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HomeMy WebLinkAboutCouncil Actions 07-02-07 Lea 37817-070207 ROANOKE CITY COUNCIL REGULAR SESSION JULY 2, 2007 9:00 A.M. ROOM 159 AGENDA Call to Order -- Roll Call: Mayor Harris and Council Member Fitzpatrick were absent. MEETING DECLARED IN RECESS TO BE RECONVENED AT 11 :00 A.M., IN ROOM 159, NOEL C. TAYLOR MUNICIPAL BUILDING. 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) Items for discussion at the joint meeting of Council and the Roanoke Regional Airport Commission on Tuesday, July 24, 2007, at 12:00 p.m., to be held at the Roanoke Regional Airport; and Council and the Roanoke City School Board on Monday, August 6, 2007, at 9:00 a.m., at the Roanoke Valley Governor's School in the Richard Shelly Lecture Hall (Patrick Henry High School campus). 1 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 Vice-Mayor and Members of Council. Tribute to Roy Stanley, late Sports Broadcaster, WDBJ-7. BRIEFINGS: . Market Garage Foster Care Program and Policy Changes Roanoke Land Development, LLC Economic Development Grant Request 30 minutes 20 minutes 15 minutes . . THE COUNCIL MEETING WAS DECLARED IN RECESS TO BE RECONVENED AT 2:00 P.M., IN THE COUNCIL CHAMBER, ROOM 450, NOEL C. TAYLOR MUNICIPAL BUILDING. CERTIFICATION OF CLOSED SESSION. (5-0) 2 ROANOKE CITY COUNCIL REGULAR SESSION JULY 2, 2007 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order--RolI Call. Mayor Harris and Council Member Fitzpatrick were absent. The Invocation was delivered by Council Member Sherman P. Lea. The Pledge of Allegiance to the Flag of the United States of America was led by Vice-Mayor David B. Trinkle. Welcome. Vice-Mayor Trinkle. NOTICE: Meetings of Roanoke City Council are televised live on RVTV Channel 3. Today's Council meeting will be replayed on Channel 3 on Thursday, July 5, 2007, at 7:00 p.m., and Saturday, July 7, 2007, at 4:00 p.m. Council meetings are offered with closed captioning for the hearing impaired. 3 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 ATTHE 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. 4 ORGANIZATIONAL MEETING Establishing a schedule of regular meetings for City Council for the 2007-08 fiscal year. Adopted Resolution No. 37817-070207. (5-0) 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: NONE. 3. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 Minutes of the regular meeting of Council held on Tuesday, February 20, 2007. RECOMMENDED ACTION: Dispensed with the reading of the minutes and approved as recorded. C-2 Minutes of the Audit Committee held on Monday, March 5, 2007. RECOMMENDED ACTION: Received and filed. C-3 A communication from the City Manager requesting that Council schedule a public hearing for Monday,July 16, 2007, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider granting an easement over City-owned properties to Appalachian Power Company for the purpose of stabilizing poles with guy wires. RECOMMENDED ACTION: Concurred in the request. C-4 A communication from the City Manager requesting that Council schedule a public hearing for Monday,July 16, 2007, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider the exchange of 1.20 acres of City-owned land for a like parcel of land owned by the Roanoke Regional Airport Commission. RECOMMENDED ACTION: Concurred in the request. 5 C-5 A communication from Angie Williamson, Secretary, Fair Housing Board, advising of the resignation of Krista Blakeney as a member of the Fair Housing Board. RECOMMENDED ACTION: Accepted resignation and received and filed communication. C-6 A communication from Jean Thurman, Secretary, Western Virginia Water Authority, transmitting a resolution adopted by the Authority expressing appreciation to Darlene L. Burcham for years of service as a Director of the Authority. RECOMMENDED ACTION: Received and filed. C-7 Qualification of the following individuals: V. Mignon Chubb-Hale as a Trustee of the Roanoke City School Board to fill the unexpired term of William H. Lindsey, commencing July 1, 2007 and ending June 30, 2008; Suzanne P. Moore and Courtney A. Penn as Trustees of the Roanoke City School Board, for terms commencing July 1,2007 and ending June 30, 2010; and Joseph B. Wright as a City representative to the Virginia Western Community College, Board of Directors, for a term ending June 30, 2011. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA 4. PUBLIC HEARINGS: NONE. 5. PETITIONS AND COMMUNICATIONS: a. Presentation from Mission of Mercy Management Committee. Dr. Kris Enright, Virginia Department of Health, Spokesperson. (Sponsored by the City Manager.) No action taken. 6 b. A communication from Alton F. Knighton, Jr., Attorney, representing Goodwill Industries of the Valleys, Inc., requesting adoption of a measure to approve issuance of bonds by the Industrial Development Authority of Botetourt County for $ 7.5 million to assist in the financing of the acquisition, renovation and equipping of two existing buildings located at 2502 and 2520 Melrose Avenue, N. W., in the City of Roanoke. (Sponsored by the City Manager.) Adopted Resolution No. 37818-070207. (5,-0) c. Joint communication from Council Members Sherman P. Lea and Brian J. Wishneff to discuss valet parking in downtown Roanoke, and to request that monies collected from parking fines in downtown Roanoke be transferred to the Parking Fund. Called attention to previous action taken by the Council at its June 4 meeting requesting that all suggestions regarding parking in the downtown area be forwarded to the City Manager for review. The City Manager announced that two public meetings were scheduled to be held on July 31 to address concerns regarding an increase in parking fees at the downtown parking garages, and that a recommendation regarding the issue will be submitted to the Council at its August 20, 2007 meeting. No additional action was taken. 6. REPORTS OF OFFICERS: a. CITY MANAGER: Announcement - Staff and Departmental Oroanization Chanoes Effective July 3, R. Brian Townsend has been named Assistant City Manager for Community Development. Effective July 30, Thomas Carr has been hired as Director of the Department of Planning, Building and Development. Economic Development, formerly part of the Department of Planning, Building and Development, will report directly to the City Manager. A national search will be conducted to fill the vacant position for the Director of Neighborhood Services. 7 BRIEFINGS: . Blue Ridge Chapter of the American Institute 5 minutes of Architects Excellence in Urban Design Honor Award The Acting Assistant City Manager acknowledged receipt of an Honor Award for Excellence in Urban Design of the City of Roanoke Market Study from the American Institute of Architects, Blue Ridge Chapter. The award was presented to the Council. ITEMS RECOMMENDED FOR ACTION: 1. Acceptance of grant funds from the State Department of Rehabilitative Services on behalf of the Fifth District Disability Services Board for the Foundation for Rehabilitation Equipment and Endowment; and appropriation of funds. Adopted Resolution No. 37819-070207 and Budget Ordinance No. 37820-070207. (5-0) 2. Authorization to execute a contract with Lanford Brothers, Inc., for additional work in connection with the Main Street (Wasena) Bridge Rehabilitation project. Adopted Ordinance No. 37821-070207. (5-0) 3. Authorization to execute an agreement with the Roanoke Valley Convention and Visitors Bureau for the purpose of marketing the Roanoke Valley as a regional destination for convention and destination tourism. Adopted Resolution No. 37822-070207. (5-0) 4. Amendment and reordainment of Ordinance No. 30725- 102191, permanently vacating, discontinuing. and closing a certain 10-foot alley commencing from Williamson Road and terminating at the property of Lady Bird Apparel, Inc., abutting the Roy L. Webber Expressway. Adopted Ordinance No. 37823-070207. (5-0) 8 5. Approval of Public Art Action Plan for fiscal year 2007-08. Adopted Resolution No. 37824-070207 and Budget Ordinance No. 37825-070207. (5-0) "- 6. Acceptance of the Urban and Community Forestry Grant from the Virginia Department of Forestry; and appropriation of funds. Adopted Resolution No. 37826-070207 and Budget Ordinance No. 37827-070207. (5-0) b. DIRECTOR OF FINANCE: 1. Financial Report for the month of May 2007. Received and filed. 7. REPORTS OF COMMITTEES: a. Request of the Roanoke City School Board for appropriation of funds for 2007-08 grant programs; and a report of the Director of Finance recommending that Council concur in the request. Richard C. Patterson, Director for Fiscal Services. Adopted Budget Ordinance No. 37828-070207. (5-0) 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 Vice-Mayor and Members of City Council. Council Member Lea asked the City Attorney to update Council with regard to his request for consideration of naming the Countryside Golf Course in honor of Roy Stanley, a deceased Sports Broadcaster and avid golfer; whereupon, the City Attorney advised that he had received a communication from the City Clerk referring the request, as well as another request from Council Member Fitzpatrick asking that consideration be given to naming the Roanoke Civic Center 9 Special Events Center after the Honorable Linwood Holton and the late Honorable Elbert Lee Trinkle, former Virginia Governors of Roanoke, to him and the City Planning Commission for review and response to the Council. In connection with Council Member Lea's request, the City Attorney referenced his communication dated June 2 I, 2007, advising that Council could act on its own in adopting a resolution to name the golf course at Countryside, or it could refer the matter to the Planning Commission for a recommendation before acting. The Acting Assistant City Manager for Community Development reported that the matters would be discussed at the City Planning Commission meeting on Thursday, July 19 at 1 :30 p.m., in the Council Chamber. b.. Vacancies on certain authorities, boards, commissions and committees appointed by Council. Reappointed Terri R. Jones as a member of the Roanoke Arts Commission for a term ending June 30, 2010. 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 the Council: Amanda Davis, 1998 Cahas Mountain Road, Boones Mill, Virginia, right-of- way across City-owned property Helen Davis, 35 Patton Avenue, N. E., Oliver White Hill Foundation Jackie Logan, 3623 Peakwood Drive, S. W., Amphitheater on Reserve Avenue Shaheed Omar, 1219 Loudon Avenue, N. .W., Citizens Review Committee relating to complaints filed by citizens against Roanoke City police officers Jim Fields, 17 Ridgecrest Road, Hardy, Virginia In connection with Mr. Omar's comments, the City Manager advised that she will ask the Chief of Police to brief the Council with regard to the process at the August 9 Work Session. 10 12. CITY MANAGER COMMENTS: The City Manager announced that she attended the Sassy Red Hatters Parade and Luncheon on Saturday, June 30; and that the City was pleased to host the Miss Virginia Pageant on Saturday, June 30 at the Roanoke Civic Center Performing Theatre for the Arts. 11 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 July 2, 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 to discuss the disposition of publicly-owned property, where discussion in open meeting would adversely affect the bargaining position or negotiating strategy ofthe public body, pursuant to 92.2-3711.A.3, Code of Virginia (I 950), as amended. Sincerely, Darlene L. Bu City Manager DLB/f c: William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Stephanie M. Moon, City Clerk ". J "'" !i ~.~:. . " r '\ : .:~n i-j..; : NOTICE: A COpy OF THE "CITY OF ROANOKE MARKET GARAGE FA(ADE DESIGN AND FACILITY EXPANSION" BOOKLET IS ON FILE IN THE CITY CLERK'S OFFICE. -,"'~ 0.' Chanoe in State Policv reoard Comprehensive Services Act Presentation to Roanoke City Council Julv 2. 2007 During the past decade a problem regarding access to treatment for children who have serious mental or emotional illnesses has been identified. Unless such children's families have sufficient private resources or unless the child is in the legal custody of the state, the child has no means of receiving expensive long term or residential treatment for his or her condition. In some cases parents have relinquished custody of their children to foster care in order for their children to receive appropriate care. In Roanoke we have made every effort to help parents access care without foster care intervention and it has been our interpretation of the law that foster care services could not be accessed without a legal transfer of custody. In response to an Attorney General's Opinion, legislation in the last legislative session and an Executive Order issued in January 2007 localities are now required to provide services to eligible children in need of mental health care without a transfer of custody to the state. These services are to be funded through the Comprehensive Services Act funds. In Roanoke this means that the state will fund approximately 69% of the cost with the remaining 31 % paid by the City. Not all of these children will be considered non-custodial foster care children. Some will be case managed by the Community Services Boards or by the Court Services Units; however children placed in treatment facilities or other out of home placements will be subject to all state and federal foster care requirements such as regular court reviews, home visits, permanency planning, etc. This increases costs. At this time, a workgroup of state and local representatives have issued a set of proposed policies and procedures that will govern this program. Our staff and representatives of the local child serving agencies have developed comments on the proposal. JLARC has also developed an estimate of the cost of this expansion of services and estimates an increased cost of $21 .2 million dollars ($ 7.8 local) statewide, based upon an extrapolation of current caseloads. We believe this to be low. As more families realize that services can be accessed this way we believe that the numbers will increase. In addition these children are often in need of long term care and so the number of children exiting each year is unlikely to equal or exceed the new admissions. As of June 28, 2007 Roanoke had a foster care caseload of 399 children. During the fiscal year there were a total of 499 children in foster care. This does not include any non custodial foster care children. The CSA case load for the fiscal year is approximately 625 children with a cost of approximately 11 million dollars. CSA children include not only foster children, but also children in need of purchased special education . services and some children served by the Court Services Unit. We do not know what the extent of the impact of the change in policy will be in Roanoke; however we believe we can expect to see at least several non custodial children enter the CSA caseload in fiscal year 08. This fiscal impact of these children could be as much as $250, 000. 2 .. CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011-1536 Telephone, (540) 85J-2541 Fax, (540) 853-1145 E-mail: clerk@roanokeva.gov SHEILA N. HARTMAN Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. 1YREE Assistant Deputy City Clerk July 5, 2007 Darlene L. Burcham, City Manager . William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Troy A. Harmon, Municipal Auditor Dear Ms. Burcham and Gentlemen: I am attaching copy of Resolution No. 37817-070207 establishing a meeting schedule for City Council for the Fiscal Year commencing July 1, 2007, and terminating June 30, 2008. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007. Sincerely, A~~m.~~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: James Grigsby, Assistant City Manager for Operations R. Brian Townsend, Assistant City Manager for Community Development ""~ JN THE COUNClL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of July, 2007. No. 37817-070207. A RESOLUTION establishing a meeting schedule for City Council for the Fiscal Year commencing July 1, 2007, and terminating June 30, 2008. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. This resolution establishes a schedule of regular meetings for City Council for the Fiscal Year commencing July 1, 2007, and terminating June 30,2008. 2. For such fiscal year, City Council shall hold regular meetings on the first and third Mondays of each month, at the following times of commencement: (a) Unless otherwise provided by resolution of Council, each regular meeting on the first Monday in each month shall commence at 9:00 a.m. for the conduct of informal meetings, work sessions, or closed meetings. Thereafter, Council shall take up the regular agenda at 2:00 p.m. Council may recess between the 9:00 a.m. session and the 2:00 p.m. session. (b) Unless otherwise provided by resolution of Council, each regular meeting on the third Monday in each month shall commence at 2:00 p.m. for the , conduct of regular business. The second meeting of each month shall be recessed upon the completion of all business except the conduct of public hearings, and such meeting shall be reconvened at 7:00 p.m. on the same day for the conduct of public hearings. 3. With regard to the regulafiIheetihgs scheduled to be held on the third Monday of each month, inasmuch as City officials and Council members will be attending the Virginia Municipal League Annual Conference to be held on October 14-16, 2007, an , exception is noted herein and the regular meeting scheduled to be held on Monday, October 15, 2007, is rescheduled to be held on Thursday, October 18, 2007, and shall commence at 2:00 p.m. Such meeting shall be reconvened at 7:00 p.m. on the same day for the conduct of public hearings. 4. When any regularly scheduled Monday meeting shall fall on a holiday of the City, ~uch meeting shall be held on Tuesday next following. 5. All meetings of City Council shall be automatically adjourned at 11:00 p.m., unless a . motion setting a new time for adjournment be made, seconded, and unanimously carried. 6. Except for the 9:00 a.m. session ofthe regular meeting on the first Monday in each month, which shall be held in Room 159 of the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., in this City, all regular meetings of City Council shall be held in the Council ,Chambers, Room 450, of the Municipal Building, unless otherwise provided by resolution of Council, with the exception ofthe 9:00 a.m. session ofthe regular meeting on August 6, 2007, which shall be held in the Richard Shelly Lecture Hall, at Roanoke Valley Governor's School located at 2104 Grandin Road, S.W., Roanoke, Virginia. 7. City Council may prescribe a day or time other than that established by this resolution or a meeting place other than that established by this resolution by adoption of a resolution establishing a new meeting day, place or time. City Council shall cause a copy of such resolution to be posted adjacent to the door of the Council Chambers and inserted in a newspaper having general circulation in the City at least seven days prior to the date of the meeting at such amended day, time or place 8: This Resolution shall have no application to special meetings of City Council called pursuant to S 10 of the City Charter. ATTEST: . ;y.,. ~~ City Clerk. y.\).nU."lTTllRJ;l\VRll~T.V ~A"lTTll,.,,\')nn'7\rnTTV""TT. URR"'T~ 'It'"JfRnTTT,R :O007_'nOA_nnr MINUTES OF ROANOKE CITY COUNCIL AUDIT COMMITTEE I. CALL TO ORDER: March 5,2007 The meeting of the Audit Committee of Roanoke City Council was called to order in the City Council Conference Room at 11 :27 a.m. with Chairman, Sherman P. Lea, presiding. . The roll was called by Mrs. England Audit Committee Members Present: Audit Committee Members Absent: Others Present: Sherman P. Lea, Chair David B. Trinkle, Vice-Chair Mayor C. Nelson Harris Alfred T. Dowe, Jr. (arrived late) Gwendolyn W. Mason Beverly T. Fitzpatrick, Jr. Brian J. Wishneff Drew Harmon, Municipal Auditor William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Darlene Burcham, City Manager James Grigsby, Asst. City Manager for Operations Melinda Mayo, Public Information Officer Faye Tardy, Assistant to the City Manager Cheryl Ramsey, Senior Auditor Brian Quam, Senior Auditor Doris England, Administrative Assistant 2. APPROVAL OF MINUTES FROM JANUARY 2, 2007, MEETING Chairman Lea asked if there were any corrections or amendments to the minutes ofthe January 2, 2007, Audit Committee meeting. There were none. Mr. Trinkle moved and Ms. Mason seconded that the minutes be approved as distributed. A vote was taken and the motion carried. The minutes will be placed on the Consent Agenda for the next City Council meeting. 3. INTERNAL AUDIT REPORTS: A. Clerk of the Circuit Court Audit Committee Minutes - March 5, 2007 Page 2 Chairman Lea ordered that item A be received and filed. There were no objections to the order. Chairman Lea recognized Mr. Harmon for comments. Mr. Harmon stated this audit is a routine compliance audit required by the state. There were no findings by the auditors for the city's portion of the audit. The audit report will be sent to the Auditor of Public Accounts for the state's completion and final report. 4. UNFINISHED BUSINESS: A. City of Roanoke Pension Plan - June 30, 2006 Chairman Lea ordered that item A be. received and filed. There were no objections to the order. Chairman Lea recognized Mr. Harmon for comments. Mr. Harmon stated that the Comprehensive Annual Financial Report (CAFR) for the City of Roanoke was presented at the last Audit Committee meeting. The pension is a fiduciary fund of the city and as such was included in the City's CAFR. A separate CAFR is also prepared speCifically for the pension fund. Mr. Harmon stated that Mr. Hall would present an overview of the pension plan, which is an important component of the city. The city received an unqualified opinion on the pension CAFR. Mr. Hall distributed copies of the Pension .Plan CAFR and directed committee members to the following portions of that report: · Table of Contents - This identifies the sections of information included in the report - the Letter of Transmittal followed by the Financial, Investment, Actuarial, and Statistical sections. · Page 14 - Management's Discussion and Analysis - Mr. Hall directed committee members to the Changes in Plan Net Assets. Under additions, Employer Contributions for the 2006 year were $9.1 million. The city contributed approximately 81 percent of that amount. Net Investment Income was $28.5 million, and Net Securities Lending Income was $27,708. Regarding deductions, Pension Benefits paid out were $21.7 million and Administrative Expense was $323,728. The net increase to the plan was $ 15.5 million over the previous year. The rate of return on plan investments was 9.1 percent for fiscal year 2006. Mayor Harris stated that he recalled in past years there was a time that city employer contributions were decreasing, but that was followed by several years of low returns on investments. Mayor Harris asked Mr. Hall if he could foresee the city's employer contributions again decreasing over the next several years. Mr. Hall responded that the contributions should begin to level off, but they are unlikely to decrease. This is due to two factors; during the I 990s, stock market investments were performing well and the investment income to fund the pension plan increased, enabling lower employer contributions. During this prosperity, the city increased retirement benefits by changing the multiplier from 2 percent to 2. I percent in 2000, adopting the rule of 70 and rule of 80 (age plus years of Audit Committee Minutes - March 5, 2007 Page 3 service), and providing a supplement in 2002. Then the investment performance decreased, and the employer contributions had to be increased. Mr. Hall stated it was the investment performance at that time and the increasing benefits that raised the contribution rate. He feels it will never go back to the 6 percent and 7 percent rates during the prosperous investment years; however, he feels it will level off. Mr. Hall explained that the city's pension plan does not have an inherent assumption that retirees will receive a cost of living raise each year, which can prove to be very expensive. Effective July I, 2006, retirees were given a cost of living raise of 3 percent. The impact on the contribution rate because of the raise was approximately one-half percent, and that will be funded for twenty years forward. Mr. Hall emphasized that the city's pension plan is a good plan. Mayor Harris agreed and pointed out that it is a defined benefit plan. Ms. Burcham stated that because of ,OPEB (Other Post Employment Benefits), the city may in the future present a plan for change. She said the defined benefit plan is not as attractive to people coming into local government today because they are not necessarily coming into one organization and staying until they retire. She also pointed out that our public safety officers benefit better through the private retirement system the city has than from the state retirement system. Ms. Burcham stated the city does have a generous retirement plan. Mr. Dowe noted that people were moving away from the defined benefit plan and asked if the city had looked into what is called "bundling," a combination of defined benefit and defined contribution. Mr. Hall responded that the city had not although it does offer employees a deferred compensation plan with a $25 per payday match from the city. Mr. Dowe noted there was a move afoot to bundle the expenses from both plans under one umbrella. He asked for clarification on the administrative expense for the city's plan. Mr. Hall replied that there are three fulltime pension staff employees, and a small percentage of his time is charged to pension expense. Mr. Hall noted that was low in comparison to the ten other localities around the state that have their own penSion plans and with which he is familiar. Mr. Hall stated there was a schedule in the back of the' pension CAFR that would provides details regarding that. · Page 15 - Funded Status - The plan's funded status declined to 81.6 percent as of June 30, 2006, from 86.1 percent as of June 30, 2005. This decline is directly attributable to the decrease in the actuarial value of assets resulting from the continued recognition of investment losses sustained in prior fiscal years utilizing the five-year smoothing method. Mr. Hall stated this report included the last year of those losses so the funded status should improve in future years. · Page 59 - Mr. Hall noted the average annual salary of General Active Members and Public Safety Active Members. At the bottom of that page is the average annual allowance for retirees and beneficiaries. Audit Committee Minutes - March 5, 2007 Page 4 5. NEW BUSINESS: A. Fraud Hotline Chairman Lea recognized Mr. Harmon for comments on the fraud hotline. Mr. Harmon referred to the memo he had distributed to members of the committee regarding the fraud hotline and the documents that were attached. He stated that the Virginia General Assembly had passed a law in 2006 to require local government auditors to provide a telephone hotline through which employees and residents could report anonymously any incidence of fraud, waste, or abuse related to local government. Mr. Harmon, through research, noted this was also recommended as a best practice through organizations such as the Institute of Internal Auditors, American Institute of Certified Public Accountants, and the Association of Certified Fraud Examiners. These organizations support the fraud hotline as a primary tool to combat fraud. Mr. Harmon proposed using a third party service to receive calls, with Municipal Auditing performing the investigations and reporting the results to City Council. Mr. Harmon reported that available literature estimated 40 percent of hotline calls are reported after work hours. The hotline service proposed by Mr. Harmon operates 24 hours a day, every day of the year. The hotline is staffed with trained personnel and supporting systems to ensure information is as complete as possible. The service also has staff trained in multiple languages. Mr. Harmon emphasized the need to educate city employees about the hotline and about existing laws and regulations. Mr. Dowe asked what the downside to the fraud hotline would be. Mr. Harmon responded that he did not think there would be a downside if the hotline was properly administered. All calls must be properly investigated to maintain the system's integrity. Ms. Mason asked when the hotline would be implemented, and Mr. Harmon responded it would be effective July 2007. Mr. Trinkle asked if it would be called a Fraud Hotline. Mr. Harmon responded that a name had not been determined and that he has seen other terminology used such as Ethics Line. Mr. Trinkle asked if the schools might also share the hotline. Mr. Harmon stated he has obtained a quote for a school hotline and has briefed the School Audit Committee on the City's requirement for a hotline. There has been no serious discussion of the school system implementing a hotline, and Mr. Harmon suggested that it might be something the school system would be interested in once the city's hotline is established. Ms. Burcham stated the schools are not required by law to have the fraud hotline. 6. NEW BUSINESS: A. Briefing on Other Internal Audit Work Audit Committee Minutes - March 5, 2007 Page 5 . Vice Turnover . Computer Aided Dispatch (CAD) Security Access . Roanoke City Public Schools - Audit Plan Chairman Lea recognized Mr. Harmon for comments on other internal audit work. Mr. Harmon stated that due to retirements and internal promotions the Police Department had requested a turnover audit of certain cash funds. The turnover audit was performed and no findings were noted. Mr. Harmon stated that the E-911 center requested that Municipal Auditing evaluate security access to the Computer Aided Dispatch system granted to certain users in the police and fire departments. The request was prompted by the E-9 I I center's preparations for accreditation. Recommendations from the audit to improve security over the data of the 911 Center were communicated to management. Mr. Harmon briefed the committee on the status of school audits. A School Audit Committee, consisting of Will Lindsey and Alvin Nash, was appointed. Mr. Harmon stated he has worked with both gentlemen for the last month on the process for audit planning and conducting the audits. The School Audit Committee has asked Mr. Harmon to brief the full Board this month. Mr. Harmon stated that Mr. Lindsey and Mr. Nash have been good to work with, and he expects to go forward with school audits beginning in March. Ms. Mason asked what areas would be audited. Mr. Harmon responded that two areas had been selected, one in Information Technology and the other in State Revenues. Mr. Trinkle asked if any new school audits had been done this year, and Mr. Harmon stated only the School Activity Funds audit had been performed. Mr. Trinkle asked if there was still a concept of sharing the auditing process with an outside academic auditing company. Mr. Harmon stated the school administration was still promoting a structure with an internal auditor reporting to the Superintendent, but that the Board had decided to move forward with audits by the Municipal Auditing department. 7. ADJOURNMENT: There being no further business, the meeting was adjourned at 12:13 p.m. -4 '. ~ ~A-- Sherman P. Lea, Chair 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 July 2, 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. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Request for a Public Hearing Pursuant to the requirements of the Virginia Code, the City of Roanoke is required to hold a public hearing to consider the granting of an easement over City owned property. American Electric Power, doing business in Virginia as Appalachian Power Company, has requested an above ground easement across two City owned properties - Tax Map Nos. 4340102 and 4350701 - for the purpose of stabilizing poles with guy wires. Recommended Action: Schedule a public hearing to be held on Monday, July 16, 2007, at 7:00 p.m. on the above matter. A full report will be included in the July 16, 2007, agenda material for your consideration. Respectively submitted, DLB/LSB c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Brian K. Brown, Economic Development Administrator CM07-00097 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 July 2, 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 Council: Subject: Request to Schedule a Public Hearing Background: The City of Roanoke wishes to exchange 1.20 acres of land with the Roanoke Regional Airport Commission for a like parcel of land. The land the City receives will be used for the new Police Academy Facility. The conveyance will be subject to several conditions requested by the Commission. A full report will be included on the July 16, 2007, agenda. Recommended Action: Authorize the scheduling and advertising of this matter for a public hearing on July 16, 2007. Respectfully submitted, DLB/PCS/dps c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance CM07-00098 Members: , Sherman V. Burroughs. IV Vice-Chair Krista Blakeney Tony Reed Tuan Reynolds City of Roanoke Fair Housing Board Noel C. Taylor Municipal Building 215 Church Avenue, S.W. Room 162 Roanoke, Virginia 24011 Phone: 540-853-5210 Fax: 540-853-6597 .. .-"', .' , I 21 June 2007 City Clerk Stephanie Moon 21 S Church Ave SW Roanoke, Virginia 24011 Dear Ms. Moon, Please accept this as a letter of resignation on behalf of Krista Blakeney. Our records indicate Ms. Blakeney has not attended a single fair housing board meeting since her appointment as a board member. Section 2- 283.1 of the City code indicates board members shall vacate their office after three consecutive absences. A letter was sent on May 3, 2007 asking that Ms. Blakeney contact the board with either a resignation or her intent to participate. We have not received any communication from her; therefore, I am submitting this resignation on her behalf. I have also sent Ms. Blakeney a letter informing her of this action. Sincerely, _ " Ang~On, Staff to the Fair Housing Board lIUJ WESTERN VIRGINIA WATER AUTHORITY BOARD OF DIRECTOR5 June 22, 2007 --: -.. Stephanie Moon, CMC City Clerk City of Roanoke, Virginia 21 S Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 '""--.. "", .:, ".... ,., J:l Dear Ms. Moon: I am enclosing a copy of Resolution NO.1 06 (06-07) thanking Darlene L. Burcham for her service as Director of the Western Virginia Water Authority (Authority). Resolution No.1 06 (06-07) was adopted by the Authority's Board of Directors at a regular meeting which was held on June 21, 2007, and requests that this resolution be read into the permanent public records of the City Council of the City of Roanoke, Virginia. Sincerely, 9=~ Jean Thurman Secretary WVWA Board of Directors ~ Enclosure Our Mission Is Clear 601 S. Jefferson Street -Suite 200 . Roanoke VA 24011-2414 540-B53-] 536 . 540-B53-1600 (fax) . jean.thurman@westernvawater.org RESOLUTION #106 (06-07) OF THE WESTERN VIRGINIA WATER AUTHORlTY Thanking Darlene 1. BdrCliaril fOl"'ner'Service as Director of the Authority WHEREAS, the Western Virginia Water Authority (the "Authority"), a public service authority fomled and existing in accordance with the provisions of Chapter 51 of Title 15.2 of the Code of Virginia, 1950, as amended, the Virginia Water and Waste Authorities Act 99 15.2-5100-15.2-5158 (the "Act"), has benefited fi'om the generous and capable service of its Director, Darlene L. Burcham; and WHEREAS, heretofore by conCUlTent resolutions the Board of Supervisors of Roanoke County, Virginia, and the City Council of the City of Roanoke, Virginia, appointed Darlene L. Burcham to serve a three-year te1l11 as a director of the Weste1l1 Virginia Water Authority; and WHEREAS, Darlene L. Burcham, in her capacity as City Manager of the City of Roanoke, Virginia, was instrumental in the visioning, creation and cstablishment of the Authority, and from the very beginning has well and truly served the Authority with her capable representation; she has asserted her opinions and expressed her viewpoints with clarity and decisiveness; has embraced and fostered the principles of regionalism and cooperation; and has given hcr thoughtful, thorough and accurate advice on local government procedures. NOW THEREFORE, be it resolved by the Board of Dircctors of the Western Virginia Water Authority that they each extend their heartfelt thanks and gratitude to Darlcne L. Burcham for her service to the Authority, and that thcy cxtcnd thcir wamlest regards and best wishes 'for her continucd health and success. AND BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwardcd to thc Board of Supervisors of Roanoke County, Virginia, and to the City Council of the City of Roanoke, Virginia, with the request that it be read into the pe1l11anent public records of such governing bodies. This resolution shall take effect immediately. Directors absent -L Votes in Favor -5--- V otes Against ~ Abstentions ~ - I - SI H. Odell "Fuzzy" Minnix, Chairman H. Odell "Fuzzy" Minnix, Chairman SI Robert C. lawson, Jr., Vice Chai.nnan Robert C. Lawson, Jr., Vice Chairman SI M. Rupert Cutler M. Rupert Cutler SI Donald 1. Davis Donald L. Davis SI Elmer Hodge Elmer Hodge CERTIFICATION The undersigned secretary of the Western Virginia Water Authority does hereby certify that the foregoing is a true, complete and correct Resolution adopted by a vote of a majority of the Directors of the Western Virginia Water Authority, present at a special meeting of the Board of Directors of the Western Virginia Water Authority duly called and held Jrme 21, 2007, at which a quorum was present and acting throughout, and that the same has not been amended or rescinded and is in full force and effect as of the date of this certification, June '22,2007. ,.' \ :,JSEAL) "1. " '- " , .' ,. " I- I" - 2 - I an Thurman, Secretary, estern Virginia Water Authority c#~. '* t~... '_ 1l' ...." -,.;,,;;. .~ ' 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 CECELlA R. TYREE Assistant Deputy City Clerk July 3, 2007 Cindy H. Poulton, Clerk Roanoke City School Board P. O. Box 13145 Roanoke, Virginia 2403 J Dear Ms. Poulton: This is to advise you that V. Mignon Chubb-Hale to fill the unexpired term of William H. Lindsey ending June 30, 2008, and Suzanne P. Moore and Courtney A. Penn for terms ending June 30, 2010, have qualified as Trustees of the Roanoke City School Board. Sincerely, fn,~~ Stephanie M. Moon, CMC City Clerk SMM:ew pc: Sheila N. Hartman, Deputy City Clerk Andrea R. Johnson, Administrative Secretary, City Clerk's Office Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, V. Mignon Chubb-Hale, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a Trustee ofthe Roanoke City School Board to fill the unexpired term of William H. Lindsey commencing July I, 2007 and ending June 30, 2008, according to the best of my ability. ~)'~~AM\) ~-~ V. M' n Chubb-Hale ~.,t Subscribed and sworn to before me this 2/ day of I/~C; - " 2007. ~/P~ Judge, Twenty-Third Judicial Circuit . . 'I'..... '"j K:\oath and leaving scrvice\School Board\Schoo\ 2007\ V Mignon Chubb Hale appt letter.doc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Suzanne P. Moore, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a Trustee ofthe Roanoke City School Board, for a term of three years commencing July 1, 2007 and ending June 30, 2010, according to the best of my ability. c:-- () S~~';~~~'p:'~o:;e nl (X~<L f1 \pj:, \.u..W.L Subscribed and sworn to before me this ~ day of ~ 2007. eM \-'" j i V"-./L'--:-' ~ ^-^-- ircuit >. ,,I (.... 1/ '-;~) b,'" K:\oalh ami leaving ~enic~\Sch()ol Boan.l\Schou] 2007\Sll/.armt: P Moore appl kth:r.tloc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Courtney A. Penn, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a Trustee of the Roanoke City School Board, for a term of three years commencing July I, 2007 and ending June 30, 2010, according to the best of my ability. /",' .,? (2 ///J-f:.. ; - (.,~ Lour y A. Penn ~\/): ~ Subscribed and sworn to before me this ~ day of U . _~2007. ('),,--9. "" I Circuit "~---' _C':~'. .;~; H'ILl~!). ...... l,"..., '1._..'" ; Il'.'i.,t,. 'f:1 K:\oath and kaving st':rvic~\Scho()1 Bnard\School 2007\Courlney A Penn appt ktter.doc oJl~ ..l"~~ . . ,=.. .~ ~.. 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. TYREE Assistant Deputy City Clerk July 3, 2007 Dr. Robert Sandel, Secretary Virginia Western Community College Board of Directors P. O. Box 14007 Roanoke, Virginia 24038-4007 Dear Dr. Sandel: This is to advise you that Joseph B. Wright has qualified as a City representative to the Virginia Western Community College, Board of Directors, for a term ending June 30, 2011. Sincerely, rn. Yvt(})V Stephanie M. Moon, CMC City Clerk SMM:ew pc: Sheila N: Hartman, Deputy City Clerk Andrea R. Johnson, Administrative Secretary, City Clerk's Office Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Joseph B. Wright, 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 a City representative to the Virginia Western Community College, Board of Directors, for a term ending June 30, 2011, according to the best of my ability (So help me God). ~A 1./7% Subscribed and sworn to before me thisd" day of J/4f.t- 2007. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT EPU,-y, CLERK pt I I . I'::',:";.. ~,\ . - ,1 ,_ ,_ K:\oath and leaving service\virginia western comm college foundation boardVoseph B Wright oath 07.doc Misc./7-Z-07/City Council ~~ 1902 Grandin Road, SW Roanoke, Virginia 24015 June 27, 2007 Mayor Nelson Harris and Members of Roanoke City Council City of Roanoke 215 Church Avenue, SW Roanoke, Virginia 24011-1536 Dear Mayor Harris and Members of Council: Thank you for reappointing me as one of the City of Roanoke's appointees to the Advisory Board of Virginia Western Community College. It has been a pleasure representing the City on Virginia Western's Board. The College has a very positive impact on the Roanoke Valley through the many educational opportunities it offers. I feel very fortunate to be able to playa small part in the College's success. I look forward to continuing to serve the citizens of Roanoke as a Board member of the College. Sincerely, tpgt/r Joseph B. Wright ellA. .... ~ .' '.t:.j. :, , ,.11 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 July 2, 2007 The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: I would like to sponsor a request from the Mission of Mercy Committee, to thank City Council for their co-sponsorship of the free dental clinic for uninsured citizens of the Roanoke Valley. Respectfully submitted, Darlene L. B cham City Manager DLB:sm c: City Attorney Director of Finance City Clerk i July 2, 2007 To: the Honorable Members of the City of Roanoke City Council and Darlene Burcham From: the 2007 Roanoke Valley Mission of Mercy Planning Committee Re: Project Report The 2007 Roanoke Valley Mission of Mercy Project offers its sincere thanks and appreciation to the following: . Darlene Burcham, City Manager o Ms. Burcham immediately captured the vision and potential of the Project to address the unmet dental needs ofthe City of Roanoke and surrounding region. Her commitment to the Project's success resulted in obtaining the Roanoke Civic Center and the excellent assistance of its staff for the project. . Roanoke Civic Center Staff o Robyn Smyth and Wanda Pilkington are two leaders from the City's Civic Center team who dramatically contributed to the organization and planning of the Project. . Mike Guzo, Emergency Management Coordinator o Mr. Guzo played a key leadership role in the planning of the project, coordinating supporting services of all area localities and developing a template of emergency communications and delivery of care which can be used in future emergency events which may occur in the Roanoke Valley. . Jane Conlin, Director of the Department of Social Services o Ms. Conlin was influential in the original presentation ofthe Project to Ms. Burcham as well as others within her department. Her continued support was invaluable to helping us target City of Roanoke residents. . City Council o Support of the Project by City Council illuminated its leadership role within the Roanoke Valley. The desire of the Council to serve its citizens and provide an innovative format for delivery of dental care to its underserved population has added value to the overall service model of the City Council. The Planning Committee is currently reviewing potential dates for a 2008 Project. We sincerely hope that the City of Roanoke will once again consider demonstrating its vision and compassion for our Valley by donating the Roanoke Civic Center, City Staff, and leadership for the upcoming Project. ; 'J >- 1,129 Patients seen o Average ideal ratio 1 dentist: 1,785 patients . Almost like adding another dentist to the Valley to provide care Demographics: >- More Females than Males o 1.5 female:male >- More Single than Married o 2.76 sing1e:married >- Ages o 75% in the 21-50 year old range, majority of those in the 20-30 yo range o 5 Adults were treated who were> 80 years of age >- Location o 61% lived in Roanoke City o 10% lived in Roanoke County, Salem, Vinton o Remainder predominantly from SW Va o One patient was from Nashville, Tn >- More than $460,000 value of services provided o Approximately $450/patient o City of Roanoke's donation of Roanoke Civic Center and Staff approximated $17,000 of the $47,000 donated . $309,910 provided in services to City of Roanoke citizens . Rate of return of 18% for your donation!! >- Breakdown of Services Provided: o Hygiene 7 % o Restorative 20% o Oral Surgery 73% . 1,884 teeth extracted . 1 biopsy for lesion suspicious of oral cancer >- Total Volunteers: o 634 >- Total Volunteer Hours: o 6,838 >- Average HoursN olunteer: o 10.79 <P~ .~..dl...~A '... " ... \. ~w; ...-,t__,_ _:;_ CITY OF ROANOKE OFFICE OF THE CITY CLERK , 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853.2541 Fox: (540) 853.1145 E-mail: c1erk@roanokeva.gov SHEILA N. HARTMAN Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R TYREE Assistant Depu tv City Clerk July 5, 2007 Alton L. Knighton, Jr., Attorney Wood Rogers, PLC P. O. Box 141 25 Roanoke, Virginia 24038-4125 Dear Mr. Knighton: I am attaching copy of Resolution No. 37818-070207 approving a financing by the Industrial Development Authority of Botetourt County, Virginia, for the benefit of Goodwill Industries of the Valley, Inc., to the extent required by Section 147(f) of the Internal Revenue Code of 1986, as amended. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007. Sincerely, h?~~. Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Darlene L. Burcham, City Manager Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Brian K. Brown, Economic Development Administrator % ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd Day of July, 2007 No. 37818-070207. A RESOLUTION appraving a financing by the Industrial Develapment Autharity .of Batetaurt Caunty, Virginia far the benefit .of Gaadwill Industries of the Valleys, Inc. to the extent required by Section 147(f) ofthe Internal Revenue Code .of 1986, as amended. WHEREAS, the Industrial Development Authority .of Botetaurt Caunty, Virginia (the "Autharity") has considered the applicatian .of Gaadwill Industries .of the Valleys, Inc. (the "Borrower") requesting the issuance of one .or more .of the Autharity!s revenue bands or notes in an amaunt nat ta exceed $7,500,000 (the "Bands") ta assist in the financing .of the acquisitian, renavatian and equipping aftwa existing buildings, cantaining approximately 95,000 and 8,000 square feet, and adjaining land (the "Project") ta be used by the Borrawer far .offices, a workfarce development center, a thrift stare and warehause space, lacated at 2502 and 2520 Melrase Avenue, N.W., in the City of Raanake, Virginia (the "City"), and which Project will be awned and .operated by the Borrower (but with a partion thereafpossibly being leased, an a temporary basis, ta a current occupant of the Project ta be used for offices and as a warehouse), and the Authority has held a public hearing thereon; and WHEREAS, it has been requested that the Cauncil of the City (the "Council") approve the financing .of the Project and the issuance .of the Bonds, and such approval is required for compliance with Sectian I 47(f) .of the Internal Revenue Cade .of 1986, as amended; THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA: 1. The Cauncil appraves the financing .of the Project and the issuance of the Bonds by the Autharity for the benefit .of the Borrower, as required by said Section 147(f),ta permit the Autharity ta assist in the financing .of the Praject. The Council cancurs with the resalutian adapted by the Autharity on June 14, 2007 with respect to the Bands and the Project. 2. The approval .of the issuance .of the Bands, as required by said Section 147(f), daes nat canstitute an endarsement .of the Bands, the creditwarthiness .of the Barrawer .or the econamic viability .of the Praject. The Bands shall provide that neither the Cammanwealth of Virginia (the "Commanwealth") nar any palitical subdivision thereaf, including the City, Batetaurt Caunty (the "County") and the Autharity, shall be obligated to pay the principal of .or interest an the Bands .or ather .costs incident thereta except fram the revenues and receipts pledged therefar and that neither the faith .or credit nar the taxing pawer of the Cammanwealth .or any palitical subdivisian thereaf, including the City, the Caunty and the Autharity, shall be pledged thereta. 3. This Resolutian shall take effect immediatelytiponits adaption. ; ! . ',r -I /I/! / A:JlFJ:.H.~ tn. .m~ /~~ "C; {#IOI6927-2,104104-00023-01) WOODS ROGERS ~ ALTON L. KNIGHTON, JR. (540)983-7632 knighton@woodsrogers.com ATTORNEYS AT LAW June 14,2007 City Council City of Roanoke, Virginia 215 Church Avenue, S.W. Roanoke, Virginia 24011 Re: Industrial Development Authority of Botetourt County, Virginia; Financing for Goodwill Industries of the Valleys, Inc. Dear Mayor Harris and Members of Council: On behalf of Goodwill Industries of the Valleys, Inc. (the "Borrower") we would request that City Council adopt a resolution approving the issuance by the Industrial Development Authority of Botetourt County, Virginia (the "Authority") of one or more of its revenue bonds or notes (the "Bonds") for the benefit of the Borrower. The Bonds would be issued to finance the acquisition, renovation and equipping of buildings located on Melrose Avenue, N.W. in the City. The Bonds are intended to be issued by the Authority on a tax-exempt basis. The Bonds would be issued by the Authority, and not by the City's industrial development authority, in order that the Bonds might be "qualified tax-exempt obligations" under the Internal Revenue Code. The volume of bonds that will be issued by the City itself during 2007 is such that the Bonds would not be qualified tax-exempt obligations ifissued by the City's industrial development authority. Botetourt County, on the other hand, is not expected to issue bonds in significant volume during 2007, so the Borrower has requested that the Authority participate in the financing. Under the Internal Revenue Code, the interest on bonds issued by an authority for the benefit of a charitable organization will be tax-exempt only if the issuance of the bonds is approved by the governing body of the locality which created the issuing authority and by the governing body of the locality in which the financed facility is located. As the Borrower's facility is located in the City, approval of the financing by City Council is necessary for the Bonds to be issued on a tax-exempt basis. The proposed resolution .to be adopted by the City Council would provide this approval. In addition, the resolution would provide that City Council concurs with the Authority's resolution relating to the bonds, as is necessary under state law to allow the Authority to finance a facility located in the City. P.O. Box 14125/ Roanoke, Virginia 24038-4125 {#1020272-2, 104104-00023-01} 10 South Jefferson Street, Suite 1400 540983-7600 / Fax 540 983-7711 Offices also in 81acksburg, Danville, Lynchburg and Richmond, Virginia City Council City of Roanoke, Virginia Page 2 Thank you very much for your consideration of this matter. Sincerely, WOODS ROGERS PLC 0., ;{, P) Alton L. Knighton, Jr. ALK/js {#I020272-2, I04104-00023-01} , / ~, REPORT OF PUBLIC HEARING A public hearing was conducted by the Industrial Development Authority of Botetourt County, Virginia (the "Authority") at 3:00 p.m. on June 14, 2007 on the application of Goodwill Industries of the Valleys, Inc. (the "Borrower") requesting the Authority to issue up to $7,500,000 of its revenue bonds or notes (the "Bonds") to assist the Borrower in financing the acquisition, renovation and equipping of a facility (the "Project"). Notice of such hearing was published on May 29,2007 and June 5, 2007 in The Roanoke Times. The Project will be located at 2520 Melrose Avenue, N.W., in the City of Roanoke, Virginia (the "City"). The public hearing was held in the Second Floor Conference Room, Botetourt County Circuit Court Courthouse, I West Main Street, Fincastle, Virginia. At the meeting those persons interested in the issuance of the Bonds or the location and nature of the Project were given the opportunity to present their views. The public comments, if any, received at the meeting are summarized in Exhibit A attached hereto. . After such hearing, the Authority voted to recommend the approval of the Bonds to the Board of Supervisors of Botetourt County, Virginia (the "Board") and the City Council of the City (the "Council"). Accordingly, the Authority hereby recommends to the Board and the Council that they approve the issuance ofthe Bonds, as required by Section 147(f) of the Internal Revenue Code of 1986. Dated June 14,2007. INDUSTRIAL DEVELOPMENT AUTHORITY OF BOTETOURT COUNTY, VIRGINIA By I/o ~;~ {#1016912-2. 104104-D0023-0I} Exhibit A to Report of Public Hearing The following public comments were received: None {#1016912-2, 104104-00023-0I} FISCAL IMPACT STATEMENT Date: June 14, 2007 Applicant: Goodwill Industries ofthe Valleys, Inc. Facility: A facility located at 2502 and 2520 Melrose Avenue, N.W., in the City of Roanoke, Virginia 1. Maximum amount of financing sought $ 7,500,000 2. Estimated taxable value of the facility's real property to be constructed in the locality $ 4,420,000* 3. Estimated real property tax per year using present tax rates $ 52,598* 4. Estimated personal property tax per year using present tax rates $ 0 5. Estimated merchants' capital tax per year using present tax rates $ 0 6. a. Estimated dollar value per year of goods that will be purchased from Virginia companies within the locality $ 48,000 b. Estimated dollar value per year of goods that will be purchased from non-Virginia companies within the locality $ 0 c. Estimated dollar value per year of services that will be purchased from Virginia companies within the locality $ 99,000 d. Estimated dollar value per year of services that will be purchased from non-Virginia companies within the locality $ 0 7. Estimated number of regular employees on year round basis 35 8. Average annual salary per employee $ 27,143 Signature: ~~~ . Authority Chairman Industrial Development Authority of Botetourt County, Virginia {#l016916-2,l04104-00023-01} 1 If one or more of the above questions do not apply to the facility, indicate by writing "N/A" on the appropriate line. * While the facility is now subject to real property tax, the Applicant anticipates that it will apply for a real property tax exemption, {#1016916-2,104104-00023-01} 2 RESOLUTION OF THE INDUSTRIAL DEVELOPMENT AUTHORITY OF BOTETOURT COUNTY, VIRGINIA WHEREAS, there have been described to the Industrial Development Authority of Botetourt County, Virginia (the" Authority") the plans of Goodwill Industries of the V alleys, Inc. (the "Borrower") to acquire, renovate and equip a facility (the "Project"), in the City of Roanoke, Virginia (the "City"); and . WHEREAS, the Borrower has described the benefits to the City and Botetourt County, Virginia (the "County") and has requested the Authority to agree to issue its revenue bonds or notes, under the Virginia Industrial Development and Revenue Bond Act (the "Act"), in such amounts as may be necessary to finance the cost of the Project; BE IT RESOLVED BY THE INDUSTRIAL DEVELOPMENT AUTHORITY OF BOTETOURT COUNTY, VIRGINIA: . 1. It is hereby found and determined that the location of the Project in the City will promote the welfare of the residents of the City and the County and surrounding areas, will be in the public interest and will be consistent with the purposes of the Act. 2. To induce the Borrower to locate the Project in the City, the Authority hereby agrees, subject to required approvals and the compliance of the proposed issue with applicable law, to assist the Borrower in every reasonable way to finance the Project and, in particular, to undertake the issuance of one or more of its revenue bonds or notes (the "Bonds") therefor in amounts now estimated not to exceed $7,500,000 upon terms and conditions to be mutually agreed upon between the Authority and the Borrower. The proceeds from the sale of the Bonds shall be loaned by the Authority to the Borrower pursuant to an agreement or agreements which will provide for loan repayments to the Authority sufficient to pay the principal of and premium, if any, and interest on the Bonds and to pay all other expenses in connection with the Project. The Bonds shall be issued in form and pursuant to terms to be set by the Authority. 3. It having been represented to the Authority that it is necessary to proceed immediately with the Project, the Authority hereby agrees that the Borrower may proceed with plans for the Project, enter into contracts for acquisition, renovation and equipping and take such other steps as it may deem appropriate in connection therewith, provided that nothing herein shall be deemed to authorize the Borrower to obligate the Authority without its consent in each instance to the payment of any monies or the performance of any acts in connection with the Project. The Authority agrees that, to the extent consistent with federal tax laws, the Borrower may be reimbursed from the proceeds of the Bonds for all costs so incurred by it. 4. To the extent consistent with federal tax laws, all costs and expenses in cOllilection with the financing ofthe Project, including the fees and expenses of bond counsel and Authority counsel, shall be paid from the proceeds of the Bonds. If for any reason the Bonds are not issued, it is understood that all such expenses shall be paid by the Borrower and that the Authority shall have no responsibility therefor. {#1016905-1,104104-00023-01) I 5. The Authority shall perform such other acts and adopt such further resolutions as may be required to implement its undertakings as hereinabove set forth, and if requested by the Borrower, it will make application to the Internal Revenue Service for such tax rulings as may be necessary in the opinion ofbond counsel. To that end, the Chairman or Vice Chairman ofthe Authority is hereby authorized to execute an appropriate power of attorney naming counsel selected by the Borrower for such purposes. 6. The Authority hereby recommends that (a) the Board of Supervisors of the County (the "Board") and the City Council of the City (the "Council") approve the financing of the Project and the issuance of the Bonds and (b) the Council concur with this resolution. 7. The officers of the Authority are hereby authorized and directed to deliver to the Board and the Council (a) a reasonably detailed summary of the comments expressed at the public hearing held with respect to the issuance of the Bonds, (b) a fiscal impact statement concerning the Project in the form specified in Section 15.2-4907 of the Code of Virginia, and (c) a copy of this resolution, which constitutes the recommendation of the Authority that the Board and the Council approve the financing of the Project and the issuance of the Bonds. 8. This resolution shall take effect immediately upon its adoption. {#IOI6905-1,I04104-00023-01} 2 CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone, (540) 853-2333 Fa" (540) 853-1138 City Web: www.roanokcva.gov July 2, 2007 The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: I would like to sponsor a request from Alton L. Knighton, Jr., bond counsel for Goodwill Industries of the Valleys, Inc seeking approval of the issuance of bonds regarding the acquisition, renovation and equipping of buildings located on Melrose Avenue. Respectfully submitted, Darlene L. B rcham City Manager DLB:sm c: City Attorney Director of Finance City Clerk @l1I(g!'b, _~'.."::"/:).' .'''Sh).', \,': ~ J. .."'" I '. , . < ~._ .:., " -. .- -. . ,. - ~- . '- CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S,W, Noel C. Taylor Municipal Building, Room 456 Roanoke, Virginia 2401 1-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 C. NELSON HARRIS Mayor July 2, 2007 Council Members: Alfred T. Dowe, Jr. Beverly T. Fitzpatrick, Jr. Shennan P. Lea Gwen W. Mason David B. Trinkle Brian J. Wishneff The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Harris and Members of Council: As you are aware, a press conference was held on Tuesday, June 26, 2007, to announce a comprehensive list of policy changes to address parking issues in downtown Roanoke as well as several specific recommendations to help alleviate the parking problems. Nothing is more critical to the success of downtown Roanoke than successfully addressing the issue of parking. Therefore, we would like to propose that the City move the $460,000.00 projected in this year's City budget to be collected from parking fines to the Parking Fund. Nearly all of the fines are paid from parking tickets issued in downtown, and thus, the revenue from those funds should go back into supporting the Parking Fund. And also, we would like to recommend a valet parking station in the City Market area. This solution would address many of the problems caused by the lack of nearby surface parking in the Market area and the need to move shoppers in and out quickly. The Honorable Mayor and Members of the Roanoke City Council July 2, 2007 Your support of the abovementioned recommendations is appreciated. Respectfully submitted, ~ ;fi~ Sherman P. Lea Council ber . . Brian J. Wishneff Council Member SPL:BJW:sm pc: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Stephanie M. Moon, CMC, City Clerk 5.c. 'f Remarks of Thomas L. McKeon, Chairman of the Board, Downtown Roanoke, Inc., July 2,2007 Mr. Vice Mayor and members of Council, I am Tom McKeon, Chairman of the Board of Downtown Roanoke, Inc., and I appreciate the opportunity to provide you with additional perspective on parking issues in Downtown Roanoke. I fIrst want to thank you for your commitment to the further growth and development of a strong downtown as evidenced by a signifIcant number of well placed investments in downtown projects and infrastructure. We believe you join DRl in recognizing how important a healthy downtown is to the economic viability of the City as a whole and to the Region. Downtown parking fee increases and additional fees for nights, weekends and events is an issue of great importance to merchants, farmers, craftsman, artists, restaurateurs, who have chosen to make their living downtown in competition with malls and shopping centers, chains and big box stores and to their customers. Particularly until Downtown Roanoke becomes the destination location we envision, our Downtown businesses need as much of a level playing fIeld as we can provide for them. Parking fees negatively impact shopping, dining and events. DRl has worked for more than three years to promote the availability of free parking at night and on the weekends. .. just as people are becoming aware of this benefIt to visiting Downtown, it will be a big set back to drop this incentive. Having people come downtown to visit the farmer's market, attend events, for shopping, dining, and visiting our cultural amenities is economic development! Free parking at critical times and low cost parking in general are essential for continued success. We are providing today a copy of a Parking Survey executed by DRl -1,518 completed the 7 question survey. o When asked if the free nights and weekend parking has encouraged the respondent to come downtown the response was YES by 92.9% o When asked if they supported the City's increases, 93.6% said NO o 91.6% said they are LESS LIKELY to come downtown for events if they have to pay a fee o Overall, 89.4% said they will be LESS LIKELY to come downtown if the fees and increases are implemented. Parking Petition opposing fee increases and new fees nights, weekends and for events - 722 signatures collected by DRI at several venues downtown; these are added to the 481 signatures collected by the partners in the Roanoke Higher Education Center that were submitted to the City Clerk last week. (1203 total) Last week Councilmen Lea and Wishneff publicly announced five proposals to resolve the parking fee issues we are facing today. We applaud them for putting concrete alternatives on the table for discussion and debate. These and other ideas should be fully considered by City staff, members of Council, and stakeholders to see if better solutions can be found before the existing fee plan is implemented. To this end we support the Lea- Wishneff proposal to eliminate the current fee increase plan for the entire current fiscal year. During this time DRI is willing to work with the City to become better informed as to the issues facing the City and to explore win-win solutions to the parking issues in Downtown Roanoke. We would also encourage the City to include other stakeholders and citizens in the process of exploring alternatives. Downtown Roanoke, Inc already has an active parking committee that includes Board members and other volunteers who understand the needs of Downtown. That committee could provide valuable " assistance to the City, as a forum for further discussion and in developing the kind of solutions we could all support. In addition to examining fee issues in the months ahead DR! proposes that a process be initiated for working with the city to create a more positive parking experience overall. This might include, increased security to alleviate the fears some individuals may have about parking in garages, electronic posting of vacancies in garages, implementing the downtown shuttle more quickly, and perhaps even valet parking services. We believe that initiating this kind of citizen input process around a difficult issue, allowing for the proposal of solutions, and then acting decisively on what Council concludes is in the best interest of the people and the City is what leadership is all about, and that is what we believe the citizens of Roanoke expect of their City Council. Thank you for your consideration. ~~ ROANOKE OFFICE OF COMMUNICATIONS 215 Church Ave., S.w., Room 364 PH: 540-853-2333 FAX: 540-853-1138 FOR IMMEDIATE RELEASE Contact: Melinda Mayo Public Information Officer 540-853-6357 July 2, 2007 City Announces Staff and Departmental Organization Changes Roanoke, VA - The City of Roanoke announces the following changes in staff and departmental organization: Effectiv~ July 3, Robert Brian Townsend has been named Assistant City Manager for Community Development, a position he has held in an "acting" capacity since Nov. 6, 2006. A national search was conducted by Waters Consulting Group, Inc. Townsend was one of 140 applicants for the position. In his new position, Townsend will continue to oversee several departments within the city including Planning, Building and Development; Parks and Recreation; Human Services; Police; Public Libraries; Neighborhood Services; and Management and Budget. Townsend came to work for the city in July 2002 as Director of the Department of Planning, Building and Development. The Office of Economic Development was added to this department in September 2005, and Townsend served as Director until his appointment to Acting Assistant City Manager for Community Development. Prior to working for the city, he served in the City of Norfolk's Department of Planning as a Manager and Senior Planner for the Development Services Bureau, and as a City Planner in the Strategic Planning Bureau. Townsend holds a B.A. in political science from the University of Richmond, and a Master's degree in urban and regional planning from Virginia Commonwealth University in Richmond. Effective July 30, Thomas Carr has been hired as Director of the Department of Planning, Building and Development. Carr comes to the city after serving the City of Hickory, N.C. as Assistant City Manager for eight years, and as Planning Director for 20 years. He holds a B.A. in history from Hamilton College in Clinton, N.Y.; an MAT. in education from Brown University in Providence, R.I.; and an MA in geography from Appalachian State University in Boone, N.C. Carr's departmental responsibilities will also include the housing element from the Department of Housing and Neighborhood Services. Economic Development, formerly a part of the Depart- ment of Planning, Building and Development, will be headed by Brian Brown, Economic Develop- ment Administrator, and will report directly to the City Manager. A national search will be conducted for the director of the retitled Department of Neighborhood Services, which will continue to have as its primary mission the improvement of our neighbor- hoods through code enforcement and other innovative programs. ### <P~ '" 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. lYREE Assistant Deputy City Clerk July 5, 2007 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No.3 7819-070207 accepting the Foundation for Rehabilitation Equipment and Endowment grant made to the City of Roanoke from the State Department of Rehabilitative Services, 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, July 2, 2007. Sincerely, ~rn.~~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Jane R. Conlin, Director, Human/Social Services Carol Tuning, Human Services Coordinator D~C IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of July, 2007. No. 37819-070207. A RESOLUTION accepting the Foundation for Rehabilitation Equipment and Endowment ("FREE") grant made to the City from the State Department of Rehabilitative Services, and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council ofthe City of Roanoke as follows: 1. The City of Roanoke does hereby accept the Foundation for Rehabilitation Equipment and. Endowment ("FREE") grant made to the City from the State Department of Rehabilitative Services in the amount of $15,000 upon all the terms, provisions and conditions relating to the receipt of such funds, all as more particularly described in the letter of the City Manager to Council, dated July 2,2007. 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: A4-t~~um,~ City Clerk. R-Free Grant 7-2-07 1ifJ~ ~....!..~A'c, " ......). ~~ . . 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: clcrk@roanokeva.gov SHEILA N. HARTMAN Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. lYREE Assistant Deputy City Clerk July 5, 2007 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 37820-070207 appropriating funds from the Commonwealth of Virginia Department of Rehabilitative Services to expand access to assistive technology, and amending and reordaining certain sections of the 2007-2008 Grant Fund Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007, and is in full force and effect upon its passage. Sincerely, . -}n. /Vt&YV Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Darlene L. Burcham, City Manager R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Jane R. Conlin, Director, Human/Social Services Carol Tuning, Human Services Coordinator 0S IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of July, 2007. No. 37820-070207. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia Department of Rehabilitative Services to expand access to assistive technology, amending and reordaining certain sections of the 2007-2008 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 2007-2008 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Fees for Professional Services 35-630-5167-2010 $ 15,000 Revenues Free Foundation Grant FY08 - State 35-630-5167-5167 15,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: . rn. ~'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) 853-1138 City Web: www.roanokcva.gov July 2, 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 Council: Subject: Appropriation of Regional Disability Services Board Grant Funding - Foundation for Rehabilitation Equipment and Endowment (FREE Foundation) Background: The Fifth District Disability Services Board (DSB) is responsible to local governments and serves as a critical resource for needs assessment, information sharing and service opportunities for citizens with disabilities, their families and the community. The following jurisdictions in the Fifth Planning District have enacted resolutions establishing their participation in a regional effort and have appointed a local official to serve the following localities: the cities of Roanoke, Salem, Covington, Clifton Forge; counties of Roanoke, Craig, Botetourt, and Allegheny and the Town of Vinton. Other members of the DSB include representatives from business and consumers. City Council authorized the Director of Finance to serve as fiscal agent for the Fifth Planning District Disabilities Services Board on September 25, 1995, Resolution No. 32675-092595. The State Department of Rehabilitative Services has allocated funds in the Honorable Mayor and Members of City Council July 2, 2007 Page 2 amount of $15,000 to the Fifth District DSB for the FREE Foundation to provide instructional services to broaden and expand assistive technology programs for persons with physical and sensory disabilities in the Fifth Planning District. The FREE foundation will provide a local cash match of $1,500 for this project. (See Attachment A). These funds will be used to expand services of the FREE Foundation. FREE is a community-based program committed to helping individuals meet and overcome challenges by providing the necessary rehabilitative equipment allowing for independent and productive living. This equipment includes wheelchairs, walkers, power chairs, bathroom devices, canes, walkers, and more. Recommended action(s): Authorize the city manager, and the city clerk, to execute and attest respectively any documents required to accept the grant. City Council appropriate $15,000 for fees for profeSSional services in a grant fund account to be established by the Director of Finance and create a corresponding revenue estimate from the State Department of Rehabilitative Services to provide funding for the Fifth District DSB. Respectfully submitted, Darlene L. Bu cham City Manager 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 R. Brian Townsend, Acting Asst. City Manager for Community Dev. Jane R. Conlin, Director of Human/Social Services Carol Tuning, Human Services Coordinator CM07-00093 #:f~J... -">' ","J""",,",% .~ ":>';"; 'j' t~ : l,,;~ -f~, ,":'; . ~<"'i~k:2W" .? .~~<...,-u.~~' ...,{'/: '1~~''U.,",:,,~.p;, ,."",~,." COMMONWEALTH of VIRGINIA May 29, 2007 VOICE: (804) 662-7000 TTY: (804) 662-9040 VOICE - TOLL FREE: 800-552-5019 TTY - TOLL FREE: 800-464-9950 FAX: (804) 662-9532 EMAIL: drs@drs.virginia.gov James A. Rothrock, M,S., L.P.c. COMMISSIONER Department Of Rehabilitative Services 8004 FRANKLIN FARMS DRIVE RICHMOND, VIRGINIA 23229 I{cvcrcnd W. f-:d. Mansllcld, Chairpcrson hl1h Planning District Disability Scrviccs Hoard Post Officc Hox 173 Salem, VA 24153 , ,. Dear Mr. Manstield, Thank you I()r submitting your proposals I()J' the Competitive Rehabilitative Services Inccntivc f-\md (RSIF) for Fiscal Ycar 2008. All proposals wcrc considcrcd using thc rcview process as defined in the 2008 Rehabilitative Services Incentive Fund Guidelines, The Disability Services Council met on May 15.2007. and conducted a tinal review of the proposals submitted for funding. This letter is to officially inform you that your proposal tilr The FREE Foundation to broaden and expand assistive technology programs I()r person with physical and sensory disabilities in the Fifth PDC was approved for funding with the j(Jllowing recommendations. Ensure outreach strategies are inclusive of persons with sensory as well as physical disabilities, The award is I()r $15,000.00 with a required loeal mateh of $1 ,500.00. Funding is available for grants to begin on June 1,2007, Thc Oflice of Disability Services Boards will be developing the grants over the next month and will be in touch with you i r wc nced additional infomlation, If you have any questions regarding the information contained in this letter or the grant review process, please contact Richard Kriner at 804-662-7059 Voicc/TTY or Shcila Williams at 804-662-7055 Voicc/TTY or tollli-cc 800-552-5019 voicc or 800-464-9950 TTY. Sincerely, /"7. j ,;L,',:~,ji' ',,- --:- ,6(,;..,_,1<\..<).' ,.; . I{ichard Kriner Program Manager. Disahility Services Boat.us pc: "obin Ramsey. FRIT Foundalion Rllslyn Kingery. Slaff SUPP(1I1 Jesse Ilall. Fiscal Agent i../ An ECiual Opportunity': Affirmative I',CtiOIl Employer P.O. tlox B~73. Ruunnkl'. Virgini<l 241114 Fcrd.][y,dation for lo,e,f".,iHl't. t" <,',.", , . "<"','0;",0 I a Will .C,qLnpmen, o EndDwment March 19,2007 FPDC DSB P.O. Box 173 Salem, VA 24153 Dear Fifth Planning District Disability Service Board, Enclosed please find a request for funding from the Foundation for Rehabilitation Equipment and Endowment (FREE). This award will be used to expand the service of FREE to serve more individuals and focus on "untapped" areas in the Slh planning district (i.e. Alleghany County, Covington, Clifton Forge, and Craig County). As stated in the DSB 2006 Needs Assessment, Assistive Technology is listed as a high priority for residents in the Fifth Planning District with the inability to afford assistive devices thus making it very difficult to access or locate available devices. FREE recycles assistive devices and is an innovative method to overcome this high priority need. The FREE Foundation respectfully requests funds in the amount of $15,000. ' You will also find copies of support materials for matching funds. These include $1651.00 in pledges from local individual donors giving through United Way. These donors have selected FREE to receive their donations specifically. Additionally, support from the Kiwanis of Roanoke totaling a gift of$IOOO. FREE guarantees that we can successfully match funds to meet the RSIF requirements. Please contact me if you have any questions. Sincerely, ~;.:~~ Foundation for Rehabilitation Equipment and Endowment ,540-777-4929 <P~ 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 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 July 5, 2007 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Ordinance No. 37821-070207 authorizing the City Manager's issuance and execution of additional change orders to the City's contract with Lanford Brothers Company, Incorporated, for additional work for the Main Street (Wasena) Bridge Rehabilitation Project. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007, and is in full force and effect upon its passage. Sincerely, /y-;, ~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office .of Management and Budget Philip C. Schirmer, PE, LS, City Engineer ))1 , IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of July, 2007. No. 37821-070207. An ORDINANCE authorizing the City Manager's issuance and execution of additional Change Orders to the City's contract with Lanford Brothers Company, Incorporated, for additional work for the Main Street (Wasena) Bridge Rehabilitation Project; 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 Change Orders as may be necessary to the City's contract with Lanford Brothers Company, Incorporated, for additional work for the Main Street (Wasena) Bridge Rehabilitation Proj ect, all as more fully set forth in the City Manager's letter to this Council dated July 2,2007. 2. The form of such Change Orders shall be approved by the City Attorney. 3. Such Change Orders will provide authorization for additions to the work, with an increase in the amount of the contract and provided the total amount of such Change Orders will not exceed an additional $274,463.00, so that such contract amount may be increased by such Change Orders up to a total of $729,542.00, 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. ATTEST: !, CIl!~~J..}y,. ~ City Clerk. K:\My Documents\Susan Documents\TegenkamplJvl:easures\2007\Lanford Brothers 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 July 2, 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. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Main Street (Wasena) Bridge Rehabilitation Change Orders to Contract and Additional Funding Background: In the fall of 2005, staff's attention was called to deteriorating concrete on the sidewalk of the Main Street (Wasena) Bridge above the Wasena Park skateboard rink. Staff found pieces of concrete falling from the undersides of both east and west sidewalks. In January 2005, Lanford Brothers Company, Incorporated, was awarded a contract to remove and replace approximately 400 feet of sidewalk on the west side of the bridge over the skate park. This contract was based on available funding at the time. Since that time, additional concerns have arisen with delaminated concrete from the sidewalks, and in March of 2007, after proper advertisement and receipt of bids, Lanford Brothers Company, Incorporated, was awarded another contract, in the amount of $455,079.00, to remove and replace approximately 600 feet of sidewalk on the east side of the bridge, also based on available funding. This contract will correct immediate concerns; however, staff feels that the deteriorating concrete in the unreplaced portions will continue to deteriorate and staff believes it is best to complete the removal and replacement of both sidewalks at this time. To complete the above additional work, the following additional funds will be required at the current contract prices: Honorable Mayor and Members of City Council July 2, 2007 Page 2 1. Remove and replace 605 LF of sidewalk by contractor, 2. Reconstruct 168 LF of bridge joint by contractor, 3. Mattern & Craig, Inc. - AlE Construction Administration. 4. CTI Consultants, Inc. - Concrete Testing. 5. Continoencv for additional work $251,463 $ 3,600 $ 3,400 $ 25,846 $284,309 Change orders to Lanford's contract are needed for the above additional work. The cost for such additional work by Lanford is based on contract unit prices and is anticipated not to exceed $274,463. Council authorization is needed for such change orders because the additional costs for such work, when combined with prior change orders, exceeds the greater of 25% of the original contract amount or $50,000, as provided by the City Charter. Funding for the increased costs is available in account number 08-530-9552, Bridge Maintenance. Recommended Action: Authorize the City Manager to execute additional change orders, approved as to form by the City Attorney, to the City's contract with Lanford Brothers Company, Incorporated, in an amount not to exceed $274,463, for the additional work mentioned above for the Main Street (Wasena) Bridge Rehabilitation. Respectfully submitted, cAt Darlene L. Bu City Manager DLBIKDKldps c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Philip C. Schirmer, PE, LS, City Engineer CM07-00077 ..J$~ I A, ..d~. ~'.,. . \, -w..; ,...... C", ..~- <li CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,~. 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 CECELlA R. lYREE Assistant Deputy City Clerk July 5, 2007 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 37822-070207 authorizing an agreement with the Roanoke Valley Convention and Visitors Bureau for the purpose of increasing tourism in the Roanoke Valley. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007. Sincerely, )jqJ~ hi. ~~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: David L. Kjolhede, Executive Director, Roanoke Valley Convention and Visitors Bureau, 101 Shenandoah Avenue, S. W., Roanoke, Virginia 24016 Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Brian K. Brown, Economic Development Administrator Pit IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of July, 2007. No. 37822-070207. A RESOLUTION authorizing an agreement with the Roanoke Valley Convention and Visitors Bureau for the pmpose of increasing tourism in the Roanoke Valley. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager and the City Clerk are hereby authorized to execute and to attest, respectively, an agreement dated July 1, 2007, which includes a mutual indemnity provision, with the Roanoke Valley Convention and Visitors Bureau for a term of one year, from July 1, 2007, through June 30, 2008, unless sooner terminated in accordance with the provisions of the agreement, for the purpose of increasing tourism and marketing the Roanoke Valley as a regional destination for convention, conference, leisure and business travel, all as more fully set forth in the City Manager's letter to this Council dated July 2,2007. 2. The contract amount authorized by this resolution shall not exceed $847,440 without further Council authorization, except for the adjustment which the Director of Finance is authorized to make in accordance with the agreement. . ( 3. Such agreement shall be in such form as is approved by the City Attorney, and shall be substantially similar to the one attached to the above mentioned letter. : :', ATTEST: ~'~m.fYt~ - City Clerk. K:\My Docurnents\Susan Documents\Tegenkamp\Measures\2007\Roanoke Valley Convention-Visitors Bureau.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 July 2, 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: Su bject: FY 2007-08 Roanoke Valley Convention and Visitors Bureau Agreement The City of Roanoke annually has entered into an Agreement with the Roanoke Valley Convention and Visitors Bureau (RVCVB) to provide funding for marketing the Roanoke Valley as a convention and destination tourism site. As part of the fiscal year 2008 annual budget adopted by City Council on May 11, 2007, funding in the amount of $51 1,440 is specifically designated for RVCVB. An additional $336,000 is designated in the annual budget for marketing efforts and will go to the RVCVB, subject to an adjustment provision as set forth in the agreement mentioned below. The City has negotiated a one-year agreement commencing July I, 2007, (attached) with the RVCVB detailing the use of these funds. The agreement provides for the same number of City of Roanoke representatives on the RVCVB Board of Directors as last year. The agreement also contains a mutual indemnity clause, paragraph 9, which requires approval of Council. The RVCVB submitted a detailed report listing its accomplishments through April, 2007 and an annual budget and work plan for 2007-08 will be submitted to the City Manager for review and approval, upon approval of the RVCVB Board of Directors. Honorable Mayor and Members of City Council July 2, 2007 Page 2 Recommendation: Authorize the City Manager to execute an Agreement, dated July 1, 2007, in the amount of $847,440 with the RVCVB, in a form approved by the City Attorney, substantially similar to the one attached hereto for the express purpose of marketing the Roanoke Valley as a regional destination for convention and destination tourism. Respectfully submitted, arlene L. Burcham City Manager DLB:mpf attachment c: Jesse A. Hall, Director of Finance William M. Hackworth, City Attorney Stephanie M. Moon, City Clerk R. Brian Townsend, Acting Asst. City Manager for Community Dev. Brian Brown, Economic Development Administrator David Kjolhede, Executive Director, RVCVB CM07-00090 AGREEMENT THIS AGREEMENT, dated July 1, 2007, is by and between the ROANOKE V ALLEY CONVENTION AND VISITORS BUREAU, a corporation organized under the laws of the Commonwealth of Virginia (hereinafter "RVCVB") and the CITY OF ROANOKE, a municipal corporation of the Commonwealth of Virginia (hereinafter "City"). WHEREAS, the RVCVB IS a "REGIONAL DESTINATION MARKETING ORGANIZATION" whose mission is to market the entire Roanoke V alley as an exciting destination for Convention and Leisure travel; WHEREAS, the City is the largest contributor and with its concentration of hotels, conference centers, convention facilities, shopping, dining and attractions, realizes enhancement of its tax revenues as a result of the RVCVB marketing efforts; WHEREAS, the City desires to render aid and provide support to the R VCVB to assist in the promotion of the Roanoke Valley as a destination or meeting site for Visitors, including tourists, conventions and meeting groups, special event visitors and commercial travelers; WHEREAS, the City desires to appropriate $847,440 (subject to an adjustment as set forth herinafter in Paragraph 4) to the RVCVB for the express purpose of increasing tourism activities; WHEREAS, the City desires to formalize its relationship with RVCVB in an effort to increase the revenue enhancement derived from tourism activity; and WHEREAS, the City desires to assure that its appropriation of funds be used for these purposes. THEREFORE, in consideration of the mutual promises hereinafter set forth, the parties do hereby agree as follows: -1- C:\DOCUME-l \cmjb 1 \LOCALS-I \Temp\notesFFF692\R VCVB agreement-2007 -200S.doc 1. Term. The term of this Agreement shall be for a one-year period, from July 1, 2007, through June 30, 2008. 2. Services. Funds made available to RVCVB by the City will be applied to provide additional services resulting directly or indirectly in income producing activities, including but not limited to: (a) Direct sales programs. (b) Sales promotions. (c) Servicing conventions. (d) Marketing/communications. (e) Identify product need (new and improved facility and attractions). (f) Coordination with other City and Civic agencies and businesses involved in the growth of the Roanoke Valley. (g) Staff and run a Visitors' Center. (h) Promote and sell the Roanoke Valley as a convention and tourist destination. 3. Work ProgramlBudget. No later than July 31,2007, the RVCVB shall submit to the City Manager for approval a work program, marketing plan and budget setting forth in reasonable detail the activities planned for the year and the anticipated expenditures of City funds involved. The marketing plan shall be in sufficient detail as to determine the strategy RVCVB will be pursuing in promoting and selling the Roanoke Valley as a destination for group meetings, i.e. conferences and conventions as well as tourists. Such items shall detail how the funds will be expended on specific marketing initiatives. The City Manager shall approve or otherwise respond to the proposed work programs, marketing plan and budget no later than August 24, 2007 in order that any necessary modifications be settled upon on or before August 31,2007. Monthly reports outlining progress on convention sales, tourism activities and groups booked, bus tour activity, bookings and other information as deemed to be necessary by the City shall be submitted by the R VCVB to the City's Director of Planning Building and Economic Development. The lack of any written response by the City's Director of Planning Building and Economic Development requesting redirection of efforts within ten (l0) days of receipt of each monthly report will denote satisfaction with R VCVB efforts. -2- C:\DOCUME-l \cmjb 1 \LOCALS-I \Tcmp\nolesFFF692\RYCVB agreement-2007 -2008.doc 4. Funding. A. The City agrees to provide funding to RVCVB in the amount of Eight Hundred Forty Seven Thousand Four Hundred Forty Dollars ($847,440), subject to an adjustment as set forth in 4(B) below. The total amount shall be paid quarterly in equal payments of $211,860 on or before the last day of July 2007, September 2007, December 2007, and March 2008 B. Within thirty (30) days after the end of the fiscal year, June 30,2008, the Director of Finance will make an adjustment to the amount of funding under this Contract to the RVCVB. Such adjustment will be either an increase or decrease to the amount set forth in 4(A) above. The increase or decrease in funds provided to the R VCVB will be computed as follows: an amount equal to one seventh of the fiscal year 2008 transient occupancy tax revenue less $60,571, less the amount already paid to the RVCVB of $336,000 (which is part of the total amount set forth above) for fiscal year 2008. If there is an increase in such revenues, the amount of such increase will be paid by the City to the R VCVB at the close of the fiscal year to the extent of any shortfall in its operating budget under this Contract, but only up the amount of such shortfall. Otherwise, any such funds will not be paid to RVCVB. Furthermore, if there is a decrease in the amount of revenues mentioned above, the amount of such decrease will be requested in the form of a repayment from the RVCVB to the City at the close of the fiscal year. The R VCVB will pay the City the amount of such decrease within thirty (30) days after receiving written notice from the City to do so. 5. Subcontracting. It is understood that RVCVB may from time to time contract with firms and individuals for the acquisition of goods or services in the furtherance of the activities contemplated by this Agreement. RVCVB shall not enter into any contract relating to activities contemplated by this Agreement or involving the expenditure of funds provided to RVCVB by the City under this Agreement, where the amount of such contract is $5,000 or more, without written -3- C:\DOCUME-l \cmjb I \LOCALS-I \Temp\notesFFF692\RVCVB agreement-20D7 -2008.doc authorization of the City Manager unless the nature of the goods or services to be acquired were disclosed in the work program or annual plan and budget submitted for the year. 6. Books and Records, Audits. RYCYB shall keep accurate books and records. Both monthly P&L and Income Statements as well as an audited financial statement shall be made available to the City upon request Additionally, RYCVB shall make such books and records available to the Municipal Auditor of the City or other independent auditor selected by the City during its regular office hours. 7. Contacts with Prospective Clients. As specified in paragraph 3, the RVCVB shall inform the City's Director of Planning Building and Economic Development on a regular basis of work in progress at the RVCVB. A representative from the City shall have the right to be present at any formal bid presentations made to any potential group meeting or business meeting. 8. Board of Directors. City Council shall appoint two people as members of the Board of Directors of the R VCVB. Such appointees shall have full voting rights and privileges during the term of this Agreement and shall serve on the Board at the pleasure of City Council. In addition, the City Manager, the City's Director of Planning Building and Economic Development or Director's designee, and either the City's Director of Civic Facilities or Director of Parks and Recreation as designated by the City Manager, shall be members of the Board, with full voting rights and privileges during the term of this Agreement 9. Indemnification. To the extent permitted by law, each party shall indemnify and hold harmless the other party, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against it or its officers, agents or employees, and for expenses it may incur in this regard, arising out of the other's negligent acts or omissions, with respect to carrying out this Agreement -4- C:\DOCUME-l \cmjb 1 \LOCALS-l \Temp\notesFFF692\RVCVB agreement-20m -2008.doc 10. Insurance. RVCVB shall obtain and maintain during the life of this Agreement a policy or policies of commercial general liability insurance with an insurance company or companies licensed to do business in Virginia, which policy or policies shall provide coverage with respect to claims arising out of the subject matter of this Agreement. The amount of such insurance shall not be less than $1,000,000. RVCVB shall also obtain and maintain during the life of this Agreement Directors and Officers Liability insurance in the amount of $1,000,000 per occurrence providing coverage, including defense costs, with respect to claims arising out of the subject matter of this Agreement. All such policies shall be occurrence policies and shall name the City of Roanoke, its officers, agents, employees and representatives as additional insureds under the commercial general liability policy and, if possible, under the Directors and Officers Liability policy. RVCVB shall provide the City with certificates of insurance for each of the above policies and each certificate shall contain substantially the following statement: 'The insurance coverage provided by this certificate shall not be canceled or materially altered except after thirty (30) days written notice has been provided to the City of Roanoke." 11. Assignment. Neither the City nor RVCVB may assign its rights or obligations hereunder without the prior written consent of the other. 12. Notices. Any notices required by the terms of this Agreement shall be deemed to have been given when delivered in person to or deposited in the U.S. mail, via first class postage, addressed: (a) If to the City: City Manager City of Roanoke Noel C. Taylor Municipal Building, Room 364 215 Church Avenue, S. W. Roanoke, Virginia 24011 And -5- C:\DOCUME-l \cmjb 1 \LOCALS-I \Temp\notesFFF692\R VCVB agrecmenL-2007 -2008.doc Director of Planning Building and Economic Development III Franklin Plaza, Suite 200 Roanoke, V A 240 II (b) If to the RVCVB: Executive Director Roanoke Valley Convention and Visitors Bureau 101 Shenandoah Avenue Roanoke, VA 24016 or at such other address as each party may designate for itself by giving at least five (5) days prior written notice to the other party. 13. Nondiscrimination. A. During the performance of this Agreement, the R VCVB agrees as follows: 1. RVCVB will not discriminate against any subcontractor, 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 RVCVB. RVCVB agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 2. RVCVB, in all solicitations or advertisements for employees placed by or on behalf of RVCVB will state that RVCVB is an equal employment opportunity employer. 3. 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. -6- C:\DOCUME-I \cmjb 1 \LOCALS-I \Temp\notesFFF692\R VCVB agreement-2oo7 -200S.doc B. RVCVB will include the provisions of the foregoing subparagraphs (A)(I), (2) and (3), in every subcontract or purchase order of over ten thousand dollars ($10,000.00), so that the provisions will be binding upon each subcontractor or vendor. 14. Drug Free Workplace. (A) During the performance of this Contract, the RVCVB agrees to (i) provide a drug free workplace for the RVCVB'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 RVCVB's 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 RVCVB that RVCVB maintains a drug free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. (B) For the purpose 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. 15. Faith Based Organizations. Pursuant to Virginia Code Section 2.2 - 4343.1, be advised that the City of Roanoke does not discriminate against faith-based organizations. 16. Termination. The City may terminate this Agreement at any time ifRVCVB applies funds paid to RVCVB by the City for any purpose other than the purposes contemplated by this Agreement, provided that reasonable notice and opportunity to cure shall first be afforded, or if -7- C:\DOCUME-] \cmjb 1 \LOCALS-l \Temp\notesFFF692\R VCYB agreement-2007 -2oo8.doc R VCVB fails to perform any of the other obligations under this Agreement or as otherwise allowed by law. Upon termination of this Agreement, the number of City representatives on the Board of Directors of RVCVB shall be reduced to two (2). In such event, the City Manager shall designate the City's representatives to remain on the Board or in the event the City Manager does not so designate within 14 days of termination of the contract, the President of R VCVB shall make the designation. 17. Duplicate Originals. This Agreement may be executed in duplicate, each of which shall be deemed to be an original and all of which will be deemed to represent one and the same Agreement. 18. Nonwaiver. RVCVB agrees that the City's waiver or failure to enforce or require performance of any term or condition of this Agreement or the City's waiver of any particular breach of this Agreement by RVCVB 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 Agreement or a waiver of any other breaches of the Agreement by RVCVB and does not bar the City from requiring RVCVB to comply with all the terms and conditions of the Agreement and does not bar the City from asserting any and all rights and/or remedies it has or might have against RVCVB under this Agreement or by law. 19. Cooperation. Each party agrees to cooperate with the other in executing any documents necessary to carry out the intent and purpose of this Agreement. 20. Entire Agreement. This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements between the parties. No amendment to this Agreement will be valid unless made in writing and signed by the appropriate parties. -8- C:\DOCUME-I \cmjb 1 \lDCALS-l \Temp\notesFFF692\RVCVB agreement-20D7 -2008.doc IN WITNESS WHEREOF, the City and the RVCVB have caused this Agreement to be signed by their respective authorized representatives. ATTEST: CITY OF ROANOKE Stephanie Moon, City Clerk By Darlene L. Burcham, City Manager ATTEST: ROANOKE V ALLEY CONVENTION AND VISITORS BUREAU By: Printed Name and Title Printed Name and Title . Approved as to form: Appropriation & Funds required for this Contract certified: City Attorney Director of Finance Approved as to execution Account No. Date: City Attorney -9- C:\DOCUME-l \cmjb 1 \LOCALS-l \Temp\notesFFF692\R VCVB agreement-2007 -2008.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 E-mail: clerk@roanokeva.gov SHEILA N. HARTMAN Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 5, 2007 CECELIA R. 1YREE Assistant Deputy City Clerk Mr. William D. Stegall 4401 Windy Gap Drive, S. E. Roanoke, Virginia 24014 Dear Mr. Stegall: I am enclosing copy of Ordinance No. 37823-070207 amending Ordinance No. 30725-102191, ordaining that the next to last paragraph be amended to read and provide that if the above conditions have not been met within 12 months from the date of reordainment of Ordinance No. 37823-070207, then such ordinance shall be null and void with no further action by City Council being necessary. You are also required to record a certified copy of Ordinance No. 37823- 070207 along with a copy of Ordinance No. 30725-102191 that is to be recorded with the Clerk of the Circuit Court. The above referenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007, and is in full force and effect upon its passage. Sincerely, ~M,~ Stephanie M. Moon, CMC City Clerk SMM:ew Enclosure pc: Darlene L. Burcham, City Manager Jesse A. Hall, Director of Finance R. Brian Townsend, Agent, City Planning Commission f:f;o \:l\ C/ ~ \~\; \J . IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of July, 2007. No. 37823-070207. AN ORDINANCE amending and reordaining Ordinance No. 30725-102191; and dispensing with the second reading by title of this ordinance. WHEREAS, by adopting Ordinance No. 30725-102191, on October 21, 1991, City Council intended to permanently vacate, discontinue and close a certain 10' wide alley running from Williamson Road and terminating on the property then owned by Lady Bird Apparel, Inc., as it abuts the Roy L. Webber Expressway, located in Sections 3 and 4, Map of Jefferson Land Company, identified as Official Tax No. 40130210; WHEREAS, Ordinance No. 30725-102191 provided that it would be null and void, with no further action by City Council being necessary, if a certified copy of Ordinance No. 30725-102191 were not recorded by the Clerk of the Circuit Court ofthe City of Roanoke, Virginia, where deeds are recorded in such Clerk's Office, within twelve months of the date of adoption ofthe ordinance; WHEREAS, Ordinance No. 30725-102191 became null and void, by its terms, when a certified copy of Ordinance No. 30725-102191 was not recorded within twelve months after the adoption of the ordinance; and WHEREAS, an extension of time in which the plat of subdivision can be recorded after adoption of the ordinance to twelve months will effectuate the purpose of Ordinance No. 30725- 102191; THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that the next to last paragraph of Ordinance No. 30725-102191 be amended to read and provide as follows, and that such ordinance be reordained as amended: a-Stegall, William D. - Amend & Reordain - 10' alley ~ Lady Bird Apparel, Inc. 30725-102191 (070207) BE IT FURTHER ORDAINED that if the above conditions have not been met within twelve (12) months from the date of reordainment ofthis ordinance, then such ordinance shall be null and void with no further action by City Council being necessary. BE IT FURTHER ORDAINED that the applicant shall record a certified copy of this ordinance along with the copy of Ordinance No. 30725-102191 that is to be recorded with the Clerk ofthe Circuit Court. BE IT FINALLY ORDAINED that pursuant to the provisions ofs12 of the City Charter, the second reading ofthis ordinance by title is hereby dispensed with. ATTEST: ~rn.~ City Clerk. a-Stegall, william D. - Amend & Reordain - 10' alley - Lady Bird Apparel, Inc. 30725-102191 (070207) ;y IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 21st Day of October, 1991. No. 30725-102191. AN ORDINANCE permanently vacating, discontinuing and closing certain public right-of-way in the City of Roanoke, Virginia, as is more particularly described hereinafter. WHEREAS, Lady Bird Apparel, Inc., filed an application to the Council of the City of Roanoke, Virginia, in accordance with law, requesting the Council to permanently vacate, discontinue and close the public right-of-way described hereinafter; and WHEREAS, the City Planning Commission, which after giving proper notice to all concerned as required by S30-14, Code of the City of Roanoke (1979), as amended, and after having conducted a public hearing on the matter, has made its recommendation to Council; and WHEREAS, a public hearing was held on said application by the City Council on October 14, 1991, after due and timely notice thereof as required by S30-14, Code of the City of Roanoke (1979), as amended, at which hearing all parties in interest and citizens were afforded an opportunity to be heard on said application; and WHEREAS, it appearing from the foregoing that the land proprietors affected by the requested closing of the subject public right-of-way have been properly notified; and WHEREAS, from all of the foregoing, the Council considers that no inconvenience will result to any individual or to the public from permanently vacating, discontinuing and closing said public right-of-way. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke, Virginia, that the public right-of-way situate in the City of Roanoke, Virginia, and more particularly described as follows: A 10' wide alley running from Williamson Road and terminating on the property of Lady Bird Apparel, Inc., as it abuts the Roy L. Webber Expressway, located in Sections 3 and 4, Map of Jefferson Land Company, in the City of Roanoke, Virginia. be, and it hereby is, permanently vacated, discontinued and closed, and that all right and interest of the public in and to the same be, and hereby is, released insofar as the.Council of the City of Roanoke is empowered so to do with respect to the closed portion of the right-of-way, reserving however, to the City of Roanoke and any public utility, including, specifically, without limitation, providers to or for the public of cable television, electricity, natural gas or telephone service, an easement for sewer and water mains, television cable, electric wires, gas lines, telephone lines, and related facilities that may now be located in or across said public right-of-way, together with the right of ingress and egress for the maintenance or replacement of such lines, mains or utilities, such right to include the right to remove, without the payment of compensation or damages of any kind to the owner, any landscaping, fences, shrubbery, structure or any other encroachments on or over the easement which impede access for maintenance or replacement purposes at the time such work is undertake; such easement or easements to terminate upon the later abandonment of use or permanent removal from the above-described public right-of-way of any such municipal installation or other utility or facility by the owner thereof. BE IT FURTHER ORDAINED that the closure of the above-described right-of-way is conditioned upon applicant's providing to the City an approved subdivision plat, combining all properties that would be landlocked by the closure of the above-described portion of the IO-foot alley running from Williamson Road and terminating on said appl icant 's property as it abuts the Roy L. Webber Expressway, providing for all necessary easements for utilities, both public and private, and properly dividing the vacated rights-of-way, and in the event these conditions have not been met and the said plat has not been recorded in the Office of the Clerk of Circuit Court within one (1) year from the effective date of this ordinance, this ordinance shall become null and void with no further action by City Council being necessary. BE IT FURTHER ORDAINED that the City Engineer be, and he is, directed to mark "permanently vacated" on said public right-of-way on all maps and plats on file in his office on which said right-of- way is shown, referring to the book and page or ordinances and resolutions of the Council of the City of Roanoke, Virginia, wherein this ordinance shall be spread. BE IT FURTHER ORDAINED that the Clerk of the Council deliver to the Clerk of the Circuit Court of the City of Roanoke, Virginia, a certified copy of this ordinance for recordation in the Deed Books of said Clerk's Office, indexing the same in the name of the City of Roanoke, Virginia, as Grantor, and in the name of Lady Bird Apparel, Inc., and the names of any other parties in interest who may so request, as Grantees. ATT'EST: ... 'J.._ ' k-r-. J ~ ~ , n h10 "-..I IJ..~ Cleric ~ 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 July 2, 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: Amendment and reordainment of Ordinance No. 30725- 102191, vacating, discontinuing and closing a 10' wide alley, currently designated as Official Tax No. 40130210 Background: On October 21,1991, Ordinance No. 30725-102191 was adopted by City Council, permanently vacating a 10' wide alley running from Williamson Road and terminating on the property of Lady Bird Apparel, Inc., as it abuts the Roy L. Webber Expressway, located in Sections 3 and 4, Map of Jefferson Land Company, in the City of Roanoke. One of the conditions of the ordinance was that the petitioner (Lady Bird Apparel at the time of closure) record a copy of a plat combining the properties within one year from the effective date of the ordinance. If all the conditions were not met within one year from the effective date of the ordinance, Ordinance No. 30725-102191 would become null and void with no further action by City Council. Mr. William D. Stegall purchased the surrounding properties from Lady Bird Apparel in 1994 and was not aware of the condition to combine the properties and record a plat. Mr. Stegall has requested additional time in order to complete the plat recordation process and would request that Ordinance No. 30725-102 191 be amended and reordained to allow 12 Honorable Mayor and Members of City Council July 2, 2007 Page 2 months from the date of re-ordainment for recordation of the subdivision plat. Planning staff has reviewed the request and has no objection to it. Recommendation: Amend and reordain Ordinance No. 3072 5-102191 with the condition that the period of time required for satisfaction of the conditions be changed to 12 months from the date of re-ordainment. Respectfully submitted, ~ J v;J,.;) ~tUUA~:~ Darlene L. Burcham City Manager DLB/f attachment c: William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Stephanie M. Moon, City Clerk R. Brian Townsend, Agent, City Planning Commission William D. Stegall, property owner CM07-00091 'Y IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 21st Day of October, 1991. No. 30725-102191. AN ORDINANCE permanently vacating, discontinuing and closing certain public right-of-way in the City of RoanOke, Virginia, as is more particularly described hereinafter. WHEREAS, Lady Bird Apparel, Inc., filed an application to the Council of the City of Roanoke, Virginia, in accordance with law, requesting the Council to permanently vacate, discontinue and close the public right-Of-way described hereinafter; and WHEREAS, the City Planning Commission, which after giving proper notice to all concerned as required by 530-14, Code of the City of Roanoke (1979), as amended, and after having conducted a public hearing on the matter, has made its recommendation to Council; and WHEREAS, a public hearing was held on said application by the , City Council on October 14, 1991, after due and timely notice thereof as required by 530-14, Code of the City of Roanoke (1979), as amended, at which hearing all parties in interest and citizens were afforded an opportunity to be heard on said application; and WHEREAS, it appearing from the foregoing that the land proprietors affected by the requested closing of the subject public right-of-way have been properly notified; and WHEREAS, from all of the foregoing, the Council considers that no inconvenience will result to any individual or to the public from permanently vacating, discontinuing and closing said public right-of-way. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke, Virginia, that the public right-of-way situate in the City of Roanoke, Virginia, and more particularly described as follows: A 10' wide alley running from Williamson Road and terminating on the property of Lady Bird Apparel, Inc., as it abuts the Roy L. Webber Expressway, located in Sections 3 and 4, Map of Jefferson Land Company, in the City of Roanoke, Virginia. be, and it hereby is, permanently vacated, discontinued and closed, and that all right and interest of the public in and to the same be, and hereby is, released insofar as the Council of the City of Roanoke is empowered so to do with respect to the closed portion of the right-of-way, reserving however, to the City of Roanoke and any public utility, including, specifically, without limitation, providers to or for the public of cable television, electricity, natural gas or telephone service, an easement for sewer and water mains, television cable, electric wires, gas lines, telephone lines, and related facilities that may now be located in or across said public right-of-way, together with the right of ingress and egress for the maintenance or replacement of such lines, mains or utilities, such right to include the right to remove, without the payment of compensation or damages of any kind to the owner, any landscaping, fences, shrubbery, structure or any other encroachments on or over the easement which impede access for maintenance or replacement purposes at the time such work is undertake; such easement or easements to terminate upon the later abandonment of use or permanent removal from the above-described public right-Of-way of any such municipal installation or other utility or facility by the owner thereof. BE IT FURTHER ORDAINED that the closure of the above-described right-of-way is conditioned upon applicant's providing to the City an approved subdivision plat, combining all properties that would be landlocked by the closure of the above-described portion of the lO-foot alley running from Williamson Road and terminating on said applicant's property as it abuts the Roy L. Webber Expressway, providing for all necessary easements for utilities, both public and private, and properly dividing the vacated rights-of-way, and in the event these conditions have not been met and the said plat has not been recorded in the Office of the Clerk of Circuit Court within one (1) year from the effective date of this ordinance, this ordinance shall become null and void with no further action by City Council being necessary. BE IT FURTHER ORDAINED that the City Engineer be, and he is, directed to mark "permanently vacated" on said public right-of-way on all maps and plats on file in his office on which said right-of- way is shown, referring to th~ book and page or ordinances and resolutions of the Council of the City of Roanoke, Virginia, wherein this ordinance shall be spread. BE IT FURTHER ORDAINED that the Clerk of the Council deliver to the Clerk of the Circuit Court of the City of Roanoke, Virginia, a certified copy of this ordinance for recordation in the Deed Books of said Clerk's Office, indexing the same in the name of the City of Roanoke, Virginia, as Grantor, and in the name of Lady Bird Apparel, Inc., and the names of any other parties in interest who ATTEST: /'-- ~ ~~ -J. --P ~ may so request, as Grantees. Clerk. Don Stegall 4401 Windy Gap Drive Roanoke, VA 24014 March I, 2007 City Clerk 215 Church Ave, SW Room 456 Roanoke, VA 24011 Dear Mayor and City Council Members: I respectfully request Roanoke City Council to reenact and amend ordinance number 30725-102191 to allow for additional time to complete the plat recordation process. I also request that this item be placed on the next possible agenda. I purchased Official Tax Numbers 4030222, 4030210, 4030211, and 4030212 in 1994. All of these properties are affected by the ordinance. At the time I purchased them I was not aware of this ordinance and until recently did not realize that the requirements of this ordinance had not been fulfilled. My attorney advised me to combine all of the parcels into one in order to sell the land to the Roanoke Redevelopment and Housing Authority, but I cannot do so unless this ordinance is re-enacted. Thank you for your consideration in this matter. Sincerely, Don Stegall Map Output 1 ~RYfig1Jt 20(t1,i.t ,2(U).,~.ty..ofJ~00i[I~-!~ 4030<22 #i o .ti; is ~ s ;j s '. f i t .I I t .1 t ;1, 1 @ '4~'~ ~.,~ _,.~ , I I , " ,1l@1Im } .'i 1 ,} I: ~ ~ . 1 i ,.'" ,~ l :r l ., t / I I , . i / I I Page 1 ofl http:// gis/servlet/com.esri.esrimap.Esrimap?ServiceName=mke&ClientV ersion=3.1 &For... 06/13/2007 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: cJerk@roanokeva.gov SHEILA N. HARTMAN Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. 1YREE Assistant Deputy City Clerk July 5, 2007 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 37824-070207 approving a Public Art Action Plan for Fiscal Year 2007-2008. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007. Sincerely, ~'rY1.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Wyona M. Lynch-McWhite, Chair, Roanoke Arts Commission, 2012 Berkley Avenue, S. W., Roanoke, Virginia 24015 Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Brian Brown, Economic Development Administrator Susan Jennings, Public Art Coordinator "'" ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of July, 2007. No. 37824-070207. A RESOLUTION approving a Public Art Action Plan for Fiscal Year 2007- 2008. BE IT RESOLVED by the Council ofthe City of Roanoke that Council hereby approves the Public Art Action Plan for Fiscal Year 2007- 2008 which is part of the City Manager's report dated July 2,2007, as a part of the City's Public Art Policy. ATTEST: ~m.~~ City Clerk. I) 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 CECELlA R. 1YREE Assistant Deputy City Clerk '\ July 5, 2007 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 37825-070207 transferring funds from the Capital Projects Fund to various new Public Art Projects, and amending and reordaining certain sections of the 2007-2008 Capital Projects Fund Appropriations. The above referenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007, and is in full force and effect upon its passage. Sincerely, ~m.~~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Wyona M. Lynch-McWhite, Chair, Roanoke Arts Commission, 2012 Berkley Avenue, S. W., Roanoke, Virginia 24015 Darlene L. Burcham, City Manager R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Brian Brown, Economic Development Administrator Susan Jennings, Public Art Coordinator ~s IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 2nd day of.July, 200.7.0. " .'. .-. ,- .,; YI L! No. 37825-070207. AN ORDINANCE to transfer funding from the Capital Projects Fund to various new Public Art Projects, amending and reordaining certain sections of the 2007-2008 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 2007-2008 Capital Projects Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations CMERP - Equipment Purchases Appropriated from General Revenue Appropriated from General Revenue Appropriated from General Revenue Appropriated from General Revenue 08-610-9929-9132 08-610-9930-9003 08-61 0-9931-9003 08-610-9932-9003 08-610-9933-9003 $ (215,000) 125,000 10,000 60,000 20,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ,. rn.M{)(Jyv 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) 853cJ 138 City Web: www.roanokeva.gov July 2, 2007 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice-Mayor Honorable Alfred T. Dowe, Council Member Honorable Beverly T. Fitzpatrick, 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: Public Art Action Plan for 2007-08 Background: On April 2, 2007, Roanoke City Council adopted the Public Art Site Plan. According to the Site Plan, the Public Art Coordinator is to present an annual Public Art Action Plan to the Roanoke Arts Commission (RAC) which will identify future projects and estimated budgets for those prospective projects. The Public Art Site Plan also states that "Once approved by the RAC, the Public Art Action Plan is to be submitted to the City Manager for review and then to City Council for approval." At the May meeting of the RAC Commissioners toured several possible sites for public art. The Public Art Site Plan guided the RAC in developing the list of possible sites as did several public workshops, an open house for neighborhood organizations held in April 2007, and a presentation to key department heads within the City administration. On June 12, 2007 the RAC considered sites, themes and estimated budgets for its first public art projects. The purpose of this report is to submit those recommendations of the RAC to City Council. Considerations: It is the goal of the RAC to develop a wide range of projects of the various types eligible according to the Public Art Policy at diverse sites throughout the city. Other goals are to partner with additional organizations where appropriate and Honorable Harris and Members of City Council July 2, 2007 Page 2 to inform the citizens of the city about the various forms of public art. With that in mind, the following projects are recommended. 1. A large scale piece to be placed at the Roanoke Civic Center celebrating the 125'h anniversary of the City of Roanoke. The Request for Proposals (RFP) will encourage artists to look at the entire Civic Center as a blank canvas and consider the best location and media. The RFP will note any special conditions or considerations such as weight restrictions on the plaza, and will encourage artists to work with area children in the creation of the work. Theme: People, Pride and Promise Estimated Budget: $125,000 2. Enhancement of the Market Square Walkway. The RAC hopes to involve area university art and/or architecture students to add art elements to the interior of the pedestrian bridge. Theme: The Roanoke Valley as the arts and cultural hub. The concept is to display the multitude of arts and cultural offerings in the Roanoke Valley possibly through decoration of ceiling tiles, columns and creation of a mobile to hang at the end of the bridge. There would be a minimal participation fee for the organizations which would go into a fund for maintenance. Estimated Budget: $10,000 3. Temporary exhibition of a variety of works by various artists to give residents a feel for the range of works considered public art. Chattanooga followed a similar concept when they launched their public art program and it was quite successful. Several items from the temporary exhibit were later purchased by Chattanooga. A method to gather public feedback on the pieces in the exhibition would be included. A number of sites could be explored for exhibiting the pieces, depending upon the size and media of the art pieces chosen for exhibition. Theme: To be determined. Estimated Budget: $60,000, with the goal of up to ten pieces to be installed for twelve to eighteen months. 4. Bus shelters at the two city high schools. This is a joint project with Valley Metro and hopefully, students at the two high schools. Request for Proposals Honorable Harris and Members of City Council July 2, 2007 Page 3 will state the artist needs to not only have experience with bus shelters but also in working with high school students in a collaborative manner. Theme: To be determined by the students and artist Estimated Budget: $40,000 ($20,000 per shelter) with SO/50 sharing with Valley Metro such that there would be a $20,000 commitment from the City's Percent for the Arts funding and a $20,000 match from Valley Metro. This proposed work plan would allocate $215,000 of the approximately $260,000 currently available in the Percent for the Arts funding (account 08- 610-9929). Recommended Action: Adopt the attached resolution which approves the Public Art Action Plan for fiscal year 2007-08. Adopt the accompanying budget ordinance to transfer funding of $21 5,000 from account 08-610-9929 to new accounts to be established by the Director of Finance in the Capital Projects Fund. These accounts will be established to separately track the four projects outlined above. Respectfully submitted, Darlene L. B cham City Manager DLB:sj c: Jesse A. Hall, Director of Finance William M. Hackworth, City Attorney Stephanie M. Moon, City Clerk R. Brian Townsend, Acting Assistant City Manager Brian Brown, Economic Development Administrator Susan Jennings, Public Art Coordinator Wyona Lynch-McWhite, Chair Roanoke Arts Commission CM07-00099 @3~ &. '!l..~.~.~~...... ,,., ',' ~~.-}, JJ,rf; 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 CECELIA R. TIREE Assistant Deputy City Clerk July 5, 2007 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 37826-070207 authorizing the acceptance of an Urban and Community Forest Grant to fund a part-time Urban Forestry Planner to work with the City's Urban Forester on storm damage assessment protocol and related urban forestry activities; and authorizing execution of the necessary documents, upon certain terms and conditions. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2,2007. Sincerely, - .m.~hv Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Steven C. Buschor, Director, Parks and Recreation Dan Henry, Urban Forester . ( t/S J 01 !Ql& IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of July, 2007. No. 37826-070207. A RESOLUTION authorizing the acceptance of an Urban and Community Forest Grant to fund a part-time Urban Forestry Planner to work with the City's Urban Forester on storm damage assessment protocol and related urban forestry activities; and authorizing the execution of the necessary documents, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the Urban and Community Forest Grant, in the amount of $13,500,00, to fund a part-time Urban Forestry Planner to work with the City's Urban Forester on storm damage assessment protocol and related urban forestry activities, and as more particularly set forth in the letter dated July 2,2007, from the City Manager to this Council. 2. The City Manager and the City Clerk are hereby authorized to execute and attest, respectively, an agreement with the Virginia Department of Forestry, and any other forms necessary to accept such grant, such forms to be approved as to form by the City Attorney, and to furnish such additional information as may be required in connection with the City's acceptance of this grant. ATTEST: ~e~' ~6~ R-Accept Urban Forestry Grant 7-2-07 @3~ 114, '" 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) 853-1 145 E-mail: c1erk@roanokeva.gov SHEILA N. HARTMAN Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R 1YREE Assistant Deputy City Clerk July 5, 2007 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 37827-070207 appropriating funds from the Commonwealth of Virginia for the Urban and Community Forestry Grant, and amending and reordaining certain sections of the 2007- 2008 General and Grant Funds Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007, and is in full force and effect upon its passage. Sincerely, , . 1ft. (V;()~ Stephanie M. Moon, CMC City Clerk SMM:ew . Attachment pc: Darlene L. Burcham, City Manager R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Office of Management and Budget Steven C. Buschor, Director, Parks and Recreation Dan Henry, Urban Forester ~'? IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of July, 2007. No. 37827-070207. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia for the Urban and Community Forestry Grant, amending and reordaining certain sections of the 2007-2008 General and Grant Funds Appropriations; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2007-2008 General and Grant Funds Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Gel'\eral Fund Appropriations Temporary Wages Transfer to Grant Fund Grant Fund Appropriations Regular Employee Salaries City Retirement ICMA Match FICA Medical Insurance Dental Insurance Life Insurance Revenues Urban & Community Forestry Grant FY08 Urban & Community Forestry Grant FY08 Local Match 01-620-4340-1004 01-250-9310-9535 35-620-4352-1002 35-620-4352-1105 35-620-4352-1116 35-620-4352-1120 35-620-4352-1125 35-620-4352-1126 35-620-4352-1130 35-620-4352-4352 35-620-4352-4353 $ (11,285) 11,285 17,618 2,771 650 1,348 2,070 129 199 13,500 11,285 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. .""'.h1. OW 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 July 2, 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 Mayor 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: Urban Forestry Grant On June 12, 2007, the City was notified by the Virginia Department of Forestry that a $13,500 grant will be awarded to the City upon completion of a Memorandum of Agreement (Attachment 1). The grant will be used to fund a part-time Urban Forestry Planner to work with the City's Urban Forester on "Storm Damage Assessment Protocol and Related Urban Forestry Activities." This grant is from the same program that has funded the part-time Urban Forestry Planner for the past five years. The $13,500 Urban and Community Forestry Grant is a federal grant sponsored by the National Forest Service and administered by the Virginia Department of Forestry. Funds are awarded on a reimbursement basis after verification of the local match. The Urban Forester will provide 300 hours of staff time ($9,561) as part of the City match. The remainder of the matching funds will be an additional $11,285 to cover salary and pro-rata benefits for the part-time Urban Forestry Planner. The funding will be used for staff to set up a storm damage assessment protocol, begin planning for a tree inventory update, provide a public education tool on tree management, and be actively involved with departmental planning projects that affect urban forestry. Honorable Mayor and Members of City Council July 2, 2007 Page 2 Recommended Action: Accept the Urban and Community Forestry Grant in the amount of $13,500 and authorize the City Manager and City Clerk to execute and attest respectively, an agreement with the Virginia Department of Forestry and any other forms necessary to accept such grant, approved as to form by the City Attorney. Adopt the accompanying budget ordinance to establish a revenue estimate in the amount of $13,500, transfer $11 ,285 from the Parks and Recreation temporary employee wage account (01-620-4340-1004), and appropriate funding totaling $24,785 to expenditure accounts to be established by the Director of Finance in the Grant Fund as follows: Account Regular Employee Salary FICA Hospitalization Insurance Dental Insurance City Retirement Life Insurance ICMA Account # 35~620-4352-1 002 35-620-43S2-1120 35-620-4352-1125 35-620-4352-1126 35-620-4352-1105 35-620-4352-1130 35-620-4352-1116 Amount $ 17,618 $ 1,348 $ 2,070 $ 129 $ 2,771 $ 199 $ 650 TOTAL $ 24,785 Darlene L. Bu City Manager Attachment c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Acting Assistant City Manager Steve Buschor, Director of Parks "and'Recreatiori :,,: . CM07-00094 U&CF ASSISTANCE GRANT PROGRAM MEMORANDUM OF AGREEMENT GRANT # 07UCF12 This agreement made this day of , 2007 by and between the Virginia Department of Forestry, herein referred to as "Party of the First Part", and the City of Roanoke. Virginia. herein referred to as "Party of the Second Part". The parties of this agreement, in consideration of the mutual covenants and stipulations set out herein in order to promote, supporI and participate in the U&CF Assistance Grant Program, sponsored by the U. S, Forest Service (Catalog of Federal Domestic Assistance (CFDA) Number 10-664) agree as follows: (I) SCOPE OF SERVICES: The Party of the Second Part shall provide the service to the Party of the First Part set forth in its Urban & Community Forestry Assistance proposal. (2) TIME OF PERFORMANCE: The service of the Party of the Second Part shall commence on June 10, 2007 and shall terminate on June 15, 2008. All time limits stated are of the essence of this agreement. (3) COMPENSATION: The Party of the Second Part shall be paid by the Party of the First Part as set forth in A TT ACHMENT A. Funds will be Iransferred to the Party of the Second Part upon receipt of quarterly billings. The Party of the Second Part shall spend Ihe funds according to the specified categories of the contract budget. Minor shifts of the funds among categories not to exceed 10 percent may be permitted by the Party of Ihe First Part. but in no case can the total expenditures exceed the amount provided by this contract. ShifIs of funds among budget categories exceeding 10 percent must be approved in writing by the Party of The First Part. (4) ASSISTANCE: The Party of the First Part agrees upon request of the Party of the Second Part to furnish, or otherwise make available to the Party of the Second Part, copies of existing non-proprietary materials in the possession of the Party of the First Part that are reasonably related to the subject matter of this agr~ement and are necessary to the Party of the Second Part for completion of his performance under this agreement. (5) GENERAL PROVISIONS: Page 1 Nothing in this agreement shall be construed as authority for either party to make commitments which will bind the other parIy beyond the Scope of Service contained herein. Furthermore, the Party of the Second Part shall not assign, sublet or subcontract any work related 10 this agreement or any interest it may have herein without the prior written consent of the Party of the First Part. This contract is subject to appropriations by the Virginia General Assembly, (6) INTEGRATION AND MODIFICATION: This contract constitutes the entire agreement between the Party of the Second Part and the Party of the First Part, No alteration, amendment or modification in the provisions of this agreement shall be effective unless it is reduced to writing, signed by the parties and attached hereto. (7) TERMINATION: The Party of Ihe First Part may terminate this agreement for its convenience upon 60 days written notice to the other party, The Party of the Second Part shall be paid for no service rendered or expense incurred after receipt of such notice except such fees and expenses incurred prior to the effecIive date of termination that are necessary for curtailment of its/his work under this agreement. In the event of breach by the Party of the Second Part of this agreement, the Party of the First Part shall have the right immediately to rescind, revoke or terminate the agreement. In the alternative the Party of the First Part may give written notice to the Party of the Second Part specifying the manner in which the Agreement has been breached, If a notice of breach is given and the Party of the Second Part has not substantially corrected the breach within the sixty (60) days of receipt of the written notice, the Party of the First Part shall have the right to terminate this Agreement. In the event of rescission, revocation or termination, all documents and other materials related to the performance of this Agreement shall become the property of the Department of Forestry. (8) COLLATERAL CONTRACTS: Where there exists any inconsistency between this Agreement and other provisions of collateral contractual agreements which are made a part of this Agreement by reference or otherwise, the provisions of this Agreement shall control. (9) ANTI-DISCRIMINATION: During Ihe performance of this contract, the Party of the Second Part agrees as follows; The Party of the Second Part will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or naIional origin, except where religion, sex, or national origin is a bona fide occupational qual ification reasonable necessary to the normal operation of the Party of the Second Part. The Party of the Second Part agrees to posI in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. The Party of the Second Part, in all solicitations or advertisement for employees placed by or on behalf of the Party of the Second Part, will state that such Party of the Second Part is an equal opportunity employer. Notices. advertisements and solicitations in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of the Section. Page 2 The Party of the Second Part will include Ihe above provisions in every subcontract or purchase order of over $10.000, so that the provisions will be binding upon each subcontractor or vendor. (10) APPLICATIONS: This agreement shall be governed in all respects, whether as to validity, construction, capacity, performance or otherwise, by the laws of the Commonwealth of Virginia. (II) SEVERABILITY: Each paragraph and provision of the Agreement is severable from the entire Agreement; and if any provision IS declared invalid, the remaining provisions shall nevertheless remain in effect. (12) CONTINGENT FEE WARRANTY: The Party of the Second Part warrants that he/it has not employed or retained any person or persons for the purpose of soliciting or securing this Agreement. The Party of the Second Part further warrants that he/it has not paid or agreed to pay any company or person any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon the award or making of this Agreement. For breach of one or both of the foregoing warranties, the Agency shall have the right to terminate this agreement without liability, or, in its discretion or otherwise recover, the full amount of said prohibition fee, commission, percentage, brokerage fee, gift or contingent fee. (13) CONFLICT OF INTEREST: The Party of the Second Part warrants that he has fully complied with the Virginia Conflict of Interest Act. (14) FINANCIAL RECORDS AVAILABILITY: The Party of the Second Part agrees to retain all books, records and other documents relative to this Agreement for five (5) years after final payment, or until audited by Ihe Commonwealth of Virginia, whichever is later. The Party of the First Part, its authorized agents and/or State auditors shall have full access to and the right to examine any of said materials during said period. Source documentation such as canceled checks (include copies of both front and back), paid bills. payrolls, time and attendance record (itemizing time spent on U&CF Assistance grant project), contracts, etc. will be submitted with the "Request for Funds." Invoices will be marked "PAID" and referenced as to how payment was made (i.e. check number). The Party of the Second Part agrees to comply with the following Federal cost and administrative regulations as applicable: Non-Profit Ore:anizations COSI Principles, OMB CIR A-122 Admin. Regulations, OMB CIR A-II 0 Audits, OMB C1R-A 133 State and Local Governments Universities Cost Principles, OMB ClR A-87 Cost Principles, OMB ClR A-21 Admin, Regulations, OMB CIR A-I 02 (rev.) Admin. Regulations, OMB CIR A-II 0 Audits, OMB CIR A-133 Audits, OMB CIR A-133 Page 3 (15) OUARTERLY REPORTS: The Party of the Second Part agrees to provide the Party of the First Part performance reports on all act1Vllles identified in the proposals as they occur. The performance reports will contain a summary of progress and activities for each activity within the proposal; indicate any problems and soluIions in meeIing requirements, and provide financial funds expenditure information for reimbursement as appropriaIe. The quarterly report form has information relating to writing to your federal congress person about the benefits of the U&CF program to your community I organization. The schedule for submittal of the periodic performance reports shall be as follows: PERIOD COVERED June I. 2007 - August 30, 2007 September I. 2007 - December 31, 2007 January 1. 2008 - March 31,2008 April 1.2008 - May 15,2008 SUBMITTAL DATE September 15, 2007 January 15,2008 April 15,2008 June 20. 2008 In witness whereof the parties have caused this agreement to be executed by the following duly authorized officials: PARTY OF THE SECOND PART PARTY OF THE FIRST PART This contract has been reviewed by the staff of the Party of the First Part. Its substantive terms are appropriate, and sufficient funds have been obligated for its performance, BY: BY: TITLE: City Manager TITLE: Urban and Commnnity Forestry Partnership Coordinator AGENCY: City of Roanoke, Virginia AGENCY: Virginia Department of Forestry DATE: DATE: Page 4 ATTACHMENT A PAYMENT PROCESS The funds awarded under the grant are available on a reimbursement basis after verification of match and in accordance with a payment schedule agreed to in advance, Grantees must file a request for payment and send records of expenditures along with documented costs to the Virginia Department of Forestry. The UCF Program Administrator will evaluate the progress of the project to determine eligibility for full funding, Grantees may request reimbursement as frequently as needed (within reason); or at least quarterly if there are qualifying expenditures. FEDERAL AND STATE REGULATIONS Grantees must comply with all Federal regulations pertaining to Federal grants. Grantees are referred to OMB Circulars A-102 and A-110 which are the uniform administration requirements, Grantees are also referred to Section 3015,3016, and 3017 of the Code of Federal Regulations and to cost principles outlined in OMB Circulars A-21, A-87, and A-122. Copies of these documents may be obtained from the Virginia Department of Forestry UCF Program Administrator upon request. Grantees must certify that they are not debarred from this grant program. Grantees should not conduct business with individuals or organizations debarred from Federal grant projects. Applicants must document project approval by the authorized representative of the local governing body, organization or institution applying for the grant. State and local government agencies must adhere to guidelines of the "Agency Procurement Manual" (J anuary 1990) as required in Section 2.1-442 of the Code of Virginia, RECORD KEEPING REQUIREMENTS Records will be maintained according to all Federal regulations. The financial management system of the grantees shall meet the following standards: . Records shall comply with generally accepted accounting principles. . Records will document allowable costs. . Records will be supported by source documentation, such as canceled checks, paid bills, payrolls, time and attendance records, contracts, etc. Invoices must be marked paid and be referenced as to how payment was made (i.e., check number). Records will be maintained for three years following final payment Page 5 /~\~~iQc. ~_.-..,o". '::i-')\ ~~ - . ;<\ '~, )' .f.. _.: ".., C'/ >c _ "/ ~~~~ 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 emaiI: ann_shawver@ci.roanoke.va.us JESSE A. HALL Director of Finance email: jesse_hall@ci.roanoke.va.us July 2, 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: May Financial Report Attached is the monthly financial report through May, with discussion of revenue and expenditure trends for the first eleven months of the fiscal year. Comments on revenue and expenditure trends are a follows: Revenues The City of Roanoke's adopted budget for fjscal year 2007 anticipated revenue growth of 7.1 % compared to the fiscal year 2006 adopted budget. General Fund revenues grew 6.2% through May compared to the prior fiscal year. Major tax revenues are growing as anticipated and will meet or exceed budgetary projections as we complete June collections, as well as year-end accruals. Overall, we anticipate meeting or slightly exceeding our revenue estimates as we close the fiscal year. Detailed comments on budgetary variances for our major revenues are addressed as follows: General Property Taxes increased 7.8% due in part to the collection of a non- recurring delinquent machinery and tools tax of approximately $887,000. In addition, Personal Property Tax revenue recognized from the annual assessments increased by 4.4% compared to fiscal year 2006. The Personal Property Tax was due May 31, and collections are meeting expectations. The Real Estate Tax also contributes to the increase due to growth in real estate reassessments and new Honorable Mayor and Members of Council July 2,2007 Page 2 construction. This tax was expected to grow by approximately 7.6% in FY 2007, and actual growth met this expectation. Other Local Taxes grew 3.0% in the current fiscal year. Sales Tax collections through May 6.9% increased compared to the prior year. Sales Tax is performing well, and is exceeding projections on a year-to-date basis. The Cigarette Tax also contributed to the growth in this category 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 the prior year, it has not performed as well as anticipated and will under perform the revenue estimate by approximately 30% in fiscal year 2007. Also adding to the growth in this category are increases in both Prepared Food and Beverage Tax and Transient Occupancy Tax revenues of 5.1% and 5.4%, respectively. Conversely, there has been a decrease in the Telecommunications revenues due to the timing of the receipt of revenues under the new state- established Telecommunications Tax program which went into effect January 1, 2007. This new tax was intended to be revenue neutral relative to the taxes it replaced, but collections statewide are lower than anticipated. Revenues from telecommunications in general have been negatively impacted compared to last year as a result of the change in timing of receipt from the State versus when the revenues were received by the City directly from telecommunications businesses. By the close of the fiscal year when accruals are made, this timing difference will be rectified. Permits, Fees and Licenses decreased 21.2% compared to the same period in fiscal year 2006. This decline is due to a lower total value of properties on which building inspection permit fees have been obtained. In addition, the City experienced an active construction market during fiscal year 2006 with several large projects which created higher revenues last year. Fines and Forfeitures increased 8.9% due in part to an increase in Collection Fees revenue. Higher revenue from General District Court fines also contributed to the variance, and they resulted from an increased case load. Revenue from the Use of Money and Property increased 26.2% due in part to higher interest income earned on the budget stabilization reserve as the City continues to benefit from higher interest rates. Grants-in-Aid Commonwealth grew 8.2% in part due to a timing difference in the collection of personal property tax relief revenues. Most of this timing difference Honorable Mayor and Members of Council July 2,2007 Page 3 will be eliminated once the year end accrual is made for the first installment paid by the Commonwealth. Also contributing to the increase are AFDC Foster Care revenues, and funding for law enforcement through HB 599. These revenues have grown as expected based on state budgetary data. Internal Services grew by 6.4% over fiscal year 2006 due in part to an increase in the school share of the comprehensive services act revenues. Also contributing to the variance is the timing between fiscal year 2007 and fiscal year 2006 recognition of the revenues for audit services provided to the schools. Fiscal year end accruals will eliminate this timing difference. Miscellaneous Revenue increased 8.8% in the current fiscal year primarily due to the collection of a larger purchasing card rebate than in the prior year. 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 2006. 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 11.1 % due in part to an increase in the number of juveniles housed at the Roanoke Valley Juvenile Detention Center in the current fiscal year. These expenditures have grown as expected based on the fiscal year 2007 budget. Public Safety expenditures increased 7.8% 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 9.2% primarily due to higher foster care, special needs adoption, and daycare services expenditures as a result of a higher rate of child placement. Parks, Recreation, and Cultural expenditures grew 11.5% due in part to the aforementioned pay raise. An increase in workers compensation expenditures as Honorable Mayor and Members of Council July 2,2007 Page 4 well as a professional contract for accreditation also contributed to the variance. This category of expenditures is growing as anticipated based on the adopted budget. Transfer to Debt Service Fund expenditures increased 7.5% primarily as a result of the Series 2006 A & B general obligation bond issuances. Debt payments for these series commenced in the current year. Transfer to School Fund expenditures increased 5.1 % due primarily to the budgetary allocation of local tax revenues between the City and the School Administration. Transfer to School Capital Fund expenditures increased 100.0% due to a transfer of funding to finalize the Patrick Henry High School project. Non-departmental expenditures increased 23.3% due to an increase in the amount of undesignated fund balance transferred to the Capital Projects, Civic Facilities, Market Building, and Greater Roanoke Transit Company funds. These transfers fluctuate from year to year based on the needs of each fund and availability of fund balance. Sincerely, (}~ 4. HdI '-?esse A. Hall Director of Finance JAH: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 GENERAL FUND STATEMENT OF REVENUE Year to Date for the Period July 1 - May 31 July 1 - May 31 Percentage Revenue Source 2005-2006 2006-2007 of Change General Property Taxes $ 84,584,058 $ 91,169,799 7.8 % Other Local Taxes 57,815,728 59,557,861 3.0 % Permits, Fees and Licenses 1,333,503 1,050,551 -21.2 % Fines and Forleitures 1,389,332 1,512,949 8.9 % Revenue from Use of Money and Property 1,263,253 1,594,469 26.2 % Grants-in-Aid Commonwealth 40,257,163 43,572,050 8.2 % Grants-in-Aid Federal Government 19,384 19,385 0.0 % Charges for Services 7,728,461 8,004,144 3.6 % Internal Services 2,350,166 2,501,237 6A % Miscellaneous Revenue 507,723 552,453 8.8 % Total $ 197,248,771 $ 209,534,898 6.2 % Revised Revenue Estimates 90,878,000 70,336,000 1,236,000 1,287,000 689,000 66,921,925 38,000 8,581,035 2,803,000 751,525 $ 243,521,485 Current Fiscal Year Percent of Revenue Estimate Received 100.3% 84.7% 85.0% 117.6% 231.4% 65.1% 51.0% 93.3% 89.2% 73.5% 86.0% $ STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period Current Fiscal Year Percent of July 1 - May 31 July 1 - May 31 Percentage Unencumbered Revised Budget Expenditures 2005-2006 2006-2007 of Change Balance Appropriations Obligated General Government $ 11,057,105 $ 11,475,195 3.8 % $ 1,435,553 $ 12,910,748 88.9% Judicial Administration 6,265,974 6,961,467 11.1 % 716,619 7,678,086 90.7% Public Safety 52,062,396 56,119,759 7.8 % 4,118,137 60,237,896 93.2% Public Works 21,139,157 22,022,263 4.2 % 3,013,888 25,036,151 88.0% Health and Welfare 29,352,483 32,063,371 9.2 % 6,206,222 38,269,593 83.8% Parks, Recreation and Cultural 8,760,526 9,764,600 11.5 % 1,106,327 10,870,927 89.8% Community Development 5,387,287 5,599,493 3.9 % 558,310 6,157,803 90.9% Transfer to Debt Service Fund 17,687,075 19,017,753 7.5 % 224,819 19,242,572 98.8% Transfer to School Fund 51,260,372 53,856,102 5.1 % 4,812,941 58,669,043 91.8% Transfer to School Capital Fund 1,000,000 100.0 % 1,000,000 100.0% Nondepartmental 6,215,599 7,665,443 23.3 % 2,078,392 9,743,835 78.7% Total $ 209,187,974 $ 225,545,446 7.8 % $ 24,271,208 $ 249,816,654 90.3% CITY OF ROANOKE, VIRGINIA CIVIC FACILITIES FUND COMPARATIVE INCOME STATEMENT FOR THE ELEVEN MONTHS ENDING MAY 31,2007 FY 2007 FY 2006 Operating Revenues Rentals $ 542,944 $ 631,294 Event Expenses 195,569 145,817 Display Advertising 89,670 119,529 Admissions Tax 275,914 397,378 Electrical Fees 18,758 11,205 Novelly Fees 49,302 86,042 Facility Surcharge 201,222 316,646 Charge Card Fees 51,615 73,761 Commissions 40,303 64,933 Catering/Concessions 686,792 925,099 Other 425 6,246 Total Operating Revenues 2,152,514 2,777,950 Operating Expenses Personal Services 1,934,706 1,939,099 Operating Expenses 1,617,650 1,940,731 Depreciation 490,253 499,942 Total Operating Expenses 4,042,609 4,379,772 Operating Loss (1,890,095) (1,601,822) Nonoperating Revenues/(Expenses) Interest on Investments 30,056 46,806 Transfer from General Fund 1,553,994 803,346 Transfer from General Fund - Victory Stadium 125,841 Transfer to Debt Service Fund (63,369) (64,869) Inlerest and Fiscal Charges (86,044) (86,113) Arena Ventures Contractual Penalties 133,585 Viper Hockey Performance Bond 65,254 Miscellaneous 7,212 3,903 Net Nonoperating Revenues 1,507,103 962,499 Net Loss $ (382,992) $ (639,323) 2 CITY OF ROANOKE, VIRGINIA PARKING FUND COMPARATIVE INCOME STATEMENT FOR THE ELEVEN MONTHS ENDING MAY 31,2007 FY 2007 FY 2006 Operating Revenues Markel Garage $ 355,482 $ 385,022 Elmwood Park Garage 476,464 482,426 Center in the Square Garage 205,006 197,127 Church Avenue Garage 597.621 604,273 Tower Garage 455,115 420,978 Gainsboro Garage 115,167 112,806 Williamson Lot 78,123 76,629 Norfolk Avenue Lot 15,989 Higher Ed Center Lot 47,248 43,611 Market Lot 28,433 41,800 Elmwood Lot 71,231 73,766 Warehouse Row Lot 25,412 21,216 West ChurchIYMCA Lots 24,081 28,115 Total Operating Revenues 2,4 79,383 2,503,758 Operating Expenses Operaling Expenses 962,721 1,016,496 Depreciation 607,325 526,199 Total Operating Expenses 1,570,046 1,542,695 \ Operating Income 909,337 961,063 Nonoperating Revenues (Expenses) Interest on Investmenls 126,599 82,768 Miscellaneous 43,997 Interest and Fiscal Charges (256,242) (247,960) Net Nonoperating Expenses (85,646) (165,192) Net Income $ 823,691 $ 795,871 3 CITY OF ROANOKE, VIRGINIA MARKET BUILDING FUND COMPARATIVE INCOME STATEMENT FOR THE ELEVEN MONTHS ENDING MAY 31,2007 FY 2007 FY 2006 Operating Revenues Retail Space Rental $ 245,377 $ 254,293 Total Operating Revenues 245,377 254,293 Operating Expenses Operating Expense 261,979 272,954 Depreciation 86,314 7,072 Total Operating Expenses 348,293 280,026 Operating Loss (102,916) (25,733) Nonoperating Revenues Intereslon Investmenls 23,422 3,193 Transfer from Capital Projects Fund 474,300 Transfer from General Fund 280,500 54,700 Miscellaneous 130 Total Nonoperating Revenues 778,222 58,023 Net Income $ 675,306 $ 32,290 4 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED MAY 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 MAY 31,2007 CONSOLIDATED FUNDS BALANCE AT APR 30, 2007 $91,660,442.87 RECEIPTS $43,127,701.78 DISBURSEMENTS $35,3S2,581.73 BALANCE AT MAY 31, 2007 $99,435,562.92 BALANCE AT MAY 31, 2006 $117,092,677.29 CERTIFICATE 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 MAY 31,2007. THAT SAID FOREGOING, CASH CASH IN HAND CASH IN BANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: COMMERCIAL PAPER lOCAL GOVERNMENT INVESTMENT POOL WACHOVIA MONEY MANAGEMENT ACCOUNT SUNTRUST INSTITUTIONAL MONEY MARKET U. S. AGENCIES VIRGINIA AIM PROGRAM (U. S. SECURITIES) VIRGINIA SNAP PROGRAM (U. S. SECURITIES) TOTAL $1,362,280.00 5,498,577.41 1,460,896.46 34,167,207.23 10,562,936.44 3,656,997.74 20,000,000,00 15,538,136.26 7,188,531.38 $99,435,562.92 JUNE 14, 2007 5 CITY OF ROANOKE PENSION PLAN STATEMENT OF CHANGES IN PLAN NET ASSETS FOR THE ELEVEN MONTHS ENDED MAY 31,2007 FY 2007 FY 2006 Additions: Employer Contributions $ 9,977,083 $ 7,991,529 Investment Income Net Appreciation in Fair Value of Investments 49,120,670 23,675,738 Interest and Dividend Income 10,245,326 4,290,295 Total Investment Income 59,365,996 27,966,033 Less Investment Expense 306,425 319,064 Net Investment Income 59,059,571 27,646,969 Total Additions $ 69,036,654 $ 35,638,498 Deductions Benefits Paid to Participants Administrative Expenses Total Deductions $ 21,499,672 $ 19,889,441 325,437 315,416 $ 21,825,109 $ 20,204,857 47,211,545 15,433,641 Net Increase Net Assets Held in Trust for Pension Benefits: Fund Balance July 1 Fund Balance May 31 334,232,043 $ 381,443,588 318,675,367 $ 334,109,008 6 Assets Cash Investments, at Fair Value Due from Other Funds Total Assets Liabilities and Fund Balance Liabililies: Due to Other Funds Accounts Payable Total Liabilities Fund Balance: Fund Balance, July 1 Net Gain - Year to Date Total Fund Balance CITY OF ROANOKE PENSION PLAN BALANCE SHEET MAY 31, 2007 FY 2007 $ 1,259,142 382,174,797 1,272 $ 383,435,211 $ 1,991,166 457 1,991,623 334,232,043 47,211,545 381,443,588 Total Liabilities and Fund Balance $ 383,435,211 7 FY 2006 $ 772,191 335,180,000 3,683 $ 335,955,874 $ 1 ,846,767 99 1,846,866 318,675,367 15,433,641 334,109,008 $ 335,955,874 @3~ ....~"4~..~ '';', ..' . .... .....). .~ 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) 853-1 145 E-mail: c1erk@roanokeva.gov SHEILA N. HARTMAN Deputy City Clerk CECELJA R. 1YREE Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 5,2007 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 37828-070207 appropriating funds from the Commonwealth and Federal governments as well as from fees to support various school grants and programs, and amending and reordaining certain sections of the 2007-2008 Schoof Fund Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, July 2, 2007, and is in full force and effect upon its passage. ' Sincerely, 4"Ph,";' M. 'MOO~~ hJcl1YV City Clerk SMM:ew Attachment pc: Darlene L. Burcham, City Manager Cindy H. Poulton, Clerk, Roanoke City School Board, P. O. Box 13145, Roanoke, Virginia 24031 Richard W. Layman, Chief Academic Officer, Roanoke City Public Schools Sherman M. Stovall, Director, Office of Management and Budget ~\'> IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of July, 2007. No. 37828-070207. AN ORDINANCE to appropriatefundingJrom the Commonwealth and Federal governments as well as from fees to support various school grants and programs, amending and reordaining certain sections of the 2007-2008 School 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 2007-2008 School Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Elementary Teachers . Year-Round Teachers - Hurt Park Coordinators Extended Instruction Supplements Staff Development Evaluation Specialist Teachers Aides Clerical Retiree Health Credit Retiree Health Credit Social Security Social Security Social Security Retirement Retirement Health Insurance Health Insurance Group Life Insurance Group Life Insurance Indirect Costs Maintenance & Repair Travel Transportation Services Evaluation Parent Involvement 30-061-6143-0121-6000 30-061-6143-0121-6449 30-061-6143-0124-6000 30-061-6143-0129-6000 30-061-6143-0129-6200 30-061-6143-0138-6200 30-061-6143-0141-6000 30-061-6143-0151 -6200 30-061-6143-0200-6000 30-061-6143-0200-6200 30-061-6143-0201-6000 30-061-6143-0201 -6200 30-061-6143-0201-6449 30-061-6.143-0202-6000 30-061-6143-0202-6200 30-061-6143-0204-6000 30-061-6143-0204-6200 30-061-6143~0205-6000 30-061-6143-0205-6200 30-061-6143-0212-6200 30-061-6143-0332-6200 30-061-6143-0551-6200 30-061-6143-0583-6200 30-061-6143-0584-6200 30-061-6143-0585-6200 $2,168,226 71,200 215,763 269,141 82,682 52,000 470,927 30,000 28,549 820 238,990 12,598 5,447 300,249 8,437 414,221 9,760 28,549 820 85,117 13,000 2,500 672,241 2,500 53,828 Dissemination Administrative Supplies Food Instructional Supplies Instructional Equipment Equipment Teacher Stipends Social Security Contracted Professional Development PrintirJg Expense Staff/Consultant Travel Evaluation Services Instructional Materials Teachers English/Language Arts Teacher Math Teacher Supervisors Staff Development Retiree Health Credit Retiree Health Credit Retiree Health Credit Social Security Social Security Social Security Retirement Retirement Retirement Health Insurance Health Insurance Health Insurance Group Life Insurance Group Life Insurance Group Life Insurance Contracted Services Travel Evaluation Services Instructional Supplies Visiting Teachers Retiree Health Credit Social Security Retirement Health Insurance Group Life Insurance Instructional Materials 30-061-6143-0587-6200 30-061-6143-0601-6200 30-061-6143-0602-6200 30-061-6143-0614-6000 30-061-6143-0821 ~6000 30-061-6143-0821-6200 30'061-6144-0129-6000 30-061-6144-0201-6000 30-061-6144-0313-6000 30-061-6144-0351-6000 30-061-6144-0551-6000 30-061-6144-0584-6000 30-061-6144-0614-6000 30-061-6277-0121-6000 30-061-6277-0121-6104 30-061-6277-0121-6108 30-061-6277-0124-6000 30-061-6277-0129-6000 30-061-6277 -0200-6000 30-061-6277-0200-6104 30-061-6277-0200-6108 30-061-6277 -0201-6000 30-061-6277 -020 1-61 04 30-061-6277 -0201-61 08 30-061-6277 -0202-6000 30-061-6277-0202-6104 30-061-6277-0202-6108 30-061-6277-0204-6000 30-061-6277-0204-6104 30-061-6277 -0204-6108 30-061-6277 -0205-6000 30-061-6277 -0205-6104 30-061-6277 -0205-6108 30-061-6277 -0313-6000 30-061-6277 -0554-6000 30-061-6277 -0585-6000 30-061-6277-0614-6000 30-061-6281-0123-6231 30-061-6281-0200-6231 30-061-6281-0201-6231 30-061-6281-0202-6231 30-061-6281-0204-6231 30-061-6281-0205-6231 30-061-6281-0613-6231 25,000 1,500 27,750 40,000 48,000 3,000 38,600 2,900 255,000 25,000 8,500 35,000 35,000 476,442 77,646 40,224 87,550 39,500 2,950 427 221 47,488 5,940 3,077 98,402 8,564 4,437 82,286 7,320 4,880 2,286 2,286 2,287 4,723 19,077 20,000 1,000 25,317 253 1,937 3,183 2,000 253 1 ,462 . Teacher Stipends Social Security Health Insurance Travel Instructional Materials Professional Development Social Security Other Costs Supplies Instructor Instructor Professional Development Professional Development Social Security Social Security Purchased Services Purchased Services Travel Travel Other Costs Other Costs Instructional Supplies Instructional Supplies Substitute Teachers Teachers Counselor Director I ntercession/Mentorship In-service Clerical Temporary Clerical Support Custodian Retiree Health Credit Retiree Health Credit Social Security Social Security Social Security Social Security State Retirement Retirement City Retirement Health Insurance Health .Insurance Health Insurance 30-062-6145-0121-6104 30-062-6145-0201-6104 30-062-6145-0204-6104 30-062-6145-0551-6104 30-062-6145-0614-61 04 30-062-6278-0129-6002 30-062-6278-0201-6002 30-062-6278-0586-6002 30-062-6278-0614-6002 30-062-6279-0121-6005 30-062-6279-0121-6105 30-062-6279-0129-6005 30-062-6279-0129-6105 30-062-6279-0201-6005 30-062-6279-0201-6105 30-062-6279-0313-6005 30-062-6279-0313-6105 30-062-6279-0554-6005 30-062-6279-0554-6105 30-062-6279-0587 -6005 30-062-6279-0587-6105 30-062-6279-0614-6005 30-062-6279-0614-6105 30-062-6349-0021-6146 30-062-6349-0121-6146 30-062-6349-0123-6146 30-062-6349-0126-6319 30-062-6349,0129-6146 30-062-6349-0129-6346 30-062-6349-0151-6319 30-062-6349-0151-6346 30-062-6349-0192-6681 30-062-6349-0200-6146 30-062-6349-0200-6319 30-062-6349-0201-6146 30-062-6349-0201-6319 30-062-6349-0201-6346 30-062-6349-0201-6681 . 30-062-6349-0202-6146 30-062 -6349-0202-6319 30-062-6349-0203-6681 30-062-6349-0204-6146 30-062-6349-0204-6319 30-062-6349-0204-6681 20,200 1,545 5,363 3,000 3,000 21,663 1,657 789 25,201 29,000 5,000 3,000 3,000 6,450 401 10,000 10,000 2,000 2,000 4,000 2,000 20,000 9,458 412 716,743 40,033 90,630 13,905 2,800 37,984 2,062 21,358 3,187 640 51,873. 10,193 372 1,525 94,278 18,921 1,707 87,599 6,409 6,170 Group Life Insurance Group Life Insurance Temporary SeNices SeNice Contracts Purchased SeNices Electrical SeNice Natural Gas/Water SeNices Telecommunications Local Travel Local Travel Conference Travel Conference Travel Field Trips Administrative Supplies Maintenance Supplies Textbooks Library Materials Software Instructional Supplies Spec Reg Outreach & Collab Equipment Instructional Technology Principal Repayment Interest on Debt Program Director Activity Assistants Social Security Indirect Costs Contracted SerVices Conference Travel Pupil Transportation Supplies Equipment Program Director Activity Assistants Social Security Indirect Costs Contracted SeNices Conference Travel Pupil Transportation Supplies Equipment Instructional. Staff Program Director 30-062-6349-0205-6146 30-062-6349-0205-6319 30-062-6349-0321-6346 30-062-6349-0332-6346 30-062-6349-0381-6346 30-062-6349-0511-6681 30-062-6349-0512-6681 30-062-6349-0523-6681 30-062-6349-0551-6146 . 30-062-6349-0551-6319 30-062-6349-0554-6146 30-062-6349-0554-6319 30-062-6349-0583-6146 30-062-6349-0601-6319 30-062-6349-0608-6681 30-062-6349-0613-6146 30-062-6349-0613-6346 30-062-6349-0614-6146 30-062-6349-0614-6346 30-062-6349-0615-6146 30-062-6349-0821-6346 30-062-6349-0826-6346 30-062-6349-0901-6998 30-062-6349-0902-6998 30-062-6350-0124-6000 . 30-062-6350-0141-6000 30-062-6350-0201-6000 30-062-6350-0212-6000 30-062-6350-0313-6000 30-062-6350-0554-6000 30-062-6350-0583-6000 30-062-6350-0614-6000 30-062-6350-0821-6000 30-062-6351-0124-6000 30-062-6351-0141-6000 30-062-6351-0201-6000 30-062-6351-0212-6000 30-062-6351-0313-6000 30-062-6351-0554-6000 30-062-6351-0583-6000 30-062-6351-0614-6000 30-062-6351-0821-6000 30-062-6352-0121-6100 30-062-6352-0124-6100 7,504 1,506 1,200 5,258 8,500 42,488 14,266 1,000 350 350 5,000 2,000 1,000 5,000 2,000 25,500 256 12,000 40,000 3,000 95,643 5,400 193,500 115,272 17,640 65,200 6,296 2,307 30,970 2,381 12,500 39,325 10,000 17,640 65,200 . 6,296 2,307 30,970 2,381 12,500 39,325 10,000 34,890 12,242 Activity Assistants Media Assistant Social Security Indirect Costs Contracted Services Conference Travel Pupil Transportation Supplies Teachers Coordinators Psychologist Classroom Aides Bus Aides Retiree Health Credit Social Security Social Security State Retirement Health Insurance Health Insurance Gus Aide Annuities Contracted Health Services Contracted Psychologist Intern Travel In-service Supplies 'Equipment Educational Coordinators Social Security Indirect Costs Staff Travel Instructional Materials Substitute Teachers . Principal Educational Coordinators Retiree Health Credit Social Security State Retirement Health Insurance Group Life Insurance Indirect Costs Staff Travel Instructional Materials Other Costs Equipment 30-062-6352-0141-6100 30-062-6352-0151-6100 30-062-6352-0201-6100 30-062-6352-0212-6100 30-062-6352 -0313-6100 30-062-6352-0554-6100 30-062 -6352-0583-61 00 30-062-6352-0614-6100 30-062-6519-0121-6553 30-062-6519-0124-6553 30-062-6519-0132-6553 30-062-6519-0141-6553 30-062-6519-0142-6553 30-062-6519-0200-6553 30-062-6519-0201-6553 30-062-6519-0201-6553 30-062-6519-0202-6553 30-062-6519-0204-6553 30-062-6519-0204-6553 30-062-6519-0214-6553 30-062-6519-0311-6553 30-062-6519-0331-6553 30-062-6519-0554-6553 30-062-6519-0587-6553 30-062-6519-0614-6553 30-062-65.19-0821-6553 30-062-6520-0138-6554 30-062-6520-0201-6554 30-062-6520-0212-6554 30-062-6520-0551-6554 30-062-6520-0614-6554 30-062-6521-0021-6554 30-062-6521-0126-6554 30-062-6521-0138-6554 30-062-6521 ~0200-6554 30-062-6521-0201-6554 30-062-6521-0202-6554 . 30-062-6521-0204-6554 30-062-6521-0205-6554 30-062-6521-0212-6554 30-062-6521-0551-6554 30-062-6521-0614-6554 30-062-6521-0615-6554 30-062-6521-0821-6554 21,600 7,200 11,815 2,730 49,361 1,962 12,500 25,700 1,613,868 142,324 28,060 103,362 136,239 10,382 87,514 10,422 108,124 37,693 44,428 4,780 586,415 18,000 12,000 7,000 115,330 37,000 36,600 6,767 1,830 1,350 2,100 3,500 74,029 283,526 4,040 27,620 50,772 66,476 4,040 17,893 6,500 17,200 5,000 2,000 Summer Diagnostic Services Teacher Aides Retiree Health Credit Social Security State Retirement Health Insurance Purchased Services Tuition Travel Field Trips Parent Involvement Other Costs Supplies Equipment Special Education Teacher Visiting Teachers Secretary Retiree Health Credit Social Security State Retirement Health Insurance Group Life Insurance Instructional Materials Teachers Clerical Retiree Health Credit Social Security Social Security State Retirement Health Insurance Instructional Travel Instructional Supplies Instructional Equipment Coordinators Retiree Heaith Credit Social Security State Retirement Health Insurance Part Time Instructors Teachers Retiree Health Credit Social Security State Retirement Health Insurance 30-062-6522-0129-6553 30-062-6522-0141-6553 30-062-6522-0200-6553 30-062-6522-0201-6553 30-062-6522-0202-6553 30-062-6522-0204-6553 30-062-6522-0311-6553 30-062-6522-0382-6553 30-062-6522-0551-6553 30-062-6522-0583-6553 30-062-6522-0585-6553 30-062-6522-0586-6553 30-062-6522-0614-6553 30-062-6522-0821-6553 30-062-6523-0121-6554 30-062-6523-0123-6554 30-062-6523-0151-6554 30-062-6523-0200-6554 30-062-6523-0201-6554 30-062-6523-0202-6554 30-062-6523-0204-6554 30-062-6523-0205-6554 30-062-6523-0614-6554 30-062-6707-0121-6450 30-062-6707-0151-6550 30-062-6707 -0200-6550 30-062-6707 -0201-6450 30-062-6707 -0201-6550 30-062-6707-0202-6550 30-062-6707-0204-6550 30-062-6707 -0551-6450 30-062-6707 -0614-6450 30-062-6707 -0821-6450 30-062-6708-0121-6138 30-062-6708-0200-6138 30-062-6708-0201-6138 30-062-6708-0202-6138 30-062-6708-0204-6138 30-062-6708-0313-6138 30-062-6709-0121-6138 30-062-6709-0200-6138 30-062-6709-0201-6138 30-062-6709-0202-6138 30-062-6709-0204c6138 21,637 30,041 240 4,133 2,980 9,225 11,500 18,720 3,224 1,800 800 2,724 17,050 4,464 66,685 47,094 15,933 512 9,923 16,157 12,502 1,286 5,000 91,035 28,180 155 15,872 2,156 3,275 5,328 2,975 24,105 6,919 60,304 332 7,412 6,651 4,880 28,831 57,101 257 4,368 8,108 6,170 Group Life Insurance Purchased Services Other Charges Technology Education Equipment Specialist Clerical Social Security Communications Travel GED Examiners Social Security Instruction and Assessment Social Security City Jail-Teachers City Jail-Social Security GED Examiners Social Security Testing Fee Tuition Supplies Secondary Teachers Teacher Aides Retiree Health Credit Social Security Retirement Health Insurance Group Life Insurance Contracted Services-Salem City Instructor Retiree Health Credit Social Security Retirement Health Insurance . Field Trips School Instructional Technology Governor's Sch.lnstructional Tech Counselor Professional Development Retiree Health Credit Social Security Retirement Health Insurance Group Life Insurance Contracted Services Travel 30-062-6709-0205-6138 30-062-6709-0313-6138 30-062-6709-0614-6138 30-062-6709-0821-6138 30-062-6710-0124-6351 30-062-6710-0151-6351 30-062-6710-0201-6351 30-062-6710-0523-6351 30-062-671 0-0551-6351 30-062-6711-0121-6550 30-062-6711-0201-6550 30-062-6712-0121-6451 30-062-6712-0201-6451 30-062-6713-0121-6550 30-062-6713-0201-6550 30-062-6714-0121-6550 30-062-6714-0201-6550 30-062-6714-0382-6550 30-062-6714-0614-6550 30-062-6914-0121-6100 30-062-6914-0141-6100 30-062-6914-0200-61 00 30-062-6914-0201-6100 30-062-6914-0202-6100 30-062-6914-0204-6100 30-062-6914-0205-6100 30-062-6914-0311-6100 30-062-6916-0121-6100 30-062-6916-0200-6100 30-062-6916-0201-6100 30-062-6916-0202-6100 30-062-6916-0204-6100 30-062-6916-0583-6100 30-062-6917 -0826-6102 30-062-6917 -0826-6146 30-063-6280'0123-6315 30-063-6280-0129-6315 30-063-6280-0200-6315 30-063-6280-0201-6315 30-063-6280-0202-6315 30-063-6280-0204-6315 30-063-6280-0205-6315 30-063-6280-0313-6315 30-063-6280-0551-6315 645 5,000 24,646 249,723 34,475 10,000 3,403 622 1,500 13,934 1,066 23,223 1,777 22,681 1,735 8,800 668 13,050 2,482 51,546 48,497 387 6,575 12,204 10,810 971 55,300 35,392 178 2,478 3,572 4,880 3,500 856,000 26,000 85,656 876 857 1,850 3,000 2,686 857 2,000 3,000 Counselor Nurse Clerical Retiree Health Credit Social Security Retirement Health Insurance Travel 30-063-6915-0123-6672 30-063-6915-0131-6672 30-063-6915-0151-6672 30-063-6915-0200-6672 30-063-6915-0201-6672 30-063-6915-0202-6672 30-063-6915-0204-6672 30-063-6915-0551-6672 Revenues Federal Grant Receipts Federal Grant Receipts Federal Grant Receipts Federal Grant Receipts Federal Grant Receipts Federal Grant Receipts Federal Grant Receipts State Grant Receipts Local Match Fees Federal Grant Receipts Federal Grant Receipts Federal Grant Receipts Federal Grant Receipts State Grant Receipts State Grant Receipts Federal Grant Receipts State Grant Receipts Local Match Federal Grant Receipts State Grant Receipts Fees Federal Grant Receipts State Grant Receipts Fees Fees Federal Grant Receipts Fees State Grant Receipts State Grant Receipts Federal Grant Receipts State Bond Funds Federal Grant Receipts Donation 30-061-6143-1102 30-061-6144-1102 30-061-6277-1102 30-061-6281-1102 30-062-6145-1102 30-062-6278-1102 30-062-6279-1102 30-062-6349-1100 30-062-6349-1101 30-062-6349-1103 30-062-6350-1102 30-062-6351-1102 30-062-6352-1102 30-062-6519-1102 30-062-6520-1100 30-062-6521-1100 30-062-6522-1102 30-062-6523-1100 30-062-6707-1101 30-062-6707 -1102 30-062-6708-1100 30-062-6708-1103 30-062-6709-1102 30-062-6710-1100. 30-062-6711-1103 30-062-6712-1103 30-062-6713-1102 30-062-6713-1103 30-062-6714-1100 30-062-6914-1100 30-062-6916-1102 30-062-6917-1100 30-063-6280-1102 30-063-6915-11 03 34,380 55,936 38,142 668 9,295 14,119 16,460 1,000 5,382,815 400,000 1,039,013 34,405 33,108 49,310 106,309 349,514 690,674 756,606 186,619 186,619 180,000 3,102,941 48,647 562,596 128,538 175,092 27,000 153,000 33,750 74,660 356,018 50,000 15,000 25,000 16,416 8,000 25,000 186,290 50,000 882,000 100,782 170,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. .'-' ATTEST: :m.~ City Clerk. CITY OF ROANOKE SCHOOL BOARD P.O. Box 13145, ROANOKE VA 24031 . 54Q-853-2381 . FAX 54Q-853-2951 July 2, 2007 The Honorable C. Nelson Harris, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: As the result of official School Board action at its meeting on June 12, the Board respectfully requests City Council to appropriate the following funds for 2007-08 grant programs: · $5,382,815.00 for the Title I Program to provide remedial reading, language arts and mathematics instruction for students in targeted schools. This continuing program is one hundred percent reimbursed by federal funds. . $400,000.00 for the Title I Improvement Program to provide funds to aid the division in its effort to provide strategies to increase student learning at seven low-performing schools. This continuing program is one hundred percent reimbursed by federal funds. · $33,108.00 for the Title I D At-Risk Juvenile Detention Center Reading Teacher Program to provide funds to employ a part- time reading teacher at the Roanoke Juvenile Detention Center. This continuing program is one hundred percent reimbursed by federal funds. · $1,039,013.00 for the Title II, Part A Teacher Quality Program to provide funds for the placement of classroom teachers in grades one through three throughout the district to reduce class size and to provide funds for teacher and principal training. This continuing program is one hundred percent reimbursed by federal funds. · $49,310.00 for the Title II-D Enhancing Education Through Technology grant to provide materials and training to implement mobile wireless laboratories at six elementary Members of Council Page 2 July 2, 2007 schools. This continuing program is one hundred percent reimbursed by federal funds. · $106,309.00 for the Title III-A Limited English Proficiency Grant to provide services to students with limited English proficiency and to immigrant children. This continuing program is one hundred percent reimbursed by federal funds. · $100,782.00 for the Title IV-A Drug Free Schools Program to provide funding for one student assistance counselor at the secondary level to work with substance abuse issues. This continuing program is one hundred percent reimbursed by federal funds. · $34,405.00 for the Title V-A Innovative Program to provide funds for the implementation of innovative instructional programs in the school district and to provide visiting teacher services. This continuing program is one hundred percent reimbursed by federal funds. · $1,796,794.00 for the Governor's School Program to provide instruction in science and math to high school students. This continuing program will be supported by state funds and tuition collected from participating school districts. . $186,619.00 for the Fallon Park Community Learning Center. The Center will address the critical attendance, academic and parental involvement needs of the community in a safe, supervised, and nurturing environment. This continuing program is one hundred percent reimbursed by federal funds. . $186,619.00 for the Westside Community Learning Center. The Center will address the critical attendance, academic and parental involvement needs of the community in a safe, supervised, and nurturing environment. This continuing program is one hundred percent reimbursed by federal funds. · $180,000.00 for the William Fleming Community Learning Center. The Center will address the critical attendance, academic, and parental involvement needs of the community in a safe, supervised, and nurturing environment. This continuing program is one hundred percent reimbursed by federal funds. · $3,102,941.00 for the Flow Through Program to provide aid for the education and guidance of handicapped students. This continuing program is one hundred percent reimbursed by federal funds. . Members of Council Page 3 July 2, 2007 · $48,647.00 for the Care Connection Clinic Program to provide funds for the salary and expenses of the educational coordinator. This continuing program is one hundred percent reimbursed by state funds. · $562,596.00 for the Juvenile Detention Home Program to provide funds for the salary and expenses of the educational coordinators. This continuing program is one hundred percent reimbursed by state funds. · $128,538.00 for the Preschool Incentive Program to provide orientation and evaluation for handicapped students who will be entering the public school system for the first time during the fall. This continuing program is one hundred percent reimbursed by federal funds. · $175,092.00 for the Special Education Jail Program to provide funds for the salary and expenses of the staff providing special education instruction and screening services to the inmates of the Roanoke City Jail. This continuing program is one hundred percent reimbursed by state funds. . $180,000.00 for the Adult Basic Education Program to provide funds for the education of adults who have not completed high school. This continuing program is reimbursed by federal funds and matching funds. · $108,410.00 for the Apprenticeship Program to provide on-the- job and classroom vocational instruction for students in the apprenticeship program. This continuing program is reimbursed by state funds and fees paid by participants. . $356,018.00 for the Perkins Act Program to provide funds for vocational equipment and training. This continuing program is one hundred percent reimbursed by federal funds. . $50,000.00 for the Regional Education Specialist Program to provide anCillary and support services for the Adult Literacy and Basic Education Program in the planning district. This continuing program is one hundred percent reimbursed with state funds. · $15,000.00 for the GED Testing Program to provide instructors for GED preparation classes and for the administration of the GED examinations. This continuing program is funded with student fees. Members of Council Page 4 July 2, 2007 · $25,000.00 for the Workplace Education Program to provide instructional programs developed with area business establishments for employees at the work sites. This continuing program is funded with fees. · $24,416.00 for the Adult Education in the Jail Program to provide funds to be used for instruction to inmates in the Roanoke City Jail to aid in their acquisition of the GED certificate. This continuing program is reimbursed by federal funds and by fees. · $25,000.00 for the Race to GED Fast Track Program which is the Governor's Initiative to provide supplies, tuition, and instructors to increase the participation in the GED examinations. This continuing program is one hundred percent reimbursed by state funds. · $186,290.00 for the Regional Alternative Education Program to provide alternative curriculum and training for regional high risk students at the Taylor Learning Academy, with a focus on improving the total self concept of the student. This continuing program is one hundred percent reimbursed by state funds. · $170,000.00 for the Roanoke Adolescent Health Partnership to provide for medical services to the Roanoke City Schools in conjunction with the City of Roanoke Health Department and Carilion Health Systems. This continuing program is reimbursed by donations from Carilion Health Services. · $50,000.00 for the Homeless Assistance Program to provide instructional services to homeless students. This continuing program is one hundred percent reimbursed by federal funds. · $882,000.00 for the School Instructional Technology Program to be used for the purchase of school instructional technology equipment which will enable students in the elementary grades to take the Standards of Learning test on-line. This continuing program is one hundred percent reimbursed by state bond funds. Members of Council Page 5 July 2, 2007 The School Board thanks you for your approval of the appropriation requests for 2007-08 grant programs. Sincerely, ~~~ Cindy H~ulton, Clerk re cc: Mr. David B. Carson Dr. Richard W. Layman Mr. William C. Wingfield Dr. Richard C. Patterson Ms. Darlene L. Burcham Mr. William M. Hackworth Mr. Jesse A. Hall Mrs. Ann H. Shawver Ms. Lori Van Curen (with accounting details) CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, S. W., Room 461 P.O. Box 1220 Roanoke, Virginia 24006-1220 Telephone: (540) 853-2821 Fax: (540) 853-6142 ANN H. SHAWVER Deputy Director email: ann_shawver@ci.roanoke.va.us JESSE A. HALL Director of Finance email: jesse_hall@ci.roanoke.va.us July 2,2007 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: School Board Appropriation Request As the result of official School Board action at its meeting on June 12,2007, the Board has respectfully requested that City Council appropriate the following funds for 2007- 2008 grant programs: . $5,382,81 S for the Title I Program to provide remedial reading, language arts and mathematics instruction for students in targeted schools. This continuing program is one hundred percent reimbursed by federal funds. . $400,000 for the Title I Improvement Program to provide funds to aid the division in its effort to provide strategies to increase student learning at seven low- performing schools. This continuing program is one hundred percent reimbursed by federal funds. . $33,108 for the Title I D At-Risk Juvenile Detention Center Reading Teacher Program to provide funds to employ a part-time reading teacher at the Roanoke Juvenile Detention Center. This continuing program is one hundred percent reimbursed by federal funds. . $1,039,013 for the Title II. Part A Teacher Quality Program to provide funds for the placement of classroom teachers in grades one through three throughout the district to reduce class size and to provide funds for teacher and principal training. This continuing program is one hundred percent reimbursed by federal funds. . $49,310 for the Title II-D Enhancing Education Through Technology grant to provide materials and training to implement mobile wireless laboratories at six elementary schools. This continuing program is one hundred percent reimbursed by federal funds. Honorable Mayor Harris and Members of Council July 2,2007 Page 2 . $106,309 for the Title III-A Limited English Proficiency Grant to provide services to students with limited English proficiency and to immigrant children. This continuing program is one hundred percent reimbursed by federal funds. . $100,782 for the Title IV-A Drug Free Schools Program to provide funding for one student assistance counselor at the secondary level to work with substance abuse issues. This continuing program is one hundred percent reimbursed by federal funds. . $34,405 for the Title V-A Innovative Program to provide funds for the implementation of innovative instructional programs in the school district and to provide visiting teacher services. This continuing program is one hundred percent reimbursed by federal funds. . $1,796,794 for the Governor's School Program to provide instruction in science and math to high school students. This continuing program will be supported by state funds and tuition collected from participating schoof districts. . $186,619 for the Fallon Park Community Learning Center. The Center will address the critical attendance, academic and parental involvement needs of the community in a safe, supervised, and nurturing environment. This continuing program is one hundred percent reimbursed by federal funds. · $186,619 for the Westside Community Learning Center. The Center will address the critical attendance, academic and parental involvement needs of the community in a safe, supervised, and nurturing environment. This continuing program is one hundred percent reimbursed by federal funds. . $180,000 for the William Fleming Community Learning Center. The Center will address the critical attendance, academic. and parental involvement needs of the community in a safe, supervised, and nurturing environment. This continuing program is one hundred percent reimbursed by federal funds. . $3,102,941 for the Flow Through Program to provide aid for the education and guidance of handicapped students. This continuing program is one hundred percent reimbursed by federal funds. . $48,647 for the Care Connection Clinic Program to provide funds for the salary and expenses of the educational coordinator. This continuing program is one hundred percent reimbursed by' state fuiid's:~" ".' . $562,596 for the Juvenile Detention Home Program to provide funds for the salary and expenses of the educational coordinators. This continuing program is one hundred percent reimbursed by state funds. Honorable Mayor Harris and Members of Council July 2, 2007 pag e 3 . $128,538 for the Preschool Incentive Program to provide orientation and evaluation for handicapped students who will be entering the public school system for the first time during the fall. This continuing program is one hundred percent reimbursed by federal funds. . $175,092 for the Special Education Jail Program to provide funds for the salary and expenses of the staff providing special education instruction and screening services to the inmates of the Roanoke City Jail. This continuing program is one hundred percent reimbursed by state funds. . $180,000 for the Adult Basic Education Program to provide funds for the education of adults who have not completed high school. This continuing program is reimbursed by federal funds and matching funds. . $108,410 for the Apprenticeship Program to provide on-the-job and classroom vocational instruction for students in the apprenticeship program, This continuing program is reimbursed by state funds and fees paid by participants. . $356,018 for the Perkins Act Program to provide funds for vocational equipment and training. This continuing program is one hundred percent reimbursed by federal funds. . $50,000 for the Regional Education Specialist Program to provide ancillary and support services for the Adult Literacy and Basic Education Program in the planning district. This continuing program is one hundred percent reimbursed with state funds. . $15,000 for the GED Testing Program to provide instructors for GED preparation classes and for the administration of the GED examinations. This continuing program is funded with student fees. . $25,000 for the Workplace Education Program to provide instructional programs developed with area business establishments for employees at the work sites. This continuing program is funded with fees. · $24,416 for the Adult Education in the Jail Program to provide funds to be used for instruction to inmates in the Roanoke City Jail to aid in their acquisition of the GED certificate. This continuing program is reimbursed by federal funds and by fees. . $25,000 for the Race to GED Fast Track Program which is the Governor's Initiative to provide supplies, tuition, and instructors to increase the participation in the GED examinations. This continuing program is one hundred percent reimbursed by state funds. Honorable Mayor Harris and Members of Council July 2, 2007 Page 4 . $186,290 for the Regional Alternative Education Program to provide alternative curriculum and training for regional high risk students at the Taylor Learning Academy, with a focus on improving the total self concept of the student. This continuing program is one hundred percent reimbursed by state funds. . $170,000 for the Roanoke Adolescent Health Partnership to provide for medical services to the Roanoke City Schools in conjunction with the City of Roanoke Health Department and Carilion Health Systems. This continuing program is reimbursed by donations from Carilion Health Services. . $50,000 for the Homeless Assistance Program to provide instructional services to homeless students. This continuing program is one hundred percent reimbursed by federal funds. . $882,000 for the School Instructional Technology Program to be used for the purchase of school instructional technology equipment which will enable students in the elementary grades to take the Standards of Learning test on-line. This continuing program is one hundred percent reimbursed by state bond funds. We recommend that you concur with this report of the School Board and adopt the attached budget ordinance to appropriate funding as outlined above. Sincerely, 9~4.~ Jesse A. Hall Director of Finance c: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Stephanie M. Moon, City Clerk Sherman M. Stovall, Director of Management and Budget Richard W. Layman, Chief Academic Officer, Roanoke City Public Schools _..~~ ,"' .~~ r- ~;;..~, '-.......'.',. ~ @ 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 Assistant City Clerk STEPHANIE M. MOON, CMC Acting City Clerk CECELlA R TYREE Assistant Deputy City Clerk July 5, 2007 . Ms. Terri R. Jones 3303 One Oak Road, S. W Roanoke, Virginia 24018 Dear Mr. Jones: At a regular meeting of the Council of the City of Roanoke held on Monday, July 2,2007, you were reappointed as a member of the Roanoke Arts Commission for a term ending June 30, 2010. Enclosed you will find a Certificate of your reappointment 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 reappointed. 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 reappointment and each member is required "to read and become familiar with provisions of the Act." K:\oath and leaving service\Arts Commission\Terri Jones07oath.doc Ms. Terri R. Jones July 5, 2007 Page 2 On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue your service as a member of the Roanoke Arts Commission. Sincerely, ~0?~ Stephanie M. Moon, CMC ./ ~ City Clerk SMM:ew Enclosures pc: Wyona M, Lynch-McWhite, Chair, Roanoke Arts Commission, 2012 Berkley Avenue, S. W., Roanoke, Virginia 24015 Susan Jennings, Public Arts Coordinator, Economic Development Wanda McGill, Secretary, Roanoke Arts Commission Sheila N. Hartman, Deputy City Clerk Andrea R. Johnson, Administrative Secretary, City Clerk's Office K:\oath and leaving service\Arts Commission\Terri Jones07oath.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 second day of July 2007, TERRI R. JONES was reappointed as a member of the Roanoke Arts Commission for a term ending June 30, 2010. Given under my hand and the Seal of the City of Roanoke this fifth day of July 2007. City Clerk .~ . -' ~ K:\o~th and leaving service\Arts Commission\Terri Jones07oath.doc Misc. 6!18!07!City Council 6-18-07 Dear Council Members: Please be informed that I am humbly requesting that you discuss the issue of the Citizens Review Committee, set up as part of the process to review the complaints of Citizens against the Roanoke City Police Department. I am not going to be present to make this request. I am asking it in letter form and I would like a response to this request to be communicated to me in letter form. My mailing address is 1219 Loudon Ave. NW, Roanoke, VA 24017. I am simply requesting that you discuss it among yourselves and determine whether or not my concerns about its make-up have any merit. If they do, then what are your suggestions about what can be done about it to give it the potential for more objectivity, if not, why not! 0,---- Citizen