annual increases.
. Increased local operating expense for new Health and Human
Services Building - $252,000.00.
. Increased operating expense for the Regional SPCA - $158,000.00.
. Continue progress
compensation.
in
providing
competitive
employee
ckwol\minulcs04\0301044'bdraft
40
There was discussion in regard to the duties and responsibilities of the
City's Billings and Collections Department, which include management of the
City's accounts receivable, lease fees, inspection fees, building fees, and
administration of local taxes, such as admissions tax, transient room
occupancy tax, and franchise tax, etc. The Director of Finance advised that 13
staff persons oversee the billings and collections function for water and sewer
collection and ten staff persons administer all other functions performed by the
department.
Upon question, the City Manager advised that last year, the City Treasurer
requested and the Council authorized, a locally funded position to assist in the
collection of delinquent taxes prior to officially transferring a delinquent
account to the Billings and Collections Department, the goal of which was to
reduce the volume of delinquencies that were transferred to the Department of
Billings and Collections.
Council Member Wyatt expressed concern that there may be a duplication
of services between the City Treasurer's Office and the Billings and Collections
Department, and asked that the matter be reviewed to determine if any cost
savings would occur due to consolidation of certain services.
Mr. Stovall addressed employee compensation which is approximately 40
per cent of the total City budget, or approximately $64 million, and the benefits
component which includes the retirement plan, ICMA, health insurance, and life
insurance totaling approximately $17 million. He advised that the total cost is
$10.7 million (City share - $6.5 million, employee share - $1.5 million, and
Health Insurance Reserve - $2.7 million); the City's share/contribution is based
on approximately 85 per cent of the cost for a single subscriber (employee only
coverage); and plan design and coverage is similar to other local governments
in the Roanoke Valley.
He called attention to a request by some City employees that the City
consider increasing its level of funding for family health insurance coverage.
He stated that the request will present a challenge and will be reviewed over the
next several months.
ckwbl\minUIes04\0301044"draft
41
The City Manager advised that it would be helpful to receive input from
Council in regard to the City's current practice of funding for employee health
care. She stated that currently, the role of the City is to ensure that employee
health care is covered to the maximum extent possible, and the City has not
moved toward covering a greater proportion of participation in family coverage,
or other coverages that are available through the City's health plan. She
explained that the majority of City employees are registered under the single
employee category due to their personal preference or because that is the
coverage they can afford; and as City staff reviewed the benefits structure
between Roanoke City and Roanoke County in regard to creation of the Western
Virginia Water Authority, it was discovered that the City of Roanoke has a
competitive health care package and provides numerous benefits for City
employees that are not provided for County employees.
She advised that the bond rating agencies that visited the City in
November, 2003 were impressed that the City's increased health insurance
rates have remained in the single digits because they have observed double
digit increases across the country, sometimes as high as 2.5 per cent in a single
year, and bond rating agency representatives requested that the City provide
background information on how it has managed health care costs. She stated
that a significant element that has helped the City to hold down health care
costs has been implementation of the Occupational Health Program, which has
recently been supplemented to include a full time nurse practitioner, in addition
to a part-time physician.
The Mayor advised that it may be appropriate to request input from City
employees as to whether they would prefer to compromise in one area to gain a
benefit in another area. He inquired if there has been a comparison of the
City's cost of employee compensation with cities of comparable size to
Roanoke.
The City Manager responded that the City engages in an annual survey of
salaries for the majority of job classifications within the organization, which
would indicate that the City of Roanoke is falling behind in regard to employee
compensation.
The Mayor clarified that he was referring to a comparison with other
comparable size cities in terms of the percentage of the overall fiscal year
budget which is applied to employee compensation; whereupon, Mr. Stovall
advised that the information would be forthcoming within one week.
ckwbl\minutes04\030]044'~draft
42
The Mayor also requested a comparison of retirement/jail costs and the
cost of operating the Sheriff's Department, as compared to comparable size
cities in the State of Virginia within one week.
Council Member Fitzpatrick advised that in looking to the future, it will be
important to share the load with regard to employee benefits, particularly
health care; therefore, the City should, as much as possible, continue to
provide employee coverage and allow the employee to address family coverage.
Council Member Wyatt expressed concern that the wages of many City
employees are at the bottom tier of employment and they cannot afford health
care insurance for their family. She inquired as to how many families of City
employees receive health care through the Social Services Department, or the
Health Department, and how many City employees are absent from work due to
sick children which equals hidden costs to the City. She stated that the City
might be better off by supplementing the family health care plan in some way.
Ms. Wyatt advised that Anthem Blue Cross/Blue Shield offers a health care
plan for the employee, plus a minor child, and the Roanoke City Public School
system offers a level of coverage that includes the employee and spouse, which
is less expensive than the family plan for those subscribers who do not have
children, or for those who are beyond the child bearing years. In those
instances where the City employee is enrolled in the single employee health
care plan and their spouse is covered by another insurance plan, she inquired if
the City employee's contribution to the single employee health care plan could
be applied toward the family plan of the spouse that is covered by another plan,
which would not affect the dollar amount paid by the City. She stated that
another concern of City employees is the high cost of prescription medicine and
asked that City staff review methods to. curtail prescription costs.
In the interest of time, the City Manager advised that she would prepare a
written response to the Council in regard to the ideas that were referenced by
Ms. Wyatt inasmuch as City staff has previously reviewed some of the
suggestions.
Council Member Dowe spoke to the importance of taking care of existing
employees, but also of importance is the attraction of the employment package
in terms of recruiting new employees. He inquired as to whether potential job
applicants have provided any input with regard to fringe benefits offered by the
City.
ckwbllminules04\O]QI044"drafl
43
The City Manager responded that at the mid management and
department head level, the City's total employment package has not been
evaluated as being deficient, and the biggest challenge for mid management
and above is the actual salary; and some time ago Council approved portability
within Virginia which has helped to attract persons who are already vested in
another private retirement system, or VRS, which enables them to move their
benefits without difficulty. She advised that everyone is concerned about the
rising cost of health care which affects people with less income more than
those persons at the middle or above income level; the City has a very
competitive health insurance package when compared to other jurisdictions;
and the cost of health care on an annual basis is out stripping any kind of
annual compensation increase and has long since surpassed inflation on an
annual basis.
Council Member Bestpitch advised that all City employees are offered
$275.00 per month to be used toward health insurance; however, employees in
the lower tiers are experiencing a greater impact than those employees at the
higher level. He inquired if the Council would be willing to consider a kind of
graduated system to provide that at some point an employee below a certain
level in the salary scale would receive greater than $275.00 per month.
The Mayor encouraged the City to be as flexible in the variation of its
health care plan as possible, and for future years, he spoke to the merits of
mirrowing the action taken by the private sector for its employees. He
expressed concern with regard to paying an entry level City employee a higher
amount of dollars for health care insurance coverage than other City
employees.
Vice-Mayor Harris advised that when City employees are treated
differently, problems are created and an edge of competitiveness exists; and
the fact that the City offers an occupational health care program demonstrates
that the City is trying to provide an opportunity for employees to mitigate
health costs.
Mr. Stovall advised that the total cost of the pension plan is $4.9 million
($4.1 million - City retirement and $.8 million State retirement); and the City's
pension plan is competitive when compared to other jurisdictions and the State.
ckwbl\minutes04\0301044'" draft
44
Mr. Bestpitch expressed concern with regard to recent news that
responsibility for the State Retirement System could fall to the localities for
funding, therefore, the issue should be considered in future budget projections.
The City Manager advised that currently and for a number of years the
City has funded the school system by sharing in local revenue growth at a
specific percentage and if, in fact, the State does not meet its fair share, it will
be necessary for the City to review the funding formula. She stated that the
school system advises that fiscal year 2005 will most likely be one of the best
years for the schools in terms of State revenue growth, and during the past
several years the City has made the lion's share of the net increase available to
the schools.
Ms. Wyatt advised that for some time retired teachers have worked to
obtain a State stipend of $75.00 to be used toward the cost of health insurance,
provided that the locality will fund an additional $30.00, which amounts to
approximately $213,000.00 from the City of Roanoke. She inquired as to the
feasibility of the City funding one half of the cost and the schools funding the
other one half, and advised that she has requested that the item be included on
the AprilS, 2004, joint meeting of Council and the Roanoke City School Board.
The City Manager advised that Council has discussed the request of
retired teachers in the past and Council has indicated a level of support, but
Council has also indicated that the request should be made by the School Board
inasmuch as the Council cannot dictate to the School Board how to spend its
annual allocation of funds. She added that the School Board has not indicated a
desire, or made a request for additional funding from the City, which would
place Council in a position to respond, and in discussing the issue with a
representative of the retired teachers group, she advised that the Council needs
to hear from the School Board before attempting to address the matter.
Following discussion, it was the consensus of Council that the item would
be included on the April 4, 2004, joint meeting of Council and the Roanoke City
School Board.
At this point, Vice-Mayor Harris left the meeting and the Mayor presided
(10:05 a.m.).
ckwbl\minutes04\OJ01Q44'ldraft
45
Mr. Stovall advised that other priority funding needs for fiscal year 2005
to 2007 are:
. Council's priority to budget recurring funding in the operating
budget for equipment replacement, building maintenance, paving
and technology needs.
. Equipment Replacement:
Funding goal - $2.5 million by fiscal year 2007
$150,000.00 increase in fiscal year 2005 to $1,650,000.00
Supplemented with anticipated revenue from sale of surplus
vehicles using E-surplus
. Capital Maintenance of Buildings:
Funding goal - $750,000.00 by fiscal year 2007
$100,000.00 increase in fiscal year 2005 to $550,000.00
. Paving program:
Funding goal - $2.5 million by fiscal year 2007
$323,969.00 increase in fiscal year 2005 to $2,398,952.00
. Technology - Financial Systems Replacement Project:
Funding goal - $1.0 million by fiscal year 2007
$165,000.00 increase in fiscal year 2005 to $676,247.00
The City Manager advised that the above referenced targets are the result
of the Council's direction to reduce reliance on CMERP at the end of the year
funding, and to place the necessary items in the ongoing budget so as to
address issues in a planned way and not be dependent upon using year end
funds leading to performance of better service. She stated that there will
continue to be some CMERP for those one time, non recurring items such as the
Grandin Theater, Dumas Center, etc., but the goal is to discontinue the use of
CMERP funds for those items that should be a part of the regular operating
budget.
ckwbl\minules04\0301Q44'hdraft
46
Mr. Stovall reviewed the use of revenue growth over the past three years:
. Local share of funding for the schools - $ 5 million
. Employee compensation and benefits - $6 million
. Additional debt capacity for capital projects - $1. 7 million
. Technology, capital maintenance of buildings, fleet replacement -
$2 million
. Tipping fees for Solid Waste Management program - $200,000.00
. Weed and trash abatement - $115,000.00
. Code enforcement - $138,000.00
. Social Service programs - $ 500,000.00 (reimbursed by the State)
. Youth programs - $150,000.00
. Community Service Agencies - $300,000.00
. Tourism marketing (Roanoke Valley Convention and Visitors
Bureau) $288,000.00
The City Manager advised that it is important to point out that employee
compensation of $6 million and the sharing of local funding with the schools at
$5 million have been the City's largest areas for increase over the past several
years, all of which demonstrate that Council is placing City funds in the highest
priorities.
Mr. Stovall reviewed the amount of funding provided to human and
cultural service agencies in the fiscal year 2004 budget:
. Center in the Square - $200,000.00
. Roanoke Arts Commission - (Cultural Services) - $322,482.00*
. Human Services Committee - $540,149.00*
. Blue Ridge Behavioral Health - $417,617.00*
. Virginia Cooperative Extension - $68,989.00*
. Total Action Against Poverty - $224,742.00*
Total - $1,773,979.00
*In past years, the allocation has increased based on the percentage
increase of the General Fund budget.
ckwbl\mim,lIes04\0301044'hdraft
47
Mr. Stovall advised that over the last four years, as City departments have
experienced budget reductions, human and cultural service agencies have been
held harmless, and funds allocated to the Roanoke Arts Commission, Human
Services Committee, Blue Ridge Behavioral Health Care, Virginia Cooperative
Extension and Total Action Against Poverty have increased based on the
percentage of growth of the City's General Fund budget.
The City Manager advised that the question is: as operating budgets and
other activities of various City departments are being reduced to fund City
activities, should certain outside organizations also be asked to bear some of
the impact. She stated that the opposite has been happening inasmuch as the
budgets of outside organizations have been growing at the rate that the overall
operating budget has increased, as opposed to submitting the impact of a five
per cent budget reduction. She requested input from Council as to whether the
practice as it relates to outside organizations should be modified.
The City Manager was asked to provide a recommendation; whereupon,
she proposed that individual requests of organizations be reviewed and that
such organizations be required to justify their current allocation of funds as to
effectiveness and demand for service, etc., rather than automatically increasing
a request for funds, with the exception of the Roanoke Arts Commission and
the Human Services Committee, both of which are charged with the
responsibility of evaluating and submitting recommendations on applications
for funding.
Question was raised as to whether the City has a statutory obligation to
fund Blue Ridge Behavioral Health Care; whereupon, the City Manager advised
that she was not aware of a minimum amount of required funding, but she
would confer with the appropriate officials and advise Council accordingly.
Question was raised as to why the City administration has instructed City
departments that are currently operating at a minimal level to review the impact
of another five per cent reduction in their budgets when the overall General
Fund budget is growing by only three and one-half per cent.
The City Manager responded that the City does not have a true three and
one-half per cent revenue growth; 36.42 per cent of all local revenue growth is
immediately taken off the top and passed over to the schools; when adding the
City's costs to do business, it will involve more than the amount that is
generated by the three and one-half per cent to meet all expenses, therefore,
in order to meet expenses and to provide for various elements that have been
requested, it is necessary to reduce expenses in one area in order to make up
for increased costs in another area.
ckwbllminUles04\0301044"draft
48
Mr. Stovall added that based on the funding formula for the schools, the
schools would receive approximately $2.3 million of the $7.2 million in revenue
growth, $1 million of anticipated revenue increase is associated with social
service programs and additional revenues from the Commonwealth of Virginia,
therefore, the discretionary revenue increase available to the City would total
approximately $3.7 million.
Mr. Bestpitch made the observation that the City should look at real
growth in the City's local revenues and provide for increases based on that
percentage.
The City Manager advised that when the State provided its fair share of
funding, it was easier for the City to pass on these same kinds of percentages,
but over the last four years, the State has rapidly withdrawn its support, but at
the same time, the City has tried to maintain fairly progressive policies relative
to outside agencies and organizations. She stated that the question is: can the
City afford, not just financially, but philosophically and otherwise, to grow
some budgets at the sacrifice to others within the City organization.
Mr. Bestpitch requested that Council be provided with additional
calculations during fiscal year 2005 budget study as to the City's true growth
percentage that should be passed on to outside agencies and organizations.
Mr. Stovall reported that true growth revenue would be somewhere
between one and two per cent.
The City Manager advised that staff is required by law to provide Council
with a balanced budget; the initial budget is the City Manager's
recommendation which includes a series of proposals; each year Council has
the opportunity to review the proposals and make changes, but if Council
believes that the City's financial situation is such that it should not continue a
policy in the proposed 2005 fiscal year budget to grow the budgets of
community service agencies automatically by the percentage of the increase of
the overall budget, City staff would prefer to have that direction from Council at
this time so that the direction of Council can be incorporated into the overall
fiscal year 2005 budget proposal. She added that the procedure would allow
Council an opportunity, through the public hearing process, to make a different
decision if an agency provides .sufficient justification for additional funds. She
stated that it is important for Council to understand the foundation on which
some of the funding elements are built, because fiscal year 2005 will be a
challenging budget, with a number of unknown issues that will need to be
addressed.
ckwbl\millutes04\0301044tldraft
49
There was discussion in regard to the percentage of reductions that City
departments have been instructed to absorb over the past four years;
whereupon, Mr. Stovall advised that in the aggregate, City departments have
taken reductions of approximately 11.5 per cent and at the time that the
balanced budget was submitted to Council, funding was restored for certain
programs that were initially reduced.
The City Manager responded that reduction percentages correspond
closely to the kinds of impact that the City has experienced in State reductions.
Mr. Stovall was asked to provide the actual percentage of discretionary
funds; whereupon, he reported that the actual amount is 1.8 per cent.
The Mayor inquired if the City Manager had sufficient guidance from the
Council; whereupon, she summarized that her interpretation of the discussion
by Council is that City staff is not expected to adhere to the current practice of
holding human and cultural service agencies harmless, City staff may use its
discretion in submitting recommendations to the Council that are appropriate,
while allowing the Council full discretion in addressing the recommended
budget and to request that staff make adjustments as necessary.
Mr. Stovall reviewed the following capital projects that require funding via
issuance of bonds or cash funding:
. Art Museum/IMAX Theater
. Police Building, Phase 1/
. Fire-EMS facilities
. Riverside Centre for Research and Technology
. Patrick Henry High School Improvements
. William Fleming High School Improvements
. Multi-Purpose Recreation Center
. Roanoke River Flood Reduction
. Civic Center Improvements Phase 1/
. Downtown West Parking Garages
Question was raised as to the status of funding for the Art Museum/IMAX
Theater project; whereupon, Mr. Stovall stated that the Executive Director
advises that the plan is to abide by the existing schedule which provides that
construction will begin in fiscal year 2005, however, he did not receive specific
information with regard to the status of fund raising.
ckwbl\minUles04\0301044'~draft
50
The City Manager advised that she would discuss the matter with the
Executive Director of the Art Museum because if the construction schedule
takes place in the latter part of 2005, funding would fall into a subsequent
fiscal year. She stated that the City should honor its commitment, but when to
sell bonds is predicated on when construction begins, therefore, if the Art
Museum were to complete its fund raising, Council could accelerate its
commitment by taking an official action. Until she confers with the Executive
Director of the Art Museum, the City Manager advised that the Art
Museum/IMAX Theater project should remain on the capital projects list.
Mr. Stovall reviewed the following current approved capital projects that
require funding via issuance of bonds or cash funding:
. Public Works Service Center
. Municipal North Renovation
. Grandin Theater
. Dumas Center
. Roanoke River Greenway
. YMCA
He advised that funding of the Public Works Service Center and
renovations for Municipal North are anticipated to be funded from excess debt
capacity in fiscal year 2005; the City has a contractual obligation to contribute
to the Grandin Theater and the Dumas Center which will be funded from
CMERP; the City has a commitment of $2 million for the Roanoke River
Greenway and the YMCA over ten years and both items will be funded from
capital fund interest earnings.
An observation was made that approximately $200,000.00 is included in
T -21 enhancement funds to the Roanoke River Greenway project which is
pending, in order to "piggyback" the flood reduction project and Federal
funding; whereupon, Mr. Stovall advised that he would check on the status of
funds with the Executive Director of the Roanoke Valley Greenway Commission.
Upon question by the Mayor, the City Manager responded that the
$200,000.00 per year for ten years was intended for strictly greenway
development, and the funds were included in the budget three to four years
ago in an effort to demonstrate the City's ongoing commitment to greenways.
She stated that there is another greenway allocation of approximately $5
million for the Roanoke River that has to do with the actual Roanoke River Flood
Reduction project and the direct efforts of Congressman Bob Goodlatte for
inclusion of the greenway, however, the funds were included in a budget that
will not go forward this year because Congress has decided that the Roanoke
River Flood Reduction program will not advance during this calendar year.
Therefore, she stated that the City can successfully move that $ 5 million out for
ckwbllminutes04\0301044"drafl
51
several years. She advised that the funds should be generic money for any and
all greenway development and it may be necessary to request that Council take
official action to revise certain documents so as to ensure that the funds are
not specific to anyone specific river.
Mr. Stovall reviewed the following potential new capital projects:
· Dumas Center/Harrison Museum - $400,000.00
· Streetscapes and Traffic Calming - $250,000.00
(Per Year) Beginning in fiscal year 2006 - fiscal year 2011
. Library facility
Planning study to be conducted
· Courthouse Renovation
He advised that if Council wishes to move forward with projects that are
currently approved, it is suggested that bond issues be staged in the following
manner:
· Fiscal year 2004-05 - $58,201,000.00
Art Museum/IMAX Theater - $3,700,000.00
Project is anticipated to move forward as planned (may be pushed
out a few more years)
. Police Building Phase II - $6,670,000.00
· Fire-EMS Facilities - $4,431,000.00
Debt service funded from EMS fees
· Riverside Centre for Research and Technology - $5,400,000.00
Initially planned for fiscal year 2006-07 (moved forward as a result
of possible acquisition of the Mennell property)
· Patrick Henry High School Improvements - $38,000,000.00
Revised cost estimate of $46.7 million
School Board will meet with Council on March 15
Plan to begin the project in June 2004 as scheduled
Extend time line for completion to three years
ckwbllminUletl04\0301044'ldraft
52
Mr. Stovall advised that planned Enterprise Fund bond issues include:
. Fiscal year 2004-05 - $18,010,000.00
Civic Center Improvements Phase II - $14,410,000.00
Initially planned for fiscal year 2003-04
Debt service partially funded ($553,000.00) from admissions tax
revenue, facility surcharge revenue, and increased net revenues
from additional events held at the stadium/amphitheater
· Downtown West (Campbell and Salem) Parking Garage
$ 3 ,600,000.00
Initially planned for fiscal year 2005-06
Funded from parking fees
A statement was made that in essence approximately $500,000.00 has
been given up in revenue that was anticipated from the stadium/amphitheater
project to service the debt for Civic Center Phase II improvements; therefore,
how will the $500,000.00 be raised since the stadium/amphitheater project is
on hold until the new Council takes office on July 1, 2004.
The Director of Finance advised that the Civic Center Phase II project was
predicated on the development of a stadium/amphitheater, or operational part
of the new stadium/amphitheater; however, with the stadium/amphitheater
project currently on hold, funding sources will need to be identified if the
decision is made to proceed with the Civic Center Phase II project, or the Civic
Center project will be placed on hold until a decision is made on the
stadium/amphitheater issue.
The City Manager called attention to a third alternative which is to modify
improvements to a level commensurate with available funding for Civic Center
Phase II improvements. She stated that the past practice of the City with regard
to the Civic Center has been to provide an annual subsidy to the facility that has
remained fixed for a significant number of years, with the understanding that
the Civic Center will fund all of its expenses and any minor or major capital
improvements from the funds. She added that it will be necessary to look at
planned improvements, estimated cost and, current revenues for the Civic
Center to determine what can be afforded within the current policy. She advised
that the decision of Council to hold in abeyance the stadium/amphitheater
project is relatively recent and City staff has not had an opportunity to engage
in a total evaluation, and City staff would not submit a project to Council that
does not have adequate revenues to support debt service.
ckwb]\minules04\030]044t~ draft
53
Council Member Bestpitch made the observation that Council cannot
ignore the fact that it voted to give up $500,000.00 in revenue, therefore, some
other funding source will have to be identified if the Civic Center project is to
continue to the point where the City will recognize additional revenues in the
future. He stated that a good business plan does not include scaling back on
the project and constructing only what the City can afford, and thereby giving
up the opportunity to generate additional revenues in the future.
Council Member Fitzpatrick advised that if the City does not currently
have the resources to complete Phase II of Civic Center Improvements, he
would prefer to wait and do the project right, rather than a scaled down version
at this time. He stated that the project represents an economic investment for
the taxpayers of the City of Roanoke that will provide a rate of return on their
money.
Council Member Wyatt advised that to delay Phase II Civic Center
Improvements is self defeating; and if the City cannot afford Phase II in its
entirety, staff should review funding to complete at least one of the Exhibit
Halls and the kitchen area in order to begin to generate sufficient revenue to
address some of the other needs. She stated that completion of one of the
Exhibit Halls will free up days in the Coliseum for concerts and sporting events.
The City Manager advised that her personal belief is that the City should
proceed with improvements to the facility for a number of reasons; the City
should move away from the practice of fixing a subsidy for the Civic Center and
challenge the Civic Center to come up with a recommendation on how much it
can afford and then look to the City's General Fund to assist in making up the
necessary difference so that the entire project can move forward inasmuch as it
has significant revenue implications for the City of Roanoke. She called
attention to long standing activities and events that have been held at the Civic
Center in past years, and representatives of those events have stated that they
will not come back to Roanoke if significant improvements are not made to the
Civic Center. She added that currently, significant events are turned away
because the Civic Center does not have sufficient room for the activity which is
sometimes required to spillover into the Exhibit Hall or the Coliseum. She
advised that the Civic Center has significant revenue generating potential, and
the City's initial estimates were conservative in terms of revenue, both for the
Civic Center and the stadium/amphitheater. She requested the opportunity to
further review the project and to submit a recommendation to Council that
could involve the City providing approximately a $200,000.00 subsidy.
ckwbl\minutes04\0301044'bdraft
54
The Mayor expressed concern over the inference that because the
stadium/amphitheater project is on hold, there will not be sufficient revenue
for Civic Center Phase II improvements. He stated that the $18 million that was
identified for the stadium/amphitheater project has not been spent and is
currently generating interest earnings on the bond money.
The Director of Finance advised that the bonds that were issued have an
interest rate of approximately four and one half per cent and the City is earning
approximately two per cent or less on unspent bond funds.
The Mayor advised that when remarks are made that Victory Stadium has
never been profitable, it should also be noted that no one has ever projected
that the Civic Center and the new stadium/amphitheater on their own would be
profitable. He stated that no one who has advocated the renovation of Victory
Stadium has said that the facility will be profitable.
The City Manager explained that as the Civic Center project was
prepared, City staff presented a plan for financing of the debt of approximately
$15 million for Civic Center expansion, and, because of the way the City
finances the Civic Center, the recommendation showed numbers both for
increased revenues at the Civic Center itself through expansion improvements,
as well as the facility surcharge and the admissions tax. She added that there is
a differential on the admissions tax for the Civic Center facility to help fund
improvements and there was an expectation of revenues from the
stadium/amphitheater project, primarily based upon the amphitheater
component of the facility, which revenues were applied to financing the debt
service. She pointed out that a portion of debt service revenues that were to
come from the stadium/amphitheater are not currently available based upon
the Council's policy to hold the project in abeyance, therefore, it will be
necessary to make adjustments and staff is requesting direction from Council
on how the adjustments should be made. She reiterated that there are multiple
ways to address the issue; i.e.: (1) to place the project on hold, (2) to reduce the
size of the project, or (3) to give City staff direction to look for a combination of
facility revenues, such as Civic Center revenues, admissions tax revenues and
General Fund revenues in order for Civic Center Phase II Improvements to
continue at the described level.
ckwbllminutes04\0301044'hdraft
55
Mr. Fitzpatrick suggested that the City Manager consider the Private Build
option. He stated that there is a significant difference between the Victory
Stadium situation and revenue for the Civic Center; and the Civic Center does
not lose money, but creates a revenue stream as a result of those people who
visit the facility, spend the night in the City, eat in the City's restaurants, and
shop in the City's stores. He advised that it is the charge of Council to create
investments that provide returns for the City and maintain the City's tax base,
and if Civic Center improvements do not proceed, the City will experience a
significant loss of potential revenue.
Mr. Bestpitch advised that based on prior information provided by the
City Manager to Council, the projections on operating profitability of the
stadium/amphitheater project were very conservative showing the minimum
number of events that would be required at the stadium/amphitheater on an
annual basis for the facility to operate in the black; Le.: projections provided to
Council included five events per year, however, the real number is most likely in
the range of five to ten events annually. He added that if the City hosts a larger
number of events each year, the City is not only giving up $550,000.00, but the
added revenue from any additional events that most likely would have come to
the facility. He advised that to pretend that no budgetary implications will
occur and that citizens will be saving money by not making this investment in
the future is not substantiated by the information that was previously presented
to the Council, in writing, by the City Manager.
The Mayor advised that the consensus of Council is that the City Manager
be directed to proceed with Civic Center Phase II Improvements, with a follow
up report to the Council.
Mr. Stovall advised that General Fund supported planned bond issues
include:
. Fiscal year 2007-08 - $56,000,000.00
Multipurpose Recreation Center - $7,000,000.00
Initially planned for fiscal year 2004-05
Roanoke River Flood Reduction - $5,000,000.00
Initially planned for fiscal year 2006-07
ckwbllminutcs04\0301044'.drafi
56
Fire-EMS Facilities - $4,000,000.00
Initially planned for fiscal year 2006-07
Debt service funded from EMS fees
William Fleming High School Improvement - $40,000,000.00
Initially planned for fiscal year 2006-07.
With regard to William Fleming High School improvements, Ms. Wyatt
advised that the cost was initially $38 million, and inquired at what point did
the construction project increase to $40 million.
The City Manager responded that at the time the schools updated the
$35 million to $38 million for construction of Patrick Henry High School, a
decision was made to add an additional $3 million for the William Fleming
project, thus bringing the project to $40 million, the idea being that
construction costs for William Fleming High School will be more several years
out.
Council Member Wyatt expressed concern about the process which did
not allow for input by Council, yet the City is expected to fund its share of total
costs. She stated that schools should be provided that are equipped to take
Roanoke's students into the future, but it may not be necessary to include the
kinds of amenities that are proposed by the school system, especially given the
fact that construction costs continue to multiply.
The City Manager advised that while the discussion at the joint meeting
of Council and the School Board on Monday, March 15, 2004, is intended to
address improvements to Patrick Henry High School, it would also provide an
opportunity for Council to discuss the William Fleming High School project.
Ms. Wyatt advised that originally Council committed to fund one-half of
the cost of high school improvements; however, it appears that Council has no
control over what its one-half will be, therefore, it may be necessary to advise
the School Board that Council will contribute a certain number of dollars and
anything over a speCific dollar amount should be funded by the school system.
The Mayor proposed that Council honor its word insofar as what the City
committed to fund when the cost of construction was $35 million and the City
committed to fund one-half of the cost.
ckwbl\rninutes04\OJ010441hdrafi
57
The City Manager advised that the City has yet to identify a funding
source for construction of William Fleming High School and several options are
available, such as an increase in an existing fee, imposition of a new fee, a tax
rate increase, etc.
At this point, Chairman Harris returned to the meeting and presided over
the remainder of the session.
Mr. Stovall advised that planned Enterprise Fund bond issues include:
· Fiscal year 2007-08 - $3,600,000.00
Downtown West Uefferson Center Area) Parking Garage
$3,600,000.00
Initially planned for fiscal year 2005-06
Funded from parking fees
. Future
Storm Water Management Program - $11,000,000.00
Funded from a proposed user fee
The City Manager advised that some of the numbers are preliminary and
the City should do a better job of planning projects so that when the project is
closer to the actual construction phase, a more accurate number is available
with regard to total construction cost. She called attention to the need to split
projections to provide for the planning phase before Council actually commits
to a specific amount of money for construction, which also provides an
opportunity to modify plans prior to construction, if necessary.
Ms. Shawver reviewed outstanding debt as of March 1, 2004:
City General Obligation Bonds
$111,729,375.00
Enterprise Fund Debt:
General Obligation Bonds:
Water Fund
Water Pollution Control Fund
Civic Center Fund
Parking Fund
Virginia Resource Authority Loan
Water Pollution Control Fund
Total Enterprise Fund Debt
$ 20,565,000.00
15,080,000.00
2,045,000.00
6,846,945.00
17.511.051.00
61,687,996.00
ckwbl\minutes04\0301044'" draft
58
Capital Expenses
School General Obligation Bonds
Qualified Zone Academy Bonds (QZAB)
Virginia Public School Authority (VPSA)
Bonds
Literary Fund Loans
Total Schools
Section 108 Loan
Total Debt as of March 1, 2004
2,013,737.00
24,843,610.00
1,564,252.00
34,047,080.00
5,974,000.00
66,428,942.00
3.825.000.00
245,685,050.00
(61,687,996.00)
(3,825,000.00)
$180,172,054.00
Less: Enterprise Fund Debt
Less: Section 108 Loan
Outstanding Tax Supported Debt
Ms. Shawver advised that assumptions on debt and funding of debt
service are:
The City has traditionally funded debt service on General
Obligation Bonds, Water or City or School projects.
The Schools have traditionally funded debt service on VPSA
Bonds and Literary Fund Loans.
Capital Leases are considered tax supported debt of the City
and are typically funded by the General Fund.
In analyzing the tax burden, all such debt is considered tax
supported debt of Roanoke due to vesting of taxing authority
in the City.
Generally, debt of Proprietary Funds (Water, Water Pollution
Control, Civic Facility, Parking) is considered self-supporting
and excluded from debt burden calculations.
General Obligation and Virginia Public School Authority
bonds were amortized using level principal and an interest
rate of six per cent.
Literary Loans were amortized at an interest rate of three per
cent.
ckwbl\minutes04\0301044" draft
59
25.00
20.00
15.00
10.00
Currently
Upon
Issuance
All debt amortized over 20 years.
Funding for debt service increases based on the following
assumptions:
Increased funding of debt service of an additional
$370,000.00 per year through fiscal year 2009.
Dedication to debt service funding of incremental increases
in EMS fees through fiscal year 2007.
Ms. Shawver reviewed the following charts:
Current and Future General Fund Debt Service
5.00
III Currrently
III Upon Issuance
0.00
2004 2005 2006 2007 2008 2009 2010
2004
14.705
14.705
2005
15.328
15.328
2006
15.01
19.323
2007
14.724
18.919
2008
14.446
18.523
2009
14.360
22.279
2010
14.167
21.860
Includes all debt funded by the General Fund (City, School, Leases).
(:kwb]\minutes04\0301044'~ draft
60
Future General Fund Debt Service and Projected Funding for Debt
Service
25.00
5.00
II Debt Service Upon
Issuance
II Projected Funding for
Debt Service
20.00
15.00
10.00
0.00
2004 2005 2006 2007 2008 2009 2010
Debt 2004 2005 2006 2007 2008 2009 2010
Service 14.705 15.328 19.323 18.919 18.523 22.279 21.860
Upon
Issuance
Projected 15.343 18.982 19.689 20.350 20.920 21.490 21.490
Funding
for Debt
Service
ckwbllminUlesQ4\0301044'Odraft
61
Future City and School Debt Service
20.00
5.00
. Paid by City
. School Paid by City
o School Paid by School
15.00
10.00
0.00
2004 2005 2006 2007 2008 2009 2010
City Paid 2004 2005 2006 2007 2008 2009 2010
by City 12.432 12.789 14.686 14.364 14.038 15.667 15.394
School Paid 2.273 2.539 4.637 4.555 4.485 6.612 6.467
by City
School Paid 4.462 4.837 6.208 6.216 6.379 6.918 8.747
by School
She advised that debt policies are:
· Non-proprietary general obligation debt service will not exceed ten
per cent of General Fund expenditures.
· Net bonded debt will not exceed five per cent to the assessed value
of real estate Net Bonded Debt is general obligation debt for the
City and the School Board, exclusive of Enterprise Fund debt and
the amount available in the Debt Service Fund.
· Tax-supported debt will be structured such that not less than SO
per cent of aggregate outstanding debt will be retired within ten
years.
Note: Ratios that follow include all non-Enterprise Fund debt -
GO Bonds, VPSA, Literary Loans, QZAB and Capital Leases
Ratio of Debt Service to General and School Fund Expenditures (10%)
ckwbl\minutes04\0301044"dtafl
62
City Proiects School Proiects Overall
FY 2001 4.2% 2.4% 6.6%
FY 2002 4.1% 2.3% 6.4%
FY 2003 5.9% 3.0% 8.8%
FY 2004 4.7% 2.5% 7.2%
FY 2005 4.6% 2.7% 7.3%
FY 2006 5.1% 3.8% 8.9%
FY 2007 4.8% 3.6% 8.4%
FY 2008 4.6% 3.5% 8.0%
FY 2009 4.9% 4.2% 9.0%
FY 2010 4.6% 4.5% 9.1%
Note: Assumes annual expenditure growth of 4%.
Ratio of Net Bonded Debt to Assessed Value of Real Estate (5%)
City Pro iects School Proiects Overall
FY 2001 2.0% 1.6% 3.6%
FY 2002 2.8% 1.7% 4.5%
FY 2003 2.1% 1.5% 3.6%
FY 2004 2.4% 1.6% 3.7%
FY 2005 2.1% 2.3% 4.5%
FY 2006 2.2% 2.2% 4.2%
FY 2007 2.0% 2.1% 3.8%
FY 2008 1.7% 2.6% 4.4%
FY 2009 1.8% 2.4% 3.9%
FY 2010 1.5% 2.1% 3.4%
Note: Assumes growth of 4% in assessed value of Real Estate
Reduction of Aggregate Debt Within Ten Years (50%)
(Reflects Issuance of Planned Future Debt)
FY 2004
FY 2005
FY 2006
FY 2007
FY 2008
FY 2009
City
69%
68%
70%
72%
71%
74%
Schools
65%
60%
61%
64%
56%
65%
Overall
67%
65%
66%
68%
63%
69%
ckwbl\minutes04\OJ0104 4'~ draft.
63
Debt Statistics of Urban Cities
· Source: 6/30/03 CAFRs
Locality General Debt Service Net Bonded Net Bonded
Obligation To General Debt To Debt Per
Bond Rating Fund Assessed Capita
Expenditure Value Real
Estate
Roanoke AA 6.45% 4.40% $1,916.00
Richmond AA/A1 6.81% 3.35% $2,029.00
Hampton AA 5.32% 2.73% $1,104.00
Lynchburg AA 7.85% 2.38% $1,328.00
Newport News AA 7.37% 5.20% $2,235.00
Norfolk AA/A1 8.71% 3.37% $1,545.00
Portsmouth AA-/A3 6.80% 6.39% $2,002.00
Roanoke Co. AA 5.24% 1.49% $1,040.00
The City Manager advised that some citizens have appeared before
Council and stated that the City of Roanoke has enjoyed a AAA bond rating in
the past, but the AAA rating has now been reduced. She pointed out that the
City of Roanoke has never had a AAA bond rating, the City's current AA is a
strong rating, and when the City sells bonds, it oftentimes sells as a AAA entity.
She advised that the State of Virginia's bond rating has the potential to affect
the City of Roanoke in the future, the City of Roanoke has been fortunate to be
located in a State that has enjoyed a AAA bond rating for many years which has
helped the City to ride the crest when it sells bonds, but recent indications are
that the State's AAA bond rating may be in jeopardy. She added that it will not
affect the City's bond rating, but could affect the City's ability to sell bonds at
the better rate.
ckwbl\minutes04\0301044'hdraft
64
There was discussion in regard to how a locality achieves a AAA bond
rating; whereupon, the Director of Finance advised that factors include the
average personal wealth of a locality's citizens, investment in their homes and
personal income; and part of the Council's strategic policy is to address such
issues as increasing the value of homes in the City of Roanoke, more upscale
housing, and creating higher paying jobs in the City.
Ms. Shawver advised that the City has engaged in three different bond
refinancings this year, at savings of approximately $325,000.00 per year.
Mr. Stovall reviewed the following chart on revenue and expenditure
forecasts gap analysis:
240.000
230.000
220.000
210.000
200.000
190.000
FY04
III Revenue
III Expenditures
FY05
FY06
FY07
FY08
Expenditures FY 04
204.801
Revenue 204.801
FY OS
213.169
212.033
FY 06
220.676
217.486
FY 07
227.678
222.292
FY 08
234.322
226.656
In terms of closing the gap, Ms. Shawver advised that the following are
under consideration:
. Revenues
Fiscal year 2005:
Increase street opening permits to more fully recover the cost of
inspections of street repaving following street cuts.
Implement annual inspection of cross connection devices to
recover some of the costs of the program; inspection services
would be provided by staffing currently in place.
ckwbllminutcs04\0301044'hdraft
65
Fiscal year 2006 and beyond:
Examine fees for services annually to ensure that revenues are
adequate to cover cost of providing services.
Implement new or increased revenue stream if needed to fund debt
service when the second high school project begins.
Revenue Options include:
Tax
Current
Rate
Real Estate
Personal Property
Utility Consumer
Cigarette (20 per pack)
Transient Occupancy
Admissions
Prepared Food & Beverage
E-911
Motor Vehicle License
Cable TV Utility
Storm Water Management Fee
$1.21
3.45
12%
27
7%
5.5.%
4%
2.00
$20.00
Maximum
Rate
None
None
20%
None
None
None
None
$3.00
$28.50$
7%
None
Rate Change
Impact
01= $ 480000.00
$.01=$ 67000.00
1% = $1100000.00
$.01=$ 70000.00
$ 1% =$322000.00
1% = $ 70000.00
1%= $1935000.00
$.01=$ 8000.00
1 = $ 89000.00
1% = $ 209000.00
1/month=SOOOOO.00+
Mr. Stovall advised that budgetary options under consideration to close
the gap include:
Expenditures to fiscal year 2005:
Use savings from bond refinancing to reduce the net cost of
employee compensation.
Reduce the planned increase in funding for capital building
maintenance, equipment replacement and paving.
Mr. Stovall invited input
options that the Council would
fiscal year 2005 budget.
from Council Members with regard to other
like for City staff to consider in balancing the
ekwl:>I\minutcs04\0301044Il1draft
66
Mr. Bestpitch called attention to a request by retired City employees for a
pay increase and a supplement toward health care insurance for retired
employees 65 years of age and older, and asked that the matter be included on
the 2005 Fiscal Year Budget Study agenda.
Council Members Fitzpatrick and Dowe expressed appreciation to staff
for the clarity of their presentations.
The Mayor requested a brief summary on revenue sources, as opposed to
the traditional pie chart and summary of expenditure commitments, both in
percentage of the overall budget and dollar amounts for fiscal year 2005.
Ms. Wyatt advised that as City staff prepares the proposed 2005 fiscal
year budget, it is suggested that they look at the luxury taxes such as the
cigarette tax, transient room occupancy tax, prepared food tax, cable television
tax, etc., as opposed to those kinds of taxes that are considered to be basic
services for Roanoke's citizens, such as the real estate tax and the E-911 tax,
etc.
The City Manager advised that no fee or tax increases will be proposed in
order to balance the fiscal year 2005 budget.
The City Manager advised that the next meeting of the Budget and
Planning Committee will be held on Monday, AprilS, 2004; Council will receive
briefings on the proposed 2005 fiscal year budget in mid April; and there is a
scheduling conflict in regard to the site for the proposed 2005 fiscal year
budget public hearing on Thursday, April 29, 2004, at 7:00 p.m., which is
typically held in the Exhibit Hall at the Roanoke Civic Center.
Following discussion, it was the consensus of Council to hold the
proposed fiscal year 2005 budget public hearing in the City Council Chamber,
fourth floor, Noel C. Taylor Municipal Building, on April 29, 2004, at 7:00 p.m.
With reference to those items referred to the Council's Financial Planning
Session and in the interest of time, the Chairman advised that a grant to the
Roanoke Higher Education Center for property taxes paid would be deferred
until the AprilS, 2004, meeting of the Budget and Planning Committee.
ckwbllminutes04\0301044" draft
67
Mr. Stovall called attention to a request from the Commissioner of the
Revenue for additional funding in the amount of $19,000.00, approximately
$2,500.00 of which will be used to implement the short term rental tax which
was approved in the fiscal year 2004 budget, with the remainder of the
appropriation to be used for day to day operation of the office. He stated that
the Commissioner of the Revenue indicates that if additional funding is not
forthcoming, it may be necessary to adjust operating hours in order to serve all
citizens who are in line to transact business so as not to incur overtime
expenses. He pointed out that the budget reduction for the Office of
Commissioner of the Revenue for fiscal year 2004 was approximately
$19,000.00.
The City Manager advised that if approved by Council, the $19,000.00
could be transferred from the City Manager's Contingency account to the
budget of the Commissioner of the Revenue.
Following discussion, it was the consensus of Council to authorize
appropriation of an additional $19,000.00 to the budget of the Commissioner
of the Revenue for fiscal year 2004.
The City Manager called attention to recent events regarding adoption of
the State's budget, and advised that some persons have suggested that the
General Assembly may not recess on time and there may be a need to continue
to meet in order to reach a balanced budget; whatever the compromise, the
budget will be different from either of the two budgets as presented by the
House and the Senate; and the City can expect certain budgetary impacts
whether they be in constitutional offices, or education, or law enforcement, or
social services, or general revenues to be shared with the localities. She invited
Council Members to view the RVTV-Channel 3 showing of a press conference
that was held on Thursday, March 4, 2004, in Richmond, Virginia, by the
Virginia First Cities Coalition, the essence of which reflects the sentiments of
the City of Roanoke relative to the need for the General Assembly to recognize
its obligations to Virginia's localities. On behalf of the Virginia First Cities
Coalition, she stated that the press conference indicates support of the Senate
version of the budget which overall represents the best interest of localities.
Ms. Wyatt inquired if it would be advantageous for the Council to go on
record in support of the Senate version of the budget; whereupon, the City
Manager advised that as a member of the Virginia First Cities Coalition, the
position of the City of Roanoke was communicated as a part of the entire
group, but Council Members, individually, could contact the City's legislative
representatives.
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68
The City Manager stressed that the next several weeks may change some
of the information that was shared with the Council during today's Financial
Planning Session, and expressed appreciation to Council for the seriousness
with which it deliberated the topics of discussion.
The Chairman concluded the Financial Planning Session and turned the
meeting over to the Mayor.
The Mayor referred to a previous discussion by Council in regard to
cleaning up 1-581 intersections within the City of Roanoke, and advised that the
Roanoke Kiwanis Club will engage in a community project to remove debris in
the Jefferson Street/Walnut Avenue 1-581 area on Saturday, March 6, 2004.
Upon question by a Member of Council, the City Manager advised that
City staff has not heard from Virginia Department of Transportation officials in
regard to 1-581 private property, and staff will coordinate a request of the
Mayor to ride along portions of 1-581 with appropriate City staff.
There being no further business, the Mayor declared the Council meeting
in recess until Monday, March 15, 2004, at 11:30 a.m., at which time Council
will meet jointly with the Roanoke City School Board to review information on
construction costs for Patrick Henry High School.
The regular meeting of the Roanoke City Council which convened on
Monday, March 1, 2004, at 9:00 a.m., which meeting was declared in recess
until Friday, March 5, 2004, at 8:30 a.m., which meeting was declared in recess
until Monday, March 15, 2004, at 11:30 a.m., was called to order on Monday,
March 15, 2004, at 11:30 a.m., by Vice-Mayor C. Nelson Harris and School
Board Chairperson Gloria P. Manns in Room 159, Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., City of Roanoke, Virginia, for a joint
meeting of the Roanoke City Council and the Roanoke City School Board. The
purpose of the meeting was to review plans for the Patrick Henry High School
Replacement Project.
COUNCIL MEMBERS PRESENT: Beverly T. Fitzpatrick, Jr., Linda F., Wyatt,
William D. Bestpitch, M. Rupert Cutler, Alfred T. Dowe, Jr., and Vice-Mayor
C. Ne Iso n Harri s --- -- ---------- ----- --- -----~-- ------------- ------ --6.
ABSENT: Mayor Ralph K. Smith----------------------------------_l.
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69
SCHOOL TRUSTEES PRESENT: William H. Lindsey, Alvin L. Nash, Robert j.
Sparrow, Kathy G. Stockburger, David B. Trinkle, and Ruth C. Willson and
Gloria P. Manns, Chair ----------------------------------------------7.
ABSENT: None------------------------------------------______O.
STAFF PRESENT: Darlene L. Burcham, City Manager; William M. Hackworth,
City Attorney; Jesse A. Hall, Director of Finance; Mary F. Parker, City Clerk; E.
Wayne Harris, Superintendent of Roanoke City Schools, Richard A. Kelley,
Assistant Superintendent of Operations for Roanoke City Schools; and Cindy
Lee, Clerk, Roanoke City School Board.
SCHOOLS: The meeting was called at the request of the School Board to
present proposed plans for the Patrick Henry High School Replacement Project.
On behalf of the Council, the Vice-Mayor welcomed the School Board and
staff to the meeting.
Chairperson Manns expressed appreciation to Council for taking time
from their schedule to meet with the School Board to discuss plans for the
Patrick Henry High School Replacement Project. She introduced Richard A. Rife,
representing Rife & Wood Architects; and Lee Wilhelm, Mike Farris and Doug
Childess, representing j. M. Turner Construction Company.
Chairperson Manns advised that the School Board has engaged in
numerous discussions regarding the Patrick Henry High School Replacement
project (Patrick Henry) and the School Board is present to reaffirm its
commitment to both the Patrick Henry and the William Fleming High School
projects. She stated that following significant community input throughout all
phases of the planning process, the School Board has voted to proceed with the
Patrick Henry High School Replacement Project, commencing in June 2004, at a
cost of $46.7 million, which will allow for completion of the Patrick Henry
project and commencement of the William Fleming High School Replacement
Project in June 2007. She advised that the School Board will assume the
increase in debt service from $38 million to $46.7 million; and noted that the
original budget of $38 million, which was developed in 2001 for the Patrick
Henry project, was based on the School Board's debt service capacity in 2005
and was not based on specific design plans. To provide Council with an
overview of the Patrick Henry project, including planned academic concepts,
final design, site plans and a revised timeline for debt service requirement, she
called upon Superintendent Harris and Assistant Superintendent Kelley.
Superintendent Harris advised that the last time Council received
information regarding the Patrick Henry project was in May 2003 during fiscal
year 2004 budget study at which time Mr. Kelley provided information that was
ckwb 1 \minutes04\030 I 04 4" draft
70
based on preliminary design; however, today's briefing would include a
complete review of the final design plan, including the academic program and
debt service requirements.
Mr. Kelley advised that:
· Ten buildings will be removed over the next three years in order to
make room for a new main classroom building.
· Gibboney Technical and Education Center will be renovated to facilitate
the business and academic program.
· The Governor's School will remain on the site.
· The building will be elevated six feet above the present level of the
parking lot.
· The community has stressed the importance of constructing a building
that is visible from Grandin Road and looks like a school with a
designated front entrance.
· The main building will have three floors: ground floor, second floor
and third floor.
· The second and third floors will house academic classrooms, or
learning communities, and administrative situations associated with
each learning community.
· The ground floor will house community oriented and support types of
uses such as the library/media center, cafeteria area and
administrative office space for staff.
· Any student entering the building will pass the administrative office
before proceeding to the academic portion of the building.
· All doors will operate on an electronic lock system, similar to that used
in hotels, using a swipe card.
· Community groups using the auditorium will be issued a swipe card
which will allow for entry to the auditorium area only.
. The library/media center will be located across from the administrative
suite, the area is significantly larger than the present library media
center, and will include state-of-the-art technology and technology-
based systems.
ckwbl\minutcs04\OJOI044'"draft
71
· The. food court will be located behind the library/media center, the
cafeteria area will be arranged so that students will not be required to
go through one serving line, but visit food kiosks located at various
points throughout the cafeteria in a food court type arrangement.
· External courtyards will be located off the cafeteria and off the
library/media center.
· The cyber cafe will be located adjacent to the library/media center with
significant soundproofing of the wall.
· Special education classes will be held on the first floor with a drop off
point for disabled students and a covered walkway at the rear of the
building.
· Additional classrooms can be added to the rear of the building if there
is a need for expansion, and the main academic building can be
connected to the business and technical education center.
· Design of the academic component of the second and third floors is
identical.
· Space is available above the gymnasium on the second floor for a health
and physical education center, wrestling room, training room, and
ROTC classrooms; and the gym will seat 1500 in a bleacher type setting
and 2200 if chairs are placed on the floor.
· The gymnasium can be used as a regulation 94 foot varsity style
basketball court, or set up as two side by side courts for physical
education activities.
· No classrooms are planned to be located above the fine arts wing
housing the auditorium and the black box theater.
· Learning communities and basic classrooms will be located on the
second floor along the side with administrative offices in the center;
laboratory space that can be broken down into science labs, health,
business and technology education labs, and laboratories will have the
basic infrastructure to allow for connection to the necessary utilities.
· During a seven period day, a student will remain in the learning
community for four to five periods of instruction, with one to three
periods outside the learning community in fine arts, music, or physical
education classrooms.
ckwbl\minules04\0301044'.drafl
72
· Two learning communities will be located on the third floor identical to
the learning communities on the second floor.
· Use of Blenheim Road will be limited to deliveries and custodial and
food service employees in order to reduce the amount of traffic in the
area.
· Plans include a regulation softball field and practice fields that can be
used for soccer, football, or band practice.
· Total parking will exceed 600 parking spaces.
· Ten buildings are currently located on the Patrick Henry site, when the
ten buildings are eliminated, the footprint of the building will be
substantially reduced to free up space for softball, soccer and football
practice fields.
· Academic concepts include: a seven period day beginning in August,
2004, smaller learning communities, an advanced placement high
school, a fine arts center, and all programs will be technology based.
· Design concepts include: four self-contained learning communities, a
new auditorium and "black box" theater that will seat 450 students, an
arts and music center, a gymnasium with a health and fitness center,
food courts with a "cyber cafe", technology based library/media center,
exterior courtyards, and new athletic practice fields for softball, football
and soccer.
· The Modular Master Plan allows for continued operation of the school.
Phase I - classrooms, media center and cafeteria; Phase II - construction
of the fine arts wing and gymnasium complex; and Phase III _
construction site for practice fields and gymnasium.
· The campus plan will be replaced by a consolidated/courtyard plan that
provides for natural light, secure outdoor gathering spaces and internal
circulation.
ckwbl\minules04\0301044"'draft
73
· The consolidated footprint allows for reorganization of the school into
small learning communities, more land for athletic fields, improves
energy efficiency, provides for a defined front door, full ADA
compliance in terms of elevators, ramps and restrooms, and an overall
new image.
· The cost estimate for Patrick Henry High School for school and site
improvements is $40,101,613.00.
· Adding in other project costs such as:
Architectural/Engineering Fees
Construction Manager Fees
Testing, Legal Ads and Printing
Furniture and Equipment
Subtotal
Total Project Budget
$ 2,150,000.00
2,570,000.00
50,000.00
1.875.000.00
$ 6,645,000.00
$ 46,746,613.00
· The School Board has held pubic hearings with regard to reducing the
scope of the project and deferring several of the following support
functions to future years; i.e.: beyond 2010: Defer construction of the
auxiliary gymnasium - $885,000.00, defer construction of band and
orchestra rooms - $815,000.00, build a new 1500 seat gym and
physical education locker room - $3,517,000.00, defer construction of
new athletic locker rooms, training room, fitness center, wrestling
room, ROTC classrooms, for a subtotal of $5,217,000.00. The above
referenced deferrals of support functions would reduce total cost of the
project to $41,529,613.00.
· The following represent Virginia averages for construction costs for new
high schools:
Construction Beoinning:
2000-01 2001-02 2002-03
Nos. of schools
472
Cost/square foot with site
improvements
$130.36 $120.83 $131.62
ckwbl\minutcs04\0301Q44'"draft
74
Patrick Henry High School:
Entire building with site
improvements
$118.17 square foot
Roanoke Academy for Math and Science:
New building with site improvements 123.67 square foot
Hidden Valley High School (1999, adjusted for inflation):
New building with site improvements
124.65 square foot
· A revised time line has been prepared showing that Patrick Henry High
School is scheduled to begin construction in June 2004, to be
substantially complete by July 2007 (main part of the building, and
classrooms, library/media center, the cyber cafe will be completed by
January 2006, construction of the front portion of the building
consisting of the fine arts wing and gym will be completed during the
next 12 - 18 months, and the site for the auxiliary gym will be
completed by July 2008.
· Construction on the William Fleming High School project will start in
June 2007 for completion by July 2010.
· The School Board has increased debt service since 2001 on the average
of about $605,000.00 per year; if debt service accumulation is
increased to $675,000.00 annually by the year 2006, the School Board
will have accumulated enough debt service in the School Board budget
to fund the additional cost of the Patrick Henry High School project, at
$46.75 million.
· Debt service for William Fleming will be accumulated between
2007-2010, using the average annual accumulation of $675,000.00
through fiscal year 2010.
· The School Board is not projecting any major school capital projects
after fiscal year 2010, and all elementary school projects will have been
completed by this date.
· All middle school projects will have been completed by 2010, plus
significant improvements to Madison and Ruffner Middle Schools, which
were not included in the original renovation schedule for middle
schools; and after 2010, the School Board's debt service will begin to
decline at the rate of $200,000.00 to $300,000.00.
ckwbllminulesQ4\03010441l1drafl
75
· Following completion of the Patrick Henry and William Fleming High
School Replacement projects, there will not be a need for additional
high school projects for the next SO years.
· Following completion of the high school projects and several
elementary school projects that are currently on the drawing board, all
major capital improvement requirements will have been completed
through the year 2020.
· The School Board will accumulate $675,000.00 per year through fiscal
year 2010, or approximately $5 million to address the high school debt
by fiscal year 2010.
· A contingency fund of $2 million will be developed by virtue of the fact
that the debt service that the School Board has accumulated has been
used to fund architects and construction management fees for the
Patrick Henry project.
· The School Board will complete the remaining elementary school
projects by 2007-2008 (Westside, Fallon Park, Monterey and Raleigh
Court Elementary Schools will be completed over the next two to three
years).
· The School Board is requesting that Council maintain its original
commitment of $39 million for both high school projects, which was the
original SO per cent share of a $ 78 million budget, and approve the
appropriate debt issuance resolution(s) for the high school projects and
other capital projects.
· Council previously approved a debt resolution for the Patrick Henry
High School project which would need to be increased to meet new
project budget requirements of $46.75 million.
In summary of Mr. Kelley'S remarks, it was advised that:
· The main difference in the debt service requirements of the high school
projects between the new and the old project budgets is that the debt
service accumulation schedule is extended by two years from fiscal year
2008 to fiscal year 2010.
ckwbJlrninutes04\0301044'bdraft
76
· The average rate of accumulation per year of $675,000.00 is not
significantly different, but accumulation occurs over a period of six
years, rather than four years.
· Once the School Board completes William Fleming High School by 2010,
no significant capital projects in excess of $2.5 million are on the
horizon, except the possible replacement of the central administration
building. The School Board will have remodeled or replaced all
elementary schools and four of the six middle schools and roofs and
HVAC systems will have been replaced at two other middle schools.
· Debt service will start to decline after the year 2010 at the rate of
$200,000.00 to $300,000.00 per year.
· The new high schools will help to retain families in the City of Roanoke
who have the financial capacity to move to another Roanoke Valley
community. Not only will this help the City with its population base,
but each student retained equals approximately $3,000.00 annually in
State aid.
· Real estate values, particularly in the more affluent areas of the City,
will be positively affected leading to increases in tax collections without
an increase in taxes.
· The City's economic development activities will be enhanced by
attracting "clean" industries to the City with two progressive high
schools - one with an AP focus and one with an IB focus.
· The quality of the City's workforce will be improved through better
education for the City's high school graduates, both college bound and
career oriented.
· Both high school campuses will become community centers for health,
physical fitness, the arts and other important civic programs.
· The design of the new campuses will have important environmental and
aesthetic benefits for the neighborhoods in which they are located.
ckwbllminutes04\0301044'hdraft
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Chairperson Manns reiterated the School Board's commitment to the
Patrick Henry and William Fleming High School replacement projects and
advised that in order to complete both projects, the School Board will
accumulate $5 million in high school debt service by fiscal year 2010; the
School Board will develop a contingency fund of $2 million for the high school
project by fiscal year 2005; remaining elementary school projects will be
completed by 2007-2008; and, in order for the School Board to successfully
accomplish these projects for the children of Roanoke City, it is requested that
Council maintain its original commitment of $39 million for each of the two
high school projects and approve the appropriate debt service issuance
resolution(s).
Comments/questions by the Vice-Mayor and Members of Council:
· Did community needs create anything that can be quantified?
Superintendent Harris responded in the affirmative and advised that as
the community provided input during a number of public meetings in
regard to programs, their wishes and desires have been reflected in the
increase in square footage of the main school building and a more
complete high school in terms of fine arts and athletics. He stated that
the voice of the community was listened to very carefully.
· How much, if any, will other schools be affected by the increase in
debt service?
Dr. Harris advised that the increase in debt service will not impact the
capital improvements plan in terms of completing those school projects
that are in progress.
· What is the definition of a learning community?
Dr. Harris explained that the concept of a learning community is: ninth
grades at both Patrick Henry and William Fleming High Schools have been
arranged in a group setting which allows all ninth grade students to
spend much of their time together in a smaller setting in order to build
relationships between staff and students by offering the opportunity for
students to study together for the core subjects such as math, science,
and social studies.
· An observation was made that it will soon be time to begin the
process of renovating elementary schools.
ckwbl\minUlcs04\0301044'"draft
78
Mr. Kelley responded that it will not be necessary to gut elementary
school buildings and start over, and the School Board will continue to
monitor the buildings on a regular schedule in terms of capital
maintenance items such as roof replacement, flooring, etc., that may
need to be replaced.
· How much of increased debt service funds will come from school
employee salaries?
Dr. Harris responded that none of the funds will come from employee
salaries, the School Board has used the increase in revenue each year and
set aside a portion of the funds to be devoted exclusively to debt service
which has not impacted the ability of the school system to provide pay
increases for school employees.
· What is the average class size at Patrick Henry High School?
Dr. Harris advised that with construction of the new high school, the
average class size will not change from a ratio of 25 to 1, some classes
have a larger ratio and some of the advanced classes have a smaller ratio
than 25 to 1.
· It would appear to be redundant to have a library/media center in
the Patrick Henry facility and the Raleigh Court Branch Library on
the same property. Has any consideration been given to using the
school library as the Raleigh Court Branch Library?
Dr. Harris called attention to discussions early in the process to
determine if the new library/media center at Patrick Henry High School
could serve the entire community. He also called attention to discussions
with the City Manager with regard to using the Patrick Henry facility as
not only a high school, but a community facility which has proven to be
successful at the Roanoke Academy for Mathematics and Science. Council
Member Fitzpatrick requested that the City Manager and the
Superintendent of Schools continue to pursue the concept of
consolidating the library media center in Patrick Henry High School and
the Raleigh Court Branch Library.
ckwbl\minutes04\0301044'hdraft
79
· Is the front entrance handicap accessible?
Mr. Kelley responded that the front entrance will be ramped, although
handicapped access to the building will be more user friendly through the
rear entrance.
· Where will the adolescent health center be located?
Mr. Kelley advised that the facility will be located on the first floor
adjacent to the cafeteria.
· Will all of the services/programs that are now provided at Patrick
Henry be continued in the new school?
Mr. Kelley responded in the affirmative and stated that the architect made
a thorough evaluation to ensure that all programs/services are included
in the new facility.
· What is the status of the removal of modular classrooms from all
elementary schools?
Dr. Harris explained that previous discussion pertained to approximately
57 modular classrooms and advised that considerable progress has been
made to replace the modulars with permanent additions; and ten
modulars will be added to Patrick Henry High School to accommodate
students during the construction period. Mr. Kelley clarified that about
33 mobile units are located at elementary schools, none of which are
used as classrooms and some have been left in place at certain schools
that are used for other purposes; mobile classrooms still exist at
Wests ide Elementary School, and a building design plan has been
prepared, with construction projected to be completed in the summer of
2005. He advised that the goal is to eliminate all individual mobile
classrooms that are being used as classrooms by the year 2008.
· An observation was made by a Member of Council that
improvements are needed at the two high schools; however, if it
became necessary to prioritize faculty and staff against materials,
equipment and capital projects, faculty and staff would be the
number one priority. The City of Roanoke will be more successful
in terms of student achievement if the City attracts the very best
educators who may have to work in classrooms that are in need of
repairs and/or improved equipment.
ckwbl\minutes04\030J044'.draft
80
· Excitement was expressed that upon completion, the City of
Roanoke will have two world class high schools that will be open to
the public in six years, which will lead to improved economic
development and stability of those families who choose to live in
Roanoke because of the quality and competitiveness of its school
system.
· What has been learned from the Columbine High School experience
that was incorporated in the Patrick Henry High School building
plans?
Mr. Kelley advised that the security consultant stressed the need to limit
access to the school by including one point of entry where students will
be required to pass when entering the main school building; construction
of a building that is of one footprint, with surveillance cameras
incorporated into the facility, both internally and externally; installation
of an electronic key in system, with swipe cards; and academic
communities will be located on the second and third floors of the
building which will limit the ability of the public to access those areas
during the school day, therefore, any persons on the second and third
floors will be confined to students, teachers and staff and not the public
at large.
· Where will track and field athletes practice outdoors?
Mr. Kelley advised that Patrick Henry will maintain its present track and no
significant funds have been devoted to improve the track facility.
· How has "green architecture" been incorporated into the design in
terms of energy efficiency and recycling?
Mr. Rife advised that the fact that rebuilding will occur on an existing site
is a "green architecturally-oriented" way to proceed; consolidating the
building, or de-suburbanizing, will decrease water run off on the site and
any flooding conditions that might be created; an increase in the green
area of the site will provide air quality improvements, with substantial
tree plantings in the parking areas; and the heating and air conditioning
system will be designed as a variable air volume system that will be
responsive to individual room needs, in order to heat or cool individual
rooms as needed, with a system that is highly programmable and allows
for the heating/air conditioning system to be controlled at lower levels
when the building is not in use.
ckwbl\minutes04\0301044'bdrafl
81
· To what extent will the career and technical education setting be
upgraded?
Mr. Kelley advised that technical education classes without space use
requirements will be located in the learning community in the main
building to provide laboratory space for business and technical education
courses; and courses such as cosmetology, or culinary arts, etc., will be
located in Gibboney Center due to space requirement needs for
equipment or access, etc.
· Will an attempt be made through decoration, painting, etc., to make
the Gibboney Technical Center blend with the new school?
Mr. Rife advised that the Gibboney Center will be connected with a
covered canopy to physically tie the structure in with the main building
and some of the programs currently taught at Gibboney will be moved to
the main building.
· As construction unfolds, how will student traffic be managed on
campus?
Dr. Harris advised that a position has been established to serve as
liaison/coordinator between construction activities and the school
population, with safety being the paramount concern; a safety liaison
construction committee has met on two occasions and developed a plan
to ensure that the construction site is cordoned off; an additional security
officer has been approved by the School Board whose primary
responsibility will be to patrol the area for safety; the City Manager has
responded to a request to ensure traffic control in and around the
entrance to Patrick Henry during construction; and the liaison
construction committee is looking at ways to shuttle students throughout
the school campus during construction, all of which should be finalized
well in advance. of the time that students return to school in August,
2004.
· How will the new building enhance curriculum and academics?
Dr. Harris responded that the goal is that Patrick Henry will become a
world class high school; when looking at schools that are currently listed
in USA Today as the top high schools, the one common thread is that they
offer a wide range of AP courses; the School system is working with
Virginia Western Community College to increase the number of AP classes
to be offered next year, with a goal that by the time the new facility is
open, all 31 AP classes will be offered, and successful completion of the
courses will be recognized as college credit; and final discussions are
ckwbllminutes04\0301044U1draft
82
underway with officials of the Roanoke Symphony Orchestra to provide for
Patrick Henry High School to serve as the future home of the Roanoke
Symphony.
· A summary was requested of citizen input at community meetings
where cost reduction options for Patrick Henry High School were
reviewed.
Chairperson Manns called attention to widespread attendance at the
meetings at which time the public clearly proposed the cost reduction
items at Patrick Henry High School. Dr. Harris advised that two meetings
were held and additional information type meetings are scheduled to be
held with parents of elementary and middle school students; and some
citizens have voiced concerns with regard to the expenditure of these
kinds of funds to replace Patrick Henry, but the predominate view of the
public is that the project should move forward, therefore, the School
Board took action to not eliminate the fine arts facility, or to reduce the
athletic facility, and to move forward with the project.
· Will the health and fitness center be open to the public?
Mr. Kelley advised that it is proposed to enter into an agreement with the
City's Department of Parks and Recreation that will add the Patrick Henry
health and fitness center to the other school fitness center facilities.
· Will the auditorium continue to be known as the Clara Black
Auditorium?
Mr. Kelley advised that the School Board has not made a decision in
regard to naming the facility.
An observation was made by a Member of Council that "Clara Black" is an
important name and should continue to be used with the new building,
therefore, the School Board should be encouraged to. carryon the
tradition because of Ms. Black's theatrical experience and the
opportunities that she created for Roanoke's young people that would not
otherwise have occurred.
Dr. Harris commended the cooperation of the City Manager in responding
to various requests/concerns of the School Board, i.e.: security and a
location for band and sports teams to practice. He advised that there will
be times of upheaval, turmoil and inconvenience for students, and
parents must be assured that their children will be safe. He added that
he will continue to work with the City Manager as construCtion proceeds.
ckwbllminutes04\03010441l1draft
83
The City Manager advised that the Council's next Budget and Planning
Committee meeting is scheduled to be held on Monday, April 5, 2004, and at
that time, City staff will be prepared to review information with regard to the
impact of bond issuance at the higher level as staff finalizes its
recommendations regarding a capital and operating budget for the City of
Roanoke for fiscal year 2005.
There being no further business, the Vice-Mayor declared the Council
meeting adjourned at 1:25 p.m.
APPROVED
ATTEST:
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
ckwbl\minutes04\0301044'bdraft
84
.
\
,
REGULAR WEEKLY SESSION----ROANOKE CITY COUNCIL
March 15, 2004
2:00 p.m.
The Council of the City of Roanoke met in regular session on Monday,
March 15, 2004, at 2:00 p.m., the regular meeting hour, in the City Council
Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue,
S. W., City of Roanoke, Virginia, with Vice-Mayor C. Nelson Harris presiding,
pursuant to Chapter 2, Administration, Article II, City Council, Section 2-15, Rules
of Procedure, Rule 1, Reoular Meetinos, Code of the City of Roanoke (1979), as
amended, and pursuant to Resolution No. 36414-070703 adopted by the Council
on Monday, July 7, 2003.
PRESENT: Council Members Beverly T. Fitzpatrick, Jr., Linda F. Wyatt,
William D.Bestpitch, M. Rupert Cutler, Alfred T. Dowe, Jr., and Vice-Mayor
C. N el son Harri s ----- --------- --- ----------- ----- ----------- ------".---6.
ABSENT: Mayor Ralph K. Smith-------------------------------------l.
OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker,
City Clerk.
The invocation was delivered by Bishop M. Louis Hardy, Pastor, Prayer
Temple Church of Our Lord Jesus Christ.
The Pledge of Allegiance to the Flag of the United States of America was led
by Vice-Mayor Harris.
PRESENTATIONS AND ACKNOWLEDGEMENTS:
FIRE DEPARTMENT - ACTS OF ACKNOWLEDGMENT: The Vice-Mayor
presented the Governor's Award for Excellence in Virginia Fire Service Management
to Fire/EMS Chief James Grigsby. He advised that the award is presented in
recognition of achieving national accredited agency status and improved ISO
rating, regiona.l cooperation initiatives, adoption of the Fire/EMS seven year
Strategic Business Plan, improvements to equipment and training methodologies,
department training, regional cooperation and having received the highest citizen
satisfaction rating of any City department over the past three years.
On behalf of the Members of Council and the citizens of the City of Roanoke,
the, Vice-Mayor congratulated and expressed appreciation to the City of Roanoke's
Fire/EMS Department.
CONSENT AGENDA
The Vice-Mayor advised that all matters listed under the Consent Agenda
were considered to be routine by the Members of Council and would be enacted by
one motion in the form, or forms, listed on the Consent Agenda, and if discussion
was desired, that item would be removed from the Consent Agenda and
considered separately. He called specific attention to three requests for Closed
Session.
MINUTES: Minutes of the regular meeting of Council held on Tuesday,
J~nuary 2, 2001, and recessed until Tuesday, January 8, 2001; the regular meeting
held on Tuesday, January 16, 2001, and recessed until Monday, January 29, 2001;
and the regular meeting held on Tuesday, February 17, 2004, were before the
body.
Mr. Dowe moved that the reading of the minutes be dispensed with and that
the minutes be approved as recorded. The motion was seconded by Mr. Cutler and
adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vice- Mayor Harri s -- - - ------ ----------- - ----- -- -----------------------6.
NAYS: None-----____________________________________________~--0.
(Mayor Smith was absent.)
CITY COUNCIL: A communication from Mayor Ralph K. Smith requesting
that Council convene in a Closed Meeting to discuss vacancies on certain
authorities, boards, commissions and committees appointed by Council, pursuant
to Section 2.2-371l(A)(1), Code of Virginia (1950), was before the body.
Mr. Dowe moved that Council concur in the request of the Mayor to convene
in a Closed Meeting as above described. The motion was seconded by Mr. Cutler
and adopted by the fOlloWing vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vice - Mayor Harri s--- ---- --- --------------------_____ -----------------6.
NAYS: None-----_____________________________________________--0.
(Mayor Smith was absent.)
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PURCHASE/SALE OF PROPERTY-CITY COUNCIL-CITY PROP.ERTY: A
communication from the City Manager requesting that Council convene in a Closed
Meeting. to discuss acquisition of real property for public purpose, where
discussion in open meeting would adversely affect the bargaining position or
negotiating strategy of the public body, pursuant to Section 2.2-371l(A)(3), Code
of Virginia (1950), as amended, was before the body.
Mr. Dowe moved that Council concur in the request of the City Manager to
convene in a Closed Meeting as above described. The motion was seconded by
Mr. Cutler and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce - Mayor Harri s- --- ------ - - -- --------- --------- -- --- --- - -----------6.
NAYS: None----------------------------------------------------0.
(Mayor Smith was absent.)
CITY COUNCIL: . A communication from the City Attorney requesting that
. Council convene in a Closed Meeting to consult with legal counsel on a matter of
probable litigation, pursuant to Section 2.2-371l(A)(7), Code of Virginia (1950), as
amended, was before the body.
Mr. Dowe moved that Council concur in the request of the City Manager to
convene in a Closed Meeting as above described. The motion was seconded by
Mr. Cutler and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch Cutler, Dowe and
Vi ce - Mayo r Harri s-- ---- - ------- ---------------- -- --------- -----------6.
NAYS: None----------------------------------------------------0.
(Mayor Smith was absent.)
COMMITTEES-TOWING ADVISORY BOARD: A report of qualification of Robert
R. Young for a term ending June 30, 2005, and Walter T. Hinkley for a term ending
June 30, 2006, as members of the Towing Advisory Board, was before Council.
Mr. Dowe moved that the reports of qualification be received and filed. The
motion was seconded by Mr. Cutler and adopted by the following vote:
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AYES: Council Members Fitzpatrick, Wyatt, Bestpitch Cutler, Dowe and
Vi c-e- Mayor Harri s -- - - - --- - ------------ - --------- ---------------------6.
NAYS: None--------------------------------~-------------------0.
(Mayor Smith was absent.)
REGULAR AGENDA
SCHOOLS: The Vice-Mayor advised that on July 1, 2004, there will be two
vacancies on the Roanoke City School Board, and pursuant to Chapter 9,
Education, Code of the City of Roanoke, 1979, as amended, applications from the
following persons were received in the City Clerk's Office prior to the 5:00 p.m.,
deadline on Wednesday, March 10, 2004:
Dennis M. Binns
Chris H. Craft
Robert R. Craig
David M. Dabay
Roddy L. Hiduskey
Glenda D. Lee
Alvin L Nash
Samuel Robinson
Linda F. Wright
Without objection by Council, the Vice-Mayor advised that the applic:;ations
will be received and filed and Council will select the persons to receive the formal
interview at its regular meeting on Monday, AprilS, 2004, at 2:00 p.m. (Interviews
will be held on Thursday, April 22, 2004, at 4:30 p.m., in the Council Chamber.)
PUBLIC HEARINGS: NONE.
PETITIONS AND COMMUNICATIONS:
ECONOMIC DEVELOPMENT: Phillip F. Sparks, Executive Director, Roanoke
Valley Economic Development Partnership, presented the annual report of the
Partnership. He advised that the Partnership was founded approximately 20 years
ago by five Roanoke Valley governments, and today, six Roanoke Valley
governments participate on a per capita basis, providing funding for the marketing
of the Roanoke Valley to not only the United States, but throughout the world. He
stated that last year, the Partnership, working with governmental partners
throughout the Roanoke Valley, announced $110 million in new projects/capital
expenditures; and 2003 was the third best year in the history of the Partnership,
with projects in the range of $25 - $30 million and more than 1,000 new jobs. He
further stated that the Partnership set a $25 million goal for new investment in
fiscal year 2004 and to date, it has reached $3 7 million; the goal was to
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announce a payroll of $5.9 million and to date, a payroll of $9.1 million has been
achieved; average salary goal was $29,000.00 per year and to date, average salary
is $27,000.00; the goal in number of jobs was 200 and has been exceeded by 421
jobs, and local governments have converted 25 per cent of all prospect business.
He advised that this is the second year that the Commonwealth of Virginia has
chosen not to advertise for economic development, therefore, the level of inquiries
to the Regional Partnership has diminished.
On behalf of the Roanoke Valley Economic Deve.lopment Partnership,
Mr. Sparks expressed appreciation for the support of the Members of Roanoke City
Council and the City Manager.
Dr. Cutler inquired if the Partnership plans to use the new branding logo,
term and design for the greater region; whereupon, Mr. Sparks advised that the
Partnership will most likely be one of the lead agencies or organizations to use the
logo.
Mr. Fitzpatrick expressed concern with regard to the lack of increased
funding by the Commonwealth of Virginia for the Economic Development
Partnership and asked that Council. be kept informed relative to any f(nancial
. issues.
TAXICABS AND FOR HIRE VEHICLES: W. E. Roberts, President, Yellow Cab
Services of Roanoke, Inc., presented a revised petition for taxicab rate increase.
He advised that a rate increase of approximately $1.00 per trip on the initial drop
is proposed, based on an average trip of three miles, which is approximately 15.6
per cent, and is in line with fees charged by other localities throughout the
Commonwealth of Virginia. He explained that expenses of the cab company have
dramatically increased over the past four years since the last rate increase; and if
Yellow Cab Services is to continue to provide vital taxicab service to the Roanoke
. Valley, periodic rate adjustments will be needed. He called attention to a
comparison of Yellow Cab Company rates with other localities in the
Commonwealth of Virginia which indicate that the rates charged by Yellow Cab
Services are comparatively low.
Mr. Chris Craft, 1501 East Gate Avenue, N. E., spoke in support of the
request for a rate increase.. He advised that taxicabs are more expensive to
maintain and to operate than personal automobiles, the requested increase is
necessary to fund company expenses, and Yellow Cab Services provides low
income people with an opportunity to earn a living.
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Mr. E. Duane Howard, 508B Walnut Avenue S. W., advised that in most cities,
taxicabs are used by the more affluent; however, in the City of Roanoke taxicab
service is needed by those who cannot afford an automobile. He stated that he
was not speaking either for or against the request for a rate increase, but asked
that serious consideration and evaluation be given to the request of Yellow Cab
Company inasmuch as Roanoke's disadvantaged and underprivileged citizens are
dependent upon mass transit.
"
Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., spoke on behalf of senior
citizens who depend upon Yellow Cab Services for transportation. She stated that
she was not against an increase in taxicab rates, however, the proposed increase
equals approximately 15 per cent for the first three miles and comparisons made
by Yellow Cab Services with other localities in the Commonwealth of Virginia are
not based upon the same distance traveled. She requested that Yellow Cab
Services consider offering senior citizens a discount, which could correlate to the
discount offere.d by Valley Metro, because many senior citizens cannot physically
ride a bus and must depend on taxicabs for transportation to address their basic
needs since village centers within neighborhood corridors do not currently exist.
In summary, she requested that consideration be given to the inaccurate
.comparison of the City of Roanoke with other localities in Virginia, taxicab drivers
in Roanoke do not assist customers with packages or laundry, and some persons
cannot afford to pay an increase in taxicab rates.
Without objection by Council, the Vice-Mayor advised that the request of
Yellow Cab Services of Roanoke, Inc., would be referred to the City Manager for
study, report and recommendation to Council.
REPORTS OF OFFICERS:
CITY MANAGER:
BRIEFINGS: NONE.
ITEMS RECOMMENDED FOR ACTION:
CITY EMPLOYEES-PUBLIC INFORMATION OFFICER: The City Manager
introduced Larry Brown, Public Information Officer, effective March 15, 2004.
COMMUNICATIONS DEPARTMENT: The City Manager submitted a
communication advising that in 2001, the State of Virginia mandated that localities
take responsibility for answering wireless E911 calls, which replaced the previous
process of having all wireless calls routed to, and answered-by, the State Police;
the Virginia State Wireless E911 Services Board provides annual funding to
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localities for equipment and limited salaries to support the service; the State
currently collects a monthly tax of 75 cents assessed on each wireless telephone
user to fund localities for expenses associated with the services; and funding is
distributed from the Wireless Services Board (WSB) to localities based on a formula
which considers total wireless E911 calls as a percentage of overall E911 call
volume.
It was further advised that in 2001, the City of Roanoke received
approximately $250,000.00 from the Wireless Services Board as part of a Phase I
program for equipment upgrades and staff support to facilitate the transfer of
wireless call services from the State to Roanoke's local 911 Center.
It was explained that on November 12, 2003, the Virginia State Wireless
E911 Services Board awarded the City of Roanoke an additional $78,287.00 as part
of a Phase II service expansion; Wireless Phase II is designed to implement the
technology that is necessary to enable 911 operators to know, automatically, the
location of a cell phone caller using global positioning systems; and installation of
the basic infrastructure to identify wireless caller locations is scheduled for
completion by June 2004 (It may be several years for cell phones with global
positioning technology to be introduced to the marketplace by wireless providers
before this capability is fully utilized); and there is no requirement for matching
funds for the $78,287.00 grant.
The City Manager recommended that Council accept funding from the
Virginia State Wireless E911 Services Board, increase wireless revenue by
$78,287.00, appropriate $12,500.00 to E911 Center, Account No. 001-430-
4130-2044, for E911 training, and appropriate $65,787.00 to the E911 Upgrades
for Hardware/Software, Account No. 013-430-9870-9007.
Mr. Dowe offered the following ordinance:
(#36640-031504) AN ORDINANCE appropriating funds for E911 wireless
equipment and establishing a State grant, amending and reordaining certain
sections of the 2003-2004 General and Department of Technology Funds
Appropriations, and dispensing with the second reading by title of this ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
Mr. Dowe moved the adoption of Ordinance No. 36640-031504. The motion
was seconded by Mr. Fitzpatrick and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce- Mayo r Harri s------- ---- ----------- -- -------------- ------------~-6.
NAYS: None----------------------------------------------------1.
7
(Mayor Smith was absent.)
NEWSPAPERS-LEASES-AIR RIGHTS-BRIDGES: The City Manager submitted a
communication advising that in 1984 and in 2002, the City of Roanoke entered
into air rights lease agreements with The Roanoke Times in order for the Times to
construct bridges to span Salem Avenue and Second Street, respectively; as a part
of the agreements, The Roanoke Times was required to post bonds with the City of
Roanoke that are renewable every five years in amounts equal to an estimated cost
of removing the bridges over Salem Avenue and Second Street in the event that the
bridges fall into disrepair and The Roanoke Times is unable to repair them; the
amounts for the bonds will be renewed every five years, and in 2004, the amount
for the Salem Avenue Bridge was adjusted to $100,000.00 and in 2002, the
Second Street Bridge bond was set at $250,000.00.
It was further advised that The Roanoke Times has requested that it be
allowed to either issue five-year bonds or five-year letters of credit for the lease'
agreements.
The City Manager recommended that she be authorized to execute
amendments to the two lease agreements authorizing The Roanoke Times to isSue
either five-year bonds, or five-year letters of credit, such agreements to be
approved as to form by the City Attorney.
Mr. Fitzpatrick offered the following ordinance:
(#36641-031504) AN ORDINANCE authorizing the City Manager to execute
amendments to the Lease of Air Space Agreement dated April 27, 1984, and the
Lease of Air Space and Easement for Support Columns, dated February 7, 2002,
between the City of Roanoke and the Times-World Corporation, to permit the
Times-World Corporation to issue either five-year bonds or five-year letters of
credit as required by the agreements, upon certain terms and conditions, and
dispensing with the second reading by title of this ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
Mr. Fitzpatrick moved the adoption of Ordinance No. 36641-031504. The
motion was seconded by Mr. Dowe and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce - Mayor Harri s ------- ------- ----------------------- -- - ------------ 6.
NAYS: None----------------------------------------------~---~-O.
(Mayor Smith was absent.)
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SCHOOLS-REPORTS OF COMMITTEES: A communication from the Roanoke
City School Board requesting that Council appropriate $494,298.00 from the
Capital Maintenance and Equipment Replacement Fund for the purpose of
replacement of musical instruments, purchase of health, instructional and
administrative technology equipment, purchase of district-wide furniture, roof
consulting services, installation of flooring, and purchase of food services
equipment, was before the body.
The Director of Finance submitted a written report recommending that
Council concur in the request of the School Board.
Mr. Dowe offered the following budget ordinance:
(#36642-031504) AN ORDINANCE to appropriate funding for equipment
from the Capital Maintenance and Equipment Replacement Program (CMERP) and
from the School Food Service Fund balance, amending and reordaining certain
sections of the 2003-2004 School and School Food Service Funds Appropriations
and dispensing with the second reading by title of this ordinance.
(For full text of Ordinance, see Ordinance Book No. 68.)
Mr. Dowe moved the adoption of Ordinance No. 36642-031504. The motion
was seconded by Mr. Fitzpatrick and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce - Mayo r Ha rri s ---- ---- ---- - - -- ------ -------- --- -------- ------ -----6.
NAYS: None----------------------------------------------------0.
(Mayor Smith was absent.)
UNFINISHED BUSINESS: NONE.
INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS:
NONE.
MOTIONS AND MISCELLANEOUS BUSINESS:
INQUIRIES AND/OR COMMENTS BY THE MAYOR, VICE-MAYOR AND MEMBERS
OF CITY COUNCIL:
9
ACTS OF ACKNOWLEDGEMENT-CITY MANAGER-COMMUNICATIONS
DEPARTMENT: Council Member Cutler commended the City Manager upon receipt
of the Government Technology magazine, "Top 25 Doers, Dreamers and Drivers
Award".
ACTS OF ACKNOWLEDGEMENT-HOTEL ROANOKE CONFERENCE CENTER:
Council Member Cutler commended The Hotel Roanoke and Conference Center
upon receipt of the Doubletree Pride Award, The Connie Award and The Annual
CARE Award.
BONDS/BOND ISSUES: Council Member Cutler commended actions taken by
the Director of Finance which will enable the City of Roanoke to save $225,000.00
per year over a period of approximately 18 years through bond refinancing.
CITY MARKET-STREET NAMES: Council Member Bestpitch requested that the
matter of renaming that portion of 13th Street south of Orange Avenue, "Thomas
Market Street", be referred to the City Planning Commission for study, report and
recommendation to Council. He also requested that the City Planning Commission
work with the appropriate landowners in connection with naming the two plazas
that bracket the City Market area and that proposed names be reflective of the
City's railroad heritage.
HEARING OF CITIZENS UPON PUBLIC MATTERS: The Vice-Mayor advised that
Council sets this time as a priority for citizens to be heard and matters requiring
referral to the City Manager will be referred immediately for any necessary and
appropriate response, recommendation or report to Council.
BRIDGES-COMMITTEES: Mr. E. Duane Howard, 508B Walnut Avenue, S. W.,
raised questions in regard to the Dr. Martin Luther King, Jr. Bridge Committee; Le.:
composition of the committee, the required number of members to constitute a
quorum, the lack of attendance at meetings by some members of the committee,
the cost to taxpayers for architects to attend meetings of the committee, why a
project of this magnitude was assigned to a small and select group, the role of
Council Members Wyatt and Cutler, why would the City spend $3 million on a
bridge when $47 million is proposed to be spent on the Patrick Henry High School
Replacement Project and which project is more important, why is public input on
the bridge project scheduled for 2:30 p.m., on a Tuesday at a time when the
general public is not available to attend, when the report is submitted to Council,
is it morally and ethically right for Council Members Wyatt and Cutler to vote on
the issue, and how can a $ 500,000.00 Federal grilnt be used to build a memorial
to Dr. King.
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FEE COMPENDIUM-ROANOKE GAS COMPANY: Ms. Evelyn D. Bethel, 35 Patton
Avenue, N. E., expressed concern on behalf of senior citizens in regard to the
rising cost of gas for home heating purposes. She requested that Council contact
officials of Roanoke Gas Company to determine if they would be more lenient in
dealing with senior citizens, those persons living on a fixed income, and those
customers who pay their bills on time.
CITY MANAGER COMMENTS:
ROANOKE GAS COMPANY: In response to Ms. Bethel's concerns, the City
Manager called attention to the City's Fuel Assistance Program which is
administered by the Department of Social Services, and encouraged those persons
who experienced challenges in paying their fuel bills to contact the Social Services
Department.
BUDGET: The City Manager advised that to date, the General Assembly has
not adopted a budget on behalf of the Commonwealth of Virginia. She stated that
the City of Roanoke supports the Senate version of the budget which does the
least amount of harm to localities, and urged that citizens contact the City's
representatives to the Virginia General Assembly to insist that a budget be
adopted that will do the least amount of harm at the local level to those localities
that provide the necessary day-to-day services.
At 3: 10 p.m., the Vice-Mayor declared the Council meeting in recess for
three Closed Sessions.
At 3:40 p.m., the meeting reconvened in the Council Chamber, with all
Members of the Council in attendance, except Mayor Smith, Vice-Mayor Harris
presiding.
COUNCIL: With respect to the Closed Meeting just concluded, Mr. Cutler
moved that each Member of City Council certify to the best of his or her
knowledge that: (1) only public business matters lawfully exempted from open
meeting requirements under the Virginia Freedom of Information Act; and (2) only
such public business matters as were identified in any motion by which any Closed
Meeting was convened were heard, discussed or considered by City Council. The
motion was seconded by Mr. Fitzpatrick and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch,Cutler, Dowe and
Vi ce- Mayor Harri s ------------- --------------- --- ---- --~--------_:_----- 6.
NAYS: None----------------------------------------------------0.
(Mayor Smith was absent.)
11
COMMITTEES-PENSIONS: The Vice-Mayor advised that there is a vacancy on
the City of Roanoke Pension Plan, Board of Directors, created by the resignation of
D. Duane Dixon, for a term ending June 30, 2004; whereupon, he opened the floor
for nominations to fill the vacancy.
Ms. Wyatt placed in nomination the name of Michael W. Hanks.
There being no further nominations, Mr. Hanks was appointed as a member
of the City of Roanoke Pension Plan, Board of Trustees, to fill the unexpired term
of D. Duane Dixon, resigned, ending June 30, 2004, by the following vote:
FOR MR. HANKS: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler,
Dowe and Vice-Mayor Harris-------------------------------------------6.
(Mayor Smith was absent.)
Inasmuch as Mr. Hanks is not a resident of the City of Roanoke, Ms. Wyatt
moved that the City residency requirement be waived in this instance. The motion
was seconded by Mr. Bestpitch and adopted.
CITY CODE-COMMITTEES-HOUSING/AUTHORITY: The Vice-Mayor advised
that the terms of office of Frank W. Feather, Bryan Grimes Creasy and Nancy
Canova as members of the Fair Housing Board will expire on March 31, 2004;
whereupon, he opened the floor for nominations to fill the vacancies.
Mr. Bestpitch placed in nomination the names of Frank W. Feather, Bryan
Grimes Creasy. and Nancy Canova.
There being no further nominations, Ms. Canova and Messrs. Feather and
Creasy were reappointed as members of the Fair Housing Board, for terms ending
March 31, 2007, by the following vote:
FOR MS. CANOVA AND MESSRS. FEATHER AND CREASY: Council Members
Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and Vice-Mayor Harris-------------6.
(Mayor Smith was absent.)
PARKS AND RECREATION":COMMITTEES: The Vice-Mayor advised that the
terms of office of Gwendolyn W. Mason, David Nix'on, Mark Lawrence, and
Geraldine LaManna as members of the Parks and Recreation Advisory Board will
expire on March 31, 2004; and there is one vacancy on the Parks and Recreation
Advisory Board created by the resignation of Brian M. Shepard for a term ending
March 31, 2005; whereupon, he opened the floor for nominations to fill the
vacancies.
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Mr. Dowe placed in nomination the names of Gwendolyn W. Mason, David
Nixon, Mark Lawrence, Geraldine LaManna and Thomas Pettigrew.
There being no further nominations, Ms. Mason, Mr. Nixon, Mr. Lawrence,
and Ms. LaManna were reappointed for terms ending March 31, 2007; and Mr.
Pettigrew was appointed to fill the unexpired term of Brian M. Shepard, resigned,
ending March 31, 2005, as members of the Parks and Recreation Advisory Board,
by the following vote:
FOR MS. MASON, MR. NIXON, MR. LAWRENCE, MS. LA MANNA AND MR.
PETTIGREW: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vice-Mayor Harris--------------------------------------- -------------6.
(Mayor Smith was absent.)
OATHS OF OFFICE-COMMiTTEES-HOTEL ROANOKE CONFERENCE CENTER:
The Vice-Mayor advised that the term of office of Ralph K. Smith as a member of
The Hotel Roanoke Conference Center Commission will expire on April 12, 2004;
whereupon, he opened the floor for nominations to fill the upcoming vacancy.
Mr. Bestpitch placed in nomination the name of C. Nelson Harris.
There being no further nominations, Mr. Harris was appointed as a member
of The Hotel Roanoke Conference Center Commission, for a term commencing
April 13, 2004 and ending April 12, 2008, by the following vote:
FOR MR. HARRIS: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, and
Dowe---------------------------------------------------------------5.
(Mayor Smith was absent and Vice-Mayor Harris abstained from voting.)
At 3:45 p.m., the Vice-Mayor declared the Council meeting in recess until
7:00 p.m., in the City Council Chamber.
At 7:00 p.m., on Monday, March 15, 2004, the Council meeting reconvened
in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215
Church Avenue, S. W., City of Roanoke, Virginia, with Vice-Mayor C. Nelson Harris
presiding.
PRESENT: Council Members Beverly T. Fitzpatrick, Jr., Linda F. Wyatt,
William D. Bestpitch, M. Rupert Cutler, Alfred T. Dowe, Jr., and Vice-Mayor
C. Ne I son Harri s- --------------------------------- --------- -----------6.
ABSENT: Mayor Ralph K. Smith------------------------------------l.
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OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker,
City Clerk.
The meeting was opened with prayer by Council Member William D.
Bestpitch.
The Pledge of Allegiance to the Flag of the United States of America was led
by Vice-Mayor Harris.
PRESENTATIONS AND ACKNOWLEDGEMENTS: NONE.
PUBLIC HEARINGS:
BONDS/BONDS ISSUES-HOUSING/AUTHORITY-RIVERSIDE CENTRE-
PURCHASE/SALE OF PROPERTY: The City Clerk having advertised a public hearing
for Monday, March 15, 2004, at 7:00 p.m., or as soon thereafter as the matter may
be heard, on the proposed adoption of a resolution authorizing the City to
contract a debt and to issue general obligation public improvement bonds of the
City, in the amount of $5,500,000.00, for the purpose of assisting the Roanoke
Redevelopment and Housing Authority in paying a portion of the costs of the
South Jefferson Redevelopment Project, the matter was before the body.
Legal advertisement of the public hearing was published in The Roanoke
Times on Monday, March 1, 2004 and Monday, March 8, 2004; and in the Roanoke
Tribune on Thursday, March 11, 2004.
The City Manager submitted a communication advising that on March 19,
2001, the City of Roanoke entered into an agreement with Carilion Health System
and Carilion Biomedical Institute with regard to development of the South Jefferson
Redevelopment Area into a research and technology park; the City's Capital
Improvement Program includes funding of $23.5 million for Phase I of the
Riverside Centre for Research and Technology; Phase I includes development of
the area north of Reserve Avenue between Jefferson Street and Franklin Road, and
has the potential to house one million square feet of office space, with build out
expected to take 15-20 years for this phase of the project; and funding for Phase I
is provided by the City's 2002 bond issue, sale of property and from the issuance
of a future bond issue.
It was further advised that the City of Roanoke Redevelopment and Housing
Authority (RRHA). has been negotiating with Roanoke City Mills, Inc., (som€times
called Mennell Mills, and hereinafter referred to as RCM) to purchase RCM's
property on the west (Area 1) and east side (Area 3) of Jefferson Street; the other
property east of Jefferson Street is in Area 3 and was not scheduled to be
14
acquired at this time; in order to enter into an agreement with the Housing
Authority for purchase of RCM property in Area 1, which is necessary for the
redevelopment project to move forward, RCM has also requested that the Housing
Authority enter into an agreement for the purchase of RCM property in Area 3; and
additional funding needed for property acquisition for Phase I will be proVided
from the issuance of bonds.
The City Manager recommended that Council adopt a resolution authorizing
the sale of bonds for the South Jefferson Redevelopment Project, not to exceed
$5.5 million, and declaring the City's intent to reimburse itself from the sale of
such bonds.
Mr. Dowe offered the following resolution:
(#36643-031504) A RESOLUTION authorizing the issuance of five million
five hundred thousand dollars ($5,500,000.00) principal amount of general
obligations of the City of Roanoke, Virginia, in the form of general obligation
public improvement bonds of such City, the proceeds of which are to be granted
by such City to the Roanoke Redevelopment and Housing Authority for the
purpose of assisting such Authority in paying a portion of the costs of a
redevelopment project in the City, known as the South Jefferson Redevelopment
Project; fixing the form, denomination and certain other details of such bonds;
authorizing the preparation of a preliminary official statement and an official
statement relating to such bonds and the distribution thereof and the execution of
a certificate relating to such bonds; as applicable elected representative of such
City approving the issuance of such bonds for purposes of Section 147(f) of the
Internal Revenue Code of 1986; authorizing and providing for the issuance and
sale of a like principal amount of general obligation public improvement bond
anticipation notes in anticipation of the issuance and sale of such bonds; and
otherwise providing with respect to the issuance, sale and ,delivery of such bonds
and note.
(For full text of resolution, see Resolution Book No. 68.)
Mr. Dowe moved the adoption of Resolution No. 36643-031504. The
motion was seconded by Mr. Bestpitch.
The Vice-Mayor inquired if there were persons present who would like to be
heard in cOnnection with the matter. There being none, he declared the public
hearing closed.
1C
There being no discussion or comments by Council Members, Resolution No.
36643-031504 was adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce - Mayo r Harri s - ---- - -- -- ---------- --'- --- - --- ------------ --- -- --- ---6.
NAYS: None----------------------------------------------------0.
(Mayor Smith was absent.)
The City Manager submitted a communication advising that on March 19,
2001, the City of Roanoke entered into a Cooperation Agreement with the City of
Roanoke Redevelopment and Housing Authority (RRHA) with regard to
development of the South Jefferson Redevelopment Area into a research and
technology park, which agreement expires on March 19, 2004, but is subject to
extension by agreement of the two parties.
It was further advised that the Cooperation Agreement budget of $14 million
allowed for acquisition of property in Areas 1 and 1A only; currently only $13
million of the total budget has been appropriated by the City; approximately $1
million of water and sewer funding for related infrastructure has not yet been
appropriated and will not be needed, however, in order to obtain certain property
in Area 1, the Housing Authority has been negotiating with Roanoke City Mills,
Inc., (sometimes known as Mennell Mills and hereinafter referred to as RCM) to
purchase RCM's property on the west (Area 1) and east side (Area 3) of Jefferson
Street; in order to enter into an agreement with the Housing Authority for
purchase of RCM property in Area 1, which is necessary for the redevelopment
project to move forward, RCM has requested that the Housing Authority enter into
an agreement for the purchase of RCM property in Area 3; RCM property in Area 3
was not scheduled to be acquired at this time, therefore, in 2001, the Housing
Authority Cooperation Agreement budget did not include funds to purchase the
property; and additional funding will be provided from issuance of General
Obligation Public Improvement Bonds, and proceeds from .property sales in Areas
1 and 1A.
It was explained that Section One ("Term of SjC Agreement 2") of the South
Jefferson Cooperation Agreement 2 between the City of Roanoke and the City of
Roanoke Redevelopment and Housing Authority provides that the agreement will
expire on March 19, 2004; in order for redevelopment of the area to continue,
terms of the agreement must be extended; a five year extension is proposed, with
subsequent extensions upon agreement of the parties; the budget needs to be
amended to allow for acquisition of RCM property in Area 3; an additional
$8,065,000.00 needs to be incorporated into the amended budget for the
11';
purchase of RCM property; approximately $2,569,250.00 will come from the
proceeds of land sales in Areas 1 and 1A and will be retained by the Housing
Authority to be applied to the purchase of RCM property, and the remaining
amount (approximately $5,495,750.00) will come from the issuance of bonds; an
amended budget under date of March 11, 2004, reduces the budget by
$1,000,0000.00 of water and sewer funding not needed, and increases the budget
by $8,065,000.00 for purchase of RCM property, for a net budget increase of
$7,065,000.00.
The City Manager recommended that she be authorized to execute an
Amended South Jefferson Cooperation Agreement 2, in a form to be approved by
the City Attorney, providing for a five-year extension, providing for the Housing
Authority to seek to acquire RCM property in Area 3, and an amended budget
providing for acquisition of RCM property in Areas 1 and 3; approve the amended
budget as above described; appropriate $5,495,750.00 of bond funds to be paid
to the Housing Authority per the amended budget; and authorize the City Manager
to take such further actions and to execute such documents as may be needed to
implement and administer the extended South Jefferson Cooperation Agreement 2
and amended budget.
Mr. Dowe offered the following budget ordinance:
(#36644-031504) AN ORDINANCE to establish additional funding to South
Jefferson Cooperation Agreement 2, amending and reordaining certain sections of
the 2003-2004 Capital Projects Fund Appropriations and dispensing with the
second ready by title of this ordinance.
(For full text of ordinance, see Ordinance Book No. 68.)
Mr. Dowe moved the adoption of Ordinance No. 36644-031504. The
motion was seconded by Mr. Cutler and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce - Mayor Harri s - - --- - -- - --- ------ ----- ---- ---- --__ ____ ______ -------6.
NAYS: None--------___________________________________--_____--0.
(Mayor Smith was absent.)
Mr. Fitzpatrick offered the following ordinance:
,.,
(#36645-031504) AN ORDINANCE authorizing the proper City officials to
execute an Amended South Jefferson Cooperation Agreement 2 between the City
of Roanoke (City) and the City of Roanoke Redevelopment and Housing Authority
(RRHA); approving an amended budget for such Amended Agreement; authorizing
the City Manager to take such actions and execute further documents as may be
needed to implement and administer such Amended Agreement; and dispensing
with the second reading by title of this Ordinance.
(For full text of ordinance, see Ordinance Book No. 68.)
Mr. Fitzpatrick moved the adoption of Ordinance No. 36645-031504. The
motion was seconded by Mr. Dowe and adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler,' Dowe and
Vice-Mayor Harris--------------_________________________ -------------6.
NAYS: None----------------__________________________________--0.
(Mayor Smith was absent.)
EASEMENTS-SIGNS/BILLBOARDS/ AWNINGS: Pursuant to instructions by the
Council, the City Clerk having advertised a public hearing for Monday, March 15,
2004, at 7:00 p.m., or as soon thereafter as the matter may be heard, on a
proposed encroachment of an overhead sign into the public right-of-way of the
sidewalk and extension of an overhead awning into the public right-of-way at 22
Campbell Avenue, S. E., the matter was before the body.
Legal advertisement of the public hearing was published in The Roanoke
Times on Friday, March 5, 2004.
The City Manager submitted a communication advising that Dr. Jill
Barksdale, representing Barksdale Vision Center, has requested permission to
install an overhead sign and awning on the building located at 22 Campbell
Avenue, S. E, which would encroach into the public right-of-way; the proposed
sign would encroach approximately 48 inches into the right-of-way of Campbell
Avenue, with ten feet of clearance above the sidewalk; the proposed awning would
encroach approximately 36 inches into the right-of-way of Campbell Avenue, with
ten feet of clearance above the sidewalk; the right-of-way of Campbell Avenue at
this location is approximately 60 feet in width; and liability insurance and
indemnification of the City and the property owner by the applicant will be
provided.
18
.
The City Manager recommended that Council adopt an ordinance to be
executed by the property owner, to be binding on the property owner and his or
her heirs and assigns and to be recorded in the Clerk's Office of the Circuit Court
for the City of Roanoke, granting a revocable license to the applicant, to provide
for installation of a sign and awning at 22 Campbell Avenue, S. E, encroaching
into the public right-of-way of Campbell Avenue.
Mr. Dowe offered the following ordinance:
(#36646-031S04) AN ORDINANCE granting a revocable license to permit
the encroachment of an overhead sign and awning at a height above the sidewalk
of ten (10) feet, with the overhead sign extending forty-eight (48) inches, in the
public right of way of 22 Campbell Avenue, S. E., and the awning extending thirty-
six (36) inches with a length of seventy-two (72) inches, in the public right-of-way
of 22 Campbell Avenue, S. E., from property bearing Official Tax No. 4010316,
upon certain terms and conditions; and dispensing with the second reading by title
of this ordinance.
(For full text of ordinance, see Ordinance Book No. 68.)
Mr. Dowe moved the adoption of Ordinance No. 36646-031504. The motion
was seconded by Mr. Fitzpatrick.
The Vice-Mayor inquired if there were persons present who would like to be
heard in connection with the matter. There being none, he declared the public
hearing closed.
There being no discussion or comments by Council Members, Ordinance No.
36646-031504 was adopted by the following vote:
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce- Mayor Harri s------- - ---- -- -------- -------- ------------- ---------6.
NAYS: None----------------------------------------------------0.
(Mayor Smith was absent.)
EASEMENTS-SIGNS/BILLBOARDS/ AWNINGS: Pursuant to instructions by the
Council, the City Clerk having advertised a public hearing for Monday, March 15,
2004, at 7:00 p.m., or as soon thereafter as the matter may be heard, on a.
proposed encroachment of an overhead sign into the public right-of-way at 22
Church Avenue, S. W., the matter was before the body.
19
.
Legal advertisement of the public hearing was published in The Roanoke
Times on Friday, March 5, 2004.
The City Manager submitted a communication advising that Kamran
Karbassiyoon, owner of property located at 22 Church Avenue, S. W., has
requested permission to install an overhead sign on the building located at
22 Church Avenue, S. W., which would encroach into the public right-of-way; the
proposed sign would encroach approximately 48 inches into the right-of-way of
Church Avenue, with approximately ten feet, two inches of clearance above the
sidewalk; the right-of-way of Church Avenue at this location is approximately 50
feet in width; and liability insurance and indemnification of the City by the
property owner will be provided.
The City Manager recommended that Council adopt an ordinance, to be
executed by the property owner and recorded in the Clerk's Office of the Circuit
Court for the City of Roanoke, granting a revocable license to the owner, to allow
installation of a sign at 22 Church Avenue, S. W., encroaching approximately 48
inches into the public right-of-way of Church Avenue.
Mr. Fitzpatrick offered the following ordinance:
(#36647-031504) AN ORDINANCE granting a revocable license to permit
the encroachment of an overhead sign at a height above the sidewalk of ten (10)
feet, two (2) inches, extending approximately forty-eight (48) inches in the public
right-of-way of 22 Church Avenue, S. W., from property bearing Official Tax No.
1012317, upon certain terms and conditions; and dispensing with the second
reading by title of this ordinance.
(For full text of ordinance, see Ordinance Book No. 68.)
Mr. Fitzpatrick moved the adoption of Ordinance No. 36647-031504. The
motion was seconded by Mr. Dowe.
The Vice-Mayor inquired if there were persons present who would like to be
heard in connection with the matter. There being none, he declared the public
hearing closed.
There being no discussion or comments by Council Members, Ordinance No.
36647-031504 was adopted by the following vote:
20
.
AYES: Council Members Fitzpatrick, Wyatt, Bestpitch, Cutler, Dowe and
Vi ce- Mayor H arri s -- ------- -- -- ------- ~-- ---- -----.- ------ --___ _ -------6.
NAYS: None--------------____________________________________--0.
(Mayor Smith was absent.)
OTHER BUSINESS:
ROANOKE CIVIC CENTER-SPORTS ACTIVITIES: Ms. . Christy M. Lovelace,
1015 11th Street, N. E., presented petitions in support of keeping the Roanoke
Express hockey team in Roanoke Valley for another season.
HEARING OF CITIZENS UPON PUBLIC MATTERS: The Vice-Mayor advised that
Council sets this time as a priority for citizens to be heard, and matters requiring
referral to the City Manager will be referred immediately for any necessary and
appropriate response, recommendation or report to Council.
(No citizens had registered to speak.)
There being no further business, the Vice-Mayor declared the meeting
adjourned at 7:20 p.m.
ATTEST:
APPROVED
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
--------
21
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.w., ROOM 452
ROANOKE, VIRGINIA 24011-1594
TELEPHONE: (540) 853-2444
FAX: (540) 853-1145
RALPH K. SMITH
Mayor
April 19, 2004
The Honorable Vice-Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
This is to request a Closed Meeting to discuss vacancies on certain authorities, boards,
commissions and committees appointed by Council, pursuant to Section 2.2-3711 (A)(1),
Code of Virginia (1950), as amended.
Sincerely,
~LLA
Ralph K. Smith
Mayor
RKS:snh
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 27, 2004
File #110-178
Dianne W. Morris, Secretary
Fair Housing Board
Roanoke, Virginia
Dear Ms. Morris:
This is to advise you that Nancy F. Canova has qualified as a member of the Fair
Housing Board, for a term ending March 31, 2007.
Sincerely, /}
~~ J-rU--
Mary F. Parker, CMC
City Clerk
MFP:ew
pc: Stephanie M. Moon, Deputy City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, NANCY F. CANOVA, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth of
Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Fair Housing Board, for a term ending March 31,
2007, according to the best of my ability (So help me God).
7( ~7 :}. ~tL-n~
c;-{!) () /1. - tJ
Subscribed and sworn to before me thi~ ---=- day of ~ 2004.
BRENDA S. HAMILTON, CLERK OF CIRCUIT COURT
, DEPUTY CLERK
,Dl~
_.\'.'~.fJl...~
.J..:;;; ;-". -..~/"';
,-. ,.. . '.
, .
,; ~-
- 4>~ ".
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@cLroanoke.va.us
MARY F. PARKER. CMC
City Clerk
April 21, 2004
File #60-448
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
Elaine Simpson, Cable Access Director
Roanoke Valley Regional Cable Television
541 Luck Avenue, S. W., Suite 145
Roanoke, Virginia 24016
Dear Ms. Simpson:
I am enclosing copy of Resolution No. 36657-041904 approving the
recommendation of the Roanoke Valley Regional Cable Television Committee to
approve the annual operating budget for Fiscal Year 2004-2005 for operation of
the regional government and educational access station, Roanoke Valley Television
(RVTV, Channel 3), and for the City of Roanoke to provide partial funding, in the
amount of $161,626.00.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004.
Sincerely,
j.f{
J...~
~~
Mary F. Parker, CMC
City Clerk
MFP:ew
Enclosure
pc: Diane S. Childers, Clerk to the Board of Supervisors, Roanoke County,
P. O. Box 29800, Roanoke, Virginia 24018-0798
Carolyn S. Ross, Town Clerk, Town of Vinton, 311 South Pollard Street,
Vinton, Virginia 24179-2531
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Sherman M. Stovall, Acting Director, Office of Management and Budget
Larry W. Brown, Public Information Officer
yr:
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of April, 2004.
No. 36657-041904.
A RESOLUTION approving the recommendation of the Roanoke Valley Regional Cable
Television Committee to approve the annual operating budget for Fiscal Year 2004-2005 for the
operation of the regional government and educational access station, Roanoke Valley Television
(RVTV, Channel 3), and for the City to provide partial funding.
WHEREAS, the Roanoke Valley Regional Cable Television Committee (Committee) has
reviewed and approved the annual budget for the Fiscal Year 2004-2005 for the operation ofR VTV
and has requested that the City of Roanoke approve that budget;
WHEREAS, the Committee is comprised of representatives from the City of Roanoke,
Roanoke County, and the Town of Vinton and these jurisdictions have agreed to provide funding for
the purposes for which the Committee was created, including the support of the operation of a
regional government and educational access station, RVTV;
WHEREAS, such jurisdictions have agreed to provide funding as provided for in the
agreement creating the Committee and the Committee has recommended that the City of Roanoke
provide partial funding to RVTV in the amount of$161,626.00, which is within the limits provided
for in the agreement; and
WHEREAS this Council desires to approve the recommendation of the Committee and
provide partial funding as requested by the Committee.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The annual budget of$293 ,865.00 for Fiscal Year 2004-2005 for the operation of the
1
regional government and regional educational access station, RVTV, as set forth in a letter to this
Council dated April 19, 2004, is hereby approved.
2. The amount of $161,626.00 will be provided by the City of Roanoke as its prorata
share for the annual operational budget for RVTV for the Fiscal Year 2004-2005 as requested in the
letter to this Council dated April 19, 2004.
H:lMeasures\rvtv budget 2004 200S.doc
ATTEST:
~~.J.
City Clerk.
2
!2~~
RALPH K. SMITH
Mayor
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.w.
Noel C. Taylor Municipal Building, Room 456
Roanoke. Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
April 19, 2004
Council Members:
William D. Bestpitch
M. Rupert Cutler
Allred T. Dowe, Jr.
Beverly T. Fitzpatrick, Jr.
e Nelson Harris
Linda F. Wyatt
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mayor Smith and Members of City Council:
Subject: 2004-05 RVTV Budget
The City of Roanoke, the County of Roanoke and the Town of Vinton jointly
operate Roanoke Valley Television (RVTV). The initial equipment and facilities
for the television station were funded through a $480,000 capital grant from
Cox Communications. The station is located at the Jefferson Center and
currently employs five full-time staff members. The staff produces videos and
shows for the local governments and school systems and cablecasts them,
along with government meetings, on Cox Communications' Channel 3.
On June 8, 1992, City Council approved the Roanoke Valley Regional Cable
Television Agreement, which requires that the RVTV Operating Budget be
approved by the governing bodies of the city, county, and the town. Funding
for the Operating Budget is shared by the three governments, based on the
annual proportion of Cox subscribers located in each jurisdiction.
During 2003, RVTV produced 12 Inside Roanoke shows, 12 Spotlight on City
Schools, 24 City Council meetings and 30 original video productions for the
City of Roanoke.
The Roanoke Valley Regional Cable Television Committee approved the
attached RVTV Operating Budget for Fiscal Year 2004-05 at its March meeting.
This budget amounts to $293,865.00 and is a seven percent increase from the
current year's budget of $273.614.00. The increase excluding Personal
Services (VRS Retirement, Salaries, Health Insurance, etc.) is $3,624.00 or four
percent. The majority of the increase occurs in Retirement - VRS line item. The
2003-04 rate was 7.5 percent. The 2004-05 rate is 13.5 percent, which is a
$9,403.00 increase.
The Honorable Mayor and Members
of the Roanoke City Council
April 19, 2004
Page 2
Cox Communications paid a five percent franchise fee to the local governments
in 2003, which amounted to $1,818,001.00. The local governments have
traditionally agreed to allocated up to 20 percent of the franchise fees collected
to the RVTV Operating Budget. For the coming year, that amount would be
$363,300.00. RVTV's requested budget of $293,865.00 is $69,435.00 less
than that amount.
Cox calculates the percentage of subscribers in each locality (as of December
31, 2003) as follows:
Locality
City of Roanoke
Roanoke County
Town of Vinton
Subscribers
32,295
23,664
2,718
Percentage (%)
55
40
5
Based on these figures, each locality's contribution to the Operating Budget
would be as follows:
Locality
City of Roanoke
Roanoke County
Town of Vinton
Contribution
$161,626.00
$117,546.00
$14,693.00
On behalf of the City's representatives to the Roanoke Valley Regional Cable
Television Committee, and as the City Council representative to the Committee,
I am pleased to recommend that City Council approve the proposed RVTV
budget for Fiscal Year 2004-05 in the amount of $293,865.00, with the City's
contribution totaling $161 ,626.00.
/
Alfred we, Jr.
Council Member
ATDjr:lsw
Attachment
cc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
Sherman Stovall, Acting Director Management and Budget
Elaine Simpson, Cable Access Director
Mike Pedelty, Director of Community Relations, Cox Communications
Gary E. Tegenkamp, Assistant City Attorney
Larry Brown, Public Information Officer
Laurie Smith Wood, Roanoke Valley Cable Television Committee
To:
From:
Date:
Re:
Roanoke Valley Regional Cable Television Committee
Elaine Simpson, Cable Access Director
February 25,2004
FY 2004-2005 RVTV Budget Proposal
Attached is the budget proposal for Roanoke Valley Television FY 2004 -2005. The
Cable T.V. Operations Committee reviewed the budget on Tuesday, February 17,2004.
BACKGROUND INFORMATION:
Roanoke Valley Television, RVTV Channel 3, is a Government & Educational Access
Station serving the City of Roanoke, Roanoke County, the Town of Vinton and their
respective school systems. The operational budget for RVTV is provided by the three
governments, based on the proportion of Cox customers located in each jurisdiction.
Currently, RVTV employs five full time staff members. The staff produces original
videos, monthly television shows, and covers live government meetings.
Roanoke Valley Television produced the following for 2003 - 2004:
· 51 Original Television Shows
(12) Inside Roanoke, (12) Roanoke County Today, (12) Spotlight On City
Schools, (12) Accent Excellence, (3) Roanoke County Business Partners
· 58 Government Meetings
(24)Roanoke City Council, (23) Roanoke County Board of Supervisors and others
· 57 Original Video Productions
Ex. Roanoke County Partnerships, Urban Water Cycle, Education Foundation,
Vinton Student Government Day
Additionally, Roanoke Valley Television covered numerous special events including
ground breaking, ribbon cutting, and dedication ceremonies and news conferences.
The approximate rate for video production work in the private sector is $1,000 per
finished minute. Roanoke Valley Television produced a total of 108 Video Productions
last year for the three localities and their school systems.
SUMMARY OF INFORMATION:
The proposed RVTV FY 2004-2005 Operating Budget is $293,865 which is a $20,251
(+7%) increase over last year's budget. The increase excluding Personal Services (VRS
Retirement, Salaries, Health Insurance etc.) is $3,624 (+4%).
The majority of the increase occurs in the Retirement - VRS line item. The 2003-2004
rate was 7.5%. The 2004-2005 rate is 13.5% which is a $9,403 increase.
On February 28, 2005, RVTV's lease at the Jefferson Center will expire. Our current rent
is $2,489.99 per month (3,800 sq. feet at $7.87 per sq. foot). Beginning March 1,2005,
the new monthly rent has been estimated by Hall & Associates at $3,008.33 per month
($9.50 per sq. foot). The FY 2004-2005 Operating Budget reflects this increase.
This budget includes funding for closed captioning services for both the City Council and
Board of Supervisors meetings.
Cable Television staff is carried on the County's payroll and benefit system and will
receive the same salary increase and insurance costs as County employees.
RVTV expended 99.89% of its FY 2002-2003 Operating Budget and had a Remaining
Balance of $294.55.
FISCAL IMPACT:
The total RVTV budget request is $293,865 which is a $20,251 increase from last year
or +7%. The increase excluding Personal Services (VRS Retirement, Health Insurance,
Salaries, etc.) from last year is $3,624.00 (+4%).
Cox Communications paid a 5% Franchise Fee to the local governments in 2003
which totaled $1,818,001. The local governments have informally agreed to allocate up
to 20% of the Franchise Fees collected to the RVTV Operating Budget. For the coming
year, that amount would be $363,300. RVTV is requesting an Operating Budget of
$293,865.
Cox calculates the percentage of subscribers (December 31, 2003) in each locality as
follows:
Locality
Subscribers
Percentage
City
32,295
55%
County
23,664
40%
Vinton
2,718
5%
Based on those figures, each locality's contribution to an Operating Budget of
$293,865 would be as follows:
2003 - 2004 Budget
2004 - 2005 Budget
City
$150,488
$109,446
$13,681
$161,626
$117,546
County
Vinton
$14,693
RECOMMENDATION:
The Cable TV Operations Committee recommends that the Roanoke Valley Cable
Television Committee approve the budget request in the amount of $293,865.
9liuuwfre ValleJ; 9' ~Um
9l.V.9'.V. eIuumJ, 3
www.rvtv.org
ROANOKE VALLEY TELEVISION
2004 - 2005
Operating Budget
Proposal
RVTV 2003 Productions
Edited Videos
Title Client Length
Accent Excellence Promo County Schools :30
Blue Ridge Parkway Visitor's Center Roanoke County 6:06
(4) Blue Ridge Technical Academy PSAs City Schools :30 each
Book Festival PSA City of Roanoke :30
Bulk & Brush Pickup Roanoke County 3:23
Business Recycling PSA City of Roanoke :30
Citizen of the Year PSA City of Roanoke :30
City Schools - Convocation Speech City Schools 30:00
Convention & Visitors Bureau City of Roanoke 6:58
DARE Camp Music Video City of Roanoke 8:22
Earth Summit Recycling PSA City of Roanoke :30
Education Foundation Roanoke County Schools 8:23
(2) Environmental Awareness Video Roanoke County 20:00 each
Film Festival Halloween Bash PSA Roanoke County :30
Fire Hydrant Flow Test City of Roanoke 12:00
Focus On Crime Prevention Roanoke County 6:30
(3) HEAT PSAs City of Roanoke :30 each
Hidden Valley High School County Schools 34:35
HOSTS Program PSA City Schools :30
Inside Roanoke Promo City of Roanoke :30
Laptop Initiative County Schools 7:00
Title
(2) Libraries In Action
New Voting Technology
Recruitment Day PSA
Renaissance Faire PSA
RVTV 2003 Productions
Edited Videos
Client
City of Roanoke
Roanoke County
City of Roanoke
Roanoke County
Roanoke County Partnerships (Parks & Rec.)
Roanoke County Today Promo
(4) Safety Orientation Videos
Social Services Informational Video
Sowing The Seeds Of Regionalism
Spotlight On City Schools Promo
State of the City Address
State ofthe County Address
State of the Town Address
Tons of Fun PSA
Updated Orientation Video
Updated Specialty Center Video
(2) Urban Water Cycle Videos
Valley Metro PSA
Roanoke County
Roanoke County
City Schools
Roanoke county
Roanoke County
City Schools
City of Roanoke
Roanoke County
Town of Vinton
Roanoke County
City of Roanoke
County Schools
City of Roanoke
City of Roanoke
Vinton Student Government Highlight Video
VIP Schools Video
(2) Vision Film Festival PSAs
Town of Vinton
County Schools
Roanoke County
Length
6:00 each
5:45
:30
:30
7:00
:30
90:00 TRT
2:17
6:25
:30
30:00
30:00
15:53
:30
12:00
10:30
12:46 & 5:10
:30
36:00
8:40
:30 each
RVTV 2003 Productions
Edited Videos
Title
Client
Length
8:23
Vision Film Festival Promotional Video
Roanoke County
William Byrd Football PSA
County Schools
:30
Youth Sports Coaching Video
Roanoke County
12:00
2003 Shows
Total Title Client Time
12 Inside Roanoke City of Roanoke 30:00 each
12 Roanoke County Today Roanoke County 30:00 each
12 Spotlight On City Schools Roanoke City Schools 30:00 each
12 Accent Excellence Roanoke County Schools 30:00 each
3 Roanoke County County of Roanoke 30:00 each
Business Partners
Total Productions
Total Productions
City of Roanoke
Roanoke County
Town of Vinton
108
54
52
2
Percentage
50%
48%
2%
Totals
24
23
1
1
1
1
1
1
1
1
1
1
1
2003 Meetings
Meetings
City Council Meetings
Board of Supervisors Meetings
Roanoke City Schools - School Board Interviews
City Council Meeting (Civic Center)
State of the City Address
Victory Stadiwn Public Forum
Joint CC/BOS Meeting - Water Authority
Town Meeting - Alliance for Virginia's Students
Youth Forum Meeting
State of the County Address
Roanoke County Investiture Ceremony
Vinton Student Government Day
State of the Town Address
RVTV Productions 2002 & 2003
Video Productions
Meetings
Shows
2002
49
58
53
2003
57
58
51
IncreasenDecrease
+8 (+16%)
o
-2
RVTV Proposed 2004 - 2005 Budget
2003-2004 Budget Proposed Remaining %
Balance Expended
1010 Regular 146,668.00 151,132.00 70,781.12 51.74
(Actual 147,446 + 2.5%)
2100 FICA (Employer 7.65%) 11,220.00 11,562.00 5,764.50 49.16
2200 Retirement - VRS 11,000.00 20,403.00 5,479.76 50.18
(13.5% 2004 Rate 7.5% 2003 Rate)
2202 Deferred Comp Match 480.00 480.00 240.00 50.00
2300 Group Health Insurance (+10%) 24,183.00 26,601.00 12,166.68 49.69
2310 Group Dental Insurance 904.00 904.00 493.48 45.41
3013 Professional Services - Other 26,000.00 27,500.00 15,606.42 39.98
(Closed Captioning, Dubbing etc.)
3204 Repairs Vehicles (By Garage) 300.00 300.00 235.00 21.67
3209 Repairs (Other Equipment) 2,000.00 2,000.00 1,686.77 15.66
3305 Maintenance Service Contracts 2,220.00 1,995.00 1,861.92 16.13
(Telephone & Non-Linear Editing)
5210 Postage 150.00 150.00 103.26 31.16
5230 Telephone 4,150.00 4,000.00 2,551.23 38.53
5235 Cellnlar Phones 480.00 480.00 330.90 31.06
5236 Pager Services 243.00 243.00 122.58 49.56
5305 Motor Vehicle Insurance 1,365.00 1,365.00 94.00 93.11
5308 General Liability Insurance 2,121.00 2,121.00 718.00 66.15
5410 LeaselRent of Equipment 800.00 800.00 502.50 37.19
5420 Lease/Rent of Buildings 29,880.00 31,954.00 14,940.06 50.00
5501 Travel (Mileage) 200.00 200.00 161.12 19.44
5520 Dinner Meetings & Luncheons 150.00 150.00 40.23 73.18
5801 Dues & Association Membership 300.00 275.00 262.12 12.63
6010 Office Supplies - General 900.00 900.00 452.43 49.73
6013 Small Equipment & Supplies 2,500.00 2,500.00 417.07 83.32
6014 Video Supplies 4,500.00 4,700.00 2,920.37 35.10
6080 Gas, Oil & Grease 600.00 850.00 363.41 39.43
6091 Tires, Tubes Parts 300.00 300.00 189.29 36.90
Total $273,614.00 $293,865.00 $138,424.22 49.41
Increase from last year: $20,251 or 7%
Increase Excluding Personal Services (VRS Retirement, Salaries etc.): $3,624 or 4%
RVTV expended 99.89% of its FY2002-2003 Operating Budget and had a Remaining Balance of $294.55.
· Year to Date Expenditures
For the 06 Month Period Ended 12/31/03
RVTV Financial Report
Current Account Balances as of December 31,2003
213200 (Operating Budget) ................................................................. $138,424
213300 (Cox Cable Capital Grant)...................................................... $47,348
213500 (RVTV Year-End Rollover Account) .................................... $147,581
Account 213500 (RVTV Year-End Rollover) represents the unused funds from the Operating Budget since 1991.
RVTV does not lose these funds at the end of the fiscal year, rather they are rolled over into this savings account
which will be used for future capital purchases.
Cox Communications 2003 Franchise Fees
Cox Communications paid a 5% Franchise Fee to the local governments in 2003 which totaled $1,818,001.
The local governments have informally agreed to allocate up to 20% of the Franchise Fees collected to the
RVTV Operating Budget. For the coming year, that amount would be $363,300. RVTV is requesting an
Operating Budget of $293,865.
Cox calculates the percentage of subscribers (December 31, 2003) in each locality as follows:
Locality
Subscribers
Percentage
City
32,199
55%
County
23,664
40%
Vinton
2,718
5%
Based on those figures, each locality's contribution to an Operating Budget of $293,865 would be as follows:
2003 - 2004 Budget
2004 - 2005 Budget
City
$150,488
$161,626
County
$109,446
$117,546
Vinton
$13,681
$14,693
.j
MISC. Council----City Manager---City Attorney---Dir. Finance
4/22/04
QInunf~ nf ~na:nnke
DIANE S. CHILDERS
CLERK TO THE BOARD
Ernat!: dchilders@co.roanoke.va.us
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
(540) 772-2005
FAX (540) 772-2193
BRENDAJ. HOLTON, CMC
DEPUTY CLERK
Email: bholtonOco.roanoke.va.us
April 14, 2004
Ms. Elaine Simpson, Cable Access Director
Roanoke Valley Television
541 Luck Avenue, Suite 145
Roanoke, VA 24016
Dear Ms. Simpson:
Attached is a copy of Action No. 041304-1 approving the 2004-2005 operating
budget for Roanoke Valley Television. This action was approved by the Board of
Supervisors at their meeting on Tuesday, April 13, 2004.
If you need further information, please do not hesitate to contact me.
Sincerely,
~J dJdwv
Diane S. Childers
Clerk to the Board of Supervisors
Attachment
cc: File
Mary F. Parker, Clerk, Roanoke City Council
Carolyn S. Ross, Clerk, Vinton Town Council
Diane D. Hyatt, Chief Financial Officer
Rebecca Owens, Director, Finance
.
ACTION NO.
A-041304-1
ITEM NO.
E-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MeETING DATE:
AGENDA ITEM:
April 13, 2004
Request for approval of fiscal year 2004-2005 cable television
budget
SUBMITTED BY:
Elaine Simpson
Cable Access Director
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATP$S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County, the City of Roanoke, and the Town of Vinton jointly operate Roanoke
Valley Television (RVTV, Channel 3). The initial equipment and facilities for the television
studio were funded through a capital grant from Cox Communications in the amount of
$480,000. The studio is located at the Jefferson Center, and currently employs five full
time staff members. The staff produces videos and shows for the local governments and
school systems, which are cablecast along with government meetings on Cox
Communications Channel 3 and Adelphia Communications Channel 3 in the West County
area.
RVTV is governed by the Roanoke Valley Regional Cable Television Committee, which
includes representatives from the City, the County, and the Town. The operational budget
for RVTV is provided by the three governments, based on the proportion of Cox customers
located in each jurisdiction. The governing bodies have informally agreed to provide up to
20% of the franchise fee paid by Cox Communications to fund the operations ofthe facility.
Roanoke County's share of the cable budget is 40%.
.
1
Cable Television Staff is carried on the County's payroll and benefit system and will
receive the same salary increase as County employees.
During 2003-2004, RVTV produced the following for the County: (52) Videos and
Television Shows, and covered (23) Live Board Meetings. Examples of RVTV
productions include: Focus On Crime Prevention, Bulk & Brush Pickup and Roanoke
County Schools Education Foundation. RVTV monthly television shows include:
Roanoke County Today, which highlights local government issues and events, and
Accent Excellence, for the Roanoke County School System. During the past year, video
production has increased by 16%. The approximate rate for video production in the private
sector is $1,000 per finished minute. Roanoke Valley Television produced a total of 108
Video Productions last year for the three localities and their school systems.
FISCAL IMPACT:
The total RVTV budget request is $293,865 of which Roanoke County's share is 40%, or
$117,546. This is an $8,100 increase or (7%) from last year's budget. The majority of the
increase occurs in the Retirement-VRS line item which increased from 7.5% to 13.5%.
The total Franchise Fee paid by Cox to Roanoke County last year was $727,200.
ALTERNATIVES:
Alternative 1: Adopt the FY2004-2005 RVTV Operating Budget.
Alternative 2: Do not adopt the FY2004-2005 RVTV Operating Budget.
STAFF RECOMMENDATION:
The Roanoke Valley Regional Cable Television Committee recommends that the Board
adopt Alternative 1 and approve the FY2004-2005 RVTV Operating Budget.
6
2
VOTE:
Supervisor Church motion to approve staff recommendation
Motion Approved
Yes No Absent
Mr. McNamara ~ 0 0
Mr. Church ~ 0 0
Mr. Wray 0 0 ~
Mr. Altizer ~ 0 0
Mr. Flora ~ 0 0
cc: File
Elaine Simpson, Cable Access Director
Diane Hyatt, Chief Financial Officer
Rebecca Owens, Director, Finance
Mary F. Parker, Clerk, Roanoke City Council
Carolyn Ross, Clerk, Vinton Town Council
6
3
MISC. Council/City Manager 03/26/04
!.
TOWN OF VINTON
311 So. Pollard Street
VINTON, VIRGINIA 24179.2531
PHONE (540) 983-0607
FAX (540) 983.jJjj2fi
Carolyn 5. Ross
Admin. Asst..rrown CIeri<
cross@tOW'n.vinton.va.us
March 18, 2004
Ms. Elaine Simpson, Cable Access Director
Roanoke Valley Regional Cable Television
541 Luck Avenue, S.W., Suite 145
Roanoke, VA 24016
Re: RVTV 2004/2005 Operating Budget
Dear Ms. Simpson:
Please be advised that the Vinton Town Council, at their regular meeting of
March 16, 2004, approved the FY 2004/2005 Roanoke Valley Cable Television
operating budget in the amount of$293,865.00, for operation of the regional cable
access Channel 3, and for the Town's proportionate share of funding in the
amount of $14,693.00. For your information, attached is a copy of Resolution
No. 1525 approving the budget.
Advise if you have questions or need additional information.
Sincerely,
c~ A A~
Carolyn S. Ross
Admin. Asst./Town Clerk
csr
Attachment
pc: Robert R. Altice, Chairman, Roanoke Valley Television Committee
Mary F. Parker, Clerk, Roanoke City Council
Diane S. Childers, Clerk to the Roanoke County Board of Supervisors
Kim D. Burgess, Finance DirectorlTreasurer
COpy
.
RESOLUTION NO. 1525
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON
TUESDAY, MARCH 16, 2004, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE
VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA.
WHEREAS, the Town of Vinton, along with Roanoke County and the City of Roanoke
pursuant to ordinance, have established the Roanoke Valley Regional Cable
Television Committee, in part to assist with the development of educational
channels and governmental access cable programming; and,
WHEREAS, by Resolution No. 817 adopted March 3, 1992, Town Council authorized one
percent (1 %) of gross revenues collected from Cox Communications as franchise
payments to be dedicated to development, operation, and administration of the
institutional network and educational and governmental cable access; and,
WHEREAS, each member jurisdiction annually approves the operating budget prepared by the
Cable TV Government Access Director and recommended by the Roanoke Valley
Regional Cable Television Committee for operation of the cable access Channel 3.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the 2004-20054 operating budget in the amount of $293,865, of which Vinton's allocation based
on subscribers is 5 %, or the amount of $14,693 of the total budget.
This resolution adopted on motion made by Councilman Rotenberry, and seconded by Vice
Mayor Obenchain, with the following votes recorded:
A YES: Altice, Grose, Obenchain, Rotenberry, Mayor Davis
NAYS: None
APPROVED:
~L~
Donald L. Davis, Mayor
ATTEST: .
(io~ ,A. I< lY.U) ./
Carolyn S. Ross, Town Clerk
COpy
/_(,".~.'i!'l':""..",~),
~ -
"
. .
..'":11....._: ......:..<
;'.i,,1. .:'/
"'.' ~/'
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor, and Members of City Council
Roanoke, Virginia
Dear Mayor Smith and Members of Council:
Subject:
Electronic Voting
System
This is to request space on Council's regular agenda for a 15-minute
briefing on the above referenced subject.
Respectfully submitted,
Darlene L. Burcham
City Manager
DLB:sm
c: City Attorney
Director of Finance
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone, (540) 853-2333
Fa" (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor, and Members of City Council
Roanoke, Virginia
Dear Mayor Smith and Members of Council:
Subject:
Briefing on Fiscal Year 2005
Recommended Budget
This is to request space on Council's agenda for a briefing on the above referenced
subject.
Respectfully submitted,
Darlene L. Burcham
City Manager
DLB:vst
c: William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Mary F. Parker, City Clerk
Sherman M. Stovall, Acting Director of Management and Budget
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church A venue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853,1145
E-mail: c1erk@ci.roanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Clerk
April 21, 2004
File #488
Carl D. Cooper, Chair
Roanoke Neighborhood Advocates
2001 Angus Road, N. W.
Roanoke, Virginia 24017
Dear Mr. Cooper:
I am enclosing copy of Resolution No. 36658-041904 approving the By-Laws and
Strategic Business Plan for the Roanoke Neighborhood Advocates.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, .f)
11,,~ J r~ ",-
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
Carl D. Cooper
April 21, 2004
Page 2
pc: Darlene L. Burcham, City Manager
Rolanda B. Russell, Assistant City Manager for Community Development
Mike Etienne, Director of Housing and Neighborhood Services
~~
\}l-
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April. 2004.
No. 36658-041904.
A RESOLUTION approvmg the By-Laws and Strategic Business Plan for
Roanoke Neighborhood Advocates.
WHEREAS, Roanoke Neighborhood Partnership Steering Committee was
reconstituted as Roanoke Neighborhood Advocates ("RNA") by Resolution No. 36397-
061603, adopted June 16, 2003, and was directed to develop By-Laws and a Strategic
Business Plan to be presented to City Council for approval by December 3 1,2003;
WHEREAS, by letter dated December 31, 2003, from Carl Cooper, Chair of the
RNA, the RNA transmitted the proposed By-Laws and the Strategic Business Plan for
approval; and
WHEREAS, at its meeting of January 20, 2004, City Council referred the RNA's
By-Laws and Strategic Business Plan to the City Manager for staff review; and
WHEREAS, the RNA's By-Laws and Strategic Business Plan have been reviewed
and revised as set forth in the letter dated April 19,2004, from the City Manager to City
Council.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke
that the By-Laws and the Strategic Business Plan ofRNA are hereby approved.
~~
/L
ATTEST:
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W.. Room 364
Roanoke, Virginia 24011-1591
Telephone, (540) 853-2,33
Fa" (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr. Council Member
Honorable BeverlyT. Fitzpatrick,Jr. Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of Council:
Subject: RNA By-Laws and Strategic
Business Plan
At the January 20, 2004 Council Meeting, Mr. Carl Cooper, Chair of the
Roanoke Neighborhood Advocates (RNA) presented the RNA's By-Laws and
Strategic Business Plan for consideration. City Council referred the
documents to the City Manager for staff review and to the City Attorney for
preparation of the proper measure for consideration by Council at its regular
meeting. RNA is seeking City Council approval. Enclosed are the revised
documents.
Darlene L. Burc am
City Manager
DLB:me
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Rolanda Russell, Assistant City Manager for Community Development
Mike Etienne, Director of Housing and Neighborhood Services
Carl Cooper, Chair of the Roanoke Neighborhood Advocates
# CM04-00061
~
ROANOKE NEIGHBORHOOD ADVOCATES
CITY OF ROANOKE
BY-LAWS AND RULES OF PROCEDURE
I. Purpose
The following by-laws and rules of procedure are adopted by the Roanoke
Neighborhood Advocates ("RNA") to facilitate the performance of its duties and
the exercise of its powers as set forth in Roanoke City Council Resolution 36397-
061603 adopted June 16, 2003.
II. Members, Officers and Duties
A. General. The RNA shall consist of thirteen (13) members, seven (7) of
which shall be appointed by City Council. The seven Council-appointed
members shall select 6 additional members. All members shall serve
rotating 3-year terms pursuant to Council Resolution 36397-061603.
Members are eligible to be re-appointed for up to three consecutive full
terms.
B. Chair. The RNA shall elect a Chair by majority vote from among its
members. The term of the Chair shall be for one year beginning as of the
first meeting in January of each year, or until a successor is elected, and
the Chair shall be eligible for re-election. The Chair shall preside at
meetings of the RNA, decide all matters of order and procedure, subject
to the rules and by-laws of the RNA, unless directed otherwise by a
majority of the RNA in session at the time, and in the case of petitions
brought before the full RNA, the Chair shall execute all rulings issued on
behalf of the full RNA.
C. Vice-Chair. A Vice-Chair shall be elected by the RNA from among its
members in the same manner as the Chair. The term of the Vice-Chair
shall be for one year beginning as of the first meeting in January of each
year or until a successor is elected, and the Vice-Chair shall be eligible for
re-election. The Vice-Chair shall act for the Chair in the Chair's absence.
In the event the Chair is not available to execute any rulings issued on
behalf of the full RNA pertaining to matters decided by the RNA and
presided over by the Chair, the Vice-Chair may execute the same if the
Vice-Chair was present at the RNA's meeting at which such matters were
decided.
1
D. Secretarv. A Secretary shall be elected by the RNA from among its
members in the same manner as the Chair. The term of the Secretary
shall be for one year beginning as of the first day of January or until a
successor is elected, and the Secretary shall be eligible for re-election.
The Secretary, subject to the direction of the Chair and the RNA, shall
keep all records, serve notice to all members of all meetings, prepare an
agenda for such meetings, conduct all correspondence of the RNA, and
generally supervise the clerical work of the RNA. The Secretary shall keep
the minutes of each meeting of the RNA and file them with the City Clerk.
These minutes shall show the record of all important facts pertaining to
every meeting, every decision acted upon by the RNA, and the total vote
for or against any resolution or other matter, indicating the names of
members absent or failing to vote. The Secretary shall record all rulings
issued by the RNA. The Secretary shall notify the City Clerk promptly if
any vacancy occurs in the membership of the RNA
II. Meetings
A. Reoular Meetinos. Unless otherwise notified, regular meetings of the RNA
shall be held on the third Monday of each month at 4:30 p.m. in the official
meeting room designated by the RNA, provided that upon a decision of the
RNA, an adjourned meeting may be held at any other place in the City. The
annual meeting for the election of officers of the RNA shall be held at the
regular meeting in the month of December each year, or as soon thereafter
as is possible.
B. Attendance. Members absent from three (3) regular meetings within a twelve
(12) month period may be considered for removal from the RNA. Upon a
three-fourths affirmative vote of the entire RNA membership a
recommendation to City Council may be made to remove the member.
C. Special Meetinos. Special meetings of the RNA may be called at any time by
the Chair by written notice given personally to each member or left at their
place of residence not less than twenty-four (24) hours prior to the time fixed
for the meeting. If all members of the RNA are present at the special meeting,
then the requirements as to prior notice shall be deemed to be waived.
D. Quorum and Vote. Seven members of the RNA shall constitute a quorum,
and no action of the RNA shall be valid unless authorized by a majority of
those present and eligible to vote. A tie vote is to be construed as a denial of
the requested action. No member's vote on any matter may be cast by
proxy.
2
E. Conduct of Meetinos. All meetings shall be open to the public; provided,
however, that closed meetings may be held in compliance with the Virginia
Freedom of Information Act. The order of business at regular meetings shall
be as follows:
a. Roll Call
b. Reading and Approval Of Minutes
c. Reports Of Officers and Standing Committees
d. Reports Of Special (Select or Ad Hoc) Committees
e. Special Orders
f. Unfinished Business and General Orders
g. New Business
h. Open Forum
i. Announcements
j. Program
k. Adjournment
III. Procedure for Submitting Advocacy Petitions to RNA
A. Advocacv Petitions. Advocacy petitions are methods by which citizens or
neighborhood groups can request the RNA to advocate on a particular
issue on their behalf. All advocacy petitions must be submitted to the
Secretary at least fifteen (15) calendar days prior to the next regular
meeting of the RNA in order to allow the RNA adequate time to study the
petition.
B. Content of Petitions. Advocacy petitions must be on forms provided by
the Secretary. Petitions must be in sufficient detail to inform the RNA of
the nature of such request and must be accompanied by specifications
and descriptions, etc., of the proposed advocacy. The Secretary shall
determine whether a petition is in sufficient detail to be forwarded to the
RNA for consideration.
C. Notice to Citizens. At least one week prior to the meeting at which the
matter will be heard, the Secretary will notify citizens through established
communication channels.
IV. Consideration of Advocacy Petitions
A. Order of Business. The petitioner may appear in person or by the
petitioner's representative at a meeting to present the petition to the RNA
for consideration. The petitioner, or the petitioner's representative, shall
appear before the RNA to present any advocacy petitions at the meeting
at which the petition is presented. The order of business for consideration
shall be as follows:
3
1. The Chair, or such person as the Chair shall direct, shall give a
preliminary statement concerning the petition;
2. The petitioner shall present the facts in support of the petition;
3. Statements submitted by any official, commission, or department of
the City, any state agency, or any local historical, preservation or
neighborhood association pertaining to any petition shall be given
as directed by the Chair;
4. Comments by other interested persons;
5. The RNA shall thereafter proceed to deliberate whether to consider
the petition or to deny it. In order to expedite a decision on all
matters presented to the RNA, it shall be the practice of the RNA
when in regular or special meetings to consider that all items on the
agenda are automatically moved by the entire membership. The
Chair may call for a vote on the items as filed with the Secretary, or
as amended at the regular or special_meeting, at the conclusion of
discussion without calling for a formal motion by any member
present. Any member may, upon the Chair calling for a vote on an
item, move that the item be amended.
6. The RNA shall vote and announce its decision to consider or not
consider the petition not later than fifteen (15) calendar days after
the conclusion of the meeting on a petition unless the time is
extended with the written consent of the applicant.
7. A member of the RNA may vote on a petition which he or she files
for consideration by the RNA.
8. Procedures may be modified by the Chair with the concurrence of a
majority of the RNA.
B. Findinos. All decisions of the RNA shall be supported by appropriate findings
of fact, and, where necessary to effectuate the purposes of the decision, shall
be accompanied by such conditions and/or recommendations as it may
determine to be reasonable under the circumstances. In considering
petitions, witnesses may be called and factual evidence may be submitted,
but the RNA shall not be limited to consideration of such evidence as would
be admissible in a court of law.
C. Decision to Consider. If the RNA decides to consider the advocacy petition,
the RNA shall forward a memo to the Director of Housing and Neighborhood
Services requesting a staff report regarding the advocacy issue.
4
V. RNA Advocacy Decision
After the RNA has decided to consider the advocacy petition, the RNA shall
deliberate on whether it should advocate or not advocate on behalf the
petitioner.
A. Deliberation. The RNA shall review the findings and staff report, thereafter
deliberate and render a decision to either advocate or not advocate on behalf
of the petitioner.
B. Disapproval and Rehearino. In case of disapproval of an advocacy petition,
the RNA shall briefly state its reasons in writing, and it may make
recommendations to the petitioner with respect to the appropriateness of the
advocacy involved. In case of disapproval accompanied by
recommendations, the petitioner may again be heard before the RNA, if
within ninety (90) days, the petitioner files an amended petition that
addresses the recommendations of the RNA. Otherwise, having once
considered a petition, the RNA shall not hear substantially the same petition
for one year.
VI. Advocacy Protocol
A. All RNA decisions to advocate shall be subject to the RNA's established rules
and procedures, which includes that a member of the RNA may vote on a
petition which he or she files for consideration to the RNA.
B. All decisions to advocate on an issue on behalf of a petitioner shall become
the official policy of the RNA and may not be changed except by a three-
fourths affirmative vote of the entire RNA membership.
VII. Parliamentary Authority
The rules contained in the latest revised edition of Robert's Rules of Order shall
govern the RNA in all cases in which they are applicable and in which they are
not inconsistent with the by-laws and rules of procedure of the RNA.
VIII. Amendments
These rules may, within the limits allowed by law, be amended at any time by an
affirmative vote of not less than three-fourths of the entire thirteen (13) RNA
members. However, any amendment to the by-laws will occur only after the
5
members have had an opportunity to consider the amendment, in writing, for at
least the period of time between two regular meetings of the RNA. A copy of all
amendments shall be forwarded to City Council at its next regular meeting.
Chair
Date
Secretary
Date
6
~
Strategic Business Plan for Roanoke Neighborhood Advocates
Executive Summary
Roanoke City Council established the Roanoke Neighborhood Advocates committee
(RNA) in August 2003 to, among other things. encourage the growth, in number and
capacities, of wide varieties of neighborhood organizations. The committee replaced the
former Roanoke Neighborhood Partnership Steering Committee, which was abolished as part
of a restructuring of city departments related to housing and neighborhood services.
Council appointed seven members to the Advocates Committee and gave those seven
the task of selecting six more members for a total Committee membership of thirteen. The
RNA is charged with fulfilling eight goals, defined as "duties and responsibilities" in
Resolution 36397-061603 passed June 16,2003, by Roanoke City Council.
The committee has laid out the following preliminary plan to accomplish these goals
and expects to modify the plan as more information becomes available to the committee
through its outreach to neighborhoods and neighborhood groups.
The first step for the committee was to complete its membership with citizens willing
to meet the demands of research and outreach required to create a strong RNA. The
committee has tried to assure it has an active committee by including expectations for
attendance at meetings in the bylaws. The committee expects to select its final three members
at the January meeting when its new officers begin their terms.
The RNA goals divide into four categories: preparation of documents, transfer of
information from neighborhoods to the city or city-associated groups, transfer of information
from government to neighborhood groups and outreach and interaction with neighborhood
organizations.
To meet those goals and to create an advocates group that can be a model for other
communities, the RNA has outlined the following base for an overall strategic plan:
. Create, develop, implement and maintain a strategic business plan that directs the
activities of the organization toward effective advocacy on behalf of the neighborhoods
of Roanoke
. Establish committees to oversee preparation of an annual State of the Neighborhoods
report due to council in May, administration of the Neighborhood Grant Program, and
facilitation of meetings related to revitalization programs, such as those underway in
Gainesboro and Gilmer-NNEO neighborhoods
. Develop a plan-of-action that raises the profile of RNA by assigning members to attend
meetings of specific neighborhood groups, by having members rotate as writers of a
regular column in a Housing & Neighborhood Services newsletter, and by creating
RNA letterhead and an RNA web presence complete with contact information for
members
. Structure a training program for RNA members whereby two members (one voting and
one as observer) are assigned to any RNA representation request, such as membership
on the Community Development Committee.
. Develop and encourage training for neighborhoods in how to organize and maintain
groups, how to write grants, and even how to create a newsletter; this training is to
draw heavily on the resources that already exist in established Roanoke neighborhood
groups, and open avenues for the introduction of additional regional, state and national
expertise.
. Identify groups whose concerns overlap those of RNA, such as health, library, parks
and recreation, and work with those groups to get RNA members and all neighborhood
groups as much information as possible about the community.
The RNA's strategic plan constitutes a blueprint for building on the goals set forth in
Roanoke's Vision 20/20 and the city's various neighborhood plans with the aim of creating
World Class neighborhoods. World Class neighborhoods are diverse neighborhoods where
citizens of all ages are safe, have access to quality education and affordable housing, and
where residents have knowledge about issues and the wherewithal to make their voices heard
by government. The plan that follows is the initial planning effort toward the strategic goals
established for RNA.
Mission
The mission of the Roanoke Neighborhood Advocates is to advocate for the wishes,
wants, needs and desires of Roanoke's neighborhoods and neighborhood organizations and
ensure that the best interests of all Roanoke neighborhoods are effectively presented.
Goals:
The RN A is charged with fulfilling eight goals, defined as "duties and responsibilities"
in Resolution 36397-061603 passed June 16,2003, by Roanoke City Council. The goals
divide into four categories:
. preparation of documents,
· transfer of information from neighborhoods to the city or city-associated groups,
· transfer of information from government to neighborhood groups
· outreach and interaction with neighborhood organizations.
Strategies for accomplishing goals:
Some of the goals set for this committee are bound by deadlines, which required
decisions before the goals could be fully studied or even before a full committee could be
assembled. Because of this, these initial steps to fulfill a goal are to be considered interim
steps that further the goal, but do not represent the fullest methods for achieving the goal. The
committee is committed to constantly revisit and update its strategic plan.
Measurements for Goals:
The RNA committee has made a commitment to establish measurements for actions
taken to meet goals and even set a measurement for member participation by creating a by-
law that says a member who misses more than three meetings in a l2-month period may be
considered for removal from the RNA. Upon a three-fourths affirmative vote of the entire
RNA membership a recommendation to City Council may be made to remove the member.
Breakdown of Goals and Actions by Category:
Category 1: Document preparation and/or review
Goal 1: Establish an overall plan of operation
Create, develop, implement and maintain a strategic business plan that directs the activities of
the organization toward effective advocacy on behalf of the neighborhoods of Roanoke
Strategy: Write an initial strategic plan that sets up a structure that can be expanded as
information is collected on neighborhood needs, issues.
Action: This document, which shall be called a working document because plans must be
adjusted and must evolve, addresses this goal. It was prepared for submission to Roanoke City
Council before the end of 2003.
Goal 2: Oversee preparation of an annual State of the Neighborhoods report to council
and have the report meet requirements of Action NH AI0 and All of Vision 2001-2020
Due in May (AlO requires: Develop indicators for neighborhood health and sustainability.
All requires: Involve neighborhood organizations, civic groups, and businesses in the
development and implementation of neighborhood plans.)
Strategy: Become familiar with neighborhood plans by reading the plans and by attending
public forums for the plans. Where plans have not been officially adopted and made part of
the Comprehensive Plan, interact with the planning process and ensure that adequate
resources are available and directed toward the democratic acquisition of legitimate
neighborhood will regarding issues of self-determination.
Action: Each RNA member will attend the public forums for the plans for the neighborhoods
for which the RNA member serves as liaison. Where no public forums are planned, the RNA
member will read already existing plans developed by the city or discuss neighborhood issues
with neighborhood leaders and city staff assigned to review those neighborhoods.
Strategy: Establish indicators, based on nationally recognized criteria, which measure the
overall health and vitality of each Roanoke neighborhood and, by extension, the overall health
and vitality of the City of Roanoke.
Action: In collaboration with City administration and additional public and private local,
regional, state and national resources, develop and/or adopt healthy community indices, and
establish and implement methodologies to collect data sufficient to support annual State of the
Neighborhoods Report conclusions.
Goal 3: Oversee the administration of the Neighborhood Grant Program, such funds
granted under the Neighborhood Grant Program to meet criteria established by the
RNA. First round due in January 2004.
Action: RNA committee voted the following guidelines for considering grants:
1. Grants are to be considered against the city's Vision 2020 plan
2. Grants are to be considered that include criteria that will advance Roanoke's
status as an All America City
3. Grants must include performance measurements.
4. Grants are open to all organizations whose primary focus is on neighborhoods
or whose project significantly impacts the overall improvement of a
neighborhood.
Action: RNA members, including Vice Chair-elect Sandra Kelly, Secretary-elect John
Renick, and members Shirley Bethel and Bob Caudle, took part in a grants training program
for neighborhood leaders in December 2003. The training was open to all organizations and
advertised so as to attract new organizations interested in funding opportunities to assist in
their neighborhood improvement efforts.
Action: Established Grants subcommittee chaired by John Greissmayer. This committee will
have 5 members. Three members will be RNA Advocates and two members will be non-RNA
citizens. Neighborhood and Housing Services and the Office of Management and Budget will
staff the committee.
Category 2: Outreach to neighborhoods and interaction with groups
Goal 1: Assist and work with the Department of Housing and Neighborhood Services in
recruitment of volunteers, outreach and support to neighborhoods and neighborhood
organizations by serving as a liaison to neighborhood groups by regularly attending
neighborhood meetings, being involved in community projects, trainings, or other
activities and providing written feedback and recommendations about needs, events,
and activities in neighborhoods
Strategy: Have each RNA member be assigned as liaison to RNA for specific neighborhood
groups.
Action: The RNA member is to contact his or her organizations by Oct. 13,2003, and
establish a time to visit with the groups to explain the Roanoke Neighborhood Advocates
group and its mission. Goal ongoing.
Action: RNA members presented a draft of the survey to The President's Council for input
before distributing to various neighborhood groups. Completed Sept. 29,2003
Action: RNA will prepare a survey that seeks to identify goals and issues in the
neighborhoods. This will be distributed through neighborhood groups and other public
channels. The data from the survey will be used as an aid to developing the RNA strategic
plan and to development of RNA programs. Completed Sept. 14, 2003
Action: Begin distribution of survey to neighborhood groups Oct. 27, 2003, through RNA
members' visits to public forums or neighborhood meetings.
Category 3: Transfer of information from neighborhoods to governmental groups:
Goal 1: Advise council and city administration concerning existing and proposed public
policies affecting the vitality of neighborhoods and neighborhood organizations
Strategy: Research ongoing and proposed Council and Administration policy initiatives
affecting the health and vitality of Roanoke's neighborhoods and neighborhood organizations.
Utilizing healthy community indices, and with significant public input, prioritize results
according to overall net effect on neighborhoods and neighborhood organizations and submit
recommendations to Council and Administration.
Action: Have staff prepare glossary of ongoing and proposed Council and Administration
policy initiatives.
Action: Engage Neighborhoods' residents to determine most important initiatives and
corresponding concerns.
Action: Cross reference Neighborhood feedback with healthy community indices.
Action: Deliberate, with focus on well being of all Roanoke neighborhoods, and create
advisory recommendations.
Strategy: Create and maintain formal advocacy procedure that allows all citizens equitable
access to RNA advocacy process. Advocacy process will ensure that any citizen may bring
any issue before the RNA. Agreement by the RNA that an issue is of significant importance to
the health and vitality of all Roanoke neighborhoods will mandate that RNA begin formal
advocacy actions relative to the issue brought before it.
Action: Establish procedural guidelines for advocacy process.
Action: Establish public information procedure to notify citizens of pending advocacy
requests.
Action: Establish advocacy protocol to govern advocacy activities.
Goal 2: Advise the Department of Housing and Neighborhood Services concerning
neighborhoods and neighborhood organizations
Strategy: Ensure broader neighborhood participation that is more culturally inclusive.
Strategy: Facilitate institutional partnerships to focus on community goals
Strategy: Reinvigorate the importance of community building and the creation of social
capital
Category 4: Transfer of information to neighborhoods
Goal 1: Inform neighborhood-based organizations and the public of existing and
proposed public policies and courses of action that support neighborhoods and
neighborhood organizations
Strategy: Research ongoing and proposed Council and Administration policy initiatives
affecting the health and vitality of Roanoke's neighborhoods and neighborhood organizations.
Utilizing healthy community indices, and with significant public input, prioritize results
according to overall net effect on neighborhoods and neighborhood organizations and submit
recommendations to neighborhoods and neighborhood organizations.
Strategy: Utilize high and low tech information publishing methods to disseminate
information to neighborhood-based organizations and the public
Action: Create an RNA presence on the Roanoke Neighborhood Services website.
Action: Have an RNA member write a regular column in the new Housing and
Neighborhoods' newsletter
Goal 2: Advise neighborhood-based organizations in building their organizational,
administrative and advocacy capacities
Strategy: Improve the organizational structure and leadership development of neighborhood-
based organizations.
Action: Determine the five best-practices organizational structure and leadership
development models for neighborhood-based organizations.
Action: Develop and offer certified organizational structure and leadership development
training and education program to all neighborhood-based organizations.
The preceding represents the RNA Committee's discussions and efforts through the end of
December 2003. Regular updates of this plan will be submitted to Council quarterly or as
otherwise requested. The Committee hopes to update Council in person in early 2004.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 21, 2004
File #67-468
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 36659-041904 appropriating funds in
connection with the Mill Mountain Water Project, by amending and reordaining
certain sections of the 2003-2004 Water Fund Appropriations.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, /J
A ~ -j. r a,.J.~~
Mary F. ParKer, CMC
City Clerk
MFP:ew
Attachment
Jesse A. Hall
April 21, 2004
Page 2
pc: Darlene L. Burcham, City Manager
George C. Snead, Jr., Assistant City Manager for Operations
Michael McEvoy, Director of Utilities
Jeffrey Powell, General Services Director
Sherman M. Stovall, Acting Director, Office of Management and Budget
~~'7
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of April, 2004.
No. 36659-041904.
AN ORDINANCE to appropriate funding for the Construction Contract Award for
the Mill Mountain Water Project, amending and reordaining certain sections of the 2003-
2004 Water Fund Appropriations and dispensing with the second reading by title of this
ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2003-2004 Water Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Appropriated from 2002 Bond Funds
Water-Unidentified Replacement
Water Maintenance-Painting
Appropriated from General Revenue
Appropriated from 2002 Bond Funds
Retained Earnings
Retained Earnings Available for
Appropriation
002-530-8397 -9076
002-510-2178-9026
002-510-2178-9028
002-510-8366-9003
002-510-8366-9076
$ (180,000)
(200,000)
(249,537)
597,000
180,000
002-3348
(147,463)
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST: (i
VI 1 ^ ~ .(,--- -
, V\. -.., 7"' ---
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Funding Request for
Construction Contract -
for Mill Mountain Water
Project
The Mill Mountain Water Project is designed to increase the storage,
pressure and fire flow capacity for the top of Mill Mountain and the Ivy
Street neighborhood. This project consists of alSO gallon per minute
pumping station, an 84,000 gallon water storage tank, and the installation
of about 5,200 lineal feet of 8-inch waterline. The new storage tank
replaces two existing smaller tanks on Mill Mountain with no overall
increase in height. The tank design has been reviewed by the Mill
Mountain Advisory Committee.
Subject:
This project was publicly advertised with four bids being received on
Tuesday, March 16, 2004. The lowest responsive and responsible bid was
submitted by E.C. Pace Company, Inc., of Roanoke in the amount of
$706,472, with a construction time of 180 consecutive calendar days.
With the inclusion of contingency the requested amount for this project
will be $777,000.
Funding in the amount of $777,000 is requested to complete this project
and is available as follows: 1) $180,000 in account 002-530-8397, Crystal
Spring Water Treatment Construction; 2) $200,000.00 in account 002-510-
2178-9026, Unidentified Plant Replacement; and 3) $249,537 in account
The Honorable Mayor and Members of Council
April 19. 2004
Page 2
002-510-2178-9028, Water Maintenance-Painting. The balance of the
funding, $147,463 is available from Water Fund retained earnings.
Recommended Actions:
Transfer and/or appropriate funding in the amount of $777,000 to an
account to be established in the Water Fund by the Director of Finance
entitled Mill Mountain Water Project.
ectfully submitted,
Darlene L. Burch
City Manager
DLB/mtm/jm
Attachment
c: Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
George C. Snead, Jr., Assistant City Manager for Operations
Michael McEvoy, Director of Utilities
Jeffery Powell, General Services Director
CM04-00067
Project No. 6540: Mill Mountain Project
Bid Date: Marcl116, 2004
Aaron J.
Conner,
General
Llllleton & Mid State Construction Contractor, Inc.
Contractor: E.C. Pace Bid Assoc. Bid Co., Ine. Bid Bid
LUMP SUM BID PRICE (With Glass-Lined
Bolted Steel Tank) $706,472.00 $722,300.00 $744,500.00 $818,067.00
BiD ALTERNATE 1:
LUMP SUM BID PRiCE (With Welded Steel
Tani<l No Bid No Bid No Bid $818,067.00
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 21, 2004
File #514-554
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 36660-040504 appropriating funds for the
Grandin Road Streetscapes Project, by amending and reordaining certain sections
of the 2003-2004 General, Water, Water Pollution Control and Capital Projects
Funds Appropriations.
The above referenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, ()
~A-q j f/~M.~
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
Jesse A. Hall
April 21, 2004
Page 2
pc: Darlene L. Burcham, City Manager
George C. Snead, Jr., Assistant City Manager for Operations
Robert K. Bengtson, Director of Public Works
Michael T. McEvoy, Director of Utilities
Sherman M. Stovall, Acting Director, Office of Management and Budget
Jeffrey H. Powell, Director of General Services
Philip C. Schirmer, City Engineer
~'>--s
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of April, 2004.
No. 36660-041904.
AN ORDINANCE to appropriate funding for the Grandin Road Streetscapes
Project, amending and reordaining certain sections of the 2003-2004 General, Water,
Water Pollution Control and Capital Projects Funds Appropriations and dispensing with the
second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2003-2004 General, Water, Water Pollution Control and Capital Projects
Funds Appropriations be, and the same are hereby, amended and reordained to read and
provide as follows:
General Fund
Appropriations
Transfer to Capital Projects Fund
Fees for Professional Services
001-250-9310-9508
001-530-4120-2010
Water Fund
Appropriations
Appropriated from General Revenue
Water-Unidentified Replacement
002-510-8394-9003
002-510-2178-9026
Water Pollution Control Fund
Appropriations
Appropriated from General Revenue
Sewer-Unidentified Construction
003-51 0-8367 -9003
003-510-3170-9085
Capital Proiects Fund
Appropriations
Appropriated from 2002 Bond Funds
Appropriated from General Revenue
VDOT Match
Appropriated from General Revenue
Appropriated from General Revenue
Appropriated from 2002 Bond Funds
Revenues
Transfer from General Fund
008-530-9804-9076
008-052-9560-9003
008-530-9575-9210
008-530-9799-9003
008-530-9819-9003
008-530-9819-9076
008-110-1234-1037
$ 98,650
( 98,650)
126,660
(126,660)
169,510
(169,510)
(218,040)
( 28,900)
(164,722)
(143,518)
435,790
218,040
98,650
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEA"'7 l. ~
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone, (540) 853-2333
Fa" (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr. Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Grandin Road Streetscapes
Council has discussed on numerous occasions improvements for the 1300
block of Grandin Road in the vicinity of Memorial Avenue which involve the
installation of new curbs, sidewalks, street trees, conduit for future street
lights, and new water and sewer lines. These improvements are supported by
the neighborhood organizations in the area.
Two bids were received on Tuesday, March 16, 2004 with E.C. Pace Company,
Inc., 1811 Hollins Road N.E., Roanoke, Virginia 24012, submitting the low bid
in the amount of $864,155.00.
Funding for the project which includes funds for miscellaneous project
expenses including advertising, prints, test services, minor variations in bid
quantities, and unforeseen project expenses is available as follows:
Transportation - Street Paving
Water - Capital Outlay
WPC - Lateral Maintenance
Traffic Signals - General
Capital Improvement Reserve - VDOT
Traffic Calming Initiatives
Curb, Gutter, Sidewalk #1
001-530-4120-2010
002-510-2178-9026
003-510-3170-9085
008-052 -9 5 60-9084
008-530-9575-9210
008-530-9799-9003
008-530-9804-9076
$ 98,650
$126,660
$169,510
$ 28,900
$164,722
$143,518
$218,040
5950,000
Total
Honorable Mayor and Members of Council
April 19, 2004
Page 2
Recommended Action:
Transfer and/or appropriate the required funding of $653,830 in accordance
with the amounts cited above to an account to be established in the Capital
Projects Fund by the Director of Finance entitled "Grandin Road Streetscapes."
Transfer funding of $126,660 and $169,510 to new accounts in the Water and
Water Pollution Control Funds, respectively, to be similarly titled, for the utility
portion of this project.
Sincerely,
(
. Darlene L. B
City Manager
DLB/JGB/rls
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
George C. Snead, Jr., Assistant City Manager for Operations
Robert K. Bengtson, Director of Public Works
Michael T. McEvoy, Director of Utilities
Sherman M. Stovall, Acting Director of Management and Budget
Sharon T. Gentry, Acting Purchasing Manager
Philip C. Schirmer, P.E., L.S., City Engineer
#CM04-00065
IJJ/.A ~'~.O'c..
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CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@ci.roanoke.vaus
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F: PARKER, CMC
City Clerk
April 21, 2004
File #20-77-379
Leo H. Rutledge, Jr., Urban Program Manager
Virginia Department of Transportation
1401 E. Broad Street, Room 404
Richmond, Virginia 23219
Dear Mr. Rutledge:
I am enclosing copy of Resolution No. 36663-041904 requesting that the Virginia
Department of Transportation establish an urban system highway project for
improvements to 10th Street and the proposed Lick Run Greenway in the City of
Roanoke.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
SAV~ J. L
Mary F. Parker, CMC
City Clerk
MFP:ew
Enclosure
Leo H. Rutledge
April 21, 2004
Page 2
pc: Darlene L. BUi"cham, City Manager
Jesse A. Hall, Director of Finance .
Sherman M. Stovall, Acting Director, Office of Management and Budget
Robert K. Bengtson, Director of Public Works
Kenneth H. King, Manager, Division of Transportation
~~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36663-041904.
A RESOLUTION requesting that the Virginia Department of Transportation establish an
urban system highway project for improvements to 10th Street and the proposed Lick Run
Greenway.
WHEREAS, in accordance with the Virginia Department of Transportation ("VDOT")
construction allocation procedures, City Council must request by resolution an urban highway
project in the City of Roanoke before such project may be included in VDOT's Six-Year
hnprovement Program.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. This Council requests VDOT to establish an urban system highway project to
construct a pedestrian and bicycle crossing with warning devices at the intersection of 10th Street
and the proposed Lick Run Greenway;
2. This Council hereby agrees to pay its share of the total cost for preliminary
engineering, right-of-way, and construction of this project in accordance with Section 33.1-44 of the
Code of Virginia;
3. Ifthe City of Roanoke subsequently elects to cancel this project, the City of Roanoke
hereby agrees to reimburse VDOT for the total amount ofthe costs expended by VDOT through the
date VDOT is notified of such cancellation; and
4. The City Clerk is directed to transmit an attested copy of this resolution to VDOT.
ATTEST:
J fJ~A.
A~
City Clerk.
H:\RESOLUTIONS\R-VDOT-IOTHST04I904.DOC
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church A venue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@cLroanoke.vaus
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Clerk
April 21, 2004
File #20-77-379
Leo H. Rutledge, Jr., Urban Program Manager
Virginia Department of Transportation
1401 E. Broad Street, Room 404
Richmond, Virginia 23219
Dear Mr. Rutledge:
I am enclosing copy of Resolution No. 36662-041904 requesting that the Virginia
Department of Transportation establish an urban system highway project to
upgrade traffic signal equipment within the City of Roanoke's traffic signal
systems.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004.
Sincerely, ~
/1- /} tv 1.---
, r\ ~ 7. --
Mary F. Parker, CMC
City Clerk
MFP:ew
Enclosure
Leo H. Rutledge
April 21, 2004
Page 2
pc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Sherman M. Stovall, Acting Director, Office of Management and Budget
Robert K. Bengtson, Director of Public Works
Kenneth H. King, Manager, Division of Transportation
~~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36662-041904.
A RESOLUTION requesting that the Virginia Department of Transportation establish an
urban system highway project to upgrade traffic signal equipment within the City's traffic signal
systems.
WHEREAS, in accordance with the Virginia Department of Transportation ("VDOT")
construction allocation procedures, City Council must request by resolution an urban highway
project in the City of Roanoke before such project may be included in VDOT's Six-Year
Improvement Program.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. This Council requests VDOT to establish an urban system highWllyproject to upgrade
traffic signal equipment within the City's traffic signal systems;
2. This Council hereby agrees to pay its share of the total cost for preliminary
engineering, right-of-way, and construction of this project in accordance with Section 33.1-44 of the
Code of Virginia;
3. If the City of Roanoke subsequently elects to cancel this proj ect, the City of Roanoke
hereby agrees to reimburse VDOT for the total amount of the costs expended by VDOT through the
date VDOT is notified of such cancellation; and
4. The City Clerk is directed to transmit an attested copy of this resolution to VDOT.
ATTEST: /)
A~ .J, ~,,<
City Clerk.
H;\RESOLUTIONS\R-VDOT-TRAFFICSIGNALS041904.DOC
. CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church A venue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853.2541
Fax: (540) 853-1145
E-mail: clerk@cLroanoke.vaus
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER. CMC
City Clerk
April 21, 2004
File #20-77-379
Leo H. Rutledge, Jr., Urban Program Manager
Virginia Department of Transportation
1401 E. Broad Street, Room 404
Richmond, Virginia 23219
Dear Mr. Rutledge:
I am enclosing copy of Resolution No. 36661-041904 requesting that the Virginia
Department of Transportation establish an urban system highway project for
improvements to the intersection of Riverland Road, Bennington Street and
Mt. Pleasant Boulevard, S. E., in the City of Roanoke.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
SincereIY'(J
~ ~ J.l~t "--
Mary F. Parker, CMC
City Clerk
MFP:ew
Enclosure
Leo H. Rutledge, Jr.
Page 2
April 21, 2004
pc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Sherman M. Stovall, Acting Director, Office of Management and Budget
Robert K. Bengtson, Director of Public Works
Kenneth H. King, Manager, Division of Transportation
~\
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36661-041904.
A RESOLUTION requesting that the Virginia Department of Transportation establish an
urban system highway project for improvements to the intersection ofRiverland Road, Bennington
Street and Mt. Pleasant Boulevard.
WHEREAS, in accordance with the Virginia Department of Transportation (nVDOTn)
construction allocation procedures, City Council must request by resolution an urban highway
project in the City of Roanoke before such project may be included in VDOT's Six-Year
Improvement Program.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
I. This Council requests VDOT to establish an urban system highway project to
improve the intersection of Riverhmd Road, Bennington Street and Mt. Pleasant Boulevard;
2. This Council hereby agrees to pay its share of the total cost for preliminary
engineering, right-of-way, and construction of this project in accordance with Section 33.1-44 of the
Code of Virginia;
3. If the City of Roanoke subsequently elects to cancel this project, the City of Roanoke
hereby agrees to reimburse VDOT for the total amount of the costs expended by VDOT through the
date VDOT is notified of such cancellation; and
4. The City Clerk is directed to transmit an attested copy of this resolution to VDOT.
AT~~ jP~
City Clerk.
U.tDt:<:nt Il"rln"":;::\R_vnnT.TNTFiRSECTION04I904.00c
CITY OF ROANOKE
OFFICE OF TIlE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone, (540) 853-2333
Fa" (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Council Member
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: VDOT Project Resolutions
The Virginia Department of Transportation (VDOT) requires City Council
resolutions documenting the City's support of a project in advance of
placing the project in the State's Six-Year Improvement Program (SYIP).
The draft SYIP published in March by VDOT fully funds the 10'h Street
improvements, Wonju Street extension, and places 13'h Street back into the
program with partial funding in FY2005. In accordance with the 20-Year
Long Range Transportation Plan endorsed by resolution at City Council's
October 23, 2003 meeting, a few small projects have been added to the
draft SYIP. These small projects include an intersection improvement at
Riverland Road, Bennington Street, and Mt. Pleasant Boulevard, traffic
signal systems equipment upgrades, and the inclusion of recently received
safety grant funds for enhancements to the proposed Lick Run Greenway
crossing at 10'" Street.
Resolutions for the three major projects of 10'" Street, Wonju Street, and
13th Street have already been established by City Council in prior years.
However, the three small project awards will require separate project
programming resolutions to enable the inclusion of these projects in the
SYIP to be adopted by the Commonwealth Transportation Board on May
20, 2004.
Mayor Smith and Members of City Council
April 19, 2004
Page 2
Recommended Action:
Adopt separate project programming resolutions for each of the three
small projects listed above.
arlene L. Bu c
City Manager
DLB/KHK
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Sherman Stovall, Acting Director of Management and Budget
Robert K. Bengtson, P.E., Director of Public Works
Kenneth H. King, P.E., Manager, Division of Transportation
CM04-00071
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 21, 2004
File #5-76-304
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 36664-041904 appropriating funds in
connection with the Outreach Detention/Electronic Monitoring Program, by
amending and reordaining certain sections of the 2003-2004 General Fund
Appropriations.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, /J
~~ !~~-
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
Jesse A. Hall
April 21, 2004
Page 2
pc: Darlene L. Burcham, City Manager
Rolanda B. Russell, Assistant City Manager for Community Development
Jane R. Conlin, Director of Human Services/Social Services
Letitia E. Malone, Juvenile Justice Administrator
Michelle Campbell, Youth Counselor Supervisor
y...'7
'Y'
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of April, 2004.
No. 36664-041904.
AN ORDINANCE to increase funding for the Outreach Detention/Electronic
Monitoring Program, amending and reordaining certain sections of the 2003-2004 General
Fund Appropriations and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2003-2004 General Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Temporary Wages
Equipment Rental Lease
Revenues
Housing Juveniles - Outreach
001-631-3330-1004 $
001-631-3330-3070
10,720
7,770
001-110-1234-1310
18,490
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
A'7\,..... lL
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
GtyWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Revenue Adjustment
For Outreach Detention/
Electronic Monitoring
Prog ram
Background:
The City of Roanoke Outreach Detention/Electronic Monitoring Program
provides court-ordered, pre-dispositional, intensive supervision of
juveniles living within the community. Program services are provided to
juveniles who reside in the City of Roanoke and other jurisdictions such as:
Roanoke County, Botetourt, Salem, Craig County, and Alleghany County.
Each outside jurisdiction pays for the services provided. The FY 2003-04
revenue estimate for Outreach detention/Electronic Monitoring Services is
$30,000. It is anticipated that actual revenue will exceed the estimate in
the amount of $1 8,490
Considerations:
In accordance with state mandates, all program revenue must be used for
services that are specifically outlined in the board approved VJCCCA plan.
The excess revenue must be appropriated for program activities.
Mayor Smith and Members of City Council
April 19, 2004
Page 2
Recommended Action:
Increase the General Fund Revenue estimate by $18,490 in revenue
account number 001-110-1234-1310. Appropriate funding in the amount
of $1 8,490 to the following accounts:
001-631-3330-1004 Temporary Wages
001-631-3330-3070 Equipment Rental
$10,720
$ 7,770
Respectfully submitted,
Darlene L. B cham
City Manager
DLB:gb
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Rolanda Russell, Assistant City Manager
Jane Conlin, Director of Social/Human Services
Letitia E. Malone, Juvenile Justice Administrator
Michelle Campbell, Youth Counselor Supervisor
# CM04-00070
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 22, 2004
File #72
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 36666-041904 authorizing acceptance of a
grant from the Virginia Department of Social Services to be used to operate the
Opportunity Knocks Program until June 30, 2004, in the amount of $42,500.00.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, /)
~~ l r~I.~-
Mary F. Parker, CMC
City Clerk
MFP:ew
Darlene L. Burcham
April 22, 2004
Page 2
pc: Jesse A. Hall, Director of Finance
Rolanda B. Russell, Assistant City Manager for Community Development
Jane R. Conlin, Director of Human Services/Social Services
\fJ0
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36666-041904.
A RESOLUTION authorizing the acceptance of a grant from the Virginia Department
of Social Services to be used to operate the Opportunity Knocks Program until June 30,
2004; and authorizing the execution of the necessary documents.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City of Roanoke hereby accepts the grant from the Virginia Department of
Social Services, in the amount of$42,500.00, to be used to operate the Opportunity Knocks
Program until June 30, 2004, to provide employment and training services to assist
disadvantaged individuals in obtaining full time employment with the potential of higher
paying wages and fringe benefits, and as more particularly set forth in the April 19, 2004,
letter of the City Manager to this Council.
2. The City Manager is hereby authorized to execute any and all requisite
documents, upon form approved by the City Attorney, and to furnish such additional
information as may be required in connection with the City's acceptance of this grant.
ATffi~ J. P ~
c~erk.
R-OpportunityKnocks(2004 )041904
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 21, 2004
File #72
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 36665-041904 appropriating $42,500.00
for the Opportunity Knocks Grant, by amending and reordaining certain sections of
the 2003-2004 Grant Fund Appropriations.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, /J
A~ J r~...
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
Jesse A. Hall
April 21, 2004
Page 2
pc: Darlene L. Burcham, City Manager
Rolanda B. Russell, Assistant City Manager for Community Development
Jane R. Conlin, Director of Human Services/Social Services
~y)
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of April, 2004.
No. 36665-041904.
AN ORDINANCE to establish funding for the Opportunity Knocks Grant,
amending and reordaining certain sections of the 2003-2004 Grant Fund Appropriations
and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2003-2004 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Regular Employee Salaries
FICA
Temporary Employee Wages
Fees For Professional Services
Program Activities
035-630-5350-1002
035-630-5350-1120
035-630-5350-1004
035-630-5350-2010
035-630-5350-2066
$ 9,800
943
18,500
5,457
7,800
Revenues
Opportunity Knocks Grant
035-630-5350-5350
42,500
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST: ~
A ~ J. rLlvt.
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Funding for the
Opportunity Knocks
Grant Program
Background:
The Fifth District Employment and Training Consortium (FDETC), under an
agreement with Virginia Department of Social Services received funding to
operate the Opportunity Knocks program. Since the closing of the FDETC,
the City of Roanoke Department of Social Services will be continuing the
operation of Opportunity Knocks until June 30, 2004.
Considerations:
Employment and Training services have been provided by the Department
of Social Services to assist disadvantaged individuals in obtaining full time
employment with the potential of higher paying wages and fringe benefits.
Services will be reimbursed through the Virginia Department of Social
Services.
Mayor Smith and Members of City Council
April 19, 2004
Page 2
Recommended Action:
Authorize acceptance of this grant award, appropriate funding totaling
$42,500 and establish a revenue estimate of $42,500 in a grant account
established by the Director of Finance.
Respectfully submitted,
Darlene L. am
City Manager
DLB:rji
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Jane R. Conlin, Director of Human Services
Rolanda B. Russell, Assistant City Manager for Community
Development
#CM04-00066
_~. "'~-'.'~.~C
f-' . ._
: !i-
~, . ,'~.
~:".;;;u\.lV
CITY OF ROANOKE
OFFICE OF CITY CLERK
2 I 5 Church A venue, S. W., Room 456
Roanoke, Virginia 240 I I - I 536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@ci.roanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Clerk
April 22, 2004
File #68-70
Mr. Warren Hawley
Fire Brigade Member
Kazim Shrine Temple
A. A. O. N. M. S.
628 Campbell Avenue, S. W.
Roanoke, Virginia 24016
Dear Mr. Hawley:
I am enclosing copy of Resolution No. 36667-041904 accepting the donation of a
1941 American LaFance Antique fire truck for use by the City of Roanoke's
Fire/EMS Department. On behalf of the City of Roanoke, I wish to express
appreciation to the Kazim Temple, A.A.O.N.M.S. for its most kind and gracious
donation.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
MFP:ew
Sincerely, j}
~ Jl~~~L
Mary F. ~;;?e'r, CMC
City Clerk
Enclosure
Mr. Warren Hawley
April 22, 2004
Page 2
pc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
George C. Snead, Assistant City Manager for Operations
James Grigsby, Fire-EMS Chief
~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36667-041904.
A RESOLUTION accepting the donation of a 1941 American LaFrance Antique
fire truck for use by the City of Roanoke's Fire/EMS Department, and expressing
appreciation for such donation.
WHEREAS, the Fire Brigade of Kazim Temple, AAO.N.M.S., has generously
offered to donate a 1941 American Lafrance Antique fire truck for use by the City of
Roanoke's Fire/EMS Department;
WHEREAS, this is very rare piece of firefighting apparatus which will be used to
promote the City of Roanoke's FirelEMS Department in parades, and placed on display
for educational purposes; and
WHEREAS, it is the recommendation of the City Manager that City Council
accept the 1941 American Lafrance Antique fire truck for use by the City's Fire/EMS
Department in accordance with the provisions of ~2-263, Code of the City of Roanoke
(1979), as amended, which provides that gifts valued in excess of $5,000 be accepted by
resolution of City Council.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as
follows:
1. This Council hereby accepts the donation ofa 1941 Lafrance Antique fire
truck for use by the City of Roanoke's Fire/EMS Department, in accordance with the
recommendation contained in the City Manager's letter to City Council dated April 19,
2004.
H:\Measures\american )afi'ance fire truck donationdoc 1
2. This Council wishes to express its appreciation and that of the citizens of
the City of Roanoke to the Kazim Temple, AAO.N.M.S. for its generous offer to the
City.
3. The City Clerk is directed to transmit a copy of this resolution to the
Kazim Temple, AAO.N.M.S, 628 Campbell Avenue, SW, Roanoke, Virginia 24016,
expressing the City's appreciation for this donation.
ATTEST: /J
~~ J I~I.<
City Clerk.
H:\Measures\american lafrance fire truck donation.doc 2
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable Beverly T. Fitzpatrick, Council Member
Honorable Dr. M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Accepting Antique Fire
Truck Donation
Background:
The Fire Brigade of the Kazim Temple, A.A.O.N.M.S. wishes to donate a
1941 American LaFrance antique fire truck, ID#BG 169, to the Roanoke
Fire-EMS Department. This is a very rare piece of fire apparatus which
would be used in parades, placed on display and for educational purposes.
Considerations:
City of Roanoke fleet management personnel have inspected the fire truck
and consider it to be in good condition with low maintenance needs. If
accepted, the unit would be housed in a Fire-EMS station for safe keeping,
maintenance and static display.
The value of the fire truck exceeds $5,000 which requires City Council's
approval to accept as a donation.
The Honorable Mayor and Members of Council
April 19, 2004
Page 2
Recommended Action:
Authorize the City Manager to accept the antique American LaFrance fire
truck, ID#BG169.
Respectfully submitted,
arlene L. BurcH
City Manager
DLB:jsf
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
George C. Snead, Assistant City Manager for Operations
James Grigsby, Fire-EMS Chief
#CM04-00068
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 21, 2004
File #68-467
Jesse A. Hall
Secretary
Board of Trustees, Pension Plan
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 36668-041904 amending subsection (b)(6)
of 922.2-8, Board of trustees qenerallv. Article 2, Administration. Chapter 22.2,
Pensions and Retirement. of the Code of the City of Roanoke (1979), as amended,
in order to eliminate the residency requirement with respect to the retired member
of the plan appointed to serve on the Board of Trustees of the City's Pension Plan,
as currently set forth in 922.2-8(b)(6).
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, ;/
~~ J rtL--t~
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
Jesse A. Hall
April 23, 2004
Page 2
pc: The Honorable Robert P. Doherty, Chief Judge, Twenty-Third Judicial Circuit
of Virginia
The Honorable William D. Broadhurst,Judge, Twenty- ThirdJudicial Circuit of
Virginia
The Honorable Clifford R. Weckstein, Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Charles N. Dorsey, Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Jonathan M. Apgar, Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable James R. Swanson, Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Julian H. Raney, Jr., Chief Judge, General District Court
The Honorable George W. Harris, Jr., Judge, General District Court
The Honorable Vincent A. Lilley, Judge, General District Court
The Honorable Francis W. Burkart, III, Judge, General District Court
The Honorable Jacqueline F. Ward Talevi, Judge, General District Court
The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic
Relations District Court
The Honorable Joseph M. Clarke, II, Judge, Juvenile and Domestic Relations
District Court
The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations
District Court
The Honorable Joseph P. Bounds, Judge, Juvenile and Domestic Relations
District Court
Sheila N. Hartman, Assistant City Clerk, (For transmittal by electronic mail to
Municipal Code Corporation)
Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32316
Raymond F. Leven, Public Defender, 210 First Street, S. W., Roanoke, Virginia
24011
Ronald S. Albright, Clerk, General District Court
David C. Wells, Clerk, Juvenile and Domestic Relations District Court
Peggy B. Stewart, Office of the Magistrate
Lora A. Wilson, Law Librarian
\l~~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36668-041904.
AN ORDINANCE amending subsection (b)(6) of 922.2-8, Board of trustees generally.
Article 2, Administration, Chapter 22.2, Pensions and Retirement, of the Code of the City of
Roanoke (1979), as amended, in order to eliminate the residency requirement with respect to the
retired member of the plan appointed to serve on the Board of Trustees of the City's Pension
Plan, as currently set forth in and 922.2-8(b)(6); and dispensing with the second reading by title
ofthis ordinance.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. Subsection (b)(6) of 922.2-8, Board of Trustees generally, Article 2,
Administration, Chapter 22.2, Pensions and Retirement. of the Code of the City of Roanoke
(1979), as amended, is hereby amended to read and provide as follows:
922.2-8. Board oftrustees generally.
* * *
(b) The board shall be appointed by city council and consist of nine (9)
trustees as follows:
***
(6) One trustee who is a resideat of the eity and a
retired member of the city plan, who need not be a resident of the
city. Successors shall be appointed for two-year terms.
***
3. Pursuant to ~12 of the Roanoke City Charter, the second reading by title
paragraph oftms ordinance is hereby dispensed with.
A~~ JPw..-
City Clerk.
H:\MEASURES\o-amresidencyrequirementpensionboard.doc
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
WILLIAM M. HACKWORTH
CITY ATTORNEY
TELEPHONE: 540-853-2431
FAX: 540-853-1221
EMAIL: cityatty@ci.roanoke.va.us
ELIZABETH K. DILLON
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
HEATHER P. FERGUSON
ASSISTANT CITY ATTORNEYS
April 19,2004
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Change in residency requirements
Dear Mayor Smith and Members of Council:
With regard to Council's request relating to elimination of the residency
requirement pertaining to one member of the Board of Trustees of the City's Pension
Plan, I have prepared an ordinance amending the City Code which will effectively
eliminate the residency requirement regarding the retired member of the Plan who serves
on the Board of Trustees pursuant to S22.2-8(b)(6). This ordinance is attached for your
consideration and adoption. Should you have any questions, please do not hesitate to
contact me.
With kindest personal regards, I am
Sincerely yours,
W~M.~
William M. Hackworth
City Attorney
WMH:f
Attachment
cc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Mary F. Parker, City Clerk
H:\COUNCIL\l-hmresidencyrequirementpensionboardmember.doc
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<..'1:jdJ
CITY OF ROANOKE
OFFICE OF CITY CLERK
2 I 5 Church A venue, S. W., Room 456
Roanoke, Virginia 240 I I - I 536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@cLroanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
MARY F. PARKER, CMC
City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
April 21, 2004
File #77-240
Richard Caywood, District Administrator
Virginia Department of Transportation
P. O. Box 3071
Salem, Virginia 24153
Dear Mr. Caywood:
I am enclosing copy of Resolution No. 36669-041904 supporting the application
filed by Will Webb with the Virginia Department of Transportation to plant white
oak seedlings along certain sections of 1-581 within the City of Roanoke.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
s^y~ JjJ~
Mary F. Parker, CMC
City Clerk
MFP:ew
Enclosure
Richard Caywood
April 21, 2004
Page 2
pc: Mr. William H. Webb, P. O. Box 8058, Roanoke, Virginia 24014
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Sherman M. Stovall, Acting Director, Office of Management and Budget
Robert K. Bengtson, Director of Public Works
Kenneth H. King, Manager, Division of Transportation
~~~
IN THE COUNCIL OF THE CITY OF ROANOKE, VlRGINlA,
The 19th day of April, 2004.
No. 36669-041904.
A RESOLUTION supporting the application filed by Will Webb with the Virginia
Department of Transportation to plant white oak seedlings along certain sections ofI-58 I within the
City of Roanoke.
WHEREAS, the Council of the City of Roanoke is committed to the beautification of the
City;
WHEREAS, 1-581 is the major corridor by which both residents and visitors alike travel
through the City;
WHEREAS, the attractive appearance of our City is an important tool in attracting new
businesses and industries to our region; and
WHEREAS, the Council believes that the white oak seedlings planted by Will Webb along
the 1-581 corridor enhance the aesthetic appearance and beauty of our City.
THEREFORE BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. City Council does hereby support the application of Will Webb filed with the Virginia
Department of Transportation to allow the white oak seedlings planted by Mr. Webb to remain along
the 1-581 corridor.
2. The City Clerk is directed to transit an attested copy of this resolution to Mr. Richard
Caywood, District Administrator, of the Virginia Department of Transportation.
AA~ !p~
City Clerk.
H:\MEASURES\r-suppcrt ofWebbapplicatiootoVDOTto plantoaktrees along 1-581.doc
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
WILLIAM M. HACKWORTH
CITY ATTORNEY
TELEPHONE: 540-853-2431
FAX: 540-853-1221
EMAlL: cityatty@ci.roanoke.va.us
ELIZABETH K- DILLON
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
HEATHER P. FERGUSON
ASSISTANT CITY ATIORNEYS
Apri119,2004
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Request to VDOT relating to planting trees along 1-581 within the City
Dear Mayor Smith and Members of Council:
At the April 5, 2004, meeting of City Council, the matter of supporting the
application filed by Will Webb with the Virginia Department of Transportation (VDOT)
to plant white oak seedlings along certain sections of 1-581 with in the City of Roanoke
was referred to this Office for preparation of a resolution. In accordance with your
request, I have prepared a resolution in support Mr. Webb's application to VDOT
regarding planting of trees, and it is attached for your consideration and adoption.
With kindest personal regards, I am
Sincerely yours,
U~~.~
William M. Hackworth
City Attorney
WMH:f
Attachment
cc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Mary F. Parker, City Clerk
H :\COUNCIL\I.hmtreeplantingalong 1.581 bywmwebb.doc
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 21, 2004
File #68-467
William M. Hackworth
City Attorney
Roanoke, Virginia
Dear Mr. Hackworth:
I am attaching copy of Ordinance No. 36670-041904 accepting conveyance of a
certain parcel of property for school purposes containing 0.183 acre, more or less,
located on the northeasterly side of Williamson Road adjacent to Oakland
Intermediate School and identified as a portion of Official Tax No. 3160127, from
the Estate of Ollie P. Fralin.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, ~
r'h. ~.j. ~
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
William M. Hackworth
April 23, 2004
Page 2
pc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools
~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36670-041904.
AN ORDINANCE accepting from the Estate of Ollie P. Fralin the conveyance ofa certain
parcel of property for school purposes containing 0.183 acres, more or less, located on the
northeasterly side of Williamson Road adjacent to Oakland Intermediate School and identified as a
portion of Tax Map No. 3160127; and dispensing with the second reading by title of this Ordinance.
WHEREAS, there existed an agreement in 1948 between the Roanoke County School Board
and G. G. Fralin and Ollie P. Fralin for the parties to exchange two parcels of real property;
WHEREAS, the above described real property exchange was not properly finalized at the time
of the attempted exchange;
WHEREAS, the property to be exchanged was annexed into the City of Roanoke in 1949 and
as a part of such annexation, all properties owned by the Roanoke County School Board within the
annexed area became vested in the City of Roanoke;
WHEREAS, on July 12, 1982, the Council for the City of Roanoke adopted Ordinance No.
26116 authorizing the City Manager to convey that certain parcel of property that constituted the
City's parcel to be exchanged, and that property was conveyed, but the City did not at that time
accept the parcel that constituted the Fralin family's property to be exchanged as described in the
Quitclaim Deed, a copy of which is attached to the City Attorney's report to Council dated April 19,
2004;
WHEREAS, the parcel of real property described in the Quitclaim Deed has been used by the
City of Roanoke as a portion of what is now the Oakland Intermediate School since such property
H:\MEASURES\MEASURE ACCEFI1NG PROPERlY FROM FRALIN.DOC
CITY OF ROANOKE
OFFICE OF CITY AITORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE. VIRGINIA 240Il-I595
WILLIAM M. HACKWORTH
CITY AITORI><'EY
TELEPHONE: 540-853~243]
FAX: 540-853-1221
EMAIL: cityatty@ci.roanoke.va.us
TIMOTHY R. SPENCER
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
HEATHERP. FERGUSON
ASSISTANT CITY AlTORNEYS
April 19, 2004
The Honorable Mayor and Members
of City Council
Subject:
Property for School Purposes adjacent to Oakland Intermediate School
Dear Mayor Smith and Members of City Council:
In 1948 there was an agreement between G.G. and Ollie P. Fralin and the Roanoke County School
Board to exchange two parcels of property in Roanoke County adjacent to what is now the Oakland
Intermediate School but the necessary deeds were not recorded. In 1949 the City of Roanoke annexed the
area surrounding what is now the Oakland Intermediate School from Roanoke County. The City of
Roanoke became vested in the Roanoke County School Board property as a part of that annexation. On
July 12, 1982, City Council adopted Ordinance No. 26116, authorizing the City Manager to convey its
portion of the land to be conveyed pursuant to the 1948 exchange agreement to the Fralin family, and this
was accomplished. However, Council did not at that time accept conveyance of the property to be
conveyed by the Fralin family which is currently used as the teachers' parking lot of Oakland
Intermediate School. The School Board has utilized the triangular parcel of property that the Fralin
family seeks to convey to the City as a parking lot since this area was annexed in 1949, and desires that
title to this parcel be obtained.
The Fralin family would like to convey this portion of property to the City of Roanoke so that it may
sell the remaining portion of its property to a third party. An ordinance authorizing the acceptance of this
property once the deed is recorded is attached for your consideration, along with a copy of the proposed
deed.
With kindest personal regards, I am
Sincerely yours,
LJ~ lA.~
William M. Hackworth
City Attorney
c: Darlene L. Burcham, City Manager
Mary F. Parker, City Clerk
Jesse A. Hall, Director of Finance
Dr. E. Wayne Harris, Superintendent
TillS QUITCLAIM DEED made and entered into this the day of
,2004, by and between W. HEYWOOD FRALIN and G. WAYNE FRALIN,
Co-Executors of the ESTATE OF OLLIE P. FRALIN, Grantor, and CITY OF ROANOKE,
a Virginia municipal corporation, Grantee,
WIT N E SSE T H:
WHEREAS by Deed recorded in the Clerk's Office of the Circuit Court for the
County of Roanoke, Virginia, G. G. Fralin and Ollie P. Fralin, husband and wife, or the
survivor, were vested with the hereinafter described property;
WHEREAS, G. G. Fralin and Ollie P. Fralin agreed to exchange with the County of
Roanoke School Board certain properties adjoining each other;
WHEREAS, after annexation the City of Roanoke did convey as part of the
exchange a small triangular portion of its property to the G. G. Fralin Heirs and Ollie P.
Fralin;
WHEREAS, the property to be conveyed to the County of Roanoke School Board
was never conveyed to it as originally agreed;
WHEREAS, the hereinafter described property was annexed into the City of
Roanoke in 1949 and as a part of such annexation, all properties in which the Roanoke
County School Board had an interest within the annexed area became vested in the City of
Roanoke;
WHEREAS, G. G. Fralin departed this life on April 13, 1973, thereby vesting fee
simple title in Ollie P. Fralin, by reason of survivorship;
H:\Agmts\Quitclaim Deed to City of Roanoke-Fralin. doc
I
WHEREAS, Ollie P. Fralin departed this life on December 12, 1994, and by her
will probated on December 16, 1994, in the Clerk's Office for the Circuit Court for the City
of Roanoke, Virginia, W. Heywood Fralin and G. Wayne Fralin duly qualified as Co-
Executors of her estate; and
WHEREAS, it is the desire of the parties to correct the records and convey the
hereinbelow described property to the City of Roanoke thereby curing the sale and
exchange of property previously owned by G. G. Fralin and Ollie P. Fralin.
NOW, THEREFORE, FOR AND IN CONSIDERATION of the sum of Ten and
00/100 Dollars ($10.00) cash in hand paid by the Grantee to the Grantor, and other good
and valuable consideration, the receipt of which is hereby acknowledged, the Grantor does
hereby quitclaim and convey all right, title and interest in and to the hereinbelow described
property unto the City of Roanoke, it successors or assigns forever, which property is
situated in the City of Roanoke, Commonwealth of Virginia, and described as follows, to-
wit;
ALL that certain lot, parcel and piece of real property, lying and being in the City of
Roanoke, Virginia, with improvements thereon and appurtenances thereto, containing
0.183 acres, more or less, the metes and bounds description of which is as follows:
STARTING at a point on the northeasterly side of Williamson Road,
said point being the original southwest corner of Lot 1, Block 4,
Upson Addition; thence leaving Williamson Road and with the
original line of Lot I, Block 4, Upson Addition, N. 33 deg. 21' E, 68.1
feet to the ACTUAL PLACE OF BEGlNNING; thence continuing
with the original line of Lot 1, Block 4, Upson Addition, N. 33 deg.
21' E. 211.1 feet to a point corner to Lot 3, Block 4, Upson Addition;
thence with original dividing line between Lot 1 and Lot 3, Block 4,
Upson Addition, S. 57 deg. 00' E. 75.6 feet to a point; thence with a
new dividing line S. 53 deg. 00' W. 224.5 feet to the ACTUAL
PLACE OF BEGlNNING.
H:\Agmts\Quitclaim Deed to City of Roanoke-Fralin. doc
2
Thus being the northwesterly triangular portion of Lot I, Block 4,
according to the Map of Upson Addition, as more fully shown on a
survey prepared by C. B. Malcolm, State Certified Engineer, dated
May 14, 1948, and recorded with a Deed in Deed Book 398, at page
11, in the Clerk's Office of the Circuit Court for the County of
Roanoke, Virginia.
This Deed is made subject to all easements, restrictions and conditions of record
affecting the hereinabove described property.
WITNESS the following signatures and seals:
THE ESTATE OF OLLIE P. FRALIN
By:
W. Heywood Fralin, Co-Executor
(SEAL)
By:
G. Wayne Fralin, Co-Executor
(SEAL)
COMMONWEALTH OF VIRGNIA)
) TO WIT:
OF )
The foregoing instrument was acknowledged before me this
day of
, 2004, by W. Heywood Fralin and G. Wayne Fralin, Co-Executors of the
Estate of Ollie P. Fralin.
My commission expires:
Notary Public
H:\Agmts\Quitclaim Deed to City of Roanoke-Fralin. doc
3
CITY OF ROANOKE
PLANNING BUILDING AND DEVELOPMENT
215 Church Avenue, S.W., Room 166
Roanoke, Virginia 2401 I
Telephone: (540) 853-1730 Fax: (540) 853-1230
E-mail: planning@cLroanoke.va.us
Architectural Review Board
Board of Zunin!!; Appeals
Planning Commission
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
2003 Annual Report
Architectural Review Board
I am pleased to provide Council with the following information on the
Board's accomplishments and attendance last year, as well as an overview
of our proposed work plan for 2004.
Last year the Board met 12 times to consider 44 request for Certificates
of Appropriateness. Of these 44 requests, 37 were approved, five were
denied, and one each was either withdrawn or continued. Nineteen items
were located in the downtown H-1 District, while 25 were in the
residential H-2 District. The variety of projects ranged from vinyl siding to
vinyl fences, bike racks to benches, porches to painting, and included
lighting, signage, and a historic bell tower restoration. In addition, Board
members and staff approved 43 Administrative Certificates of
Appropriateness (COA).
Major activities involving the Board for 2003:
· Addressed the issue of synthetic siding on historic buildings.
Three applicants requested to use vinyl siding and appeared
before the Board. Based on the guidelines, their requests were
denied. City Council upheld the Board's decision when two of the
applicants appealed (one appealed twice).
· Amended the zoning ordinance to require a COA from the Board
for the application of synthetic siding.
· Updated the H-2 siding guidelines.
. Held two workshops to address synthetic siding and other
Architectural Review Board (ARB) issues. In addition, staff worked
diligently to bring property owners into compliance with the
provisions of the H-2 district, which occasionally, required bringing
non-compliant property owners to General District Court.
. Designation of the City of Roanoke as a Certified Local Government
(CLG): Staff, with the support of Council, prepared the application
for the Virginia Department of Historic Resources (DHR) and the
Department of the Interior. This allows direct access to support
functions of the state and federal government, availability of grant
money for historic preservation studies, and ARB training.
. Staff attendance at an ARB workshop in Norfolk, Virginia, through
DHR with ARBs from across the Commonwealth. This training
resulted in the recent creation of a Design Application Review
Committee, a subcommittee of the ARB that reviews applications
prior to the official Board meeting.
The Board's current initiatives:
. Participation in the recently received matching grant from DHR to
nominate Gainsboro as a federally-recognized historic district.
. Hosting, on May 14, 2004, an all-day ARB training workshop with
the DHR for all CLGs in western Virginia.
. Development of a new program that will annually recognize, during
National Historic Preservation Week, exemplary projects undertaken
in the H-1 and H-2 districts. Presentation of the first selected
properties will be made in May.
A roster of meeting attendance, the status of Board members, and a list
of Certificates of Appropriateness are attached for your information.
:~lfdcJ1Ji"
Architectural Review Board
cc: Darlene L. Burcham, City Manager
William M. Hackworth, City Attorney
Steven J. Talevi, Assistant City Attorney
Mary F. Parker, City Clerk
R. Brian Townsend, Director, Planning Building and Development
Anne S. Beckett, Agent, Architectural Review Board
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CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 23, 2004
File #60-467
Jesse A. Hall
Director of Finance
Roanoke, Virginia 24017
Dear Mr. Hall:
I am attaching copy of Ordinance No. 36671-041904 appropriating funds for
equipment from the Capital Maintenance and Equipment Replacement Program
(CMERP) and from the School Food Service Fund balance, by amending and
reordaining certain sections of the 2003-2004 School, School Capital Projects and
School Food Service Funds Appropriations.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
SA'...., J P ~
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
Jesse A. Hall
April 23, 2004
Page 2
pc: Darlene L. Burcham, City Manager
Sherman M. Stovall, Acting Director, Office of Management and Budget
Gloria P. Manns, Chair, Roanoke City School Board,
1727 Staunton Avenue, N. W., Roanoke, Virginia 24017
Cindy H. Lee, Clerk, Roanoke City School Board, P. O. Box 13145, Roanoke,
Virginia 24031
~y.':>
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of April, 2004.
No. 36671-041904.
AN ORDINANCE to appropriate funding for equipment from the Capital
Maintenance and Equipment Replacement Program (CMERP) and from the School Food
Service fund balance, amending and reordaining certain sections of the 2003-2004
School, School Capital Projects and School Food Service Funds Appropriations and
dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following sections
of the 2003-2004 School, School Capital Projects and School Food Service Funds
Appropriations be, and the same are hereby, amended and reordained to read and
provide as follows:
School Fund
Appropriations
Additional - Machinery & Equipment
Additional - Machinery & Equipment
Additional - Other Capital Outlays
Matching Funds
Vehicle and Equipment Fuel
Heating Services
Fund Balance
Reserve for CMERP - School
School Capital Proiects Fund
Appropriations
Buildings
Appropriation from Literary Loan! VPSA
Bonds
Appropriation from Literary Loan! VPSA
Bonds
Appropriation from Literary Loan! VPSA
Bonds
Appropriation from General Revenue
Appropriation from General Revenue
Revenues
Literary Loan - Patrick Henry
VPSA Bonds - Fairview Elementary
VPSA Bonds - Fishburn Park Elementary
VPSA Bonds - Lincoln Terrace
Renovations
030-065-6006-6319-0821 $ 27,740
030-065-6006-6681-0821 43,667
030-065-6006-6896-0829 87,333
030-065-6001-6666-0588 (210,000)
030-065-6003-6676-0609 115,000
030-065-6004-6681-0512 95,000
030-3324 (158,740)
031-065-6066-6896-9006 7,500,000
031-060-6056-6896-9006 102,821
031-060-6057-6896-9006 2,476
031-065-6064-6896-9006 193,680
031-065-6066-6896-9003 225,000
031-065-6999-6896-9003 (225,000)
031-065-6066-1368 7,500,000
031-060-6056-1268 115,421
031-060-6057-1269 (10,124)
031-065-6064-1291 193,680
School Food Service Fund
Appropriations
Additional - Machinery & Equipment
Fund Balance
Unappropriated
030-065-6006-6788-0821
032-3325
96,406
(96,406)
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATT?\
~
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City Clerk.
t~1
Gloria P. Manns, Chairman
Ruth C. Willson, Vice Chairman
William H. Lindsey
Alvin L. Nash
Robert J. Sparrow
Kathy G. Stockburger
David B. Trinkle, M.D.
E. Wayne Harris, Ed.D., Superintendent
Cindy H. Lee, Clerk of the Board
Roanol~e
City School Board P.O. Box 13145, Roanoke, Virginia 24031 . 540-853-2381 . Fax: 540-853-2951
April 19, 2004
The Honorable Ralph K. Smith, Mayor
and Members of Roanoke City Council
Roanoke, VA 24011
Dear Members of Council:
As the result of official School Board action at its meeting on April 6, the
Board respectfully requests City Council to approve the following appropriations and
tra nsfers:
. $158,740.00 from the 2003-04 Capital Maintenance and Equipment
Replacement Fund to provide for VHF hand-held radios, site-based
capital maintenance equipment, and facility alteration requirements.
. $96,406.00 from the School Food Services Fund Balance to provide for
food service equipment.
. $7,500,000.00 from the Virginia Literary Fund for initial construction
costs for the Patrick Henry High School project.
. $298,977.00 from the Virginia Public School Authority Bonds to reflect
actual revenues received for school projects.
. $225,000.00 for the Patrick Henry High School project. The monies
will be transferred from the Capital Improvement Reserve for the
modular unit setup and installation at Patrick Henry.
. $210,000.00 for increased fuel and heating costs. The monies will be
transferred from the contingency for State sales tax deficit.
Thank you for your attention to this request.
Sincerely,
~-+\-. ~.
Cindy H. Lee, Clerk
re
cc:
Mrs. Gloria P. Manns
Dr. E. Wayne Harris
Mr. Richard L. Kelley
Mr. Kenneth F. Mundy
Mrs. Darlene Burcham
Mr. William M. Hackworth
Mr. Jesse A. Hall
Mr. Paul Workman (with
accounting details)
Discovering the Wealth in All Children
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CITY OF ROANOKE
DEPARTMENT OF FINANCE
215 Church Avenue, S.W., Room 461
P.O. Box 1220
Roanoke, Virginia 24006-1220
Telephone: (540) 853-2821
Fax: (540) 853-6142
ANN H. SHAWVER
Deputy Director
email: ann_shawver@ci.roanoke.va.us
JESSE A. HALL
Director of Finance
email: jesse_hall@ci.roanoke.va.us
April 19. 2004
The Honorable Ralph K. Smith, Mayor
The Honorable C. Nelson Harris, Vice Mayor
The Honorable William D. Bestpitch, Council Member
The Honorable M. Rupert Cutler, Council Member
The Honorable Alfred T. Dowe, Jr.. Council Member
The Honorable Beverly T. Fitzpatrick, Jr., Council Member
The Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
We have reviewed the attached request to appropriate funding for the School Board. This request includes
appropriation of $7.5 million for initial construction costs for the Patrick Henry High School project, in anticipation of
issuance of debt at some point in the future. City Council authorized issuance of $38 million of debt, including
literary funds loans, for this project on June 16, 2003. This report will also appropriate the following:
. $158,740 from the 2003-04 Capital Maintenance and Equipment Replacement Fund to provide for
VHF hand-held radios, site-based capital maintenance equipment, and facility alteration
requirements.
. $96,406 from the School Food Services Fund Balance to provide for food service equipment.
. $7,500,000 from the Virginia Literary Loan Fund for initial construction costs for the Patrick Henry
High School project.
. $298.977 from the Virginia Public School Authority Bonds to reflect actual revenues received for
school projects.
. $225,000 for the Patrick Henry High School project. The funds will be transferred from the Capital
Improvement Reserve for the modular unit setup and installation at Patrick Henry.
. $210,000 for increased fuel and heating costs. The funds will be transferred from the contingency
for State sales tax deficit.
We recommend that you concur with this report of the School Board and adopt the attached budget ordinance to
appropriate funding as outlined above.
Sincerely,
cr-- A- r(-d/
Jesse A. Hall
Director of Finance
Attachment
JAH/ctg
c: Darlene L. Burcham, City Manager
William M. Hackworth. City Attorney
Mary F. Parker, City Clerk
E. Wayne Harris, Superintendent of City Schools
f
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April. 2004.
No. 36672-041904.
A RESOLUTION establishing the dates and times for a Special Meeting of
the Council of the City of Roanoke.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. A Special Meeting of City Council shall be held on April 29, 2004,
commencing at 7:00 p.m., in the Council Chambers, 4th Floor of the Noel C.
Taylor Municipal Building, at 215 Church Avenue, S. W., Roanoke, Virginia, for
the purpose of holding public hearings as to the recommended City Budget for
Fiscal Year 2004-2005, the proposed HUD Consolidated Plan for Fiscal Year
2004-2005, and effective increases in the City's proposed real property tax rate.
2. The City Clerk is hereby directed to take whatever steps are deemed
necessary to notify the public of the time and place of such Special Meeting.
ATTEST:
City Clerk.
H:\MEASURES\r-spemet04292004.1.doc
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
WILLIAM M. HACKWORTH
CITY AlTORNEY
TELEPHONE: 540-853-2431
FAX: 540-853-1221
EMAIL: cityatty@ci.roanoke.va.us
TIMOTHY R. SPENCER
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
HEATHERP.FERGUSON
ASSISTANT CITY ATIQRNEYS
April 15,2004
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Special Meeting of Council April 29, 2004
Dear Mayor Smith and Members of Council:
With regard to Council's request to set a special meeting for April 29, 2004, for the
purpose of holding a public hearing regarding the City Budget for Fiscal Year 2004-2005, the
proposed HUD Consolidated Plan for Fiscal Year 2004-2005, and effective increases in the
City's proposed real property tax rate, I have prepared the attached Resolution for Council's
consideration and adoption. Should you have any questions regarding this matter, please do not
hesitate to contact me.
With kindest personal regards, I am
Sincerely yours,
tJ~ L4.~
William M. Hackworth
City Attorney
WMH/lsc
Attachment
c: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Mary F. Parker, City Clerk
fl
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36673-041904.
A RESOLUTION establishing the date and time for a Special Meeting of the Council of
the City of Roanoke.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. A Special Meeting of City Council shall be held on May 13, 2004, commencing at
2:00 p.m., in Council Chambers, 4th Floor of the Noel C. Taylor Municipal Building, at 215
Church Avenue, S. W., Roanoke, Virginia, for the pmpose of:
.
adopting the proposed annual budget for the City of Roanoke for Fiscal
2004-2005
Year
.
adopting the annual update to the HUD consolidated plan for Fiscal Year 2004-2005
.
adopting a pay plan ordinance
.
adopting an ordinance establishing annual salaries of Council-appointed officers
.
endorsing an update to the Capital Improvements Program
.
amending the Fiscal Year 2004-2005 Capital Projects Funds Appropriations
.
amending Section 2-178.4, Assessment of Administrative Costs. Code ofthe
City of Roanoke, to conform it with the Code of Virginia
a
adoption of measures amending the City's Fee Compendium to establish or
amend fees for certain Emergency Medical Services stand-by services, cross-
connection inspections, and law library copy machine maintenance
.
adoption of an ordinance granting a cost-of-living allowance increase for City
retirees
.
appointment of two trustees to the Roanoke City School Board
.
repealing a sewer rate increase scheduled to be implemented July 1, 2004.
2. The City Clerk is hereby directed to take whatever steps are deemed necessary to
notify the public of the time and place of such Special Meeting.
ATTEST:
City Clerk.
H:\MEASURESIr -spemetrnay132004. I .doc
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE. SW
ROANOKE. VIRGINIA 240Il-I595
WILLIAM M. HACKWORTH
CITY ATIDRNEY
TELEPHONE: 540-853-243]
FAX: 540--853-[221
EMAIL: cityatty@ci.roanoke.va.us
TIMOTHY R. SPENCER
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L.COLLINS
HEATHERP. FERGUSON
ASSISTANTCITY AITORNEYS
April 15, 2004
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Special Meeting of Council May 13, 2004
Dear Mayor Smith and Members of Council:
I have prepared the attached Resolution for Council's consideration and adoption, as
requested to set a special meeting for May 13,2004, for the purpose of considering the items as
outlined in the attached Resolution. Should you have any questions regarding this matter, please
do not hesitate to contact me.
With kindest personal regards, I am
Sincerely yours,
LJ~~.~
William M. Hackworth
City Attorney
WMH/lsc
Attachment
c: Darlene 1. Burcham, City Manager
Jesse A. Hall, Director of Finance
Mary F. Parker, City Clerk
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CITY OF ROANOKE
OFFICE OF CITY CLERK
2 I 5 Church A venue, S. W., Room 456
Roanoke, Virginia 2401 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Clerk
April 28, 2004
File #15-110-207
Mr. Randy L. Leftwich
515 Mountain Avenue, S. W.
Roanoke, Virginia 24016
Dear Mr. Leftwich:
At a regular meeting of the Council of the City of Roanoke which was held on
Monday, April 19, 2004, you were appointed as a member of the Human Services
Committee, for a term ending June 30, 2004.
Enclosed you will find a Certificate of your appointment and an Oath or Affirmation
of Office which may be administered by the Clerk of the Circuit Court of the City of
Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church
Avenue, S. W.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to
which you were appointed.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am also
enclosing copy of the Virginia Freedom of Information Act.
Mr. Randy L. Leftwich
April 28, 2004
Page 2
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member ofthe
Human Services Committee.
Sincerely, .fj"
~/;::J:M/ ~
City Clerk
MFP:ew
Enclosures
pc: Teresa I. McDaniel, Secretary, Human Services Committee
Stephanie M. Moon, CMC, Deputy City Clerk
COMMONWEALTH OF VIRGINIA
)
) To-wit:
)
CITY OF ROANOKE
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke
and keeper of the records thereof, do hereby certify that at a regular meeting of
Council which was held on the nineteenth day of April, 2004, RANDY L. LEFTWICH
was appointed as a member of the Human Services Committee, for a term ending
June 30, 2004.
Given under my hand and the Seal of the City of Roanoke this twenty-eighth
day of April, 2004.
/A~ J~
City Clerk
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CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church A venue, S. W., Room 456
Roanoke, Virginia 24011- I 536
Telephone, (540) 853-2541
Fax: (540) 853-1145
E.maiJ: c1erk@ci.roanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Clerk
April 20, 2004
File #110-429
Mr. Michael W. Hanks
455 Hidden Country Lane
Hardy, Virginia 24101
Dear Mr. Hanks:
At a regular meeting of the Council of the City of Roanoke which was held on
Monday, April 19, 2004, you were appointed as a member of the Board of
Trustees, City of Roanoke Pension Plan, to fill the unexpired term of D. Duane
Dixon, resigned, ending June 30, 2004.
Enclosed you will find a Certificate of your appointment and an Oath or Affirmation
of Office which may be administered by the Clerk of the Circuit Court of the City of
Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church
Avenue, S. W.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to
which you were appointed.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am also
enclosing copy of the Virginia Freedom of Information Act.
Mr. Michael W. Hanks
April 20, 2004
Page 2
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member of the
Board of Trustees, City of Roanoke Pension Plan.
^'~ #. ~
Mary F. Parker, CMC
City Clerk
MFP:ew
Enclosures
pc: Jesse A. Hall, Secretary, Board of Trustees, City of Roanoke Pension Plan
Stephanie M. Moon, Deputy City Clerk
COMMONWEALTH OF VIRGINIA
)
) To-wit:
)
CITY OF ROANOKE
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke
and keeper of the records thereof,. do hereby certify that at a regular meeting of
Council which was held on the nineteenth day of April, 2004, MICHAEL W. HANKS
was appointed as a member of the Board of Trustees, City of Roanoke Pension
Plan, to fill the unexpired term of D. Duane Dixon, resigned, ending June 30,2004.
Given under my hand and the Seal of the City of Roanoke this twentieth day
of April, 2004.
~ "'; !. /Z...
City Clerk
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 28, 2004
The Honorable M. Rupert Cutler, Council Member
The Honorable Alfred T. Dowe, Jr., Council Member
The Honorable Beverly T. Fitzpatrick, Jr., Council Member
Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Gentlemen:
At a regular meeting of the Council of the City of Roanoke which was held on
Monday, April 19, 2004, you were nominated for appointment to the following VML
Policy Committees:
Environmental Quality
Human Development
and Education
Transportation
Finance
General Laws
Council Member M. Rupert Cutler
Council Member Alfred T. Dowe, Jr.
Council Member Beverly T. Fitzpatrick, Jr.
Jesse A. Hall
William M. Hackworth
Sincerely, /J
/h. ~ J f'a..,{4. -
Mary F. Parker, CMC
City Clerk
MFP:ew
VIRGINIA MUNICIPAL LEAGUE
2004 Policy Committee Nominations
Please return this form by May 7 to Joni Terry -VML, P.O. Box 12164, Richmond, V A 2324 I; Fax 804/343-3758
Environmental Quality
Name & Title: Mr. M. Rupert Clltlp.r. COllnC'il Mpmhpr
Preferred Mailing Address: 2865 Jefferson Street, S. E.. Roanoke. Virginia 24014
Name & Title:
Preferred Mailing Address:
Finance
Name & Title: Mr. Jesse A. Hall, Director of Finance
Name & Title:
Preferred Mailing Address: 215 Church Avenue. S. W.. Room 461. Noel C. Taylor Mllnici pal Building
Roanoke, Virginia 24011
Preferred Mailing Address:
General Laws
Name & Title: Mt. William M. Hackworth, City Attorney
Name & Title:
Preferred Mailing Address: 215 Church Avenue. S. W.. Room 464. Noel C. Tavlor Municipal Building
Roanoke, Virginia 24011
Preferred Mailing Address:
Human Development & Education
Name & Title: Mt. Alfred T. Dowe. Jr.. Council Member
Preferred Mailing Address: 2816 Aspen Grove Court. N. W.. Ro,qnnkp, Virgin;;:! 74017
Name & Title:
Preferred Mailing Address:
Transportation
Name & Title: Mr. Beverly T. Fitzpatrick. Jr.. COlln~il Member
Preferred Mailing Address: 10 27rh Srrppt. SF., Rn::lnnkp r Vi rgin;::I 76.011.
Name & Title:
Preferred Mailing Address:
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CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@cLroanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Cierk
April 20, 2004
Mr. Alvin L. Nash
1627 Lonna Drive, N. W.
Roanoke, Virginia 24019
Dear Mr. Nash:
At a regular meeting of the Council of the City of Roanoke which was held on
Monday, April 19, 2004, you were selected by the Council to be accorded the
formal interview for the position of School Trustee.
Your interview will be held on Thursday, April 22, 2004, at 4:30 p.m., in the City
Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church
Avenue, S. W. You will be given the opportunity to make an opening statement of
not ~more than five minutes, thereafter, Council may ask such questions as the
Council, in its discretion, deems advisable. Upon your arrival, please be seated in
the Council's Conference Room which is located adjacent to the Council Chamber,
and I will advise you when the Members of Council are ready to proceed with your
interview. Following the interview, you may leave the meeting since no action will
be taken until the regular meeting of Council on Thursday, May 13, 2004, at
2:00 p.m., at which time Council will hold an election to fill the two vacancies on
the Roanoke City School Board for three-year terms of office commencing
July 1, 2004. All interviews will be taped by RVTV Channel 3 to be televised on
Monday, April 26 at 11:00 a.m. and Tuesday, May 4 at 8:00 p.m.
If I may provide additional information, or be of assistance in any way, please do
not hesitate to call me at 853-1372.
Ii:'~ J ~
Mary F. Parker, CMC
City Clerk
MFP:mh
N:ICKEW1ISCHOOL 200411NTERVIEW LETTERS (SIX).DOC
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E.mail: c1erk@cLroanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
MARY F. PARKER, CMC
City Clerk
April 20, 2004
SHEILA N. HARTMAN
Assistant City Clerk
Mr. Countney W. Penn
506 12 Street, N. W.
Roanoke, Virginia 24017
Dear Mr. Penn:
At a regular meeting of the Council of the City of Roanoke which was held on
Monday, April 19, 2004, you were selected by the Council to be accorded the
formal interview for the position of School Trustee.
Your interview will be held on Thursday, April 22, 2004, at 4:45 p.m., in the City
Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church
Avenue, S. W. You will be given the opportunity to make an opening statement of
not more than five minutes, thereafter, Council may ask such questions as the
Council, in its discretion, deems advisable. Upon your arrival, please be seated in
the Council's Conference Room which is located adjacent to the Council Chamber,
and I will advise you when the Members of Council are ready to proceed with your
interview. Following the interview, you may leave the meeting since no action will
be taken until the regular meeting of Council on Thursday, May 13, 2004, at
2:00 p.m., at which time Council will hold an election to fill the two vacancies on
the Roanoke City School Board for three-year terms of office commencing
July 1, 2004. All interviews will be taped by RVTV Channel 3 to be televised on
Monday, April 26 at 11:00 a.m. and Tuesday, May 4 at 8:00 p.m.
If I may provide additional information, or be of assistance in any way, please do
not hesitate to call me at 853-1372.
Sincerely, 17
/h '"4 -l {a...-Jv
Mary F. Parker, CMC
City Clerk
MFP:ew
N:ICKEW1ISCHOOL 200411NTERVIEW LETTERS (SIX).DOC
~-
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CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 240II-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@cLroanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Clerk
April 20, 2004
Ms. Linda F. Wright
2881 Larkview Circle, S. W.
Roanoke, Virginia 24015
Dear Ms. Wright:
At a regular meeting of the Council of the City of Roanoke which was held on
Monday, April 19, 2004, you were selected by the Council to be accorded the
formal interview for the position of School Trustee.
Your interview will be held on Thursday, April 22, 2004, at 5:00 p.m., in the City
Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church
Avenue, S. W. You will be given the opportunity to make an opening statement of
not more than five minutes, thereafter, Council may ask such questions as the
Council, in its discretion, deems advisable. Upon your arrival, please be seated in
the Council's Conference Room which is located adjacent to the Council Chamber,
and I will advise you when the Members of Council are ready to proceed with your
interview. Following the interview, you may leave the meeting since no action will
be taken until the regular meeting of Council on Thursday, May 13, 2004, at
2:00 p.m., at which time Council will hold an election to fill the two vacancies on
the Roanoke City School Board for three-year terms of office commencing
July 1, 2004. All interviews will be taped by RVTV Channel 3 to be televised on
Monday, April 26 at 11:00 a.m. and Tuesday, May 4 at 8:00 p.m.
If I may provide additional information, or be of assistance in any way, please do
not hesitate to call me at 853-1372.
n;:" J L
Mary F. Parker, CMC
City Clerk
MFP:ew
N:\CKEW1\SCHOOL 2004\INTERVIEW LETTERS (SIX).DOC
CITY OF ROANOKE
OFFICE OF CITY CLERK
2 I 5 Church A venue, S. W., Room 456
Roanoke, Virginia 2401 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@ci.roanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
MARY F. PARKER, CMC
City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
April 23, 2004
File #51
Joseph Lohkamp, Co-Owner
Echo Sentinel Group, LLC
P. O. Box 6319
Roanoke, Virginia 24017
Dear Mr. Lohkamp:
I am enclosing copy of Ordinance No. 36674-041904 repealing Ordinance No.
29414, adopted January 17, 1989, in which City Council conditionally rezoned
property located at 3509 Peters Creek Road, N. W. and accepted proffers, and
Ordinance No. 35070-100200, adopted October 2, 2000, in which City Council
replaced proffers accepted by Ordinance No. 29414 with new proffers, and by
replacing such proffers with new proffers as set forth in the First Amendment to
Petition to Amend Proffers filed in the City Clerk's Office on March 5, 2004, such
new proffers being hereby accepted, and the property is rezoned subject there to
and as set forth in a report of the City Planning Commission dated April 19, 2004.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
A~
J.~~
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:ew
Enclosu re
Joseph Lohkamp
April 23, 2004
Page 2
pc: Robert B. Manetta, Chair, City Planning Commission,
2831 Stephenson Avenue, S. W. Roanoke, Virginia 24014
Darlene L. Burcham, City Manager
Robert W. and Christie Garrett, 4561 Lewiston Street, N. W., Roanoke,
Virginia 24017
A Shear Experience, 3515 Peters Creek Road, N. W., Roanoke, Virginia
24019
PWC, LLC, 3333 Peters Creek Road, N. W., Roanoke, Virginia 24019
Melrose Baptist Church, 3520 Peters Creek Road, N. W., Roanoke, Virginia
24019
Susan S. Lower, Director, Real Estate Valuation
Martha P. Franklin, Secretary, City Planning Commission
Philip C. Schirmer, City Engineer
William M. Hackworth, City Attorney
Steven J. Talevi, Assistant City Attorney
Edward R. Tucker, Acting Development Review Coordinator
/-\
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IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36674-041904.
AN ORDINANCE to amend 9936.1-3 and 36.1-4, Code of the City of Roanoke (1979), as
amended, and Sheet No. 642, Sectional 1976 Zone Map, City of Roanoke, by repealing Ordinance
No. 35070-100200, placing certain conditions on Official Tax No. 6421133, and replacing such
conditions with new conditions on the subject property which is conditionally zoned C-l, Office
District, and dispensing with the second reading by title of this ordinance.
WHEREAS, Echo Sentinel Group, LLC filed an application to the Council of the City of
Roanoke to repeal and replace certain conditions presently binding upon a tract of land containing
0.40-acres, more or less, lying at the southeast comer ofthe intersection of Peters Creek Road and
Lewiston Street, located at 3509 Peters Creek Road, N.W., and designated as Official Tax No.
6421133, which property was previously conditionally rezoned by the adoption of Ordinance No.
29414, adopted January 17, 1989, and Ordinance No. 35070, adopted October 2, 2000, with new
conditions;
WHEREAS, the City Planning Commission, which after giving proper notice to all
concerned as required by 936.1-693, Code of the City of Roanoke (1979), as amended, and after
conducting a public hearing on the matter, has made its recommendation to Council;
WHEREAS, a public hearing was held by City Council on such application at its meeting on
April 19, 2004, after due and timely notice thereof as required by 936.1-693, Code of the City of
Roanoke (1979), as amended, at which hearing all parties in interest and citizens were given an
opportunity to be heard, both for and against the proposed amendment; and
WHEREAS, this Council, after considering the aforesaid application, the recommendation
made to the Council by the Planning Commission, the City's Comprehensive Plan, and the matters
presented at the public hearing, is of the opinion that the conditions now binding upon a tract ofland
containing 0.40-acres, more or less, lying at the southeast corner of the intersection of Peters Creek
Road and Lewiston Street, located at 3509 Peters Creek Road, N.W., and designated as Official Tax
No. 6421133, should be repealed and replaced as requested.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that:
1. Sections 36.1-3 and 36.1-4, Code of the City of Roanoke (1979), as amended, and
Sheet No. 642 of the Sectional 1976 Zone Map, City of Roanoke, be amended by repealing
Ordinance No. 29414, adopted January 17, 1989, in which City Council conditionally rezoned the
subject property and accepted proffers, and Ordinance No. 35070-100200, adopted October 2, 2000,
in which City Council replaced the proffers accepted by Ordinance No. 29414 with new proffers, and
by replacing such proffers with new proffers as set forth in the First Amendment to Petition to
Amend Proffers filed in the City Clerk's Office on March 5, 2004, such new proffers being hereby
accepted, and the property is rezoned subject to them and as set forth in the report of the Planning
Commission dated April 19, 2004.
2. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this
ordinance by title is hereby dispensed with.
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ATTEST:
City Clerk.
I:\CLERK\APRIL 19\O.AP-REZOECH0041904.DOC
CITY OF ROANOKE
PLANNING BUILDING AND DEVELOPMENT
215 Church Aveuue, S.W., Room 166
Roanoke, Virginia 2401 I
Telephone: (540) 853-1730 Fax: (540) 853-1230
E-mail: planning@ci.roanoke.va.us
Architectural Re\'icw Board
Board of Zonin~ ApllellL~
Plannin~ Commission
April 1 9, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Request from Echo Sentinel, LLC, to repeal conditions
approved under Ordinance No.3 5070-100200 and replace
with new proffered conditions on property located at 3509
Peters Creek Road, N.w., bearing Official Tax No. 6421133.
Planning Commission Action:
Planning Commission public hearing was held on Thursday, March 18, 2004.
By a vote of 7-0, the Commission recommended that City Council approve the
new proffered conditions set forth in the petition dated March 3, 2004.
Background:
A Petition to Amend Proffers was filed on February 5, 2004. A First Amended
Petition was filed on March 5, 2004.
In January, 1989, by Ordinance No. 29414, the subject property was
conditionally rezoned from RS-1, Single-Family Residential, to C-1, Office
District, subject to a proffered site plan. In October, 2000, by Ordinance No.
35070-100200, the proffer enacted in 1989 as it applied to Tax Map No.
6421133 was repealed and replaced with the following conditions which are
presently binding upon the subject property:
(a) That the property will be developed in substantial conformity with the
Preliminary Plan for Proposed Professional Office Building, prepared by
Lumsden Associates, under date of June 20, 2000, attached hereto as
Exhibit 4 and made a part hereof subject to any changes that may be
required by the City during development plan review.
(b) That the property will be developed in substantial conformity with the
Front Elevation Plan dated June 21, 2000, attached hereto as Exhibit 5
and made part of the Petition subject to such changes that may be
required by the City during development plan review.
The petitioner requests that the proffers enacted by Ordinance No.3 5070-
100200 be repealed and replaced with the following proffered conditions:
(a) That the property will be developed in substantial conformity with the
Schematic Site Plan for Echo Sentinel Group, prepared by ACS DESIGN,
under date of March 1, 2004, attached hereto as Exhibit "3" and made
a part hereof subject to any changes that may be required by the City
during comprehensive site development plan review;
(b) That the property will be developed in substantial conformity with the
Front Elevation Plan dated January 8, 2004, prepared by Alam Design
Group, attached hereto as Exhibit "4" and made a part hereof subject
to any changes that may be required by the City during comprehensive
building plan review.
(c) If a freestanding sign is erected on site, it shall be limited to a
monument style sign with a maximum height of 10 feet and a
maximum signage surface area of SO square feet. The sign shall have
an appearance similar to and use materials like those proposed for the
building elevation indicated on Exhibit "4."
Considerations:
The subject property is zoned C-1 , Office District, subject to a proffered site
plan and front elevation building plan, approved in 2000 as an amendment of
proffered conditions for construction of a dentist's office. The dentist's office
was never built, and the property remains vacant. With the current petition to
amend proffers, Echo Sentinel Group, LLC, the owner of the property, proposes
to build an office building for its publication, "Thrifty Nickel," as conditioned by
new proffers.
The OAO-acre subject property is located at the southeast corner of the
intersection of Peters Creek Road, N.W., and Lewiston Street. The property has
102 feet of frontage on Peters Creek Road and 160 feet on Lewiston Street.
2
Surrounding zoning and land uses are as follows:
. The tract abutting the subject property to the east, fronting on Peters
Creek Road, is zoned C-1 , Office District, Conditional. A beauty salon is
currently established in that location by special exception.
. The abutting property to the south on Lewiston Street is zoned RS-1 ,
Residential Single-Family District, and contains a single-family residential
structure.
. The adjacent property to the west, on the opposite side of Lewiston
Street, is zoned C-1 , Office District, and contains an office use oriented to
Lewiston.
. The tract on the north side of Peters Creek Road, directly opposite the
subject property, is located within the jurisdiction of Roanoke County and
is the site of Melrose Baptist Church.
The petitioner requests that a new site plan and front building elevation be
substituted for the existing plans binding on the subject property as enacted in
2000. The newly proffered site plan delineates and notes the following:
. A building with a footprint of 2,500 square feet, oriented to Lewiston
Street and sited with its front corner situated 33 feet from the right-of-
way of Peters Creek Road (minimum front yard on Peters Creek Road is
30 feet; secondary front yard requirement on Lewiston is 15 feet);
. A thirty foot (30-foot) curb cut on Lewiston Street;
. Eighteen (18) off-street parking spaces, three (3) of which are in a
covered parking area, plus two (2) handicap accessible spaces;
. Street trees, as required by Code; and
. A ten-feet (1 O-feet) wide evergreen screening buffer along the
southern property line adjacent to a reSidentially-zoned property, as
required by Code.
The petitioner further proffers a front elevation that delineates a brick fa<;ade,
two-story building, with an attached covered parking area. This attached
"canopy" has a brick fa<;ade and brick columns.
Although the use of the property is not proffered, the zoning designation of the
property is C-1 , Office District, with a limited list of permitted uses, none of
which include retail. Furthermore, the functional use of the site is further
defined by the proffered site plan and the front building plan.
The newly proffered site plan is very similar to the site plan binding on the
property today in regard to the following:
. Location of the building on the site;
· Orientation of the building to Lewiston Street;
3
. Property's point of access on Lewiston Street; and
. The total number of off-street parking spaces.
Differences between the conditions binding on the property today and the
proffered conditions of this petition include the following:
. The site plan and front building plan binding on the property today
delineate a 2,800-square foot, one-story building, while the current
petition proffers a two-story, 5,000-square foot building (with a footprint
of 2,500 square feet).
. The front building plan currently binding on the subject property has a
siding exterior with limited windows, while this petition proffers a front
elevation depicting a brick fa<;:ade with generous amounts of glass
(windows).
. The conditions that apply to the property today include no proffers on
signage, while this petition proffers that any freestanding signage erected
on the property will be limited to a monument sign, limited in height and
sign surface area, and constructed of materials similar to the exterior of
the proffered building elevation.
As a part of comprehensive development review, the City Engineer advises that,
pursuant to Section 36.1-583(a) of City Code, curb, gutter, and sidewalk
improvements will be required along Lewiston Street, leading into the
residential area. In addition, comprehensive development plan review will
require calculations for storm water runoff anticipated from a ten-year
frequency storm and calculations of pre- and post-development and pond
routing of storm water runoff, in compliance with City Code. The proffered site
plan delineates an on-site storm water management area.
The request to amend proffered conditions is consistent with Vision
2001-2020'5 policies of encouraging commercial development in appropriate
areas (p. 59, ED P6) and utilizing more fully the City's commercial sites.
Furthermore, development of the site as proffered is consistent with the
following policies and design principles set forth in Vision 2001-2000:
. "Curb cuts should be minimized..." (p. 92)
o Access to the property is limited to one curb cut, which is located
on Lewiston Street.
· "...discourage excessive surface parking lots." (p. 72, IN P4)
o Fourteen (14) off-street parking spaces is the minimum required for
a 5,000 square foot office building, and the proffered site plan
provides for eighteen (18), plus two handicap accessible spaces.
4
. "Signs should be limited in number and scaled in size to minimize visual
clutter." (p. 95, Trees, Signs, and Lighting)
o The signage proffer restricts both the height and sign surface area
of a freestanding sign to less than that permitted by Code.
. "Building location and design should be considered as important
elements of the streetscape..." (p. 95, Buildings)
o No off-street parking is located between the building and Peters
Creek Road.
. "Building height and location should create a feeling of enclosure along a
street." (p. 95)
o The proposed two-story structure provides height and bulk near
the minimum depth of the required front yard on Peters Creek
Road helping to better define the streetscape.
During the Planning Commission public hearing, Joseph Lohkamp, representing Echo
Sentinel Group, and Mr. Dan Early, ACS Design, presented the request. Nancy
Snodgrass, City Planner, presented the staff report, recommending approval of the
request.
Mr. Michael Ballantyne spoke at the hearing, on behalf of Mr. Robert McNichols, the
owner of property at 3333 Peters Creek Road, which is adjacent to the subject
property on the opposite side of Lewiston Street. Concerns included storm
water management and additional run-off from the paved parking area,
screening of the dumpster pad, and the direction of outdoor lighting in the
parking lot.
Planning Commission discussion included the following:
. Storm water management issues will be addressed at comprehensive
development plan review;
. Since no pole lights are delineated on the proffered site plan, the
installation of any such lights would require an amendment of the
proffered conditions; and
· Code requires screening of the dumpster, and the location of the
dumpster has been moved on the proffered site plan from its original
location to which Mr. McNichols had expressed concern.
Recommendation:
Given the proffered conditions' appropriateness in terms of the scale and
density of the development, minimizing access to the site, off-street parking
and signage, and developing a two-story building, the Planning Commission
recommends approval of the requested amendment of proffers.
5
Respectfully submitted,
CX~h1v(())j~
Robert B. Manetta, Chairman
City of Roanoke Planning Commission
cc: Darlene L. Burcham, City Manager
Rolanda Russell, Assistant City Manager for Community Development
William M. Hackworth, City Attorney
Steven J. Talevi, Assistant City Attorney
Joseph Lohkamp, Echo Sentinel Group, LLC, Petitioner
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FIRST AMENDMENT TO
PETITION TO AMEND PROFFERS
IN THE COUNCIL OF THE CITY OF ROANOKE. VIRGINIA
INRE:
Amendment of Proffered Conditions of a tract of land containing 0.40 acres,
more or less, lying at the southeast corner of the intersection of Peters Creek
Road and Lewiston Street (Tax Map No. 6421133), further identified as 3509
Peters Creek Road, Roanoke, Virginia.
TO THE HONORABLE MAYOR AND MEMBERS OF THE COUNCIL OF
THE CITY OF ROANOKE:
The Petitioner, ECHO SENTINEL GROUP, LLC, is the owner of land in the City
of Roanoke containing 0.40 acres, more or less, situate at the southeast comer of Peters
Creek Road and Lewiston Street (Tax Map No. 6421133), further identified as 3509
Peters Creek Road, Roanoke, Virginia, said tract being currently zoned C-l, Office
District, Conditional. A map of the property is attached as Exhibit "I".
The certain conditions enacted by Ordinance No. 35070-100200 as set forth by
the Council of the City of Roanoke are as follows:
(a) That the property will be developed in substantial conformity with the
Preliminary Plan for Proposed Professional Office Building, prepared by
Lumsden Associates, under date of June 20, 2000, attached hereto as
Exhibit 4 and made a part hereof subject to any changes that may be
required by the City during developinent plan review.
(b) That the property will be developed in substantial conformity with the
Front Elevation Plan dated June 21, 2000, attached hereto as Exhibit 5 and
made part of the Petition subject to such changes that may be required by
the City during development plan review.
I
Pursuant to Section 36.1-690, Code of the City of Roanoke (1979), as amended,
the Petitioner requests that the aforementioned conditions relating to said property be
repealed in their entirety and that new conditions relating to said property be set out for
the purpose of construction of a professional office building on the subject property.
The Petitioner believes the requested amendment of proffers for said tract of land
will further the intent and purposes of the City's Zoning Ordinance and its
comprehensive plan, in that it will enable a parcel of land located at 3509 Peters Creek
Road to be used for a professional office building.
Attached as Exhibit "2" are the names, addresses and tax map numbers of the
owners or owners of all lots or property directly adjacent to or directly across a street or
road from the subject property.
The Petitioner voluntarily submits and agrees to abide by the following new
proffers to be included as a part of this amendment of proffered conditions:
(a) That the property will be developed in substantial conformity with the
Schematic Site Plan for Echo Sentinel Group, prepared by ACS DESIGN,
under date of March 1,2004, attached hereto as Exhibit "3" and made a
part hereof subject to any changes that may be required by the City during
comprehensive site development plan review;
(b) That the property will be developed in substantial conformity with theeFront Elevation Plan dated January 8, 2004, prepared by Alam Design
Group, attached hereto as Exhibit "4" and made a part hereof subject to
any changes that may be required by the City during comprehensive
building plan review.
2
(c) If a freestanding sign is erected on site, it shall be limited to a monument
style sign with a maximum height of 10 feet and a maximum signage
surface area of 50 square feet. The sign shall have an appearance similar
to and use materials like those proposed for the building elevation
indicated on "ExhIbit 4".
WHEREFORE, the Petitioner requests that the above-described proffers be
repealed and amended in accordance with the provisions of the Zoning Ordinance
of the City of Roanoke.
Respectfully submitted this ~.ff.. day of MAP ..--.if
,2004.
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~er, Ec 0 S nt' el Group, LLC
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Owner, Echo Sentinel Group, LLC
Echo Sentinel Group, LLC
P.O. Box 6319
Roanoke, Virginia 24017
Contact Person: Mr. Joseph Lohkamp
Phone: 5402659191
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LEGAL REfERENCE:
P.B. 3, PG, 59 (ROA. CO.)
INST. NO. 9900146.08
TAX NO.64! 11 33
MAP REfERENCE: SEE .MAP Of "SURVEY ~ 7' ,E _
fOR OAVID E. 8c SHARON M. LINGERfELt' . \ \ J \1l1ERS1~58' _
'BY ROBERT G. CANTLEY, L.S;, D (R\. iO G\'I~~'( * _ --1
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NOTE: THIS PLAT IS SUBJECT TO INfORMATION
WHICH MAY BE DISCLOSED BY A TITLE
REPORT BY A LICENSED ATTORNEY.
NOTE: THE SUBJECT PROPERTY IS LOCATED IN fLOOD
INSURANCE ZONE ")( AS DESIGNATED BY f.E.M.A.
SURVEY FOR
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EXHIBIT "2"
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DESIGN
Adjoining Property Information
Name of Adioiner
Tax MaD Number
Address
Properties located in City of Roanoke, Virginia
Robert W. & Christie Garrett
#6421132
4561 Lewiston St, NW
Roanoke, Virginia 24017
A Shear Experience
#6421134
3515 Peters Creek Rd., NW
Roanoke, Virginia 24019
PWC, LLC
#6421135
3333 Peters Creek Road, NW
Roanoke, Virginia 24019
Properties located in Roanoke County, Virginia
Melrose Baptist Church
#37.10-1-22
3520 Peters Creek Road, NW
Roanoke, Virginia 24019
2203 PETERS CREEK ROAD ROANOKE VIRGINIA 24017' TEL' (540) 562-2345 FAX (540) 562-2344
DESIGN ENGINEERING PLANNING CONSTRUCTION MANAGEMENT
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CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@cLroanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
MARY F. PARKER, CMC
City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
March 25, 2004
File #51
Joseph Lohkamp, Co-Owner
Echo Sentinel Group, LLC
P. O. Box 6319
Roanoke, Virginia 24017
Dear Mr. LOhkamp:
Pursuant to provisions of Resolution No. 25523 adopted by the Council of the City of
Roanoke on Monday, April 6, 1981, I have advertised a public hearing for Monday,
April 19, 2004, at 7:00 p.m., or as soon thereafter as the matter may be heard, in the City
Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue,
S. W., City of Roanoke, on the request of Echo Sentinel Group, LLC, to repeal conditions
approved pursuant to Ordinance No. 35070-100200 and replace such conditions with new
proffered conditions with regard to property located at 3509 Peters Creek Road, N. W.,
described as Official Tax No. 6421133.
For your information, I am enclosing copy of a report of the City Planning Commission and
a notice of the public hearing. Please review the documents and if you have questions,
you may contact Steven J. Talevi, Assistant City Attorney, at 540-853-2431. Questions
with regard to the City Planning Commission report should be directed to the Department
of Planning, Building and Development at 540-853-1730.
H:\PUBLlC HEARINGS 2004\APRIL 04\APRIL 19 ATTORNEY AND ADJOINING PROPETY OWNERS LETTERS.DOC
Joseph Lohkamp
March 25, 2004
Page 2
It will be necessary for you, or your representative, to be present at the April 19 public
hearing. Failure to appear could result in a deferral of the matter until a later date.
SA'...,; /l.M
Mary F. Parker, CMC
City Clerk
MFP:ew
Enc.
H:IPUBLlC HEARINGS 2004IAPRIL 04IAPRIL 19 ATTORNEY AND ADJOINING PROPETY OWNERS LETTERS. DOC
iOfJc:'~
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CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 240 I I - I 536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@ci.roanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
MARY F. PARKER, CMC
City Clerk
March 25, 2004
File #51
Melrose Baptist Church
Robert W. and Christie Garrett
A Shear Experience
PWC, LLC
Ladies and Gentlemen:
Pursuant to provisions of Resolution No. 25523 adopted by the Council of the City of
Roanoke on Monday, April 6, 1981, I have advertised a public hearing for Monday,
April 19, 2004, at 7:00 p.m., or as soon thereafter as the matter may be heard, in the City
Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue,
S. W., City of Roanoke, on the request of Echo Sentinel Group, LLC, to repeal conditions
approved pursuant to Ordinance No. 35070-100200 and replace such conditions with new
proffered conditions with regard to property located at 3509 Peters Creek Road, N. W.,
described as Official Tax No. 6421133.
The City Planning Commission is recommending that Council approve the request. If you
would like to receive a copy of the report of the City Planning Commission, please call the
City Clerk's Office at 540-853-2541.
This letter is provided for your information as an interested property owner and/or adjOining
property owner. If you have questions with regard to the matter, please call the
Department of Planning, Building and Development at 540-853-1730.
Sincerely, /J
^~ J.r04,-L
Mary F. Parker, CMC
City Clerk
MFP:ew
H:\PUBLlC HEARINGS 2004\APRIL 04\APRIL 19 ATTORNEY AND ADJOINING PROPETY OWNERS LETTERS. DOC
CITY OF ROANOKE
OFFICE OF CITY CLERK
2 I 5 Church A venue, S. W., Room 456
Roanoke, Virginia 2401 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1 ]45
E-mail: c1erk@cLroanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
MARY F. PARKER, CMC
City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
March 8, 2004
File #51
Robert B. Manetta, Chairperson
City Planning Commission
2831 Stephenson Avenue, S. W.
Roanoke, Virginia 24014
Dear Mr. Manetta:
Pursuant to Section 36.1-690(e) of the Code of the City of Roanoke (1979), as amended, I
am enclosing copy of an amended petition received in the City Clerk's Office on March 5,
2004, from the Sentinel Group, LLC, requesting Amendment of Proffered Conditions to the
rezoning of a tract of land containing 0.40 acre, more or less, located at 3509 Peters Creek
Road, N. W., identified as Official Tax No. 6421133; and requesting that proffered
conditions contained in Ordinance No. 35070-100200, be repealed and replaced with those
proffers as set forth in the amended petition.
sli'.... ! ~
Mary F. Parker, CMC
City Clerk
MFP:sm
Enclosures
N:\CKEW1\REZONINGS - STREET ALLEY CLOSING 04\ECHO SENTINEL GROUP. LLC AMENDMENT OF CONDITIONS
PROFFERED.FiRST AMENDMENT.DOC
Robert B. Manetta
March 8, 2004
Page 2
pc: The Honorable Mayor and Members of the Roanoke City Council
Echo Sentinel Group, LLC, P. O. Box 6319, Roanoke, Virginia 24017
Susan S. Lower, Director, Real Estate Valuation
Martha P. Franklin, Secretary, City Planning Commission
Ronald L. Smith, Building Commissioner
Philip C. Schirmer, City Engineer
William M. Hackworth, City Attorney
Steven J. Talevi, Assistant City Attorney
N:\CKEW1\REZONINGS - STREET ALLEY CLOSING 04\ECHO SENTINEL GROUP, LLC AMENDMENT OF CONDITIONS
PROFFERED.FIRST AMENDMENT.DOC
NOTICE OF PUBLIC HEARING BEFORE THE CITY OF ROANOKE PLANNING
COMMISSION
TO WHOM IT MAY CONCERN:
The City of Roanoke Planning Commission will hold a public hearing on
Thursday, March 18, 2004, at 1 :30 p.m., or as soon as the matter may be heard,
in the City Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215
Church Avenue, S.W., to consider the following:
Request from Fudds of SW.VA., Inc., represented by Maryellen F.
Goodlatte, attorney, that property located at 3659 Orange Avenue, N.E.,
bearing Official Tax No. 7110122 be rezoned from RS-3, Residential
Single Family District, to C-2, General Commercial District, such rezoning
to be subject to certain conditions proffered by the petitioner.
A copy of the application is available for review in the Department of
Planning Building and Development, Room 166, Noel C. Taylor Municipal
Building.
All parties in interest and citizens may appear on the above date and be
heard on the matter. If you are a person who needs accommodations for this
hearing, please contact the Department of Planning Building and Development at
853-1730 before 12:00 noon on the Monday before the date of the hearing listed
above.
Martha P. Franklin, Secretary
City of Roanoke Planning Commission
Please print in newspaper on Tuesday, March 2 and 9, 2004.
Please bill:
Maryellen F. Goodlatte, Esq.
Glenn, Feldmann, Darby & Goodlatte
POBox 2887
Roanoke, VA 24001-2997
(540) 224-8018
TO THE CITY CLERK OF THE CITY OF ROANOKE, VIRGINIA
PERTAINING TO THE AMENDMENT OF PROFFERS REQUEST OF:
Echo Sentinel Group,LLC, at 3509 Peters Creek Road, NW )
Tax No. 6421133 )AFFIDAVIT
COMMONWEALTH OF VIRGINIA
)
) TO-WIT:
)
CITY OF ROANOKE
The affiant, Martha Pace Franklin, first being duly sworn, states that she is Secretary
to the Roanoke City Planning Commission, and as such is competent to make this
affidavit of her own personal knowledge. Affidavit states that, pursuant to the
provisions of Section 15.2-2204, Code of Virginia, (1950), as amended, on behalf of the
Planning Commission of the City of Roanoke, she has sent by first-class mail on the
18th day of February, 2004 notices of a public hearing to be held on the 18th day of
March, 2004, on the request captioned above to the owner or agent of the parcels listed
below at their last known address:
Parcel
Owner's Name
Mailinq Address
County
Melrose Baptist Church
3520 Peters Creek Rd.
Roanoke, VA 24019
6421132
Robert and Christie Garrett
4561 Lewiston St., NW
Roanoke, VA 24017
6421134
A Shear Experience
3515 Peters Creek Road
Roanoke, VA 24019
6421135
PWC, LLC
3333 Peters Creek Road
Roanoke, VA 24019
Also sent to: Daniel L. Hale, Jr., President, Miller Court NH Alliance
Jan~t Scheid, Roanoke <funty ... /
1l7{l.1Xl1~ ~ ",Ya--M AL
Martha Pace Franklin
SUBSCRIBED AND SWORN to before me, a Notary Public, in the City of Roanoke,
Virginia, this 18th day of February, 2004.
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My Commission Expires: OJ - ~ J' -C) r-;
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CITY OF ROANOKE
OFFICE OF CITY CLERK
2 I 5 Church Avenue, S. W., Room 456
Roanoke, Virginia 2401 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail;cJerk@cLroanoke.va.us
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk:
MARY F. PARKER, CMC
City Clerk
February 11, 2004
File #51
Robert B. Manetta, Chair
City Planning Commission
2831 Stephenson Avenue, S. W.
Roanoke, Virginia 24014
Dear Mr. Manetta:
Pursuant to Section 36.1-690(e) of the Code of the City of Roanoke (1979), as
amended, I am enclosing copy of a petition received in the City Clerk's Office on
February 5, 2004, from Joseph Lohkamp, representing Echo Sentinel Group,
LLC, requesting Amendment of Proffered Conditions to rezoning of a tract of land
containing 0.40 acre, more or less, located at 3509 Peters Creek Road, N. W.,
identified as Official Tax No. 6421133; and requesting that proffered conditions
contained in Ordinance No. 35070-100200, be repealed and replaced with
proffers as set forth in the abovereferenced petition.
ne:, j;J~
Mary F. Parker, CMC
City Clerk
MFP:sm
Enclosures
Robert B. Manetta
February 11, 2004
Page 2
pc: The Honorable Mayor and Members of the Roanoke City Council
Echo Sentinel Group, LLC, P. O. Box 6319, Roanoke, Virginia 24017
Susan S. Lower, Director, Real Estate Valuation
Martha P. Franklin, Secretary, City Planning Commission
Ronald L. Smith, Building Commissioner
Philip C. Schirmer, City Engineer
William M. Hackworth, City Attorney
Steven J. Talevi, Assistant City Attorney
.'
+--lSo~c>2- 9
PETITION TO AMEND PROFFERS
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
INRE:
Amendment of Proffered Conditions of a tract of land containing 0.40
acres, more or less, lying at the southeast corner of the intersection of
Peters Creek Road and Lewiston Street (Tax Map No. 6421133),
further identified as 3509 Peters Creek Road, Roanoke, Virginia.
TO THE HONORABLE MAYOR AND MEMBERS OF THE COUNCIL
OF THE CITY OF ROANOKE:
The Petitioner, ECHO SENTINEL GROUP, LLC, is the owner of land in
the City of Roanoke containing 0.40 acres, more or less, situate at the southeast
corner of Peters Creek Road and Lewiston Street (Tax Map No. 6421133). further
identified as 3509 Peters Creek Road, Roanoke, Virginia, said tract being currently
zoned C-I, Office District, Conditional. A map of the property is attached as
Exhibit "I".
The certain conditions enacted by Ordinance No. 35070-100200 as set forth
by the Council of the City of Roanoke are as follows:
(a) That the property will be developed in substantial conformity with
the Preliminary Plan for Proposed Professional Office Building,
prepared by Lumsden Associates, under date of June 20, 2000,
attached hereto as Exhibit 4 and made a part hereof subject to any
changes that may be required by the City during development plan
reVIew.
1
(b) That the property will be developed in substantial conformity with
the Front Elevation Plan dated June 21, 2000, attached hereto as
Exhibit 5 and made part of the Petition subject to such changes that
my be required by the City during development plan review.
Pursuant to Section 36.1-690, Code of the City of Roanoke (1979), as
amended, the Petitioner requests that the aforementioned conditions relating to
said property be repealed in their entirety and that new conditions relating to said
property be set out for the purpose of construction of a professional office building
on the subject property.
The Petitioner believes the requested amendment of proffers for said tract
of land will further the intent and purposes of the City's Zoning Ordinance and its
comprehensive plan, in that it will enable a parcel of land located at 3509 Peters
Creek Road to be used for a professional office building.
Attached as Exhibit "2" are the names, addTesses and tax map numbers of
the owners or owners of all lots or property directly adjacent to or directly across a
street or road from the subject property.
The Petitioner voluntarily submits and agrees to abide by the following new
proffers to be included as a part of this amendment of proffered conditions:
(a) That the property will be developed in substantial conformity with
the Schematic Site Plan for Echo Sentinel Group, prepared by ACS
Design, under date of November 4,2003, attached hereto as Exhibit
"3" and made a part hereof subject to any changes that may be
2
required by the City during comprehensive site development plan
reVIew;
(b) That the property will be developed in substantial conformity with
the Front Elevation Plan dated January 8, 2004, prepared by Alam
Design Group, attached hereto as Exhibit "4" and made a part hereof
subject to any changes that may be required by the City during
comprehensive building plan review.
WHEREFORE, the Petitioner requests that the above-described proffers be
repealed and amended in accordance with the provisions of the Zoning Ordinance
of the City of Roanoke.
Respectfully submitted this
_e; -r.b
day of
't-t? l3ie t..< /If fZ V
,2004.
Echo Sentinel Group, LLC
P.O. Box 6319
Roanoke, Virginia 24017
Contact Person: Mr. Joseph Lohkamp
Phone: 5402659191
3
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TAX NO. 642 U 33
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NOTE: THIS PLAT is SU8JECT TO iNFORMATION
WHICH MAY 8E DISCLOSED 8Y A TITLE
REPORT 8Y A LICENSED ATTORNEY.
NOTE: THE SU8JECT PROPERTY IS LOCATED IN FLOOD
INSURANCE ZONE "X" AS DESIGNATED 8Y F.E.M.A.
SURVEY FOR
ECHO SENTINEL, L.L.C.
OF THE MAJOR PORTION OF LOT 35A,
MAP OF SOUTHVIEW ADDITION
ROANOKE, VIRGINIA
SCALE 1" = 30' SEPTEMBER 2, 2003
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DESIGN
Adjoining Property Information
Name of Adioiner
Tax Man Number
Address
Properties located in City of Roanoke, Virginia
Robert W. & Christie Garrett
#6421132
4561 Lewiston St, NW
Roanoke, Virginia 24017
A Shear Experience
#6421134
3515 Peters Creek Rd., NW
Roanoke, Virginia 24019
PWC, LLC
#6421135
3333 Peters Creek Road, NW
Roanoke, Virginia 24019
Properties located in Roanoke County, Virginia
Melrose Baptist Church
#37.10-1-22
3520 Peters Creek Road, NW
Roanoke, Virginia 24019
2203 PETERS CREEK ROAD ROANOKE V1RGINlA24OI7' TEL: (540) 562-2345 FAX: (540) 562-2344
DESIGN ENGINEERING PLANNING CONSTRUCTION MANAGEMENT
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The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
The Roanoke Times
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -+- - - - - - - - - - - - - - - - - - - - - - - - - --
ECHO SENTINEL GROUP
PO BOX 6319
ATTN: JOSEPH LOHKAMP
ROANOKE VA 24017
REFERENCE: 80114682
02335510
NOTICE Of PUlUC IDlIIlC i
3509 Peters Crk
TO WHOM IT MAY CONCERN:
City/County of Roanoke, Commonwealth/State of
Vi~~~pja. Sworn and subscribed before me this
__i~_day of April 2004. Witness my hand and
official seal.
~NAL - Notary Public
My commission e P~-~_J.c~~___'
Pursuant to the provIsIons of
Article VII of ChaPter 36.1,
Cocle of the City of Roanoke
(1979), as amended, the
Col.lncll of the City of Roanoke
IYfII hold a Public H88r\ng on
MOnday, April 19, 2004, at
7:00 p,m., in the COuncn
Chamber In the Noel C. Taylor
MunIcipal BUlldlng,215
Churqh Avenue, S.W., on the
question of!8Pllallng OrdI-
nance No. 35070.010200
adopted October 2 2000'
placing certain cO~dltlon~
I upon a tr'acI:of IIInd located at
I 3509 Peters Creetc; Ri:lad
I N.W., arid desle1ated' a& om~
cia. T8.Il' No. 6421133. and
placing new concIltIons on the'
sUb./eCtproperty.
A copy of this Proposal Isl
avaflabletorPllbJJCrnspectlon.
in the OffIce oftne City Clerk,
Roqm 458, Noel C. Taylor
MuniCipal Building. All parties
'n Irrtafest may 8pplNlr on the
aOove date and be heard on
theque&tion.
If you' &nI a P8R0n wtth a
disability MlO needs accom.
modatklnstorthfspubllcheltl'.
Ing, contact the CltyCletk$
Office, 853-2541, by Thurs-
day, Aprjj 15, 2004.
GIVEN under my IIlInd thIs
30th day of March, ::1004.
MaryF. Pal1ler, City Clerk,
(2335510)
State of Virginia
City of Roanoke
I, (the undersigned) an authorized representative
of the Times-World Corporation, which corporation
is publisher of the Roanoke Times, a daily
newspaper published in Roanoke, in the State of
Virginia, do certify that the annexed notice was
published in said newspapers on the fOllowing
dates:
PUBLISHED OloJ:
O.~/02 04/09
TOTAL COST:
FILED ON:
241.00
04/14/04
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Authorized ~~
Signature:__!{;J;lt-e 7#
-
Billing Services Representative
/(\f'~
'7~rf\
NOTICE OF PUBLIC HEARING
TO WHOM IT MAY CONCERN:
Pursuant to the provisions of Article VII of Chapter 36.1, Code of the City of Roanoke
(1979), as amended, the Council of the City of Roanoke will hold a Public Hearing on
Monday, April 19, 2004, at 7:00 p.m., in the Council Chamber in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S.W., on the question of repealing Ordinance No.
35070-010200, adopted October 2, 2000, placing certain conditions upon a tract of land
located at 3509 Peters Creek, Road, N.W., and designated as Official Tax No. 6421133, and
placing new conditions on the subject property.
A copy of this proposal is available for public inspection in the Office of the City
Clerk, Room 456, Noel C. Taylor Municipal Building. All parties in interest may appear on
the above date and be heard on the question.
If you are a person with a disability who needs accommodations for this public
hearing, contact the City Clerk's Office, 853-2541, by Thursday, April 15, 2004.
GIVEN under my hand this 30th day of March, 2004.
Mary F. Parker, City Clerk.
H:\NOTlCES\N-REZOAMENDPROFECH0041904.DOCECH0041904
Notice to Publisher:
Publish in the Roanoke Times once on Friday, April 2, 2004, and once on Friday, April 9, 2004.
Send affidavit to:
Mary F. Parker, City Clerk
215 Church Avenue, S. W.
Roanoke, Virginia 2401 I
(540) 853-2541
Send bill to:
Joseph Lohkamp, Co-Owner
Echo Sentinel Group, LLC
P. O. Box 6319
Roanoke, Virginia 24017
(540) 265-9191
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 26, 2004
File #166-373-524
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 36675-041904 authorizing extension of an
existing lease between the City of Roanoke and the General Services
Administration of the United States of America for lease of certain space in the
Commonwealth Building, located at 210 Church Avenue, S. W., for a period ending
October 31,2004; and authorizing the City Manager to execute the requisite lease
extension agreement.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, /J
A~Jf/~~,
Mary F. Parker, CMC
City Clerk
MFP:ew
Attachment
Darlene L. Burcham
April 26, 2004
Page 2
pc: Jesse A. Hall, Director of Finance
Sherman M. Stovall, Acting Director, Management and Budget
Gareth R. McAllister, Facilities Manager
Philip C. Schirmer, City Engineer
Dana Long, Manager, Billings and Collections
Elizabeth A. Neu, Director of Economic Development
~~G
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36675-041904.
AN ORDINANCE authorizing the extension of an existing lease between the City of
Roanoke and the General Services Administration of the United States of America for the lease
of certain space in the Commonwealth Building, located at 210 Church Avenue, S.W., for a
period ending October 31, 2004; authorizing the City Manager to execute the requisite lease
extension agreement; and dispensing with the second reading by title of this ordinance.
WHEREAS, by Ordinance No. 27529, dated May 6, 1985, City Council authorized the
appropriate City officials to enter into a lease agreement, dated July 15, 1985, between the
United States of America, through the General Services Administration, for space in the
Commonwealth Building; and
WHEREAS, the General Services Administration of the United States of America is
interested in extending the current lease of this space, which was due to expire January 31,
2004, but was extended on a month-to-month basis for ninety days, upon the same terms as the
current lease.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The City Manager and City Clerk are hereby authorized to execute and attest,
respectively, on behalf of the City, in form approved by the City Attorney, a lease extension
agreement for lease of certain space within a City-owned property known as the
Commonwealth Building, upon the same terms as the current lease, such lease extension to
expire October 31, 2004, at $6.50 per square foot plus $4.07 per sqUaTe foot per month for
H:\ORDINANCES\O-CommonwealtBJdgLeaseExt041904.doc
operating costs with an initial annual rent amount of $131,290.08, as more particularly stated
in the City Manager's letter to City Council dated April 19, 2004.
2. Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATT{\ --r J. ~
City Clerk.
H:\ORDINANCES\O-CommonwealtBldgLeaseExt041904.doc
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Commonwealth Building Lease
Background:
The United States General Services Administration (GSA) leases the second floor
of the Commonwealth Building for use of the Federal Bankruptcy Court and
affiliated offices. The lease agreement expired January 31, 2004. However, the
original agreement provides the GSA an option to continue the agreement on a
month-to-month basis (not to exceed 90 days), if the GSA retains possession of
the premises beyond the expiration date. The GSA is currently exercising this
option and is interested in continuing the lease of the second floor, as well as
initiating a lease of an additional office suite on the first floor.
Considerations:
Currently, the GSA leases 12,413 square feet on the second floor of the
Commonwealth Building. The current lease rate is $6.50 per square foot plus
$4.07 per square foot for operating costs. The agreement requires an annual
increase of the operating costs based on Consumer Price Index 1982 _ 1984 =
100. Current total annual rent is $131,290.08. The GSA has agreed to lease an
additional office suite on the first floor upon completed renovations designed to
meet the needs of the Bankruptcy Court. The current construction schedule for
the additional space lists an anticipated completion date around the end of August.
Mayor Smith and Members of Council
April 19, 2004
Page 2
The GSA is prepared to execute an agreement with the City for the additional
space when construction is completed. The current lease agreement must be
extended until the new space is ready for occupancy. Upon completion of the new
space, a new agreement will be required to include all leasable space.
Recommended Action:
Authorize the City Manager to offer and execute an extension of the existing lease
between the City of Roanoke and the GSA, through October 31,2004, to allow
appropriate time for renovation of the first floor office suite and the completion of
the new lease agreement. All documents shall be on form approved by the City
Attorney.
Respectfully submitted,
~~J~)
Darlene L. Burcham
City Manager
DLB:slm
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Sherman M. Stovall, Acting Director of Management and Budget
Gareth McAllister, Facilities Manager
Charles M. Anderson, Architect II
Dana Long, Manager of Billings and Collections
Scott L. Motley, Economic Development Specialist
CM04-00064
The Roanoke Times
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The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
ROANOKE CITY CLERK'S
215 CHURCH AVE. RM 456
ATT: MARY PARKER, CL
ROANOKE VA 24011
REFERENCE: 80023382
02339824
Commonwealth Bldg.
State of Virginia
City of Roanoke
I, (the undersigned) an authorized representative
of the Times-World Corporation, which corporation
is publisher of the Roanoke Times, a daily
newspaper published in Roanoke, in the State of
Virginia, do certify that the annexed notice was
published in said newspapers on the following
dates:
City/County of Roanoke, Commonwealth/State of
Vir~t~ia. Sworn and subscribed before me this
__l_~_day of April 2004. Witness my hand and
~fJi~~~iYJ fL., () , No~ry Public
~~i~{e~pir~~__~~~~~_.
PUBLISHED ON:
04/09
TOTAL COST:
FILED ON:
118.09
04/14/04
N8!1CE If PlIIUC....
The City fIf Ibinoke proposes
to -'00 B IBHe of. a portlon
fIf.tneClt)'oOWl1ltd prQperty
knoM1 .. the eornm.riweaJeh
Building, located at' 210
Church Avenue, S.W., to the
United StateI.FederaI G0vern-
ment, General Services
AdlTllnlstratlon, SUCh lease to
elQJlre October 31, 2004.
Pul8Uant to the requirements
of U15.2-18OO(8) IKId 1813
Code of VlrpJla (1950),. a~
amended, notlce Is hereby
gtven that the CIty 'CouncIl Ofl
the City of Roanoke will hold a
publIc heatint on the above
matter at Its reeriar meetlng
to be held on Api!1 19, 2004'1
commenclng at 1~OO p.m., In
the Council ChambeI1l of the
Noel C. Tay/or Mt.lnlclpal Build-
Ing.. located at 215 Church
Aveoue, S.W., Roanoke, V1r-
ilnla24011.
Citizens shall hrWe the oppor.
tunltyto be heard and elQJl'IIss
their opinions on safd matter.
lfyoyareapel1lOllwftlladls_
abl~ Who needs accommoda_
tions for this hearing, please
contact the CIty C1erk's omce
(853-2541), before 12:00
~=. on ThUl1lday, April 15,
GIVEN under my hand thls 8th
day of April, 2004.
MIIIYF.Parker,CItyClerk.
(2339824)
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Authorized ~ _ ~
Signature:__f~~~
Billing Services Representative
NOTICE OF PUBLIC HEARING
, ,
v/
The City of Roanoke proposes to extend a lease of a portion of the City-owned property,
known as the Commonwealth Building, located at 210 Church Avenue, S.W., to the United States
Federal Government, General Services Administration, such lease to expire October 31,2004.
Pursuant to the requirements of 9915.2-1800(B) and 1813, Code of Virginia (1950), as
amended, notice is hereby given that the City Council of the City of Roanoke will hold a public
hearing on the above matter at its regular meeting to be held on April 19, 2004, commencing at 7:00
p.m., in the Council Chambers of the Noel C. Taylor Municipal Building, located at 215 Church
Avenue, S.W., Roanoke, Virginia 24011.
Citizens shall have the opportunity to be heard and express their opinions on said matter.
If you are a person with a disability who needs accommodations for this hearing, please
contact the City Clerk's Office (853-2541), before 12:00 noon on Thursday, April 15, 2004.
GNEN under my hand this 6th day of April
,2004.
Mary F. Parker, City Clerk.
H:\NOTICES\NL-COMV A-GENERALSERV - 041904.DOC
Notice to Publisher:
Publish in the Roanoke Times once on Friday, April 9, 2004.
Send bill and affidavit to:
Mary F. Parker, City Clerk
215 Church Avenue, S. W.
Roanoke, Virginia 24011
(540) 853-2541
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 26, 2004
File #68-166-221
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 36676-041904 authorizing the City Manager
to execute the necessary documents providing for conveyance of a .0427 acre
parcel and a 0.026 acre parcel of City-owned property know as Parcel Band
Parcel D, respectively, being portions of Official Tax No. 4060502, located adjacent
to Roanoke Memorial Hospital, to Carilion Medical Center, showing the
resubdivision of Official Tax No. 4060502 containing 58.189 acres and dated
March 24, 2004, upon certain terms and conditions, and contingent upon approval
of the City's subdivision plat.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
MFP:ew
SA~ j.fJ~
Mary F. Parker, CMC
City Clerk
Attachment
Darlene L. Burcham
City Manager
April 26
Page 2
pc: Jesse A. Hall, Director of Finance
Philip C. Schirmer, City Engineer
Dr. Edward G. Murphy, MD, President and CEO, Carilion Health System,
1906 Belleview Avenue, S. E., Roanoke, Virginia 24014
()~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINlA,
The 19th day of April, 2004.
No. 36676-041904.
AN ORDINANCE authorizing the City Manager to execute the necessary documents
providing for the conveyance of a .0427 acre parcel and a 0.026 acre parcel of City-owned
property known as Parcel B and Parcel D, respectively, being portions of Official Tax No.
4060502, located adjacent to Roanoke Memorial Hospital, to Carilion Medical Center, as shown
on plat from records and boundary line adjustment for Carilion Medical Center showing the
resubdivision of Official Tax No. 4060502, containing 58.189 acres and dated March 24, 2004,
upon certain terms and conditions, and contingent upon approval of the City's subdivision plat;
and dispensing with the second reading of this ordinance.
WHEREAS, a public hearing was held on April 19,2004, pursuant to 9915.2-1800(B)
and 15.2-1813, Code of Virginia (1950), as amended, at which hearing all parties in interest and
citizens were afforded an opportunity to be heard on said conveyance.
BE IT ORDAINED by the Council of the City of Roanoke that:
I. The City Manager and the City Clerk are hereby authorized, for and on behalf of
the City, to execute and attest, respectively, the necessary documents providing for the
conveyance to Carilion Medical Center of a .0427 acre parcel and a 0.026 acre parcel of City-
owned property known as Parcel B and Parcel D, respectively, being portions of Official Tax No.
4060502, located adjacent to Roanoke Memorial Hospital, as shown on plat from records and
boundary line adjustment for Carilion Medical Center showing the resubdivision of Official Tax
No. 4060502, containing 58.189 acres and dated March 24, 2004, for the consideration of
$100,780.00, upon the terms and conditions set forth in the City Manager's letter to this Council
dated April 19, 2004.
2. This conveyance is contingent upon approval of the City's subdivision plat.
3. All documents necessary for this conveyance shall be in form approved by the
City Attorney.
4. Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
A1TI^~ lP~
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
Qt U"<:.J
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Conveyance of a Portion of City-Owned
Property (Tax No. 4060502) adjacent to
Roanoke Memorial Hospital
The City of Roanoke currently owns property located adjacent to Roanoke Memorial Hospital.
Carilion Medical Center is proceeding with expansion of this hospital and has need for a portion
of this property which jogs into the Carilion site. Carilion Medical Center has agreed to
purchase the property from the City at its appraised value.
A plat has been prepared subdividing City-owned parcel #4060502. The 0.427 acre "Parcel B",
and the 0.026 acre "Parcel D", are shown on Attachment #1 as the area to be conveyed to
Carilion Medical Center. An appraisal was prepared by Miller, Long & Associates, Inc. on
February 24, 2004 for Parcel B. The fee simple market value was determined by this appraisal to
be $95,000, or $5.11/square foot. Parcel D has been added since the appraisal, but is of a similar
location and nature. Extending the same sqlft price to Parcel D, would bring the appraisal for both
parcels to $100,780.
Recommended Action(s):
Authorize the sale of this property to Carilion Medical Center for $100,780 by special warranty
deed, such deed to be approved as to form by the City Attorney.
Respectfully submitted,
~
Darlene L.
City Manager
Honorable Mayor and Members of Council
April 19,2004
Page 2
DLB/JGR
Attachments
c: William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
Jesse A. Hall, Director of Finance
J. Greg Reed, Utility Engineer
CM04-00056
The Roanoke Times
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The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
ROANOKE CITY CLERK'S
215 CHURCH AVE. RM 456
ATT: MARY PARKER, CL
ROANOKE VA 24011
REFERENCE: 80023382
02339811
Rke. Memorial
State of Virginia
City of Roanoke
I, (the undersigned) an authorized representative
of the Times-World Corporation, which corporation
is publisher of the Roanoke Times, a daily
newspaper published in Roanoke, in the State of
Virginia, do certify that the annexed notice was
published in said newspapers on the following
dates:
City/County of Roanoke, Commonwealth/State of
Virginia. Sworn and subscribed before me this
__J_~day of April 2004. Witness my hand and
official seal.
~-4tLLqJ _0~J 0 __'- Nqtary Public
My commissiO~~x~~~_~~~____.
PUBr~ISHEI) ON:
04/09
TOTAL COST:
FILED ON:
134.96
04/14/04
IIOTlCEIfPUlIlCIIfARIIIC
The City of Roanoke proposes
to convey-two portlons of CIty-
owned Pn:ige~ identified by
I Ol'ficlal Tall: No. 4060502,
looatad at the Intersection of
Yellow Mountain Road arid Jef-
ferson Stnlat, to the Carillon
Medical Canter. ' Such parcels
COOIIit of 0.427 jtOnt and
0.026 acre, and art Iooated
on the northeast boundary of
the propartywhk:tlls adjacent:
to Roanoke Memorial Hospital. ,
Pursuant to the requltements
of U15.2.18OO(B) and 1813,
Code of Virginia (1950), as
amended, notice Is hereby
given that the CIty Cou,ncil of
the CIty of Roanoke will hold a
pUblic hHrtng on the abOve
matter at Its, re..-r meeting
to be held onMGncl8y, AprIl
19, 2004, ~ncIna: at
7:00 p.m., in 1lte Council
Chambers, 4th Floor, Noel C.
Taylor Municipal BuHdint. :i!15
Church - Avenue,_ S.W"
ROllnoke, VIrginia. Further
Informatlon Is lMINablefrom
the OffIce of the City Clel1I: for
the City of Roanoke lit (540)
853-2541.
Citizens shall have the oppor-
tunlty,to be heard and express
their opinions on said matter.
If you are a person wfth ill dis-
ability who needa accommoda.
tionS for thl$ hearing, please
contact the Clt)'Clerk's Ol'fice
{853-2541), before 12:00
noon on Thursday, April 15,
2004.
GIVEN uridermy hand thIs l6t
; day of April, 2004.
I' Mary F. Parker, CityCI8f'k.
(2339811) ,
~
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Authorized
Signature:___j ~
t<1--~~ Billing Services Representative
"". /
~\).0
"
NOTICE OF PUBLIC HEARING
The City of Roanoke proposes to convey two portions of City-owned property
identified by Official Tax No. 4060502, located at the intersection of Yellow Mountain Road
and Jefferson Street, to the Carilion Medical Center. Such parcels consist of 0.427 acre and
0.026 acre, and are located on the northeast boundary of the property which is adjacent to
Roanoke Memorial Hospital.
Pursuant to the requirements of~~15.2-1800(B) and 1813, Code of Virginia (l950), as
amended, notice is hereby given that the City Council of the City of Roanoke will hold a
public hearing on the above matter at its regular meeting to be held on Monday, April 19,
2004, commencing at 7:00 p.m., in the Council Chambers, 4th Floor, Noel C. Taylor
Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia. Further information is
available from the Office of the City Clerk for the City of Roanoke at (540) 853-2541.
Citizens shall have the opportunity to be heard and express their opinions on said
rnatter.
If you are a person with a disability who needs accommodations for this hearing,
please contact the City Clerk's Office (853-2541), before 12:00 noon on Thursday, April 15,
2004.
GIVEN under my hand this ~ day of April
,2004.
Mary F. Parker, City Clerk.
H:INOTlCESINS_ClTY TO RKEMEMHOSP041904,DOC
Notice to Publisher:
Publish in the Roanoke Times once on Friday, April 9, 2004.
Send bill and affidavit to:
Mary F. Parker, City Clerk
215 Church Avenue, S. W.
Roanoke, Virginia 24011
(540) 853-2541
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 26, 2004
File #28-166-458
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 36677-041904 authorizing donation and
conveyance of a ten-foot by ten-foot easement on City-owned property known as
Jackson Park, identified as Official Tax No. 4130501, to Roanoke Gas Company, to
relocate an eight foot high relief valve from the northern side of Morningside
Street to 53 feet from the property line adjacent to Langhorn Street, upon certain
terms and conditions.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely, /J
A Mq .}. r fMJv-
Mary F. Parker, CMC
City Clerk
MFP:ew
Darlene L. Burcham
April 22, 2004
Page 2
pc: Mr. Lantz Humphries, Roanoke Gas Company, 519 Kimball Avenue, N. E.
Roanoke, Virginia 24030
Jesse A. Hall, Director of Finance
Steven C. Buschor, Director of Parks and Recreation
Philip C. Schirmer, City Engineer
1;//
f;~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINlA,
The 19th day of April, 2004.
No. 36677-041904.
AN ORDINANCE authorizing the donation and conveyance of a ten-foot by ten-foot
easement on City-owned property known as Jackson Park, identified by Official Tax No. 4130501, to
Roanoke Gas Company, to relocate an eight foot high relief valve frorn the northern side of
Morningside Street to fifty-three feet from the property line adjacent to Langhorn Street, upon certain
terms and conditions; and dispensing with the second reading by title of this ordinance.
WHEREAS, a public hearing was held on April 19, 2004, pursuant to !l!l15.2-1800(B) and
1813, Code of Virginia (1950), as amended, at which hearing all parties in interest and citizens were
afforded an opportunity to be heard on such conveyance.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that:
I. The City Manager and City Clerk are hereby authorized to execute and attest,
respectively, in form approved by the City Attorney, the necessary documents donating and
conveying a ten-foot by ten-foot easement on City-owned property known as Jackson Park, identified
as Official Tax No. 4130501, to Roanoke Gas Company for the relocation of a eight foot high relief
valve from the northern side of Mornings ide Street to fifty-three feet from the property line adjacent
to Langhorn Street, upon certain terms and conditions, as rnore particularly set forth in the April 19 ,
2004, letter of the City Manager to this Council.
2. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this
ordinance by title is hereby dispensed with.
ATTEST:
0~
:/L
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Request of Roanoke Gas Company for
Easement on City-owned Property-
Jackson Park - TM# 4130501
By Ord. No. 36532-102303, City Council approved a request of Roanoke Gas Company for
a ten-foot by ten-foot easement on City-owned property located in Jackson Park, SE, in
order to relocate an eight-foot high relief valve from the northern side of Morningside
Street. The contractor installing the valve failed to locate it within the specified easement
area. Roanoke Gas Company is requesting that the easement area be revised to
accommodate the actual location of the valve, which is approximately 53' from the property
line adjacent to Langhorn Street, instead of 27' 11" as shown on their original request. See
Attachment #1.
Recommended Action(s):
Following a public hearing, authorize the City Manager to execute the appropriate
document granting the easement as described above to Roanoke Gas Company, such
document to be approved as to form by the City Attorney.
~~~-
Darlene L. Burcham
City Manager
DLB/SEF
Attachment
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Gary S. Hegner, Superintendent of Parks & Grounds
Sarah E. Fitton, Engineering Coordinator
#CM04-0058
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Attachment #1
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The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
The Roanoke Times
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -+- - - - - - - - - - - - - - - - - - - - - - - - - --
ROANOKE CITY CLERK'S
215 CHURCH AVE. RM 456
ATT: MARY PARKER, CL
ROANOKE VA 24011
REFERENCE: 80023382
02339804
Jackson Park
IfOTIC(OFPIllllCItIIlIIIC
TO WHOM IT MAVi:oNCERN:
The CItY Of Roenoke proposes
to grant a ten-faot',by ten-toat
easement, . on pl'tlperty known I
as Jackson Park, Identifled as
OffIcial Tax No. 4130501, to
Roanoke QM Company to'
rel~ablghrellefvalve
fifty-three fMt from the PrOP-
erty line adjabent to Langhom
Street.
State of Virginia
City of Roanoke
Pursuant W the requll'8l'nents
of U15.2,18OO(B) and 1813,
Code of Virginia (1950), as
amended, notice is hereby
given tMt the City Council of
the Ch;y of Roanoke will hold a,
publIC hearing on the above
m~r at Its regular meeting
on'MOnday, April 19, 2004, It
7:00p.m., or as soontheretlf-
ter'as the mitttlr mlW be
heard In the Council. Cham-
bers, Noel C. Taylor Municipal
Building. 215 Churoh Avenue,
S.W., Roanoke, VirSlnIa, at
whlchtime cltllens of the City
shall be IJven<an opportunity
to appear and be heard by
Council on the subject. Further
information In the ronn of a
letter to CIty Council dated
April 19, 2004, Is available
from the 0fI'l0e of the City
Clerk for the CIty of Roanoke
at (540) 853-2541.
I, (the undersigned) an authorized representative
of the Times-World Corporation, which corporation
is publisher of the Roanoke Times, a daily
newspaper published in Roanoke, in the State of
Virginia, do certify that the annexed notice was
published in said newspapers on the following
dates:
City/County of Roanoke, Commonwealth/State of
Vi~~~nia. Sworn and subscribed before me this
_l_~___day of April 2004. Witness my hand and
official seal.
~~--OrL/.!...rr;;~T N~taS>;",Kublic
My commission e~~~~_~~~r____.
If you are a person with a dls-
ability who I'IHds accommocl8-
tlonsfor thiS.....ring.please
contact the CIty Clerk's Offlce
(853-2541), before 12:00
noon on ~ay, April 15,
2004. ,,-
GIVEN LI1C1er my hand this 1st
day of April, 2p04.
MaryF. P&rker,CltyCIerk.
(2339804)
iy
PUEI,ISHEDON:
04/09
TOTAL, COST:
FILED ON:
134.96
04/14/04
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -+- - - - - - - - - - - - - - - - - - - - - - - - - --
Authorized ~~ ~ ~~ r
Signature:__;l~_~_~~~Billing Services Representative
""
NOTICE OF PUBLIC HEARING
TO WHOM IT MAY CONCERN:
The City of Roanoke proposes to grant a ten-foot by ten-foot easernent, on property
known as Jackson Park, identified as Official Tax No. 4130501, to Roanoke Gas Company to
relocate a high relief valve fifty-three feet from the property line adjacent to Langhorn Street.
Pursuant to the requirements ofSSI5.2-1800(B) and 1813, Code of Virginia (1950), as
amended, notice is hereby given that the City Council of the City of Roanoke will hold a
public hearing on the above matter at its regular meeting on Monday, April 19, 2004, at 7:00
p.m., or as soon thereafter as the matter may be heard in the Council Charnbers, Noel C.
Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia, at which time
citizens of the City shall be given an opportunity to appear and be heard by Council on the
subject. Further information in the form of a letter to City Council dated April 19, 2004, is
available frorn the Office of the City Clerk for the City of Roanoke at (540) 853-2541.
If you are a person with a disability who needs accommodations for this hearing,
please contact the City Clerk's Office (853-2541), before 12:00 noon on Thursday, April 15,
2004.
GIVEN under my hand this ....kL day of April
,2004.
Mary F. Parker, City Clerk.
H:\NOTICES\N-RKEGASCOEASEMENT{JACKSONPARK)04190J.OOC
Notice to Publisher:
Publish in the Roanoke Times once on Friday, April 9, 2004.
Send bill and affidavit to:
Mary F. Parker, City Clerk
215 Church Avenue, S. W.
. Roanoke, Virginia 24011
(540) 853-2541
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon, CMC
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 26, 2004
File #28-166-448
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 36678-041904 authorizing donation and
conveyance of a perpetual five foot by 130 foot easement on City-owned property
at Franklin Road, S. E., identified as Official Tax No. 4016004 to Cox
Communications, Inc., to install fiber optic cables, fixtures and appurtenances for
the purpose of providing telecommunication services to the building located at
111 Franklin Road, S. L, upon certain terms and conditions.
The abovereferenced measure was adopted by the Council of the City of Roanoke
at a regular meeting which was held on Monday, April 19, 2004, and is in full force
and effect upon its passage.
Sincerely,
!L
n~
Mary F. Parker, CMC
City Clerk
MFP:ew.
Attachment
Darlene L. Burcham
April 26, 2004
Page 2
pc: Tim J. Devinney, Engineering Manager, Cox Communications
P. O. Box 13726, Roanoke, Virginia 24036
Jesse A. Hall, Director of Finance
Steven C. Buschor, Director of Parks and Recreation
Philip C. Schirmer, City Engineer
(Jo"!
viJ.c
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 19th day of April, 2004.
No. 36678-041904.
AN ORDINANCE authorizing the donation and conveyance of a perpetual five foot
by one hundred thirty foot easement on City-owned property at Franklin Road, S.E.,
identified by Official Tax No. 4016004, to Cox Communications, Inc., to install fiber optic
cables, fixtures and appurtenances for the purpose of providing telecommunication services
to the building located at. 111 Franklin Road, S.E., upon certain terms and conditions; and
dispensing with the second reading by title of this ordinance.
WHEREAS, a public hearing was held on April 19, 2004, pursuant to 9915.2-1800(B)
and 1813, Code of Virginia (l950), as amended, at which hearing all parties in interest and
citizens were afforded an opportunity to be heard on such conveyance.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that:
L The City Manager and City Clerk are hereby authorized to execute and attest,
respectively, in form approved by the City Attorney, the necessary documents donating and
conveying a perpetual five foot by one hundred thirty foot easernent on City-owned property
at Franklin Road, S.E., identified by Official Tax No. 4016004, to Cox Communications,
Inc., to install fiber optic cables, fixtures and appurtenances for the purpose of providing
telecommunication services to the building located at 111 Franklin Road, S.E., upon certain
terms and conditions, as rnore particularly set forth in the April 19, 2004, letter of the City
Manager to this Council.
2. Pursuant to the provisions of Section 12 ofthe City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
A *--1
City Clerk.
J. fL..
~
CITY OF ROANOKE
OFFICE OF THE CITY MANAGER
Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 364
Roanoke, Virginia 24011-1591
Telephone: (540) 853-2333
Fax: (540) 853-1138
CityWeb: www.roanokegov.com
April 19, 2004
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Request of Cox
Communications, Inc.
for Easement on City-
owned Property at Franklin
Road S.E.
Cox Communications, Inc. (Cox) has requested a perpetual five foot wide by 130 foot
long easement to locate telecommunications facilities on City-owned property,
identified by tax number 4016004. See Attachment #1. This easement will permit
the installation of fiber optic cables, fixtures and appurtenances necessary to provide
telecommunications services to the building located at 111 Franklin Road, S.E. Ifthe
facilities located within the easement are ever removed, the easement shall become
null and void. Cox has agreed to pay $1 ,850 for the easement. See Attachment #2
for sketch.
Recommended Action(s):
Following a public hearing, authorize the City Manager to execute the appropriate
documents granting a five foot wide by 130 foot long easement as described above to
Cox Communications, Inc., approved as to form by the City Attorney.
Respectfully sLJbmitted,
-~~~~
'----,/
Darlene L. Burcham
City Manager
DLB/SEF
Attachment
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Beth Neu, Economic Development Director
Sarah E. Fitton, Engineering Coordinator
#CM04-00059
DRAFT
Attachment #1
THIS AGREEMENT, made this _ day of
, 2004, by and between the CITY
OF ROANOKE, a municipal corporation existing under the laws of the Commonwealth of
Virginia, herein called "GRANTOR," and COX COMMUNICATIONS, INC., a Delaware
corporation, herein called "Grantee".
WITNESSETH:
THAT FOR AND IN CONSIDERATION of the sum of $1,850.00, the receipt of
which is hereby acknowledged, the GRANTOR does hereby grant to GRANTEE, its affiliates,
subsidiaries, successors and assigns, a perpetual five (5) foot easement to construct, place,
operate, inspect, maintain, repair, replace and remove telecommunications facilities as Grantee
may from time to time require, consisting of conduits, fiber optic cables, strands, wires, coaxial
cables, communication cables, communication equipment, hardware, pads, markers, pedestals,
junction boxes, fixtures, appurtenances and any other items desired by Grantee (collectively
"Facilities"), on the properties of the City of Roanoke, Virginia, further identified as Roanoke
City Tax Parcel numbered 4016004
BEING a permanent right of way and easement, in, under, across, over and upon that
area located within said lands for the purpose of providing service to the building
located at 111 Franklin Road, as shown on that certain Cox Communications, Inc.
Drawing dated 3-11-04, entitled" Roanoke City Easement & Right of Way", attached
hereto and made a part hereof.
TOGETHER with the right of ingress and egress to and over said above referred to
premises and any of the adjoining lands of the Grantors at any and all times, for the purpose of
exercising and enjoying the rights herein granted, and for doing anything necessary or useful or
convenient in connection therewith. The Grantor hereby grants, conveys and warrants to Cox
Communications, Inc. a non-exclusive right of way easement for said facilities.
In the event GRANTEE should remove all of said Grantee's facilities from the lands of
the GRANTOR, then all of the rights, title and interest of the party of GRANTEE in the right of
way and license hereinabove granted, shall revert to the GRANTOR, its successors and assigns.
GRANTEE agrees to notify the Director of Parks and Recreation in writing 5 days prior
to commencement of construction, and to provide and maintain alternate pedestrian and bicycle
access to the Mill Mountain Greenway at all times during construction or repairs. Such
notification shall bemailedt0210ReserveAvenue.Roanoke.V A 24016.
GRANTEE agrees that all areas of the property disturbed during construction shall be
restored to as close to its condition before such disturbance as is reasonably possible.
GRANTEE agrees to indemnify and save harmless the GRANTOR against any and all
loss or damage, accidents, or injuries, to persons or property, whether of the GRANTOR or any
other person or corporation, arising in any manner from the negligent construction, operations, or
maintenance, or failure to properly construct, operate, or maintain said Grantee's facilities.
TO HAVE AND TO HOLD the same unto Cox Communications, Inc., its successors
and assigns.
Upon recordation of this agreement Grantee accepts the terms and conditions contained
herein.
WITNESS the signature of the City of Roanoke by Darlene L. Burcham, its City
Manager, and its municipal seal hereto affixed and attested by Mary F. Parker, its City Clerk
pursuant to Ordinance No. adopted on
CITY OF ROANOKE
CITY MANAGER
ATTEST:
CITY CLERK
STATE OF VIRGINIA )
) TO-WIT:
CITY OF ROANOKE )
I, , a Notary Public in and for the City and
Commonwealth At Large, do certify that
and City Manager and City Clerk, respectively, of the City of
Roanoke, whose names as such are signed to the writing above, bearing date the day
of , 2004, have each acknowledged the same before me in my
jurisdiction aforesaid.
Given under my hand this
day of
,2004.
Notary Public
My Commission Expires:
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The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
The Roanoke Times
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -+- - - - - - - - - - - - - - - - - - - - - - - - - --
ROANOKE CITY CLERK'S
215 CHURCH AVE. RM 456
ATT: MARY PARKER, CL
ROANOKE VA 24011
IfOIlC( If PUIUC HURIlC
REFERENCE: 80023382
02339819
Cox Cable
TO WHOM IT MAY CONCERN:
llIeCity OUioanol(('Ptoflo$eS
tO~-',_~i8vefoot
wldebyone'~thirty
footlongease~rtolnl5tall
fiber optic cebles, ftittures and
appurten~ on City-owned
property, identified by tall:
Number 4018004, located on
Franklin" Road, S.E., to COll:
Communfcatlons, Inc., for Uie
purpoeeofp,ovldlngtelecom_
rnunlcatlon',servlces to the
bulklln&locatedatlU,Frank_
lin Roed, S.E.
State of Virginia
City of Roanoke
I, (the undersigned) an authorized representative
of the Times-World Corporation, which corporation
is publisher of the Roanoke Times, a daily
newspaper published in Roanoke, in the State of
Virginia, do certify that the annexed notice was
published in said newspapers on the following
dates:
Pursuant 10 tha requirements
of "15.2-1800(8) and 1813,
Coda of VIl'fJnia (1950), as
-""""'"-
given N"1he ~ CoUftclI of
tneCil);.~~lholda
publIC ,,"rlril'b'ri"the abOve
matter at Its I'8JUlar meeting
on ~; ~riI19,2004, at;
7:oop.m.,orealOOnthereaf_
tar as. the matter may be
heard In the Council Cham-
bers. Noel C. Taylor MunIcipal
aufkiing.215 Church Avenue,
S.W., .-ftoenoke, Virginia, at
~,lcIi time citizens of the City;'
shiilf be',jMn an opportunity I
to' ....... Jindbe ,,"I'd by
Council /:iti.thitlUtlject. Further
tnformaflon in the'form of a
tetter to CIty Council dated
April 19; 2004, Is available
from the Mice of the City
Clerkfot-the CIty of Roanoke,
at (540) 853-2541.
City/County of Roanoke, Commonwealth/State of
Vir~inia. Sworn and subscribed before me this
__j~_day of April 2004. Witness my hand and
official seal. ~
-~_~:..___ __ :.._ Notar Public
~on expir s __ --____fI:!J.~c()___.
If you 8nt a person with 8 dis-
ability who n8eds accommoda-
tions for this hearing. please
COntaCtthe~Clerk'sOfflce
(853-2641), "before 12:00
noon on Thursday, AprIt 15,
2004.
GIVEN under my hand Itlls 1St
day of Api'll, 2004.
Mary F. Parker,CltyClerk.
(2339819)
PUBLISHED ON:
04/09
TOTAL CO'3T:
FILED ON:
147.01
04/14/04
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -+- - - - - - - - - - - - - - - - - - - - - - - - - --
Authorized v-: ...J '-/11/..LJ,... /. . . ~'"':. ^
Signature:_;l~_~__~~2U~~~~~'
Billing Services Representative
! ..L
(' .
,J
NOTICE OF PUBLIC HEARING
TO WHOM IT MAY CONCERN:
The City of Roanoke proposes to grant a perpetual five foot wide by one hundred
thirty foot long easement to install fiber optic cables, fixtures and appurtenances on City-
owned property, identified by tax Number 4016004, located on Franklin Road, S.E., to Cox
Communications, Inc., for the purpose of providing telecommunication services to the
building located at III Franklin Road, S.E.
Pursuantto the requirements ofSSI5.2-1800(B) and 1813, Code of Virginia (1950), as
amended, notice is hereby given that the City Council of the City of Roanoke will hold a
public hearing on the above matter at its regular meeting on Monday, April 19, 2004, at 7:00
p.m., or as soon thereafter as the matter may be heard in the Council Chambers, Noel C.
Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia, at which time
citizens of the City shall be given an opportunity to appear and be heard by Council on the
subject. Further information in the form of a letter to City Council dated April 19, 2004, is
available from the Office of the City Clerk for the City of Roanoke at (540) 853-2541.
If you are a person with a disability who needs accommodations for this hearing,
please contact the City Clerk's Office (853-2541), before 12:00 noon on Thursday, April 15,
2004.
GIVEN under my hand this ~ day of April
,2004.
Mary F. Parker, City Clerk.
H:\NOTICES\N-COXCABLEEASEMENT041904.00C
Notice to Publisher:
Publish in the Roanoke Times once on Friday, April 9, 2004.
Send bill and affidavit to:
Mary F. Parker, City Clerk
215 Church Avenue, S. W.
Roanoke, Virginia 24011
(540) 853-2541
~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 22nd day of April, 2004.
No. 36679-042204.
A RESOLUTION changing the time of commencernent of the regular meeting of City
Council scheduled to be held at 9:00 a.m., on Monday, May 3, 2004.
BE IT RESOLVED by the Council of the City of Roanoke that:
I. The time of commencernent of the meeting of City Council scheduled to be
held at 9:00 a.rn., on Monday, May 3,2004, in the Council Charnber of the Noel C. Taylor
Municipal Building, at 215 Church Avenue, S. W., in the City of Roanoke, is hereby changed
to commence at 10:00 a.rn. on that date.
2. Resolution No. 36414-070703, adopted July 7, 2003, is hereby amended to the
extent it is inconsistent with this resolution.
3. The City Clerk is directed to cause a copy of this resolution to be posted
adjacent to the doors of the Council Chambers and inserted in a newspaper having general
circulation in the City at least seven days prior to May 3,2004.
ATTEST:
n
C/
r~
A~
1
-j,
City Clerk.
Notice to Publisher:
Publish in the Roanoke Times once on Saturday, April 24, 2004.
Send bill and affidavit to:
Mary F. Parker, City Clerk
215 Church Avenue, S. W.
Roanoke, Virginia 24011
(540) 853-2541