HomeMy WebLinkAboutCouncil Actions 05-07-07
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37745-050707
ROANOKE CITY COUNCIL
ROANOKE CITY SCHOOL BOARD
MONDAY, MAY 7, 2007
9:00 A.M.
ROOM 159
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AGENDA
. 1. Call to Order -- Roll Call. City Council (Council Members Lea and Wishneff
arrived late.)
School Board (Trustee Penn arrived late, and Vice-
Chairman Nash was absent.)
2. Welcome and Opening Remarks: Mayor Harris
Chair Carson
3. Items for Discussion:
· Fiscal Year 2007-2008 School Budget
. Offer to Purchase Textbooks
· Updates from Facilities and Finance Committees
4. Other Business.
5. Comments by Council Members/School Trustees.
6. Recess - City Council.
Adjourn - School Board.
THE SCHOOL BOARD MEETING WAS ADJOURNED.
THE COUNCIL MEETING WAS RECESSED AND IMMEDIATELY RECONVENED.
A communication from Mayor C. Nelson Harris requesting that Council convene in a
Closed Meeting to discuss vacancies on certain authorities, boards, commissions
and committees appointed by Council, and to interview an applicant to fill the
unexpired term of Lora j. Katz, as a member of the Architectural Review Board,
pursuant to Section 2.2-3711 (A)(l), Code of Virginia (1950), as amended.
Approved (5-0) Council Members Dowe and Mason were not present when vote
was recorded.
File #110-132-249
A communication from the City Manager requesting that Council convene in a
Closed Meeting to discuss possible incentives for the expansion of an existing
business in the City, where no previous announcement has been made of the
business' interest in expanding its facility, pursuant to Section 2.2-3711 (A)(5), Code
of Virginia (1 950), as amended.
Approved (5-0) Council Members Dowe and Mason were not present when vote
was recorded.
File #1 32
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.
Approved (5-0) Council Members Dowe and Mason were not present when vote
was recorded.
File #132
Items for discussion at the joint meeting of Council and the Board of Zoning
Appeals on Monday, June 4, 2007. Items were to be referred to the City Clerk or
City Manager for inclusion on the agenda.
Items listed on the 2:00 p.m. Council docket requiring discussion/clarification and
additions/deletions to the 2:00 p.m. agenda. (5 minutes)
Topics for discussion by the Mayor and Members of Council. (5 minutes)
BRIEFINGS:
.
Transportation Projects Update
Presentation on Proposed Library Kiosk
Proposed Police Curfew Center
20 minutes
10 minutes
10 minutes
.
.
2
AT 11 :30 A.M., THE COUNCIL MEETING WAS RECESSED TO BE RECONVENED AT
VIRGINIA WESTERN COMMUNITY COLLEGE, NATURAL SCIENCE CENTER,
3095 COLONIAL AVENUE, S.W., FOR A LUNCHEON MEETING WITH VIRGINIA
WESTERN COMMUNITY COLLEGE EDUCATIONAL FOUNDATION, INC., FOR AN
OVERVIEW OF PROGRAMS OFFERED BY THE COLLEGE.
3
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ROANOKE CITY COUNCIL
VIRGINIA WESTERN COMMUNITY COLLEGE
EDUCATIONAL FOUNDATION, INC.
LUNCHEON MEETING AND TOUR
MAY 7,2007
12:00 P.M.
NATURAL SCIENCE CENTER
3095 COLONIAL AVENUE, S.W.
1. Welcome and Introductions. Council Members Lea and Wishneffwere absent.
2. Blessing of the Meal. Dr. Sandel.
3. Education Makes a Difference: Dr. Robert H. Sandel, President, Virginia
Western Community College.
4. Comments by Council/Educational Foundation.
AT 1 :30 P.M., THE COUNCIL MEETING WAS RECESSED TO BE RECONVENED AT
2:00 P.M., IN THE CITY COUNCIL CHAMBER, ROOM 450, NOEL C. TAYLOR
MUNICIPAL BUILDING, 215 CHURCH AVENUE, S. W.
4
ROANOKE CITY COUNCIL
REGULAR SESSION
MAY 7, 2007
2:00 P.M.
CITY COUNCIL CHAMBER
AGENDA
1. Call to Order--Roll Call. (All Members Present)
The Invocation was delivered by Council Member Beverly T. Fitzpatrick,
Jr.
The Pledge of Allegiance to the Flag of the United States of America was
led by Mayor C. Nelson Harris.
Welcome. Mayor Harris.
NOTICE:
Meetings of Roanoke City Council are televised live on RVTV Channel 3.
Today's Council meeting will be replayed on Channel 3 on Friday,
May 11, 2007, at 7:00 p.m., and Sunday, May 13, 2007, at 4:00 p.m. Council
meetings are offered with closed captioning for the hearing impaired.
5
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.ROANOKEVA.GOV.CLlCKONTHESERVICEICON.CLlCK ON COUNCIL
AGENDAS TO ACCESS THE APPROPRIATE AGENDA AND COUNCIL MEETING.
IF ADOBE ACROBAT IS NOT AVAILABLE, A PROMPT WILL APPEAR TO
DOWNLOAD PRIOR TO VIEWING AGENDA INFORMATION.
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES
ACT. SPECIAL ASSISTANCE IS AVAILABLE FOR DISABLED PERSONS
ADDRESSING CITY COUNCIL. EFFORTS WILL BE MADE TO PROVIDE
ADAPTATIONS OR ACCOMMODATIONS BASED ON INDIVIDUAL NEEDS OF
QUALIFIED INDIVIDUALS WITH DISABILITIES, PROVIDED THAT REASONABLE
ADVANCE NOTIFICATION HAS BEEN RECEIVED BY THE CITY CLERK'S OFFICE.
ALL PERSONS WISHING TO ADDRESS COUNCIL WILL BE REQUIRED TO CALL
THE CITY CLERK'S OFFICE PRIOR TO THE MONDAY COUNCIL MEETING, OR
REGISTER WITH THE STAFF ASSISTANT AT THE ENTRANCE TO THE COUNCIL
CHAMBER PRIOR TO COMMENCEMENT OF THE COUNCIL MEETING. ONCE
THE COUNCIL MEETING HAS CONVENED, THERE WILL BE NO FURTHER
REGISTRATION OF SPEAKERS, EXCEPT FOR PUBLIC HEARING MATTERS. 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.ROANOKEVA.GOV, TO OBTAIN AN
APPLICATION.
6
2. PRESENTATIONS AND ACKNOWLEDGEMENTS:
A Proclamation declaring May 2007 as Mental Health Month.
Proclamation was forwarded to Mental Health America of Roanoke Valley.
File#80
A Proclamation declaring May 15 - 19, 2007 as National Police Week, and
Tuesday, May 15, 2007 as Peace Officers' Memorial Day.
Police Chief Gaskins accepted proclamation.
File#5-80
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 ofthe regular meeting of Council held on Monday, February 5,
2007.
RECOMMENDED ACTION: Dispense with the reading of the minutes and
approve as recorded.
C-2 A communication from the City Manager requesting that Council
schedule a public hearing for Monday, May 21,2007, at 7:00 p.m., or as soon
thereafter as the matter may be heard, to lease office space in the Main
Library at 706 S. Jefferson Street to the Literacy Volunteers of Roanoke Valley.
RECOMMENDED ACTION: Concurred in the request.
File #323-373
C-3 A communication from the City Clerk advising of the resignation of
Frank W. Feather as a member of the Human Services Advisory Board.
RECOMMENDED ACTION: Accepted the resignation and received and filed
the communication.
,
C-4 A communication from the City Clerk advising of the resignation of
Broaddus C. Fitzpatrick as a City representative to the Blue Ridge Soil and
Water Conservation District Board of Directors.
RECOMMENDED ACTION: Accepted the resignation.
File #110-251 -468
7
C-5 A communication from Martha C. "Christy" Williams tendering her
resignation as a member of the Roanoke Neighborhood Advocates.
RECOMMENDED ACTION: Accepted the resignation and received and filed
File #110-488 the communication.
C-6 Qualification of Cecelia R. Tyree as Assistant Deputy City Clerk for the
City of Roanoke, effective April 16, 2007.
RECOMMENDED ACTION: Received and filed.
File #38
REGULAR AGENDA
BID OPENING:
Bids for the Food, Beverage Catering and Concession Franchise for a term of ten
years.
Sole bid was received from Ovations. The bid was referred to the City Manager for
report and recommendation to Council.
File #117
4. PUBLIC HEARINGS:
a. Citizen comments with regard to appointment of two Trustees to the
Roanoke City School Board for three-year terms of office, commencing
July 1, 2007 and ending June 30, 2010; and an unexpired term of
William Lindsey commencing July 1, 2007 and ending June 30, 2008.
Applications were submitted by Melissa Friedman, Mignon Chubb-Hale,
Dolores Johns, Vivian Sanchez-Jones, Patrick Kenney, Mark Lucas,
Suzanne Moore, Courtney Penn and Court Rosen.
27 citizens registered to speak. No action was taken.
File #467
5. PETITIONS AND COMMUNICATIONS:
a. A communication from Vice-Mayor David B. Trinkle, the City's
representative to the Roanoke Valley Regional Cable Television
Committee, transmitting the RVTV Fiscal Year 2008 budget.
Adopted Resolution No. 37745-050707. (7-0)
File #60-448
8
6. REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIEFINGS:
. Affirmative Action and Diversity Initiatives for Calendar Year
2006
No action taken.
File #183-202
ITEMS RECOMMENDED FOR ACTION:
1. Acceptance of the Project Safe Neighborhoods grant from the
U. S. Department of justice; and appropriation of funds.
Adopted Resolution No. 37746-050707 and Budget Ordinance
No. 37747-050707. (7-0)
File #5-60-236-304
2. Acceptance of an Employment Advancement for TANF
Participants grant from the Virginia Department of Social
Services; and appropriation of funds.
Adopted Resolution No. 37748-050707 and Budget Ordinance
No. 37749-050707. (7-0)
File #60-72-236
3. Acceptance of a Child Care Provider Training grant from the
Virginia Department of Social Services; and appropriation of
funds.
Adopted Resolution No. 37750-050707 and Budget Ordinance
No.3 7751-050707. (7-0)
File #60-72-236
4. Appropriation of funds for repairs and historical restoration to
the police satellite station located at 1015 Jamison Avenue, S. E.,
due to a vehicular accident.
Adopted Budget Ordinance No. 37752-050707. (7-0)
File #5-60-216
9
5. Authorization for waiver of the City's sovereign immunity and
execution of a license agreement with CBL & Associates
Management, Inc., for a library kiosk at Valley View Mall.
Adopted Resolution No. 37753-050707. (7-0)
File #323-455
6. Authorization to execute appropriate amendments to the
contract with WACO, Inc., in order to retroactively increase the
contract "not to exceed" amount.
Adopted Ordinance No. 37754-050707. (7-0)
File #72-1 72-288
7. Authorization to execute appropriate amendments to the
contracts with Strahle Construction Company, Inc., and
D. E. Eakin & Sons, Inc., in order to increase the contracts "not to
exceed" amounts, respectively.
Adopted Ordinance Nos. 37755-050707 and 37756-050707.
(7 -0)
File #72-172-288
8. Execution of Amendment No. 2 with Hayes, Seay, Mattern &
Mattern, Inc., for consultant services for the Three Year Bridge,
Culvert, Sign and Parking Garage Inspection Program.
Adopted Resolution No. 37757-050707. (7-0)
File #102-405
9. Execution of Amendment No.3 with Mattern & Craig, Inc., for
consultant services for the Three Year Bridge, Culvert, Sign and
Parking Garage Inspection Program.
Adopted Resolution No. 37758-050707. (7-0)
File #102-405
10. Execution of a Memorandum of Understanding with the County
of Roanoke for the continuation of therapeutic recreation
services.
Adopted Resolution No. 37759-050707. (7-0)
File #60-67
10
11. Execution of an amendment to the contract with Cederquist
Rodrigez Ripley, P.c., d/b/a Rodriguez Ripley Maddux Motley,
for additional design services related to the LEED certification of
the Williamson Road Fire Station project.
Adopted Budget Ordinance No. 37760-050707 and Ordinance
No. 37761-050707. (7-0)
File #60-70
12. Execution of an amendment to the contract with
Sutton-Kennerly & Associates, Inc., for additional professional
services for the condition assessment of the Market Garage
fa<;ade project.
Adopted Resolution No. 37762-050707. (7-0)
File #60-516
b. DIRECTOR OF FINANCE:
1. Financial Report for the month of March 2007.
Received and filed.
File #10
7. REPORTS OF COMMITTEES: NONE.
8. UNFINISHED BUSINESS: NONE.
9. INTRODUCTION AND CONSIDERATION OF ORDINANCES
AND RESOLUTIONS: NONE.
10. MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and/or comments by the Mayor and Members of City Council.
None.
b. Vacancies on certain authorities, boards, commissions and committees
appointed by Council.
11
At this point, the Mayor left the meeting.
11. HEARING OF CITIZENS UPON PUBLIC MATTERS:
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.
The following individuals appeared before Council:
Mr. Robert Gravely, 727 29th Street, N. W.
Mr. Dick Kepley, 559 Kepplewood Road, S. E.
Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E.
Mr. Stuart Barbour, 727 Riverland Road, S. E.
12. CITY MANAGER COMMENTS:
The City Manager announced that the Annual Citizen Appreciation Day is
scheduled for Saturday, May 19, 2007.
The City Manager announced that she, along with Council Members Dowe
and Mason, attended the 100th Birthday Celebration of Oliver White Hill, in
Richmond, Virginia, on Friday, May 4, 2007.
File #80
THE COUNCIL MEETING WAS DECLARED IN RECESS FOR CLOSED SESSION IN THE
COUNCIL'S CONFERENCE ROOM, ROOM 451, NOEL C. TAYLOR MUNICIPAL
BUILDING.
At this point, Council Member Mason left the meeting.
CERTIFICATION OF CLOSED SESSION. (6-0, Council Member Mason was
absent.)
The following individuals were appointed.
William D. Bestpitch was appointed as a member of the Architectural Review
Board to fill the unexpired term of Lora J. Katz ending October 1, 2010.
File #1 5-11 0-249
12
Jason Moore was appointed as a member of the Fair Housing Board for term
ending March 31,2010.
File #1 5-110-172
Lucy Lee was appointed as a member of the Roanoke Arts Commission to fill
the unexpired term of Susannah Koerber ending June 30, 2009.
File #15-110-230
Angela Holland was appointed as a member of the Youth Services Citizen
Board to fill the unexpired term of Juan Motley ending May 31 , 2009.
The City Manager briefed the Council on a matter with regard to the
proposed Cambridge Suites, a previously announced development.
File #450-544
THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL THURSDAY, MAY 10,
2007, AT 8:30 A. M., IN ROOM 159, NOEL C. TAYLOR MUNICIPAL BUILDING, TO
RECONVENE IN BUDGET STUDY.
A SPECIAL MEETING WILL BE HELD ON MONDAY, MAY 14 AT 2:00 P.M., IN THE
COUNCIL CHAMBER, TO ADOPT THE CITY OF ROANOKE FISCAL YEAR 2007-2008
BUDGET.
13
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., ROOM 452
ROANOKE, VIRGINIA 2401 1-1594
TELEPHONE: (540) 853-2444
FAX: (540) R53-1145
C. NELSON HARRIS
Ma)'or
May 7, 2007
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, and to interview an applicant to fill the
unexpired term of Lora J. Katz, resigned, on the Architectural Review Board, pursuant to
Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended.
Sincerely,
c...1(dw.. ~
C. Nelson Harris
Mayor
CNH:snh
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
City Web: www.roanokeva.gov
May 7, 2007
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Subject: Request for closed meeting
Dear Mayor Harris and Council Members:
This is to request that City Council convene a closed meeting pursuant to
~2.2-3711.A.5, Code of Virginia (1950), as amended, for a discussion
concerning possible incentives for the expansion of an existing business
in the City, where no previous announcement has been made of, the
business' interest in expanding its facility.
Respectfully,
Darlene L. Bur
City Manager
DLB/lsc
c: William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Stephanie M. Moon, 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
City Web: www.roanokeva.gov
May 7, 2007
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Request for closed meeting
Dear Mayor Harris and Council Members:
This is to request that City Council convene a closed meeting to discuss
the 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 92.2-3711.A.3, Code of Virginia
(1950), as amended.
Respectfully,
Darlene L. Bur ham
City Manager
DLB/f
c: William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Stephanie M. Moon, City Clerk
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Juvenile Curfew Center
Chief A.L. Gaskins
...,
-I
Curfew Center, Program I
Page 1
Proaram DescriPtion
The Roanoke community has identified a need for increased services for
juveniles in an effort to reduce their overall contact with the criminal justice
system. This project is designed address the lack of a designated location for
transfer of juveniles from the police to a guardian when the juvenile is accused
of violating the City's curfew statutes. The Roanoke Police Department
requested approval of funding, $39,979, to establish a curfew center as a
location where juveniles can safely wait for parents to respond and take
custody.
Various departments within the City of Roanoke have completed three
major comprehensive plans to address the challenge of involving teenagers in
positive activities that will reduce the temptations of criminal activity, thus
preventing contact with the criminal justice system. As a result of these plans,
a need was identified for a safe place for teens. The Valuing Our Youth
through Community Engagement (VOYCE) Initiative identified a location of this
type as a 24-hour safe house where children could get counseling and not be
on the streets (VOYCE p. 19). A report created by the Local Juvenile Justice
Task Force, states, "the earlier behavioral interventions occur with a child, the
more effective they will be. Therefore this task force recognizes that the
Roanoke community needs to strengthen its interventions and services for
young children who are identified as displaying problem behaviors before
coming to the attention of the juvenile justice system" (Local Juvenile Task
Force p. 24). The 2006 Youth Comprehensive Plan created by the Parks and
Recreation department for Roanoke identified "Places and Spaces" as an area of
focus for the next three years (see The 2006 Youth Comprehensive Plan, p.
73).
Based on the findings of the studies cited above, the Roanoke Police
Department requested funds to emulate the Washington, DC Teen Curfew
Center. The Roanoke Curfew Center will address youths aged 12 -16, who are
located by patrol officers during the night, in violation of the City curfew code.
Once the children are brought to the Center by police officers, the Center's
staff will council the youth on the dangers of being out late and the problems
that could arise. The Center staff will contact the juvenile's parents and have
them respond to retrieve the child. Should no parent arrive prior to 4:00 AM,
Child Protective Services will be contacted to make foster care arrangements
after all alternatives are exhausted.
During 2006, 67 juveniles were arrested for crimes that occurred
between the hours of 11 :00 PM and 6:00 AM. Thirty of these offenses were
--
Curfew C:"nter Program i
Page 2
r-
I
either felonies or involved drugs or weapons. In the City of Roanoke, 23.6% of
all property crimes involved juvenile suspects during 2006. Twenty-one
percent of these property crimes occurred between the hours of 11 :00 PM and
6:00 AM. The Roanoke Police Department averages approximately 14 curfew
violations per month. The current curfew process is lengthy and cumbersome
due to a lack of any designated place or service to deal exclusively with the
issue.
Officers will take curfew violators to the Youth Haven Assessment and
Brief Intervention Center, 9 Church Ave, with ease and convenience. Once the
Center is operational, it is anticipated that a significant increase in curfew
stops would result. An increase in curfew stops would decrease the number of
children on the streets, which would lead to a reduced rate of criminal activity
within the targeted age group (Washington, DC experienced a drop in juvenile
crime after the establishment of their center). Currently, minorities represent
61 % of all juveniles who are arrested in Roanoke. This is well above the 47.4%
State average, as cited in various Department of Criminal Justice Services
publications. While the curfew center would be available for all juveniles, its
availability would likely reduce the overall number of minority juveniles that
enter the criminal justice system. This reduction would have a positive effect
on the disproportionate contact this population currently receives.
Several local community-based programs have pledged support and
assistance with the curfew center. These entities include: Family Services;
Roanoke Juvenile Court; Straight Street; Roanoke School Administration;
Roanoke Social Services; and, the Juvenile Court Services Unit.
Approved funding will pay for staffing the center between 12:00am and
4:00am. On duty staff during this time frame would be comprised of an off-
duty police officer, and a counselor. The police officer would assist with
security, should the need arise, and the counselor would provide beneficial
information to the youth while a guardian was en route to pick up the child.
I All children brought to the center would then be referred to counseling
, services available through the local Department of Social Services and any
I other approved programs both public and private. As officers patrol the
streets or answer calls for service, they will encounter youths in violation of
the curfew ordinance. With a curfew center available, the officer would be able
to drop the child off and be readily available for additional dispatched calls.
This system should result in a significant increase in the number of youths
picked up on curfew violations and therefore decrease the number of juveniles
who engage in criminal activity.
i,
-r
Curfew Center Program
Page 3
Proaram Goals and Obiectives
Goal
The program goal is to reduce juvenile crime, gang activity and
disproportionate juvenile minority contact with the criminal justice system
through programs that provide prevention services and counseling in lieu of
incarceration.
Objectives
By June 30, 2008:
1, Increase the number of curfew pick-ups from 14 per month to 30 per
month;
2. Decrease by 15% the number of juveniles that are arrested for crimes
that occur between the hours of 11 :OOpm and 6:00am;
3. Decrease by 15% the number of juvenile involved crimes that occur
between the hours of 11 :OOpm and 6:00am that were either felonies or
involved drugs or weapons;
4. Decrease by 15% the number of juvenile involved crimes that occur
between the hours of 11 :OOpm and 6:00am that are classified as
property crimes;
5. Decrease by 15% the number of reports to the police involving juvenile
gang activity.
Sustainabilitv
The major portion of program costs will be for staff salary and supplies.
It is estimated that the Center will operate 147 days per year (5 days per week
during the summer and 3 days per week during the remainder of the year).
Salary costs are estimated to be $258 per operating day. Supplies are
estimated to cost $2,000. Total project costs are estimated to be $39,979 (see
the attached budget narrative for further information).
There are currently no funds available in the departmental budget to
operate the facility. Once program analysis has been completed, and project
success is verified, a request will be made for permanent funding through the
annual City of Roanoke budget process.
A curfew center for the City of Roanoke will be a tremendous asset to
the entire community. The community values its young people and is highly
interested in reducing violent crime and gang activity by providing services to
this population, while at the same time reducing the frequency of which
juveniles come in contact with the justice system. The curfew center concept
is a natural extension of three of the essential elements of the Project Safe
-
Page 4
I
I
,
Curfew Center Program I
Neighborhoods program. By using partnerships, strategic planning, and
community outreach, the curfew center will benefit all youth and the
community as a whole.
Roanoke Police Department
Project Safe Neighborhood
Budget Narrative
A. Personnel:
$35,280
The Curfew Center will be staffed by a volunteer officer and a volunteer
counselor, Each staff person will be working on overtime status. The
approximate overtime rate for officers and counselors is $30.00 per hour.
Duties for the officer working the center will be to provide security to the
civilian employee and the juvenile, assist with contacting parents for retrieval
of the child and providing an official presence to deter inappropriate behavior.
The counselor will evaluate the juvenile for needed social programs and make
referrals to the counseling center run by Roanoke Social Services.
Due to call for service responsibilities, on duty officers do not have sufficient
time to invest towards providing security at the center. Because of the
potential for danger, the midnight hours and the need for certified counselors,
locating suitable volunteers would be difficult at best.
B. Fringe Benefits:
$2,699
As required by Federal Law, FICA premiums must be paid by the employer. At
an approximate average compensation rate of $30.00 per hour the associated
FICA premium would be the above amount.
E. Supplies:
$2,000
The center will be in need of general office supplies. $2,000 is requested for
the purchase of all needed pens, paper, copier ink, letterhead etc.
Total Project Costs
$39,979
"..
Office of the Mayor
WHEREAS, mentalliealth is essential to everyone's overall health and well-being;
mental health problems can ajftct all areas of a person's lift, including
school, home, and work; and
WHEREAS, mental health problems will strike one in jive adults each year regardless
of age, gender, race, etlmicity, religion, or economic status and nearly 30,000
American lives are lost each year to suicide and mentil/ illness; and
WHEREAS, all Americans-from. combat veterans to hurricane victims--;;--Ql'e
vulnerable to chronic mental health problems associated with trauma and can benefit
greatly from early identification and treatment; and
WHEREAS, an estimated two-thirds of adults and yoUng people with mental health
problems go without the help they need; people can recover from mental illness and
lead fUll, productive lives in the community; and
WHEREAS, the cost of untreated and mistreated mental health and substance abuse
problems to American businesses, governments, and families has grown to $105
billion armua/ly; and
WHEREAS, each business, school, government agency, healtheare provider,
organization, and citizen bares the burden of mental health problems and has a
responsibility to promote mentalwellness.
NOW, THEREFORE,1, C. Nelson Harris, Mayor of the City of Roanoke; call upon
all citizens, government agenCies, public and private imtitutions, businesses, ~
schools to recommit the community to increasing awareness and understanding of
mental health and the needfor appropriate and accessible servicesfor all people with
mental illnesses, and do hereby proclaim May 2007, throughout this great All-
America City, as
MENTAL If&!LTH MONTH.
Given under, our hands and the Seal of the City of Roanoke this fifth day of May
i,! the year two thoUsand and seven. .. .
ATTEST:
C. Nelson Harris
Mayor
~ 1n.l'Y\o~
' . Stephonie M Moo~
City Clerk
...
OffIce of the l\1ayo1'
,,{:~
CITY 0 FI r""'~B\i P I''') fl.. 1\" T r~ IfTr'
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.
rot II 1811
WHEREAS, the Congress and the President of' the United States have
designated May 15 as Peace Officers' Memorial Day, and the week in which May
15 falls as National Police Week; and
WHEREAS, Members of the Roanoke Police Department play an essential role
in safeguarding the rights andfreedoms of the citizens of Roanoke; and
WHEREAS, it is important that all citizens know and understand the duties,
responsibilities, hazards, and sacrifices of their law enforcement agency, and that
members of our law enforcement agency recognize their duty to serve the people
by sqfeguarding life and property, by protecting them 'against violence and
disorder, by protecting the innocent against deception, and the weak against
oppression; and
WHEREAS, the men and women of the Roanoke Police Department
unceasingly provide a vital public service.
NOW, THEREFORE, I, C. Nelson Harris, Mayor of the City of Roanoke,
Virginia, encourage all citizens to join in commemorating law enforcement
officers, past and present, who, by their faithful and loyal devotion to their
responsibilities. have rendered a dedicated service to their communities and, in so
doing, have established for themselves an enduring reputation for preserving the
rights and security of all citizens; and in remembering fallen officers who hove
,made the ultimate sacrifice in service to their community or have become disabled
in 'the performance of duty, and do hereby proclaim May 13 - 19, 2007,
throughout this great All-America City, as
..
NATIONAL POLICE WEEK
and, Tuesday, May 15, 2007, in particular, as
PEACE OFFICERS' MEMORIAL DAY.
Given under our hands and the Seal of the City of Roanoke this fifth day of May in
the year two thousand and seven.
AITEST:
," '
~~~
City Clerk
C. Nelson Harris
Mayor
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
City Web: www,roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Request to Schedule a Public Hearing
Literacy Volunteers of Roanoke Valley has requested a lease for approximately 2100
SF of office space recently vacated by Juvenile Justice located in the Main Library at
706 S. Jefferson Street. This space would house Literacy Volunteers of Roanoke
Valley administrative offices and tutoring services. The lease term requested is for a
one-year lease starting July 1, 2007 with four mutually agreed upon one-year
renewal options. A public hearing is required to consider this lease term.
Recommended Action:
Authorize the scheduling and advertising of this matter for a public hearing on May
21,2007.
Respectfully submitted,
Darlene L. Bur
City Manager
DLB:ssu
c: William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Stephanie M. Moon, City Clerk
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
Sheila S. Umberger, Director of Libraries
CM07-00059
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-ll45
C. NELSON HARRIS
Mayor
May 8, 2007
File#110-318
The Reverend Frank W. Feather
812 29th Street, N. W.
Roanoke, Virginia 24017
Dear Reverend Feather:
Your request to tender your resignation as a member of the Human
Services Advisory Board was before the Council of the City of Roanoke at
a regular meeting held on Monday, May 7,2007.
On motion, duly seconded and unanimously adopted, your resignation
was accepted.
On behalf of the Members of Roanoke City Council, I would like to
express appreciation for your service to the City of Roanoke as a member
of the Human Services Advisory Board from September 7, 2004 to May 7,
2007. Please find enclosed a Certificate of Appreciation and an aerial
view photograph of the Roanoke Valley in recognition of your years of
service.
Sincerely,
C. Nelson Harris
Mayor
CNH:SMM:ew
Enclosure
pc: Teresa I. McDaniel, Secretary, Human Services Advisory Board
Stephanie M. Moon, CMC, City Clerk
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., ROOM 452
ROANOKE, VIRGINIA 2401 1-1594
TELEPHONE, (540) 853-2444
FAX, (540) 853-1145
C. NELSON HARRIS
Mayor
May 8, 2007
File #110-251
Mr, BroaddusC. Fitzpatrick
11 6 27th Street, S. E.
Roanoke, Virginia 24014
Dear Mr. Fitzpatrick:
Your request to tender your resignation as a City representative to the 'Blue
Ridge Soil and Water Conservation District Board was before the Council of the
City of Roanoke at a regular meeting held on Monday, May 7,2007.
On motion, duly seconded and unanimously adopted, your resignation was
accepted.
On behalf of the Members of Roanoke City Council, I would like to express
appreciation for your service to the City of Roanoke as a City representative to
the Blue Ridge Soil and Water Conservation District Board from September 7,
2004 to May 7,2007. Please find enclosed a Certificate of Appreciation and an
aerial view photograph of the Roanoke Valley in recognition of your years of
service.
Sincerely,
~,
Mayor
Enclosure
pc: Joseph H. Maroon, Director, Department of Conservation and Recreation,
203 Governor Street, Richmond, Virginia 23219-2094
Stephanie M. Moon, CMC, City Clerk
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
C. NELSON HARRIS
Mayor
May 8, 2007
File #110-488
Ms. Martha C. Williams
1911 Sheffield Road, S. W.
Roanoke, Virginia 24015
Dear Ms. Williams:
Your request to tender your resignation as a member of the Roanoke
Neighborhood Advocates was before the Council of the City of Roanoke at a
regular meeting held on Monday, May 7, 2007.
On motion, duly seconded and unanimously adopted, your resignation .was
accepted.
The Members of City Council requested that I express sincere appreciation for
your service to the City of Roanoke as a member of the Roanoke Neighborhood
Advocates from September 6, 2005 until May 7, 2007. Please find enclosed a
Certificate of Appreciation and an aerial view photograph of the Roanoke Valley
in recognition of your years of service.
1It
c. Nelson Harris
Mayor
CNH:SMM:ew
Enclosure
pc: Sandra B. Kelly, Vice-Chair, Roanoke Neighborhood Advocates,
1216 Sylvan Road, S. E., Roanoke, Virginia 24014
Robert A. Clement, Jr., Housing and Neighborhood Services,
Neighborhood Services Coordinator
Stephanie M. Moon, CMC, City Clerk
'1 "1 ':~, .' T'-..;..' 1.0
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Cecelia R. Tyree, do solemnly 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 the Assistant Deputy City
Clerk for the City of Roanoke, Virginia, according to the best of my ability,
effective April 16, 2007 (So help Go.
Subscribed and sworn to before me this n day of Mfl.;/ 2007.
BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT
~,,-.hL ~ :n'Y~~
BY ~~.!=t~-------------------- CLERK
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24ot'l-1536
Telephone: (540) 853-2541
Fax: (540) 853-1 145
E-mail: clerk@roanokeva.gov
SHEILA N, HARTMAN
Deputy City Clerk
STEPHANIE M, MOON, CMC
City Clerk
CECELIA R. 1YREE
Assistant Deputy City Clerk
May 8, 2007
File #117
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
A bid was received and opened from Ovations for consideration of a Food,
Beverage Catering and Concession Franchise at a regular meeting of the Council
of the City of Roanoke held on Monday, May 7,2007.
On motion, duly seconded, and unanimously adopted, the bid was referred to
the City Manager for study, report and recommendation to Council.
J~.~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
pc: James Grigsby, Assistant City Manager for Operations
Sharon T. Gentry, Purchasing Manager
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Wilhemina W. Boyd, Director, Civic Facilities
BID FORM FOR THE FOOD, BEVERAGE
CATERING AND CONCESSIONS
FRANCHISE
DATE:
SUBMITTED BY;
Firm Name
Roanoke City Council
c/o City Clerk's Office
Room 456, Municipal Building
215 Church Avenue, S.W.
Roanoke, Virginia 24011
The undersigned hereby proposes and agrees, if this Bid is accepted, to enter
into a contract, together with a lease, with the City to provide all food,
.beverage concessions and catering services at the Roanoke Civic Center,
located at 710 Williamson Road, NE, Roanoke, Virginia, 24016, for a term of
ten ( 10) years in accordance with the terms contained in the City's bid
documents for this matter on file in the City Clerk's Office located at the
above address. The bidder to which such Lease is awarded shall first execute
a performance bond and a labor and materials bond with good and sufficient
security in favor of the City in such amount as the City shall determine.
Bid: Bidder may attach separate page to respond.
1.
The dollar
renovations
Center.
amount
to
of investment the
the kitchen
($
bidder proposes to make in
at the Roanoke Civic
2. The percentage and/or dollar amount of catering and concessions
sales the bidder proposes to pay to the City. % $
3. Any fees the bidder proposes to charge the City in connection with
the foregoing proposal.
4. The scope of services the bidder proposes to provide the City in
connection with the foregoing proposal.
5. The financial ability of the bidder to accomplish the Project.
It r..~, '. ,.
.('.1. .. ,".
!-:<I- '_'-"!'
6.
Such other
appropriate
information about the bidder as the bidder
in order to be responsive to City's invitation.
deems
Bid Term: Commencing on July 1, 2007, and ending on June 30, 2017.
State the complete legal name of Bidder, exactly as it is recorded with the
State Corporation Commission, if applicable, or otherwise.
EXACT NAME OF BIDDER
BY
BUSINESS ADDRESS
CITY
TITLE
ADDRESS
STATE
(if
ZIP CODE
MAILING
address)
TELEPHONE
different
than
business
FAX NUMBER
DIRECTIONS FOR MAILING BIDS: If bids are sent by mail, they shall be sent by
certified.mail, return receipt requested.
Opaque envelopes containing bids must be sealed, marked and addressed as
follows:
Roanoke City Council
C/o City Clerk
Room 456, Municipal Building
215 Church Avenue, S.W.
Roanoke, Virginia 24011
Please label in large letters on the front and back of envelope:
BID FOR THE FOOD, BEVERAGE CATERING AND CONCESSION FRANCHISE/ NOT TO BE OPENED
UNTIL COUNCIL MEETING AT 2:00 PM ON MAY 7, 2007.
Project:
Bid Form
O~L
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
AN ORDINANCE accepting the bid of
to execute a franchise and lease
agreement to be the exclusive provider of all food, beverage, catering and concessions services at
the Roanoke Civic Center, located at 710 Williamson Road, NE, Roanoke, Virginia, for a tenn of
ten years; authorizing the City Manager to take such further action and/or execute such further
documents as may be necessary to implement and administer such franchise and lease agreement;
rejecting all other bids; and dispensing with the second reading of this ordinance.
WHEREAS, the City has, by advertisement published once a week for two successive weeks
in a paper of general circulation published in the City, publicly invited bids for the execution of the
foregoing agreement;
WHEREAS, the City desires to enter into a franchise and lease agreement for the exclusive
provision of food, beverage, catering and concession services at the Roanoke Civic Center;
WHEREAS,
bid( s) for the execution of an agreement to lease and to renovate
and equip such Buildings was received pursuant to such advertisement and was publicly opened at
the Council meeting held Monday, May 7, 2007;
WHEREAS, Council held a public hearing on this matter at its meeting on Monday, May 7,
2007, at which all persons were accorded a full and fair opportunity to comment with respect to the
C~; , ., i;:.". J: .', i ,,-: r ;.,.... 'j
proposed agreement and/or lease for such franchise; and
1
K:\ORDINANCES\O-LEASEI 17119NORFOLK AVENUE 050707.DQC
WHEREAS, City Council determined that the bid of
to execute
franchise and lease agreement to be the exclusive provider of all food, beverage, catering and
concessions services at the Roanoke Civic Center, upon certain terms and conditions, was the most
responsive and responsible bid received by the City and Council is desirous of accepting such bid.
NOW, THEREFORE, BE IT ORDAINED by the Council ofthe City of Roanoke as follows:
to execute a franchise and lease agreement to be the
1.
The bid of
exclusive provider of all food, beverage, catering and concessions services at the Roanoke Civic
Center, for a term of ten years, upon such other terms and conditions as the City Manager may
deem appropriate and agree to, is hereby ACCEPTED.
2. Any and all other bids made to the City for the above matter are hereby REJECTED,
and the City Clerk is directed to notify each such bidder and to express to each the City's
appreciation for such bid.
3. The City Manager and the City Clerk are authorized to execute and attest,
respectively, an agreement between the City and
to execute a franchise and lease
agreement to be the exclusive provider of all food, beverage, catering and concessions services at the
Roanoke Civic Center, for a term often years, located at 710 Williamson Road, NE, Roanoke,
Virginia.
4. The City Manager is further authorized to take such further action and/or execute such
further documents as may be necessary to implement and administer such agreement.
5. Pursuant to the provision of Section 12 of the City Charter, the second reading ofthis
2
K:\ORDINANCESIO-LEASE 1171 [9NORFOLK AVENUE 050707.DOC
ordinance by title is hereby dispensed with.
K:\ORDlNANCESIO-LEASEI17119NORFOLK AVENUE 050707.DOC
ATTEST:
City Clerk.
3
,
\
TERMS AND CONDITIONS TO THE CONTRACT FOR THE CATERING,
CONCESSIONS AND FOOD AND BEVERAGE FRANCHISE
THIS CONTRACT is made and entered into this day of
2007, by and between the CITY OF ROANOKE, VIRGINIA, ("City") a municipal
corporation organized under the laws of the Commonwealth of Virginia, and
("Contractor")
WITNESSETH:
WHEREAS, City owns the Roanoke Civic Center located in Roanoke, Virginia,
consisting of the Coliseum, a 10,000 capacity public assembly facility; 14,000 square
feet of Exhibition Hall space; the Roanoke Performing Arts Theatre, a 2,148 seat
performing arts venue, and a new 46,000 square foot Exhibit Hall with an adjacent
4,500 square foot kitchen (collectively, the "Facility"); and
WHEREAS, Contractor is engaged in the business of managing and operating
food, beverage, concessions services and catering services at multi-purpose facilities;
and
WHEREAS, City desires to grant to Contractor the exclusive right and privilege to
manage and operate the food, beverage, concessions and catering services at the
Facility; and
WHEREAS, Contractor desires to accept such franchise to manage and operate
such food, beverage and concessions and catering services at the Facility, subject to
the terms and conditions contained herein.
NOW THEREFORE, for and in consideration of the foregoing, the mutual
covenants and promises hereinafter set forth and other good and valuable
consideration, the receipt and sufficiency of which is hereby acknowledged, the parties,
intending to be legally bound, hereby agree as follows:
SECTION 1.
WORK TO BE PERFORMED AND DOCUMENTS.
For the consideration hereinafter specified to be paid and/or provided by the City to the
Contactor for the Work provided for in this Contract to be performed by the Contractor,
the Contractor hereby covenants and agrees with the City to fully perform the services,
provide any parts and materials called for, and complete the Work called for by this
Contract in a good and workmanlike manner in accordance with this Contract and the
documents referred to herein in'ordertofully'a'nd-'properly complete this Contract within
the time stipulated, time being made of the essence for this Contract. It is also agreed
by the parties hereto that the documents to this Contract consist of this Contract and the
following documents listed below (Contract Documents), all of which are and constitute
1
a part of this Contract as if attached hereto or set out in full herein, viz:
1. Scope of Services Exhibit A (to be provided by the Contractor to the City (after
negotiations with the successful bidder, but before award)
2. Lease- Exhibit B.
3. Kitchen Design Plans- Exhibit C.
4. Insurance Specifications - Exhibit D.
5. Performance Bond- Exhibit E
6. Labor Bond- F.
7. Information on Contract to be Awarded -Exhibit G
8. Contractor's Proposal- Exhibit H
The parties agree that if there are any differences between the provisions of the above
referenced documents, the provisions of the City documents and this Contract will
control over any Contractor supplied documents or information.
SECTION 2. TERM OF CONTRACT AND TIME OF PERFORMANCE
A. The term of the Contract will be for ten (10) years, commencing July 1,
2007, and terminating upon June 30, 2017, at which time it will terminate, unless sooner
terminated pursuant to the terms of the Contract or by law.
B. The Contractor shall commence the Work to be performed under this
Contract on July 1, 2007, and the Contractor covenants and agrees to fully perform and
complete the Work and/or provide the goods called for by this Contract. The Contractor
further agrees that the Work shall be started promptly on the above date and shall be
prosecuted regularly, diligently, and uninterruptedly that will ensure full completion
thereof consistent with the Contract Documents and that Contractor will cooperate and
coordinate with the other City contractors or employees doing other work or using the
area where Contractor is working. The Contractor further agrees to provide the items
requested
SECTION 3. COMPENSATION
[The compensation structure for the award of the franchised is to be proposed by the
interested bidder and may be further negotiated between the City and the successful
bidder.)
SECTION 4. HOLD HARMLESS AND INDEMNITY.
Contractor shall indemnify and hold harmless the City and its officers, agents, and
employees and members of the Civic Center Commission against any and all liability,
losses, damages, claims, causes of action, suits of any nature, costs, and expenses,
including reasonable attorney's fees, resulting from or arising out of Contractor or its
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employees, agents, or subcontractors actions, activities, or omiSSions, negligent or
otherwise, on or near the Facility or arising in any way out of or resulting from any of the
work or items to be provided under this Contract, and this includes, without limitation,
any fines or penalties, violations of federal, state, or local laws or regulations, personal
injury, wrongful death, or property damage claims or suits. Contractor agrees to and
shall protect, indemnify, and hold harmless all the parties referred to above from any
and all demands for fees, claims, suits, actions, causes of action, settlement or
judgments based on the alleged or actual infringement or violation of any copyright,
trademark, patent, invention, article, arrangement, or other apparatus that may be used
in the performance of this Contract.
SECTION 4. KITCHEN IMPROVEMENT
Contractor agrees to invest an amount not to exceed Dollars
($ ) at the Facility over the term of the Contract for the design, construction
and installation of the kitchen, according to the City's specifications attached to this
Contract as Exhibit C, to be dedicated to the food and beverage, catering and
concession services to be performed by Contractor hereunder and in order to complete
the concession facilities in accordance with mutually agreed objectives. City shall not be
responsible for contributing any dollar amounts to the installation, design and
construction of the kitchen. In the event additional amounts are required to complete
the food and beverage facilities, Contractor shall be solely responsible for such
amounts. City and Contractor shall mutually agree in writing upon the specific
equipment or improvements to be purchased or made with Contractor's investment, as
well as the location for such improvements or installation of such equipment. All such
improvements or equipment shall be owned by Contractor until payment of the costs of
the kitchen have been recouped or the expiration of the term of the Contract (whichever
is first). At such time, and Contractor agrees to execute such documents as City shall
reasonably request evidencing City's ownership interest in such improvements and
equipment, including financing statements.
SECTION 5. OPERATING ACCOUNT. Contractor shall establish and maintain, in its
name, a separate commercial operating bank account for the Facility and shall deposit
all gross receipts in such account. Contractor shall pay all operating expenses from the
gross receipts deposited in the operating account.
SECTION 6. REPORTING REQUIREMENTS
A. Contractor agrees to maintain separate and independent books and records,
in accordance with generally accepted accounting practices, relating to its operations in
connection with its management of the food and beverage, catering and concessions
services, as applicable. Such books and records shall contain documentation regarding
the deposit of all gross receipts, and the incurrence by Contractor of all expenses,
including copies of invoices of all products and materials purchased by Contractor
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hereunder, and copies of payroll summaries, tax returns, deposit receipts and bank
statements relating to operating account.. City or its designee shall have the right to
inspect such books and records from time to time upon reasonable notice during the
ordinary business hours of Contractor.
B. Contractor shall provide to City, within thirty (30) days after the end of each
month during the Term, financial reports regarding its provision of food and beverage
catering and concessions services, including a statement showing gross receipts and
the operating expenses for the applicable period, and a month to date reconciliation
report. Additionally, Contractor shall provide to City, within twenty four (24) hours
following each event at the Facility, a daily gross receipts report in a form to be mutually
agreed upon.
C. City shall have the right, at its cost and option, to engage an independent
third party to audit the books and records of Contractor, for the purpose of confirming
that the amounts remitted by Contractor to City hereunder are the proper amounts due
City. In the event such audit reveals any underpayment to City, Contractor shall
promptly pay to City the amount of such deficiency. In the event such underpayment is
more than two percent of the amount due, Contractor shall pay City's costs for the third
party audit.
SECTION 7. TERMINATION
This Contract may be terminated (i) by either Contractor or City upon thirty (30)
days written notice to the other, if the other party fails to perform or comply with any of
the material terms, covenants, Contracts or conditions hereof, and such failure is not
cured during such thirty (30) day period, (ii) by either Contractor or City by written notice
to the other upon the other being judged bankrupt or insolvent, or if any receiver or
trustee of all or any part of the business property of the other shall be appointed and
shall not be discharged within one hundred twenty (120) days after appointment, or if
either such party shall make an assignment of its property for the benefit of creditors or
shall file a voluntary petition in bankruptcy or insolvency, or shall apply for bankruptcy
under the bankruptcy or insolvency laws now in force or hereinafter enacted, Federal,
State or otherwise, or if such petition shall be filed against either party and shall not be
dismissed within one hundred twenty (120) days after such filing. Upon any termination
of this Contract, each part y shall promptly pay the other all fees, if any, due such
parties up to the date of termination for the operating year in which this Contract is
terminated, computed on a pro-rata basis to the effective date of termination.
SECTION 8. PERSONNEL
A. Contractor shall employ, train and supervise personnel with appropriate
qualifications and experience, in sufficient number to provide all the services
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appropriate for the duties of such party to be performed under this Contract. All such
personnel shall be employees, agents or independent contractors of Contractor (or a
subsidiary or affiliate thereof), as applicable, and not of City. Contractor shall select the
number, function, qualifications, and compensation, including salary and benefits, of its
employees and shall control the terms and conditions of employment relating to such
employees. Contractor agrees to use its due diligence and to exercise reasonable and
prudent judgment in the selection and supervision of such personnel, and shall use its
best efforts to employ persons who are courteous and efficient, and who will not use
improper language or act in a loud or boisterous manner while performing duties at the
Facility.
B. Contractor shall employ as part of its personnel at the Facility an individual
with managerial experience to serve as a full-time general manager of Concession
Services Hiring of the General Manager by Contractor shall require the prior approval of
City, which approval shall not be unreasonably withheld or delayed. The General
Manager will have general supervisory responsibility for Contractor at the Facility and
will be responsible for day-to-day operations of the Concession Services, supervision of
Contractor employees, and management and coordination of all activities associated
with the sale of concessions at the Facility.
C. Contractor shall ensure that its non-management employees performing
the duties of Contractor at the Facility shall be neatly attired in clean, commercially
attractive uniforms which shall be subject to the approval of City. Contractor shall train
all such employees so that they are aware of the high standards for cleanliness,
courtesy and service required by Contractor.
D. All personnel engaged by Contractor to work at the Facility shall be
admitted to the Facility without payment of any admission fee, at an entrance to be
designated by City. All such personnel shall have the right to park at the Facility without
charge in areas designated by City.
SECTION 9 INVENTORY A. Contractor shall order, stock, prepare, pay for and sell
quality food, beverage and other concession and catering products. Consumables shall
be first quality, wholesome and pure, and all food and beverage merchandise on hand
shall be stored and handled with due regard for sanitation. Contractor shall have
sufficient amounts of product prepared and an inventory on the premises so as not to
run out of product during an event at the Facility. During all events at the Facility,
Contractor shall post signs and provide menus displaying the prices of items offered for
sale. Such signs and menus shall be subject to the reasonable approval of City.
B. The brands and price of all products sold by Contractor shall be
determined by Contractor, subject to the reasonable approval of City. Provided price,
quality, market acceptability, service and other terms are generally competitive,
Contractor agrees to give preference to and feature at the Facility suppliers of products
designated by City who purchase advertising from City so long as the giving of such
preference does not violate applicable laws, rules or regulations and the features of
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such product and terms of such transaction (including without limitation the cost of
product) are reasonable, as determined by Contractor in its sole discretion,
SECTION 10. MAINTENANCE
A. Contractor shall keep all fixtures, equipment, furniture and other property
installed, furnished or supplied by or for the benefit of Contractor in good order and
repair and shall make all necessary repairs and improvements thereto and to the
Concession Areas used in the provision of the Concession Services.
B. Contractor will maintain the Concession Areas in a clean and neat
condition by cleaning, on a day-to-day basis, the interiors of the concession areas and
bars, concession stands and vending stations under its control at the Facility (and within
a (5) feet perimeter of such stands and stations). Contractor shall further clean, as
needed in the determination of City, the walls, windows, ceilings, light fixtures and
equipment located within the Concession Areas. Contractor shall deposit in receptacles
provided by City all waste, garbage and refuse which shall accumulate in the
Concession Areas. Contractor shall also provide extermination services as may be
necessary for the Concession Areas.
C. Contractor shall comply with and observe all federal, state and local laws,
ordinances and regulations as to sanitation and the purity of food and beverages or
otherwise relating to its operations under this Contract.
SECTION 11. LICENSES. PERMITS AND TAXES
A. Contractor shall secure and maintain throughout the Term all licenses and
permits necessary for the operation of the Concession Services, including those
required for the sale of liquor, beer and wine at the Facility. City shall cooperate with
Contractor in connection with filing applications for, and securing and maintaining in
good standing, any and all licenses and permits and renewals thereof needed by
Contractor to fulfill its obligations hereunder.
B. Contractor agrees to strictly comply with the laws of the Commonwealth
of Virginia regarding the sale of alcoholic beverages to minors. Contractor agrees to
adopt an identification policy to verify the age of potential purchasers of alcoholic
beverages. Contractor further agrees it will not sell alcoholic beverages to customers
who are visibly intoxicated. Contractor will institute and conduct training programs for
Contractor employees at the Facility on the proper standards to use to avoid selling
alcoholic beverages to customers who are or who appear to be intoxicated.
C. Contractor shall collect and pay all taxes imposed upon the sale of
concession items hereunder, as required by all applicable Federal, State or local laws,
rules and ordinances. Contractor shall be responsible for and pay all social security,
unemployment insurance, old age retirement and other federal and state taxes that are
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measured by the wages, salaries, or other remuneration paid to persons employed by
Contractor. Contractor shall be responsible for paying all leasehold taxes that may be
assessed by City under all applicable federal, state and/or local laws, rules and
ordinances..
SECTION 12.
INDEPENDENT CONTRACTOR.
The relationship between Contractor and the City is a contractual relationship. It is not
intended in any way to create a legal agency or employment relationship. Contractor
shall, at all times, maintain its status as an independent contractor and both parties
acknowledge that neither is an agent, partner or employee of the other for any purpose.
Contractor shall be responsible for causing all required insurance, workers'
compensation and unemployment insurance to be provided for all of its employees and
subcontractors. Contractor will be responsible for all actions of any of its subcontractors,
if any.
SECTION 13.
DEFAULT.
If Contractor refuses or fails to perform any of the terms of this Contract, including poor
services, (a default), the City may, by written notice to Contractor, terminate this
Contract (or the separable part of this Contract). In addition to any right to terminate, the
City may enforce any remedy available at law or in equity in connection with such
default, and Contractor shall be liable for any damages to the City resulting from
Contractor's default.
SECTION 14.
AUTHORIZED REPRESENTATIVES.
Contractor shall appoint one of its key personnel as a representative who shall have the
power and authority to work with the City and represent Contractor in all administrative
matters so as to provide for the correction of problems and reduction of costs. All
notices, requests demands and other communication shall be in writing and sent by
overnight delivery, registered mail, certified mail or hand delivery, addressed to the
party's principal place of business herein written. Either party may by notice in writing,
direct that future notices or requests, or demands be sent to a different address. Notices
given by mail shall be deemed given upon deposit in the United States mail. Notices
given by hand delivery shall be deemed given at the time of actual delivery. Notices
given by overnight delivery shall be deemed given at the time of actual delivery. The
Authorized Representative of each party are the following:
Contractor
Atl:
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City City of Roanoke
Attn:
SECTION 15.
INSURANCE REQUIREMENTS.
Contractor and any of its subcontractors involved in this Contract shall maintain the
insurance coverages set forth in Exhibit D to this Contract and provide the proof of such
insurance coverage as called for in Exhibit D including workers' compensation coverage
regardless of the number of Contractor's employees. Such insurance coverage shall be
obtained at the Contractor's sole expense and maintained during the life of the Contract
and shall be effective prior to the beginning of any work or other performance by the
Contractor under this Contract. Additional insured endorsements, if required, must be
received by the City within 30 days of the execution of this Contract or as otherwise
required by the City's Risk Manager.
SECTION 16.
WARRANTY.
Contractor hereby warrants that all items and work covered by this Contract shall
conform to the specifications, drawing, samples, or other description furnished by the
Contractor and shall be new, merchantable, of good material and workmanship, and
free from any defects. Contractor also warrants good title to and freedom from any
encumbrances for all items and warrants against any infringement. Contractor may not
exclude any warranty. If this Contract is for services, Contractor warrants that the
services shall be completed in a professional, good and workmanlike manner, with the
degree of skill and care that is required by like Contractors in Virginia. Further,
Contractor warrants that such services shall be completed in accordance with the
applicable requirements of this Contract and shall be correct and appropriate for the
purposes contemplated in this Contract. Such warranties are in addition to any of the
Contractor's other guarantees or obligations under this Contract or that may arise by
law. Contractor agrees that Contractor shall repair or replace, at Contractor's sole
expense, and to the satisfaction of the City, any items, material, equipment, or part of
the item that is found by the City to be defective or not in accordance with the terms of
this Contract.
SECTION 17.
PAYMENTS TO OTHERS BY CONTRACTOR.
The Contractor agrees that Contractor will comply with the requirements of Section 2.2-
4354 of the Virginia Code regarding Contractor's payment to other entities and the
Contractor will take one of the two actions permitted therein within 7 days after receipt
of amounts paid to Contractor by the City. Contractor further agrees that the Contractor
shall indemnify and hold the City harmless for any lawful claims resulting from the
failure of the Contractor to make prompt payments to all persons supplying the
8
Contractor equipment, labor, tools, or material in connection with the work provided for
in the Contract. In the event of such claims, the City may, in the City's sole discretion,
after providing written notice to the Contractor, withhold from any payment request or
final payment the unpaid sum of money deemed sufficient to pay all appropriate claims
and associated costs in connection with the Contract and make such payment, if the
City determines it to be appropriate to do so.
SECTION 18 SECURITY
A Performance security and a Labor and Material Payment Security each in the amount
of no less than seven hundred fifty ($750,000,00) shall be furnished by the Contractor,
in accordance with Sections 15.1-2101 and 2.2-4337 and 2.2 -43338 of the Virginia
Code (1950) as amended, on forms attached to this Contract as Exhibits C and D
respectively, made payable to the City of Roanoke properly executed by the successful
bidder as principal and a Corporate Surety authorized to transact business in the
Commonwealth of Virginia. Attorneys-in-fact who execute the bonds must file with each
bond a certified copy of their Power of Attorney.
SECTION 19 COOPERATION.
Each party agrees to cooperate with the other in executing any documents or taking
reasonable action necessary to carry out the intent and purpose of this Contract.
SECTION 20. NONWAIVER
A waiver or failure by either party to enforce or require performance of any term or
condition of this Contract or the waiver of any particular breach of this Contract by either
party extends to that instance only. Such waiver or failure is not and shall not be a
waiver of any of the terms or conditions of this Contract or a waiver of any other
breaches of this Contract by either party and does not bar the nonbreaching party from
requiring the other party to comply with all the terms and conditions of this Contract and
does not bar the nonbreaching party from asserting any and all rights and/or remedies it
has or might have against the other party under this Contract or by law.
SECTION 21. FORUM SELECTION AND CHOICE OF LAW.
By virtue of entering into this Contract, Contractor submits itself to a court of competent
jurisdiction in the City of Roanoke, Virginia, and further agrees that this Contract is
controlled by the laws of the Commonwealth of Virginia and that all claims, disputes,
and other matters shall only be decided by such court according to the laws of the
Commonwealth of Virginia.
SECTION 22. SEVERABILITY
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If any provision of this Contract, or the application of any provision hereof to a particular
entity or circumstance, shall be held to be invalid or unenforceable by a court of
competent jurisdiction, the remaining provisions of this Contract shall not be affected
and all other terms and conditions of this Contract shall be valid and enforceable to the
fullest extent permitted by law.
SECTION 23. COMPLIANCE WITH LAWS AND REGULATIONS
Contractor agrees to and will comply with all applicable federal, state, and local laws,
ordinances, and regulations. specifically including, but not limited to, the Virginia Public
Procurement Act, Section 2.2-4300 et. seq., of the Code of Virginia (1950) as
amended, if Contractor subcontracts any work required in its performance of the
Contract.
SECTION 24. SUCCESSORS AND ASSIGNS.
The terms, conditions, provisions, and undertakings of this Contract shall be binding
upon and inure to the benefit of each of the parties hereto and their respective
successors and assigns.
SECTION 25. HEADINGS.
The captions and headings in this Contract are for convenience and reference purposes
only and shall not affect in any way the meaning and interpretation of this Contract.
SECTION 26. COUNTERPART COPIES.
This Contract may be executed in any number of counterpart copies, each of which
shall be deemed an original, but all of which together shall constitute a single
instrument.
SECTION 27. AUTHORITY TO SIGN.
The persons who have executed this Contract represent and warrant that they are duly
authorized to execute this Contract on behalf of the party for whom they are signing.
Section 28. NOTICES. All notices required or permitted to be given pursuant to this
Contract shall be in writing and delivered personally or sent by registered or certified
mail, return receipt requested, or by generally recognized, prepaid, overnight air courier
services, to the address and individual set forth below. All such notices to either party
shall be deemed to have been provided when delivered, if delivered personally, three
(3) days after mailed, if sent by registered or certified mail, or the next business day, if
sent by generally recognized, prepaid, overnight air courier services.
If to City:
If to Contractor:
10
Attn:
The designation of the individuals to be so notified and the addresses of such
parties set forth above may be changed from time to time by written notice to the
other party in the manner set forth above.
SECTION 29. NONDISCRIMINATION CLAUSE.
A. During the performance of this Contract, Contractor agrees as follows:
i. Contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to
discrimination in employment, except where there is a bona fide
occupational qualification reasonably necessary to the normal operation of
Contract. Contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the
provisions of this nondiscrimination clause.
ii. Contractor in all solicitations or advertisements for employees placed by or
on behalf of Contractor will state that Contractor is an equal opportunity
employer.
iii. Notices, advertisements and solicitations placed in accordance with
federal law, rule or regulation shall be deemed sufficient for the purpose of
meeting the requirements of this section.
B. Contractor will include the provisions of the foregoing Section A (i, ii, and iii) in
every subcontract or purchase order of over $10,000, so that the provisions will
be binding upon each subcontractor or vendor.
SECTION 30. DRUG-FREE WORKPLACE.
A. During the performance of this Contract, Contractor agrees to (i) provide a
drug-free workplace for Contractor's employees; (Ii) post in conspicuous places,
available to employees and applicants for employment, a statement notifying
employees that the unlawful manufacture, sale, distribution, dispensation,
possession, or use of a controlled substance or marijuana is prohibited in the
workplace and specifying the actions that will be taken against employees for
violations of such prohibition; (iii) state in all solicitations or advertisements for
employees placed by or on behalf of Contractor that Contractor maintains a
11
drug-free workplace; and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10,000, so that the provisions will
be binding upon each subcontractor or vendor.
B. For the purposes of this section, "drug-free workplace" means a site for the
performance of work done in connection with a specific contract awarded to a
contractor, the employees of whom are prohibited from engaging in the unlawful
manufacture, sale, distribution, dispensation, possession or use of any controlled
substance or marijuana during the performance of the contract.
SECTION 31. FAITH BASED ORGANIZATIONS.
Pursuant to Virainia Code Section 2.2-4343.1. be advised that the Citv does not
discriminate aaainst faith-based oraanizations.
SECTION 32. ASSIGNMENT.
Successful Bidder may assign or transfer the Contract in whole or in part only with the
prior written consent of the City, which consent shall not be unreasonably withheld. If
consent to assign is given, no such assignment shall in any way release or relieve the
Offeror from any of the covenants or undertakings contained in the Contract and the
Offeror shall remain liable for the Contract during the entire term thereof.
SECTION 33.
CONTRACTUAL DISPUTES.
Contractual claims, whether for money or for other relief, shall be submitted, in writing,
no later than sixty (60) days after the earlier of the final payment or termination of the
Contract or notice from the City to the Contractor that the City disputes the amount of
Contractor's request for final payment. However, written notice of the Contractor's
intention to file such claim must be given at the time of the occurrence or beginning of
the work upon which the claim is based. Such notice is a condition precedent to the
assertion of any such claim by the Contractor. A written decision upon any such claims
will be made by the City Manager or the City Manager's designee (hereafter City
Manager) within thirty (30) days after submittal of the claim and any practically available
additional supporting evidence required by the City Manager. The Contractor may not
institute legal action prior to receipt of the City's decision on the claim unless the City
Manager fails to render such decision within 120 days from submittal of Contractor's
claim. The decision of the City Manager shall be final and conclusive unless the
Contractor within six (6) months of the date of the final decision on a claim or from
expiration of the 120 day time limit, whichever occurs first, initiates legal action as
provided in Section 2.2 - 4364, of the Va. Code. Failure of the City to render a decision
within said 120 days shall not result in the Contractor being awarded the relief claimed
nor shall it result in any other relief or penalty. The sole result of the City's failure to
render a decision within said 120 days shall be Contractor's right to immediately institute
legal action. No administrative appeals procedure pursuant to Section 2.2 - 4365 of the
Va. Code has been established for contractual claims under this Contract.
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SECTION 34.
CONTRACT SUBJECT TO APPROPRIATION OF FUNDS.
This Contract is subject to the availability of funds and appropriation of such funds by
City Council as may be necessary for this Contract. If such funds are not available
and/or appropriated, the City may cancel the Contract without incurring any liability
and/or damages of any type to the Contractor. Any such cancellation may be by a
written notice from the City to the Contractor.
SECTION 35.
ETHICS IN PUBLIC CONTRACTING.
The provisions, requirements, and prohibitions as contained in Sections 2.2-4367
through 2.2-4377, of the Va. Code, pertaining to bidders, offerors, contractors, and
subcontractors are applicable to this Contract.
SECTION 36. ENTIRE CONTRACT.
This Contract constitutes the complete understanding between the parties. This
Contract may be modified only by written Contract properly executed by the parties.
IN WITNESS WHEREOF, the parties hereto have affixed their hand and seals.
ATTEST:
CONTRACTOR
Printed Name and Title
Printed Name and Title
(SEAL)
CITY OF ROANOKE, VIRGINIA
ATTEST:
By
City Clerk
City Manager
Approved as to form:
Appropriation and Funds Required
for this Contract Certified:
13
City Attorney
Approved as to Execution:
City Attorney
Director of Finance
Account #
14
EXHIBIT A
SCOPE OF SERVICES
To be provided by Bidder.
15
EXHIBIT B
LEASE AGREEMENT
This Lease Agreement given by the City of Roanoke to
("Contractor") as part of the above mentioned Contract dated between
the City and the Contractor in order to allow the Contractor to provide Food, Beverage,
Catering and Concessions Services at the Roanoke Civic Center( "Facility") is subject to
the terms and conditions of such Contract and the provisions set forth below.
Contractor specifically agrees to the provisions set forth herein. The following are the
terms and conditions of this Lease.
1. Lease and License
The City hereby leases to Contractor and Contractor Leases from City that part
of the Facility that the City has designated as the "Leased Area." (See attached
drawing marked as Attachment A, which shows the Leased Area.) Contractor is
further licensed to use the additional areas as shown on the attached Exhibit A.
2. Term of Lease.
The term of this Lease shall run concurrently with the term of the above
mentioned Contract between the parties. If such Contract expires or is
terminated, then this Lease shall automatically terminate without any further
notice.
3. Use of Leased Area.
Contractor shall use the Leased Area only for the purpose of the Work described
in the above Contract.
4. Condition of Leased Area.
Contractor acknowledges that the Leased Area is being delivered to Contractor
in an AS IS condition and that Contractor is solely responsible for having
examined and investigated such Leased Area to be sure the Leased Area is
suitable for the purposes that Contractor intends to use the Leased Area for the
Work. Contractor will be solely responsible for making all such improvements
necessary to use the Leased Area for such purposes during the entire term of
this Lease.
5. Improvements to Leased Area.
Contractor agrees that prior to Contractor doing any work in the Leased Area or
any other improvements that Contractor places in the Leased Area, Contractor
will submit plans and drawings or a description of any such items to the City
16
Director of General Services and any other required City official for review and
approval and will not proceed with any such actions until such prior review and
written approval has been obtained.
6. Compliance with Laws.
Contractor agrees to comply with all applicable city, state, and federal laws,
ordinances, regulations, statutes, and codes, including all relevant zoning,
building, environmental, and safety codes, in connection with any construction,
maintenance, improvements, and/or operation of the Contractor's Parts
Operation activities in the Leased Area.
7. Maintenance of and Failure to Maintain Leased Area.
Contractor shall be solely and fully responsible for setting up, maintaining,
cleaning, operating, providing security, and otherwise being in charge of the
Leased Area. However, should Contractor fail to properly and timely maintain the
Leased Area and/or provide any of the other items as required by this Lease
and/or the above-mentioned Contract, the City may provide for such
maintenance and/or items and will be entitled to recover all of City's reasonable
costs and expenses, including attorney's fees, from Contractor and Contractor
agrees to pay all such monies to City within ten (10) days after demand for such
from the City.
8. Utilities.
Contractor shall pay the charges for all the utility services in the Leased Area.
9. Return of Leased Area.
Contractor agrees that upon the expiration and/or termination of this Lease, or
any extensions thereof, that Contractor will return the Leased Area to the City in
as good a condition as it was at the start of the Lease, ordinary wear excepted,
and that all permanent improvements to the Leased Area by the Contractor will
become the property of the City upon any such termination or expiration of this
Lease. However, Contractor may remove, at Contractor's sole expense, any of
Contractor's temporary or personal property not permanently affixed to the
Leased Area provided it will not cause any damage to the Leased Area and
Contractor will repair, to the satisfaction of the City, any damages to the Leased
Area caused by any removal of such items.
10. Security.
Contractor agrees to be responsible for provision of security for the Leased Area.
This includes such measures as may be needed.
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11. No Damaae to Leased Area.
Contractor agrees not to and shall not commit or permit any act which results in
any wasting or damage to the Leased Area. Should any such waste or damage
occur, the Contractor will repair and/or replace all damaged items or areas to the
satisfaction of the City, or, at the City's option, pay the City the reasonable cost of
the City having such work performed.
12. Responsibilitv for Leased Area.
Contractor agrees that Contractor shall be responsible for any and all damages
to the Leased Area due to Contractor's use and/or for any and all other claims
arising from such use and/or Contractor's actions or omissions, including, but not
limited to, any damages to vehicles, any loss of personal property, any personal
injuries, and any other injuries or damages of any type.
13. Protection of Leased Area.
Contractor agrees that if Contractor breaches any of the provisions of this Lease,
the City may take any actions necessary to protect and/or maintain the Leased
Area and that Contractor will pay the City all damages, costs, and expenses,
including attorney's fees, incurred by the City for such actions.
14. Risk of Loss.
Notwithstanding anything herein to the contrary, Contractor shall bear the risk of
any loss of or damage to the Leased Area and/or any goods and items in the
Leased Area during the term of this Lease. Also, notwithstanding anything herein
to the contrary, City shall not be liable for any direct, consequential, incidental, or
any other damages incurred by Contractor due to any malfunction, vandalism,
acts of God (including, without limitation, lightning, wind, rain, flood, hail, fire or
storms) lack of electricity, lack of air conditioning, lack of heat, or any other
damages resulting from any reason whatever to the Leased Area or arising out of
or resulting from any use of the Leased Area by the Contractor.
17. Entrv on the Propertv bv the Citv.
The City shall have the right to enter the Leased Area for the purpose of
inspection at any reasonable time or times during the term of this Lease,
provided however, that such inspections shall not unreasonably interfere with the
Contractor's use and occupancy of the Leased Area.
18. Citv's Limitation of Liabilitv.
The City shall not be responsible for any defect or change in the condition of the
Lease Area or for any resulting damage or injury to any person or property
18
occurring in the Leased Area or for any damages or loss of any of the parts or
other items in the Leased Area.
19. Environmental.
A. Contractor represents, warrants and agrees that: (a) Contractor shall
permit no installation or placement of Hazardous Material in the Leased
Area in violation of Environmental Laws; (b) Contractor shall permit no
release of Hazardous Material onto or from the Leased Area; (c)
Contractor shall cause the Leased Area to comply with Environmental
Laws and be free and clear of any liens imposed pursuant to
Environmental Laws; (d) all Leases, permits and other governmental or
regulatory actions necessary for the Leased Area to comply with
Environmental Laws (the "Permits") shall be obtained and maintained by
Contractor and Contractor shall assure compliance therewith; and (e)
Contractor shall give City prompt written notice if Contractor receives any
notice with regard to Hazardous Material on, from or affecting the Leased
Area and shall conduct and complete all investigations and all cleanup
actions necessary to remove, in accordance with Environmental Laws,
such Hazardous Material from the Leased Area.
B. City shall have the right at any time during the term of this Lease, whether
before or after default, to conduct or cause to be conducted an
environmental inspection or audit of the Leased Area by itself or by a
qualified environmental consultant or engineer selected by the City; and
Contractor hereby grants to City and its employees, agents, and
independent contractors (hereinafter collectively called "City and its
Representatives"), the right to enter the Leased Area upon reasonable
notice for the purpose of conducting, whether before or after default, any
inspection, audit or tests, making soil borings, extracting samples,
installing monitoring wells, and conducting such other procedures as City
and/or its Representatives deem necessary or desirable in connection with
such inspection or audit. At any time during the term of this Lease,
provided City has a reasonable basis for doing so, City may require
Contractor to cause to be performed, at the expense of Contractor, for the
benefit of Contractor and City, an inspection or audit of the Leased Area
by an environmental consultant or engineer approved by the City, and
Contractor shall furnish to City, at no cost to City, the written inspection or
audit report certifying as to the presence or absence of Hazardous
Material on, at, or under the Leased Area. All inspection reports may be
submitted to governmental entities or agencies as requested or as may be
required by law or regulations.
C. Contractor shall indemnify and hold harmless City, its offices, employees,
and agents from and against all losses, expenses (including, without
limitation, attorneys' fees) and claims of every kind suffered by or asserted
against the City as a direct or indirect result of (1) the presence on or
19
release from the Leased Area of any Hazardous Material, whether or not
caused by Contractor, (ii) the violation of Environmental Laws applicable
to the Leased Area , whether or not caused by Contractor, (iii) the
requirement to conduct any remediation of Hazardous Materials from the
Leased Area, (iv) the failure by Contractor to comply fully with the terms
and provisions of this section, or (v) any warranty or representation made
by Contractor in this section being false or untrue in any material respect.
The indemnity and hold harmless obligation of Contractor to City under
this paragraph includes losses, expenses, (including, without limitation,
attorneys' fees) and claims caused by the action or inaction of the
Contractor, its agents, employees, invitees and others permitted by
Contractor on the Leased Area or near the Leased Area.
D. "Hazardous Material" means polychlorinated biphenyls, petroleum,
flammable explosives, radioactive materials, asbestos and any hazardous,
toxic or dangerous waste, substance or material defined as such in (or for
purposes of) Environmental Laws or listed as such by the Environmental
Protection Agency. "Environmental Laws" means any current or future
federal, state or locallaw,regulation or ruling applicable to environmental
conditions on, under or about the Leased Area including, without
limitation, the Comprehensive Environmental Response, Compensation
and Liability Act, the Resource Conservation and Recovery Act, the Toxic
Substances Control Act, the Clean Water Act and the Chesapeake Bay
Preservation Act. Contractor's obligations under this section shall survive
the expiration or termination of this Lease.
20. Sians.
Contractor shall have no right to install or erect in the Leased Area any signs,
antennas or other equipment or device without the prior written consent of City,
which consent shall not be unreasonably withheld.
21. Riahts Cumulative.
All rights, powers, and privileges conferred hereunder upon the City to enforce
this Lease shall be cumulative, and are in addition to and not restrictive to those
given by law.
22. Lease Part of Contract.
This Lease is a part of the above mentioned Contract between the parties and is
also subject to the terms and conditions of such Contract.
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21
EXHIBIT D
INSURANCE.
Contractor and its subcontractors involved in this Contract shall maintain the following
insurance coverages with a quality company, written on an occurrence basis, issued by
a company licensed to transact business in this State, during the life of this Contract,
and shall furnish the City with certificates of insurance which shall also include
insurance deductibles, if applicable. The certificates shall name the City and its officers,
agents and employees and the Roanoke City Civic Center Commission as additional
insureds, providing coverage against any and all claims and demands made by a
person or persons whomsoever for property damages or bodily or personal injury
(including death) incurred in connection with the services to be provided under this
Contract with respect to the Commercial General Liability coverage and the Automobile
Liability coverage. With respect to the Workers' Compensation coverage, Contractor's
insurance company shall waive rights of subrogation against the City and its officers,
agents and employees.
A. Commercial General Liability: $ One Million
$Two Million General Aggregate Limit (other than Products/Completed
Operations) .
$ One Million Products/Completed Operations Aggregate Limit.
$ One Million Personal Injury Liability (including liability for slander, libel,
and defamation of character).
$ One Million each occurrence limit (including liability for Contractual, and
Owners and Contractors Protective).
B. Automobile Liability: $ One Million combined single limit with applicable
endorsement to cover waste cargo.
C. Workers' Compensation and Employer's Liability:
Workers' Compensation: statutory coverage for Virginia
Employer's Liability:
$100,000.00 Bodily Injury by Accident each occurrence
$500,000.00 Bodily Injury by Disease Policy Limit.
$100,000.00 Bodily Injury by Disease each employee.
D. The above limit amounts may be met by an umbrella liability policy
following the form of the underlying primary coverage in a minimum
amount of $ Five Million.
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E. Employee Dishonest Coverage
F. Proof of Insurance Coverage:
1. Contractor shall furnish the City of Roanoke with the required
certificates of insurance showing the type, amount,effective dates
and date of expiration of the policies.
2. The required certificates of insurance shall contain substantially the
following statement:
Should any of the above described policies be cancelled before the
expiration date thereof the issuing company shall mail 30 days
written notice to City of Roanoke, Risk Manager, 215 Church
Avenue, S.w., Room 506, Roanoke, VA 24011. The telephone
number is (540) 853-1856.
23
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TERMS AND CONDITIONS TO THE CONTRACT FOR THE CATERING,
CONCESSIONS AND FOOD AND BEVERAGE FRANCHISE
THIS CONTRACT is made and entered into this day of
2007, by and between the CITY OF ROANOKE, VIRGINIA, ("City") a municipal
corporation organized under the laws of the Commonwealth of Virginia, and
("Contractor"),
WITNESSETH:
WHEREAS, City owns the Roanoke Civic Center located in Roanoke, Virginia,
consisting of the Coliseum, a 10,000 capacity public assembly facility; 14,000 square
feet of Exhibition Hall space; the Roanoke Performing Arts Theatre, a 2,148 seat
performing arts venue, and a new 46,000 square foot Exhibit Hall with an adjacent
4,500 square foot kitchen (collectively, the "Facility"); and
WHEREAS, Contractor is engaged in the business of managing and operating
food, beverage, concessions services and catering services at multi-purpose facilities;
and
WHEREAS, City desires to. grant to Contractor the exclusive right and privilege to
manage and operate the food, beverage, concessions and catering services at the
Facility; and
WHEREAS, Contractor desires to accept such franchise to manage and operate
such food, beverage and concessions and catering services at the Facility, subject to
the terms and conditions contained herein,
NOW THEREFORE, for and in consideration of the foregoing, the mutual
covenants and promises hereinafter set forth and other good and valuable
consideration, the receipt and sufficiency of which is hereby acknowledged, the parties,
intending to be legally bound, hereby agree as follows:
SECTION 1.
WORK TO BE PERFORMED AND DOCUMENTS.
For the consideration hereinafter specified to be paid and/or provided by the City to the
Contactor for the Work provided for in this Contract to be performed by the Contractor,
the Contractor hereby covenants and agrees with the City to fully perform the services,
provide any parts and materials called for, and complete the Work called for by this
Contract in a good and workmanlike manner in accordance with this Contract and the
documents referred to herein in order to fully and properly complete this Contract within
the time stipulated, time being made of the essence for this Contract. It is also agreed
by the parties hereto that the documents to this Contract consist of this Contract and the
following documents listed below (Contract Documents), all of which are and constitute
1
a part of this Contract as if attached hereto or set out in full herein, viz:
1. Scope of Services Exhibit A (to be provided to the City after negotiations with the
successful bidder, but before award)
2. Lease- Exhibit B.
3. Kitchen Design Plans- Exhibit C.
4. Insurance Specifications - Exhibit D.
5. Performance Bond- Exhibit E
6. Labor Bond- F.
7. Information on Contract to be Awarded -Exhibit G
8. Contractor's Proposal- Exhibit H
The parties agree that if there are any differences between the provisions of the above
referenced documents, the provisions of the City documents and this Contract will
control over any Contractor supplied documents or information.
In connection with the Work to be provided under this Contract, City hereby leases to
Contractor that certain space described in the attached Exhibit B and further licenses to
Contractor the concession stands, customer serving locations, food preparation areas,
vendor commissaries, kitchen and warehouse facilities, and other related areas at the
Facility ("Concession Areas"), together with the improvements, equipment and
personal property upon or within such areas, along with the non-exclusive right to use
the concourses, spectator seating areas, parking areas, loading areas and walkways of
the Facility, solely for the purpose of providing Concession Services. Contractor agrees
to operate the Concessions Areas with respect to all events at the Facility, during hours
as may be reasonably requested by City to adequately meet public demand.
SECTION 2. TERM OF CONTRACT AND TIME OF PERFORMANCE
A. The term of the Contract will be for ten (10) years, commencing July 1,
2007, and terminating upon June 30, 2017, at which time it will terminate, unless sooner
terminated pursuant to the terms of the Contract or by law.
B. The Contractor shall commence the Work to be performed under this
Contract on July 1, 2007, and the Contractor covenants and agrees to fully perform and
complete the Work and/or provide the goods called for by this Contract. The Contractor
further agrees that the Work shall be started promptly on the above date and shall be
prosecuted regularly, diligently, and uninterruptedly that will ensure full completion
thereof consistent with the Contract Documents and that Contractor will cooperate and
coordinate with the other City contractors or employees doing other work or using the
area where Contractor is working. The Contractor further agrees to provide the items
requested
SECTION 3. COMPENSATION
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[The compensation structure for the award of the franchise is to be proposed by the
interested bidder and may be further negotiated between the City and the successful
bidder.)
SECTION 4. HOLD HARMLESS AND INDEMNITY.
Contractor shall indemnify and hold harmless the City and its officers, agents, and
employees and members of the Civic Center Commission against any and all liability,
losses, damages, claims, causes of action, suits of any nature, costs, and expenses,
including reasonable attorney's fees, resulting from or arising out of Contractor or its
employees, agents, or subcontractors actions, activities, or omissions, negligent or
otherwise, on or near the Facility or arising in any way out of or resulting from any of the
work or items to be provided under this Contract, and this includes, without limitation,
any fines or penalties, violations of federal, state, or local laws or regulations, personal
injury, wrongful death, or property damage claims or suits. Contractor agrees to and
shall protect, indemnify, and hold harmless all the parties referred to above from any
and all demands for fees, claims, suits, actions, causes of action, settlement or
judgments based on the alleged or actual infringement or violation of any copyright,
trademark, patent, invention, article, arrangement, or other apparatus that may be used
in the performance of this Contract.
SECTION 4. KITCHEN IMPROVEMENT
Contractor agrees to invest an amount not to exceed Dollars
($ ) at the Facility over the term of the Contract for the design, construction
and installation of the kitchen, according to the City's specifications attached to this
Contract as Exhibit C, to be dedicated to the food and beverage, catering and
concession services to be performed by Contractor hereunder and in order to complete
the concession facilities in accordance with mutually agreed objectives. City shall not be
responsible for contributing any dollar amounts to the installation, design and
construction of the kitchen. In the event additional amounts are required to complete
the food and beverage facilities, Contractor shall be solely responsible for such
amounts. City and Contractor shall mutually agree in writing upon the specific
equipment or improvements to be purchased or made with Contractor's investment, as
well as the location for such improvements or installation of such equipment. All such
improvements or equipment shall be owned by Contractor until payment of the costs of
the kitchen have been recouped or the expiration of the term of the Contract (whichever
is first). At such time, and Contractor agrees to execute such documents as City shall
reasonably request evidencing City's ownership interest in such improvements and
equipment, including financing statements.
SECTION 5. OPERATING ACCOUNT. Contractor shall establish and maintain, in its
name, a separate commercial operating bank account for the Facility and shall deposit
all gross receipts in such account. Contractor shall pay all operating expenses from the
3
gross receipts deposited in the operating account.
SECTION 6. REPORTING REQUIREMENTS
A. Contractor agrees to maintain separate and independent books and records,
in accordance with generally accepted accounting practices, relating to its operations in
connection with its management of the food and beverage, catering and concessions
services, as applicable. Such books and records shall contain documentation regarding
the deposit of all gross receipts, and the incurrence by Contractor of all expenses,
including copies of invoices of all products and materials purchased by Contractor
hereunder, and copies of payroll summaries, tax returns, deposit receipts and bank
statements relating to operating account.. City or its designee shall have the right to
inspect such books and records from time to time upon reasonable notice during the
ordinary business hours of Contractor.
B. Contractor shall provide to City, within thirty (30) days after the end of each
month during the Term, financial reports regarding its provision of food and beverage
catering and concessions services, including a statement showing gross receipts and
the operating expenses for the applicable period, and a month to date reconciliation
report. Additionally, Contractor shall provide to City, within twenty four (24) hours
following each event at the Facility, a daily gross receipts report in a form to be mutually
agreed upon.
C. City shall have the right, at its cost and option, to engage an independent
third party to audit the books and records of Contractor, for the purpose of confirming
that the amounts remitted by Contractor to City hereunder are the proper amounts due
City. In the event such audit reveals any underpayment to City, Contractor shall
promptly pay to City the amount of such deficiency. In the event such underpayment is
more than two percent of the amount due, Contractor shall pay City's costs for the third
party audit.
SECTION 7. TERMINATION
This Contract may be terminated (i) by either Contractor or City upon thirty (30)
days written notice to the other, if the other party fails to perform or comply with any of
the material terms, covenants, Contracts or conditions hereof, and such failure is not
cured during such thirty (30) day period, (Ii) by either Contractor or City by written notice
to the other upon the other being judged bankrupt or insolvent, or if any receiver or
trustee of all or any part of the business property of the other shall be appointed and
shall not be discharged within one hundred twenty (120) days after appointment, or if
either such party shall make an assignment of its property for the benefit of creditors or
shall file a voluntary petition in bankruptcy or insolvency, or shall apply for bankruptcy
under the bankruptcy or insolvency laws now in force or hereinafter enacted, Federal,
State or otherwise, or if such petition shall be filed against either party and shall not be
dismissed within one hundred twenty (120) days after such filing. Upon any termination
4
of this Contract, each part y shall promptly pay the other all fees, if any, due such
parties up to the date of termination for the operating year in which this Contract is
terminated, computed on a pro-rata basis to the effective date of termination.
SECTION 8. PERSONNEL
A. Contractor shall employ, train and supervise personnel with appropriate
qualifications and experience, in sufficient number to provide all the services
appropriate for the duties of such party to be performed under this Contract. All such
personnel shall be employees, agents or independent contractors of Contractor (or a
subsidiary or affiliate thereof), as applicable, and not of City. Contractor shall select the
number, function, qualifications, and compensation, including salary and benefits, of its
employees and shall control the terms and conditions of employment relating to such
employees. Contractor agrees to use its due diligence and to exercise reasonable and
prudent judgment in the selection and supervision of such personnel, and shall use its
best efforts to employ persons who are courteous and efficient, and who will not use
improper language or act in a loud or boisterous manner while performing duties at the
Facility.
B. Contractor shall employ as part of its personnel at the Facility an individual
with managerial experience to serve as a full-time general manager of Concession
Services Hiring of the General Manager by Contractor shall require the prior approval of
City, which approval shall not be unreasonably withheld or delayed. The General
Manager will have general supervisory responsibility for Contractor at the Facility and
will be responsible for day-to-day operations of the Concession Services, supervision of
Contractor employees, and management and coordination of all activities associated
with the sale of concessions at the Facility.
C. Contractor shall ensure that its non-management employees performing
the duties of Contractor at the Facility shall be neatly attired in clean, commercially
attractive uniforms which shall be subject to the approval of City. Contractor shall train
all such employees so that they are aware of the high standards for cleanliness,
courtesy and service required by Contractor.
D. All personnel engaged by Contractor to work at the Facility shall be
admitted to the Facility without payment of any admission fee, at an entrance to be
designated by City. All such personnel shall have the right to park at the Facility without
charge in areas designated by City.
SECTION 9 INVENTORY A. Contractor shall order, stock, prepare, pay for and sell
quality food, beverage and other concession and catering products. Consumables shall
be first quality, wholesome and pure, and all food and beverage merchandise on hand
shall be stored and handled with due regard for sanitation. Contractor shall have
5
sufficient amounts of product prepared and an inventory on the premises so as not to
run out of product during an event at the Facility. During all events at the Facility,
Contractor shall post signs and provide menus displaying the prices of items offered for
sale. Such signs and menus shall be subject to the reasonable approval of City.
B. The brands and price of all products sold by Contractor shall be
determined by Contractor, subject to the reasonable approval of City. Provided price,
quality, market acceptability, service and other terms are generally competitive,
Contractor agrees to give preference to and feature at the Facility suppliers of products
designated by City who purchase advertising from City so long as the giving of such
preference does not violate applicable laws, rules or regulations and the features of
such product and terms of such transaction (including without limitation the cost of
product) are reasonable, as determined by Contractor in its sole discretion.
SECTION 10. MAINTENANCE
A. Contractor shall keep all fixtures, equipment, furniture and other property
installed, furnished or supplied by or for the benefit of Contractor in good order and
repair and shall make all necessary repairs and improvements thereto and to the
Concession Areas used in the provision of the Concession Services.
B. Contractor will maintain the Concession Areas in a clean and neat
condition by cleaning, on a day-to-day basis, the interiors of the concession areas and
bars, concession stands and vending stations under its control at the Facility (and within
a (5) feet perimeter of such stands and stations). Contractor shall further clean, as
needed in the determination of City, the walls, windows, ceilings, light fixtures and
equipment located within the Concession Areas. Contractor shall deposit in receptacles
provided by City all waste, garbage and refuse which shall accumulate in the
Concession Areas. Contractor shall also provide extermination services as may be
necessary for the Concession Areas.
C. Contractor shall comply with and observe all federal, state and local laws,
ordinances and regulations as to sanitation and the purity of food and beverages or
otherwise relating to its operations under this Contract.
SECTION 11. LICENSES. PERMITS AND TAXES
A. Contractor shall secure and maintain throughout the Term all licenses and
permits necessary for the operation of the Concession Services, including those
required for the sale of liquor, beer and wine at the Facility. City shall cooperate with
Contractor in connection with filing applications for, and securing and maintaining in
good standing, any and all licenses and permits and renewals thereof needed by
Contractor to fulfill its obligations hereunder.
B. Contractor agrees to strictly comply with the laws of the Commonwealth
6
of Virginia regarding the sale of alcoholic beverages to minors. Contractor agrees to
adopt an identification policy to verify the age of potential purchasers of alcoholic
beverages. Contractor further agrees it will not sell alcoholic beverages to customers
who are visibly intoxicated. Contractor will institute and conduct training programs for
Contractor employees at the Facility on the proper standards to use to avoid selling
alcoholic beverages to customers who are or who appear to be intoxicated.
C. Contractor shall collect and pay all taxes imposed upon the sale of
concession items hereunder, as required by all applicable Federal, State or local laws,
rules and ordinances. Contractor shall be responsible for and pay all social security,
unemployment insurance, old age retirement and other federal and state taxes that are
measured by the wages, salaries, or other remuneration paid to persons employed by
Contractor. Contractor shall be responsible for paying all leasehold taxes that may be
assessed by City under all applicable federal, state and/or local laws, rules and
ordinances..
SECTION 12.
INDEPENDENT CONTRACTOR.
The relationship between Contractor and the City is a contractual relationship. It is not
intended in any way to create a legal agency or employment relationship. Contractor
shall, at all times, maintain its status as an independent contractor and both parties
acknowledge that neither is an agent, partner or employee of the other for any purpose.
Contractor shall be responsible for causing all required insurance, workers'
compensation and unemployment insurance to be provided for all of its employees and
subcontractors. Contractor will be responsible for all actions of any of its subcontractors,
if any.
SECTION 13.
DEFAULT.
If Contractor refuses or fails to perform any of the terms of this Contract, including poor
services, (a default), the City may, by written notice to Contractor, terminate this
Contract (or the separable part of this Contract). In addition to any right to terminate, the
City may enforce any remedy available at law or in equity in connection with such
default, and Contractor shall be liable for any damages to the City resulting from
Contractor's default.
SECTION 14.
AUTHORIZED REPRESENTATIVES.
Contractor shall appoint one of its key personnel as a representative who shall have the
power and authority to work with the City and represent Contractor in all administrative
matters so as to provide for the correction of problems and reduction of costs. All
notices, requests demands and other communication shall be in writing and sent by
overnight delivery, registered mail, certified mail or hand delivery, addressed to the
party's principal place of business herein written. Either party may by notice in writing,
7
direct that future notices or requests, or demands be sent to a different address. Notices
given by mail shall be deemed given upon deposit in the United States mail. Notices
given by hand delivery shall be deemed given at the time of actual delivery. Notices
given by overnight delivery shall be deemed given at the time of actual delivery. The
Authorized Representative of each party are the following:
Contractor
At!:
City City of Roanoke
Attn:
SECTION 15. INSURANCE REQUIREMENTS.
Contractor and any of its subcontractors involved in this Contract shall maintain the
insurance coverages set forth in Exhibit D to this Contract and provide the proof of such
insurance coverage as called for in Exhibit D including workers' compensation coverage
regardless of the number of Contractor's employees. Such insurance coverage shall be
obtained at the Contractor's sole expense and maintained during the life of the Contract
and shall be effective prior to the beginning of any work or other performance by the
Contractor under this Contract. Additional insured endorsements, if required, must be
received by the City within 30 days of the execution of this Contract or as otherwise
required by the City's Risk Manager.
SECTION 16.
WARRANTY.
Contractor hereby warrants that all items and work covered by this Contract shall
conform to the specifications, drawing, samples, or other description furnished by the
Contractor and shall be new, merchantable, of good material and workmanship, and
free from any defects. Contractor also warrants good title to and freedom from any
encumbrances for all items and warrants against any infringement. Contractor may not
exclude any warranty. If this Contract is for services, Contractor warrants that the
services shall be completed in a professional, good and workmanlike manner, with the
degree of skill and care that is required by like Contractors in Virginia. Further,
Contractor warrants that such services shall be completed in accordance with the
applicable requirements of this Contract and shall be correct and appropriate for the
purposes contemplated in this Contract. Such warranties are in addition to any of the
Contractor's other guarantees or obligations under this Contract or that may arise by
law. Contractor agrees that Contractor shall repair or replace, at Contractor's sole
expense, and to the satisfaction of the City, any items, material, equipment, or part of
the item that is found by the City to be defective or not in accordance with the terms of
this Contract.
8
SECTION 17.
PAYMENTS TO OTHERS BY CONTRACTOR.
The Contractor agrees that Contractor will comply with the requirements of Section 2.2-
4354 of the Virginia Code regarding Contractor's payment to other entities and the
Contractor will take one of the two actions permitted therein within 7 days after receipt
of amounts paid to Contractor by the City. Contractor further agrees that the Contractor
shall indemnify and hold the City harmless for any lawful claims resulting from the
failure of the Contractor to make prompt payments to all persons supplying the
Contractor equipment, labor, tools, or material in connection with the work provided for
in the Contract. In the event of such claims, the City may, in the City's sole discretion,
after providing written notice to the Contractor, withhold from any payment request or
final payment the unpaid sum of money deemed sufficient to pay all appropriate claims
and associated costs in connection with the Contract and make such payment, if the
City determines it to be appropriate to do so.
SECTION 18 SECURITY
A Performance security and a Labor and Material Payment Security each in the amount
of no less than seven hundred fifty ($750,000,00) shall be furnished by the Contractor,
in accordance with Sections 15.1-2101 and 2.2-4337 and 2.2 -43338 of the Virginia
Code (1950) as amended, on forms attached to this Contract as Exhibits C and D
respectively, made payable to the City of Roanoke properly executed by the successful
bidder as principal and a Corporate Surety authorized to transact business in the
Commonwealth of Virginia. Attorneys-in-fact who execute the bonds must file with each
bond a certified copy of their Power of Attorney.
SECTION 19COOPERATION.
Each party agrees to cooperate with the other in executing any documents or taking
reasonable action necessary to carry out the intent and purpose of this Contract.
SECTION 20. NONWAIVER
A waiver or failure by either party to enforce or require performance of any term or
condition of this Contract or the waiver of any particular breach of this Contract by either
party extends to that instance only. Such waiver or failure is not and shall not be a
waiver of any of the terms or conditions of this Contract or a waiver of any other
breaches of this Contract by either party and does not bar the nonbreaching party from
requiring the other party to comply with all the terms and conditions of this Contract and
does not bar the nonbreaching party from asserting any and all rights and/or remedies it
has or might have against the other party under this Contract or by law.
9
SECTION 21. FORUM SELECTION AND CHOICE OF LAW.
By virtue of entering into this Contract, Contractor submits itself to a court of competent
jurisdiction in the City of Roanoke, Virginia, and further agrees that this Contract is
controlled by the laws of the Commonwealth of Virginia and that all claims, disputes,
and other matters shall only be decided by such court according to the laws of the
Commonwealth of Virginia.
SECTION 22. SEVERABILITY
If any provision of this Contract, or the application of any provision hereof to a particular
entity or circumstance, shall be held to be invalid or unenforceable by a court of
competent jurisdiction, the remaining provisions of this Contract shall not be affected
and all other terms and conditions of this Contract shall be valid and enforceable to the
fullest extent permitted by law.
SECTION 23. COMPLIANCE WITH LAWS AND REGULATIONS
Contractor agrees to and will comply with all applicable federal, state, and local laws,
ordinances, and regulations. specifically including, but not limited to, the Virginia Public
Procurement Act, Section 2.2-4300 et. seq., of the Code of Virginia (1950) as
amended, if Contractor subcontracts any work required in its performance of the
Contract.
SECTION 24. SUCCESSORS AND ASSIGNS.
The terms, conditions, provisions, and undertakings of this Contract shall be binding
upon and inure to the benefit of each of the parties hereto and their respective
successors and assigns.
SECTION 25. HEADINGS.
The captions and headings in this Contract are for convenience and reference purposes
only and shall not affect in any way the meaning and interpretation of this Contract.
SECTION 26. COUNTERPART COPIES.
This Contract may be executed in any number of counterpart copies, each of which
shall be deemed an original, but all of which together shall constitute a single
instrument.
SECTION 27. AUTHORITY TO SIGN.
The persons who have executed this Contract represent and warrant that they are duly
authorized to execute this Contract on behalf of the party for whom they are signing.
10
Section 28. NOTICES. All notices required or permitted to be given pursuant to this
Contract shall be in writing and delivered personally or sent by registered or certified
mail, return receipt requested, or by generally recognized, prepaid, overnight air courier
services, to the address and individual set forth below. All such notices to either party
shall be deemed to have been provided when delivered, if delivered personally, three
(3) days after mailed, if sent by registered or certified mail, or the next business day, if
sent by generally recognized, prepaid, overnight air courier services.
If to City:
If to Contractor:
Attn:
The designation of the individuals to be so notified and the addresses of such
parties set forth above may be changed from time to time by written notice to the
other party in the manner set forth above.
SECTION 29. NONDISCRIMINATION CLAUSE.
A. During the performance of this Contract, Contractor agrees as follows:
i. Contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to
discrimination in employment, except where there is a bona fide
occupational qualification reasonably necessary to the normal operation of
Contract. Contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the
provisions of this nondiscrimination clause.
ii. Contractor in all solicitations or advertisements for employees placed by or
on behalf of Contractor will state that Contractor is an equal opportunity
employer.
iii. Notices, advertisements and solicitations placed in accordance with
federal law, rule or regulation shall be deemed sufficient for the purpose of
meeting the requirements of this section.
B. Contractor will include the provisions of the foregoing Section A (i, ii, and iii) in
every subcontract or purchase order of over $10,000, so that the provisions will
be binding upon each subcontractor or vendor.
11
SECTION 30. DRUG-FREE WORKPLACE.
A. During the performance of this Contract, Contractor agrees to (i) provide a
drug-free workplace for Contractor's employees; (ii) post in conspicuous places,
available to employees and applicants for employment, a statement notifying
employees that the unlawful manufacture, sale, distribution, dispensation,
possession, or use of a controlled substance or marijuana is prohibited in the
workplace and specifying the actions that will be taken against employees for
violations of such prohibition; (iii) state in all solicitations or advertisements for
employees placed by or on behalf of Contractor that Contractor maintains a
drug-free workplace; and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10,000, so that the provisions will
be binding upon each subcontractor or vendor.
B. For the purposes of this section, "drug-free workplace" means a site for the
performance of work done in connection with a specific contract awarded to a
contractor, the employees of whom are prohibited from engaging in the unlawful
manufacture, sale, distribution, dispensation, possession or use of any controlled
substance or marijuana during the performance of the contract.
SECTION 31. FAITH BASED ORGANIZATIONS.
Pursuant to Virainia Code Section 2.2-4343.1, be advised that the Citv does not
discriminate aaainst faith-based oraanizations.
SECTION 32. ASSIGNMENT.
Successful Bidder may assign or transfer the Contract in whole or in part only with the
prior written consent of the City, which consent shall not be unreasonably withheld. If
consent to assign is given, no such assignment shall in any way release or relieve the
Offeror from any of the covenants or undertakings contained in the Contract and the
Offeror shall remain liable for the Contract during the entire term thereof.
SECTION 33.
CONTRACTUAL DISPUTES.
Contractual claims, whether for money or for other relief, shall be submitted, in writing,
no later than sixty (60) days after the earlier of the final payment or termination of the
Contract or notice from the City to the Contractor that the City disputes the amount of
Contractor's request for final payment. However, written notice of the Contractor's
intention to file such claim must be given at the time of the occurrence or beginning of
the work upon which the claim is based. Such notice is a condition precedent to the
assertion of any such claim by the Contractor. A written decision upon any such claims
will be made by the City Manager or the City Manager's designee (hereafter City
Manager) within thirty (30) days after submittal of the claim and any practically available
additional supporting evidence required by the City Manager. The Contractor may not
institute legal action prior to receipt of the City's decision on the claim unless the City
Manager fails to render such decision within 120 days from submittal of Contractor's
12
claim. The decision of the City Manager shall be final and conclusive unless the
Contractor within six (6) months of the date of the final decision on a claim or from
expiration of the 120 day time limit, whichever occurs first, initiates legal action as
provided in Section 2.2 - 4364, of the Va. Code. Failure of the City to render a decision
within said 120 days shall not result in the Contractor being awarded the relief claimed
nor shall it result in any other relief or penalty. The sole result of the City's failure to
render a decision within said 120 days shall be Contractor's right to immediately institute
legal action. No administrative appeals procedure pursuant to Section 2.2 - 4365 of the
Va. Code has been established for contractual claims under this Contract.
SECTION 34.
CONTRACT SUBJECT TO APPROPRIATION OF FUNDS.
This Contract is subject to the availability of funds and appropriation of such funds by
City Council as may be necessary for this Contract. If such funds are not available
and/or appropriated, the City may cancel the Contract without incurring any liability
and/or damages of any type to the Contractor. Any such cancellation may be by a
written notice from the City to the Contractor.
SECTION 35.
ETHICS IN PUBLIC CONTRACTING.
The provisions, requirements, and prohibitions as contained in Sections 2.2-4367
through 2.2-4377, of the Va. Code, pertaining to bidders, offerors, contractors, and
subcontractors are applicable to this Contract.
SECTION 36. ENTIRE CONTRACT.
This Contract constitutes the complete understanding between the parties. This
Contract may be modified only by written Contract properly executed by the parties.
IN WITNESS WHEREOF, the parties hereto have affixed their hand and seals.
ATTEST:
CONTRACTOR
Printed Name and Title
Printed Name and Title
(SEAL)
13
ATTEST:
City Clerk
Approved as to form:
City Attorney
Approved as to Execution:
City Attorney
CITY OF ROANOKE, VIRGINIA
By
City Manager
Appropriation and Funds Required
for this Contract Certified:
Director of Finance
Account #
14
EXHIBIT A
SCOPE OF SERVICES
To be provided by Bidder.
15
EXHIBIT B
LEASE AGREEMENT
This Lease Agreement given by the City of Roanoke to
("Contractor") as part of the above mentioned Contract dated between
the City and the Contractor in order to allow the Contractor to provide Food, Beverage,
Catering and Concessions Services at the Roanoke Civic Center( "Facility") is subject to
the terms and conditions of such Contract and the provisions set forth below.
Contractor specifically agrees to the provisions set forth herein. The following are the
terms and conditions of this Lease.
1. Lease and License
The City hereby leases to Contractor and Contractor Leases from City that part
of the Facility that the City has designated as the "Leased Area." (See attached
drawing marked as Attachment A, which shows the Leased Area.) Contractor is
further licensed to use the additional areas as shown on the attached Exhibit A.
2. Term of Lease.
The term of this Lease shall run concurrently with the term of the above
mentioned Contract between the parties. If such Contract expires or is
terminated, then this Lease shall automatically terminate without any further
notice.
3. Use of Leased Area.
Contractor shall use the Leased Area only for the purpose of the Work described
in the above Contract.
4. Condition of Leased Area.
Contractor acknowledges that the Leased Area is being delivered to Contractor
in an AS IS condition and that Contractor is solely responsible for having
examined and investigated such Leased Area to be sure the Leased Area is
suitable for the purposes that Contractor intends to use the Leased Area for the
Work. Contractor will be solely responsible for making all such improvements
necessary to use the Leased Area for such purposes during the entire term of
this Lease.
5. Improvements to Leased Area.
Contractor agrees that prior to Contractor doing any work in the Leased Area or
any other improvements that Contractor places in the Leased Area, Contractor
16
will submit plans and drawings or a description of any such items to the City
Director of General Services and any other required City official for review and
approval and will not proceed with any such actions until such prior review and
written approval has been obtained.
6. Compliance with Laws.
Contractor agrees to comply with all applicable city, state, and federal laws,
ordinances, regulations, statutes, and codes, including all. relevant zoning,
building, environmental, and safety codes, in connection with any construction,
maintenance, improvements, and/or operation of the Contractor's Parts
Operation activities in the Leased Area.
7. Maintenance of and Failure to Maintain Leased Area.
Contractor shall be solely and fully responsible for setting up, maintaining,
cleaning, operating, providing security, and otherwise being in charge of the
Leased Area. However, should Contractor fail to properly and timely maintain the
Leased Area and/or provide any of the other items as required by this Lease
and/or the above-mentioned Contract, the City may provide for such
maintenance and/or items and will be entitled to recover all of City's reasonable
costs and expenses, including attorney's fees, from Contractor and Contractor
agrees to pay all such monies to City within ten (10) days after demand for such
from the City.
8. Utilities.
Contractor shall pay the charges for all the utility services in the Leased Area.
9. Return of Leased Area.
Contractor agrees that upon the expiration and/or termination of this Lease, or
any extensions thereof, that Contractor will return the Leased Area to the City in
as good a condition as it was at the start of the Lease, ordinary wear excepted,
and that all permanent improvements to the Leased Area by the Contractor will
become the property of the City upon any such termination or expiration of this
Lease. However, Contractor may remove, at Contractor's sole expense, any of
Contractor's temporary or personal property not permanently affixed to the
Leased Area provided it will not cause any damage to the Leased Area and
Contractor will repair, to the satisfaction of the City, any damages to the Leased
Area caused by any removal of such items.
10. Security.
Contractor agrees to be responsible for provision of security for the Leased Area.
This includes such measures as may be needed.
17
11. No Damaae to Leased Area.
, Contractor agrees not to and shall not commit or permit any act which results in
any wasting or damage to the Leased Area. Should any such waste or damage
occur, the Contractor will repair and/or replace all damaged items or areas to the
satisfaction of the City, or, at the City's option, pay the City the reasonable cost of
the City having such work performed.
12. Responsibility for Leased Area.
Contractor agrees that Contractor shall be responsible for any and all damages
to the Leased Area due to Contractor's use and/or for any and all other claims
arising from such use and/or Contractor's actions or omissions, including, but not
limited to, any damages to vehicles, any loss of personal property, any personal
injuries, and any other injuries or damages of any type.
13. Protection of Leased Area.
Contractor agrees that if Contractor breaches any of the provisions of this Lease,
the City may take any actions necessary to protect and/or maintain the Leased
Area and that Contractor will pay the City all damages, costs, and expenses,
including attorney's fees, incurred by the City for such actions.
14. Risk of Loss.
Notwithstanding anything herein to the contrary, Contractor shall bear the risk of
any loss of or damage to the Leased Area and/or any goods and items in the
Leased Area during the term of this Lease. Also, notwithstanding anything herein
to the contrary, City shall not be liable for any direct, consequential, incidental, or
any other damages incurred by Contractor due to any malfunction, vandalism,
acts of God (including, without limitation, lightning, wind, rain, flood, hail, fire or
storms) lack of electricity, lack of air conditioning, lack of heat, or any other
damages resulting from any reason whatever to the Leased Area or arising out of
or resulting from any use of the Leased Area by the Contractor.
17. Entry on the Property by the City.
The City shall have the right to enter the Leased Area for the purpose of
inspection at any reasonable time or times during the term of this Lease,
provided however, that such inspections shall not unreasonably interfere with the
Contractor's use and occupancy of the Leased Area.
18. City's Limitation of Liability.
The City shall not be responsible for any defect or change in the condition of the
Lease Area or for any resulting damage or injury to any person or property
18
occurring in the Leased Area or for any damages or loss of any of the parts or
other items in the Leased Area.
19. Environmental.
A. Contractor represents, warrants and agrees that: (a) Contractor shall
permit no installation or placement of Hazardous Material in the Leased
Area in violation of Environmental Laws; (b) Contractor shall permit no
release of Hazardous Material onto or from the Leased Area; (c)
Contractor shall cause the Leased Area to comply with Environmental
Laws and be free and clear of any liens imposed pursuant to
Environmental Laws; (d) all Leases, permits and other governmental or
regulatory actions necessary for the, Leased Area to comply with
Environmental Laws (the "Permits") shall be obtained and maintained by
Contractor and Contractor shall assure compliance therewith; and (e)
Contractor shall give City prompt written notice if Contractor receives any
notice with regard to Hazardous Material on, from or affecting the Leased
Area and shall conduct and complete all investigations and all cleanup
actions necessary to remove, in accordance with Environmental Laws,
such Hazardous Material from the Leased Area.
B. City shall have the right at any time during the term of this Lease, whether
before or after default, to conduct or cause to be conducted an
environmental inspection or audit of the Leased Area by itself or by a
qualified environmental consultant or engineer selected by the City; and
Contractor hereby grants to City and its employees, agents, and
independent contractors (hereinafter collectively called "City and its
Representatives"), the right to enter the Leased Area upon reasonable
notice for the purpose of conducting, whether before or after default, any
inspection, audit or tests, making soil borings, extracting samples,
installing monitoring wells, and conducting such other procedures as City
and/or its Representatives deem necessary or desirable in connection with
such inspection or audit. At any time during the term of this Lease,
provided City has a reasonable basis for doing so, City may require
Contractor to cause to be performed, at the expense of Contractor, for the
benefit of Contractor and City, an inspection or audit of the Leased Area
by an environmental consultant or engineer approved by the City, and
Contractor shall furnish to City, at no cost to City, the written inspection or
audit report certifying as to the presence or absence of Hazardous
Material on, at, or under the Leased Area. All inspection reports may be
submitted to governmental entities or agencies as requested or as may be
required by law or regulations.
C. Contractor shall indemnify and hold harmless City, its offices, employees,
and agents from and against all losses, expenses (including, without
limitation, attorneys' fees) and claims of every kind suffered by or asserted
against the City as a direct or indirect result of (1) the presence on or
19
release from the Leased Area of any Hazardous Material, whether or not
caused by Contractor, (ii) the violation of Environmental Laws applicable
to the Leased Area , whether or not caused by Contractor, (iii) the
requirement to conduct any remediation of Hazardous Materials from the
Leased Area, (iv) the failure by Contractor to comply fully with the terms
and provisions of this section, or (v) any warranty or representation made
by Contractor in this section being false or untrue in any material respect.
The indemnity and hold harmless obligation of Contractor to City under
this paragraph includes losses, expenses, (including, without limitation,
attorneys' fees) and claims caused by the action or inaction of the
Contractor, its agents, employees, invitees and others permitted by
Contractor on the Leased Area or near the Leased Area.
D. "Hazardous Material" means polychlorinated biphenyls, petroleum,
flammable explosives, radioactive materials, asbestos and any hazardous,
toxic or dangerous waste, substance or material defined as such in (or for
purposes of) Environmental Laws or listed as such by the Environmental
Protection Agency. "Environmental Laws" means any current or future
federal, state or local law, regulation or ruling applicable to environmental
conditions on, under or about the Leased Area including, without
limitation, the Comprehensive Environmental Response, Compensation
and Liability Act, the Resource Conservation and Recovery Act, the Toxic
Substances Control Act, the Clean Water Act and the Chesapeake Bay
Preservation Act. Contractor's obligations under this section shall survive
the expiration or termination of this Lease.
20. SiQns.
Contractor shall have no right to install or erect in the Leased Area any signs,
antennas or other equipment or device without the prior written consent of City,
which consent shall not be unreasonably withheld.
21. RiQhts Cumulative.
All rights, powers, and privileges conferred hereunder upon the City to enforce
this Lease shall be cumulative, and are in addition to and not restrictive to those
given by law.
22. Lease Part of Contract.
This Lease is a part of the above mentioned Contract between the parties and is
also subject to the terms and conditions of such Contract.
20
21
EXHIBIT D
INSURANCE.
Contractor and its subcontractors involved in this Contract shall maintain the following
insurance coverages with a quality company, written on an occurrence basis, issued by
a company licensed to transact business in this State, during the life of this Contract,
and shall furnish the City with certificates of insurance which shall also include
insurance deductibles, if applicable. The certificates shall name the City and its officers,
agents and employees and the Roanoke City Civic Center Commission as additional
insureds, providing coverage against any and all claims and demands made by a
person or persons whomsoever for property damages or bodily or personal injury
(including death) incurred in connection with the services to be provided under this
Contract with respect to the Commercial General Liability coverage and the Automobile
Liability coverage. With respect to the Workers' Compensation coverage, Contractor's
insurance company shall waive rights of subrogation against the City and its officers,
agents and employees.
A. Commercial General Liability: $ One Million
$Two Million General Aggregate Limit (other than Products/Completed
Ope rations).
$ One Million Products/Completed Operations Aggregate Limit.
$ One Million Personal Injury Liability (including liability for slander, libel,
and defamation of character).
$ One Million each occurrence limit (including liability for Contractual, and
Owners and Contractors Protective).
B. Automobile Liability: $ One Million combined single limit with applicable
endorsement to cover waste cargo.
c. Workers' Compensation and Employer's Liability:
Workers' Compensation: statutory coverage for Virginia
Employer's Liability:
$100,000.00 Bodily Injury by Accident each occurrence
$500,000.00 Bodily Injury by Disease Policy Limit.
$100,000.00 Bodily Injury by Disease each employee.
D. The above limit amounts may be met by an umbrella liability policy
following the form of the underlying primary coverage in a minimum
amount of $ Five Million.
22
t'xh:b..r F
CITY OF ROANOKE. VIRGINIA
CONTRACTOR'S LABOR AND MATERIAL PAYMENT BOND
KNOW ALL MEN BY THESE PRESENTS:
that
(Insert full name or legal title and address of Contractor)
as Principal, (hereinafter referred to as "Contractor"),
and
(Insert full name or legal title and address of Surety)
Telephone:
Fax:
as Surety (hereinafter referred to as "Surety"), are held and firmly bound unto the City of
Roanoke, Virginia, a municipal corporation, 215 Church Avenue, S.W., Noel C. Taylor Municipal
Building, Room 350, Roanoke, Virginia 24011, as Obligee (hereinafter referred to as "City" or
"Owner"), for the use and benefit of Claimants as herein below defined, in the amount of
Dollars ($ ), for the payment whereof Contractor and Surety bind themselves,
their heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by
these presents to the terms of this bond.
WHEREAS, Contractor has entered into a Contract with the City dated
20_, incorporating certain specifications and drawings prepared by:
(Insert full name or legal title and address)
(which Contract, specifications, drawings, and other Contract Documents are hereinafter
referred to collectively as the "Contract") for providing a fully functional and properly operating
project, namely
which Contract is expressly incorporated herein by reference and made a part of this bond.
Project:
Contractor's Labor and
Material Payment Bond
Rev. 5/1/2005
Page 1 of 3
\
i
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the
Contractor shall promptly make payment to all Claimants, as hereinafter defined, for all material
furnished or labor supplied or performed in the prosecution of the work provided for in the
Contract, then this obligation shall be void; otherwise this Labor and Material Payrnent Bond
shall remain in full force and effect and is subject to the following conditions:
Project:
a.
Any alteration which may be made in the terms of the Contract, including, without
limitation, the amount to be paid or the work to be done under it, or the giving by
the City of any extension of time for the performance of the Contract or any other
forbearance of any nature whatsoever on the part of either the City or the
Contractor to the other shall not in any way release the Contractor and the
Surety, or either of them, their heirs, executors, administrators, successors, or
assigns from their liability hereunder, and notice of such alteration, extension, or
forbearance is hereby expressly waived by Surety.
b.
A Claimant is defined as one who has and fulfills a contract to supply labor or
materials, or both, to the Contractor or to any of the Contractor's subcontractors,
in the prosecution of work provided for in the Contract, labor and material being
construed to include, without limitation, public utility services and reasonable
rentals of equipment, but only for periods when the equipment rented is actually
used at the site, or who may otherwise be allowed by law to file a claim against
the Contractor andlor Surety.
The Contractor and Surety hereby jointly and severally agree with City that every
Claimant, as defined in paragraph b, who has performed labor or furnished
material in accordance with the Contract in the prosecution of the work provided
for in the Contract and who has not been paid in full therefore before the
expiration of ninety (90) days after the day on which such Claimant performed
the last such labor or furnished the last of such materials for which Claimant
claims payment, or as may otherwise be allowed by law, may bring an action on
this payment bond to recover any amount due Claimant for such labor or
material, and may prosecute such action to final judgment and have execution on
the judgment. The Contractor and Surety expressly agree that City shall not be
liable for the payment of any judgment, costs, or expenses resulting from any
such suit and that neither Contractor nor Surety shall cause City to be named as
a party in any such suit.
The Contractor and Surety hereby jointly and severally agree with City that every
Claimant, as defined in paragraph b, who has direct contractual relationship with
any subcontractor from whom the Contractor has not required a subcontractor
payment bond but who has no contractual relationship, express or implied, with
such Contractor, may bring an action on this bond only if the Claimant has given
written notice to the Contractor within one hundred eighty (180) days from the
day on which the Claimant performed the last of the labor or furnished the last of
the materials for which payment is claimed, stating with substantial accuracy the
amount claimed and the name of the person for whom the work was performed
or to whom the material was furnished, or as may otherwise be allowed by law.
The Contractor and Surety expressly agree that City shall not be liable for the
payment of any judgment, costs, or expenses resulting from any such suit and
that neither Contractor nor Surety shall cause City to be named as a party in any
such suit.
c.
d.
Contractor's Labor and
Material Payment Bond
Rev. 5/1/2005
Page 2 of 3
e. The Surety hereby submits itself to a court of competent jurisdiction in Roanoke,
Virginia, and agrees that any suit or action hereunder by any Claimant shall be
brought only in a Virginia court of competent jurisdiction in and for the City of
Roanoke, or in the United States District Court for the Western District of Virginia,
Roanoke Division, and not elsewhere.
f. Any suit or action hereunder shall be brought within one year after the day on
which the person bringing such action last performed labor or last furnished or
supplied materials.
g. The provisions of this bond shall be governed by and interpreted to be consistent
with the laws of the Commonwealth of Virginia.
SIGNED AND SEALED this _ day of
,20
, in the presence of:
CONTRACTOR
WITNESS:
By:
(Seal)
(Type Name and Tille)
SURETY
WITNESS:
By:
(Seal)
Attorney-In-Fact
(Type Name and Title)
(Attorneys-in-fact affix seal and attach current original or certified copy of power of attorney.)
Project:
Contractor's Labor and
Material Payment Bond
Rev. 5/1/2005
Page 3 of 3
E. Employee Dishonest Coverage
F. Proof of Insurance Coverage:
1. Contractor shall furnish the City of Roanoke with the required
certificates of insurance showing the type, amount, effective dates
and date of expiration of the policies.
2. The required certificates of insurance shall contain substantially the
following statement:
Should any of the above described policies be cancelled before the
expiration date thereof the issuing company shall mail 30 days
written notice to City of Roanoke, Risk Manager, 215 Church
Avenue, SW., Room 506, Roanoke, VA 24011. The telephone
number is (540) 853-1856.
23
--
t.x.\';b.t- r
CITY OF ROANOKE. VIRGINIA
CONTRACTOR'S PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS:
that
(Insert full name or legal title and address of Contractor)
as Principal, (hereinafter referred to as "Contractor"),
and
(Insert full name or legal title and address of Surety)
Telephone:
Fax:
as Surety (hereinafter referred to as "Surety"), are held and firmly bound unto the City of
Roanoke, Virginia, a municipal corporation, 215 Church Avenue, S.W., Noel C. Taylor Municipal
Building, Room 350, Roanoke, Virginia 24011, as Obligee (hereinafter referred to as "City" or
"Owner"), in the amount of
Dollars ($ ), for the payment whereof Contractor and Surety bind themselves,
their heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by
these presents to the terms of this bond.
WHEREAS, Contractor has entered into a Contract with the City dated
20_, incorporating certain specifications and drawings prepared by:
(Insert full name or legal title and address)
(which Contract, specifications, drawings, and other Contract Documents are hereinafter
referred to collectively as the "Contract") for a fully functional and properly operating project,
namely
which Contract is expressly incorporated herein by reference and made a part of this bond.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the
Contractor shall promptly and faithfully perform the Contract, in strict conformity with each and
every requirement of the Contract, then this obligation shall be null and void; otherwise, this
Performance Bond shall remain in full force and effect and is subject to the fOllowing conditions:
Project:
Contractor's Performance Bond
Rev. 5/1/2005
Page 1 of 2
a. Any alteration which may be made in the terms of the Contract, including, without
limitation, the amount to be paid'or the work to be done under it, or the giving by
the City of any extension of time for the performance of the Contract or any other
forbearance of any nature whatsoever on the part of either the City or the
Contractor to the other shall not in any way release the Contractor and the
Surety, or either of them, their heirs, executors, administrators, successors, or
assigns from their liability hereunder, and notice of such alteration, extension, or
forbearance is hereby expressly waived by Surety.
b. IT IS NOT INTENDED BY ANY OF THE PROVISIONS OF ANY PART OF THIS
BOND TO CONFER A BENEFIT UPON ANY OTHER PERSON OR ENTITY
NOT A PARTY TO THIS PERFORMANCE BOND OR TO AUTHORIZE ANY
PERSON OR ENTITY NOT A PARTY TO THIS BOND TO MAINTAIN A SUIT
PURSUANT TO THE TERMS OR PROVISIONS OF THIS BOND OTHER THAN
THE CITY OR ITS SUCCESSORS OR ASSIGNS.
c. The Surety hereby submits itself to a court of competent jurisdiction in Roanoke,
Virginia, and agrees that any suit or action hereunder shall be brought only in a
Virginia court of competent jurisdiction in the City of Roanoke or in the United
States District Court for the Western District of Virginia, Roanoke Division, and
not elsewhere,
d. Any suit under this bond must be instituted within one (1) year after (i) completion
of the Contract, including the expiration of all warranties and guarantees, or (ii)
discovery of the defect or breach of warranty, if the action be for such, in all other
cases.
e. The provisions of this bond shall be governed by and interpreted to be consistent
with the laws of the Commonwealth of Virginia.
SIGNED AND SEALED this _ day of
,20
, in the presence of:
WITNESS:
CONTRACTOR
By:
(Seal)
(Type Name and Title)
WITNESS:
SURETY
By:
(Seal)
Attorney-in-Fact
(Type Name and Title)
(Attorneys-in-fact affix seal and attach original or certified copy of current power of attorney.)
Project:
Contractor's Performance Bond
Rev. 5/1/2005
Page 2 of 2
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CITY OF ROANOKE, VIRGINIA
INFORMATION FOR PROSPECTIVE BIDDERS
FOOD AND BEVERAGE, CATERING AND CONCESSIONS FRANCHISE
CLOSING DATE AND TIME: MAY 7, 2007, 12:00 NOON
OPENING DATE AND TIME: MAY 7, 2007, 2:00 P.M.
Food & Beverage RFP
Roanoke Civic Facilities
1
TABLE OF CONTENTS
Food and Beverage, Catering and Concessions Services
for the Department of Civic Facilities
INTRODUCTION............................................................................................................ 5
SECTION 1. PURPOSE. ................................................................................................ 7
SECTION 2. BACKGROUND. ........................................................................................7
SECTION 3. INSTRUCTIONS TO OFFERORS. ............................................................8
SECTION 4. MiSCELLANEOUS................................................................................... 11
SECTION 5. PROTESTS.............................................................................................. .12
SECTION 6. SERVICES/ITEMS REQUIRED ................................................................12
SECTION 7. EXCLUSIVE RIGHTS. ............................................................................. 14
SECTION 8. EQUIPMENT AND MAINTENANCE. ....................................................... 15
SECTION 9. QUALITY OF SERVICE. .......................................................................... 16
SECTION 10. OPERATING CONDITIONS .................................................................. 17
SECTION 11. TYPES OF EVENTS................................................................. ..19
SECTION 12. TYPES OF SERVICE..................................................................20
SECTION 13. CLEANING AND MAINTENANCE..................................................22
SECTION 14. PRICES AND QUALITY OF MERCHANDISE...................................24
SECTION 15. ALCOHOLIC BEVERAGES........................................................ ..24
SECTION 16. OBSERVANCE OF LAWS, RULES, AND REGULATIONS................. .25
SECTION 17. PERMITS, LICENSES, AND TAXES..............................................25
SECTION 18. PERFORMANCE BOND.............................................................25
SECTION 19. INSURANCE......................................................................... ...25
Food & Beverage RFP
Roanoke Civic Facilities 3
SECTION 20. EVALUATION CRITERIA............................................................26
SECTION 21. SELECTION PROCESS........................................................... ..26
SECTION 22. INFORMATION ON CONTRACT TO BE AWARDED........................27
April, 2006 Rev
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Food and Beverage, Catering and Concession Services
Department of Civic Facilities
INTRODUCTION
The City of Roanoke, Virginia, is seeking competitive bids from qualified Offerors to provide
catering and concessions and food services for the Department of Civic Facilities in
accordance with all terms, conditions and specifications contained herein.
The Offeror shall have experience in operating similar catered food and drink services in a
major place of public assembly; such as an arena, performing arts facility or convention
center which has multi-purpose facilities including exhibition halls, and various sized
meeting rooms citing the number of years and the locations at which such operations were
conducted. The Offeror shall have conducted a first class restaurant, bar and/or cafeteria
involving the purchase, preparation, and serving of food and drink to the public for at least
three thousand (3,000) persons in one day or an overage of two thousand (2,000) meals
per day for five (5) consecutive days.
Within ten (10) days of receipt of notice of the City's intent to award, the Contractor shall
furnish, at its own expense, a performance bond issued by a surety authorized to do
business in the Commonwealth of Virginia which is payable to the City in the amount of
award, and is conditioned upon the good and faithful performance of the Agreement in strict
conformity to the pertinent plans, specifications, and conditions.
Bids, to be considered and evaluated, must be sealed and received on or before 12:00
p.m. on Monday, May 7, 2007, in the Citv Clerk's Office, City of Roanoke, Noel C. Tavlor
Municipal Buildina, 215 Church Ave., SW, Room 454, Roanoke. VA 24011. Bids
appropriately received will be opened at 2:00 PM on May 7, 2007. Bids received after
12:00 p.m. will not be accepted or considered.
Each Bid, one (1) original and five (5) copies, must be appropriately signed by an
authorized representative of the Offeror, and must be submitted in a sealed envelope or
package. The notation "Food and Beverage, Catering and Concession Services, and
the specified opening time and date must be clearly marked on the front of that sealed
envelope or package.
The City of Roanoke, Virginia, and its officers, employees or agents will not be responsible
for the opening of a Bid envelope or package prior to the scheduled opening if that
envelope or package is not appropriately sealed and marked as specified.
The City of Roanoke, Virginia reserves the right to cancel and/or reject any or all bids, to
waive informalities in any bid, to award any whole or part of a Bid, and to award to the
Offeror whose bid is, at the sole discretion of the City of Roanoke, determined to be in the
best interest of the City.
Project evaluation and award will be accomplished in accordance with this bid and Sections
23.2-1, et sea., of the Code of the City of Roanoke, Virginia, including the price or value of
the benefits offered the City in the Bid. If an award of a contract is made, notification of
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such award will be posted for public review in the lobby on the second floor of the Noel C.
Taylor Municipal Building, 215 Church Ave., SW, Roanoke, VA 24011.
No bid may be withdrawn for a period of sixty (60) days after the opening of the Bid unless
the Bid is the subject of a clerical error as defined in Section 2.2-4330 (A) of the Code of
Virginia. The submitter of the bid must give the City a notice of the request to withdraw
within two (2) business days after the conclusion of the opening of the Bids, as set forth in
Section 2.2-4330 (A) (i).
Inquires regarding the Notice for Bids shall be directed by email to Wilhemina Boyd,
Director of Civic Facilites at wilhemina.bovd@roanokveva.aov with copy to Sharon T.
Gentry, Purchasing Manager at sharon.aentrv@roanokeva.aov. Inquires for information
regarding procurement procedures and/or Bid submission shall be directed to Sharon
Gentry, Purchasing Manager at (540) 853-2871.
Respectfully,
Sharon T. Gentry C.P.M., VCO, CPPB
Purchasing Manager
Date: April 25, 2007
April, 2006 Rev
6
City of Roanoke, Virginia
Food and Beverage Services for
Department of Civic Services
SECTION 1. PURPOSE.
The purpose of the Notice for Bids to which this document references is the procurement of
food and beverage, catering and concessions services for the City of Roanoke's Civic
Facilities. The new kitchen, which is part of the Roanoke Civic Center Phase II Renovation
and Expansion project, will require build-out and equipment to service catered events.
The City of Roanoke invites any qualified Offeror to respond by submitting a Bid for food
and beverage services consistent with the terms and conditions herein set forth. Final
scope of services will be negotiated with the successful Offeror.
SECTION 2. BACKGROUND.
The Roanoke Civic Facilities are comprised of the Coliseum, a 10,000 capacity public
assembly facility; 14,000 square feet of Exhibition Hall space; and the Roanoke Performina
Arts Theatre, a 2,148-seat performing arts venue and the new 46,000 square foot Exhibit
Hall with an adjacent 4,500 square foot kitchen.
The Roanoke Civic Facilities provide a number of meetings, conventions, trade shows,
consumer shows, commercial exhibitions, sporting events, family shows, concerts, civic
events, receptions, pre-show buffets, and performing arts events. Continuous efforts will be
made to expand the use of the facilities for catered events.
The following information is provided to assist in preparation of Bids for catered food and
beverage services for the Department of Civic Facilities.
1. Total gross catering and concessions sales for FY 2005-2006: $309,405
2. Net catering and concessions profit in the years 2003-2006. See Attachment A.
3. In addition, Encore Grille is our signature service for Broadway Buffet and Supper
with the Symphony. There is not a current requirement for full time operation of
Encore Grille. The City, however, is interested in maximizing use of catering and
concessions services.
4. Attendance figures for 2003-2006: See Attachment B.
5. Listing of 2005 events: See Attachment C.
6. Catering and concessions menu: See Attachment D.
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7. Existing liquor license is nontransferable.
8. Outside caterers have been utilized for approximately 2 total events per year
during the past three years (primarily backstage catering and concessions.)
9. The amount of performance bond and labor bond is $750,000.
10. A check in the full amount based on the previous month's gross receipts shall
accompany monthly sales statements and is due by the 15th day of the following
month.
11. Existing smallwares and office equipment are owned by the City of Roanoke. The
existing safe and money counter(s) are the property of the City and will be
available for use by the Contractor.
12. All food and beverage service is currently managed by full-time city employees.
Part-time and temporary employees are scheduled according to events or special
projects.
13. The City does not anticipate entering into an agreement to buy back equipment
provided by the Contractor.
14. The City will provide tables and chairs for major banquets or other large events as
well as labor for the set-up and tear down. The Contractor shall be responsible for
all set-ups, tear down and cleaning of equipment.
15. The City of Roanoke currently owns and operates all Food and Beverage service
and equipment.
SECTION 3. INSTRUCTIONS TO OFFERORS.
A. Bids must be submitted in accordance with the instructions and requirements
contained herein including the Introduction. Failure to do so may result in the Bid
being considered non-responsive and it may be rejected. An Offeror must promptly
notify the Purchasing Division of any ambiguity, inconsistency, or error which may be
discovered upon examination of the Notice for Bids. An Offeror requiring clarification
or interpretation should contact the Purchasing Manager at (540) 853-2871.
B. Prospective Offerors, sometimes referred to as contractors, are to address the
criteria below at a minimum as part of their submitted bid. Each bid should include a
transmittal letter and management overview of the Bid. Bids are to include and may
be evaluated on the following factors, together with such other factors as will protect
and preserve the interests of the City of Roanoke, which may also be considered.
1 . Organizational structure of firm and qualifications of management personnel.
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Prospective Offerors should submit at a minimum the length of time in the
business, corporate experience, strengths in the industry, business
philosophy, and a description of the organizational structure of the firm; a
description of the organizational structure for the management and operation
of the services requested and/or provision of the items referred to in this RFP,
including an organizational chart denoting all positions and the number of
personnel in each position.
2. Financial condition of the firm and ability to perform all obligations of any
resultant contract.
A current financial statement (less than one (1) year after the close of the
accounting period). The financial statement is to be certified by a certified
public accountant. In addition, the offeror must submit financial statements
for each of the three years preceding the most current statement.
a) Descriptions of the firm and such other material that may be used in
determining the operating experience and reputation for quality and
cooperation of the offeror and ability to begin operations as noted.
b) Resume of proposed site manager.
c) Proposed labor schedules and manning charts of the resident
management and staff.
d) An organization chart for proposed operation to include a manual of
operational procedures proposed for the Center's catering and
concessions program.
e) A business and operating plan that includes proposed sales, marketing
and promotional programs for the term of the agreement. The program
will be aimed at generating food and beverage business for the Center by
way of banquets, food functions, receptions, etc.
f) A plan showing what special promotional ideas they would initiate and
support such as "City Employee Holiday Luncheon" or Kiwanis Pancake
Breakfast" that typically provide low cost or discounted food and beverage.
g) A plan that outlines a more creative use of the Civic Center Plaza area
special events, etc.
3. Each Offeror shall state whether or not any of Offeror's owners, officers,
employees, or agents, or their immediate family members, is currently, or has
been in the past year, an employee of the City of Roanoke or has any
responsibility or authority with the City that might affect the procurement
transaction or any claim resulting therefrom. If so, please state the complete
name and address of each such person and their connection to the City of
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Roanoke. Each Offeror is advised that the Ethics in Public Contracting and
Conflict of Interests Act of the Virginia Code, as set forth in Section 4 of this,
apply.
4. Experience in providing the services and/or items requested by the Notice of
Bid.
Provide Data: (a) offeror has experience in operating similar catered food and
drink services in a major place of public assembly; such as an arena,
performing arts facility or convention center which has multi-purpose facilities
including exhibition halls, and various sized meeting rooms citing the number
of years and the locations at which such operations were conducted; (b)
offeror has conducted a first-class restaurant, bar and/or cafeteria involving
the purchase, preparation, and serving of food and drink to the public on a
mass basis; (c) offeror has experience in serving food to at least three
thousand (3,000) persons in one day or an average of two thousand (2,000)
meals per day for five consecutive days, stating location of operation(s) and
number of years operated; or (d) offeror has an equivalent combination of
experience requirements, giving full information thereof.
5. Revenue Payments.
Prospective Offerors must submit estimated revenue such Offeror proposes
to make to the City for providing the required services and/or items, including
all fees and costs and how they are calculated.
6. The ability, capacity, and skill of the Offeror to provide the services and/or
items described in this RFP and in a prompt and timely manner without delay
or interference.
7. The character, integrity, reputation, judgment, experience, efficiency and
effectiveness of the Offeror.
8. The quality and timeliness of performance of previous contracts or services of
the nature described in the Notice for Bids.
9. Compliance by the Offeror with laws and ordinances regarding prior contracts,
purchases, or services.
10. The conditions, if any, of the Bid.
11. Marketing and effectiveness of the firm.
Prospective Offerors should submit, at a minimUm, a description of the
marketing approach and promotions they intend to pursue to maximize
revenues generated from the services or items requested herein. Provide
examples of any promotions or promotional materials.
12. Revenue Control.
Prospective Offerors will explain the method of controlling, securing and
maximizing revenues at the locations described herein.
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C. Each Offeror shall provide the names, addresses, and telephone numbers of at least
three (3) references in connection with supplying the services or items requested
herein, especially from other local government operations similar to those being
requested by the City. Each reference should include organizational name, official
address, contact person, title of contract, and any hardware or software elements in
use, number of years in use and phone number.
D. The Bid should be no more than 50 sheets (printing on back and front is acceptable)
in length. Also include any other materials you may want to submit as part of your
Bid response.
E. Responses shall include all the requested information.
F. The City may request additional information, clarification, or presentations from any
of the Offerors after review of the Bids received.
G. The City has the right to use any or all ideas presented in reply to this RFP, subject
only to the limitations regarding proprietary/confidential data of Offeror.
H. The City is not liable for any costs incurred by any Offeror in connection with this
Notice for Bids or any response by any Offeror. The expenses incurred by Offeror in
the preparation, submission, and presentation of the Bid are the sole responsibility of
the Offeror and may not be charged to the City.
I. Only the City will make news releases pertaining to the proposed award of a
Contract.
SECTION 4. MISCELLANEOUS.
A. Ownership of Material - Ownership of all data, materials, and documentation
originated and prepared for the City pursuant to the request for bids shall belong
exclusively to the City and be subject to public inspection in accordance with the
Virginia Freedom of Information Act. Trade secrets or proprietary information
submitted by the Offeror shall not be subject to public disclosure under the Freedom
of Information Act, unless otherwise required by law or a court. However, the
Offeror must invoke the protection of Section 2.2-4342(F) of the Code of
Virginia, in writing, either before or at the time the data or other material is
submitted. The written notice must SPECIFICALLY identify the data or materials to
be protected and state the reason why protection is necessary. The proprietary or
trade secret material submitted must be identified by some distinct method such as
highlighting or underlining and must indicate only the specific words, figures, or
paragraphs that constitute trade secret or proprietary information. The classification
of an entire Bid document, line item prices, and/or total Bid prices as proprietary, or
trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the Bid.
B. As this is a Notice for Bids, no information regarding the Bid records or the contents
of responses will be released except in accordance with Section 2.2-4342 of the
Code of Virginia. Once an award has been made, all Bids will be open to public
inspection subject to the provisions set forth above.
C. Any interpretation, correction, or change of the Notice for Bids will be made by an
addendum. Interpretations, corrections or changes of the Notice for Bids made in
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any other manner will not be binding and Offerors must not rely upon such
interpretations, corrections, or changes.
D. No Offeror shall confer on any public employee having official responsibility for a
purchasing transaction any payment, loan, subscription, advance, deposit or money,
service, or anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value is exchanged.
E. The City may make investigations to determine the ability of the Offeror to perform or
supply the services and/or items as described herein. The City reserves the right to
reject any Bid if the Offeror fails to satisfy the City that it is qualified to carry out the
obligations of the proposed contract.
F. The successful Offeror must comply with the nondiscrimination provisions of Virginia
Code Section 2.2-4311, which are incorporated herein by reference.
G. The successful Offeror must comply with the drug-free workplace provisions of
Virginia Code Section 2.2-4312, which are incorporated herein by reference.
H. It is the policy of the City of Roanoke to maximize participation by minority and
women owned business enterprises in all aspects of City contracting opportunities.
I. The successful Offeror shall comply with all applicable City, State, and Federal laws,
codes, provisions, and regulations.
J. Providers of any outside services shall be subject to the same conditions and
requirements as the successful Offeror in regards to law, code, or regulation
compliance. The City reserves the right of approval for any subcontract work,
including costs thereof.
K. Ethics in Public Contracting. The provisions, requirements, and prohibitions as
contained in Sections 2.2-4367 through 2.2-4377, of the Virginia Code, pertaining to
bidders, offerors, contractors, and subcontractors are applicable to the Notice for
Bids.
L. Conflict of Interests Act. The provisions, requirements, and prohibitions as contained
in Sections 2.2-3100, et sea., of the Virginia Code are applicable.
M The procurement provisions of the Code of the City of Roanoke (1979), as amended,
Sections 23.2-1, et sea., as well as the City Procurement Manual, apply unless
specifically modified herein. The City's Procurement Manual can be reviewed at the
Purchasing office.
N. Insurance Requirements.
Successful Offeror, and any of its subcontractors, shall, at its sole expense, obtain
and maintain during the life of the resulting Contract the insurance policies and/or
bonds required. Any required insurance policies and/or bonds shall be effective prior
to the beginning of any work or other performance by successful Offeror, or any of its
subcontractors, under any resultant Contract.
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SECTION 5. PROTESTS.
Any Offeror who wishes to protest or object to any award made or other decisions pursuant
to this RFP may do so only in accordance with the provisions of Sections 2.2-4357, 4358,
4359, 4360, 4363, and 4364 of the Code of Virginia, and only if such is provided for in such
Code section.
SECTION 6. SERVICES AND/OR ITEMS REQUIRED.
The following are the services and/or items that the successful Offeror will be required to
provide to the City and should be addressed in each Offeror's Bid.
A description and/or listing of the services and/or items that the successful Offeror will be
required to provide to the City are those that are set forth below and/or referred to in any
way in the sample contract, any terms and conditions, and/or any attachments to this
Invitation to Bid.
Each Offeror should carefully read and review all such items and should address such
items in its Bid. However, the final description of the services and/or items to be provided to
the City under the Notice for Bids is subject to negotiations with the successful Offeror, and
final approval by the City.
A) Cater events for up to 1800 persons, sell alcoholic beverages under certain
conditions, and other services as approved by the Director. In addition, the City
will require the contractor to operate Encore Grille and other food service
operations as required by Director.
B) The facilities to be let shall be used solely for the conduct of the described
contract and the areas to be occupied by the Contractor shall be subject to
increase or decrease from time to time. The Director will designate which space
or areas the Contractor may use in the performance of the responsibilities as set
forth herein to conform with the priorities established by the Civic Center. These
specifications will become a part of the contract and be binding upon the parties
thereto.
C) Applicants shall familiarize themselves with the Roanoke Civic Facilities' potential
opportunities.
D) The contract will be for a term of ten (10) years, commencing July 1, 2007
and terminating June 30, 2017. The City may extend the agreement for
additional one (1) year periods under the same terms, conditions, and other
contractual requirements.
E) The term "gross receipts", as used herein, means all monies paid or payable to
the Contractor for sales made or services rendered at or from the Center of from
any other source related directly or indirectly to this Contract, whether collected
or uncollected, whether for cash or credit, excluding gratuities, local state or
federal sales tax.
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F) Bids shall include the amount the Contractor shall provide to build out and
equip the new kitchen and pay to the City in commission fees: percentage of
gross receipts from the sale of alcoholic beverages and mixed drinks; percentage of
gross receipts from the sale of food, beverage in conjunction with operation of
Encore Grille, room service, personnel services, off-site catering and concessions,
and catered food functions for which the Contractor may be utilized to provide such
services. The Director may negotiate special percentages with the Contractor to
respond to unique needs or negotiate special percentages with the Contractor to
respond to unique needs or program changes, when deemed such action is in the
best interest of the City.
G) Should the successful Offeror utilize the Center food service facilities for off-site food
functions, notice should be given to the Director, or City administration designee.
SECTION 7.
EXCLUSIVE RIGHTS
A) The Contractor shall have the exclusive right to operate Encore Grille, bars for
catered events, and beverages (alcoholic and non-alcoholic), except as herein
otherwise provided. The Contractor shall not have any sales rights in the
employees' assembly rooms, but the right to sell in these areas is retained by the
city. Failure to provide any service essential to the operation of the Center as
determined by the Director will be considered a breach of the contract.
B) Catering and concessions shall mean any food service for which a guarantee in
number of meals or persons to be served has been made by the lessee at an
established price per person or meal, and agreed to by the caterer that is to
provide these catering and concessions services agrees to serve in sufficient
quantities food and beverage, except alcoholic beverages, and meet its
contracted obligation established by the guarantee as previously described. The
catering and concessions fee to be paid by the catering and concessions
organization shall be computed on a basis of number of persons or meals to be
served, multiplied by the cost per meal by the current applicable percentage.
C) The privilege to sell alcoholic beverages is subject to compliance with applicable
laws, including the provisions of the Liquor Control Act of Virginia. Final decision
as to which alcoholic beverage, or when these items may be sold, rests with the
Director. The City of Roanoke holds the liquor license for the facilities, but this
will not prohibit the Contractor or other caterers from obtaining a banquet or other
temporary license to serve both food and beverages including alcohol.
D) It is not the intent of these specifications that the Contractor's operation be a
continuous one, but, it is the intent that the Contractor shall provide the
merchandise and the personnel necessary to serve the public for a period of time
before, during, and after events scheduled in the Center, with such operating
hours and personnel requirements subject to the approval of the Director.
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However, the Contractor may be required to operate a full-time dining area at a
later date.
E) The Director shall give the Contractor advance notice of the nature of the
scheduled event and such information as is available regarding the probable
attendance at each event. The Contractor shall be held accountable for
furnishing full and adequate service for the full period of time required for any
event of which he has no notice. Further, nothing contained herein shall be
interpreted to limit the Contractor in taking the initiative to obtain event
information from the Center.
F) In the operation of the contract, it shall be understood and agreed that the
Contractor is an independent Contractor and not an agent, servant, or employee
of the Center or the City.
SECTION 8.
EQUIPMENT AND MAINTENANCE
A) The Contractor will provide a major kitchen facility to service mobile thematic
emphasis food areas, and such space for portable units as may be required with
the understanding that the City is to retain control of all assigned areas (with the
exception of the main kitchen facility which is under the exclusive control of the
Contractor) for other purposes as required by a tenant and/or the Center. City-
owned equipment, as listed on Exhibit "A" made available for use by the
Contractor shall remain the property of the City.
B) Offerors shall visit the Center to thoroughly acquaint themselves with proposed
food facilities design and to determine what is required, see Exhibit "B." Offerors
shall read the specifications concerning food service as to all equipment the
Contractor shall furnish and recommend and purchase equipment, fixed and
movable, required for efficient operation of the Center and the facilities proposed
for the expansion of service at the center.
C) Those items to be purchased and installed by the Contractor shall be of a type
and class approved by the Director and in sufficient quantities to provide proper
service to the patrons of the Center. All equipment and furnishing shall be new,
of modern design and first-class material and construction, Exhibit "C." The
furnishings and equipment shall be of such quality, design, and finish as will be in
keeping, in the opinion of the Director, with the general decor of the Center. All
such expenditures by the Contractor must be approved in writing by the Director
before the purchase and installation. Contractor-owned equipment and
furnishings shall be listed on an exhibit to the contract between the Contractor
and the City and all additional equipment and furnishing invoices shall be added
to said exhibit as acquired.
D) Maintenance, repair, alteration, and replacement of all equipment and furnishings
during the contract shall be at the expense of the Contractor, except for
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maintenance of permanent water, gas, or sewer lines, and electrical service to
the various facilities. All alterations and replacements of equipment and
furnishings must be approved by the Director. All drains and piping in kitchen
areas are to remain free (pumps, sump pumps) of debris and any clogs, back-
ups, pump failures, etc. will be the responsibility of the operator to repair.
E) An offeror shall submit with the Bid a descriptive list of items of equipment and
furnishings that he proposes to provide in compliance with this section and the
cost thereof.
F) In addition to the equipment and furnishing requirement set forth above, the City
will require the Contractor to invest a minimum of amount specified in Bid by
Contractor in new permanent fixtures and new equipment for purchase and/or
installation. The new permanent fixtures immediately become and remain
property of the City. All such expenditures by the Contractor must be approved in
writing by the Director before the purchase or installation. Non-permanent
furniture, fixtures, and equipment, except smallwares, provided by the Contractor
shall become properties of the city at the end of the initial 5 year contract.
SECTION 9.
QUALITY OF SERVICE
A) It is the intention of the City that its catering and concessions service be of the
highest quality attainable. All catering and concession service areas are to be
kept clean, orderly and sanitary at all times and in strict accordance with all
applicable laws, ordinances, rules, and regulations.
B) All food, drinks, beverages, confectionery, refreshments, and the like sold or kept
for sale shall be first quality, and shall conform in all respects to the federal, state,
and municipal food and other laws, ordinances and regulations. No imitation,
adulterated or misbranded article shall be sold or kept for sale. All merchandise
kept on hand shall be stored and handled with due regard for sanitation.
Leftover, perishable merchandise shall not be sold at any time.
C) All merchandise kept for sale by the Contractor shall be subject to inspection and
approval or rejection by the Director, or designee.
D) The Director, or designee shall have the right to reject the character of service
and require that undesirable practices be discontinued or remedied. Failure of
the Contractor to take appropriate action after notification from the Director may
result in the cancellation of the contract.
E) The Contractor shall constantly endeavor to improve the operation with a view
toward developing maximum gross receipts potential and services to the Center's
patrons.
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F) The Contractor will be responsible for the cleaning and sanitation of all food
service production, storage, and service areas including equipment, floors, walls,
ceilings, and shelving. The Contractor will also be responsible for cleaning of
tabletops, emptying waste receptacles, all areas within 10 feet of such areas and
other related sanitation functions during events, and following each event in the
various food service areas.
G) The Contractor will maintain on a continuing basis the section of the receiving
dock where food and beverages are delivered and will be responsible for the
return of all pallets, storage containers, linens, and other equipment used in the
conduct of operating the food service that belongs to the suppliers. All trash and
garbage receptacles will be cleaned and sanitized by contractor to ensure a high
standard of sanitation. Grease removal shall be the responsibility of the
Contractor and shall be handled to avoid collection and spillage.
SECTION 10. OPERATING CONDITIONS
A) The City will furnish without charge to the Contractor for the period of the Food
and Beverage, Catering and Concessions service contract, storage and
commissary space for stock and equipment where available.
B) The City will furnish spaces for office, money counting, and record keeping
purposes to the Contractor for the period of the contract. The use of this office
space for purposes other than the operation of the center, without prior approval
of the Director shall result in the revocation of this space.
C) The City shall furnish all electricity, gas, and water, but will not supply the labor
required to make initial equipment installation of temporary connections,
subsequent to the original kitchen installation, as reflected in the final design
package. Anything herein to the contract not withstanding, the City shall not be
liable or responsible for any failure to furnish the services set forth above
occasioned by strike or other work stoppage, federal, state, or local government
action, breakdown, or failure of apparatus, equipment or machinery employed in
supplying the said services, any temporary stoppage for the repair, improvement
or enlargement thereof, or any act or condition beyond its reasonable control.
D) The Contractor shall furnish at its own expense all common and skilled labor for
the setting up and dismantling or moving of temporary refreshment equipment in
such locations as may be agreed upon between the Contractor and the Director.
E) The Contractor agrees that nothing in these specifications shall be construed as
to prohibit a lessee of the Center from exhibiting any merchandise or article in
connection with the exhibit or other type of event, or from dispensing free
samples of merchandise. Such sampling is subject to the approval of the
Director.
April, 2006 Rev
17
F) The Contractor shall be prepared and in operation a reasonable time before,
during, and after all events as determined by the Director.
G) When and if Encore Grille or other temporary food service, i.e., mobile thematic
emphasis food service area is in operation, food served must be cooked and
prepared by the chef on the premises of the Center, with the exception of baked
goods and standard canned and packaged items. Deviation from this
requirement must be approved in writing by the Director.
H) Contractor shall render service to the public in a dignified manner and no
pressure, coercion or persuasion shall be used by the contractor in an attempt to
influence the public to use the services or product of the Contractor.
I) The City reserves the right to direct the Contractor to partially or completely
suspend service during those events with which full Contractor operations may
be incompatible in the opinion of the Director.
J) Nothing herein contained shall be held to limit or qualify the right of the City to a
free and unobstructed use, occupation, and control of the Center and ingress and
egress for itself, its lessees and the public.
K) Authorized representatives of the City shall have the right to enter upon and have
access to all spaces occupied by the Contractor during the time events are in
operation and all times when Contractor employees are present.
L) The Contractor shall at all times have full responsibility to provide and bear
expense thereof for any and all personnel, equipment (portable and permanent),
decorations, coat racks, tables, chairs, and various other items as may be
deemed necessary to the director to ensure that the various food service areas
located on the premises of the Center function properly and the decorum of same
is compatible with the event and general facility design.
SECTION 11. TYPES OF EVENTS
The Center is a multipurpose facility providing space to various groups,
organizations, or individuals. Event categories typically utilizing the Civic Center
include, but are not limited to:
A) Public Shows - Sporting events, concerts, circuses, performing arts events,
seminars, dances, consumer shows such as antique shows, car shows, etc. or
other activities available for the public to attend by means of purchasing an
admission slip. Further, these activities can be of a commercial or non-
commercial nature and are serviced through in-house concessions
management.
April, 2006 Rev
18
B) Convention/Trade Shows - These activities are characterized by multi-day
needs for space, usually have exhibits, with attendance limited to individuals
affiliated to the particular meeting groups. Further, membership in the particular
group typically has a series of qualifications that must be fulfilled.
C) Non-public Events - Activities of this type would consist of private dances,
banquets, seminars, or other functions in populace, i.e., social clubs, corporate,
etc.
D) Public Shows/Non-Ticketed - Activities within the group are characterized by
one or more of the following: religious, charitable, school, civic, government,
etc.
SECTION 12. TYPES OF SERVICE
A) Contractor, to satisfy the demands of the various tenant needs for food
services, will be required to adapt its operation to meet the challenges of
various service categories.
B) In addition to the normal catering and concessions and concessions functions
the Contractor will provide in the Center, there has evolved over the years a
need for various specialized services for which the Contractor will be required
to provide. These services are normally associated with backstage or
convention/trade show activities. These specialized services shall include, but
not be limited to the following:
1) Room Service - This activity involves the distribution of various snack-type
items in the meeting rooms, dressing rooms, and office areas utilized by
tenants, promotersor artists. This type of service is similar to the following:
a) Food items ordered by quantity, i.e., dozens, as opposed to number of
individuals to be served.
b) Service usually requires constant and frequent attention by Contractor to
ensure food and beverage items are fresh and in adequate supply.
c) Coffee service or stations located within show office or in meeting room
areas, normally sold in quantity amounts, gallon, etc.
2) Exhibitor Services - This function is usually associated with convention /
trade shows in which various areas within the Center are utilized for display
purposes. The exhibitor services normally fall into the following areas:
h) Food/beverage items provided to exhibitors as method of entertaining
clients.
April, 2006 Rev
19
i) Product storage and/or refrigeration and delivery of same.
j) Product preparation: This area would involve the preparation, i.e.,
cooking assembly, etc., of exhibitor product with appropriate delivery
where required.
3) Personnel Service - On various occasions, the Contractor may be called
upon to provide personnel for special purposes such as bartending, waiter /
waitress, host / hostess, or other activities. The special personnel services
are not to be confused with the normal personnel required by the Contractor
to meet the Contractor's responsibilities, provide reasonable, good quality,
and efficient service to the tenant in fulfillment of the obligations as set out
within this document.
a) The Contractor shall be entitled to a reasonable number of employees
who shall be permitted entry to the Center, provided that the number of
such employees shall be approved by the Director. The Contractor's
employees shall be admitted in accordance with regulations established
by the City. The City reserves the right to deny entry for good cause to
any person employed by the Contractor. All employees will have had
criminal background checks conducted prior to employment.
b) The Contractor's employees shall at all times be neatly and cleanly
uniformed at the expense of the Contractor. Uniforms for employees
shall be of a standard style and subject to approval by the Director. All
employees must be supplied with clean uniforms, devoid of advertising,
except when approved by the Director, and with name badges worn at all
times. Accurate records must be kept of the names and addresses of
those to whom such badges are issued to assure proper identification of
employees at any time required by the Director or any other proper
agency.
c) The Contractor employees shall at all times reflect personal cleanliness.
Unshaven, unkempt, and unclean employees will not be tolerated.
d) The Contractor employees shall at all times be polite and courteous in
their dealings with the patrons of the Center. Contractor employees shall
not unreasonably disturb or offend patrons and spectators or interfere
with the program or event in progress. The director is to be the sole
judge in the determination of such matters.
e) The Contractor shall not employ any person or persons in or about any
building during an event who shall use improper language or act in a
loud boisterous manner, and shall upon request of the Director
immediately dismiss any employee deemed unsuitable. Any employee
so dismissed by the Contractor shall not be employed by the Contractor
April, 2006 Rev
20
at the Center without the prior written consent of the Director. Such
disciplinary action by the Contractor is to be in compliance with
prevailing local, state, and federal laws, guidelines, and regulations
relating to employment practices.
f) The Contractor shall train and closely supervise all Contractor
employees so that they are aware of and habitually practice the high
standards of cleanliness, courtesy, and service required.
g) The Contractor shall provide an adequate number of personnel,
including area supervisors with proper communication as deemed
necessary by the Director, in each facility to properly service and attend
to the patrons.
h) The Contractor shall comply with all applicable local, state, and federal
laws relating to employment practices.
4) Mobile Thematic Emphasis Food Service - On many occasions the type and
location of activities within the Center will require the Contractor to develop,
set up, and operate food and beverage areas and remove from the catered
location or Encore Grille. A mobile thematic emphasis food service is
characterized by one or more of the following:
a) A variety of hot and cold food items and a catering and concessions and
concessions employee for a serving table. Indigenous to a particular
theme or event, i.e. Chinese, Italian, etc.
a) Patrons will progress through a line to make selection a trays, food
items, etc.
b) The mobile thematic emphasis food service areas will have adequate
seating for patrons.
c) The mobile thematic emphasis food service areas will also provide
beverage areas for mixed drinks, beer, wine, desserts, etc.
d) The table and food service areas are to be continuously bussed to
remove soiled utensils, as well as continuously policed to present clean
and sanitary facilities for use by guests.
e) All equipment necessary to adequately service mobile thematic
emphasis food service and related expenses for operation to include
decorations, tables, chairs, etc. are the sole responsibility of the
Contractor.
SECTION 13. CLEANING AND MAINTENANCE
April, 2006 Rev 21
A) The Contractor shall provide all janitor services (subject to approval of the
Director) for pick up, clean up, and disposal of all litter for all space assigned or
used in operation. The Contractor shall also clean and keep service areas free
of debris at all times, particularly prior to, during, and after events.
B) The Contractor shall keep all premises neat and clean, and shall maintain in a
sanitary condition. Premises shall include production areas, storage areas,
compactor locations and other refuge disposal areas, mobile carts and
surrounding areas, receiving dock, and the surrounding areas used by
Contractor.
C) Waste foods and supplies shall be kept in closed containers until removed from
the Center. Such removal shall be made during and after each event.
However, the City will be responsible for the removal of debris in areas normally
considered public areas, i.e., seating areas in the Center, corridors, etc., except
when utilized for food services purposes.
D) The entire area, commissary, and work area, shall be kept clean and free from
all rubbish. Repair for damage done to floors, walls, windows, or other property
in food service areas, will be the responsibility of the Contractor. The
Contractor must employ the necessary personnel before, during and after the
hours of each event to comply with these provisions subject to approval of the
Director. The Contractor shall provide sufficient waste receptacles at each
location and make certain that they are kept clean and promptly serviced during
and after each event.
E) The Contractor shall not permit any waste, injury, or damage of the Center or its
equipment and appurtenances. At the expiration or termination of the food
service contract, the Contractor shall leave the Center and its equipment and
appurtenances in at least the same condition as that which they were at the
commencement of the contract. Any additions to furnishings and equipment
including leasehold improvements made by the Contractor during the term of
this contract will become the property of the City. Disposal of any surplus
equipment and appurtenances shall be handled by the City's Purchasing Agent
in accordance with the City code. Copies of all invoices will be provided to the
Director at the time of purchase.
F) The Contractor and/or its employees shall not erect, maintain or keep at the
Center any structure or equipment of any kind, except with the written consent
of the Director. The Contractor shall not make any alterations in or additions to
nor post any signs upon any part of said premises, or permit signs to be posted,
for advertising of goods of any nature on said premises or on vendors' persons
or equipment without permission of the Director.
April, 2006 Rev
22
G) The Contractor shall not remove any article, piece of equipment or other
property furnished to the Center without the express written permission of the
Director.
SECTION 14.
PRICES AND QUALITY OF MERCHANDISE
A) As a matter of general policy, prices shall not be higher than those charged at
comparable restaurants, bars, stadiums, convention centers, arenas, etc., for
the same quality merchandise within the area.
B) As a Bid requirement, the Contractor shall submit a detailed price schedule
based on current market conditions for all menu items he proposes to offer
showing size, weight, and amount of items. All prices finally adopted will
require approval of the Director.
C) The Director and the Contractor shall, on an annual basis, review the general
price structure of all commodities sold and may, by agreement in writing,
increase or decrease the maximum price or size of any items offered, such
increases and/or decreases shall not exceed the CPI-U.
D) If the Contractor desires to offer any item not included in the price schedule,
menu, and alcoholic beverage list, then the Contractor may be allowed to do
so only after first obtaining written approval of the Director to provide such
items. In such cases, the Director must approve the maximum price or prices
at which said items may be charged. If the Contractor desires to substitute
any item in the menu, written approval must be obtained from the Director as
to the quality and maximum price of such substitute items.
E) All items kept for food functions shall be subject to inspection and approval or
rejection by the Director during all times that the catering and concessions
and concessions is in operation. Rejected products shall be immediately
removed from the Center and shall not be returned for use. Items may not be
used beyond the expiration date and must be removed from inventory.
F) The Director may require Contractor to offer certain brand products required
by advertising agreement between the City and a manufacturer. (Soft drinks
are currently restricted to Pepsi products.)
G) The Director may require the Contractor to provide locally popular food and
beverage items for catered events in the Center, if it is determined by the
director that such items are in the best interest of the City.
SECTION 15. ALCOHOLIC BEVERAGES
April, 2006 Rev
23
The types of functions at which wine, beer, or other alcoholic beverages are sold
shall be subject to regulations established by the Director. If any Lessee requires
that its patrons be allowed to bring alcoholic beverages upon the premises, then
the Contractor shall have the right sell ice, cups, and beverages, commonly
referred to as set-ups, during such function at a price agreeable to the Contractor
and Director.
The Contractor must at his own expense provide all licenses and permits required
for the legal sale of alcoholic beverages.
SECTION 16. OBSERVANCE OF LAWS, RULES, AND REGULATIONS
A) The Contractor shall at all times comply with all applicable laws, rules,
regulations, and orders of the Federal Government, State of Virginia, and the
City of Roanoke.
B) The Contractor shall also abide by all rules, regulations, and directives
prescribed for the Center by the City.
SECTION 17. PERMITS, LICENSES, AND TAXES
A) All requirements of federal, state and local laws and regulations pertinent to or
affecting any phase of the food and beverage service must be complied with.
The Contractor must at his own expense procure and keep in force during the
entire period of the contract all permits and licenses required by such laws and
regulations.
SECTION 18. LABOR AND PERFORMANCE BOND
A) Within ten (10) days of receipt of notice of the City's intent to award, the
Contractor shall furnish at its own expense a performance bond and a labor
bond issued by a surety authorized to do business in the Commonwealth of.
Virginia which is payable to the City in the amount of award and is conditioned
upon the good and faithful performance of the Agreement in strict conformity to
the pertinent plans, specifications, and conditions. The City's approval of the
bond is required prior to the City's execution of the Agreement.
SECTION 19. INSURANCE
A) The Contractor shall furnish Public Liability and Property Damage Insurance
against any and all claims and losses arising out of the operation of the
contract and the occupancy of the premises. This insurance shall be obtained
from a company authorized to do business in the state of Virginia and
acceptable to the City and shall be in the following minimum amounts:
April, 2006 Rev
24
Public Liability Insurance - $1,000,000 Each Person - $1,000,000 Each
Occurrence
Property Damage Insurance - $500,000 Each Aggregate - $500,000 Each
Occurrence
B) The Contractor shall also provide fire, extended coverage, vandalism,
malicious mischief, riot, and civic commotion insurance in the amount of not
less than 100% percent of the actual cash value of the complete inventory of
equipment and furnishings identified within the kitchen and food service
areas, and replacement cost of the kitchen equipment, furniture, and fixtures
owned by the City and used by the Contractor. This policy shall include the
City as an additional named insured.
SECTION 20. EVALUATION CRITERIA.
Offerors will be evaluated for selection on the basis of those most qualified to meet the
requirements herein. Major criteria to be considered in the evaluation may include, but
shall not necessarily be limited to the items referred to above and those set forth below:
A. The background, education and experience of the Offeror in providing similar
services or items elsewhere, including the level of experience in working with
municipalities and the quality of services performed or items supplied.
B. Reasonableness/competitiveness of proposed revenue and/or benefits to the City,
although the City is not bound to select the Offeror who proposes the best fees or
most benefits for services. The City reserves the right to negotiate fees/percentages
and/or benefits to the City with the selected Offeror(s).
C. The Offeror's responsiveness and compliance with the requirements and conditions
contained herein and in the other bid documents.
D. Determination that the selected Offeror has no contractual relationships which would
result in a conflict of interest with the City's contract.
E. The Offeror's ability, capacity, and skill to fully and satisfactorily provide the services
and/or items required herein and other bid documents.
F. The quality of Offeror's performance in comparable and/or similar projects.
G. Whether the Offeror can provide the services and/or deliver the items in a prompt
and timely fashion.
SECTION 21. SELECTION PROCESS.
A. Pursuant to Section 2.2-4301 (3)(b) of the Code of Virginia, selection shall be made
of two or more Offerors, if there be that many, deemed to be fully qualified and best
suited among those submitting Bids on the basis of the evaluation of factors included
including price. Negotiations shall be conducted with the Offerors so selected. Price
shall be considered, but need not be the sole determining factor. After negotiations
have been conducted with each Offeror so selected, the City (through the City
April, 2006 Rev
25
Manager or City Manager's designee) shall select the Offeror which, in his/her
opinion, has made the best Bid, and may award the contract to that Offeror. The City
may cancel the Notice for Bids at any time prior to an award, and is not required to
furnish a statement of the reasons why a particular Bid was not deemed to be the
most advantageous. Should the City determine in writing and in its sole discretion
that only one Offeror is fully qualified, or that one Offeror is clearly more highly
qualified than the others under consideration, a contract may be negotiated and
awarded to that Offeror.
B. All Bids submitted will be reviewed by the Purchasing Division or its designee for
responsiveness prior to referral to a selection committee or person. A committee
consisting of City personnel and/or others and/or an appropriate individual will then
evaluate all responsive Bids, conduct the negotiations, and make recommendations
to the City Manager, or the City Manager's designee, as appropriate. The award of a
contract, if made, will be made to the Offeror whose Bid best furthers the interest of
the City, as determined by the City Manager, or the City Manager's designee. The
City reserves the right to reject any and all Bids, to waive any informality or
irregularity in the Bids received, and to make the award to the Offeror whose Bid is
deemed to be in the best interest of the City.
C. Oral Presentation: Offerors who submit a Bid in response to the Notice for Bidss may
be required to give an oral presentation of their Bid to the selection committee or
person. This provides an opportunity for the Offeror to clarify or elaborate on the
Bid. This is a fact finding and explanation session only and does not include
negotiation. Oral presentations are strictly at the option of the City and mayor may
not be conducted.
SECTION 22. INFORMATION ON CONTRACT TO BE AWARDED.
A proposed contract is available from the City clerk's office containing terms and conditions
that the City plans to include in any contract that may be awarded, but such terms and
conditions may be changed, added to, deleted, or modified as may be agreed to between
the City and the Offeror during negotiations. However, if an Offeror has any objections to
any of the terms or conditions set forth in proposed contract or any changes or additions
thereto that the Offeror wants to discuss during negotiations, the Offeror should set forth
such objections, changes, or additions in such Offeror's Bid submitted in response to the
Notice for Bids. Otherwise, submission of a Bid by an Offeror will obligate such Offeror, if it
is the successful Offeror, to enter into a contract containing the same or substantially similar
terms and conditions as contained herein. Other terms and conditions, if necessary, will be
negotiated with the successful Offeror.
END
April, 2006 Rev
26
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Roanoke Civic Center
Attendance
FYE 2003-2006
Totals
FY 2002-2003
FY 2003-2004
FY 2004-2005
Attachment B
FY 2005-2006
456,570
347,723
389,119
290,680
..
Attachment C
Roanoke Civic Center
Events Calendar
2005
.
Jan uary
1 Dazzle Basketball
8-9 Roanoke Gun Show
12 Dazzle Basketball
14 Allison Kraus in Concert
February
4-6 Shrine Circus
11 Monster Trucks
13 Tim Conway and Harvey Korman in
concert
1 5 Crazy for You - Broadway show
March
1 Community Health Screening
1 Dazzle Basketball
4-6 MDA Car Show
5 Jim Brickman in Concert + Pre-concert
party
8 Koontz smoke school
8 WWE - World Wrestling Ent.
12 Church of God in Christ
12 Dazzle Basketball
14 Roanoke Symphony
17 Globetrotters & Pre-game reception
18 Charlotte's Web school play
19 & 20 Dazzle Basketball
22 Contact - Broadway show
22 Dazzle Basketball
26 Easter Egg Hunt
April
2 Xtreme Ice Racing
8 Ice Hockey
19 City of Rke Police Exam
19 City of Roanoke Department meeting
23 Roanoke Times USAF Heritage Band
24 Valley Metro Bus Rodeo
30 Gaithers in Concert
May
5
6
10
12
13
Antique Automobile Club show
Roanoke Symphony Orchestra
City of Roanoke Finance Seminar
City of Roanoke Job Fair
Jefferson College of Health Sciences
Graduation
19 City of Roanoke Mayors and Chairs
dinner
20 Mental Health vendor fair
21 William Byrd HS Prom
21 L. Watkins Dance Recital
24 Roanoke City School Board Graduation
26 City of Roanoke Youth Forum
31 -June 5 James Drew Exposition/Fair
June
4
4
7
Floyd Ward Dance Recital
Thomas Wedding Reception
City of Roanoke Police Dept press
conference
17 ACS Relay for Life
23 Bike VA - off-site catering
25 Family Action Council conference
2 8 Toyota Corp meeti ng
30-July 3 and July 7-10 Jehovah's Witness
convention
July
12
IS
15
Am. Red Cross blood drive
Gospel Play
Opening Ceremonies, Virginia
Commonwealth Games
22-24 DAR Antique Show
26-27Virginia Bar exams + luncheons for 7
law schools each day
Hilary Duff in concert
29
August
12 Ramp-to-Ramp motorcross
31 Three Doors Down in concert
September
2 HS Football
6 Koontz Smoke School
9 HS Football
10 National Diabetic Pharmacies seminar
10 Signature Sound in concert
12 Mental Health Assoc seminar
12 City of Roanoke Leadership seminar
13 Senior Citizens' Expo
1 5 Health Fair USA
17 Primerica conference
22 Women's conference
29 U S Postal Service exam
30 Sports seminar
October
4 Gospel Play
9 Ten Tenors in concert
Novem ber
2 Miss Saigon - Broadway
4 International Air Gun Expo
4 HS Football
9 City of Roanoke Employee Health Fair
11 HS Football
12 Giant Indoor Yardsale
12 Roanoke Symphony Orchestra
14 Career Xplosion job fair
16 Gospel Play
17 "Ovation" school play
18 Dance competition
21 Dance recital
22 City of Roanoke Youth forum
December
1 - 3 Scrooge - play
2 Dazzle Basketball
3 Dazzle Basketball
4 Dance Troupe competition
lOG E Quarter Century Club party
10-11 Nutcracker ballet
11 Brad Paisley in concert
13 NBDL Player dinner/reception
I 3 Full Monty - Broadway
14 City of Roanoke Employee luncheon
I 4 Dazzle Basketball
16 Dazzle Basketball
17 Dazzle Basketball
19 HS Basketball
19 Am Red Cross blood drive
19 Moscow Ballet
23 Dazzle Basketball
28 Dazzle Basketball
30 Dazzle Basketball
31 Dazzle Basketball
31 New Year's Eve party
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I urich-plated
6
sides + __desse.rt_s__7
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crab cakes - prices are seasonal
Our Chefs own special recipe of a unique
blend of herbs and spices mixed with fresh
lump and claw meat, and topped with a
lobster cream sauce.
chicken cordon bleu $12.50
Fresh chicken breast stuffed with BlackOak
Ham and Swiss cheese. Rolled and breaded
with seasoned breadcrumbs. Served in
chicken veloute (cream sauce).
chicken oscar $11.75
Sauteed chicken breast topped with eastern
shore crabmeat or two jumbo shrimp.
Finished with a hollandaise sauce.
parmesan crusted ahi
tuna $11.75
Sushi grade tuna steak rolled in our specially
seasoned bread crumbs. and pan seared to
medium rare, then topped with a lemon
herb cream sauce.
stuffed tilapiatuscany $11.75
Two fresh tilapiafilets stuffed with spinach,
mushrooms, grape tomatoes, black olives,
and fetacheese,then smochered in Italian
seasoningsaf'ld olive oil, and baked to
perfection.
ve etables + starches
FreshVegetable Medley
Prif'lce Edward Blef'ldVegetables-
Steamed Yellow and Green Sf'lap Beans
with Julief'lf'le of Carrots '
Kyoto Blef'ld - Mix ofJapaf'lese Style
. Vegetables
Fresh Steamed Broccoli with Citrus
Flavored Butter
Honey Glazed Carrots
Buttered Corf'l on the Cob
Corn O'Brien
Creamy peas and carrots
'-
Green Beans (Southern Style,
Almof'ldine, or MardiS Gras Spicy)
Oven Roasted New Potatoes with
Rosemaryaf'ldGarhc
Potatoes Au Gratin
Whipped Potatoes with or without
Garlic
Baked Potato
Twice Baked Potatoes with cheddar
cheese
Wild Rice Blend
Rice Pilaf
chicken marsala $10.75
Lightly floured chicken breast sauteed then
deglazedwithama!salawinereduccionwith
mushrooms, and finished with cream.
stuffed marinated pork
tenderloin $10.75
Porktei1derloinstuffedwithspinach,~ots,
and a blertd ofherbs:then marinated in our
Chefs sweet and spicy sauce, and grifled to
perfection.
desserts
standard
Double Chocolate Cake
Bosto!1 Cream Pie
Germaf'l Chocolate Cake
Deep Dish Apple Pie
Coconut Cake
Southern Pecan Pie
Strawberry Shortcake.
Pumpl<inPie
Carrot Cake
Assorted Fruit Cobblers (A la M(lde
$I.S0 per person)"
RedVelvet Cake wI Creal!! Cheese Icing
dessert. station
(Add art additiona!$3.00 per;person)
Choice of ice cream or cheesecake topped with a flambe of bananas foster,cherries
jubilee,ormandarirt orange jubilee (choice of 2).
premium
(Add an additional $2.00 per person)
Key Lime Pie
Mocha Swirl Cheesecake
French Silk Pie
N.Y, Style Cheesecake with Fruit
T,?pping
Spirited Strawberries over Angel Food
CaKe "
Chocolate Mousse
Your guests wil! bedazz!edbytheSeelegantandfundi~hesthataremaderigtltinfront
\....oftheireyes! )
*AI! prices are subje<:;t to an 18% gratuity plus sales tax urtless otherwise noted.
*~II prices are subject to an 18% gratuity plus sales tax unless otherwise noted.
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'lighter fare " ,
Enjoy one of 0"' del;do", f,e,hly m,de ,oup' o~ "I,d, with you, ::-1
encore house salad $3.75 salad bar "';~:7s1
I Fresh iceberg and crisp romaine lettUce with As elaborate as any show, or concert. We ~
( cucumber, tomato, cheese and sliced red onion. offer many items, but, we afe able to add spe- J
I cifk items to suite your party. '
! caesar salad $4.75 Thefullowingareourstlndard salad bar items: !
Crisp romaine lettuce tossed with a creamy Fresh salad mix, tomatoes, cucumbers,
caesar dressing, croutons and shaved parme- onions, blends of cheeses, carrots, red cab-
san cheese. Add chicken for $1.50 bage, sprouts, mandarin oranges. red & green
pepperS, hard boiled eggs, sunflower seeds.
slivered almonds, raisins, croutons, bacon
pieces. Dressings include: Ranch, Blue
Cheese, Thousand Island, Caesar, Honey
Mustard, French, Italian, Raspberry
Vinaigrette, Balsamic Vinaigrette, Oil &
Vinegar.
fruit plate with garden greens
and vegetables $5.75
Top?ed with l:-hicken salad,tunasalad,or bolt1.
cobb salad
$5.75
Julienne of roast beef, turkey, Swiss and
American cheese over crisp romaine lettuce
withbleu cheese crumbles and avocado
slices. Served with red wine vinaigrette.
I chefsalad $5.75
A bed of fresh mixed salad greens topped
with Smithfield ham, oven roasted,turkey
I breast,tomatoes, cucumbers, hard boiled egg,
red onion rings, croutons, and bacon bits'.
I
mediterranean chicken salad
$5.75
A bed of fresh mixed salad greel"ls topped
with mandarin oranges,cherrytomatoes,sliv-
ered alrrionds,feta cheese crumbles, and a
grilled chicken breast.
I
neptune salad $7.75
A blend of shrimp, scaJiops, and crab meat,
mixed with diced cucumbers, apples, and cel-
ery and tossed in our Chefs own zesty
lemon dill dressing, and served over a bed of
mixed fresh greens.
I Side, di,Shes
ColeSlaw
I MacaromSalad
PaSta Salad ,
Waldorf Salad
!
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$2.75 per person
Cucumber{TomatoSalad
Mediterranean Salad
Potato Salad
8
potato bar $2.75
A great addition to the salad bar, or a dinner
entree.We are not limited to the items we
provide. If there are specific items you wish
to have, please let us know. Here isa list of
the items we'provide:
Chili, cheese sauce, steamed broccoli,bacon
pieces, chives, butter, sour cream.
homem;ide soup dujour $3.75
Clam Chowder, Ham & Potato Chowder, I
Home-style Chicken Noodle, Black ~ean, I
Cream of Tomato with Bacon & Onion. I
Hearty Italian Chicken,Minestrone,Vegetable
withlwithoutbeef. I
homemade soup du jour $4.75
Shrimp Bisque, She Crab. Creamy Chicken & I
Andoulie SausageTortellini,and Italian j
Wedding Soup I
We can prepare any soup you desire. I
Contact 853-5379 to speak with our
Chef. t
salad bar with soup or potato
bar $ 9.75
soup/salad/potato bar
$11.75
*AII prices are subject to an 18% gratuity plus sales taX unless otherwise ncited.
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roanokeciviccenter.com
del Lbuffet
9
Deli Buffet- $9.50 per person
Includes your choice of three of the following selections:
sliced ham, roast beef, turkey. chicken salad or tuna salad.
Buffet also includes:
Assorted Cheeses
Lettuce, Tomato & Onion Tray
Condiments
Assorted Flat Breads, Croissants, and Kaiser Rolls
Potato Chips
Gourmet Cookies or Brownies
Coffee & Iced Tea. (Sodas available for an additional charge of a $1.00 each,
Bottled water $1.50 each)
Add your choice of homemade potato, macaroni salad. or cole slaw.
*AII prices are subject to an i8% gratuity plus sales tax unless otherwise noted.
~
(boxedJuocbes
I
,
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~oxed Lunches - $7.75 per person
Includes your choice of one of the following sandwich selections
sliced ham, roast qeef, turkey, chicken salad or tuna salad.
topped with 'lettuce: tomato, and cheese, on
assorted flat breads, croissants, or kaiser rolls.
Boxed lunches also include:
Fresh Fruit
Chips
Canned Soda/Bottled Water
Condiments
Gourmet Cookie or Brownie
Vegetarian choices and Salads are available upon ,request.
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'I unch-vegetarian
----,
: vegetarian lasagna $9.75
I No meat here! Layer upon layer of mixed
I vegetables, ricotta and mozzarella cheeses.
. and lasagna noodles, baked to perfection.
1 eggplant roulette $9.75
'I Hand br~aded slices of eggplant, deep fried.
and then stuffed with a ricotta cheese and
herb mixture, and wppedwith our home,
made marinara sauce, and mozzarella
cheese.
10
dinn.er~buffet
11
veggie burger $9.75
Gardenburgerbrand patties, grilled and
served on a whole wheat kaiser roll,with
lettuce, tomato, ;'\nd red onior..
All buffet prices include. a choice of three vegetable selections, salad
bar, dinner rolls, iced tea, coffee and dessert. Create your own bul:fet
by adding a second entree for an additional $2.00 per person and each
additional entree for $1.00 per person.
All prices are subject to seasonal changes.
baked spaghetti $9.75
Spaghetti noodles tossed in oui-homemade
marinara sauce, and topped with piles of
mozzarella cheese, and baked to perfection.
: chicken cordon bleu $14.75
Fresh chicken breast stuffed with Black Oak
Ham and Swiss cheese, Rolled and breaded with
seasoned breadcrumbs. Served in chicken
veloute (cream sauce).
vegetarian pasta sautee $9.75
Fresh squash,zucchini,mushrooms, onIons,
and tomatoes, sauteed in white wine and
olive oil, and tossed with fresh herbs,and
pennepasta.
,
I citrus barbequed tofu $9.75
Thick slices of tofu, marinated overnight in
. our Chefs homemade citrus barbeque
sauce, and grilled to perfection.
*AII prices are subject to an 18% gratuity plus sales tax unless otherwise noted.
( dinner-vegetarian
fvegetarian lasagna ,$12!75 citrus barbequed tofu $11.75
No meat here! Layer upon layer of mixed Thick slices of tofu, marinated overnight in
vegetables, ricotta and mozzarella cheeses, our Chef's homemade citrus baroeque sauce,
and lasagna noodles, baked to perfection. and grilled to perfection.
I
eggplant roulette $12.75
Hand breaded slices of eggplant, deep fried,
and then stuffed with a ricotta cheese and
herb mixture, and topped with our home.
made marinara sauce, and mozzarella cheese.
pesto cream fettuccini with sun-
dried tomatoes $9.75
Sauteed sun-dried tomatoes in garlic and
white wine, tossed with fettuccini noodles in
arichpestosauce.
seafood au gratin $14.75
Our Chefs own delicious recipe combining
crabmeat,shrimp and scallops, sauteed together
and folded into a sherry cream sauce, with
blends ofsheeses,and topped with panko flakes,
and then baked to perfection.
crab stuffed flounder $13.75
without stuffing $11.75
Tender flounder stuffed with succulent crab-
meat broiled in light butter and white wlne.
I
l basque chicken $13.75
I Ughtlyfloured chicken breast sauteed in butter
and chardonnay, then braised with stewed toma-
I toes,artichokes, black olives, special herbs and
!spices,andtoppedwith'fetacheese.
vegetarian stir fry $10;75
Broccoli,carrots,water chestnuts,snap peas,
onions, and bamboo shoots sauteed in an ori-
ental sauce,and served over a bed of wild
classic lasagna $12.75
Layer after layer of rich creamyricotta,moz.
zarella, and romano cheeses; with seasoned
ground beef and a zesty tomato sauce;
rice.
vegetable lasagna $12.75
No meat here! Layer upon layer of mixed
vegetables,ricotta and mozzarella cheeses,
.and'lasagna noodles, baked to'perfection.
Add tofu $2.00
pasta primavera $12.75
Fresh zucchini,broccoli,carrots, mushrooms,
snap peas, onions, and red peppers tossed
with Iinguini noodles in a herb cream sauce,
then topped with parmigiano_reggianno
cheese,
*AII prices are subject to an 18% gratuity plus sales tax unless otherwise noted.
beeftip burgundy $12.75
Select beef tips saureed with shallots,garlk and
onions deglazed with burgundy and finished with
a rich and robust beef stock. Served over egg
noodles.
chicken marsala $12.75
Lighdy floured chicken breast sauteed then
deglazed with a marsala wine reduction with
mushrooms, and finished with cream.
jambalaya $12.75
A tribute to the Big Easy, a delicious combina-
tion,ofshrimp,chicken,and andouille sausage,
served in a rich and spicy Creole tomato
sauce with rice, okra, peppers and onions.
stir-fry with broccoli $12.75 !
Traditional Chinese seasonings accompany I
your choice of chicken or beef,fresh broccoii I
and select vegetables, Served over steamed I
white rice. .
With shrimp add $1.00 per person.
yankee pot roast $12.75
Braised cut of beef brisket stewed with pOta'
toes, carrots, celery and onions inarichscock.
stuffed marinated pork
tenderloin $12.75
Pork tenderloin stuffed with spinach, apricots,
and a blend of herbs, then marinated in our
Chefs sweet and spicy sauce, and grilled to
perfection.
baked ham $12.75
Baked Black Oak Ham seasoned and covered"
with pineapple and brown sugar. Sliced and
s~rved in its own juices and spiced
CineapPlerings.
, ;AII'prices are subject to an 18% gratuity "plus sal~s tax unless otherwise noted. I
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. dinner-buffet
chickeri' p_armesan:___ _ ,$i2.50
Italian seasoned breaded chicken breast
smothered with monar~\a and fresh
\ parmesan chees~s.Served with linguini
noodles, and fresh homemade marinara.
bake-grilled marinated london
broil $12.50
FlankstEiiikgdJled inaspicy'DijOli marinade.
ThiS-popular selection-is served with a
mushroom ",u.ius"';c.i;;M./'
baked,ziti
.-,'.-",,-,.:,:-...:-,,>-:,
;:;;Yi':'
$11.75
Noodlesii!ld _~_ ~es~ i h"?m.egiade _ t-sm_~t?
marinara to-PPE;d;wj~ s~lecf '~he,eses, .
baked and served ""ith garlic ?r~ad.
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brOilE!dti!api_a!w:iJb;l~mo~~t:!erb
creamT-::~I,' ':;_:~;;~~-;~'::~-;:';_ _ $11.75
South Anieri2an Tilapiibaked in butter and
white wine, then topped with our Chefs own
le!Tlon-herb cre!lm sauce.
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12
fried chicken
$11.75
Hand breaded chicken southern style, Fried
crispy and delicious.
lemon-peppered catfish $11.75
Catfish filets seasoned with lem'on.peppe'r,
and fried to a' golden brown. Served with
carter sauce.
pesto cream fettuccini with sun-
dried tomatoes $11.75
Sauteed '.sun-dried tomatoes in . garlic and
white wine, tossed with fettuccini noodles in
a richpesto sauce.
Add grilled chicken for + $3.00
slicedturkeyandd.-ess!ng $11.75
Smoked turkey breast sliced and served with
a rich gravy' and cornbread stuffing.
*Allprkes are subject to an 18% gratuity plus sales tax unless otherwise noted.
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dinner-plated
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13
All plated prices include achciiceoftwo vegefublesel~$tic:lns,hciUSe
or caesar salad, dinner rolls, dessert, icEld t,ea; ~nd,coff~E!' El']h(ince '.
your menu byao;:iding s.oup or appetizer for an additjon(il charge.
All prices subject to seasonal changes,
,
~:~"k~:'~~:~~~:;d 'h"k'~ I :;?~, I
smotheredwithlTlozzarellaand fresh parme-
sancheE!ses:Servedwlthlinguini noodles,and
fresh hOl!1emade~mariDara.
'Ch!~~~n:~a.lti.M~ic~'~"" .... " $1~.75
Fn:;~h '~pllt~~I<c.~e"~ ;'~t~X~t".it~~e?,,'w,itli pro-
sciutto:.ham; spinach;',~.n(f ~t.lzz;j~E!lIa . cheese,
tt.lppe.d.:withanl~shr6~m:'and'white wine
filet oscar $21 :75 ":sauceands'erved ovei<~nguin(noodles.
A 6 oz beef tenderloin filet grilled .~~e~ec:' ,.\/.'.':',."< '...' ,,,,,.'..\;,:,. , .. - '
tion and toppedry.'ith asp~ragus,jumb? lulTi'p g~_i1!~~;,;~~~~~,~~~~,.JgH~~p,:pr~i~
crabmeat ,and:'~,; homemade"'hollandaise:' ,r -:,>:";,~~,>,,, . ,.,~;::;';5i(. ,..',X,;JI4.75
Prices subject toseiisonal.changes. Flal"lk s~_eakgriUed,in;ii;spicy.Dijo.n.marinade.
All meat cooked mediuni; for only parties of Thi~ popu,lar selectior is served with a mush-
50 or less. room au jus.
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1
,
i turf a la surf $~market price
lOur Chefs own creation of grilled beef ten-
derloin medallions topped with a special
1 shrimp cream sauce.
parmesan crusted ahi tuna $14.75
Sushi grade wna steak rolled in' our specially
seasoned. bread crumbs, and pan seared to
medium rare, then topped with a lemon herb
cream sauce.
stuffed tilapill tuscany $14.75
Two fresh tilapia fiiets stuffed with spinach,
mushrooms, grape tomatoes, black olives, and
fetacheese,then smothered in Italian season-
ings and olive oil, and baked to perfection.
chicken marsala $12.75 I
Lightly floured chicken breast sauteed then I
deglaz.edwithamarsalawinereducticinWith
mushrool!1s, and finished with cream.
stuffed marinated pork II
tenderloin . $12.75
Porktenderloin stuffed with spinach,apricots,
and a blend of herbs, then mannated In our
Chefs sweet and spicy sauce, and grilled to I
perfection.
I
*Alt prices are subject to an [8% gratuity plus sales tax unless otherwise noted. !
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roanokeciviccenter.com
prime rib $-market priCE!
Slowroastedprimeribslicedandservedwit~
au jus.
crab stuffed flounder
$15.75
Tender flounder stuffed with succulent crab-
meat broiled in light butter and white wine.
Unstuffed -$4.00
I crab cakes ~ prices are seasonal
Our Chefs own ,special recipe of a unique
I.blend of herbs and spices mixed with fresh
lump and claw meat, and topped with a lob-
[stercreamsauce.
chicken cordon bleu $14.75
/Fresh chicken breast stuffed with Black Oak
I Ham and Swiss cheese. Roiled and breaded
With seasoned breadcrumbs. Servedwitl1 a
chicken Mornaysauce.
)
1
chicken oscar
$14.75
Sauteed chicken breasttoppedwitl1eastem
shore crabmeat or two jumbo shrinip.
Finished with hollandaisesauce,
I
i
sides + dess_erts 14
vegetables + starches
,
FreshYegetable Medley
Prince Edward BlendVegetables-
Steamed Yellow and Green Snap Beans
with)ulienneofCarrots
Kyoto Blend - Mix of Japanese Style
Vegetables
Fresh Steamed Broccoli with Citrus
Flavored Butter
Honey Glazed Carrots
Buttered Corn on the Cob
Corn O'Brien
Creamy peas and carrots
Green Beans (Southern Style,
Almondine.or Mardis Gras Spicy)
Oven Roasted New Potatoes with
Rosemary and Garlic
Potatoes Au Gratin
Whipped Potatoes with or without
Garlic
Baked Potato
Twice Baked Potatoes with cheddar
cheese
Wild Rice Blend
Rice Pilaf
desserts
standard
Double Chocolate Cake
Boston Cream Pie
German Chocolate Cake
Deep Dish Apple Pie
Coconut Cake
Southem P~can Pie
Strawberry Shortcake
Pumpkin Pie
Carrot Cake
Assorted Fruit Cobblers (A la Mode
$1.50 per person)
Red Velvet Cake wi Cream Cheese Icing
dessert station
(Add an additional $3.00 per person)
Choice of ice cream or cheesecake topped with & flambe of bananas foster, cherries
jubilee, or mandarin orange jubilee (choice of 2).
premium
(Add an additional $2.00 per person)
Key Lime Pie
Mocha Swirl Cheesecake
French Silk Pie
N.Y.style Ch~esecakewithFruit
Topping
Spirited Strawberries over Angel Food
Cake
Chocolate Mousse
Yourgueru will bedazzled by these elegant and fun dishes that are made right in fron t
of their eyes!
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*AII prices are subject to a~18% gratuity plus sales tax unless otherwise noted.
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subs + paax traxs__15,
,
,
. Try Our Large Ch~pion Subs
I
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big champ $75.75 '
HugeS-foot French sub roll stacked with
: assorted deli meats and cheeses, topped
i ~ith lettuce, tomato, and onions. Includes
potato chips. ServeS up to 25 people.
small champ $45.75
: 3-foot version of the same above. Chips are
i also iflcluded, Serves up to 15 people.
I ,
i Confectionery Tray
I
, Includes a deiicious assortment of gourmet
l cheesecakes, cookies. browflies and more.
I Small (Serves IS) $29.75
Large (Serves 25) $49.75
Encore 'Party Trays
cheese & gourmet crackers
Small (Serves 15) $37.50
Large (Serves 25) $62.50
deli tray
Includes assortoo meat'., cheeses, toppings,
and condiments.
Small (Serves 15) $67.50
Large (Serves 25) $112.50
Assorted Bread Basket $2.50 per person
fresh fruit w/caramel dip
Small (Serves 15) $37.50
Large (Serves 25) $62.50
Prices may vary with seasonal changes
fresh vegetables w/dip
Small (Serves 15) $29.75
Large (Serves 25) $49.75
Prices may vary with seasonal changes
Be sure to check Encores extensive hors d'oeuvres menu for other
delicious tray options.
1
Please call our Catering Manager for pricing at 540 853-5378.
*AII prices are subject to an 18% gratuity plus sales tax unless otherwise floted.
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Prices per person
2 Entrees $11.75
3 Entrees $13.75
I Entree $9.75 per
I down home entrees
! (Indudes Fresh Baked Dinner Rolls or
I Cornbread)
Southern Style Hand Breaded Fried Chicken
BBQChlcken
Hamburgers and Hotdogs
Baked Sliced Virginia Ham
Pulled Pork BBQ: Traditional or
Carolina Style
I' H"d B,,~d.d c,,,,, FiI.u
down home sides
(choice of three)
Baked Beans
Whipped Potatoes
Horriestyle Fried Potatoes
Southern Style Green Beans
Baked Sweet Potatoes with Butter and
Cin,namon
Potato Salad
Buttered Corn on the Cob
I ColeSlaw
I Macaroni and Cheese
Pasta Salad
I' Cucumber and Tomato S_<llad; Marinatediri
Red Wine Vinaigrette ,
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down home desserts
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(choice of one)
Baked Apple Pie
Fresh Baked Cookies
Assorted Fruit Cobblers
Brownies
Banana Pudding (
k(e cream.sundo:le bar $8.50.1
or add the Sundae Bar to any meal pur-
chase for $5.00 per person) I
Sundae Bar toppings include; Chocolate
Syrup, Chopped Nuts,Whipped Cream, and
Cherries
down home drinks
Iced Tea
Lemonade
*AII prises.are subject to an IB% gratuity plus sales tax unless otherwise noted.
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roanokeciviccenter.com
hors d'oeuvres
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/"
hors d'oeuvres selections
(All Prices are subiect to seasonal changes.)
I
, hot hors d'oeuvres
per 100
Whole Smoked or Sliced Salmon Mini Quiche $98.50
with Capers Market Price Sausage Filled
, Oysters Rockefeller Markee Price Mushroom Caps $95.00
; Stuffed Mushroom Caps Potato Skins with Cheddar
, with Crabmeat $185.50 Cheese, Bacon, & Scallions $90.50
Oriental Boneless Jalepeno Poppers $85.50
!ChickenWings $175.00 Jumbo Buffalo Wings with
I Mini Crab Cakes with Ranch orBleu Cheese $85.50
Key Lime Tartar Sauce $125.50 MozzarellaStickswieh
Sea Scallops wrapped Marinara Sauce $85.50
in Bacon $125.50 Spinach Cigars $85.00
Oriental Egg Rolls $120.00 Petite Ham Biscuits $75.50
I Chicken Tenders with Honey Mini Potato Shells with Cheddar
I M,,,,cd ocBBQ ''"'' $112.75 Cheese, Bacon, & Scalliorls $70.00
Honey Stung Chicken Meatballs-BBQ,Swedish,
Drummettes $100.50 or Plain $45.50
Spinach Sausage Balls $100.00 Spinach Artichoke Dip
I with Tortillas $1.50 per person
cold hors d'oeuvres
per 100
Canape Assortment
Jumbo Prawns with
Cocktail Sauce
Assorted Finger Sandwiches
~ Mini Cucumber Sandwiches
. with Dill Spread
$205.50 -
seasonal fruit with caramel dip
100 people $187.75
50 people $100.00
$135.00
$57.75
vegetable crudites with dip
100 people $175.75
50 people $ 95.00
$ 48.50
,
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I' cheese tray with gourmet
crackers
100 people $225.00
so people $120.00
cheese ball with crackers
for 25 people $ 49.75
Please refer to our Wedding Menu for other selections.
*AII.prices are subject to an 18% gratuity plus.sales tax un~ess otherwise noted. )
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roanokeciviccenter.com
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~edd ings_ ___
I mini beef wellington
I $ 36.00 per dozen
~- $275.00 per 'I oci people
Tenderizedtl:mderloinofbeef,lightlygrilled
and topped with a red pepper mushroom
Aioli,wrappedilipuffpastryand'bakedtoa
golden brown.
ranch. ~tyl~s~eweredchicken
breast with roasted vegetables
$33.00'perdozen
$250.00 per ,100 people
Gently seasoned chicken breast with fresh
pepperS, onions, arid, mushrooms; skewered
and roasted.
assorted cheese displ~y
$120.00 per 50 pe'ople
$225.00 per 100 people
Cubedcheddar,Swissandpepperjack
cheeses;S;r.;.d';:;ithgou~metcriickers.
Askaboutgol!rmetc_h~eses.
fresh f,.uit}~ori_~a~e'~
~,!~()cOQper ,~Opeopl,e
$,. I, 8~::-I5 -'~~~r;,I;~-'people
Fresh fnJi~ _~~9,~~,r;.a_T,e;I.'?,lpp!ng s:lU(~
arranged in,a,.beau~flll~isp!ay of eleg;ince
and creadvity. '~~
crabm~lI.~f1I,!edtll~s~r~om'caps
:$,,:~S~Q((~l~doi~n, '
--$1 QsJO? e'hiOOpeopie
Dori~i1:i~"~~;~' ' ,. -wi~h"ga~me.at
-ce:.
';~geta
';.',f~,~ "_.'
- '-".)?:~'___':""~I<~~sr:}~;pe~~'le~"<'-'~'
Fresh and_ITl~.Q~-~~~:V~g~t<l~les ~erved with
ascallion.ranchd,ip,:::-< --
18
oriental boneless c~.icken wings
$ 24.00 per dozen
$175.00 per 106 people
Hand breaded white meat chicken, tossed in
our homemade Oriental Sesame Soy Sauce.
mini crab cakes
$ 8.00 per dozen
$125.50 per 100 people
Bite size eastern shore crabmeat lightly
bound and pan fried to a golden brown,
Served with a key lime tartar sauce.
mixed vegetables rarigoon
$125.00 per 100 people
Phyllo pastrysh~lIs filled with a cream-
cheese and vegetable blend. then lightly fried
to a golden brown,
sausage filled mushroom caps
$13;00 per dozen
$95.00p~r,,100 people
Domestic mushrooms filled with sausage
stuffingsurr'ounded byamild cream sauce.
cocktail shrimp
$13.00 per dozen
$100.00 per 100 people
Steamed,se~oned:andservedonicewitha
homemade cocktaiLsauce.
spinach sausage b~lIs
$13~OOper dozen
$1()9.~Op~r,LO? pe~ple
_ .....,y,Virginia,S~USag~,and .,fresh,spi6ach flavoi-e'd
. ; ,;~ith ,s~~~~nd ,~~ple:,iyf~p:t.h-in -_~'pic~d ,up
with~ayer:_n~ p~pper, served v,:ith ~ honey
Dij6nsa~ce.' "c_'''-.-- >;i:
min'iqlJich~
$15.00 per dozen
$98.50 per 100 people
Spinach. bacon and cheese quiche in bite size
portions.
*AII prices' are' subJe~t to an 18% gratuitY plus sales tax unless otherwise noted.
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roanokeciviccenter,com
weddings
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spanakopita
$1 2.00 per dozen
$90.50 pe"r 100 people
; Spinach.and feta cheese folded into layer
after layer ofphyllo dough.
_ tiJscan brushetta _
$65.00 per 100 people
Crostini's topped with our Chefs own spe-
cial blend of Roma tomatoes, herbs,and
parmesan cheese,
(
caramel apple baked brie
$55.00 each
Brhi!cheesesmotl1ered in a caramel sauce
.; ang,~~!;~ 2<!-f\l'p',?l~:,~t~~~~,e~)?, e,Uffed pas-
,trritbe~':q~.k~d,.. ~.o;~'~~I~~Pr:~r~~}\.Served
".:,~I:~. ~~~~*:~_:?~!(~~r;'Zi;':>::~.'
, ':iTIini"cucumtler.isanawiChes
,-,;;;>... '[;f"':-'''''-'&;,;1'<>Wi-;-g:,:-~'/
;'<!;~~,~~2~J}:%1.\'--";-:-
~8:5~J2~,~:2g~~;ii,(
s'blendeo.withherbsand
~h<M'\1~--~";"'._':-"', .',
'-,~~~~a))eo/"~en white
spinach pinwheels
$12.00 per dozen
$90~5~. per'I?O,p~opl~
Rolledpastry withspinac~. mu1hro~mi'
moz:zarellacheese in aherb cream cheese
spread.
spinach Cigars ..' .' .'.: .... _: -"'('c
~ 1~.P_9...p~r ,?o,z~n",;' ." ',' ..,.:-,::_,-/,{',
~~5_,.,~~,]~"19o,.~ee.B~;,~~:~;':;':i'if',~':~
Fresh spinach wr~p,p:e~_ inphy.[lo"d()ug~",,!$/~,~
Middle EasternSeasoning.
'j,," }'.',;
italian antipasto ~alad
': $8 5~OO_per" 100 ,pi:iople'<'c,,' .-;_"_",
~aa~~;~_~i~Ha~~~~~i~iN€~i;;~;~~~#.~
olive Oil,},n,dJt;[l.!!,~N~~~9!lj,~gs'a~~. '~er,y~_
with Gourme(crack,ers, - '. .-
ofBBO.
pasta.,-s~~~(is\'--_~.::,......:..,;--/;"-'-..'.':_ -_--;',:i:_:'.,:::,:
.--;,;,$8~;9~ per; 1.0.0 p~opIEL,)",\\,,,.,.j"
Penri,~;'~i~#I~ltbTg~~~frif~e~~,' .~,uc:~rry~~~;.t";_;\'.-ti
toma~e~;yell~w::.p:epP.ersina_ maYClnn_<I!se:,,_:. ~,>
dressing and' topped with Parmesan Chees~. -
"'.': ,,'. '.' ,. ".'.'e
tortellini pasta'salild ,rl1!.ni_,s~~~"'yi~oh}ta~i,~n
~8~:~OO~er ,I 00 people ,-,-,_'._Ra,' ~.' c.iBlI~~t_~j;.r~,.'~F.:r.trZ~'~".'H'a~, and
Tri co!or~;:l~o~~eIJiniwithshred~~d,_c,~ri-ots:----,.. .,,,-,',,,,-,,, 'i-"".
b!ack:()lj~~,,~umiri,er ,sq~ash;j~lie~fl_e :r~~)-''-' Smok E~,~.; ~Jl!l(tu.p~lld,s,e~ved
pepp~~~)~~,i, ~~~'~,riedto!l'ato-., P,~~t? ~~~c'1"~,~:<"<.~-,,g>:,,.,~/j~;~rfu~~~t8~[~i~~;Of
minjp~:~,~~;,~-~,~,u,s:" ,; ',:;" /f~~~~~~~~~~WX;J::~de8~I~i~ Dijon
'; $ ,1~:;,~9pe'r:dozeri " _,.' M~iC!~.,f,F""S"~.j(.,,~au.ce.. /----<--
$~O.()O per _I~O p~ople "-.' .
MinLPotatosh~llsst,ufh:d,With garlic mashed -~,'
potato~s and sca.llions; dientopped with" ":,
cheddar cheese and bacon:
,'.....'."-.'...',......,,.
*Allpricesare s~bfeci: to an -18% gratuitYpliJss<lI~_staxunless otherwise noted.
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'\
aisan stir-fry station
$7.75 per person
Fried or steamed rice with your choice of the
followingingrediimts:green peppers, red pep-
pers, water chestnuts, snow peas, carrots,
I broccoli, anions, and celery.
With Beef $8.75
With Chicken $9.75
With Shrimp $10. 7S
pasta station
$8.75 per person
Tri-colored penne pasta,Tri coloredTortellini,
or Mini Raviolis served with your choice of
the following toppings: black olives,julienne
; peppers or red onions, mushrooms, broccoli,
tomatoes, fresh basil, oregano, olive oil and
freshly grated Romano cheese.
With Chicken. $9.75
With Shrimp $10.75
I carving station
{AvaiJable for parties over 100 guests only)
Prices vary upon selection
$6.00 - $8.50
Steamship Round, Baked VA Ham,Top Round,
i Rosemary Pork Loin, Smoked Turkey Breast,
: Prime Rib, or Leg of Lamb Served with deli-
: dous soft rolls and your choice of condl-
: ments, Horseradish sauce, spicy dijon mus-
tard,o~ herb mayonnaise.
i Chef attendant charge of $20,00 an hour for
I each station
,
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petit desserts
$3.00 per person
Assorted Petit Fours
Baklava
Sweet Street Squares
Lemon Love Notes
Pumpkin Rolls
Angel Food Cake
Strawberries Romanoff
Chocolate Dipped Strawberries
Drunken Strawberries
Mini FruitTartlettes
Chocolate Bourbon Balls
Cannoii .
Add a Chocolate Fountain for $1.00 per
person
Fresh Fruit for dipping: StraWberries, Kiwi,
Bananas,Pineapple
Refer to our plated dinner,hors d'oeuvres
and buffet menus for more oprJons.lfthere
are any special requestS please contact our
Catering Direccor at 8S3-5378,
*AII prices are subject to an 18% gratuity plus sales taX unless otherwise ~oted.
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roanokedviccenter,tom
bar service
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host bar service
house liquors
premium liquors
domestic bottle beer
premium beer
imports
house wine
$3.50
$4.50
$2.50
$3.50
$4.00
$4.50
*Bar Mixer Rate at $5.00 per person
*These prices are subject to ~n 18% gratuity plus sales tax per person.
cash bar service
house liquors
premium liquors
domestic bottle beer
premium,"beer
imports
house wine
$3.75
$4.75
$2.75
$3.75
$4.25
$4.75
"'These prices include tax and service charge.
Domestic Keg Beer $225.00+ tax & service charge
Import Kegs on request
Sodas & Juices $1.50 bottle; $1.00 cans
Premium Wines and Champagnes market price per bottle
"'Bartender Fee $20.00 per, hour (minimum 3 hours).
"
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Food & Beverage Manager 540.853.5378
Sales & Booking 540.853,6860
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roaflokeciviccenter,com
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Thank you for
c()n~tg~ring
Encore~@atel'1ing
for your special event
andpleasej"ermeniber
l' . usforany.Juture I
I' ca~ering(needs.; 1
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Exhibit A
IROANOKE CIVIC CENTER KITCHEN INVENTORY - as of 7/31/06
1 : Carter-Hoffman
warming unit
2: APWWyott
warming unit
3: 8everageAir
3 door refrigerator
4: GE household
refrigerator
5: Garland
convection oven
6: Sharp microwave
7: Hobart dishwasher
8: Groen Tilt Skillet
9: Vulcan Fryer
10: Garland Range
11: Hobart Slicer
1v1.()Qelfl!fllllli
881200
881200
881200
881200
881200
881200
watlsj1fiEl:' ~rif's1CJ'i1lditioil~
Excellent
Excellent
Excellent
Excellent
Excellent
Excellent
Mddel#,\l'~
HD-2
HD-2
.sem:il#~~~
0411005766
0411005765
watlsr:0;;~ ~ii($' COha/tlon'#:
Excellent
Excellent
M'(fl#'''~ Se'~ial#1:J~~_ Watts't~~ik1 ~m6s1 Qohaitid!1~
.', .p _e. ,.i7k~,;
KR74-1AS 7445605 Excellent
GTS16 SG810087 Excellent
GTS16 SG810086 Excellent
5.02E+10 Excellent
5.02E+10 Excellent
5.02E+10 Excellent
R409JS 142080 Good
C44A 85-1021066 Fair
FPC-3 3572-C Fair
FPC-3 3600-C Fair
1ERD50 48-1518364 Excellent
1 ERD50 48-1518365 Excellent
Excellent
Excellent
1712 1824262 Poor
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Exhibit C
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NEW KITCHEN/NEW CONCESSION/&
PLATING KITCHEN AREA EQUIPMENT LIST
KITCHEN:
1- (I) Receiving Desk
2- (I) Receiving Scale
3- (55) Storage Shelves-(28) Already Exist
4- (5) Walk-In Cooler; One Large and Four Smaller
5- (5) Evaporator Coils for the Walk-In Coolers
6- (5) Condensing Units for the Walk-In Coolers
7- (I) Sixty Quart Mixer
8- (I) Ten Keg Beer System-Future
9- (4) Banquet Cabinets
10-(1) Walk-In Freezer
11-(1) Condensing Unit for Walk-In Freezer
12- (I) Evaporator Coil for Walk-In Freezer
13- (2) Over-shelf for work Station
14- (I) Slicer & Slicer Stand
15- (4) Hand Sinks
16-(4) Double Convection Ovens
17 - (I) Sixty Gallon Kettle; The building plans state that this exists, it does not.
18- (2) Floor Trough and Grate
19- (I) Combination Oven
20- (I) Exhaust Hood
21- (2) Fire Suppression System
22- (I) Blast Chiller-Future
23- (I) Dump Station
24- (2) Fryers
25- (I) Griddle with Oven Base
26- (I) Open Burner Range
27- (I) Char Broiler
28- (I) Rack
29- (2) Water Filter
30- (I) Exhaust Hood
31-(1) Reach-In Freezer
32- (I) Bain Marie
33- (2) Warming Cabinets
34- (I) Waste Disposer
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The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
The Roanoke Times
------------------------------------~-------------+------------------------
I
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I CITYCLERK'07MAY 01 PM 12:09
I
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TOTAL COST, 1,289.20 I
FILED ON, 05/01/07 I
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - + -JcA.- J1G.CJ~_ - - - -7 - - _ _ _ _ _
STEPHANIE M. MOON
CITY OF ROANOKE CLERK'S OFFICE
215 CHURCH AVE SW RM 456
NOEL C. TAYLOR MUNICIPAL BLDG.
ROANOKE VA 24011
REFERENCE, 32143302
10232222
PUBLIC NOTICE
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
v~'r inia. 'Sworn arid subscribed before me this
_ __day of May 2007. Witness my hand and
O~l seal. _
Myf~ik~n -
Notary Public
~:3~-r~(}l+--_.
Ilf!,
PUil~IS!-lED ON, .04/2} 05/01
"
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:::::::;:~--~~--~~--_. ,"",' ,,""'," ,,'""',',""'
PUBLIC NonCE ANO
. ADVEIIT1SEMENT FOR'
INVITAnON FOR BIDS:
Franchise with City ofl
Roanoke for EXClUSive:
Provision of Food and
Beverage, Concessions andl
Catering Services at the
Roanoke Civic Center
Pursuant to the
requirements of !j15.2-2100
and 2101, at seq., of the
Code of Virginia (1950) as I
amended,notlce Is hereby
given that the City of
Roanoke, Virginia, is seeking
bids from qualified bidders
lo'.be awarded a franchise
with the City to be the
exclusive'providerofall food
a'nd beverage, catering and
c'oncesslons (defined as all
food, food products,
non,alcoholicandalcohollc
beverages and specifically
eXCluding gifts, novelties
and other non-food
merchandise) served at lhe
Roanoke Civic Center
located at 710 Williamson
Road, N.E., Roanoke, VA,.
24016. The' proposed term
of the agreement Is for ten'
years. As part of the)
agreement, the,bidder to
whom the franchise iSI
awarded will be required to,
install and construct a maJor,
kitchen facility, according to'
preexisting designs, at the,
Roanoke Civic Center to
serve events held at multiple
locations at the Roanoke,
Civic Center. The kitchen will:
be under the control and,
operation of the successful
bidder for the term of the
Agreement. The qualified
bidder shall have experience
In operatingslmUarcatered
food, and drln k and
concessions services in a
major place. of public
assembly; such as an arena,
performing arts facility or
conventloncenterwhichhas
multi-purpose facilities
inctuding.eJ\hibltlon halls, ,
and various sized meeting
rooms citing the number of .
years and the locations at I
Which such operatlonswere
conducted. The bidder shall
have conducted a first class
restaurant,barorcafeterla
involving the purchase,
preparation, and serving of
food and drink to the public
for at least three thousand
(3,000) persons In one day
or an overage of two
thousand (2,000) meals per
t;~~~~v~ (5) co~s~~~tlve
Coples-of'thefulJtexf of '
the proposed ordinance, the I
necessary-bid form, the
designs for the kitchen and
further details concerning
the franchise to be awarded
Is on file and may be
!Obtained from the Office of
the City Clerk, Room 456,
Municipal Building, 215
.Church Avenue, S.W.,
jROanOke, Virginia 24011, on
and after Monday, April 23,
2007. Essential terms and
conditions that the City plans
to include in the proposed
contract, Including a lease
agreement for space atthe
Civic Center, will also be
available atthe City Clerk's
Office to interested parties,
provided, however, such
terms and conditions maybe
changed, added to, deleted, ,
or modifled'as may oe;1
agreed to between'the City
and,thesuccessfulbidder
durlng"negotlatlons.,
However, if a bidder has any
obJections to any-of the
terms or conditions set forth
In:the terms and condilfons
orany changes or additions
thereto that the bidder
wants to discuss during
negollations, the bidder
should set'forth such
objections, changes, or'
additions in such bidder's'
proposal submitted in'
res p 0 n set 0 t his'
advertisement. 'Otherwise,'
submission of a bid will
obligate such bidder, If It Is
the successful bidder. to'
enter into an agreement
containing the same or'
substantlaUy simflar terms,
andconditlons as contained
therein.-Other terms and
conditlonswill be negotiated
with the successful bidder.
.Tours of the Roanoke
Civic Center including the
area where the proposed
kitchen isto be instalJed,
may be arranged for
intf;!rested parties by
contacting Ms. Wilhemina ;
Boyd, Director of Civic'
Facillti'es_" at
(540)853-2241.
A pUblic hearing on the
proposed ordinance wUl be
held at 2:00 p.m., on May 7,
2007, In the Roanoke City
~Council Chambers, 4th floor,
IRoom 450,'Noel C. Taylor
Municipal 8ullding, 215
IChurch Avenue, Roanoke,
, Virginia 24011. Further
Information may be obtained
by contacting Ms. Sharon
Gentry, 'Director of
Pur c has I n g, at
(540)853-2871'.
AU parties in Interest and
citizens may appear on the
above date and be heard on
this issue.
- "lfyouareapei'SOr'iWlth-a
disability who needs
accommodatlons for this
hearing, please contact the
City Clerk's Office at (540)
,853-2541, before 12:00
noon on Thursday May 3,
2007.
Any interested party is
hereby invited to submit a
written bid for the franchise
to be awarded. 81dswiU be
received In the Office of the
City Clerk until 12:00 p.m.,
10calUme, Monday. May 7,
2007.
All bids received wlll be
heid by the City Clerk,
unopened, until 2:00 p.m.,
local time, on the same
date, at which time atl bids
so received wlU be delivered
10 the Roanoke City Council
Chambers and then publicly
opened and read aloud
before the Roanoke City
Council. ,
.The firm orentHy to
whom this franchise is
awarded shall reimburse the
City for the costs of this
advertisement and shaU first
be required to obtain a
performance bond, with
good and sufficient security
In favor of the City, in an
amountto be determined by
the City, In accordance with
the provisions of Sectlon
15.2-2104 of the Code of
Virginia (1950) as amended.
Additional bonds may also
be required of such firm or
entfty in amount to be
further determined.
The City ex'pressly
reserves the right to reject
anyandalJbldstowaiveany
Informality or irregUlarity In ~
the bids received and to
accept the bid which Is,
deemed to be.ln the best'
Interest of the City.~
GIVEN under my hand this:
20th day of April, 2007. \
Stephanie M. Moon, CMC
I City Clerk
~~~32222) J
"
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PUBLIC NOTICE AND ADVERTISEMENT FOR INVITATION FOR BIDS
Franchise with City of Roanoke for Exclusive Provision of Food and Beverage, Concessions
and Catering Services at the Roanoke Civic Center
:'~:" ~, i' .:~ ':. -.. >. .~: !
Pursuant to the requirements of ~15.2-2100 and 2101, et seq., of the Code of Virginia
(1950) as amended, notice is hereby given that the City of Roanoke, Virginia, is seeking bids
from qualified bidders to be awarded a franchise with the City to be the exclusive provider of
all food and beverage, catering and concessions (defined as all food, food products, non-
alcoholic and alcoholic beverages and specifically excluding gifts, novelties and other non-food
merchandise) served at the Roanoke Civic Center located at 710 Williamson Road, N.E.,
Roanoke, V A, 24016. The proposed term of the agreement is for ten years. As part of the
agreement, the bidder to whom the franchise is awarded will be required to install and construct
a major kitchen facility, according to preexisting designs, at the Roanoke Civic Center to serve
events held at multiple locations at the Roanoke Civic Center. The kitchen will be under the
control and operation of the successful bidder for the term of the Agreement. The qualified
bidder shall have experience in operating similar catered food and drink and concessions services
in a major place of public assembly; such as an arena, performing arts facility or convention
center which has multi-purpose facilities including exhibition halls, and various sized meeting
rooms citing the number of years and the locations at which such operations were conducted.
The bidder shall have conducted a first class restaurant, bar or cafeteria involving the purchase,
preparation, and serving of food and drink to the public for at least three thousand (3,000)
persons in one day or an overage of two thousand (2,000) meals per day for five (5) consecutive
days.
Copies of the full text of the proposed ordinance, the necessary bid form, the designs for.
the kitchen and further details concerning the franchise to be awarded is on file and may be
obtained from the Office of the City Clerk, Room 456, Municipal Building, 215 Church
Avenue, S.W., Roanoke, Virginia 24011, on and after Monday, April 23, 2007. Essential terms
and conditions that the City plans to include in the proposed contract, including a lease
agreement for space at the Civic Center, will also be available at the City Clerk's Office to
interested parties, provided, however, such terms and conditions may be changed, added to,
deleted, or modified as may be agreed to between the City and the successful bidder during
negotiations. However, if a bidder has any objections to any of the terms or conditions set forth
in the terms and conditions or any changes or additions thereto that the bidder wants to discuss
during negotiations, the bidder should set forth such objections, changes, or additions in such
bidder's proposal submitted in response to this advertisement. Otherwise, submission of a bid
will obligate such bidder, if it is the successful bidder, to enter into an agreement containing the
same or substantially similar terms and conditions as contained therein. Other terms and
conditions will be negotiated with the successful bidder.
Tours of the Roanoke Civic Center including the area where the proposed kitchen is to be
installed, may be arranged for interested parties by contacting Ms. Wilhemina Boyd, Director of
Civic Facilities, at (540)853-2241.
A public hearing on the proposed ordinance will be held at 2:00 p.m., on May 7,2007, in
the Roanoke City Council Chambers, 4th floor, Room 450, Noel C. Taylor Municipal Building,
215 Church Avenue, Roanoke, Virginia 24011. Further information may be obtained by
contacting Ms. Sharon Gentry, Director of Purchasing, at (540)853-2871.
All parties in interest and citizens may appear on the above date and be heard on this
issue.
If you are a person with a disability who needs accommodations for this hearing, please
contact the City Clerk's Office at (540) 853-2541, before 12:00 noon on Thursday May 3, 2007.
Any interested party is hereby invited to submit a written bid for the franchise to be
awarded. Bids will be received in the Office of the City Clerk until 12:00 p.m., local time,
Monday, May 7,2007.
All bids received will be held by the City Clerk, unopened, until 2:00 p.m., local time, on
the same date, at which time all bids so received will be delivered to the Roanoke City Council
Chambers and then publicly opened and read aloud before the Roanoke City Council.
The firm or entity to whom this franchise is awarded shall reimburse the City for the
costs of this advertisement and shall first be required to obtain a performance bond, with good
and sufficient security in favor of the City, in an amount to be determined by the City, in
accordance with the provisions of Section 15.2-2104 of the Code of Virginia (1950) as amended.
Additional bonds may also be required of such firm or entity in amount to be further detennined.
The City expressly reserves the right to reject any and all bids to waive any informality or
irregularity in the bids received and to accept the bid which is deemed to be in the best interest of
the City.
GIVEN under my hand this 20th day of April, 2007.
Stephanie M. Moon, City Clerk
Notice to Publisher:
Publish in the Roanoke Times once on Tuesday, April 24 and May 1,2007.
Send bill and affidavit to:
Stephanie M. Moon, City Clerk
215 Church Avenue, S. W.
Roanoke, Virginia 24011
(540) 853-2541
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C1T.JcLERK '07 MAY 01 PM 12:10
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The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
STEHANIE M. MOON
CITY OF ROANOKE - CITY CLERK
MUNICIPAL BLDG RM 456
ROANOKE VA 24011
REFERENCE,
10154151
10235282
Notice of Public Hea
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
Virg~~a. Sworn and subscribed before me this
__J[~_day of May 2007. Witness my hand and
o~al seal.
-1--f4/1i&-"';//
Mr com;;;;rstion
NOTICE OF PUBLIC HEARING FOR.ROANOKE CITY
. SCHOOL BOARD TRUSt:EES
'The Council of the City of Roanoke will hold a public hearing to receive
the views of citizens regarding appointment of Roanoke City School
Board Trustees at its regular meeting on Monday, May 7, at 2:00 p.m.,
or as soon thereafter as the matter may be heard, in the Roanoke City
Council Chamber, fourth floor, Noel C. Taylor Municipal Building, 215
Church Avenue, S. W. Candidates for School Board Trustee' positions
are; Michelle.Friedman, Mignon Chubb-Hale, Dolores Johns, Mark lucas,
Vivian Sanchez-Jones, Patrick Kenney, 'Suzanne Moore, Courtney Penn,
and Court Rosen.
The Council will elect two School Board Trustees for three-year terms of
office commencing July 1, 2007, and fill the unexpired term of William
lindsey, commencing July 1, 2007, and ending June 30, 2008, at a
regular meeting to be held on Monday, May 21, 2007, at 2:00 p.m., or as
soon thereafter as the matter may be heard, in the Roanoke City Council
Chamber.
If you are a person with a disability who needs accommodations for the
public hearing, please contact the City Clerk's Office at. 853-2541, by
Thursday. May 3. 2007. . I
Stephanie M. Moon, CMC !
City Clerk I
Notary Public
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TOTAL COST:
FILED ON,
223.53
05/01/07
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Authorized
Signature:
~~-
Billing Services Representative
----~--
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone, (540) 853-2541
Fa" (540) 853-1145
E-mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON. CMC
City Clerk
CECELlA R. TIREE
Assistant Deputy City Clerk
May 8, 2007
File #60-448
The Honorable Robert R..Altice, Chair
Roanoke Valley Regional Cable Television Committee
616 South Maple Street
Vinton, Virginia 24179
Dear Mr. Altice:
I am enclosing copy of Resolution No. 37745-050707 approving the
recommendation of the Roanoke Valley Regional Cable Television Committee
with regard to the annual operating budget for Fiscal Year 2007-2008 for
operation of the regional government and education access station, Roanoke
Valley Television (RVTV, Channel 3), and for the City to provide partial funding.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007.
Sincerely,
~h).~
Stephanie M. Moon, CMe
City Clerk
SMM:ew
Enclosure
The Honorable Robert R, Altice
May 8, 2007
Page 2
pc: Diane S. Childers, CMC, Clerk, Roanoke County Board of Supervisors,
P. 0, Box 29800, Roanoke, Virginia 24018
Brenda J. Holton, CMC, Deputy City Clerk, Roanoke County Board of
Supervisors, p, O. Box 29800, Roanoke, Virginia 24018
Darleen R. Bailey, Clerk, Town of Vinton, 311 S. Pollard Street, Vinton,
Virginia 24179
Elaine Bays, Station Manager, Roanoke Valley Regional Cable Television,
541 Luck Avenue, S. W., Suite 145, Roanoke, Virginia 24016
Michael V. Pedelty, Director of Community Relations,
Cox Communications, p, O. Box 13726, Roanoke, Virginia 24036
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Sherman M. Stovall, Director, Office of Management and Budget
Melinda B, Mayo, Public Information Officer
JJ 1'(;
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37745-050707.
A RESOLUTION approving the recommendation of the Roanoke Yaney
Regional Cable Television Committee to approve the annual operating budget for Fiscal
Year 2007-2008 for the operation of the regional government and educational access station,
Roanoke Yaney 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 2007-2008
for the operation of RVTV 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 Cornmittee and the Committee has recommended that the City of
Roanoke provide partial funding to RVTV in the amount of $176,650.00, which is within
the limits provided for in the agreement; and
WHEREAS this Council desires to approve the recommendation of the
Cornmittee and provide partial funding as requested by the Committee.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as
fonows:
1. The annual budget of $339,711.00 for Fiscal Year 2007-2008 for the
operation of the regional government and regional educational access station, RVTV, as set
forth in a letter to this Council 4att(4MiI~}, .~Q,o!,. is hereby approved.
- L;., - . ..,- ,.,',1; i.l '"..',' '.'J ,[1;":( .I,: !"_';(:i
K:\My Documents\Susan Documents\Tegenkamp\Measures\RVTV 2007 budget.doc
1
2. The amount of $176,650.00 will be provided by the City of Roanoke as its
prorata share for the annual operational budget for RVTV for the Fiscal Year 2007-2008 as
requested in the letter to this Council dated May 7, 2007.
ATTEST:
~"'M.~
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City Clerk.
,
K:\My Documents\Susan Documents\Tegenkamp\Measures\RVTV 2007 budget.doc
2
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
May 7, 2007
Council Members:
Alfred T. Dowe, Jr.
Beverly T. Fitzpatrick, Jr.
Shennan P. Lea
Gwen W. Mason
David B. Trinkle
Brian J. Wishneff
C. NELSON HARRIS
Mayor
The Honorable C. Nelson Harris, Mayor
and Members of City Council
Roanoke, Virginia
Subject: 2007-08 RVTV Budget
Dear Mayor Harris and Members of City Council:
The City of Roanoke, the County of Roanoke, and the Town of Vinton jointly operate Roanoke
Valley Television (RVTV, Channel 3). The initial equipment and facility for the television studio
were funded through a 1991 capital grant from Cox Communications. The three localities
negotiated a new franchise agreement with Cox which started on Nov. 1, 2003 and included
another capital grant to help provide for continued updating of RVTV's capital equipment.
However, operating costs for RVTV are funded by contributions from the three localities. The
station is located at Jefferson Center and currently employs five full.time staff members. The
staff produces original video productions, monthly television shows, and covers live
government meetings for the local governments and their school systems. Programming is
cablecast on Cox Communications, Channel 3.
RVTV is governed by the Roanoke Valley Regional Cable Television Committee, which includes
representatives from the City, the County, and the Town of Vinton. On June 8, 1 992, City
Council approved the Roanoke Valley Regional Cable Television Committee Agreement, which
requires that the RVTV Operating Budget be approved by the governing bodies of the City, the
County, and the Town. Funding by the three localities is based on the annual proportion of Cox
subscribers located in each jurisdiction.
For the City of Roanoke in 2006-2007, RVTV produced 12 Inside Roanoke shows, 12 Spotlight
on City Schools shows, 24 City Council meetings (includes one special session), and 27 original
video productions for the City of Roanoke (22 for the City of Roanoke; 5 for City Schools) and 4
joint City.County productions.
The Roanoke Valley Regional Cable Television Committee approved the attached RVTV
Operating Budget for Fiscal Year 2007.08 (Attachment) at its March 7, 2007 meeting. This
budget amounts to $339,711.00 and is a S.3 percent increase from the current year's budget of
$322,563.
Additional Information
Cable Television staff is carried on the County's payroll and benefit system and will receive the
same salary increase and insurance costs as other County employees.
The proposed budget includes funding for closed captioning services for both the City Council
and Board of Supervisors Meetings.
The Honorable C. Nelson Harris, Mayor
and Members of City Council
May 7, 2007
Page 2
Fiscal Impact
Cox Communications paid a 5% Franchise Fee to the local governments in 2006, which totaled
$2,051,056. 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 $410,211. RVTV's requested budget of $339,711 is less than that amount.
Cox calculates the percentage of subscribers (December 31, 2006) in each locality as follows:
Locality
Roanoke
Roanoke County
Vinton
Total
Subscribers
29,366
24,475
2.610
56,4S1
Percentage
52%
43%
5%
100%
Based on those figures, each locality's contribution to the RVTV Operating Budget of $339,711
would be as follows:
Local ity
Roanoke
Roanoke County
Vinton
Total
Contribution for FY07-08
$1 76,650
$146,076
$ 16,985
$339,711
On behalf of the City's representatives to the Roanoke Valley Regional Cable Television
Committee, and as City Council's representative to that Committee, I am pleased to recommend
that City Council approve the proposed RVTV budget for Fiscal Year 2007-08 in the amount of
$339,711, with the City's contribution totaling $176,650.
DBT:mm
Attachment
Sincerely,
l I'"'"'.
t)' ~f .j. G.' I
'{" " r :";;i'-
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David B. Trinkle
Vice.Mayor
pc: Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Stephanie M. Moon, City Clerk
Sherman M. Stovall, Director of Management and Budget
Elaine B. Simpson, Station Manager, RVTV
Robert A. Altice, Chair, Regional Cable Television Committee
Michael V. Pedelty, Director of Community Relations, Cox Communications
Gary E. Tegenkamp, Assistant City Attorney
Melinda B. Mayo, Public Information Officer
f) Kisc. 5/03/07 City Council
TOWN OF VINTON
311 So. Pollard Street
VINTON, VIRGINIA 24179-2531
PHONE (540) 983-0007
FAX (540) 983-0026
'f" P '" '.m'" ''1",
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'::':t> '~~.'. ' . .:.'~' ..' . .,
April 30, 2007
Ms. Elaine Simpson, Cable Access Director
Roanoke Valley Regional Cable Television
541 Luck Avenue, S.W., Suite 145
Roanoke, VA 24016
Re: RVTV 2007/2008 Operating Budget
Dear Ms. Simpson:
Darleen R. Bailey
Town Clerk
~
Please be advised that the Vinton Town Council, at their regular meeting of April
17, 2007, approved the FY 2007/2008 Roanoke Valley Cable Television
operating budget in the amount of $340,841, for operation of the regional cable
access Channel 3, and for the Town's proportionate share of funding in the
amount of $17,042.00. For your information, attached is a copy of Resolution
No. 1726 approving the budget.
Advise if you have questions or need additional information.
Sincerely,
f)GA1u- 1<. ~
Darleen R. Bailey
Town Clerk
Attachment
pc: Robert R. Altice, Chairman, Roanoke Valley Television Committee
Stephanie Moon, Clerk, Roanoke City Council
Diane S. Childers, Clerk to the Roanoke County Board of Supervisors
Barry W. Thompson, Finance Directorrrreasurer
dbai ley@town.vinton.va.us
RESOLUTION NO. 1726
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
APRIL 17,2007, 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 COooty 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 Cooocil 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 recoiIll;l1ended 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 Cooocil does hereby approve
the 2007-2008 operating budget in the amooot of $340,841, of which Vinton's allocation based on
subscribers is 5%, or the amooot of$17,042 of the total budget.
This resolution adopted on motion made by Cooocilman Rotenberry, and seconded by Vice Mayor
Obenchain, with the following votes recorded:
AYES:
Altice, Fidler, Obenchain, Rotenberry and Mayor Grose
NAYS:
None
APPROVED:
~f:~
' adley . rose, r
ATTEST:
D~eT!~
Misc. 5/03/07
City Council
TOWN OF VINTON
311 So. Pollard Street
VINTON, VIRGINIA 24179-2531
PHONE (540) 983-0007
FAX (540) 983-0626
Darleen R. Bailey
Town Clerk
~ '(r.': j in l() \\.~".! 'i1l.jt :W":ij- '{T I :-!
April 30, 2007
Mr. John Hubbard, CEO
Roanoke Valley Resource Authority
102 Hollins Road
Roanoke, Virginia 24012
Dear Mr. Hubbard:
Attached is a copy of Resolution No. 1727 approving the Roanoke Valley Resource Authority
budget for fiscal year 2007-2008. This resolution was adopted by Vinton Town Council at their
regular meeting on Tuesday, April 17, 2007.
Please advise if you need any further information.
,
Sincerely,
f)~It3~
Darleen R. Bailey
Town Clerk
Enclosure
cc: , Stephanie Moon, Clerk, Roanoke City Council
Diane S. Childers, Clerk, Roanoke County Board of Supervisors
Barry W. Thompson, Finance Director/Treasurer
dbailev@vintonva.gov
..j
.....-.\
RESOLUTION NO. 1727
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON
TUESDAY, APRIL 17, 2007, 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
are Charter Members of the Roanoke Valley Resource Authority (RVRA);
and,
WHEREAS, in accordance with the "Members Use Agreement", the annual budget of
the Authority must be submitted for approval by each of the various
member jurisdictions; and,
WHEREAS, on March 28, 2007, the RVRA approved its 2007-2008 annual budget in
the amount of$9,353,719 to be submitted for approval.
NOW THEREFORE BE IT RESOLVED, that the Vinton Town Council does hereby
approve the 2007-2008 operating budget in the amount of $9,353,719 to operate the
Roanoke Valley Regional Landfill and Transfer Station.
Adopted on motion made by Councilman Rotenberry, and seconded by Councilman Altice,
with the following votes recorded:
AYES:
Altice, Fidler, Obenchain, Rotenberry and Mayor Grose
NAYS:
None
ATTEST:
~-R~
Darleen R. Bailey, Town Clerk
~
..
Misc. 513/07 Council I City Manager
QIount\! of ~oanolte
DIANE S. CHILDERS. CMC
CLERKTOTHE BOARD
Email: dchilders@roanokecountyva.gov
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
(540) 772-2005
FAX (540) 772-2193
BRENDA J. HOLTON. CMC
DEPUTY CLERK
Email: bhollon@roanokecQuntyva.gov
April 25, 2007
Ms. Elaine Simpson
RVfV Cable Access Director
541 Luck Ave., S.w., Suite 145
Roanoke, VA 24016
Dear Ms. Simpson:
Attached is a copy of Action 042407-3 approving the RVfV budget for fiscal year
2007 -2008. This resolution was adopted by the Board of Supervisors at their meeting on
Tuesday, April 24, 2007.
If you need further information, please do not hesitate to contact me.
Sincerely, ,
~~. cJJM
Diane S. Childers, CMC
Clerk to the Board of Supervisors
Enclosure
cc: Stephanie Moon, Clerk, Roanoke City Council
Darleen Bailey, Clerk, Vinton Town Council
'f, .l,i ;-:~.. ::l..~ i, i' i) j<~ ,f1.! ./ .::..' '
ACTION NO. A-042407-3
ITEM NO.
E-4
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
,
MEETING DATE:
April 24, 2007
AGENDA ITEM:
Request to approve fiscal year (FY) 2007-2008 Roanoke
Valley Television (RVTV) budget.
SUBMITTED BY:
Elaine Bays-Simpson
Cable Access Director
Elmer C. Hodge
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Roanoke County, the City of Roanoke, and the Town of Vinton jointly operate Roanoke
Valley Television (RVfV, Channel 3). The initial equipment and facility for the television
studio were funded through a capital grant from Cox Communications. The station is
located at the Jefferson Center and currently employs five full-time staff members. The
staff produces original video productions, monthly television shows, and covers live
government meetings for the local governments and their school systems. Programming is
cablecast on Cox Communications, Channel 3 and Com cast, Channel 3 in the West
County area.
RVfV 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 RVfV 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 percent of the franchise fee paid by Cox Communications to fund the operations of the
facility. Roanoke County's share of the cable budget is 43 percent.
. ,., ,.', .,....>'1 ,.;'~ 'I'f: 1":1
RVfV staff is carried on the Co i.irity; 5 'payroll and benefit system and will receive the same
salary increase as County employees.
During 2006-2007, Roanoke Valley Television produced a total of 106 video productions
for the three localities and their school systems. Rvrv produced 45 original videos and
television shows and covered 23 live Board meetings for the County. A few examples of
Rvrv productions include: (1) the BG US Challenge, (2) a T.E.K. Camp highlight video,
and (3) Roanoke County Schools specialty centers. Rvrv produces monthly the
television shows "Roanoke County Today," which highlights local government issues and
events and "Accent Excellence," for the Roanoke County School System. The
approximate rate for video production in the private sector is $1,500 per finished minute.
Rvrv produced 954 minutes (15 hours & 54 minutes) of original programming and
television shows for the County.
FISCAL IMPACT:
The total Rvrv budget request is $339,711 of which Roanoke County's share is 43
percent, or $146,076. This is a $7,374 increase (5.3 percent) from last year's budget. The
increase excluding personal services (VRS, health insurance, salaries, etc.) is $2,759. The
total franchise fee paid by Cox Communications to Roanoke County last year was
$896,454.
ALTERNATIVES:
Alternative 1: Adopt the FY 2007-2008 Rvrv operating budget (attached).
Alternative 2: Do not adopt the FY 2007-2008 Rvrv operating budget.
STAFF RECOMMENDATION:
The Roanoke Valley Regional Cable Television Committee recommends that the Board
adopt Alternative 1, and approve the FY 2007-2008 Rvrv operating budget.
2
'.
VOTE:
Supervisor Altizer motion to approve staff recommendation (approve and adopt the
RVTV operating budget for fiscal year 2007-2008)
Motion Approved
Yes No Absent
Mr. Wray [gJ D D
Mr. Church [gJ D D
Mr. Altizer [gJ D I- D
Mr. Flora [gJ D D
Mr. McNamara [gJ D D
c: Elaine Simpson, Director, RVTV
Rebecca Owens, Director, Finance
Stephanie Moone, Clerk, Roanoke Clerk of Council
Darleen Bailey, Vinton Clerk of Council
3
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
City Web: www.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr" Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian j. Wish neff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Status Report: Affirmative Action
and Diversity Initiatives for
Calendar Year 2006
Introduction
Every employee's unique perspective helps shape our culture and enhances the
public service experience for our citizens and for the rest of our employees, Our
citizens understand that we are committed to having a diverse workforce. Our
employees understand that we are committed to fostering a culture where the best
people want to work, where people are promoted on their merits, where we value
and demand respect for others, and where opportunities to grow and excel are
widely available. A diverse workforce understands citizens better and is more
creative and innovative on their behalf. In turn, this translates into better services
for our citizens. As this overview demonstrates, in 2006 we made progress
instilling the principles of diversity and inclusion throughout our organization. We
still have work to do in this area and we believe more than ever that our diversity is
a key factor in achieving our goal of improved government service.
As one of the largest employers in the Roanoke Valley, the City of Roanoke
continues to capitalize on opportunities to engage the talents and contributions of
our diverse community. Duringcalendir'year 2006, emphasis remained on
increasing the diversity of the workforce and our capacity to be successful in an
inclusionary work environment. Attachment 1 provides a snapshot overview of the
City's gender and racial diversity and Attachment 2 provides a more detailed
analysis.
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
Gender Distribution of Staff
A review of 2006 employment data shows that women comprise 35.9% of City
employees. There was minimal variation from the 2005 figure of 36,1 %, An area
of concern is the loss of females in the protective service category.
Racial Distribution of Staff
People of color comprise 20.6% of City employees, thus lagging Roanoke Census
figures (31.2%), The City exceeds Roanoke EEOC Workforce figures (17.5%), There
was minimal variation from the 2005 figure of 21.9%. An area of concern is the
loss of employees of color in the protective service category.
New Hires & Promotions
Employment data for 2006 shows that 18,5% of new hires and 20.9% of employees
promoted were people of color. The promotions statistic reflects an increase of
1.5% over last year's figure of 19.4% and the new hire statistic reflects a decrease
of 2.4% from last year's figure of 20,9%, Specifically, the City made positive strides
over the p'revious year's figures in hiring 3% more males of color for professional
and paraprofessional positions and 36% more females of color for paraprofessional
positions. From the promotional perspective, the City promoted almost 22% more
females of color into professional positions and 10% more males of color into
paraprofessional positions. Of concern is the decline in minority new hires in the
professional and protective service categories, in addition to the decline of female
new hires in the professional category.
Attracting Talent
During 2006 our recruitment efforts continued to explore and develop broader
avenues to attract talent and seek out diverse applicants. The Department of
Human Resources consistently informed the public and surrounding areas about
career opportunities with the City of Roanoke by attending over 20 career fairs.
Career fairs included:
. Career Premier in Roanoke
. UVA's Diversity Career Day
. Ferrum College job Fair
. Radford University Career
Fair
. Roanoke Times Careerfest
. Virginia Tech Directions Fair
. Valley View Mall job Fair
. Piedmont Valley Community
College
. ODU Regional Diversity
Career Fair
. Dabney Lancaster
Community College
. TAP This Valley Works job
Fair
. CIAA Career Fair
. Virginia High-Tech Fair
. MEAC Career Expo
. The Black Engineers of the
Year Awards Conference
. UNCG Greensboro Spring
EXPO
. American Library
Association
. Camp Lejeune military base
. East Carolina University
. North Carolina Career
Consortium
. john jay Criminal justice
Academy
Honorable Mayor and Members of City Council
May 7, 2007
Page 3
Within the City of Roanoke we also continued our outreach efforts at the
community college and high school level. Classroom visits to both area high
schools included topics such as "Workplace Etiquette", "We Two Live on Earth
- How to Market Yourself Like a Business", "Resume Writing", and
"Preparation for the Job Market - What to Know."
Human Resources continued to strengthen its partnerships with Police,
Sheriff and Fire/EMS in our collective effort to increase diversity in public
safety by encouraging joint participation at local job fairs and military bases,
Other efforts included speaking engagements with area high schools, after
school groups, and local civic groups, Additional efforts with other
departments included utilizing the "Connect Database" where young adults
register through Economic Development. Those persons who indicated an
interest in public safety, library or engineering served as another
resource/pool of potential applicants.
As a result of all of these efforts, the City of Roanoke processed over 9,800
applications for employment during calendar year 2006; down
approximately 200 from last year. From a gender perspective males
accounted for S7% of applicants and females accounted for 43%. The racial
diversity of all applications was 33% minority; up 1 % from last year's figures.
Considerable success has been achieved in ensuring that hiring authorities
have a diverse pool of applicants from which to select their staff members.
Workforce Development
We encourage our employees to fulfill profeSSional goals and aspirations
within our organization, and we work to provide a wide range of workforce
development and training initiatives to assist them in achieving productive
and rewarding careers. Emphasis continues on strengthening "diversity
capacity" within the organization. During 2006 a cross-functional team of
employees was convened as the Diversity Advisory Council. The group
participated in an experiential training program which allowed participants
to understand the powerful effects that cultural diversity plays in every
person's life, Made up of several employees representing departments
throughout the organization, the Council focused on making diversity and
inclusion a core value within the organization.
Ongoing leadership programs provide employees opportunities to be
prepared for advanced roles in leadership. Foundations for Leadership
Excellence (FLE), Fire-EMS Leadership Academy (FLA), and the Leadership
Development Initiative (LOI) support the profeSSional development of staff.
During 2006, 29 women attended Foundations for Leadership Excellence
and 13 women participated in the Leadership Development Initiative. Four
employees of color participated in the Leadership Development Initiative.
Honorable Mayor and Members of City Council
May 7, 2007
Page 4
The Employee Development Program (EDP) is available to employees who
desire to manage their own personal development through a variety of
venues. The program works in conjunction with our Tuition Assistance
program. During 2006, the total number of employees enrolled in EDP was
96; a decrease of 13%. This is largely due to retirement and attrition.
Overall, the makeup of employees actively involved in formal and informal
developmental pursuits during 2006 was 72 participants. Of the 72 active
participants, 81 % were women and 42% were people of color.
Next Steps
To further engage the community and recruit more women and people of
color, particularly in public safety positions, we must continue to refine our
efforts through innovative recruitment and creatively tapping non-traditional
venues. Such efforts currently underway include working with area high
school counselors to connect job vacancies with newly graduated or
graduating seniors, and speaking to young people in middle school, high
school and special programs for youth about the value and merits of a career
in public service. In addition, the Department of Human Resources is
working with the Police Department to review academy entrance
examinations and minimum standards for employment. We will also
continue our encouragement and support of the Diversity Advisory Council
who will work to provide direction to management as it relates to increasing
our capacity for diversity and inclusion. This is a long-term commitment
that requires constant attention, I am personally devoted to ensuring that
the City of Roanoke is committed to public service, equal opportunity, and
inclusion in the workplace.
Respectfully submitted,
Darlene L. Bu cham
City Manage
DLB:kg
Attachments
c: William M, Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Stephanie M. Moon, City Clerk
R. Brian Townsend, Acting Asst, City Manager for Community Dev.
James Grigsby, Assistant City Manager for Operations
Keli Greer, Director of Human Resources
CM07-00063
,'5~~~~.'mJij~'
This fact sheet presents a recent gender analysis of employment for the City of Roanoke. The United States, Virginia and
Roanoke figures represent 2005 U.S. Census data. The Roanoke Workforce figures represent 2003 EEOC figures. The City of
Roanoke figures represent 2006 staff data.
Clerical
h'Skill~d'CT~ft~,.J~:.:<
Service/Maintenance
7 158 9 161
:t'rlf!!......-:_~~:iili~,i:~~.~4!
. 118, ',. ,5. "118., ,~, .5-
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18
99
17
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Total # 1090 616 1107 620
~~-':~'~~"',ci-c":'-"~; J,,;.;..;" .~~ ~-~Tr?~~jJI'i'?\t~. .!f--- :~:'''-~Ssr ~ . 0
._Total Yo. ;!",,~_ ::~-:=:::::::::.:: ;;-_f)3,!9}'o,~"fj-36,;~.r'o,,,, E.6,4.,1%",~,35.9 Yo-
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Service/Maintenance 22 3 23 2 -1
Total # 125 85 122 83 -3 .2
~T6t~lho/~:Th~~~~~~ W59;:5D47r.;X~,401.~~~ ili5~.;~%~4_6t5~;~ ~_()~oo/i~~~~"O~~'i'
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Protective Service 5 0 4 1 -1
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rskillei:tCf~ft[~~.!' ~ !~iilii'16tir.~~~ ~~1"'4;'i~.';:~,,=1m i~~2~~1ffi
Service/Maintenance 0 1 2 2 0
Total # 61 33 67 39 6 6
~r5W~~~~~1~ iti!K9~i~t~~~~t:W~~ ~~~.6~~~%~a~ili:%~ ~1~~o~~~}~_~
I' ~{~..~.~I'l,~,~!:~':i:r; ;R1~:r,__~~l~fttg;~i:r;;I-j ::::l'~'f;,~i
70%
60%
50%
40%
30%
20%
10%
0%
Male
o Untted States
o Roanoke
II City of Roanoke
Female
e Virginia
a Roanoke Workforce
1"~~~~~~"Ic'liM
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o 2005 0 2006
Female
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70%
60%
50%
40%
30%
20%
10%
0%
Male
Female
o 2005 [] 2006
~W~l1<Jl9:I~"[ D'.~
This fact sheet presents a recent racial analysis of employment for the City of Roanoke. The United States, Virginia and Roanoke
figures represent 2005 U.S. Census data. The Roanoke Workforce figures represent 2003 EEOC figures. The City of Roanoke
figures represent 2006 staff data.
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~:tecl'-nici~nsi!!!}.~ ,f:~;, sf ~""", :.tr
Protective Service 483 62 6 483 51 6
'R~ra-c'rofessionkl'ii:: ~41ii:i ;~1~'l[;'o'i) ..l'1'lii!:i ,.'ffl~O:
Clerical 126 39 0 128 42 0 2 3 0
"'S"kltrea"Craft~' ,~~~ '~~~~'8SJE;?:~37~ci~ ~91~~~'?'d~;;!:=Oi! ~- -~J'5, .~ ,~""~5~tl -;c:rnb::
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Total # 1333 353 20 1371 339 17 38 -14 -3
mtal~.%~~~~' w,r~~o_:7o/;:;~1~~ b~~~'916~/o'l:!tl~o%i ~1'r3ok~~1:r~~~~
o
o
1 44 2 0
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tSkilled.Criift~.:~~'.:;~~' 'r.:-:r:;g;;;,-:....~i.~._~lI~ !@fij}. ii::-~..:.r3g~.;;it~':II:#h'~,:.":"=.l..:':01: ':i:.t';~;;;b.4:-~~2i., .,~:,;, (i~
Service/Maintenance 17 8 0 15 10 0 -2 2 0
Total # 166 40 4 167 38 0 1 -2 -4
~T6tW%SJ:iEi;~ ~79!O%~11'9;Oo/~9o/df ~81?5%~i8j.5~~~'O:O%$ ~2Th%~f5%ifl~?1"f90~
Professionals
'Tech~icians- - ;f'~:i'
Protective SelVice 0 0
Pa"ra:Rr6fe~~ion~'I~ , l~O~ J!'"l''"'
Clerical 6 3 0 8 2 0 2
r~f~illeij!Craft' :f~r'''~?3 '?o~ ~12&~:3~1W~ r
SelVice/Maintenance 0 0 1 2 0 0 2
Total # 75 18 0 83 20 2 8 2 2
EH"i!i';;,;jlwr"',:~J.~.' ~~. ....""...'~.~''li.l'%'''........~'lf1"'"....:tll!:. :'........l>;;;t'=. ". ~i!t ~...._'~...... ',;..;-... ---. -- --~."....~ ';:::;;;.'i;:l.'ii!;;~...~ ~.l:w:.J.:;r;i!'.fh. 'Il'~'-,
9Totalb%~\.,.:m, ,- ,.:.,; .. '. g80.6%~~19.4%h'2lEO.O%~ 1,79.0%.'::~J9TO%'~!'~f:90/o'% ~1~6"o;~~i:t4%.t~1~9,.oig
I~~~r'" l
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White Black
ltli1ed States CI Virginia
Roanoke V\brkforce. City of Roanoke
Other
o Roaooke
r ~ttJi~~a~~t~;.f'l
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30%
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10% '"J'"
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White
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o 2005 0 2006
Other
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80%
60%
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Other
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Attachment 2 - Page 1
CITY OF ROANOKE
EMPLOYMENT ANALYSIS
by Number of Employees
December 31,2006
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 29 17 2 0 8 2 0
PROFESSIONALS 374 130 15 4 160 61 4
TECHNICIANS 307 184 24 0 74 24 1
PROTECTIVE SERVICE 540 439 37 5 44 14 1
PARA-PROFESSIONAL 68 17 7 0 24 20 0
CLERICAL 170 4 5 0 124 37 0
SKILLED CRAFT 123 86 32 0 5 0 0
SERVICE/MAINTENANCE 116 49 48 2 6 11 0
TOTAL 1727 926 170 11 445 169 6
TOTAL PERCENTAGES 100.0% 53.6% 9.8% 0.6% 25.8% 9.8% 0.3%
CITY OF ROANOKE
EMPLOYMENT ANALYSIS
by Number of Employees
December 31, 2005
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 31 18 2 0 8 3 0
PROFESSIONALS 351 117 14 4 152 60 4
TECHNICIANS 301 176 21 2 70 30 2
PROTECTIVE SERVICE 551 437 45 5 46 17 1
PARA-PROFESSIONAL 64 15 7 0 26 16 0
CLERICAL 165 4 3 0 122 36 0
SKILLED CRAFT 123 81 37 0 5 0 0
SERVICE/MAINTENANCE 120 49 51 2 7 11 0
TOTAL 1706 897 180 13 436 173 7
TOTAL PERCENTAGES 100.0% 52.6% 10.6% 0.8% 25.6% 10.1% 0.4%
Attachment 2 - Page 2
CITY OF ROANOKE
EMPLOYMENT ANALYSIS
by Category and Percent
December 31, 2006
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 100.0% 58.6% 6.9% 0.0% 27.6% 6.9% 0.0%
PROFESSIONALS 100.0% 34.8% 4.0% 1.1% 42.8% 16.3% 1.1%
TECHNICIANS 100.0% 59.9% 7.8% 0.0% 24.1% 7.8% 0.3%
PROTECTIVE SERVICE 100.0% 81.3% 6.9% 0.9% 8.1% 2.6% 0.2%
PARA-PROFESSIONAL 100.0% 25.0% 10.3% 0.0% 35.3% 29.4% 0.0%
CLERICAL 100.0% 2.4% 2.9% 0.0% 72.9% 21.8% 0.0%
SKILLED CRAFT 100.0% 69.9% 26.0% 0.0% 4.1% 0.0% 0.0%
SERVICE/MAINTENANCE 100.0% 42.2% 41.4% 1.7% 5.2% 9.5% 0.0%
TOTAL NUMBER 1727 926 170 11 445 169 6
TOTAL PERCENTAGES 100.0% 53.6% 9.8% 0.6% 25.8% 9.8% 0.3%
CITY OF ROANOKE
EMPLOYMENT ANALYSIS
by Category and Percent
December 31,2005
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MAlES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 100.0% 58.1% 6.5% 0.0% 25.8% 9.7% 0.0%
PROFESSIONALS 100.0% 33.3% 4.0% 1.1% 43.3% 17.1% 1.1%
TECHNICIANS 100.0% 58.5% 7.0% 0.7% 23.3% 10.0% 0.7%
PROTECTIVE SERVICE 100.0% 79.3% 8.2% 0.9% 8.3% 3.1% 0.2%
PARA-PROFESSIONAL 100.0% 23.4% 10.9% 0.0% 40.6% 25.0% 0.0%
CLERICAL 100.0% 2.4% 1.8% 0.0% 73.9% 21.8% 0.0%
SKILLED CRAFT 100.0% 65.9% 30.1% 0.0% 4.1% 0.0% .0.0%
SERVICE/MAINTENANCE 100.0% 40.8% 42.5% 1.7% 5.8% 9.2% 0.0%
TOTAL NUMBER 1706 897 180 13 436 173 7
TOTAL PERCENTAGES 100.0% 52.6% 10.6% 0.8% 25.6% 10.1% 0.4%
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Attachment 2 - Page 7
CITY OF ROANOKE
NEW HIRE ANALYSIS
by Number of Employees
December 31 , 2006
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 1 0 0 0 1 0 0
PROFESSIONALS 47 17 3 0 24 3 0
TECHNICIANS 34 14 2 0 14 4 0
PROTECTIVE SERVICE 46 40 2 0 4 0 0
PARA-PROFESSIONAL 11 3 2 0 2 4 0
CLERICAL 27 0 2 0 20 5 0
SKILLED CRAFT 14 13 1 0 0 0 0
SERVICE/MAINTENANCE 25 14 9 0 1 1 0
TOTAL NUMBER 205 101 21 0 66 17 0
TOTAL PERCENTAGES 100.0% 49.3% 10.2% 0.0% 32.2% 8.3% 0.0%
CITY OF ROANOKE
NEW HIRE ANALYSIS
by Number of Employees
December 31. 2005
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 2 2 0 0 0 0 0
PROFESSIONALS 59 12 2 1 32 11 1
TECHNICIANS 22 8 2 0 8 3 1
PROTECTIVE SERVICE 68 56 4 0 5 2 1
PARA-PROFESSIONAL 6 2 0 0 4 0 0
CLERICAL 16 2 0 0 9 5 0
SKILLED CRAFT 12 9 3 0 0 0 0
SERVICE/MAINTENANCE 25 16 6 0 1 2 0
TOTAL NUMBER 210 107 17 1 59 23 3
TOTAL PERCENTAGES 100.0% 51.0% 8.1% 0.5% 28.1% 11.0% 1.4%
Attachment 2 - Page 8
CITY OF ROANOKE
NEW HIRE ANALYSIS
by Category and Percent
December 31, 2006
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 100.0% 0.0% 0.0% 0.0% 100.0% 0.0% 0.0%
PROFESSIONALS 100.0% 36.2% 6.4% 0.0% 51.1% 6.4% 0.0%
TECHNICIANS 100.0% 41.2% 5.9% 0.0% 41.2% 11.8% 0.0%
PROTECTIVE SERVICE 100.0% 87.0% 4.3% 0.0% 8.7% 0.0% 0.0%
PARA-PROFESSIONAL 100.0% 27.3% 18.2% 0.0% 18.2% 36.4% 0.0%
CLERICAL 100.0% 0.0% 7.4% 0.0% 74.1% 18.5% 0.0%
SKILLED CRAFT 100.0% 92.9% 7.1% 0.0% 0.0% 0.0% 0.0%
SERVICE/MAINTENANCE 100.0% 56.0% 36.0% 0.0% 4.0% 4.0% 0.0%
TOTAL NUMBER 205 101 21 0 66 17 0
TOTAL PERCENTAGES 100.0% 49.3% 10.2% 0.0% 32.2% 8.3% 0.0%
CITY OF ROANOKE
NEW HIRE ANALYSIS.
by Category and Percent
December 31, 2005
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 100.0% 100.0% 0.0% 0.0% 0.0% 0.0% 0.0%
PROFESSIONALS 100.0% 20.3% 3.4% 1.7% 54.2% 18.6% 1.7%
TECHNICIANS 100.0% 36.4% 9.1% 0.0% 36.4% 13.6% 4.5%
PROTECTIVE SERVICE 100.0% 82.4% 5.9% 0.0% 7.4% 2.9% 1.5%
PARA-PROFESSIONAL 100.0% 33.3% 0.0% 0.0% 66.7% 0.0% 0.0%
CLERICAL 100.0% 12.5% 0.0% 0.0% 56.3% 31.3% 0.0%
SKILLED CRAFT 100.0% 75.0% 25.0% 0.0% 0.0% 0.0% 0.0%
SERVICE/MAINTENANCE 100.0% 64.0% 24.0% 0.0% 4.0% 8.0% 0.0%
TOTAL NUMBER 210 107 17 1 59 23 3
TOTAL PERCENTAGES 100.0% 51.0% 8.1% 0.5% 28.1% 11.0% 1.4%
c
Attachment 2 - Page 9
CITY OF ROANOKE
PROMOTION ANALYSIS
by Number of Employees
December 31, 2006
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 4 3 0 0 1 0 0
PROFESSIONALS 37 19 2 0 10 4 2
TECHNICIANS 30 16 5 0 7 2 0
PROTECTIVE SERVICE 5 4 0 0 1 0 0
PARA-PROFESSIONAL 4 0 0 0 2 2 0
CLERICAL 10 2 0 0 6 2 0
SKILLED CRAFT 15 11 3 0 1 0 0
SERVICE/MAINTENANCE 3 1 1 0 0 1 0
TOTAL NUMBER 108 56 11 0 28 11 2
TOTAL PERCENTAGES 100.0% 51.9% 10.2% 0.0% 25.9% 10.2% 1.9%
CITY OF ROANOKE
PROMOTION ANALYSIS
by Number of Employees
December 31, 2005
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 2 2 0 0 0 0 0
PROFESSIONALS 26 9 0 0 10 7 0
TECHNICIANS 32 25 2 0 3 2 0
PROTECTIVE SERVICE 5 5 0 0 0 0 0
PARA-PROFESSIONAL 3 0 1 0 2 0 0
CLERICAL 9 0 1 0 6 2 0
SKILLED CRAFT 16 13 3 0 0 0 0
SERVICE/MAINTENANCE 1 0 0 0 1 0 0
TOTAL NUMBER 94 54 7 0 22 11 0
TOTAL PERCENTAGES 100.0% 57.4% 7.4% 0.0% 23.4% 11.7% 0.0%
Attachment 2 - Page 10
CITY OF ROANOKE
PROMOTION ANALYSIS
by Category and Percent
December 31, 2006
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 100.0% 75.0% 0.0% 0.0% 25.0% 0.0% 0.0%
PROFESSIONALS 100.0% 51.4% 5.4% 0.0% 27.0% 10.8% 5.4%
TECHNICIANS 100.0% 53.3% 16.7% 0.0% 23.3% 6.7% 0.0%
PROTECTIVE SERVICE 100.0% 80.0% 0.0% 0.0% 20.0% 0.0% 0.0%
PARA-PROFESSIONAL 100.0% 0.0% 0.0% 0.0% 50.0% 50.0% 0.0%
CLERICAL 100.0% 20.0% 0.0% 0.0% 60.0% 20.0% 0.0%
SKILLED CRAFT 100.0% 73.3% 20.0% 0.0% 6.7% 0.0% 0.0%
SERVICE/MAINTENANCE 100.0% 33.3% 33.3% 0.0% 0.0% 33.3% 0.0%
TOTAL NUMBER 108 56 11 0 28 11 2
TOTAL PERCENTAGES 100.0% 51.9% 10.2% 0.0% 25.9% 10.2% 1.9%
CITY OF ROANOKE
PROMOTION ANALYSIS
by Category and Percent
December 31, 2005
OCCUPATIONAL CATEGORY TOTAL WHITE BLACK OTHER WHITE BLACK OTHER
MALES MALES MALES FEMALES FEMALES FEMALES
OFFICIALS/MANAGERS 100.0% 100.0% 0.0% 0.0% 0.0% 0.0% 0.0%
PROFESSIONALS 100.0% 34.6% 0.0% 0.0% 38.5% 26.9% 0.0%
TECHNICIANS 100.0% 78.1% 6.3% 0.0% 9.4% 6.3% 0.0%
PROTECTIVE SERVICE 100.0% 100.0% 0.0% 0.0% 0.0% 0.0% 0.0%
PARA-PROFESSIONAL 100.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
CLERICAL 100.0% 0.0% 11.1% 0.0% 66.7% 22.2% 0.0%
SKILLED CRAFT 100.0% 81.3% 18.8% 0.0% 0.0% 0.0% 0.0%
SERVICE/MAINTENANCE 100.0% 0.0% 0.0% 0.0% 100.0% 0.0% 0.0%
TOTAL NUMBER 94 54 7 0 22 11 0
TOTAL PERCENTAGES 100.0% 57.4% 7.4% 0.0% 23.4% 11.7% 0.0%
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CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON. CMC
City Clerk
May 8, 2007
File #5-60-236-304
CECELIA R. 1YREE
Assistant Deputy City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37746-050707 accepting the Anti-Gang
Initiative funding grant made to the City from the U. S. Department of Justice
through the Virginia Association of Chiefs of Police, administering agency, and
authorizing execution of any required documentation on behalf of the City.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007.
Sincerely,
~rn,~
Stephanie M. Moon, CMC
City Clerk
5MM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
A. L. Gaskins, Chief of Police
~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37746-050707.
A RESOLUTION accepting the Anti Gang Initiative funding grant made to the City from
the U. S. Department of Justice through the Virginia Association of Chiefs of Police (V ACP),
administering agency, and authorizing execution of any required documentation on behalf of the
City.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke does hereby accept the Anti Gang Initiative funding grant
offered by the U. S. Department of Justice in the amount of $39,979 upon all the terms,
provisions and conditions relating to the receipt of such funds. The grant, which requires no
match by the City, is more particularly described in the letter of the City Manager to Council,
dated May 7,2007.
2. The City Manager and the City Clerk are hereby authorized to execute, seal, and
attest, respectively, any grant agreement and all necessary documents required to obtain, accept,
implement, administer, and use the grant, all such documents to be approved as to form by the
City Attorney.
3. The City Manager is further directed to furnish such additional information as
may be required in connection with the City's acceptance of this grant.
ATTEST:
~'rn'h1e
City Clerk.
K:\My Documents\Susan Docurnents\Spencer\Measures\Anti Gang Initiative Grant 2007.doc
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CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
File #5-60-236-304
CECELIA R. TYREE
Assistant Deputy City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Budget Ordinance No. 37747-050707 appropriating
funds from the U. S. Department of Justice Project Safe Neighborhood Program,
through the Virginia Association of Chiefs of Police, for operation of a juvenile
curfew center, and amending and reordaining certain sections of the 2006-
2007 Grant Fund Appropriations.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007, and is in full force
and effect upon its passage.
5incerely,
~M.h)D~
Stephanie M. Moon, CMC
City Clerk
5MM:ew
Attachment
pc: Darlene L. Burcham, City Manager
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M, Stovall, Director, Office of Management and Budget
A. L. Gaskins, Chief of Police
~"->
~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37747-050707.
AN ORDINANGE"tpappropriatefunding from the U.S. Department of Justice
Project Safe Neighborhood Program, through the Virginia Association of Chiefs of
Police, for operation of a juvenile curfew center, amending and reordaining certain
sections of the 2006-2007 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 2006-2007 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Overtime
Temporary Employee Wages
FICA
Administrative Supplies
Revenues
Curfew Center Grant FY07
35-640-3559-1003
35-640-3559-1004
35-640-3559-1120
35-640-3559-2030
$ 20,000
15,280
2,699
2,000
35-640-3559-3559
39,979
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
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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
Telcphonc, (540) 853-2333
Fa" (540) 853-1138
City Web: www.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B, Trinkle, Vice Mayor
Honorable Alfred T. Dowe, jr., Council Member
Honorable Beverly T. Fitzpatrick, jr" Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian j, Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Curfew Center Grant
Background:
The Virginia Association of Chiefs of Police (VACP) is the administering
agency for grant funding provided through the U.s. Department of justice
for the Western District of Virginia. One such area program is the Anti
Gang Initiative; a component of the federal Project Safe Neighborhood
program. The Initiative supports new prevention and enforcement efforts
that combat gangs by building on effective strategies and partnerships.
On April 9, 2007, the VACP awarded the Police Department $39,979 in
Anti Gang Initiative funding to operate a juvenile Curfew Center for one
year. There is no matching funds requirement, Through partnerships
developed with juvenile Services, Social Services, and the School
Administration, youths on the street, in violation of the curfew ordinance,
will be taken to the center where they will receive counseling and referrals
for additional programs. Removing children from the street, prior to
committing criminal activity, will reduce the number of youths who enter
the criminal justice system due to being out late at night and making poor
choices.
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
Recommended Action:
Accept the Anti Gang Initiative funding and authorize the City Manager to
execute the grant agreements and any related documents, subject to them
being approved as to form by the City Attorney.
Adopt the accompanying budget ordinance to appropriate funding totaling
$39,979 to the expenditure accounts outlined below and establish
corresponding revenue estimates in accounts established by the Director
of Finance in the Grant Fund,
Appropriation:
Descriotion
Account
Amount
Overtime
Temporary Employee Wages
FICA
Administrative Supplies
1003
1004
1120
2030
$ 20,000
$ 15,280
$ 2,699
$ 2.000
$ 39,979
TOTAL
Respectfully submitted,
Darlene L. Bu cham
City Manager
DLB:gws
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
A. L. Gaskins, Chief of Police
CM07-00061
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
CECELIA R. TIREE
Assistant Deputy City Clerk
May 8, 2007
File #60-72-236
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms, Burcham:
I am attaching copy of Resolution No, 37748-050707 authorizing the
acceptance of an Employee Advancement for TANF Participant grant under the
Temporary Assistance to Needy Families Project from the Virginia Department
of Social Services for the purpose of maintaining and improving existing
services to eligible TANF recipients; authorizing the City of Roanoke to serve as
the primary fiscal agent for the distribution of such funds to the provider
agencies serving the Southwest Virginia Regional Employment Coalition; and
authorizing execution of any and all necessary documents to comply with the
terms and conditions of the grant.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007.
Sincerely,
~,.....~.~~,~frN
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Jane Conlin, Director of Human/Social Services
01G
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of May, 2007.
No. 37748-050707.
A RESOLUTION authorizing the acceptance of an Employee Advancement for TANF
Participant grant under the Temporary Assistance to Needy Families (TANF) Project from the
Virginia Department of Social Services (VDSS) for the purpose of maintaining and improving
existing services to eligible TANF recipients; authorizing the City of Roanoke to serve as the
primary fiscal agent for the distribution of such funds to the provider agencies serving the Southwest
Virginia Regional Employment Coalition; and authorizing execution of any and all necessary
documents to comply with the terms and conditions of the grant.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The grant award under the Employee Advancement for T ANF Participant grant from
the Virginia Department of Social Services, for the purpose of maintaining and improving existing
services to eligible T ANF recipients for certain provider agencies which will enable them to obtain
employment or, where appropriate, an alternate disability income, in the amount of$205,000.00, for
a period commencing June 1,2007, through November 30, 2007, and may be extended through
November 30, 2007, should additional funding become available; as set forth in the City Manager's
letter to Council dated May 7, 2007, is hereby ACCEPTED,
2. The City of Roanoke shall be authorized to be the primary fiscal agent for this grant
and shall be responsible for distributing the grant proceeds to the provider agencies serving the
Southwest Virginia Regional Employment Coalition providing that Roanoke County may access
$12,458.00 of such grant directly from the VDSS.
3. The City Manager is hereby authorized to execute any and all requisite documents,
pertaining to the City's acceptance of these funds and to furnish such additional information as may
R-SW V A Reg Employ Coalitioll 050707
be required connection with the City's acceptance of these grant funds. All documents shall be
approved as to form by the City Attorney.
ATTEST:
tHPWI~h1. O\\)~
City. Clerk. \
R-SW VA Reg Employ Coalition 050707
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone, (540) 853-2541
Fa," (540) 853-1145
E~mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
CECELlA R. lYREE
Assistant Deputy City Clerk
May 8, 2007
File #60-72-236
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Budget Ordinance No. 37749-050707 appropnatlng
funds from the Commonwealth of Virginia for the Southwest Virginia Regional
Employment Coalition Grant, and amending and reordaining certain sections of
the 2006-2007 Grant Fund Appropriations,
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007, and is in full force
and effect upon its passage.
Sincerely,
~~.h)ot,v
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Darlene L. Burcham, City Manager
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Jane Conlin, Director of Human/Social Services
\>,-~:'.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37749-050707.
. . ~ - .-
. '" ,"-- ,"- .- ,..
AN ORDINANCE -to~ppr6priate fUnding from the Commonwealth of Virginia
for the Southwest Virginia Regional Employment Coalition Grant, amending and
reordaining certain sections of the 2006-2007 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 2006-2007 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Fees for Professional Services 35-630-8858-2010
Revenues
SWVA Regional Employment Coalition FY07 35-630-8858-8858
$192,542
192,542
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
,,- "('1/\\/'/,_
. \ ,J
~m.~D~
", 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
City Web: www.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject:
Southwest Virginia Regional
Employment Coalition
Background:
The City of Roanoke Department of Social Services, in collaboration with the
local departments of social services in Roanoke County, Franklin County,
Craig County and Botetourt County, along with Total Action Against Poverty,
Blue Ridge Behavioral Healthcare, and Goodwill Industries of the Valleys, have
been awarded additional funding for the Employment Advancement for TANF
Participants grant from the Virginia Department of Social Services (VDSS) in
the amount of $205,000. The agencies named have formed the Southwest
Virginia Regional Employment Coalition. The grant is to assist citizens of our
localities who are receiving Temporary Assistance to Needy Families (TANF)
benefits to obtain employment or, where appropriate, an alternative disability
income. The funds are available for use from June 1, 2007, through
November 30, 2007, and it is anticipated that additional funding will be
received to extend the grant through November 30, 2007. The City of
Roanoke is to be the primary fiscal agent for this grant, and it is to be
responsible for distributing the grant proceeds to the-'provider agencies for
services provided to the local DSS agencies, except that $12,4S8 of the total
grant may be accessed by Roanoke County directly from the VDSS.
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
Considerations:
The above grant funding is required to maintain and improve existing
services to the TANF population that will enable it to obtain employment or,
where appropriate, an alternative disability income.
Recommended Action:
Authorize the City Manager to execute all appropriate documents related to
acceptance of the additional funding. AII'documents shall be upon form
approved by the City Attorney.
Adopt the accompanying budget ordinance to establish a revenue estimate in
the amount of $192,542 and to appropriate funding of the same amount to
an expenditure account to be established in the Grant Fund by the Director of
Finance.
Darlene L. Bu cham
City Manager
DLB:tem
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
Sherman M. Stovall, Director of Management and Budget
Jane R. Conlin, Director of Human/Social Services
CM07-00055
~...~"
~.
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone, (540) 853-2541
Fa" (540) 853-1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
CECELlA R. lYREE
Assistant Deputy City Clerk
May 8, 2007
File #60-72-236
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37750-050707 authorizing the
acceptance of a one time grant to the City of Roanoke Department of Social
Services from the Virginia Department of Social Services for the purpose of
assisting in the recruitment and training of child care providers to eligible
Temporary Assistance to Needy Families recipients; and authorizing execution
of any and all necessary documents to comply with the terms and conditions of
the grant.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007.
Sincerely,
~~''rr)ao-N
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance'
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Jane Conlin, Director of Human/Social Services
oiG
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of May, 2007.
No. 37750~050707.
A RESOLUTION authorizing the acceptance of a one time grant to the City of Roanoke
Department of Social Services from the Virginia Department of Social Services for the purpose of
assisting in the recruitment and training of child care providers to eligible Temporary Assistance to
Needy Families (T ANF) recipients; and authorizing execution of any and all necessary documents to
comply with the terms .and conditions ofthe grant.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The grant in the amount of$l 0,000.00 awarded to the City of Roanoke Department of
Social Services from the Virginia Department of Social Services for the purpose of assisting in the
recruitment and training of child care providers to eligible T ANF recipients, as set forth in the City
Manager's letter to Council dated May 7,2007, is hereby ACCEPTED.
2. . The City Manager is hereby authorized to execute any and all requisite documents,
pertaining to the City's acceptance ofthese funds and to furnish such additional information as may
be required in connection with the City's acceptance of these grant funds. All documents shall be
approved as to fOf!ll by the City Attorney.
ATTE T:
,,' 'rv). h-tDfhov
CitY: Clerk.
, "
R-Auth Accept Funds from VDSS - child care providers 050707
fi.~."..oCI....
'i'- .
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CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephon" (540) 853-2541
Fa" (540) 853-1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
CECELlA R. lYREE
Assistant Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
File #60-72-236
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Budget Ordinance No. 37751-050707 appropriating
funds from the Commonwealth of Virginia for the Child Care Provider Training
Grant, and amending and reordaining certain sections of the 2006-2007 Grant
Fund Appropriations.
The abovereferenced measure was adopted by the Council of the' City of
Roanoke at a regular meeting held on Monday, May 7, 2007, and is in full force
and effect upon its passage.
Sincerely,
A-q,D~ 6'n. 'rrJo~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Darlene L. Burcham, City Manager
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Jane Conlin, Director of Human/Social Services
f?'~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37751-050707.
'. . -'. -'J,'" ~:::' -., -.:::.~, _. : , :
AN ORDINANCE foappr6priate funding from the Commonwealth of Virginia
for the Child Care Provider Training Grant, amending and reordaining certain sections
of the 2006-2007 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 2006-2007 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Advertising
Program Activities
Revenues
Child Care Provider Training FY07
35-630-8889-2015
35-630-8889-2066
$ 3,500
6,500
35-630-8889-8889
10,000
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:" ",
J rn.~
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) 353-2333
F,,, (540) 853-1138
City Web: www.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject:
Child Care Provider
Recruitment Training
Background:
The Virginia Department of Social Services (VDSS) offered one time grants to
local departments to be utilized by September 15, 2007, in order to assist in
the recruitment and training of child care providers. As a result of the
reauthorization of the federal Temporary Assistance to Needy Families (TANF)
program there will be an increased demand for child care services for citizens
who receive this benefit. The reauthorization requires parents to meet work
requirements within an earlier timeframe, and eliminates exemptions for
younger children.
Considerations:
The City of Roanoke Department of Social Services submitted an application
to VDSS for $10,000 in funding. The application was approved, and the
award does not require any local match. The approved scope of services for
the grant calls for five recruitment events, advertisemenf for these events,
the provision of training for ten new recruits, and financial assistance to help
the providers with start up costs, such as the purchase of equipment needs.
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
Recommended Action:
Authorize the City Manager to execute any required grant acceptance, or any
other forms required in order to receive these funds, such forms to be
approved as to form by the City Attorney.
Appropriate $10,000 in state funds to expenditure accounts to be
established by the Director of Finance in the Grant Fund. Establish a revenue
estimate in the same amount.
Respectfully submitted,
Darlene L. Bu cham
City Manager
DLB:tem
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
Sherman M. Stovall, Director of Management and Budget
Jane R. Conlin, Director of Human/Social Services
CM07-00057
.p~
tI
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone, (540) 853-2541
Fa" (540) 853-1145
E-mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
File #5-60-216
CECELlA R. lYREE
Assistant Deputy City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Budget Ordinance No. 37752-050707 appropriating
insurance proceeds from a vehicular accident to repairs of the Jamison Avenue
police satellite station, and amending and reordaining certain sections of the
2006-2007 General Fund Appropriations.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007, and is in full force
and effect upon its passage.
Sincerely,
W~M,~~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
pc: Darlene L. Burcham, City Manager
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Kenneth S. Cronin, Director of General Services
Gareth McAllister, Facilities Manager
'1(-,<-'/
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37752-050707.
AN ORDINANCE to appropriate insurance proceeds from a vehicular accident to
repairs of the Jamison Avenue police satellite station, amending and reordaining certain
sections of the 2006-2007 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 2006-2007 General Fund Appropriations be, and the same are hereby, amended and
reordained to read and provide as follows:
Appropriations
Facilities Management Fixed
Asset Maintenance 01-440-4330-3057
Revenues
Damages to City Property 01-110-1234-0865
32,525
32,525
Pursuant to the provisions of Section 12 of the City Charter, the second reading of this
ordinance by title is hereby dispensed with.
ATTEST:
~,~.~. ~ M.~~
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) 853-1l38
City Web: www.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Insurance Revenue
Background:
On August 6, 2006, a vehicular accident resulted in damage to the police
satellite station housed in the historical building at 1015 Jamison Avenue SE. In
April 2007, the responsible insurance carrier issued checks to the City of
Roanoke in the amount of $32,52S to repair the structure. These funds were
received in Damages to City Property Revenue (Account 01-110-1234-0865).
The City is preparing to let a contract to have the building repaired and
restored to historical appearance, and these funds will be needed to accomplish
this work.
Recommended Action:
Authorize the Director of Finance to establish a revenue estimate for $32,S2S
for Damages to City Property (Account 01-110-1234-0865) and appropriate
funding in the same amount to Facilities Management Fixed Asset Maintenance
(Account 01-440-4330-3057).
Respectfu IIY5u bm itted,
~
Darlene L. Bu cham
City Manager
Honorable Mayor and Members of City Council
May 7,2007
Page 2
DLB/GAA/gaa
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Sherman M. Stovall, Director of Management and Budget
Kenneth S. Cronin, Director of General Services
Gareth McAllister, Facilities Manager
CM07-000S 1
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fa" (540) 853-1145
E-mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
File #323-4S5
CECELlA R. lYREE
Assistant Deputy City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37753-0S0707 authorizing the execution
of a license agreement with Valley View Mall, LLC, through its agent, CBL &
Associates Management, Inc., and authorizing the waiver of the City's sovereign
immunity to the extent provided in such license agreement.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007.
Sincerely,
#~~.~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Sheila S. Umberger, Director of Libraries
D1L
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37753-050707.
A RESOLUTION authorizing the execution of a license agreement with Valley View Mall,
LLC, through its agent, CBL & Associates Management, Inc., and authorizing the waiver of the
City's sovereign immunity to the extent provided in such license agreement.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City Manager is hereby authorized to execute, for and on behalf of the City, upon
form approved by the City Attorney, a license agreement relating to the City's use of Valley View
Mall for the placement of a library system kiosk for the pUTJlose of picking up and returning library
materials, providing patrons with access to library system information and for such other purposes,
as set forth in the City Manager's letter to this Council dated May 7, 2007.
2. Council hereby waives its sovereign immunity with regard to the City's use of V alley
View Mall, in connection with the placement of a library system kiosk, to the extent provided in the
license agreement.
ATTEST:
~~:..~\~
City Clerk.
R-Library Kiosk ~ license agreement Valley View 5-7-07
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
City Web: www.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr. Council Member
Honorable Beverly T. Fitzpatrick, Jr. Council Member
Honorable Sherman P. lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Subject:
License Agreement for Library
Kiosk at Valley View Mall
Dear Mayor Harris and Members of City Council:
As part of the City's implementation of the Library Master Plan, a location has
been identified within Valley View Mall for the placement of a library system
point of service computer kiosk, material pick-up and book return facility. This
approximately 84 square foot space, located near an upper level mall entrance
on the northwest corner of the mall near JC Penney and Macy's, will provide for
a greater level of convenience for library system patrons, and will provide mall
patrons with electronic and computer access to library system information, and
other general information sources.
The owners of the mall, CBL & Associates Management, Inc., require that the
City execute a license agreement for an initial one year term for the use of this
location for the purpose of the library system kiosk. The City will pay $200 per
month for use of this space to cover common area maintenance and utility
costs associated with the operation of the kiosk, which will be funded out of the
library system operating budget. Funding is available for this rental payment
within the Library's operating .budget. This license agreement contains a
provision which requires that the City agni'e to indemnify and hold harmless
CBL, and to defend it, in the event that anyone is injured or any damage to the
property results from the City's placement and use of the library system kiosk
Honorable Mayor and Members of City Council
May 7,2007
Page 2
on the premises. Only City Council may waive the City's sovereign immunity
and agree to such a provision.
Attached is a resolution which authorizes a waiver of the City's sovereign
immunity and authorizes the City Manager to execute the license agreement for
the library system kiosk, such agreement to be approved as to form by the City
Attorney.
Recommended Action(s):
Approve the accompanying resolution, and authorize the City Manager to
execute the license agreement.
Respectfully submitted,
~
Darlene L. Bu cham
City Manage
DLB:ssu
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
Sheila S. Umberger, Director of Libraries
CM07-00060
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536.
TeIephon" (540) 853-2541
Fa,c (540) 853-1145
E-mail: clerk@roanokeva.gov
May 8, 2007
File #72-1 72-288
SHEILA N. HARTMAN
Deputy City Clerk
CECELlA R. lYREE
Assistant Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 37754-0S0707 authorizing the City
Manager's issuance and execution of Amendments to the City's contract with
Waco, Inc., for asbestos and lead abatement services to increase retroactively
the amount of the contract for the contract years ending November 25, 200S
and November 2S, 2006.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007, and is in full force
and effect upon its passage.
i;lt~~, ~-
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
James Grigsby, Assistant City Manager for Operations
Sherman M. Stovall, Director, Office of Management and Budget
Sharon T. Gentry, Purchasing Manager
~
J:J I I,
/"
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37754-050707.
AN ORDINANCE authorizing the City Manager's issuance and execution of Amendments to
the City's Contract with Waco, Inc., for asbestos and lead abatement services to increase
retroactively the amount of the Contract for the Contract years ending November 25, 2005, and
November 25,2006; and dispensing with the second reading by title of this ordinance.
BE IT ORDAJNED by the Council of the City of Roanoke as follows:
1. The City Manager is hereby authorized, for and on behalf of the City, to issue and
execute Amendments to the City's Contract with Waco, Inc., for asbestos and lead abatement
services, as more fully set forth in the City Manager's letter to Council dated May 7,2007.
2. The form of the Amendments shall be approved by the City Attorney.
3. Such Amendments will provide authorization for an increase in the amount not to
exceed figure ofthe Contract of an additional $88,188.97 for asbestos and lead abatement services
for the Contract year November 26,2004, through November 25, 2005, and $123,534.58 for the
Contract year November 26,2005, through November 25,2006, as set forth in the City Manager's
letter to Council dated May 7,2007.
4. Pursuant to the provisions of Section 12 ofthe City Charter, the second reading of this
ordinance by title is hereby dispensed with.
" (
ATTEST:
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. ._, I.' \
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." '--.- - , - C.'r.....
City Clerk
K:\My Documents\Susan Documents\Tegenkarnp\Measures\W ACO retroactive increase to contract.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
Fa" (540) 853-1138
City Web: www.roanokeva.gov
May 7,2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Retroactive Increase to Contract
"Not to Exceed" Amount
Background:
The City occasionally enters into contracts for services that have a capped or
"not to exceed" amount. One such contract was entered into with WACO,
Inc., November 26, 2003, for 1 year, with up to 4 one year extensions. The
contract was for certain environmental services on an as requested basis.
The not to exceed amount of the WACO contract, after amendments, was
$225,000 per year.
The bulk of WACO's work orders are controlled by the Environmental Services
Department. However, WACO has also performed work for other City
departments (e.g. Housing or General Services). The various requests for
WACO's services exceeded the expected use. Due to multiple users and
administrative oversight, the City requested additional work and paid WACO"
Inc., amounts that exceeded WACO's contract not to exceed amount by
$88,188.97 for the contract year November 26, 2004, through November 2 S,
2005, and $123,534.58 for the contract year-November 26, 2005, through
November 25, 2006.
While the monies have already been paid to WACO, it is necessary to have
City Council approve amendments increasing WACO's contract not to exceed
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
figure by the above amounts. City Council authorization is needed for
issuance of amendments since the above amounts exceed 25% of the
contract amount (this is a requirement of the City Charter). Purchasing, the
City Attorney's Office, and the City Auditor have reviewed this matter and are
collectively working on administrative purchasing procedures to address
future payments for any contracts with not to exceed amounts so that
contract limits are not exceeded.
Recommended Action:
Authorize the City Manager to execute appropriate amendments to the
contract to increase retroactively the contract not to exceed amount for
WACO, Inc. for the above contract years by $88,188.97 and $123,534.58,
respectively.
Respectfully submitted,
arlene L. Bu cham
City Manager
DLB:JG:jb
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Drew Harmon, Municipal Auditor
James Grigsby, Assistant City Manager for Operations
Sharon Gentry, Purchasing Manager
CM07-00054
~~
I A,
.
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fa" (540) 853-1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
File #72-172-288
CECELlA R. lYREE
Assistant Deputy City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 3775S-0S0707 authorizing the City
Manager's issuance and execution of additional amendments to the City's
contract with Strahle Construction Company, Inc., for additional lead-based
paint hazard control work for the Lead-Safe Roanoke Program.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007, and is in full force
and effect upon its passage.
Sincerely,
~~~'~OYV
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Dan Webb, Acting Director of Housing and Neighborhood Services
Sharon T. Gentry, Purchasing Manager
p.'0
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37755-050707.
AN ORDINANCE authorizing the City Manager's issuance and execution of additional
Amendments to the City's contract with Strahle Construction Company, Inc., for additional lead-
based paint hazard control work for the Lead-Safe Roanoke program; and dispensing with the
second reading by title of this Ordinance.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The City Manager is hereby authorized, for and on behalf of the City, to issue and
execute such additional Amendments as the City Manager deems appropriate to the City's
contract with Strahle Construction Company, Inc., for additional lead-based paint hazard control
work for the Lead-Safe Roanoke program, all as more fully set forth in the City Manager's letter
to this Council dated May 7, 2007.
2. The form of such Amendments shall be approved by the City Attorney.
3. Such Amendments will provide authorization for' additions to the work, with an
increase in the amount of the contract and provided the total amount of such Amendments will
not exceed an additional $100,000, so that such contract amount may be increased by'such
Amendments up to a total of $250,000.00, all as set forth in the above letter.
4. Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this Ordinance by title is hereby dispensed with.
.' ');E(" 1,'ft ~i'i\-0:i~i',t.ir:,:~ f-::' :
'''ATTEST: '
~~.~
City Clerk.
K:\My Documents\Susan Documents\Tegenkamp\Measures\Strahle Construction-lead based paint services.doc
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CITY OF ROANOKE
OFFICE OF THE CITY CLERK
2\5 Church Avenue, S. W., Room 456
Roanoke, Virginia 240\1-1536
Telephone, (540) 853-2541
Fa" (540) 853-1145
E-mail: cJerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
CECELlA R. lYREE
Assistant Deputy City Clerk
File #72-1 72-288
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 37756-050707 authorizing the City
Manager's issuance and execution of additional amendments to the City's
contract with D. E. Eakin & Sons, Inc., for additional lead-based paint hazard
control work for the Lead-Safe Roanoke Program.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007, and is in full force
and effect upon its passage.
Sincerely,
-~.~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R, Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Dan Webb, Acting Director of Housing and Neighborhood Services
Sharon T. Gentry, Purchasing Manager
pi.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37756-050707.
AN ORDINANCE authorizing the City Manager's issuance and execution of additional
Amendments to the City's contract with D. E. Eakin & Sons, Inc., for addjtionallead-based paint
hazard control work for the Lead-Safe Roanoke program; and dispensing with the second
reading by title of this Ordinance.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The City Manager is hereby authorized, for and on behalf of the City, to issue and
execute such additional Amendments as the City Manager deems appropriate to the City's
contract with D. E. Eakin & Sons, Inc., for additional lead-based paint hazard control work for
the Lead-Safe Roanoke program, all as more fully set forth in the City Manager's letter to this
Council dated May 7,2007.
2. The form of such Amendments shall be approved by the City Attorney.
3. Such Amendments will provide authorization for additions to the work, with an
increase in the amount of the contract and provided the total amount of such Amendments will
not exceed an additional $100,000, so that such contract amount may be increased by such
Amendments up to a total of $250,000.00, all as set forth in the above letter.
4. Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this Ordinance by title is hereby dispensed with.
C.T 2ir [ ~ FJ..>' .,6.~ i,(' ..~ 1.~;~(Hf,r;,~:""'"
ATTEST:. /
".,,1
~.~
City Clerk.
K:\My Documents\Susan Documents\Tegenkamp\Measures\DE Eakin & Sons-lead based paint services.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
Fa" (540) 853-1138
City Web: www.roanokcva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wish neff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Increase to Strahle Construction
Company, Inc., Contract and D. E.
Eakin & Sons, Inc., Contract "Not
to Exceed" Amounts for Lead-Safe
Roanoke Interim Lead-based Paint
Hazard Control Services
Background:
The City entered into two contracts: one with Strahle Construction Company,
Inc., and the other with D. E Eakin & Sons, Inc., dated January 8, 2007, for 1
year to perform interim lead-based paint hazard control activities on behalf of
the Lead-Safe Roanoke program administered by the Department of Housing
and Neighborhood Services. The total fee for each company's initial contract
was for an amount not to exceed $100,000.00 based on the expected need at
that time for such services, as the City's Lead Hazard Control Grant Program
was due to conclude on March 31, 2007.
The City recently requested and received additional time from HUD for
Roanoke's Lead-Safe program to perform interim lead-based paint hazard
control activities on an additional 45 housing units to conclude on December
31, 2007. Thus, it is anticipated that demand for interim lead-based paint
hazard control services to be performed by Strahle Construction Company Inc.
and D. E. Eakin & Sons, Inc. will each exceed the initial anticipated amount of
$100,000.00 for the year. Therefore, amendments to each contract in an
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
amount up to $SO,OOO.OO will be made administratively, as allowed by the City
Charter.
Although the contract amounts will be increased, as noted above, as demand
for interim lead-based paint hazard control activities under each existing
contract continues, it will be necessary to have City Council approve further
amendments increasing both the Strahle Construction Company, Inc., and the
D. E. Eakin & Sons, Inc., contract not to exceed amount up to $250,000.00.
City Council authorization is needed for issuance of such amendments since the
above amounts will exceed the $50,000.00 administrative increase allowed by
the City Charter.
The funding for the above amounts is available in Grant Fund accounts 35-615-
8115-8256 and 35-615-8115-8257. The funding was awarded through the
"Lead Hazard Control Grant" by the U.S. Department of Housing and Urban
Development on September 25,2003.
Recommended Action:
Authorize the City Manager to execute appropriate amendments to both the
Strahle Construction Company, Inc., and the D. E. Eakin & Sons, Inc., contract as
the City Manager deems appropriate in order to increase each existing contract
"not to exceed" amount up to an additional $100,000.00 each so that each
contract's total amount can be increased up to $250,000.00 (inclusive of the
amendments executed administratively) for work on the Lead-Safe Roanoke
program. The form of any such amendments will be subject to approval by the
City Attorney.
Respectfully submitted,
Darlene L. Bu cham
City Manager
DLB:BC
c: William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Stephanie M. Moon, City Clerk
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
Dan Webb, Acting Director of Housing and Neighborhood Services
Sharon T. Gentry, Purchasing Manager
CM07-0006S
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-\536
Telephone: (540) 853-2541
Fa" (540) 853-1145
E-mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
CECELlA R. lYREE
Assistant Deputy City Clerk
File #1 02-40S
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37757-050707 authorizing the City
Manager's issuance and execution of Amendment No.2 to the City's Three Year
Bridge, Culvert, Sign, and Parking Garage Inspection contract with Hayes, Seay,
Mattern & Mattern, Inc., for additional engineering services for the third year of
the contract.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007.
Sincerely,
~"'OY\.~DW
Stephanie M. Moon, CMC .
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Philip C. Schirmer, PE, LS, City Engineer
Karl D. Kleinhenz, Civil Engineer I
p:1:
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37757-050707.
A RESOLUTION authorizing the City Manager's issuance and execution of Amendment No.2
to the City's Three Year Bridge, Culvert, Sign, and Parking Garage Inspection contract with Hayes,
Seay, Mattern & Mattern, Inc., for additional engineering services for the third year of the contract.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City Manager is hereby authorized, for and on behalf of the City, to issue and
execute Amendment No.2 to the City's Three Year Bridge, Culvert, Sign, and Parking Garage
Inspection contract with Hayes, Seay, Mattern & Mattern, Inc., for additional engIDeering services, all as
more fully set forth in the City Manager's letter to Council dated May 7,2007.
2. The form of the Amendment shall be approved by the City Attorney.
3. Such Amendment No.2 will provide authorization for additions to the work, with an
increase in the amount of the contract ofan additional $71,900.00, all as set forth in the above letter.
ATTEST:
~M.~
\ .
\ " 0:ity Clerk.
._ J).~ <:: 1/:_>)',:.\",_
K:\l\1y Documents\Susan Documents\TegenkampWeasures\Hayes Seay bridge program 2006 2007 amendment 2.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
Fa" (540) 853-1138
City Web: \\'ww.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice-Mayor
Honorable Alfred T. Dowe, Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wish neff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Amendment No.2 to the Three
Year Bridge, Culvert, Sign, and
Parking Garage Inspection
Program (2005 - 2007) - Year
Three of Three - Hayes, Seay,
Mattern & Mattern, Inc.
In 1978 Congress passed the Surface Transportation Act, requiring that all
bridges over 20 feet in length, including "off Federal Aid System" structures be
inspected annually or biannually, depending on construction type. In addition,
the City requires inspections of various additional structures not regulated by
the Federal department of Transportation. Inspections are due this calendar
year on 19 annually inspected bridges, 33 biannually inspected bridges, six (6)
culverts, the Pedestrian Tunnel, the Market Square Walkway and the Fire Training
Tower.
Contracts dated July 28, 2005, were issued to Hayes, Seay, Mattern & Mattern,
Inc., and Mattern & Craig, Inc., for the Three Year Inspection Program (200S -
2007) with years two and three to be negotiated based on the number of
structures to be inspected in each of those subsequent years. Council
previously authorized amendments to each _contrac.t for year two by Resolutions
adopted on August 7,2006, Resolution Nos. 37498-080706 and 37499-080706.
Hayes, Seay, Mattern & Mattern, Inc., has agreed to inspect 28 bridges, six (6)
culverts and the Pedestrian Tunnel for the cost of $71,900 for year three.
Honorable Mayor and Members of City Council
May 7,2007
Page 2
Council authorization is heeded since this amount exceeds 25% of the original
contract amount (this is a requirement of the City Charter.)
Funding in the amount of $71,900 is available for the third year amendment in
account number 01-530-4310-3072, Engineering - Bridge Inspections.
Recommended Action:
Authorize the City Manager to execute Amendment No. 2 for consulting
services for the above work with Hayes, Seay, Mattern & Mattern, Inc., in the
amount of $71,900 for the third year (2007) for the above inspection services;
such amendment to be approved as to form by the City Attorney.
Respectfully submitted,
DLB/KDK/dps
c: William M. Hackworth, City Attorney
Stephanie M. Moon, City Clerk
Jesse A. Hall, Director of Finance
Philip C. Schirmer, PE, LS, City Engineer
Karl D. Kleinhenz, Civil Engineer I
CM07-00052
it
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
TeIephon" (540) 853-2541
Fa" (540) 853-1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
CECELlA R. lYREE
Assistant Deputy City Clerk
File #1 02-40S
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37758-0S0707 authorizing the City
Manager's issuance and execution of Amendment No.3 to the City's Three Year
Bridge, Culvert, Sign, and Parking Garage Inspection contract with Mattern &
Craig, Inc., for additional engineering services for the third year of the contract.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007.
Sincerely,
~~.~~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Philip C. Schirmer, PE, LS, City Engineer
Karl D. Kleinhenz, Civil Engineer I
)J.~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37758-050707.
A RESOLUTION authorizing the City Manager's issuance and execution of Amendment NO.3
to the City's Three Year Bridge, Culvert, Sign, and Parking Garage Inspection contract with Mattern &
Craig, Inc., for additional engineering services for the third year of the contract.
BE IT RESOLVED by the Council ofthe City of Roanoke that:
I. The City Manager is hereby authorized, for and on behalf of the City, to issue and
execute Amendment No.3 to the City's Three Year Bridge, Culvert, Sign, and Parking Garage
Inspection contract with Mattern & Craig, Inc., for additional engineering services, all as more fully set
forth in the City Manager's letter to Council dated May 7,2007.
2. The form of the Amendment shall be approved by the City Attorney.
3. Such Amendment No.3 will provide authorization for additions to the work, with an
increase in the amount of the contract of an additional $52,800.00, all as set forth in the above letter.
ATTEST:
~~h\.~
City Clerk.
'.:\ {Y-!::'.y ~ (~;i;
~(1t.~:~!~; L"
K:\My Documents\Susan Documents\Tegenkamp\lvfeasures\Mattem Craig bridge program 2006 2007 amendment 3.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
Fa" (540) 853-1138
City Web: www.roanokeva.gov
May 7,2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice-Mayor
Honorable Alfred T. Dowe, Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wish neff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Amendment No.3 to the Three
Year Bridge, Culvert, Sign, and
Parking Garage Inspection
Program (2005 - 2007) - Year
Three of Three - Mattern & Craig,
Inc.
In 1978 Congress passed the Surface Transportation Act, requiring that all
bridges over 20 feet in length, including "off Federal Aid System" structures be
inspected annually or biannually, depending on construction type. In addition,
the City requires inspections of various additional structures not regulated by
the Federal department of Transportation. Inspections are due this calendar
year on 19 annually inspected bridges, 33 biannually inspected bridges, six (6)
culverts, the Pedestrian Tunnel, the Market Square Walkway and the Fire Training
Tower.
Contracts dated July 28, 200S, were issued to Hayes, Seay, Mattern & Mattern,
Inc., and Mattern & Craig, Inc., for the Three Year Inspection Program (2005 to
2007) with years two and three to be negotiated based on the number of
structures to be inspected in each of those subsequent years. Council
previously authorized amendments to each contract for year two by Resolutions
adopted on August 7, 2006, Resolutions Nos. 37498-080706 and 37499-
080706. Mattern & Craig, Inc., has agreed to inspect 24 bridges, the Market
Square Walkway and the Fire Training Tower for the cost of $S2,800 for year
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
three. Council authorization is needed since this amount exceeds 25% of the
original contract amount (this is a requirement of the City Charter).
Funding in the amount of $52,800 will be available for the third year
amendment in account number 01-530-4310-3072, Engineering - Bridge
Inspections, in the fiscal year 2007-08 budget.
Recommended Action:
Authorize the City Manager to execute Amendment No. 3 for consulting
services for the above work with Mattern & Craig, Inc., in the amount of
$52,800 for the third year (2007) for the above inspection services; such
agreement to be approved as to form by City Attorney.
Darlene L. Bur
City Manager
DLB/KDK/dps
c: William M. Hackworth, City Attorney
Stephanie M. Moon, City Clerk
Jesse A. Hall, Director of Finance
Philip C. Schirmer, PE, LS, City Engineer
Karl D. Kleinhenz, Civil Engineer I
CM07-00053
CITY OF ROANOKE
. OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephon" (540) &53-254\
Fa" (540) 853-1145
E-mail: c1erk@roanokeva.gov
May 8, 2007
SHEILA N. HARTMAN
Deputy City Clerk
CECELlA R. lYREE
Assistant Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
File #60-67
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37759-050707 authorizing the City
Manager to enter into a Memorandum of Understanding with Roanoke County
for the continuation of therapeutic recreation services, upon certain terms and
conditions.
The above referenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007.
Sincerely,
~~Y'r\,~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Steven C. Buschor, Director of Parks and Recreation
~~6\
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37759-050701.
A RESOLUTION authorizing the City Manager to enter into a Memorandum of
Understanding with Roanoke County for the continuation of therapeutic recreation services,
upon certain terms and conditions.
BE IT RESOLVED by the Council of the City of Roanoke that the City Manager and
the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest,
respectively, a Memorandum of Understanding with Roanoke County for the continuation of
therapeutic recreation for a period of up to five years, similar in form to the Agreement
attached to the City Manager's letter dated May 7,2007, to City Council, and approved as
to form by the City Attorney, 'as is more particularly set forth in the City Manager's letter
dated May 7, 2007, to City Council.
ATTEST:
~~~4'!j'M. ~
Stephanie M.iMoon, CMC
City Clerk. I' ;
R-MOU Rke City & Rke Co 5-7-07
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
City Web: www.roanokeva.gov
May 7,2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Memorandum of Understanding
with Roanoke County for
Therapeutic Recreation Services
The Parks and Recreation department has worked in partnership with Roanoke
County Parks and Recreation since 1987 to provide therapeutic recreation
services for our citizens. After years of steadily increasing the amount of
funding that the City provides the County for these services, the City now funds
over $80,000 worth of therapeutic recreation services per year, which is
representative of the percentage of City residents that the County serves
through its therapeutic recreation programs. Funding in the amount of
$80,108 for the therapeutic recreation allocation is budgeted in account 01-
620-7110-2138.
Since the City is now providing the proper portion of funding for these services,
a memorandum of understanding has been prepared to ensure that the
expectations of all parties are clearly stated and understood. In summary, the
County shall operate, fund and manage a year round therapeutic recreation
program serving residents of the City and the County with disabilities. The
therapeutic recreation program shall consist of programs which provide
specialized/leisure services that empower people with disabilities to gain the
knowledge and skills for the development of a leisure lifestyle which meets
their interests and needs.
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
Recommended Action:
Authorize the City Manager to execute the attached memorandum of
understanding with Roanoke County for continuation of therapeutic recreation
services; such agreement to be approved as to form by the City Attorney.
Darlene L. Bu cham
City Manager
DLB:SCB:na
Attachment
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
Steven C. Buschor, Director of Parks and Recreation
CM07-00049
MEMORANDUM OF UNDERSTANDING
Between
Roanoke County Parks. Recreation and Tourism
And
City of Roanoke Parks & Recreation
This Memorandum of Understanding is hereby dated this _ day of
2007, by and between the City of Roanoke, through its Parks and Recreation Department
("City"), and Roanoke County, through its Parks, Recreation & Tourism Department
("County").
A. PURPOSE:
The parties believe it would be in the best interests of the citizens of the County and the
citizens of the City to define, develop, and expand the framework of cooperation between
the City and County with respect to their activities designed to provide recreation for
persons who have physical, mental, or social disabilities ("Services"). A continuation of
the partnership between the City and the County to provide the Services will provide
taxpayers with improved effectiveness and efficiency in the delivery of the Services and
avoid duplication of programs, thereby saving tax monies.
B. STATEMENT OF MUTUAL BENEFIT AND INTERESTS:
Benefits to the City include an active partnership with the County to plan, coordinate and
implement the Services for City residents, while adhering to the principles of the
Americans with Disabilities Act of 1990. as amended.
Benefits to the County include designated funding from the City for the provision of the
Services.
C. DUTIES OF THE COUNTY:
1. The County shall operate, fund and manage a year round therapeutic recreation
program serving residents of the City and the County with disabilities. The therapeutic
recreation program shall consist of programs which provide specialized/leisure services
that empower people with disabilities to gain the knowledge and skills for the
development of a leisure lifestyle which meets their interests and needs. Such programs
shall include the following:
(1) the Summer ACE program (a special needs day camp for individuals with
severe and profound developmental disabilities between the ages of 5 and
21);
Memorandum of Understanding City and County 3-20-07
1
(2) the EXCEL program (a year-round recreation, socialization and
skill building program for adults with developmental disabilities);
(3) the Roanoke VIP program (a year-round recreation, socialization and skill-
building program for adults who are legally blind or have other visual
impairments);
(4) the Fun and Leisure Group (a year-round social and recreational program
for citizens with head injury-related disabilities);
(5) the TRIPS program (a therapeutic recreation incentive program for Blue
Ridge Behavioral Healthcare clients with psychiatric disabilities);
(6) Sign language services and programs, including the HANDS Group
(social opportunities for citizens who are interested in sign language
communication) and KIDSIGN Group (a week-long day camp to
introduce children to sign language through instruction and fun activities);
and
(7) other recreation programs for citizens who have disabilities.
2. The County shall appoint one staff person to be the point of contact for all
communications, negotiations, scheduling, and other matters relating to the Services.
3. The County shall provide a level of Services for the appropriate number of City
residents as set forth in Attachment A in exchange for the level of financial and in-kind
contributions from the City as set out in this Agreement and Attachment A. The leyel of
Services shall be for at least the seven (7) programs identified in Attachment A.
4. The County shall provide disability awareness training at least one time per year for
City staff on a date and at a time mutually convenient to the parties.
5. The County shall put the City brand, as set forth in Attachment B, on marketing pieces
whenever the Services are promoted. The color brand shall be used whenever the
marketing piece permits color to be used. Otherwise, the non-color brand may be used in
the marketing piece. The size and location in the marketing pieces of the City brand shall
be as agreed to by the parties.
6. The County shall provide staff members of the City guidance when determining
reasonable accommodations for any participant in a recreational program sponsored in
part or in whole by City.
7. The County shall provide to the City, on or before September I of each calendar year
this Memorandum of Understanding is in place, a report of participation for the previous
Memorandum of Understanding City and County 3-20-07
2
fiscal year (July I to June 30). The report shall include at least all of the information in
Attachment A.
D. DUTIES OF THE CITY:
I. The City shall make an annual financial contribution to the County in support of the
Services provided by the County on or before September 1 of each year this
Memorandum of Understanding is in place. Such payment shall be for the Services being
provided during the fiscal year of the payment being made. The fee due September 1,
2007, shall be $80,000.00, and shall be for the July 1, 2007, to June 30, 2008, fiscal year.
By October I of each fiscal year. a re-evaluation by the City and the County shall be
made to determine the cost of providing the Services for the next fiscal year, and the cost
for the Services provided during that next fiscal year will be divided proportionately
between the City and the County based upon the number of participants from each
jurisdiction in the most recently concluded fiscal year.
2. The City shall appoint one staff person to be the point of contact for all
communications, negotiations, scheduling and other matters relating to the Services.
3. The City shall provide adequate access to program space in facilities and parks owned
and operated by the City for the provision of the Services. Use of these facilities by the
County for the Services will be coordinated through City staff and will be coordinated
with City program schedules.
4. The City shall work with the County to attempt to secure reasonable access to the
facilities owned and operated by organizations with which the City has joint use
agreements, including the YMCA, Roanoke Valley Swimming, Inc., and the Roanoke
City School Board. Use of these facilities by the County for the Services will be subject
to the limitations of any joint use agreement, as well as other limitations imposed by the
owners of such facilities.
5. The City shall provide transportation for participants from a location or locations
agreed to by the parties to any activity included in the Services, but in no event shall the
cost of such transportation exceed $615.00 per fiscal year, such amount to include driver
costs, such as meals and admissions for the driver. Scheduling of transportation will be
coordinated with the transportation needs of other City programs. The City further agrees
to allow the County to purchase additional hours of transportation from the City at a rate
equal to the City's direct costs for the transportation for use in the provision of the
Services. Such direct costs shall include the driver's wages, the driver's meals, mileage
at the applicable reimbursement rate in effect at the time the Services are performed, and
the driver's admissions to any facility. Scheduling of such transportation will be
coordinated with other City program schedules.
6. The City shall provide advertising space in Play, the City's program brochure, for
promoting the Services. The size and location of the advertisement shall be as agreed to
by both parties. The City shall put the County brand, as provided electronically, on
Memorandum of Understanding City and County 3-20-07
3
marketing pieces whenever the Services are promoted. The color brand shall be used
whenever the marketing pieces permit color to be used. Otherwise, the non-color brand
may be used in the marketing pieces. The size and location of the County brand in the
marketing pieces shall be agreed to by the parties.
7. City residents participating in the Services under this Agreement, and eligible for
financial assistance pursuant to the City's financial assistance criteria, shall be funded by
the City.
8. Within thirty (30) days of execution of this Agreement by both parties, the City shall
forward to the County $80,000 for Services provided for the period of July 1, 2006, to
June 30, 2007.
E. INSURANCE:
(a) Requirement of insurance. County shall, at its sole expense, obtain and
maintain during the life of this Memorandum of Understanding the insurance
policies and bonds required by this section. Any required insurance policies and
bonds shall be effective prior to the beginning of any work or other performance
by County under this Memorandum of Understanding. The following policies
and coverages are required:
(1) Commercial General Liability. Commercial general liability
insurance shall insure against all claims, loss, cost, damage, expense or liability
from loss of life or damage or injury to persons or property arising out of the
County's performance under this Memorandum of Understanding. The minimum
limits of liability for this coverage shall be $1,000,000.00 combined single limit
for anyone occurrence.
(2) Workers' Compensation. Workers' compensation insurance
covering County's statutory obligation under the laws of the Commonwealth of
Virginia and employer's liability insurance shall be maintained for all its
employees engaged in work under this Memorandum of Understanding.
Minimum limits of liability for employer's liability shall be one hundred thousand
dollars and no cents ($100,000.00) bodily injury by accident each occurrence; five
hundred thousand dollars and no cents ($500,000.00) bodily injury by disease
(policy limit); and one hundred thousand dollars and no cents ($100,000.00)
bodily injury by disease (each employee).
(3) Automobile Liability. The mInImUm limit of liability for
automobile liability insurance shall be $1,000,000.00 combined single limit
applicable to owned or non-owned vehicles used in the performance of any work
under this Memorandum of Understanding.
(b) Umbrella Coverage. The insurance coverages and amounts set
forth in subsections (1), (2), and (3) of this section may be met by an umbrella
Memorandum of Understanding City and County 3.20-07
4
liability policy following the form of the underlying primary coverage in a
minimum amount of $1,000,000.00. Should an umbrella liability insurance
coverage policy be used, such coverage shall be accompanied by a certificate of
endorsement stating that it applies to the specific policy numbers indicated for the
insurance providing the coverages required by subsections (1), (2), and (3), and it
is further agreed that such statement shall be made a part of the certificate of
insurance furnished by County to this City.
(c) Evidence of Insurance. All Insurance shall meet the following
requirements:
(1) Prior to execution of this Memorandum of
Understanding, County shall furnish the City a
certificate or certificates of insurance showing the
type, amount, effective dates and date of expiration
of the policies. Certificates of insurance shall
include any insurance deductibles. Such certificates
shall be attached to this Memorandum of
Understanding at the time of execution of this
Memorandum of Understanding and shall be
furnished in a timely fashion to demonstrate
continuous and uninterrupted coverage of all of the
required forms of insurance for the entire term of
this Memorandum of Understanding.
(2) The required certificate or certificates of insurance
shall include substantially the following statement:
A The insurance covered by this certificate shall not
be canceled or materially altered, except after thirty
(30) days written notice has been received by the
Risk Management Officer for the City of
Roanoke.@
(3) The required certificate or certificates of insurance
shall name the City of Roanoke, its officers,
employees, agents, volunteers and representatives
as additional insureds to the extent permitted by
law.
(4) Insurance coverage shall be in a form and with an
. insurance company approved by the City which
approval shall not be unreasonably withheld. Any
insurance company providing coverage under this
Memorandum of Understanding shall be authorized
to do business in the Commonwealth of Virginia.
Memorandum of Understanding City and County 3-20-07
5
(d) Ranges and Limits. At the end of five (5) years, the City shall have the
right to require increases in the amounts of insurance specified above. Any
adjustments shall bear a reasonable relation to any change in the cost of living or
cost of repair or replacement, as measured by changes in the consumer Price
Index of the United States Bureau of Labor Statistics applicable to the
Commonwealth of Virginia or comparable measure if the Consumer Price Index
is no longer being issued.
F. ADDITIONAL PROVISIONS:
1. This Memorandum of Understanding represents the entire agreement between the
parties and supersedes all prior negotiations, representations or agreements, either written
or oral. This Memorandum of Understanding shall not be amended or modified except
by written instrument signed by both parties.
2. The initial term of this Memorandum of Understanding shall be from January 1, 2007,
until June 30, 2008. This Memorandum of Understanding shall be renewed for up to four
(4) additional one-year terms thereafter, unless the Memorandum of Understanding is
sooner terminated. During or after the initial term, either party may terminate this
Memorandum of Understanding for cause or no cause with one year's notice, in writing,
due no later than June 30 of any term this Memorandum of Understanding is in force and
effect.
3. All funds for payments required of the City under this Memorandum of Understanding
are subject to the availability of an annual appropriation for this purpose by the City
Council of the City of Roanoke. In the event of nonappropriation of funds by the City
Council of the City of Roanoke for the Services provided under this Memorandum of
Understanding, this Memorandum of Understanding, without termination charge or other
liability of the City. shall be considered terminated on the last day of the then current
fiscal year or when the appropriation made for the then current year for the Services
covered by this Memorandum of Understanding is spent, whichever event occurs first. If
funds are not appropriated at any time for the continuance of .this Memorandum of
Understanding, cancellation will be accepted by the County on thirty (30) days prior
written notice, but failure to give such notice shall be of no effect and the City of
Roanoke shall not be obligated under this Memorandum of Understanding beyond the
date of termination.
4. The provisions of this Memorandum of Understanding are for the exclusive benefit of
the parties hereto and not for the benefit of any third person. nor shall this Memorandum
of Understanding be deemed to have conferred any rights, express or implied, upon any
third person unless otherwise expressly provided for herein.
Memorandum of Understanding City and County 3-20-07
6
IN WITNESS WHEREOF. the parties hereto have executed the same as of the
day and year first above written:
ATTEST:
CITY OF ROANOKE
By:
Darlene L. Burcham,
City Manager
Stephanie M. Moon. CMC
Acting City Clerk
ATTEST:
COUNTY OF ROANOKE
By:
By:
Elmer Hodge
Administrator
Approved as to Form:
Approved as to Execution:
Assistant City Attorney
Assistant City Attorney
Memorandum of Understanding City and County 3-20-07
7
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CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone, (540) 853-2541
Fa" (540) 853-1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON. CMC
City Clerk
May 8, 2007
File #60-70
CECELlA R. lYREE
Assistant Deputy City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Budget Ordinance No.3 7760-0S0707 to transfer funds
from the Capital Projects Fund Contingency to the Williamson Road Fire/EMS
Station Project, and amending and reordaining certain sections of the 2006-
2007 Capital Projects Fund Appropriations.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007, and is in full force
and effect upon its passage.
Sincerely,
~~'rn.~~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
pc: Darlene L. Burcham, City Manager
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Philip C. Schirmer, PE, LS, City Engineer
~s
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May. 2007.
No. 37760-050707.
AN ORDINANCE to transfer funding from the Capital Projects Fund Contingency
to the .Williamson Road Fire/EMS Station Project, amending and reordaining certain
sections of the 2006-2007 Capital Projects 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 2006-2007 Capital Projects Fund Appropriations be, and the same are
hereby, amended and reordained to read and provide as follows:
Appropriations
Capital Projects Fund Contingency
Appropriated from General Revenue
$
08-530-9575-9220
08-530-9681-9003
( 78,925)
78,925
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
-W~\rn' Jrttw
City C.lerk.
.+
dJ~
I A,
.
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fa" (540) 853-1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
File #60-70
CECELlA R. lYREE
Assistant Deputy City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37761-050707 authorizing the City
Manager's issuance and execution of additional amendments to the City's
contract with Cederquist Rodriguez Ripley, P. c., d/b/a Rodriguez Ripley
Maddux Motley for additional professional services for the Williamson Road Fire
Station Project.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7, 2007.
Sincerely,
-JHJ~ m. ~~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Philip C. Schirmer, PE, LS, City Engineer
X'
p,\l
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37761-050707.
A RESOLUTION authorizing the City Manager's issuance and execution of additional
Amendments to the City's contract with Cederquist Rodriguez Ripley, P.C., d/b/a Rodriguez
Ripley Maddux Motley (RRMM) for additional professional services for the Williamson Road
Fire Station Project.
BE IT RESOLVED by the Council of the City of Roanoke that:
. 1. The City Manager is hereby authorized, for and on behalf of the City, to issue and
execute such additional Amendments as may be necessary to the City's contract with Cederquist
Rodriguez Ripley, P.c., d/b/a Rodriguez Ripley Maddux Motley (RRMM) for additional
professional services for the Condition Assessment for the Williamson Road Fire Station Project,
all as more fully set forth in the City Manager's letter to this Council dated May 7, 2007.
2. The form of such Amendments shall be approved by the City Attorney.
3. Such Amendments will provide authorization for additions to the work, with an
increase in the amount of the contract and provided the total amount of such Amendments will
not exceed an additional $54,325, all as set forth in the above letter.
ATTEST:
~m.~
, City Clerk.
K:\My Documents\Susan Documents\Tegenkamp\Measures\Cederquist Rodreguez Ripley Contract Amendments,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
Fa" (540) 853-1138
City Web: www.roanokcva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice-Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Williamson Road Fire Station
(Fire/EMS Station #5), Amendment
to Architect's Contract and
Additional Funding
Background:
Staff has met with the City Council on two occasions to discuss costs and
design issues associated with the Williamson Road Fire Station.
During the December 18, 2006, meeting, staff advised that the initial cost
estimate for the station was $111,683 over the established budget, and that the
Fire Headquarters building contingency funds would be available to make up
most of this difference. Staff also provided Council with construction cost
information to provide full brick elevations ($30,000) and longer apparatus
bays ($120,000), as desired by the Planning Commission.
On February 20, 2007, Council was given information pertaining to the U.S.
Green Building Council's (USGBC) "Leadership in Energy and Environmental
Design" program (LEED). Staff indicated the desire to make the Williamson Road
Fire Station the City's first LEED certified project, and presented information to
support this action. There is a growing movement in state and local
government construction to incorporate these energy-saving and
environmentally-conscious design standards in order to reduce operating costs
and improve indoor environments.
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
Staff has worked closely with Cederquist Rodriguez Ripley, P.c., d/b/a
Rodriguez Ripley Maddux Motley (RRMM), the project architect, to identify the
points within the LEED program which it will attempt to earn, and costs for the
required additional professional services. The additional fees are as follows:
- LEED registration fees $ 3,500
- AlE Design and Documentation (professional services) $54,32S
- Commissioning the building systems during and after construction
$21.100
$78,92S
Amendments to the Architect's contract are needed to pay for the additional
professional services. The cost for such additional services is $54,325, based
on negotiated fees. Council authorization is needed because such additional
services, when combined with prior amendments, exceed the greater of 25% of
the original contract amount or $SO,OOO, as provided by the City Charter.
Funding of the increased design cost was recommended to be provided from
the Capital Improvement Reserve Contingency.
We anticipate additional building costs for this LEED building to be in the 5-10%
range. The Architect has been directed to complete design development
documents for the project so that increased construction costs can be
confirmed. We will advise the City Council of the additional construction costs
once they are finalized.
Recommended Action:
Authorize the City Manager to execute additional amendments with RRMM in an
amount not to exceed an additional $S4,325 for additional design services
related to the LEED certification of the Williamson Road Fire Station. The
remaining requested funds will be used for the Commissioning process and
registration fees.
Adopt the accompanying budget ordinance to transfer funding in the amount of
$78,925 from Capital Projects Contingency (08-530-9575-9220) to the Fire/EMS
Station #5 account (08-S30-9681).
Respectfully submitted,
Darlene L. B rcham
City Manager
DLB/BDL/dps
Honorable Mayor and Members of City Council
May 7,2007
Page 3
c: Stephanie M. Moon, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Philip C. Schirmer, PE, LS, City Engineer
R. Brian Townsend, Agent, City Planning Commission
CM07-00067
.p~
.I~,.A'"
.,. ..
~'...j.' ~!f-
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 240] ]-1536
Telephone: (540) 853-2541
. FaX' (540) 853-1145
E-mail: c\erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
CECELlA R. lYREE
Assistant Deputy City Clerk
File #60-516
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 37762-050707 authorizing the City
Manager's issuance and execution of additional amendments to the City's
contract with Sutton-Kennerly & Associates, Inc., for additional professional
services for the Condition Assessment for the Market Garage Project.
The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, May 7,2007.
Sincerely,
~~"rt\.~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Attachment
pc: .Jesse A. Hall, Director of Finance
R. Brian Townsend, Acting Assistant City Manager for Community
Development
Sherman M. Stovall, Director, Office of Management and Budget
Robert K. Bengtson, PE, Director of Public Works
Deborah J. Moses, Director, Hotel Roanoke Conference Center
Philip C. Schirmer, PE, LS, City Engineer
Sharon T. Gentry, Manager, Purchasing
/.#;-(.
/'
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of May, 2007.
No. 37762-050707.
A RESOLUTION authorizing the City Manager's issuance and execution of additional
Amendments to the City's contract with Sutton-Kennerly & Associates, Inc., for additional
professional services for the Condition Assessment for the Market Garage Project.
BE IT RESOLVED by the Council of the City of Roanoke that:
I. The City Manager is hereby authorized, for and on behalf of the City, to issue and
execute such additional Amendments as may be necessary to the City's contract with Sutton-
Kennerly & Associates, Inc., for additional professional services for the Condition Assessment
for the Market Garage Project, all as more fully set forth in the City Manager's letter to this
Council dated May 7, 2007.
2. The form of such Amendments shall be approved by the City Attorney.
3. Such Amendments will provide authorization for additions to the work, with an
increase in the amount of the contract and provided the total amount of such Amendments will
not exceed an additional $146,000, all as set forth in the above letter.
ATTEST:
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City Clerk.
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K:\My Documents\Susan Documents\Tegenkamp\Measures\Sutton-Kennerly Contract Amendments.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
Fa" (540) 853-1138
City Web: www.roanokeva.gov
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice-Mayor
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wish neff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: Condition Assessment of Fac;:ade
Market Garage - Amendment to
Engineer's Contract
Background:
In late May 2006, the structural engineering firm of Sutton-Kennerly &
Associates, Inc. ("SKA"), Greensboro, North Carolina, was retained by the City to
perform a broad assessment and evaluation of the brick fac;:ade of the Market
Garage (formerly the Century Station Parking Deck) located at 25 East Church
Avenue. (This assessment was ultimately referred to as the "Phase I Condition
Assessment.") The field work was completed in early June and the findings of
the study were furnished in a final written report dated June 9, 2006. That
report recommended that all of the brick on the building be immediately
removed, that the precast concrete panels (to include the structural
connections), be inspected and evaluated. At that time, the City also took
immediate steps to have protective safety barriers erected at all entrances and
exits to and from the garage.
. -- ',_ -i. ;.,
In addition to recommendin-gthatthefac;:ade of Market Garage be immediately
removed, the initial report also clearly reflected the need for further services
from a consultant familiar with building construction, espeCially masonry work
and the installation of precast concrete panels. Given its background, the
visible demonstration of its experience with this type of work, and its familiarity
with the Market Garage, SKA was selected to provide what was called the "Phase
II Condition Assessment" of the building fac;:ade. This situation was declared to
Honorable Mayor and Members of City Council
May 7, 2007
Page 2
be an emergency and documented as such in a "Notice of Emergency Award"
letter. Under the emergency declaration, the services required of SKA under the
Phase II assessment included the review of face brick and anchors removed
from the building, and the documentation of the precast panels installed on
the fa~ade, to include the inspection of connections between those panels and
the structural cast-in-place concrete frame as they were opened up and exposed
by the contractor retained to perform the brick demolition work (that contractor
being Alan L. Amos, Inc.). Given the nature of the demolition work, the
consultant was prepared to make recommendations for repairs to any suspect
connections, or if necessary the removal of any suspect panel(s). The firm was
directed to start its work on June 14; the actual demolition work of the far;ade
started on June 19.
Subsequent to the declaration of the emergency, the City executed a "Contract
for Consultant Services" for the "Phase II Condition Assessment, Market
Garage," dated June 14, 2006, with SKA for $42,500. The contract included
language for a "roll-over" provision for all additional services needed to develop
bid documents to make repairs to the precast connections, to replace the brick
fa~ade, to restore the site to its pre-demolition condition, and such other
services that might be needed to repair and otherwise correct deficiencies
found with the garage. Under the Contract, SKA was required to issue a report
summarizing the results of its findings, and to provide recommendations
addressing repairs to the precast wall panels of the garage.
Based on visual evidence opened up as part of the brick demolition work, and
SKA's on-going field assessment, issues were raised about the structural post-
tensioning ("PT") system and protective barrier cable system found at the
garage. Thus, on September 19, 2006, SKA was directed to evaluate the
tendon ends and barrier cable system. That evaluation was titled "Condition
Assessment of Fa~ade, Phase 111."
On October 10, 2006, SKA was asked to perform a cursory structural analysis of
the existing concrete structure, as designed, to determine if the structure is
capable of supporting code-mandated dead and live loads associated with
adding three levels of residential housing and/or a mixed-use occupancy of
residential and commercial.
SKA prepared and submitted a final report, titled "Condition Assessment and
Evaluation, Market Garage," dated November 17, 2006, that outlined all of the
work performed under Phase I through Phase IV, and set forth three options to
make all necessary repairs and to replace the building's far;ade. A summary of
the assessment and evaluation and the recommendations made in the report
was presented to City Council on November 6, 2006.
In late November, SKA was directed to proceed with preparation of a document
package that would address two major items that were identified in the final
report - first, repairs to the tendon pockets of the post-tensioning system, and
Honorable Mayor and Members of City Council
May 7, 2007
Page 3
second, replacement of the building's barrier cable system. SKA was directed
to proceed with the work required to remedy these items.
In December 2006, SKA was asked to provide construction phase services
consisting of special inspections as part of an effort to stabilize (16) existing
precast concrete panels located above or adjacent to vehicular and pedestrian
entrances to and exits from the garage. Therefore, as part of its Phase III
services, SKA prepared a document package that addressed repairs to the
connections of those sixteen panels.
The total amount needed for the services of SKA as set forth above, both in the
past and for continued work to complete such services, is expected to total an
additional $146,000. Since this amount exceeds the greater of 25% of the
original contract amount or $50,000, City Council approval is needed to pay for
such services, in accordance with the City Charter.
Funding for the additional services of SKA is available in capital account project
number 07-540-8258, "Market Garage Repairs."
Recommended Action:
Authorize the City Manager to execute additional amendments, approved as to
form by the City Attorney, to the City's contract with Sutton-Kennerly &
Associates, Inc. in an amount up to $146,000 for additional professional
services needed in order to complete the project.
Respectfully submitted,
Darlene L. B cham
City Manager
DLB/CMA/dps
c: William M. Hackworth, City Attorney
Stephanie M. Moon, City Clerk
Jesse A. Hall, Director of Finance
Robert K. Bengtson, PE, Director of Public Works
Sharon T. Gentry, Manager, Purchasing
Deborah J. Moses, Hotel Roanoke Conference Center Director
Philip Schirmer, PE, LS, City Engineer
Sherman M. Stovall, Director of Management and Budget
R. Brian Townsend, Acting Asst. City Manager for Community Dev.
CM07-00066
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: allll_shawver@ci.roanoke.va.us
JESSE A. HALL
Director of Finance
email:jesseJlall@ci.roanoke.va.us
May 7, 2007
Honorable C. Nelson Harris, Mayor
Honorable David B. Trinkle, Vice Mayor
Honorable Alfred T. Dowe, Jr., Council Mem ber
Honorable Beverly T. Fitzpatrick, Jr., Council Member
Honorable Sherman P. Lea, Council Member
Honorable Gwendolyn W. Mason, Council Member
Honorable Brian J. Wishneff, Council Member
Dear Mayor Harris and Members of City Council:
Subject: March Financial Report
Attached is the monthly financial report through March, with discussion of revenue
and expenditure trends for the first nine months of the fiscal year. In general, the
overall economy is still exhibiting reasonable growth, as well as our local economy,
as evidenced by the growth in our local business taxes. Although the due date for
our business license tax was March 1, the bulk of 'collections was received in
February. There were no other major tax due dates in March. The next major tax
due dates for the remainder of the fiscal year are April 5 for the second installment
of real estate and May 31 for personal property.
Comments on revenue and expenditure trends are a follows:
Revenues
Roanoke's fiscal year 2007 adopted budget anticipates revenue growth of 7.1 %.
General Fund revenues grew 7.3% through March. Most revenues are growing as
anticipated. Detailed comments on budgetary variances for our major revenues are
addressed as follows:
General Property Taxes increased 9.0% due in part to a large Machinery and Tools
tax delinquent billing processed in the current fiscal year. This particular account
Honorable Mayor and Members of Council
May 7,2007
Page 2
was billed and accrued for approximately $1.9 million. The account was collected
in March for an adjusted amount of approximately $887,000. An exoneration was
made during March for the difference between the amount billed and the amount
collected. Real Estate Tax revenue also contributes to the increase due to growth
in real estate reassessments and new construction. The first semi-annual
installment of the real estate tax was due October 5, with a second payment due
April 5, 2007. This tax is expected to grow by approximately 7.6% in FY 2007, and
actual growth met this expectation for the first nine months of the fiscal year.
Other Local Taxes increased 2.6% in the current fiscal year. The Business,
Professional, and Occupational License tax (BPOL) was due March 1. Revenues
from the tax as of March 31, 2007 are above the FY07 total adopted estimate, and
are slightly higher than this time last year. Also contributing to growth in this
category of taxes is the Cigarette Tax due to the rate increase from 27 cents to 54
cents per twenty pack effective July 1, 2006. While this tax rate has produced
growth compared to prior years, it has not performed as well as anticipated and
will underperform the revenue estimate. Sales tax is performing well on a year-to-
date basis, and is exceeding projections. Sales tax growth through March totaled
7.5% compared to the same period during FY06. Also adding to the growth in
this category are increases in both Prepared Food and Beverage and Transient
Occupancy tax revenues of 5.2% and 6.4%, respectively. Conversely, there has
been a decrease in the Telecommunications Revenues due to the timing of the first
receipt under the new program. The new Telecommunications Tax went into effect
January 1, 2007. However, the first distribution to localities occurred in March.
Collections of the new tax statewide are lower than anticipated. The Virginia
Department of Taxation will be auditing the implementation process. This new tax
was intended to be revenue neutral relative to the taxes it replaced.
Fines and Forfeitures increased 8.1 % due in part to an increase in Collection Fees
revenue. Higher revenue from General District Court fines due to an increased case
load also contributed to the variance.
Revenue from the Use of Money and Property increased 65.2% due in part to a
timing difference in the collection of Health Department rent and several leases
being re-established at higher renewal rates. In addition, the City is benefiting
from higher interest rates.
Grants-in-Aid Commonwealth grew 11.3% in part due to a timing difference in the
collection of personal property tax relief revenues. Also contributing to the
Honorable Mayor and Members of Council
May 7,2007
Page 3
increase are reimbursements to fund the costs of constitutional officers, AFDC
Foster Care revenues, and funding for law enforcement through HB 599. These
revenues have grown as expected based on state budgetary data.
Miscellaneous Revenue increased 8.2% in the current fiscal year primarily due to
the collection of larger purchasing card rebates than in prior years.
Expenditures
General Fund obligations as a whole increased 7.8%. The FY07 expenditure budget
includes funding of approximately $1.2 million to cover contracts and purchase
orders made during FY06 but not paid by the end of that year. City Council
approved re-appropriation of this funding when adopting the General Fund budget
in May. Additionally, General Fund expenditures of all departments are affected by
a 4% pay raise effective July 1, 2006. Other than these items, which affect most
categories of expenditures, variances between FY06 and FY07 are addressed as
follows:
Judicial Administration expenditures increased J 3.5% due in part to an increase in
the number of juveniles housed at the Roanoke Valley Juvenile Detention Center in
the current fiscal year.
Public Safety expenditures increased 8.6% due to the aforementioned pay raise, as
well as an increase in the cost of prison health care services and food.
Health and Welfare expenditures increased 10.3% primarily due to higher foster
care and special needs adoption expenditures as a result of a higher rate of child
placement.
Parks, Recreation, and Cultural expenditures grew 12.1 % due in part to the
aforementioned pay raise. An increase in workers compensation expenditures as
well as a professional contract for accreditation also contributed to the variance.
Transfer to Debt Service Fund expenditures increased 7.2% primarily as a result
of the Series 2006 A & B general obligation bond issuances. Debt payments for
these series commenced in the current year.
Nondepartmental expenditures increased 29.8% due to an increase in the amount
of undesignated fund balance transferred to the Capital Projects, Civic Facilities,
Honorable Mayor and Members of Council
May 7,2007
Page 4
Market Building, and Grant funds. These transfers fluctuate from year to year
based on the needs of each fund and availability of fund balance.
Sincerely,
!)~A,N4
Jesse A. Hall
Director of Finance
JAH:LCVC:ca
Attachments
c: Darlene L. Burcham, City Manager
William M. Hackworth, City Attorney
Stephanie M. Moon, City Clerk
James Grigsby, Assistant City Manager
R. Brian Townsend, Acting Assistant City Manager
Sherman M. Stovall, Director of Management and Budget
CITY OF ROANOKE, VIRGINIA
REPORT OF CITY MANAGER TRANSFERS
MARCH 31, 2007
Transfer
Number Date Explanation From To Amount
CMT06-00175 07/25/06 Office Space for Art Coordinator Contingency - General Economic Development
and Special Projects Coordinator Fund $ 15,796
CMT06-00195 08/08/06 Re-assignment of Responsibility Transportation - Building Maintenance
for Fire Alarm System Engineering and
Maintenance Operations 26,057
CMT06-00202 08/30/06 Vehicle Replacement Jail Fleet Management _
Nonoperating 15,000
CMT06-00204 09/08/06 Additional Funding for South Capital Reserve - South Jefferson Redevelopment
Jefferson Redevelopment Economic Development Project
(Riverside Centre Project) 13,726
CMT06-DD220 09129106 Additional Funding for Contingency - Capital Amphitheater Market Demand
Amphitheater Market Demand Projects Fund Sludy
Sludy 14,400
CMT06-00223 11/09106 Additional Funding for the Weed Contingency - General Housing and Neighborhood
and Trash Abatement Program Fund Service 37,210
CMT06-00231 11/17/06 Transfer of Emergency Emergency Fire/EMS
Management Unit to Fire/EMS Management 36,093
CMT06-00240 12/21/06 Re-assignment of Library Custodial Library
Cleaning Contract Services/Building
Maintenance 54.560
CMT06-00255 12/27/06 Funding for Raleigh Court Civic Contingency - General Arts Festival
League Roanoke Memories Fund
Project 15,000
CMT07-00009 01/17/07 Conference Room Furniture Contingency - General City Manager
Fund 14,930
CMT07-00015 02/02/07 City-Schools Study of Finance Contingency - General Department of Finance
and Purchasing Fund 29,505
CMT07-00024 02/01/07 Golf Tournament Funds for Dare Mini Grantsl Donation & Sheriff
Program Jail 10,188
CMT07-00042 03/13/07 Amphitheater Site Study Capital Project Amphitheater Market Demand
Contingency Study 20,100
Notes:
Under City Code section 2-121, the City Manager has authority to m~ke transfers up to $75,000 between departments from
July through March and in any amount from April to June. The City Manager has the authority to make unlimited transfers
within departments. The scope of this report is limited to interdepartment transfers that are $10,000 or greater.
CITY OF ROANOKE, VIRGINIA
REPORT OF CITY MANAGER CONTINGENCY
MARCH 31, 2007
Transfer
Number
Date
Explanation
To
Amount
Balance of Contingency at July 1, 2006
$ 857,354
Continaency Transfers:
CMT06-00175 07/25/06 Office Space for Art Coordinator
and Special Projects Coordinator
Economic Development
(15,796)
CMT06-00215 09/15/06 Balance Budget Between Transfer
to Parking Fund and Transfer from
General Fund for 8 Jefferson Place
Parking Fund
450
BO 37523 11/15106 Local Match for FY07 Victim Grant Fund (1,287)
Witness Grant
CMT06-00226 11/01/06 Feral Cat Committee Publication City Manager (1,250)
CMT06-00235 11/08/06 One-time Audit of the City's Municipal Auditing (3,500)
Telecommunications Taxes and
Fees
CMT06-00223 11/09106 Weed and Trash Abatement Housing and Neighborhood Services (37,210)
Program
CMT06-00255 12/27/06 Raleigh Court Civic League Arts Festival, Economic (23,231)
Roanoke Memories Project, Local Development, Planning and Building
Share of the Department of Historic Development
Resources Costs, Payment to
Airport Commission for Use of the
Countryside Fly Over Zone.
CMT07 -00009 01/17/07 Conference Room Furniture City Manager (14,930)
CMT07-00015 02102/07 City-Schools Study of Finance and Department of Finance (29,505)
Purchasing
Available Contingency at March 31, 2007 $ 731,095
2
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
STATEMENT OF REVENUE
Year to Date for the Period
Revenue Source
General Property Taxes
Other Local Taxes
Permits, Fees and Licenses
Fines and Forfeitures
Revenue from Use of Money and Property
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Internal Services
Miscellaneous Revenue
Total
July 1 - March 31
2005-2006
S 54.944,890
46,669,314
892.539
1,096.368
789,885
33,129,031
19,384
6,329,339
2.008,218
421,629
$ 146,300,597
July 1 - March 31
2006-2007
$ 59.862,718
47,888,925
853,942
1.184,660
1,305.236
36,887,533
6,497.845
2,092,246
456,181
$ 157,029,286
Current Fiscal Year
Percent of
Revenue
Estimate
Received
65.9%
68.5%
69.1%
92.0%
189.4%
57,8%
0.0%
75.7%
74.6%
72.5%
65.5%
Percentage
of Change
9.0 % $
2.6 %
-4.3 \>/0
8.1 %
65.2 %
11.3 %
0.0 %
2.7 %
4.2 %
8.2 %
7.3 %
Revised
Revenue
Estimates
90.878,000
69,936,000
1,236,000
1.287,000
689,000
63,842,645
38.000
8,581,035
2.803,000
629,000
$ 239,919,680
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Year to Date for the Period
Percent of
July 1 . March 31 July 1 - March 31 Percentage Unencumbered Revised Budget
Expenditures 2005-2006 2006-2007 of Change Balance Appropriations Obligated
General Government S 8,877,551 S 9,281,277 4.5 % $ 3,521,205 S 12,802.482 72,5%
Judicial Administration 4,956,633 5,628,188 13.5 % 2,026,398 7,654,586 73.5%
Public Safety 42,255.675 45.891,566 8.6 % 14.396.331 60,287.897 76.1%
Public Works 17,754.244 18.303,494 31 % 6,702.736 25,006,230 73,2%
Health and Welfare 23.615,492 26,044,585 10.3 % 8,388,804 34.433.389 75.6%
Parks. Recreation and Cultural 7.214.754 8,088,568 12.1 % 2.782,359 10.870,927 74.4%
Community Development 4,533,485 4.633,202 2,2 % 1,494,760 6,127,962 75.6%
'Transfer to Debt Service Fund 17,634.793 18.909,477 7.2 % 333,095 19,242,572 98.3%
'Transfer to School Fund 42,201,655 44,316,474 5.0 % 15.352,569 59,669,043 74.3%
Nondepartmental 5,489.388 7,127.941 29,8 % 2,991,820 10,119,761 70.4%
Total $ 174,533,670 $ 188,224,772 7.8 % $ 57,990,077 $ 246,214,849 76.4%
3
Current Fiscal Year
CITY OF ROANOkE, VIRGINIA
SCHOOL FUND STATEMENT OF REVENUE
Year to Date for the Period
42.201,655
$ 88,467,722
July 1 ~ March 31
2006-2007
$ 6,957,630
41,991,953
90,198
1,591,936
(34,109)
43,316,474
$ 93,914,082
Percentage
of Channe
0.45 %
10.16 %
~6.85 %
40.89 %
%
2.64 %
6.16 %
Revised
Revenue
Estimates
$ 13,447,973
58.229,837
142,600
2,632,500
25.000
58,699,270
$ 133,177,080
Current Fiscal Year
Percent of
Revenue
Estimate
Received
51.74 %
72.11 %
63.30 %
60.47 %
-136.44 %
73.79 %
70.52 %
Revenue Source
State Safes Tax
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Govemment
Charges for Services
Interest On Investments
Transfer from Other Funds
Total
July 1 . March 31
2005.2006
$ 6,926,457
38,112,841
96,826
1,129,943
SCHOOL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Year to Date for the Period
Current Fiscal Year
Percent of
July 1 . March 31 July 1 - March 31 Percentage Unencumbered Revised Budget
EXDenditures 2005-2006 2006-2007 of Change Balance Appropriations Obligated
Instruction $ 64,889,956 $ 67,820,764 4.52 % $ 29,603,062 $ 97.423,826 69,61 %
General Support 4,352,608 4,726,983 8.60 % 1,932,947 6,659,930 70,98 %
Transportation 4,268,618 4,205,870 -1.47 % 2,288,816 6.494,686 64,76 %
Operation and
Maintenance of Plant 9,698,502 11,666,449 20.29 % 2,388,599 14,055,048 83.01 %
Facilities 2,665,487 143,072 -94.63 % 1,219,948 1,363,020 10.50 %
Other Uses of Funds 6,701,809 7,901,567 17,90 % 79,205 7,980,772 99,01 %
Total $ 92,576,960 $ 96,464,705 4.20 % $ 37,512,577 $ 133,977,262 72.00 %
4
CITY OF ROANOKE, VIRGINIA
CIVIC FACILITIES FUND
COMPARATIVE INCOME STATEMENT
FOR THE NINE MONTHS ENDING MARCH 31, 2007
FY 2007 FY 2006
Operating Revenues
Rentals $ 466,535 $ 571,540
Event Expenses 175,738 132,414
Display Advertising 81,336 102,003
Admissions Tax 245,725 356,936
Electrical Fees 14,918 7,635
Novelty Fees 38,965 84,001
Facility Surcharge 189,171 225,274
Charge Card Fees 47,419 61,221
Commissions 26,644 40,282
Catering/Concessions 634,289 856,651
Other 425 6,114
Total Operating Revenues 1,921,165 2,444,071
Operating Expenses
Personal Services 1,536,582 1,540,984
Operating Expenses 1,317,757 1,547,327
Depreciation 390,411 411,334
Total Operating Expenses 3,244,750 3,499,645
Operating Loss (1,323,585) (1,055,574)
Nonoperating Revenues/(Expenses)
Interest on Investments 28,608 41 ,766
Transfer from General Fund 1,553,994 809,625
Transfer from General Fund - Victory Stadium 125,841
Transfer to Debt Service Fund (63,369) (64,869)
Interest and Fiscal Charges (70,400) (70,457)
Arena Ventures Contractual Penalties 133,585
Viper Hockey Performance Bond 65,254
Miscellaneous 7,205 3,230
Net Nonoperating Revenues 1,521,292 978,721
Net Income/(Loss) $ 197,707 $ (76,853)
5
CITY OF ROANOKE, VIRGINIA
PARKING FUND
COMPARATIVE INCOME STATEMENT
FOR THE NINE MONTHS ENDING MARCH 31, 2007
FY 2007 FY 2006
Operating Revenues
Market Garage $ 285,095 $ 308,228
Elmwood Park Garage 390,891 395,965
Center in the Square Garage 164,419 162,815
Church Avenue Garage 476,615 491,903
Tower Garage 365,007 363,615
Gainsboro Garage 86,542 90,779
Williamson Lot 59,932 62,851
Norfolk Avenue Lot 15,673
Higher Ed Center Lot 38,710 35,979
Market Lot 23,633 38,000
Elmwood Lot 60,812 60,420
Warehouse Row Lot 22,326 19,283
West Church/YMCA Lots 19,703 22,913
Total Operating Revenues 1,993,685 2,068,424
Operating Expenses
Operating Expenses 819,000 853,190
Depreciation 424,071 430,359
Total Operating Expenses 1,243,071 1,283,549
Operating Income 750,614 784,875
Nonoperating Revenues (Expenses)
Interest on Investments 102,346 64,343
Miscellaneous 43,997
Interest and Fiscal Charges (210,751) (225,121)
Net Nonoperating Expenses (64,408) (160,778)
Net Income $ 686,206 $ 624,097
6
CITY OF ROANOKE, VIRGINIA
MARKET BUILDING FUND
COMPARATIVE INCOME STATEMENT
FOR THE NINE MONTHS ENDING MARCH 31, 2007
FY 2007 FY 2006
Operating Revenues
Retail Space Rental $ 199,414 $ 207,683
Total Operating Revenues 199,414 207,683
Operating Expenses
Operating Expense 210,387 224,157
Depreciation 7,722 5,785
Total Operating Expenses 218,109 229,942
Operating Loss (18,695) (22,259)
Nonoperating Revenues
I nterest on Investments 16,825 2,708
Transfer from Capital Projects Fund 474,300
Transfer from General Fund 280,500 17,500
Miscellaneous 130
Total Nonoperating Revenues 771,625 20,338
Net Income/(Loss) $ 752,930 $ (1,921)
7
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED MARCH 31, 2007
TO THE DIRECTOR OF FINANCE:
GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA
FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED MARCH 31,2007.
CONSOLIDATED FUNDS
BALANCE AT
FEB 28, 2007
$70,325,465.59
DISBURSEMENTS
$34,776,509.97
RECEIPTS
$49,579,34967
CERTIFICATE
BALANCE AT
MAR 31, 2007
$85,128,305.29
I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY
TO THE CITY OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF
FOR THE MONTH ENDING MARCH 31, 2007. THAT SAID FOREGOING:
CASH
CASH IN tiAND
CASH IN BANK
INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS:
COMMERCIAL HIGH PERFORMANCE MONEY MARKET
COMMERCIAL PAPER
LOCAL GOVERNMENT INVESTMENT POOL
MONEY MANAGEMENT ACCOUNT
U. S. AGENCIES
VIRGINIA AIM PROGRAM (U. S. SECURITIES)
VIRGINIA SNAP PROGRAM (U. S. SECURITIES)
TOTAL
$1,959,362.99
1,509,373.72
800,000.00
1,460,896.46
29,653,677 .25
10,473,095.33
16,500,000.00
15,411,374.59
7,360,524.95
$85,128,305.29
APRIL 24, 2007
8
BALANCE AT
MAR 31, 2006
$108,213,557.91
CITY OF ROANOKE PENSION PLAN
STATEMENT OF CHANGES IN PLAN NET ASSETS
FOR THE NINE MONTHS ENDED MARCH 31,2007
FY 2007 FY 2006
Additions:
Employer Contributions $ 7,842,311 $ 6,297,098
Investment Income
Net Appreciation in Fair Value of Investments 28,549,141 27,354,682
Interest and Dividend Income 9,876,884 3,974,189
Total Investment Income 38,426,025 31,328,871
Less I nvestment Expense 223,698 233,605
Net Investment Income 38,202,327 31,095,266
Total Additions $ 46,044,638 $ 37,392,364
Deductions
Benefits Paid to Participants
Administrative Expenses
Total Deductions
$ 17,521,349
317,046
$ 17,838,395
$ 16,210,655
309,064
$ 16,519,719
Net Increase
28,206,243
20,872,645
Net Assets Held in Trust for Pension Benefits:
Fund Balance July 1
Fund Balance March 31
334,232,043
$ 362.438,286
318,675,367
$ 339,548,012
9
CITY OF ROANOKE PENSION PLAN
BALANCE SHEET
MARCH 31, 2007
FY 2007 FY 2006
Assets
Cash $ 825,140 $ 525,319
Investments, at Fair Value 363,587,664 340,887,966
Due from Other Funds 1,272 1,431
Total Assets $ 364,414,076 $ 341,414,716
Liabilities and Fund Balance
Liabilities:
Due to Other Funds
Accounts Payable
$ 1,975,224
566
$ 1,862,003
4,701
Total Liabilities
1,975,790
1,866,704
Fund Balance:
Fund Balance, July 1
Net Gain - Year to Date
334,232,043
28,206,243
318,675,367
20,872,645
Total Fund Balance
362,438,286
339,548,012
Total Liabilities and Fund Balance
$ 364,414,076
$ 341,414,716
10
~. ':,'.~'~'.,
..
~'..) ;/,rj:
~
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011'1536
Telephone: (540) 853-2541
Fax: (540) 853.1145
E-mail: c1erk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
CECELIA R. TYREE
Assistant Deputy City Clerk
File #1 S-ll 0-249
Mr. William D. Bestpitch
381 Washington Avenue, S. W.
Roanoke, Virginia 24016
Dear Mr. Bestpitch:
At a regular meeting of the Council of the City of Roanoke held on Monday, May 7,
2007, you were appointed as a member of the Architectural Review Board, to fill
the unexpired term of Lora J. Katz ending October 1, 2010.
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 (l9S0), as amended, I am enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be
provided with a copy within two weeks of your appointment and each appointee is
required "to read and become familiar with provisions of the Act."
Mr. William D. Bestpitch
. May 8, 2007
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
Architectural Review Board.
Sincerely,
J;NJ~ 'r<\. hjO~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Enclosures
pc: Candice Martin, Secretary, Architectural Review Board
Sheila N. Hartman, Deputy City Clerk
COMMONWEALTH OF VIRGINIA
)
) To-wit:
)
CITY OF ROANOKE
I, Stephanie M. Moon, 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 seventh day of May 2007, WILLIAM D.
BESTPITCH was appointed as a member ofthe Architectural Review Board; to fill
the unexpired term of Lora J. Katz ending October 1, 2010.
Given under my hand and the Seal of the City of Roanoke this eighth day of
May 2007.
~D":t."'rn.~~
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax, (540) 853-1145
E-mail: derk@roanokeva.gov
SHEILA N. HARTMAN
Deputy City Clerk
STEPHANIE M. MOON, CMC
City Clerk
May 8, 2007
File #15-110-178
CECELIA R. TYREE
Assistant Deputy City Clerk
Mr. Jason L. Moore
4610 Trevino Drive, N. W.
Roanoke, Virginia 24019
Dear Mr. Moore:
At a regular meeting of the Council of the City of Roanoke held on Monday, May 7,
2007, you were appointed as a member of the Fair Housing Board for a term
ending March 31, 2010.
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 4S6 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 enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be
provided with a copy within two weeks of your appointment and each appointee is
required "to read and become familiar with provisions of the Act."
Mr. Jason L. Moore
May 8, 2007
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
Fair Housing Board.
Sincerely,
~rr,.~~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Enclosures
pc: Angie Williamson, Secretary, Fair Housing Board
Sheila N. Hartman, Deputy City Clerk
COMMONWEALTH OF VIRGINIA
)
) To-wit:
)
CITY OF ROANOKE
I, Stephanie M. Moon, 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 seventh day of May 2007, JASON l.
MOORE was appointed as a member of the Fair Housing Board for a term ending
March 31, 2010.
Given under my hand and the Seal of the City of Roanoke this eighth day of
May 2007.
~)n.~~
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fa" (540) 853-1145
E-mail: derk@roanokeva.gov
SHEILA N. HARTMAN
Assistant City Clerk
STEPHANIE M. MOON, CMC
Acting City Clerk
May 8, 2007
CECELIA R. TYREE
Assistant Deputy City Clerk
File #15-110-230
Ms. Lucy H. Lee
515 Darwin Road, S. W.
Roanoke, Virginia 24014
Dear Ms. Lee:
At a regular meeting of the Council of the City of Roanoke held on Monday,
May 7, 2007, you were appointed as a member of the Roanoke Arts
Commission, to fill the unexpired term of Susannah Koerber ending June 30,
2009.
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 4S6 in the Noel C. Taylor
Municipal Building, 21 S Church Avenue, S. W., prior to serving in the capacity to
which you were appointed.
Pursuant to Section 2.2-3702, Code of Virginia (19S0), as amended, I am
enclosing copy of the Virginia Freedom of Information Act. The Act requires
that you be provided with a copy within two weeks of your appointment and
each member is required "to read and become familiar with provisions of the
Act."
K:\oath and leaving service\Arts Commission\Lucy H Lee oath.doc
Ms. Lucy H. Lee
May 8, 2007
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 Roanoke Arts Commission.
Sincerely,
~rn.h)o~
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Enclosures
pc: Wanda McGill, Secretary, Roanoke Arts Commission
Sheila N. Hartman, Deputy City Clerk
K:\oath and leaving service\Arts Commission\Lucy H Lee oath.doc
COMMONWEALTH OF VIRGINIA
)
) To-wit:
)
CITY OF ROANOKE
I, Stephanie M. Moon, 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 seventh day of May 2007, LUCY H.
LEE was appointed as a member of the Roanoke Arts Commission, to fill the
unexpired term of Susannah Koerber ending June 30, 2009.
Given under my hand and the Seal of the City of Roanoke this eighth day
of May 2007.
~ rn. hjOInv
City Clerk
K:\oath and leaving service\Arts Comrnission\Lucy H Lee oath.doc
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011.1536
Telephone: (540) 853-2541
Fax: (540) 853.1145
[.mail: clerk@roanokeva.gov
SHEILA N. HARTMAN
. Assistant City Clerk
STEPHANIE M. MOON, CMC
Acting City Clerk
CECELIA R. TYREE
Assistant Deputy City Clerk
May 8, 2007
File #1 5-110-304
Ms. Angela Holland
128 Hurst Avenue, N. E.
Roanoke, Virginia 24012
Dear Ms. Holland:
At a regular meeting of the Council of the City of Roanoke held on Monday,
May 7, 2007, you were appointed as a member of the Youth Services Citizen
Board, to fill the unexpired term of Juan Motley ending May 31, 2009.
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, 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
enclosing copy of the Virginia Freedom of Information Act. The Act requires
that you be provided with a copy within two weeks of your appointment and
each member is required "to read and become familiar with provisions of the
Act."
Ms. Angela Holland
May 8, 2007
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 Youth Services Citizen Board.
Sincerely,
JHf2~ 'rn. r:\o-.v
Stephanie M. Moon, CMC
City Clerk
SMM:ew
Enclosures
pc: Marion A. Vaughn-Howard, Superintendent, Youth Services Division, Parks
and Recreation Department
Sheila N. Hartman, Deputy City Clerk
COMMONWEALTH OF VIRGINIA)
)
CITY OF ROANOKE )
To-wit:
I, Stephanie M. Moon, 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 the Council of the City of Roanoke, which was held on the seventh
day of May 2007, ANGELA HOLLAND was appointed as a member of the Youth
Services Citizen Board, to fill the unexpired term of Juan Motley ending May 31,
2009.
Given under my hand and the Seal of the City of Roanoke this eighth day
of May 2007.
g~rn. ~
City Clerk
LEA
FISCAL YEAR 2007-2008
BUDGET STUDY
MAY 10, 2007
8:30 A.M.
ROOM 159
AGENDA
I. Call To Order - Roll Call (A quorum was present. Council
Member Dowe and Fitzpatrick were
late.
II. Opening Remarks. Mayor Harris.
III. Items Referred to Budget Study
a. Deer Management Program
b. Motor Vehicle Decal
IV. Other Items Targeted for Review
a. Parking Rate Adjustments
b. Capital Improvement Program Update
c. Retiree Pay Raise
d. Tax Rate Energy Efficient Buildings
e. School Resource Officer - Noel C. Taylor Academy
f. Other Items
V. Closing Comments. None.
VI. Adjournment.
L\CLERK\DATA\CKEWI\ACTION AGENqA\Action Agenda 07\May 07\2007-08 Budget Study Action Agenda.doc
THE CITY COUNCil Will MEET ON MAY 14, 2007, AT 2:00 P.M.,
IN THE CITY COUNCil CHAMBER, FOURTH FlOOR, NOEL C.
TAYLOR MUNICIPAL BUilDING, FOR THE PURPOSE OF ADOPTING
THE 2007-2008 FISCAL YEAR BUDGET FOR THE CITY OF
ROANOKE.
L:\CLERK\DATA\CKEWl\ACTlON AGEN~\Action Agenda 07\May 07\2007-08 Budget Study Action Agenda.doc
~
Fiscal Year 2007-08
City Council Budget Study
,
,
\,
Budget Study Agenda
,
'-
. Referred To' Budget Study
. Deer Management Program
. Motor Vehicle Decal
· Other Items Targeted For Review
. Parking Rate Adjustments
. Capital Improvement Program Update
. Retiree Pay Raise
. Tax Rate Energy Efficient Buildings
. School Resource Officer - Noel C. Taylor Academy
. Other Miscellaneous Items
2
1
Deer Management
Background
. FY 2003-04
. Used retired police officers to provide deer culling
services and contractor for processing
. FY 2004-05
. Contracted with external vendors (White Buffalo,
USDA, and Lost Arrow Fish Farm) to provide deer
culling and meat processing
. FY 2005-06
. Contracted with USDA to provide deer culling and
meat processing
3
FY FY FY
2003-04 2004-05 2005-06
Culling $15,284 $57,886 --.._-
Processing 7,845 7,560 -----
Total $23,129 $65,446 $44,945
Deer Culled 109 217 110
Average $212.19 $301.59 $408.59
Cost
Per Deer
Deer Management
Note:
In FY 2003-04, program did not get underway until late November 2003
In FY 2006, USDA did culling and processing
4
2
Elimination of Motor Vehicle Decal
. Recommendation:
. Continue to impose a motor vehicle license tax but
eliminate the use of decals
. Simplify current tax structure by amending the
code to reduce the number of classes of vehicles
. Effective with 2008 tax year
. Recommended Tax Structure:
. $20 Flat Rate - All automobiles, motor homes, and
light trucks under 10,000 Ibs. GVWR not
specifically exempted by state regulations
- Results in a "no change" tax payment for most
passenger vehicles
5
Elimination of Motor Vehicle Decal
. Recommended Tax Structure:
. $30 Flat Rate - All trucks 10,000 Ibs. and over
GVWR not specifically exempted by state
regulations
- Currently pay $23-$66, per vehicle based on
weight
- Average current tax of $33
. $30 Flat Rate - Any passenger vehicle not
specifically identified within code - covers any
unusual vehicles not contemplated elsewhere in
the code
- Current rate of $5 in addition to $.70 per 100
Ibs.
. No change in rate for: motorcycles - $8, small
trailers - $6.50, church buses - $20, or camping
trailers - $20.
6
3
Elimination of Motor Vehicle Decal
. Recommended Tax Structure:
. Remove the provisions to prorate and/or transfer
tax
- Pay full fee to add a vehicle
- This is consistent with Roanoke County
. Impact of Changes:
. Revenue source neutral at $1.8 million
. No tax increase for 99.99% oftaxpayers
. Cost savings of approximately $30,000 annually
7
Parking Rate Adjustments
Rate Current Proposed
Daily Rate:
Center In the Square, $.75 per half hr. $1 per half hr.; $6
Church Avenue, Tower, and daily maximum
Market Garages
Gainsboro Garage $.50 per hour $.50 per half hour, $5
(rate charged) daily maximum
Higher Education Ctr. Lot $.50 per half hour
$.50 per hour
(rate charged)
Monthly Rate: $85 reserved $90 reserved
Center In The Square Garage $65 unreserved $70 unreserved
Event Rate:
Elmwood Lot, Elmwood ----- $2
Garage, Williamson Lot
Warehouse Row Lot ----- $2
Rate increase at Market Garage not implemented until construction
is complete
B
4
Rate Current Proposed
Night Rate:
Church Avenue Garage,
Gainsboro Garage, Lower ----- $2
Gainsboro Lot, Higher
Education Center Lot
NightlWeekend Rate:
Tower Garage and Market ----- $2
Garage
Center In The Square $2 $3
Garage
Parking Rate Adjustments
9
Parking Rate Adjustments
. Higher Education Center Lot /Gainsboro Garage:
. Rates charged have not been adjusted since 200 I
. Monthly rate of $35 is lower than the $65 rate
charged at other City-owned facilities
. Students receive a 50% discount on monthly rate
and pay $17.50
. Daily rate lower than rate charged at other City-
owned facilities.
. With recommended rate increase, r.!J.te will continue to
be lower than what is charged at City facilities 10
5
Parking Rate Adjustments
. Recommended Daily Rate Adiustments :
. Rates have not been adjusted since 2003
. Recommended adjustments move rates closer,
but not to market value
. Rates will continue to be below market value based
on rates charged by private parking suppliers
. Private parking suppliers recently adjusted rates
11
Parking Rate Adjustments
. Recommended Night/Weekend/Event Rate:
. Night rate has been in effect at Center In The
Square Garage - $2
. Over the past two years, indicated plans to establish
rate at other facilities to fund the remaining debt
issuance for the Campbell Avenue Garage
. Rate reflects demand for parking during this time
12
6
Parking Rate Adjustments
· Other considerations:
. Parking Fund is generally self-supporting
. FY 2008 budget includes a General Fund
supplement of $142,500 to support
potential debt service to support basic
repairs to the Market Garage
. Mitigate need for further rate adjustment
. Rates are set to provide for the operation,
maintenance, and when needed, expansion of
parking
13
Parking Rate Adjustments
. Other considerations:
. Proposed rate increase projected to result in net
revenue of $256,000 needed for debt service in FY
2009
. If rate increase is not approved, it will require
. . Adjustment in budget for maintenance of parking facilities
. Additional supplement from the General Fund
. Parking Fund becomes more dependent on the
General Fund
. As Parking Fund becomes less self-sufficient, bond
rating agencies may consider debt to be General Fund
supported and have an impact on debt limits.
14
7
Capital Improvement Program
· Revisions:
. Increased cost and additional debt for the Patrick
Henry High School project ($4.6 million additional
debt) and William Fleming Project ($12.250 million
additional debt)
. Police Academy - $5.5 million (FY 2009)
. Library Master Plan Phase I - $7.1 million (FY 2009)
. Library Master Plan Phase II - $7.95 million (FY
2012)
. Parks and Recreation Master Plan - $30 million
. $15 million (FY 2010)
. $15 million (FY 2011)
. Bridge Renovation - $2.75 million (FY 20 I 0)
. Curb/Gutter/Sidewalk - $2.25 million (FY 20 I 0)
15
Capital Improvement Program
. Debt Service Funding Requirements:
. Current plan assumes additional $570,000 through FY
2010
. Recommended revised plan requires an additional
$2.5 million, above the planned $570,000, from FY
2009 - FY 20 I 3
16
8
Future General Fund Debt Service Requirements
and Projected Funding Available for Debt Service
'0000
III
25.000 ~..,'
,
"
10.000
20.000
_OeblSer,;ceRequirementsUpon 18.909 20.425 20.310 23.201 24.497 25.67626.149 26.442 25.16
Issuance
__Projected Funding Available for 20.98221.66722.834 23.404 23.975 23.975 23.975 23.97523.975
DebtSeMce
Excess Capacity (Shortage) 2.073 1242 2.524 0.204 -0523 .1.701 -2.175 .2.468 -'.185
17
Debt Limitation Ratios
Net Bonded Debt Debt Service to
Debt to Reduction General and School
Real Estate (5%) In 10 vrs (50%) Fund Expenditures (10%)
. FY 2004 3.7% 67% 7.1%
. FY 2005 4.4% 69% 7.1%
. FY 2006 4.4% 68% 8.1%
. FY 2007 3.9% 71% 8.8%
. FY 2008 4.1% 70% 8.6%
. FY 2009 4.0% 70% 9.5%
. FY 2010 3.9% 72% 9.7%
. FY2011 3.6% 73% 9.6%
. FY 2012 3.3% 75% 9.3%
. FY 2013 2.8% 77% 8.9%
18
9
Debt Capacity After Future Planned
Debt Issuances
(in millions)
'"
45.073
42.502
"'''
60
"
eo
eo
aOebtC aCI
Debt capacity is based on debt service payments nol exceeding 10% of General Fund expenditures.
Debt capacity is based on 5.5% interest.
19
Retiree Benefits - Cost of Living
Adjustment
. Factors considered in providing an adjustment:
. Change in the consumer price index
. Increase cost to the pension plan
. Level of raises provided by similar plans within the
state
. Eligible members of the pension plan received a 3%
cost-of-living-adjustment on July I, 2006.
. Note:
. Eligible members of the pension plan receive a health
insurance supplement to age 65, the age of Medicare
eligibility. Also, a 457 Deferred Compensation Plan is
available to allow employees to save for retirement.
20
10
Retiree Benefits - Cost of Living Adjustment
Association of Municipal Retirement Systems of Virginia
Cost of Living Adjustments
Locality Proposed FY 08
Alexandria 3.1%
Arlington County 3.0%
Charlottesville 2.0%
Fairfax County -Education 3.0%
Falls Church .90%
Newport News 2.1%
Oanville 3.0%
Norfolk 2.0%
Richmond No Adjustment
VRS 3.1%
1
Social Security 3.30%
Retiree Benefits - Cost of Living
Adjustment
. Recommendation:
. Provide a 2.0% increase to eligible members of the
Pension Plan, effective July I, 2006
. Provides for an increase in the average annual
retirement allowance of approximately $266 on an
annual basis
. Cost of an additional $428,000 in benefits annually
or $285,000 in annual contributions to the Pension
Plan. This equates to a 0.4% increase in the
contribution rate.
. Pro-rata share of annual contributions for City of
Roanoke - $231,420 22
11
Tax Rate - Energy Efficient Buildings
. Background
. During the recently completed 2007 session of the
General Assembly, energy efficient buildings were
declared to be considered a separate class of real
estate for the purpose of local taxation.
. Legislation allows for localities to establish a different
rate for energy efficient buildings
. Recommendation
. Establish a special tax rate of $1.07 for buildings that
qualify as energy efficient
. Buildings will be eligible for special tax rate for five
years
. Program will be administered by Planning Building
and Economic Development, Real Estate Valuation,
Commissioner of the Revenue, and Treasurer
23
School Resource Officers
. At the joint meeting of City Council and School Board
on Monday, May 7, School Board indicated that the FY
2007-08 School Budget contains funding in the amount of
$63,333 for an additional School Resource Officer at the
Noel C. Taylor Academy
. Requested City of Roanoke pay half of the cost
. Current Situation
. School Division reimburses the City of Roanoke for
the cost of Resource Officers at high schools
. Police Department and Sheriffs Office provide
Resource/Dare Officers at middle schools and
elementary schools with no reimbursement
. School Division currently pays off-duty officers to
serve in Resource Officer role at the Taylor Acad12fil1Y
12
School Resource Officers
. Current Situation (continued)
. Police Department suggested reassigning one of the
current high school resource officers
. Recommendation
. Taylor Academy should be considered in the high
school category with the additional Resource Officer
paid for by School Division
25
Other Items
· Letter to Council, dated May 3, 2007, provided
additional information on:
. Recommended funding to Event Zone
. Recommended HUD Budget funding to West End
Center
. Sheriff/Jail Budget Reduction
26
. __ -13
Fiscal Year 2007-08
City Council Budget Study
27
14