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Home My WebLink AboutCouncil Actions 02-04-08 MASON 38007-020408 ROANOKE CITY COUNCIL REGULAR SESSION FEBRUARY 4, 2008 9:00 A.M. ROOM 159 AGENDA Call to Order -- Roll Call Council Member Wishneff was not present and Council Member Dowe arrived late. A communication from Mayor C. Nelson Harris requesting that Council convene in a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. Approved (5-0, Council Member Dowe was not present when vote was recorded.) A communication from the City Manager requesting that Council convene in a Closed Meeting to discuss disposition of publicly-owned property, where discussion in open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended. Approved (5-0, Council Member Dowe was not present when vote was recorded.) 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) 1 Topics for discussion by the Mayor and Members of Council. (5 minutes) BRIEFINGS: . Roanoke River Flood Reduction Project 45 minutes Council Member Dowe arrived during the Roanoke River Flood Reduction Project. . Photo Red Program 30 minutes THE COUNCIL MEETING WAS DECLARED IN RECESS AT 10:25 A.M. FOR TWO CLOSED SESSIONS IN ROOM 159. CERTIFICATION OF CLOSED SESSION. (6-0) Appointed James L. Phillips as a City representative to the Court Community Corrections Program Regional Community Criminal Justice Board for a term ending June 30, 2010. Appointed Victoria Cox and Lutheria H. Smith as members of the Human Services Advisory Board for terms ending November 30, 2011. Appointed Adam Boitnott and Christopher M. Walters as members of the Parks and Recreation Advisory Board for terms ending March 31, 2011. AT 10:45 A.M., THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL 12 :00 P.M. FOR AJOINT MEETING OF COUNCIL AND ARCHITECTURAL REVIEW BOARD MET AT 12:00 P.M. 2 ROANOKE CITY COUNCIL ARCHITECTURAL REVIEW BOARD FEBRUARY 4, 2008 12:00 P.M. ROOM 159 AGENDA 1 . Call To Order/Roll Call. Vice-Mayor Trinkle and Council Member Wishneff were absent. 2. Welcome. 3. Blessing of the Meal. 4. Discussion of Items: · Annual Report for 2007 · Upcoming Projects 5. Remarks by Council/Architectural Review Board. THE ARCHITECTURAL REVIEW BOARD MEETING WAS ADJOURNED. AT 12:50 P.M., THE COUNCIL MEETING WAS DECLARED IN RECESS TO BE RECONVENED AT 2:00 P.M., IN THE COUNCIL CHAMBER, ROOM 450, FOURTH FLOOR, NOEL C. TAYLOR MUNICIPAL BUILDING. 3 ROANOKE CITY COUNCIL REGULAR SESSION FEBRUARY 4, 2008 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order--RolI Call. Vice-Mayor Trinkle was absent and Councjl Member Wishneff arrived late. The Invocation was delivered by Mayor C. Nelson Harris. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Harris. At this point Council Member Wishneff arrived at the meeting. Welcome. Mayor Harris. NOTICE: Meetings of Roanoke City Council are televised live on RVTV Channel 3. Today's Council meeting will be replayed on Channel 3 on Thursday, February 7, 2008, at 7:00 p.m., and Saturday, February 9,2008, at 4:00 p.m. Council meetings are offered with closed captioning for the hearing impaired. 4 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.CLlCK ON THE SERVICE ICON, CLICK ON COUNCIL AGENDAS TO ACCESS THE APPROPRIATE AGENDA AND COUNCIL MEETING. IF ADOBE ACROBAT IS NOT AVAILABLE, A PROMPT WILL APPEAR TO DOWNLOAD PRIOR TO VIEWING AGENDA INFORMATION. NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. SPECIAL ASSISTANCE IS AVAILABLE FOR DISABLED PERSONS ADDRESSING CITY COUNCIL. EFFORTS WILL BE MADE TO PROVIDE ADAPTATIONS OR ACCOMMODATIONS BASED ON INDIVIDUAL NEEDS OF QUALIFIED INDIVIDUALS WITH DISABILITIES, PROVIDED THAT REASONABLE ADVANCE NOTIFICATION HAS BEEN RECEIVED BY THE CITY CLERK'S OFFICE. ALL PERSONS WISHING TO ADDRESS COUNCIL WILL BE REQUIRED TO CALL THE CITY CLERK'S OFFICE PRIOR TO THE MONDAY COUNCIL MEETING, OR REGISTER WITH THE STAFF ASSISTANT AT THE ENTRANCE TO THE COUNCIL CHAMBER PRIOR TO COMMENCEMENT OF THE COUNCIL MEETING. ONCE THE COUNCIL MEETING HAS CONVENED, THERE WILL BE NO FURTHER REGISTRATION OF SPEAKERS, EXCEPT FOR PUBLIC HEARING MATTERS. ON THE SAME AGENDA ITEM, ONE TO FOUR SPEAKERS WILL BE ALLOTTED FIVE MINUTES EACH; HOWEVER, IF THERE ARE MORE THAN FOUR SPEAKERS, EACH SPEAKER WILL BE ALLOTTED THREE MINUTES. ANY PERSON WHO IS INTERESTED IN SERVING ON A CITY COUNCIL APPOINTED AUTHORITY, BOARD, COMMISSION OR COMMITTEE IS REQUESTED TO CONTACT THE CITY CLERK'S OFFICE AT 853-2541, OR ACCESS THE CITY'S HOMEPAGE AT WWW.ROANOKEVA.GOV, TO OBTAIN AN APPLICATION. 5 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: A Proclamation declaring Monday, February 11, 2008 as 2-1 -1 Awareness Day. Proclamation was presented to Pamela Kestner-Chapplear, President, Council of Community Services. 3. CONSENT AGENDA (APPROVED 6-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 A communication from the City Manager requesting that Council schedule a public hearing for Tuesday, February 19, 2008, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider the vacation of a public utility easement along Orange Avenue, N. W., for expansion of the Family YMCA. RECOMMENDED ACTION: Concurred in the request. C-2 A communication from the City Manager requesting that Council schedule a public hearing for Tuesday, February 19, 2008, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider the sale of a vacant City-owned tract of land to Newbern Properties, LLC, for the expansion of a heating and air conditioning company. RECOMMENDED ACTION: Concurred in the request. C-3 A communication from the City Manager requesting that Council schedule a public hearing for Tuesday, February 19, 2008, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider boundary amendments to Enterprise Zone One A and Zone Two. RECOMMENDED ACTION: Concurred in the request. C-4 Annual Report of the Architectural Review Board for the fiscal year 2007. RECOMMENDED ACTION: Received and filed. 6 C-5 Reports of qualification of the following: Carol D. Tuning as a member of the Fifth Planning District Disability Services Board for a term ending January 31, 2011 ; Linda D. Frith and F. Gordon Hancock as Directors of the Economic Development Authority, for terms ending October 20, 2011; and Lucy H. Lee as a member of the Roanoke Arts Commission, to fill the unexpired term of Susannah Koerber, ending June 30, 2009. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA 4. PUBLIC HEARINGS: NONE. 5. PETITIONS AND COMMUNICATIONS: a. Presentation by John Brownlee, U.S. Attorney, to the City of Roanoke Police Department, in connection with a federal investigation. (Sponsored by the City Manager.) U.S. Attorney John Brownlee presented a check in the amount of $2.8 Million, the largest single forfeited asset check in the Commonwealth of Virginia, to Police Chief Joe Gaskins in connection with a Federal investigation involving lIT Night Vision. 6. REPORTS OF OFFICERS: a. CITY MANAGER: BRIEFINGS: NONE. ITEMS RECOMMENDED FOR ACTION: 1. Authorization for waiver of the City's sovereign immunity and execution of a rental agreement with CBL & Associates Management, Inc., in connection with the Valley View Citizens' Appreciation Day on April 19, 2008. Adopted Resolution No. 38007-020408. (6-0) 7 2. Acceptance of the Western Virginia Workforce Development Board Workforce Investment Act funding for program year 2007 from the Virginia Employment Commission; and appropriation of funds. Adopted Budget Ordinance No. 38008-020408. (6-0) 3. Acceptance of a Virginia Sexual and Domestic Violence Victim Fund Grant from the Virginia Department of Criminal Justice Services; and appropriation of funds. Adopted Resolution No. 38009-020408 and Budget Ordinance No. 38010-020408. (6-0) 4. Amendment of the City Code to revise Chapter 14.1-1, Solid Waste Manaqement, with regard to various solid waste collection programs. Adopted Ordinance No. 38011-020408. (6-0) 5. Amendment to the contract between the City of Roanoke and Ovations Food Services, LP, in connection with the design, construction and installation of equipment for the Special Events Center. Adopted Resolution No. 38012-020408. (6-0) 6. Acceptance of a Federal Forfeited Property Sharing Grant to be used for law enforcement purposes; and appropriation of funds. Adopted Resolution No. 38013-020408 and Budget Ordinance No. 38014-020408. (6-0) b. DIRECTOR OF FINANCE: 1. Financial Report for the month of December 2007. Received and filed. 7. REPORTS OF COMMITTEES: NONE. 8. UNFINISHED BUSINESS: NONE. 9. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: NONE. 8 10. MOTIONS AND MISCELLANEOUS BUSINESS: NONE. a. Inquiries and/or comments by the Mayor and Members of City Council. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. 11. HEARING OF CITIZENS UPON PUBLIC MATTERS: NONE. 12. CITY MANAGER COMMENTS: The City Manager announced that according to Weldon Cooper Center's population estimates, the decline in the population in the City of Roanoke has stopped. She noted that final figures would not be available until 2010. She based the findings on the City's Strategic Housing Plan, an increase in income levels, job security, incentives offered to businesses, etc. AT 2:30 P.M., THE COUNCIL MEETING WAS DECLARED IN RECESS TO BE RECONVENED ON FRIDAY, FEBRUARY 15, 2008, AT 8:30 A.M., ROOM 159, NOEL C. TAYLOR MUNICIPAL BUILDING, FOR THE COUNCIL'S ANNUAL FINANCIAL PLANNING SESSION. 9 CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE, S.w., ROOM 452 ROANOKE, VIRGINIA 24011-1594 TELEPHONE: (540) 853-2444 FAX: (540) 853-1145 C. NELSON HARRIS Mayor February 4, 2008 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: This is to request a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. Sincerely, c..'Ll-.tw..~ C. Nelson Harris Mayor CNH:crt 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 February 4, 2008 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request for closed meeting Dear Mayor Harris and Council Members: This is to request that City Council convene a closed meeting to discuss the disposition of publicly-owned property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to 92.2-3711.A.3, Code of Virginia (1950), as amended. Respectfully submitted, Darlene L. Burcham City Manager DLB/lsc cc: William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Stephanie M. Moon, City Clerk I, [[W]: us Army Corps of Engineers 'A'Jfmingtcn D:s~[i,:1. . JPirro;jje)c.t lD)e.lliive;Fi)t l'eJa!l1lfIi · Ci,ty oif; lR'oali1io.li<ei ., Wiilimiili119ltO!1i11 Dilstrriict · Sa,va'.li1lli1la,,1hi Diis.trriict - COlli11trra'ctiili119j & Rea,ll E.state · NiodoJlli<, l1)iis;tfiiic.t - Reg,ulia,to'fi}1 .. So t1ltlnl Atllal.li1ltiic Diivisi,oli1l ., Co li1:s;tlitl:ctiio./i1i COi/ilitlia'.cto,lis. ., Other lFedlelia,.Il Ag;eli1icies.-USFWS; a'li1d lLJSGS ., S,ta!te, - ViiIi9IiiniiiallD.epailitmeli1:t oif E,li1iViiro,mn,ental: Qua11lilty ., lR'e9jiI011lIalll-, Wes,telil1ll Vil1i91i:rilli'a, W1a\teJ/i' Authodty ., Roa!IiI,o,li<e! VaIJII:e!}f GilieeIilWa!}f CO!lili1Ili1i1liISsi,ol1ll ,/ ""'""~ ~-,--.,..",,,,,~-.....,, "-~...,..-->f< *., '. "''\, " 1 2 3 4 \ 5 6 l' \. 7 ~ American~,'~.!~:;;:c;Pi1ngf:~;~\:::? ';jrc,' ...<.,. ..' '. c'. Traffic Solutions .....';:;;r:,IlI,I':';;f:;Df{), ':: l':'~f ~.,~~~:~"~..L.':+'~~:7--~---_____ , , " ~ ' . .. ".' ,'0 1'_~',LJ; !r-.-.,:.:~:__~~~t;.'::>':'~:\.i'.~:~;;": f ~';\~ ~'~'~'~'~~<'~~~l ,:'~. 'J ~UUC!IJU~~'''''SJI~lIS~ ~ ,. . .,' ,r;; " .. '~ ;>-,-}~. : Our detection and imaging technology will provide the best possible evidence. One single high resolution camera captures a set of two violation images with integrated data fields instead of an array of individual low resolution video cameras capturing multiple images, which require separate computers to integrate the images and violation data. Versatile and Easily Customized System · Modular design allows for installation flexibility and ease of maintenance · Flexible configuration - simultaneously monitor up to four traffic lanes with two separate signal phases - straight through, left-turn, and right turn · Data capture traffic only, violation only or both . Programmable "delay into red" · User-defined data bar configuration outside the image area · Sensor options: loop, piezo, video and other common detection inputs · Wireless upgrade path for remote image data transfer and lower cost installation · Plug-and-play digital upgrade solution replaces outmoded red light systems Accuracy, Precision and Security · Automatic capture of violations and corresponding traffic data · Remote accessibility, web interface and data transfer (hands free) · Battery backup - uninterrupted operation , · Compact flash card - high volume, secure data storage · On-site calibration, maintenance and setup via PDA · Functional unattended 24/7 use · Self-test diagnostics and error checking for easy maintenance · Compact and rugged design with no moving parts · Fast recycle strobe triggers as fast as camera triggers with only 150W output · 3DES encryption of data for high security Best Images Produce the Best Results · Most advanced digital imaging available · Unmatched image resolution -12.4 megapixel camera · Quick response - 5 frames/second up to 40 consecutive images. · Shutter Speed - 1/30 to 1/8,000 of a second · Embedded, user-defined auto-insert data fields · Razor-sharp focus - 11 image-focus sensors · "Anti-Glare" engineering defeats reflected-light schemes to hide license plates. ~~'~~,~sr~'~,~;~".,D'~,~_~'Q"~._~'O~'~~~'_'. _f ~...... City of Roanoke Photo Red Enforcement Informational Briefing What is Photo Red? . Automated Photographic Red Light Enforcement . PhotoRed monitors intersection and takes picture of violators who . js~gard red light. ~ffice~rtifies violation. . s~~~s,\mailed to violator by vendor. . Cons&ed'a Traffic Safety Initiative Virginia Law . Covered by 15.2-968.1 Code of VA . City restricted to max. of 9 intersections. . Fine limited to civil penalty of $50. . Violator must be at least 0.5 seconds behind line . Violator may file affidavit or testify in open court ~ they were not driver to avoid conviction. . ~~QffiCer must certify the violation. . Co~ ~tion based agreements with vendor are pro 'bit~. \ 1 ",. Virginia PhotoRed Results . Test program ran in VA from 1998-2004 . Found program technically feasible. . Mixed/Inconclusive Results . Red light violations/crashes declined, ~ear end crashes increased. ~J!l11:J~CraShes increased. . u~ a s~orter time requirement for violatlB . ~Q.4 sec was the longest) PhotoRed Program . Vendors have offered "cost neutral" programs. . Each approach to intersection costs approx. $4,700 per month to lease all equipment and services. . Installation, monitoring, repair, violation processing . 9 intersections with 18 approaches ~ ~~ommended) would cost over $1 million "'-Q Jars annually. . C~9"5ic:J receive any revenue over this amouht. "Soft Costs" . Cost Neutral program does not include expenses incurred by Police Department or Traffic Engineering. . Police must supply one full time sworn officer and a part time CSA to process iolations. No personnel available. ~ic"Engineering will have to commit per-Sennel during installation and main~-Qahce periods. Time requirement is unknowa \ 2 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: clerk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk STEPHANffi M. MOON, CMC City Clerk February 5, 2008 Mr. James L. Phillips 1811 Warrington Road, S. W. Roanoke, Virginia 24015 Dear Mr. PhilliPs: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 4, 2008, you were appointed as a City representative to the Court Community Corrections Program Regional Community Criminal Justice Board, for a term ending June 30, 2010. Enclosed you. will find a Certificate of your appointment and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 21 5 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. . Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." K:\oath and leaving service\Court Community Corrections Program Regional Community Crimianl Justice Board\James L Phillips oath June 30 2010.doc . Mr. James L. Phillips February 5, 2008 Page 2 On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve as a City representative to the Court Community Corrections Program Regional Community Criminal Justice Board. Sincerely, h~ln. rre Stephanie M. Moon, CMC City Clerk SMM:ew Enclosures pc: James T. Phipps, Director of Court and Community Corrections, P. O. Box 1725, Salem, Virginia 24153 wjapplication Sheila N. Hartman, Deputy City Clerk Adalina Allicott, Secretary, City Clerk's Office K:\oath and leaving service\Court Community Corrections Program Regional Community Crimianl Justice Board\lames L Phillips oath June 30 "ZOlO.doc ~ . COMMONWEALTH OF VIRGINIA CITY OF ROANOKE ) ) To-wit: ) I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of ./ Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the fourth day of February 2008, JAMES L. PHILLIPS was appointed as a City representative to the Court Community Corrections Program Regional Community Criminal Justice Board, for a term ending June 30, 2010. Given under my hand and the Seal of the City of Roanoke this fifth day of February 2008. City Clerk m.~ ./ K:\oath and leaving service\Court Community Corrections Program Regional Community Crimianl Justice BoardVames L Phillips oath June 30 2010.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 CECELIA R. TYREE Assistant Deputy City Clerk STEPHANill M. MOON, CMC City Clerk February 22, 2008 REVI.fED Ms. Victoria M. Cox 2326 Portland Avenue, N. W. Roanoke, Virginia 24017 Dear Ms. Cox: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 4, 2008, you were appointed as a member of the Human Services Advisory Board, for a term ending November 30,2011. Enclosed you will find a Certificate of your appointment and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." / Ms. Victoria M. Cox February 5, 2008 Page 2 On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve as a member of the Human Services Advisory Board. Sincerely, ) , ~~In.~ Stephanie M. Moon, CMC City Clerk SMM:ew Enclosures pc: Teresa I. McDaniel, Secretary, Human Services Advisory Board wjapplication . Sheila N. Hartman, Deputy City Clerk Andrea R. Johnson, Administrative Secretary, City Clerk's Office COMMONWEALTH OF VIRGINIA CITY OF ROANOKE ) ) To-wit: ) I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the fourth day of February 2008, VICTORIA M. COX was appointed as a member of the Human Services Advisory Board, for a term ending November 30,2011. Given under my hand and the Seal of the City of Roanoke this fifth day of February 2008. - dn. ~ City Clerk' CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 STEPHANill M. MOON, CMC E-mail: clerk@roanokeva.gov City Clerk February 22, 2008 SHEILA N. HARTMAN Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk REVI.fED Ms. Lutheria H. Smith 3547 Penarth Road, N. W. Roanoke, Virginia 24014 Dear Ms. Smith: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 4, 2008, you were appointed as a member of the Human Services Advisory Board, for a term ending November 30, 20'11. Enclosed you will find a Certificate of your appointment and an Oath or. Affirmation of Office which may be administered by the Clerk of the Circuil Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel c. Taylor Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each appointee is required "to read and become familiar with provisions of the Act." Ms. Lutheria H. Smith. February 5, 2008 Page i On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve as a member of the Human Services Advisory Board. ' Sincerely, dh.'1olJ-yV Stephanie M. Moon, CMC City Clerk SMM:ew Enclosures pc: Teresa I. McDaniel, Secretary, Human Services Advisory Board wjapplicatoin Sheila N. Hartman, Deputy City Clerk Andrea R. Johnson, Administrative Secretary, City Clerk's Office COMMONWEALTH,OF VIRGINIA CITY OF ROANOKE ) ) To-wit: ) I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City, of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the fourth day of February 2008, lUTHERIA H. SMITH was appointed as a member of the Human Services Advisory Board, for a term ending November 30,2011. Given under my hand and the Seal of the City of Roanoke this fifth day of February 2008. ...... In. mlllYV City Clerk L CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov STEPHANIE M. MOON, CMC City Clerk February 5, 2008 Mr. Adam W. Boitnott 3929 Three Chop Lane, S. W. Roanoke, Virginia 24014 Dear Mr. Boitnott: ( SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 4, 2008, you were appointed as a member of the Parks and Recreation Advisory Board, for a term ending March 31, 2011. Enclosed you will find a Certificate of your appointment and an Oath or Affirmation of Office which must 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. After the Oath has been administered, please return one copy to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am \ , enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." . Mr. Adam W. Boitnott February 5, 2008 Page 2 On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Parks and Recreation Advisory Board. Sincerely, \ ~~.~ Stephanie M. Moon, CMC City Clerk SMM:ew Enclosures pc: ) Nicole R. Ashby, Secretary, Parks and Recreation Advisory Board Carl H. Kopitzke, Chair, Parks and Recreation Advisory Board, 2314 Martin Lane, S. W., Roanoke, Virginia 24015 Sheila N. Hartman, Deputy City Clerk Adalina Allicott, Secretary, City Clerk's Office COMMONWEALTH OF VIRGINIA) I ) CITY OF ROANOKE ) To-wit: I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do h~reby certify that at a regular meeting of Council. which was held on the fourth day of February 2008, ADAM W. BOITNOTT was appointed as a member ot the Parks and Recreation Advisory Board for a term ending March 31, 2011. Given under my hand and the Seal of the City of Roanoke this fifth day of " February 2008. ~~.~~ C:ity Clerk .. ') I CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.g~v SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk February 5, 2008 '\ Mr. Christopher M. Walters 2302 Stanley Avenue, S. E., Unit A Roanoke, Virginia 24014 Dear Mr. Walters: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 4, 2008, you were appointed as a member of the Parks and Recreation Advisory Board, for a term ending March 31, 2011. Enclosed you will find a Certificate of your appointment and an Oath or Affirmation of Office which must 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. After the Oath has been administered, please return one copy to Room 456 in the Noel C. Taylor Municipal Bui!ding, 215 Church Avenue, S. W. Pursuant' to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." Mr. Christopher M. Walters February 5, 2008 Page 2 On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Parks and Recreation Advisory Board. Sincerely, ~m.~~ Stephanie M. Moon, CMC City Clerk SMM:ew Enclosures ,pc: Linqa Bedasaul, Secretary, Parks and Recreation Advisory Board Carl H. Kqpitzke, Chair" Parks and Recreation Advisory Board, 2314 Martin Lane, S. W., Roanoke, Virginia 24015 Sheila N. Hartman, Deputy City Clerk Adalina Allicott, Secretary, City Clerk's Office COMMONWEALTH OF VIRGINIA) ) CITY OF ROANOKE ) To-wit: I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City ot' Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the fourth day of February 2008, CHRISTOPHER M. . WALTERS was appointed as' a member of the Parks and Recreation Advisory Board for a term ending March 31, 2011. Given under my hand and the Seal of the City of Roanoke this fifth day of February 2008. M.~ City Clerk ~ ~ Qffice/iqfithe Mayor' j:: ,; . .....; ;"",;,':"-. LCITYOFc' ;;;j'(-:."/ :t:" WHEREAS, the City of Roanoke and all 9f Southwest Virginia are fortunate to have a nonprofit organizati9n, Council of Community Services, that has been in the community for more than 47 years providing information and referrals on comrnunityresources to citizens seekingservices; and WHEREAS, often times individuals afe not sure where to turnwhenrequiring help with human service needs; and WHEREAS, . the Council of Community Services served in a leadership role to implement the new statewide three-digit teleph,one number, 2-1-1 VIRGINIA; to expgnd access to information and referrals of health and human services; and WHEREAS, 2-1.:.J,.PJRGINIA is refog1}ized as the central linkage point inthe community providing individuals" and families with information and referrals" needed to solve problems and provide assistance; and WHEREAS, trairzed. staff at 2-1-1, VIRGINIA are available 8:15 a.m. until Midnight, .sewmday'ia week; theJiprovided information and referrals to social agencies for over 1'30,000 callers statelY ide last year; and WHEREAS, the City of Roanoke;recogiziz~s the value of this service and is a financial supporter of the" Council of Community Services' Information & . Referral program, now 2-1-l VIRGINIA - Southwest Region; and. NOW; THEREFORE,I,P ljelson Harris, Mayor of th~ City of Roanoke, Virginia, urge all citizens to be aware of the only telephone number necessary to access information regarding approximately 23,000 community and State programs that provide assistance in such areas as financial assistance, " mental health services, insurance, volunteer services, food distribution, child care, home health carepupport groups and, numerous other programs and servic(!s, and do hereby proclaim, Monday, February 11, 2008, throughout this great All-America City, as 2-1-1 VIRGINIA AWARENESS DAY. Given under our hands and the Seal afthe City of Roanoke this fourth day of February in theyear two thousand and eight. ATI'EST: C Nelson Harris Mayor .~h1.~ Stephanie M Moon City Ch;rk 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 February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Alfred T. Dowe, Jr., Council Member Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: Request to Schedule a Public Hearing to Vacate Public Utility Easement Adjacent to Tax Map Number 2031908 for Expansion of Family YMCA Background: Rife and Wood Architects are requesting the vacation of a public utility easement adjacent to Tax Map #2031908 along Orange Avenue to construct an addition to the Family YMCA. Pursuant to the requirements of the Code of Virginia, the City of Roanoke is required to hold a public hearing on the proposed vacation of property rights. A full report will be included in the February 19, 2008, agenda material for your consideration. Recommended Action: Schedule a public hearing to be held on Tuesday, February 19, 2008, on the above matter. . Respectfully submitted, Darlene L. Burcham City Manager Honorable Mayor and Members of City Council February 4, 2008 Page 2 DLB:c1t c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Brian K. Brown, Economic Development Administrator Cassandra L. Turner, Economic Development Specialist CM08-000 17 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 February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Alfred T. Dowe, Jr., Council Member Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: Request to Schedule a Public Hearing for the Sale of a Vacant 1.05 Acre Tract of City- owned Land Identified as a portion of Tax Map # 6472302 Background: Newbern Properties, LLC has expressed a desire to purchase a 1.05 Acre Tract of City-owned land identified as a portion of Tax Map # 6472302 for the expansion of Trane, a heating and air conditioning company. A public hearing is required prior to City Council authorizing the sale of City-owned property. A full report will be included in the February 19, 2008, agenda material for your consideration. Recommended Action: Authorize the scheduling of a public hearing to consider the sale of the aforementioned property for Tuesday, February 19, 2008, on the above matter. Respectfully submitted, Darlene L. Burcham City Manager Honorable Mayor and Members of City Council February 4, 2008 Page 2 DLB:c1t c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Brian K. Brown, Economic Development Administrator Cassandra L. Turner, Economic Development Specialist CM08 - 00018 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 February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Alfred T. Dowe, Jr., Council Member Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Brian J. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Request to Schedule a Public Hearing to Consider Boundary Amendments to Enterprise Zone One A and Enterprise Zone Two Background: Staff has identified a need to apply for boundary amendments to the City's Enterprise Zone One A and the current Subzone of Enterprise Zone Two. Such amendments, if approved by the Virginia Department of Housing and Community Development, will add certain areas to both Enterprise Zones and would create an additional Subzone for Enterprise Zone One A and Enterprise Zone Two. In order to submit these applications, under the State Enterprise Zone regulations, at least one public hearing is required affording citizens or interested parties an opportunity to be heard on such matters. Recommended Action: Authorize the City Clerk to schedule and advertise a public hearing on the above matters to be held on Tuesday, February 19, 2008, at 7:00 p.m. or as may otherwise be deemed appropriate by the City Manager. Respectfully submitted, Darlene L. Burcham City Manager DLB/CC c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Brian Brown, Administrator Economic Development CM08-00021 ~ CITY OF ROANOKE PLANNING BUILDING & ECONOMIC DEVELOPMENT 215 Church Avenue, S.W., Room 166 Roanoke, Virginia 24011 Telephone: (540) 853-1730 Fax: (540) 853-1230 E-mail: planning@roanokeva.gov Architectural Review Board Board of Zoning Appeals Planning Commission February 4, 2008 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: 2007 Annual Report -Architectural Review Board (ARB) I am pleased to provide this report on the Board's activity, accomplishments, and attendance for calendar year 2007. Application activity Activity in the historic districts continues to increase with double-digit growth in the number of applications. Staff and the ARB considered 154 applications, up 11 % over 2006. Ninety-six percent of the applications were approved or withdrawn by the applicant. To expedite approvals, the ARB delegates approval authority for certain types of projects to the Agent. Nearly 40% of applications were reviewed and approved through this fast-track process. Typically, such approvals are given within four business days of receiving the application. A detailed list of Certificates of Appropriateness is attached for your information. Investment in historic districts continues to accelerate and property values in the historic districts continue to outpace the rest of the City. Residential building values in the H-1 and H-2 Districts increased 8.75% during the last assessment, while values throughout the rest of the City increased 7.39%. Forty-three real estate tax abatement projects closed and 29 new applications were filed during 2007. Appeal activity: Typically, five to seven cases are appealed to City Council each year. The three appeals filed during 2007 were fewer than in previous years: 1. The Dawn Waters case was remanded back to the ARB, where the request was modified and later gained ARB approval. 2. Demolition of 806 Marshall was tabled for six months. 3. City Council upheld the ARB's decision in the Anselmo case. The Don Petersen appeal, filed in 2006 and heard in 2007, resulted in City Council approving a modified application for wooden windows. Summary of Activities The highlight of the past year was the adoption of new Architectural Design Guidelines. The Board also initiated an update of the Board's policies and procedures in response to concerns raised during the public involvement meetings to update the guidelines. Staff worked to leverage Certified Local Government grant funds to support the Renovate Roanoke preservation fair, complete an update the Architectural Review Guidelines, and provide training for staff. I Staff continues efforts to increase awareness of the historic district requirements through annual spring mailings to all property owners in the historic distrists and all contractors in the Roanoke Valley. The Department of Real Estate Valuation also sends notices to all new property owners in the historic districts. To further enhance these efforts, the ARB will work with staff to create an education and outreach program during 2008. 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C"l -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- 0 0 0 0 ...... C'l ...... C'l C"l C"l C'l 00 00 00 0\ 0\ 0\ ...... ...... ...... ...... ...... ...... ...... ...... ...... ...... ...... \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l \/.l t.r) \0 r-- 00 0\ 0 ...... C'l M """ t.r) \0 r-- 00 0\ 0 ...... """ """ """ """ """ t.r) t.r) t.r) t.r) t.r) t.r) t.r) t.r) t.r) t.r) \0 \0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 I I I I I I I I I I I I I I I I I r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- r-- 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church A venue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: clerk@roanokeva.gov SHEq,A N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. TYREE Assistant Deputy City Clerk February 6, 2008 Roslyn J. Kingery Administrative Support Fifth Planning District. Disability Services Board P. O. Box 173 Salem, Virginia 24153 Dear Ms. Kingery: This is to advise you that Carol D. Tuning has qualified as a member of the Fifth Planning District Disability Services Board for a term ending January 31, 2011. Sincerely, ~ty)' ~ Stephanie M. Moon, CMC City Clerk SMM:ew pc: Sheila N. Hartman, Deputy City Clerk Adalina Allicott, Secretary, City Clerk's Office Oath or Affi rmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Carol D. Tuning, 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 member of the Fifth Planning District Disability Services Board, for a term ending January 31, 2011, according to the best of my ability (So help me God). !J Subscribed and sworn to before me thiscJ3!:Jay of BREND~. H~MILTON, CLERK OF THE CIRCUIT COURT BY ~ , ,CLERK r:;' i).: C K:\oath and leaving service\FifthPlanning District Disability Services Board\Carol D Tuning 1 31 11.doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church A venue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. TYREE Assistant Deputy City Clerk February 6, ~008 Harwell M. Darby, Jr., Secretary Economic Development Authority Glenn, Feldmann, Darby and Goodlatte P.O. Box 2887 Roanoke, VA 24001-2887 Dear Mr. Darby: This is to advise you that Linda D. Frith and F. Gordon Hancock have qualified as Directors of the Economic Development Authority, for terms ending October 20, 2011. Sincerely, ~dY).~ Stephanie M. Moon, CMC City Clerk SMM:ew pc: Sheila N. Hartman, Deputy City Clerk Adalina Allicott, Secretary, City Clerk's Office Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Linda D. Frith, 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 Director of the Economic Development Authority, for a term commencing October 21, 2007, and ending October 20,2011, according to the best of my ability (So help me God). ~...o~ . (/ ~ na.J Subscribed and sworn to before me thiSJj day of ~ 2008. BRENDA S. HAMILTON, CLERK BY ~~ Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, F. Gordon Hancock, 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 Director of the Economic Development Authority, for a term commencing October 21, 2007, and ending October 20, 2011, ") according to the best of my ability (So help me God). cl~~~ Subscribed and sworn to before me this~~ay of ~ 2008. BRENDA S. HAMILTON, CLERK il~ BY ~~ .1// o C-. , CLERK CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. TYREE Assistant Deputy City Clerk February 6, 2008 Wyona M. Lynch-McWhite, Chair Roanoke Arts Commission . 2012 Berkley Avenue, S. W. Roanoke, Virginia 24015 Dear Ms. Lynch-McWhite: This is to advise you that Lucy H. Lee has qual.ified as a member of the Roanoke Arts Commission, to fill the unexpired term of Susannah Koerber, ending June 30, 2009. - Sincerely, ~rn. ~-'lV Stephanie M. Moon, CMC City Clerk SMM:ew pc: Melissa Murray, Recording Secretary, Economic Deveiopment Sheila N. Hartman, Deputy City Clerk AdalinaAllicott, Secretary, City Clerk's Office Printed On 0112912008 By CLERKS OFFICE ,. ..070., 0659 tJJ ''lTI:] Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Lucy H. Lee, 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 member of the Roanoke Arts Commission, to fill the unexpired term of Susannah Koerber ending June 30, 2009, according to the best of my ability (So help me God). ~;<<.~~ Subscribed and sworn to before me this ~ day of ~ 2007. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY c?~~ , ~K"'r K:\oath and leaving service\Arts Comrnission\Lucy H Lee oath.doc CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva.gov February 4, 2008 The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: I would like to sponsor a request from John Brownlee, U. S. Attorney for the Western District of Virginia, for presentation to the Police Department resulting from a federal investigation. Respectfully submitted, Darlene L. Burcham City Manager DLB:jb c: City Attorney Director of Finance City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: clerk@roanokeva.gov. SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk STEPHANlE M. MOON, CMC City Clerk February 5, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38007-020408 authorizing the waiver of the City's sovereign immunity in connection with the City's use of Valley View Mall' for Citizen Appreciation Day, and authorizing execution of an agreement with Valley View Mall, LLC, through its agent, CBL & Associates Management, Inc., in connection with such use of Valley View Mall. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 4, 2008. Sincerely, · 7rn. ~~ 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, Management and Budget B. T. Fitzpatrick III, Co-Chair, Service Excellence at Work Committee '~~' IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of February, 2008. "\ No. 38007-020408. A RESOLUTION authorizing the waiver of the City's sovereign immunity in connection with the City's use of V alley View Mall for Citizen Appreciation Day, and authorizing execution of an agreement with Valley View Mall, LLC, through its agent, CBL & Associates Management, Inc., in connection with such use of Valley View Mall. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. This Council hereby waives its sovereign immunity with regard to the City's use of Valley View Mall on April 19 , 2008, in connection with its Citizen Appreciation Day activities, as set forth in the City Manager's letter to this Council dated February 4,2008. _J 2. The City Manager is hereby authorized to execute, for and on behalf of the City, upon form approved by the City Attorney, an Agreement relating to the City's use of V alley View Mall on . April 19, 2008, for Citizen Appreciation Day acti'ities. ATTEST: ~'m.I'Yt0V City Clerk. K:\Measures\Citizens Appre Day 2008 VaHey View MalI.doc CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva.gov February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Alfred T. Dowe, Jr., Council Member Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Brian J. Wishneff, Council Member Subject: Rental Agreement for Citizen Appreciation Day Dear Mayor Harris and Members of City Council: The City's Service Excellence at Work Committee is planning to sponsor the City's Citizen Appreciation Day at Valley View Mall on Saturday April 19, 2008. The owners of the mall, CBL & Associates Management, Inc., require that the City execute an agreement in order to use the mall. This agreement contains a provision which requires that the City agree to indemnify and hold harmless CBL, and to defend it, in the event anyone is injured or anything is damaged during the City's use of the premises. Only City Council can waive the City's sovereign immunity and agree to such a provision. CBL has again declined to delete this provision. Attached is a resolution which authorizes a waiver of the City's sovereign immunity and authorizes the City Manager to execute both of these agreements, such agreements to be approved as to form by the City Attorney. Recommended Action(s): Approve the accompanying resolution and authorize the City Manager to execute the agreement, waiving the City's sovereign immunity. Respectfully submitted, Darlene L. Burcham City Manager Honorable Mayor and Members of City Council February 4, 2008 Page 2 DLB:btf c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development B.T. Fitzpatrick III, Co-Chair, Service Excellence at Work Committee CM08-000 16 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: iclerk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk February 5, 2008 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 38008-020408 appropriating funds from the Commonwealth of Virginia for the FY08 Workforce Investment Act Grant, and amending and reordaining certain sections of the 2007-2008 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. The abovereferenc::ed measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 4, 2008, and is in full force and effect upon its passage. Sincerely, ~}r].~ 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, Management and Budget Jane R. Conlin, Director, Human/Social Services \ ~<-;, IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA . "<, The 4th day o~Wfepru~ry, 2008. N(ll~:.!I380084'020408 . AN ORDINANCE to appropriate funding from the Commonwealth of Virginia for the FY08 Workforce Investment Act Grant, 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 Admin - Reg Employee Wages Admin - Temp Employee Wages Admin - City Retirement Admin - FICA Admin - Medical Insurance Admin - Dental Insurance Admin - Life Insurance Admin - Disability Insurance Admin- Fees for Professional Services Admin - Dues and Memberships Admin - Training & Development Admin - Food Admin - Business Meals & Travel Admin- Equipment Rental Admin - Other Rental Admin - Marketing Admin - Supplies Admin - Insurance Admin - Contract Services Admin - Leases Admin - Equipment Admin - Telephone Adult - Reg Employee Wages Adult - Temp Employee Wages Adult - City Retirement Adult - FICA. 35-633-2340-1002 35-633-2340-1004 35-633-2340-1105 35-633-2340-1120 35-633-2340-1125 35-633-2340-1126 35-633-2340-1130 35:'633-2340-1131 /35-633-2340-2010 35-633-2340-2042 35-633-2340-2044 35-633-2340-2060 35-633-2340-2144 35-633-2340-3070 35-633-2340-3075 35-633-2340-8053 35-633-2340-8055 35-633-2340-8056 35-633-2340-8057 35-633-2340-8058 35-633-2340-8059 35-633-2340-8090 35-633-2341-1002 35:'633-2341-1004 35-633-2341-1105 35-633-2341-1120 $ 14,534 9,697 2,310 1,854 890 55 157 35 500 400 400 250 2,200 587 676 650 473 1,250 7,240 1,117 500 508 4,732 6,789 724 882 Adult - Medical Insurance Adult - Dental Insurance Adult - Life Insurance Adult - Disability Insurance Adult - Training & Development Adult - Business Meals & Travel , Adult - Food Adult - Equipment Rental Adult - Other Rental Adult - Marketing Adult - Supplies Adult - Contract Services Adult - Leases Adult - Telephone Dislocated Wkr - Reg Employee Wages Dislocated Wkr - Temp Employee Wages Dislocated Wkr - City Retirement Dislocated Wkr - FICA Dislocated Wkr - Medical Insurance Dislocated Wkr - Dental Insurance Dislocated Wkr - Life Insurance Dislocated Wkr - Disability Insurance Dislocated Wkr - Training & Development Dislocated Wkr - Business Meals & Travel Dislocated Wkr - Food Dislocated Wkr - Equipment Rental Dislocated Wkr - Other Rental Dislocated Wkr - Marketing Dislocated Wkr - Supplies Dislocated Wkr - Contract Services Dislocated Wkr - Leases Dislocated Wkr - Telephone Revenues Workforce Investment Act Grant FY08 35-633-2341-1125 35-633-2341-1126 35-633-2341-1130 35-633-2341-1131 35-633-2341-2044 35-633-2341-2144 35-633-2341-2060 35-633-2341-3070 ~ 35-633-2341-3075 35-633-2341-8053 35-633-2341 ~8055 35-633-2341-8057 35-633-2341-8058 35-633-2341-8090 35-633-2342-1002 35-633-2342-1004 35-633-2342-1105 35-633-2342-1120 35-633-2342-1125 35-633-2342-1126 35-633-2342-1130 35-633-2342-1131 35-633-2342-2044 35-633-2342-2144 35-633-2342-2060 35-633-2342-3070 35-633-2342-3075 35-633-2342-8053 35:-633-2342-8055 35-633-2342-8057 35~633-2342-8058 35-633-2342-8090 35-633-2340-2340 290 18 51 12 112 125 37 135 50 125 154 221,999 ,363 96 - 5,408 8,289 828 1,048 331 20 . 59 13 112 75 37 153 50 125 176 162,530 415 190 462,836 , Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ~ m.~ City Clerk. CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva.gov February 4, 2008 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: Funding for Western Virginia Workforce Development Board Work-Force Investment Act (WIA) Programs Background: The City of Roanoke is the grant recipient for Workforce Investment Act (WIA) funding, thus, City Council must appropriate the funding for all grants and other monies received in order for the Western Virginia Workforce Development Board to administer WIA programs. The Western Virginia Workforce Development Board administers the federally funded Workforce Investment Act (WIA) for Area 3, which encompasses the counties of Alleghany, Botetourt, Craig, Franklin and Roanoke, and the cities of Covington, Roanoke, and Salem. WIA funding is for four primary client populations: · Dislocated workers who hav~r~~en laid off from employment through no fault of their own; · Economically disadvantaged individuals as determined by household income guidelines defined by the U.S. Department of Labor; · Youth who are economically disadvantaged, or who have other barriers to becoming successfully employed adults; and · Businesses in need of employment and job training services. Honorable Mayor and Members of City Council February 4, 2008 Page 2 The Western Virginia Workforce Development Board has received a Notice of Obligation (NOO), from the Virginia Employment Commission, allocating $229,660 for the Adult Program which serves economically disadvantaged adults and $233,176 for the Dislocated Worker Program which serves workers laid off from employment through no fault of their own for Program Year 2007 Uuly 1, 2007 - June 30, 2009). Additionally a transfer NOO has been received to transfer $30,000 of Dislocated Worker program funding to the Adult program. Ten percent of the aforementioned totals are to be allocated to the administrative function of the Western Virginia Workforce Development Board. Considerations: . Program Operations - Existing activities will continue and planned programs will be implemented. . Funding - Funds are available from the Grantor agency and other sources as indicated, at no additional cost to the City. Recommendations: Accept the Western Virginia Workforce Development Board Workforce Investment Act funding of $462,836 for Program Year 2007, and appropriate the funding, in accounts to be established in the Grant Fund by the Director of Finance. Additionally, transfer $30,000 Dislocated Worker Program funding from 35-633-2342-8057 to Adult Program funding 35-633-2341- 8057. Establish corresponding revenue estimates in the Grant Fund as well. Attached to this letter is a listing of the accounts and amounts for the above Program Year 2007 appropriations. Darlene L. Bu City Manager c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Asst. City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Jane R. Conlin, Director of Human Services CM08-00007 Western Virginia Workforce Development Board 2007-2009 Budget Allocation Unit Name Admininstrative Total Unit Name Adull Total Fund/DepartmenU Unit 35-633-2340 Fund/DepartmenU Unit 35-633-2341 Object Account Code Name 1002 Regular Empioyee Salaries 1004 Temporary Employee Wages 1120 Fica 1105 City Retirement 1125 Medical Insurance 1130 Life Insurance 1131 Disability Insurance 1126 Dental Insurance 2010 Fees For Professional Service 8053 Marketing 8055 Supplies 8090 Telephone 8058 Leases 8059 Equipment 2144 Business Meals & Travel 2044 Training & Development 2060 Food 8056 Insurance 8057 Contract Services 3070 Equipment RentaVLease 3075 Other Rental 2042 Dues & Memberships Object Account Code Name 1002 Regular Employee Salaries 1004 Temporary Employee Wages 1120 Fica 1105 City Retirement 1125 Medical Insurance 1130 Life Insurance 1131 Disability Insurance 1126 Dental Insurance 8053 Marketing 8055 Supplies 8090 Telephone 8058 Leases 2144 Business Meals & Travel 2044 Training & Development 2060 Food 8057 Contract Services 3070 Equipment Rental/Lease 3075 Other Rental Allocation $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 14,534 9,697 1,854 2,310 890 157 35 55 500 650 473 508 1,117 500 2,200 400 250 1,250 7,240 587 676 400 46,283 4,732 6,789 882 724 290 51 12 18 125 154 96 363 125 112 37 191,999 135 50 206,694 Unit Fund/Departmenll Object Account Name Unit Code Name Dislocated Worker 35.033-2342 1002 Regular Employee Salaries $ 5,408 1004 Temporary Employee Wages $ 8,289 1120 Fica $ 1,048 1105 City Retirement $ 828 1125 Medical Insurance $ 331 1130 Life Insurance $ 59 1131 Disability Insurance $ 13 1126 Dental Insurance $ 20 8053 Marketing $ 125 8055 Supplies $ 176 8090 Telephone $ 190 8058 Leases $ 415 2144 Business Meals & Travel $ 75 2044 Training & Development $ 112 2060 Food $ 37 8057 Contract Services $ 192,530 3070 Equipment Rental/Lease $ 153 3075 Other Rental $ 50 Total $ 209,859 Grand Total 462,836 Transfer portion: Unit Fund/Departmenll Object Account Name Unit Code Name Allocation Transfer Adult 35.033-2341 8057 Contract Services $ 30,000 Dislocated Worker 35.033-2342 8057 Contract Services $ (30,000) Grand Total $ CITY OF ROANOKE . OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 STEPHANIE M. MOON, CMC ilroanokeva.gov City Clerk SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy'City Clerk February 5, 2008 Jesse A. Hall Director of Finance Roanoke, Virginia ( Dear Mr. Hall.: I am attaching copy of Budget Ordinance No.. 38010-020408 appropriating funds from the Commonwealth of Virginia for the Virginia Sexual and Domestic Violence Victim Fund Grant, and amending and reordaining certain sections of the 2007.;2008 Grant Fund Appropriations, and dispensing with the second reading by title of this Ordinance. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 4, 2008, and is in full force and effect upon its passage. Sincerely, m.~ 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, Management and Budget A. L. Gaskins, Chief of Police .,~? ~ .... - IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of February, 2008. , \ No. 38010-020408. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia for the Virginia Sexual and Domestic Violence Victim Fund Grant, 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 Temporary Employee Wages FICA Revenues Police Domestic Violence Victim CY08 35-640-3352-1004 35-640-3352-1120 $ 30,888 2,363 35-640-3352-3352 33,251 Pursuant to the provisions of Section 12 of the City Charter, the second reading .of this ordinance by title is hereby dispensed with. ATTEST: ~M.~ City Clerk. CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: clerk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. TYREE Assistant Deputy City Clerk February 5, 2008 Darlene L. Burcham City Manager Roanoke; Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38009-020408 accepting the Virginia Sexual and Domestic Violence Victim Fund Grant to the City of Roanoke from the Virginia Department of Criminal Justice 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, February 4, 2008. Sincerely, , 111. ~8n; 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, Management and Budget A. L. Gaskins, Chief of Police \ ~0 IN THE COUNCIL. OF THE CITY OF ROANOKE, VIRGINIA The 4th day of February, 2008. No. 38009-020408. A RESOLUTION accepting the Virginia Sexual and Domestic Violence Victim Fund (VSDVVF) grant to the City from the Virginia Department of Criminal Justice Services, and. authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke does hereby accept the Virginia Sexual and Domestic Violence Victim Fund (VSDVVF) grant offered by the Virginia Department of Criminal Justice Services in the amount of $33,251.00 upon all the terms, provisions and conditions relating to the receipt of such funds. The grant, which requires no match by the City, is more particularly described in the letter ofthe City Manager to Council, dated February 4,2008. J 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: ~h).~ City Clerk. CITY OF ROANOKE OFFICE OF THE CITY MANAGER . Noel C. Taylor Municipal'Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva.gov February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Alfred T. Dowe, Jr., Council Member Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: Police Department Sexual Violence Coordinator Grant Background: The Virginia Department of Criminal Justice Services (DCJS) provides grant funding for programs and activities which increase the apprehension, prosecution and adjudication of persons committing violent crimes against women. The Virginia Sexual and Domestic Violence Victim Fund (VSDWF) was created in 2004 by the Virginia General Assembly. The VSDVVF, through DCJS, provides funding for programs that assist the victims of sexual and domestic violence. On January 14, 2008, DCJS awarded the Police Department $33,251 in VSDWF funding to employ a part time, 36 hour per week, Sexual Violence and Hispanic Outreach Specialist. There is no matching funds requirement. The person in this position will be bilingual in Spanish and English. They will collect and interpret relevant sexual violence offense data which will allow i.: r /'. I.! proactive case intervention arW'... cultivation of cooperative working relationships with clients and service/adjudication agencies. Additionally, the position will serve all Hispanic victims of sexual and domestic violence as well as perform crime prevention outreach services in the Hispanic community. Honorable Mayor and Members of City Council February 4, 2008 Page 2 Recommended Action: Accept the Virginia Sexual and Domestic Violence Victim Fund grant and authorize the City Manager to execute the grant agreements and any related documents, subject to them being approved as to form by the City Attorney. Adopt the accompanying budget ordinance to appropriate funding totaling $33,251 in the following accounts and establish a corresponding revenue estimate in accounts established by the Director of Finance in the Grant Fund. Appropriation: Account Amount DescriPtion Temporary Employee Wages FICA TOTAL 1004 1120 $ 30,888 $ 2.363 $ 33,251 Respectfully submitted, Darlene L. Bur City Manager DLB:wmb c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Asst. City Manager for Community Development A. L. Gaskins, Chief of Police Sherman M. Stovall, Director of Management and Budget CM08-000 1 5 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011~1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: clerk@roanokeva.gov \ SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. TYREE Assistant Deputy City Clerk February 5, 2008 Darlene L. Burcham City. Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Ordinance No. 38011-020408 amending and reordaining Section 14.1-1, Definitions, Article I, In General; subsection (d)(2), Section 14.1- 16, Placement for collection qenerally; Section 14.1-18, Time of placement of automated collection containers and recyclable containers for collection, by adding a new subsection (b); subsection (d), Section 14.1-23, Placement and collection of bulk items. brush and loose leaves; and Section 14.1-24, Violation: civil penalty, by adding a new subsection (b), Division 1, Generally, Article II, Collection by an Authorized Person; Section 14.1-~54, General prohibition; Section 14.1-55, Notice to remove; and Section 14.1-56, Violations of chapter, Article III, Accumulations of Solid Waste, Chapter 14.1, Solid Waste Manaqement, Code of the City of Roanoke (1979), as amended; and dispensing with the second reading by title of this ordinance. . The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 4, 2008, and is in full force and effect upon its passage. Sincerely, . ~OA1':~'}'(). ~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment Darlene L. Burcham February 5, 2008 Page 2 pc: Sheila N. Hartman, Deputy City Clerk, (For transmittal by elec~ronic mail to Municipal Code Corporation) Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32316 The Honorable' Brenda S. Hamilton, Clerk of the Circuit Court Ronald S. Albright, Clerk, General District Court David ,c. Wells, Clerk, Juvenile and Domestic Relations District Court Raymond F. Leven, Office of the Magistrate Lora A. Wilson, Law Librarian James Grigsby, Assistant City Manager for Operations Robert K. Bengtson, Director, Public Works Frank (Skip) Decker, Manager Solid Waste Management R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Management and Budget ~<~o~ ,\'!\ \.,- IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of February, 2008. No. 38011-020408. AN ORDINANCE amending and reordaining Section 14.1-1, Definitions, of Article I, In General; subsection (d) (2) of Section 14.1-16, Placement for collection generally; Section 14.1- 18, Time of placement. of automated collection containers and recyclable containers for collection, by adding a new subsection (b); subsection (d) of Section 14.1-23, Placement and collection of bulk items, brush and loose leaves; and Section 14.1-24, Violation; civil penalty, by adding a new subsection (b), of Division 1, Generally, of Article II, Collection by an Authorized 1':.. Person; Section 14.1-54, General prohibition; Section 14.1.-55, Notice to remove; and Section 14.1-56, Violations of chapter, of Article III, Accumulations of Solid Waste, of Chapter 14.1, Solid Waste Management, of the Code of the City of Roanoke (1979), as amended; and dispensing with the secol}d reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that: 1. Section 14.1-1, Definitions, of Article I, In General, of Chapter 14.1, Solid Waste Management, of the Code of the City of Roanoke (1979), as amended, shall be amended to read and provide as follows: Section 14.1-1. Definitions. * * * Physically challenged service shall mean specialized collection of refuse or recyc1ables . generated by all persons residing in a dwelling unit from a point of collection approved by the city manager, but which is not. curbside or alley side, such service to be provided due to the physical difficulty or' inability of all persons residing adult occupants in the subject dwelling unit to transport refuse and recyclables to the curbside or alley. O-Amendment to Code Sections of 14.l-so1id waste.doc 1 * * * 2. Subsection (d) (2) of Section 14.1-16, Placement for collection generally; Section 14.1-18, Time of placement of automated collection containers and recyclable containers for collection, by adding a new subsection (b); subsection (d) of Section 14.1-23, Placement and collection of bulk items, brush and loose leaves; and Section 14.1-24, Violation; civil penalty, by adding a new subsection (b) of Division 1, Generally, of Article II, Collection by an Authorized Person, of Chapter 14.1, Solid Waste Management, of the Code of the City of Roanoke (1979), as amended, shall be amended to read and provide as follows: Sec; 14.1-16. Placement for collection generally. * * * (2) Any person applying for physically challenged servIce must present sufficient medical evidence consisting of a physician's medical doctor's certification, on fonus acceptable to the city manager, that the applicant is all persons residing in a dwelling lmit are unable to transport to the locations described in subsections (a) and (b) of this section, all refuse and solid waste, including recyclables, generated by those persons residing in such a dwelling unit. with the person applying for said service. * * * Sec. 14.1-18. Time of placement of automated collection containers and recyclable containers for collection. (a) Except in the central business district, automated collection containers and recycling containers containing solid waste shall be accessible for collection by an authorized person no later than 7:00 a.m. on the day of collection. Automated collection containers and recycling containers placed adjacent to streets for " O-Amendment to Code Sections of 14.l-so1id waste.doc 2 collection by an authorized person shall not be so placed prior to 7:00p.m. on the . . day preceding the day of collection, and shall be removed as soon as possible after collection and, in no instance, shall they be permitted to remain adjacent to such street after 7:00 a.m. of the day following collection. Automated collection containers and recycling containers shall be stored between dates of collection in a location no closer to the street than the principal building. Where placement of an automated collection container and recycling container in a location no closer to the street than the principal building is impractical or not feasible, the city manager may designate an alternative location. (b) Solid waste in the central business district shall be placed out for collection by an authorized per,son in accordance with regulations promulgated by the City Manager. *** Section 14.1-23. Placement and collection of bulk items, brush and loose leaves. *** (d) City residents may take up to twelve (12) pick-up truck loads of bulk items and brush originating from their residence per calendar year to the transfer station free of charge,. The number of such loads permitted without charge, and other rules and regulations pertaining to removal and disposal of bulk items and brush at the transfer station, shall be in accordance with rules and regulations promulgated by the city manager. In special circumstances upon request, the city O-Amendment to Code Sections of 14.1-s01id waste. doc 3 manager may issue additional special dump permits for the disposal of additional bulk items and brush at the transfer station in addition to the number of loads generally permitted for City residents. Section 14.1-24. Violation: civil penalty. (a) . The city manager shalf cause a notice of violation to be affixed to automatic collection containers, individual refuse containers and recycling containers found to be in violation of section 14.1-18. After three (3) or more such notices have been issued for any property within a year, the city manager shall impose on the owner of the property a civil penalty of twenty-five dollars ($25.00) for each such violation after the third one. (b) If a property owner wishes to be heard on the issuance of any notice of violation or civil penalty, the property owner may request, in writing, a hearing with the City Manager. Such request must be received by the City Manager within seven (7) business days of the action sought to be reviewed and must state the reasons for the requested hearing. The City Manager shall schedule the hearing within five (5) business days of receipt of the request for a hearing, and any decision arising out of the hearing shall be set forth in writing within three (3) business days after the hearing. 3. Section 14.1-54, General prohibition; Section 14.1-55, Notice to remove; and Section 14.1-56, Violations of chapter, of Article III, Accumulations of Solid Waste, of Chapter O-Arnendrnent to Code Sections of 14.l-s01id waste.doc 4 14.1, Solid Waste Management, of the Code of the City of Roanoke (1979), as amended, shall be amended to read and provide as follows: Section 14.1-54. General prohibition. ( It shall be the duty of every owner or occupant of any parcel in the city to maintain the saine in a clean and sanitary condition. It shall be unlawful for any such owner or occupant to / cause, allow or permit solid waste to be deposited up,on, remain or allowed to accumulate upon any parcel in the city, except such solid waste as is properly collected, prepared and contained for regular collection by an authorized person. A violation of this section shall constitute a Class 1 misdemeanor. Section 14.1-55. Notice to remove. Whenever the director of health of the city, or the authorized representative of the director of health of the city, determines that any lot or premises in the city is unclean or unsanitary, by reason of the deposit, existence or accumulation of solid waste thereon, the director of health, or the director's representative, may give reasonable notice thereof and of the director's determination to the owner or occupant of such property. Such notice shall be in writing, shall state the unclean or unsanitary condition ordered to be corrected, and shall fix the time by which such condition is ord~red by the director of health to be abated or corrected. Such notice shall be deemed to be properlyserved upon such owner or occupant, if a copy thereof is served upon or deliyered to him ip person or if a copy thereof is posted on the property in a conspicuous location and sent postage prepaid to the owner's last known address as set forth in ) O-Amendment to Code Sections of 14.1-solid waste.doc 5 the city's real estate valuation records by United States Postal Service. A failure to comply with such notice and order shall constitute a Class 1 misdemeanor. Section 14.1-56. Violations of chapter. Unless otherwise provided, a violation of any provision of this chapter including the failure to comply ','lith a "",fitten notice and order gi','en pursuant to section 14.1 55, shall constitute a Class 4 misdemeanor. 4. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby disp~:p.sed with. ATTEST: ~~rn.~ City Clerk I O-Amendment to Code Sections of 14.1-solid waste.doc 6 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 February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice-Mayor Honorable Alfred T. Dowe, Jr. Council Member Honorable Beverley 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: Revisions to City Code, Chapter 14.1-1 Solid Waste Management Background: Amendments to City Code, Chapter 14.1 Solid Waste Manaqement are needed from time to time to address emerging issues or items in need of clarification and improvement. This report recommends changes associated with five areas of solid waste collection programs. 1. Service for physically challenged citizens: Improves consistency of definitions and clarifies application process for physically challenged service. 2. Enforcement related to central business district trash and recycling collection program: Allows for the City Manager to be authorized to promulgate rules and regulations for the placement of trash and recycling on city streets within the Central Business District. 3. Disposal of trash by homeowners at the trash transfer station: Allows City Manager to establish annual number of free homeowner visits to trash transfer station and other regulations pertaining to removal and disposal of bulk items and brush to the transfer station. Honorable Mayor and Members of City Council February 4, 2008 Page 2 4. Solid Waste violations: Increases the maximum punishment for violations associated with accumulations of solid waste from a Class 4 to Class 1 misdemeanor. 5. Provides for an appeal process required by state law for individuals who have received a civil penalty notice. Recommendation: City Council improve the solid waste operations and enforcement by adopting the ordinance prepared by the City Attorney. Respectfully submitted, Darlene L. Burcham City Manager DLB/FWD/mc c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Robert K. Bengtson, Director of Public Works Frank (Skip) Decker, Manager Solid Waste Management CM08-000 19 . ',', "I; i . -.. 'w; ATTACHMENT: Summarv of cham!es to Citv Code Chapter 14.1 for Solid Waste 1. Service for physically challenged citizens Section 14.1-1 Definitions: This code section includes a definition that is inconsistent with the physically challenged service description. The term "adult occupants" needs to be changed to "persons" so that the terminology aligns with Section 14.1-16( d). Section 14.1-16 Placementfor collection generally: This code section includes changes that more clearly identify the application process for securing physically challenged serVIce. 2. Enforcement related to Central Business District trash and recycling collection program Section 14.1-18 Time of placement of automated collection containers and recyclable containers for collection: This code section currently identifies the time of placement for trash and recycling containers for locations outside of the central business district. Additional language is needed to address the times of day that solid waste can be placed out for collection in the central business district. 3. Disposal of trash by homeowners at the trash transfer station Section 14.1-23 Placement and collection of bulk items, brush and loose leaves: Adjust part (d) to eliminate twelve (12) pick-up truck load limitation on bulk items and brush per calendar year to the trash transfer station free of charge. Allow limits to be promulgated by City Manager. 4. Solid waste violations Section 14.1-54 through 56 General prohibition / Notice to remove / Violations of chapter: Violations associated with certain offenses should be established as Class 1 misdemeanors to help strengthen enforcement actions. 5. Hearing process for civil penalties Section 14.1-24 Violation; civil penalty: State law requires a hearing process for property owners that wish to be heard on the issuance of civil penalties related to Section 14.1-18. CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: clerk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELlA R. TYREE Assistant Deputy City Clerk February 5,,2008 Darlene L. Burcham City Manager Roanoke, Virginia' Dear Ms. Burcham: \ I am attaching copy of Resolution No. 38012-020408 authorizing execution of Amendment Two to the Contract between the City of Roanoke and Ovations Food Services, LP, to provide for the renovation and retrofit of the existing kitchen located in the Roanoke Civic Center Coliseum instead of construction of a new kitchen inside the Roanoke Civic Center's Special Events Center,. and providing for a new completion date for such renovation, 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, February 4, 2008. Sincerely, ~M.~. Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Jesse A. Hall, Director of Finance James Grigsby, Assistant City Manager for Operations Sherman M. Stovall, Director, Management and Budget Wilhemina Y. Boyd, Director of Civic Facilities J o~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of February, 2008. No. 38012-020408. A RESOLUTION authorizing the execution of Amendment Two to the Contract between the City of Roanoke and Ovations Food Services, LP, to provide for the renovation and retrofit of the existing kitchen located in the Roanoke Civic Center Coliseum instead of the construction of a new kitchen inside the Roanoke Civic Center' s Special Events Center, and providing for a new completion date for such renovation, upon certain terms and conditions, BE IT RESOL V~D by the Council of the City of Roanoke that the City Manager and City Clerk are authorized to execute and attest, respectively, on behalf of the City of Roanoke, in a form approved by the City Attorney, Amendment Two to. the Contract between the City of Roanoke and Ovations Food Services, LP, dated June 29, 2007, to provide for the renovation and retrofit of the Roanoke Civic Center's existing kitchen located inside the Roanoke Civic Center Coliseum instead of the construction of a new kitchen inside the Roanoke Civic Center's Special Event Center and the establishment of a new completion date for such renovation, all as more particularly set forth in the City Manager's letter to Council dated February 4,2008, and the attachment thereto. ATTEST: ~,.um.~ , City Clerk. K:\Measures\ovations resolution approving amendment no 2.doc CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva.gov February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Alfred T. Dowe, Jr., Council Member Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Brian J. Wishneff, Council Member Subject: Ovations' Proposed Alternative Development Plan for the Roanoke Civic Center Dear Mayor Harris and Members of City Council: Background: On June 29, 2007, the City entered into a contract ("Contract") with Ovations Food Services, LP ("Ovations"), that awarded Ovations the franchise to be the exclusive caterer and concessions provider at the Roanoke Civic Center for a term of ten years. Under the terms of the Contract, Ovations receives a share of concessions and catering profits. The Contract also provides that Ovations receives a bonus in the event certain revenue benchmarks are made. However, in the event Ovations does not meet those benchmarks, Ovations' share of the catering and concessions profits are reduced. In exchange for the profit share, the parties agreed that Ovations would spend an amount not to exceed $600,000 for the design, construction and installation of a kitchen located inside the ne"Y;~~pecial Events Center to serve the Civic Center. The costs of the kitchen are amortized over the first seven years of the ten year contract term. At the end of the first seven years, the equipment installed in the kitchen would belong to the City. Considerations: Subsequent to execution of the Contract, Ovations informed the City that it had received revised estimates from its contractors that placed the cost of the Honorable Mayor and Members of City Council February 4, 2008 Page 2 designing and constructing the Special Events Center kitchen at one million dollars. Neither Ovations nor the City has the additional funds necessary to pay the additional costs above the $600,000 Ovations has committed to pay. As an alternative to constructing the Special Events Center kitchen, Ovations has proposed amending the Contract to channel the $600,000 into the renovation and retrofit of the existing kitchen, located under the Civic Center Coliseum, which is the Civic Center's original kitchen. See letter from Ovations which is Attachment C to the attached proposed Amendment Two to the Contract. Under the terms of this proposal, Ovations would only complete a shell in the Special Events center in the area designated to contain the kitchen. Ovations would install new kitchen equipment and technology in the existing kitchen to bring it into conformity with modern kitchen design that is typical for venues the size of the Civic Center. The amendment also changes the completion date from April 1, 2008 to June 30, 2008 (under the terms of the Contract, Ovations is to use its best efforts to require its contractors to finish by that date, but is not obligated to be finished by that date.) Recommended Action: Authorize the City Manager and the City Clerk to execute and attest respectively, Amendment Two to the Contract, as attached to this letter. Such amendment shall be upon form approved by the City Attorney. Respectfully submitted, Darlene L. Bu City Manager DLB: wybjdlc c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance James Grigsby, Assistant City Manager for Operations Wilhemina Y. Boyd, Director of Civic Facilities CM08-000 14 AMENDMENT TWO TO AGREEMENT BETWEEN CITY OF ROANOKE AND OVATIONS FOOD SERVICES, L.P. This Amendment Two to "Contract For Catering, Concessions and Food and Beverage Service at the Roanoke Civic Center" dated June 29,2007 ("Contract"), between the City of Roanoke, Virginia, a Virginia municipal corporation ("City") and Ovations Food Services, LP ("Ovations), is dated ,2008. WITNESSETH: WHEREAS, by agreement dated June 29,2007, City granted Ovations the exclusive right to provide all catering and concessions services at the Roanoke Civic Center ("Facility"); WHEREAS, the Contract provides that Ovations will spend up and an amount not exceeding $600,000 to provide and build out a kitchen located in the Civic Center's Special Events Center ("SEC Kitchen"); WHEREAS, the projected estimate of the kitchen build out costs exceed $600,000; WHEREAS, no additional funding is available by City and Ovations to finance the additional amount necessary to construct and complete the SEC Kitchen; WHEREAS, as an alternative to completing the SEC Kitchen, the existing kitchen, located in the Civic Center's Coliseum ("Arena Kitchen"), can be modified and renovated with the $600,000 Ovations contracted to build out the Civic Center's SEC Kitchen; and WHEREAS, the City and Ovations desire to amend the Contract to provide that Ovations will spend an amount not exceeding $600,000 to modify and renovate the Arena Kitchen. NOW, THEREFORE, in consideration of the agreements and mutual promises contained in the Contract, the parties agree as follows: 1. Section 1, "Lease and License", of Exhibit B, "Lease Agreement", to the Contract is hereby amended to read and provide as follows: Section 1. Lease and License The City hereby leases to Contractor and Contractor Leases from City that part of the Facility that the City has designated as the "Leased Area." (See attached drawing of the SEC Kitchen and the Arena Kitchen, marked as Attachment A and Attachment B respectively). Contractor is further licensed to use those areas at the Facility that include, but are not limited to, the concession stands, serving locations, food preparation areas, vendor commissaries, kitchen and customer warehouse facilities, and other related areas at the Facility ("Catering and Concession Areas"), with the exception of the City's administrative offices and office suites in the Coliseum and Annex office suites, together with the improvements, equipment and personal property upon or within such areas, along with the non-exclusive right to use the concourses, spectator seating K:\Measures\Ovations AMENDMENT TWO.doc areas, parking areas, loading areas and walkways of the Facility, solely for the purpose of providing the concessions services required by this Contract. The provisions contained herein applying to the Leased Area shall also apply to the Licensed Areas where applicable. 2. Section 2 (B) "Term of Contract and Time Performance" is hereby amended to read and provide as follows: Section 2. Term of Contract and Time Performance B. The Contractor shall commence the Work to be performed under this Contract on July 1, 2007, and the Contractor covenants and agrees to fully perform and complete the Work and/or provide the goods called for by this Contract. The Contractor further agrees that the Work shall be started promptly on the above date and shall be prosecuted regularly, diligently, and uninterruptedly that will ensure full completion thereof consistent with the Contract Documents and that Contractor will cooperate and coordinate with the other City contractors or employees doing other work or using the area where Contractor is working. Contractor agrees to use its best efforts to contractually require the general contractor responsible for the build out of the kitchen pursuant to Section 6 of this Contract to complete the build out with a final Certificate of Occupancy in place and such kitchen fully operational no later than June 30, 2008. 3. Section 6 (A) and 6(C) of Section 6 "Kitchen Improvement" are hereby amended to read and provide as follows: Section 6. Kitchen Imorovement A. Contractor agrees to invest up to six hundred thousand Dollars ($600,000.00) in capital improvements at the Facility, over the term of the Contract for the design, construction and renovation of the Arena Kitchen and the completion of the walls and floor at the SEC kitchen. Contractor agrees to provide those items and install such equipment in accordance with the terms outlined and stated in its letter dated December 27, 2007, attached hereto as Attachment C. In the event additional amounts are required to complete the food and beverage facilities, City and Contractor agree that Contractor may modify the plans and/or equipment list by adding to or subtracting such items as may be necessary, in cooperation with the input of the City, to allow the Arena Kitchen renovation to be completed without exceeding the $600,000.00 allotment. All such capital improvements or equipment shall be owned by Contractor until either fully amortized (i.e. a June 30, 2014, if this Agreement is still in effect), or, if terminated earlier, then upon payment to Contractor of the "buyout amount' as described in Section 6.B below. At such time, Contractor agrees to execute such documents as City shall reasonably request evidencing City's ownership interest in such improvements and equipment, including financing statements. K:\Measures\Ovations AMENDMENT TWO.doc C. Contractor recognizes that if the kitchen is not completed on or by June 30, 2008, with a final certificate of Occupancy from the City in place at that time, City will suffer economic harm. Accordingly, Contractor agrees to use best efforts to require as a part of its contract with its contractors and subcontractors, that such entities guarantee completion of the kitchen no later than June 30, 2008, and that in the event of any delay, that such entities shall pay City the amount of $100 per day until the Arena Kitchen is fully operational with a final Certificate of Occupancy, unless such delay is caused by the City. 4. The remaining terms and conditions to the Contract, except as stated herein, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have signed this Amendment Two by their authorized representatives. ATTEST: CITY OF ROANOKE, VIRGINIA By Darlene L. Burcham, City Manager WITNESS: OVATIONS FOOD SERVICES, LP By Name: By Name: Title: Approved as to Form: Approved as to Execution Assistant City Attorney Assistant City Attorney Certification of Funds Required For this Amendment Two Certified Director of Finance Acct. No. K:\Measures\Ovations AMENDMENT TWO.doc Attachment A .- J ~ . . c .~ ~~.~ ..~ ~ J jB c CI) U (/) - c CI) > w . . (ij 'u CI) 0.. en I . . , , I Shaded area represents kitchen area. ,- - , - , , g, , f ' Q:' , , , - - II; ill il~ 81: 1111'1 ~ h II III~i .!d ~ '11111 !H! 15: IlII I ,I II 1'1 i~1 III pi ~q~ I' ,.1 ,. II' ~ I' II' a' '1IIIIIIIIIIl . it I~I ii'llll; lIil f Ida! I ~ .1'1 dl! Ii ~ is i ! 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IIW oU ,wdi:)lt~ ROANOKE CMC CENTER ARENA ROANOKE, VA 4lJ-l1ch m-eA-{!" ,Ovationse Catering to the Highest AcClaim December 27,2007 Via: email to Wilhelmina.Boyd@roanokeva.gov Ms. Wilhelmina Boyd - Director of Civic Facilities Roanoke Civic Facilities 710 Williamson Road Roanoke, VA 24016 RE: Ovation's Alternative Development Plan for the Roanoke Civic Center Dear Mina: Let this letter serve as the documentation for Ovations Food Services, LP alternative proposal for its investment at the Roanoke Civic Facilities. Ovations has pledged up to $600,000 toward capital improvements in the new Special Events Center. The contract provides that any additional funding required to complete the improvements is the City's responsibility inc1udingproviding the necessary Operating Supplies and Equipment (OSE)). Ovations began day to day operations on July 1, 2007, in August Ovation's VP of Design & Development Max Van Rees visited the property to review the plans and view the general conditions. By September, the scope of work was defined and bids were solicited from qualified local General Contractors for the construction portion of the SEC kitchen build-out. With construction bids in hand we estimated the remaining project costs for presentation to RCC. During the RFP process (which led to Ovations selection) City representatives estimated the construction portion of the project at $150,000. In fact the bids we received ranged from $330,000 to over $400,000 without any contingency monies. In addition to the construction portion, we tabulated the cost of equipment, permits, design, equipment installation, freight, bringing the total SEC kitchen cost to $862,050. To support the operation of the new the kitchen build-out Ovations has also identified an additional $234,750 in required OSE. On this OSE list are the additional china, glass, and sliver wares need to service the SEC, as well as the new pots pans, dish racks, shelves, utensils, and storage equipment needed to operate in the kitchen. Finally, there is a requirement for rolling bars, hot boxes and other support equipment to service the guests in the SEe. As the City's contracted food and beverage service provider at the Center, Ovations evaluated these costs and we did not see a reasonable return on the $1. 1 million investment for the City. Alternatively, our proposed approach provides the Center with base improvements to the SEC kitchen space (concrete flooring and walls), full development of the SEC concessions stands and plating kitchen, and a renovation of the existing arena kitchen. For our $600,000 in improvements we can accommodate the volume of business anticipated at the new SEC and serve the existing venues. After meeting on November 14, 2007 with Mina Boyd, Jim Grigsby, David Collins, and Charlie Andersen it was confirmed that the City would not be contributing any funds to the completion of the kitchen, nor did it anticipating having any funds for the purchase of the OSE requirements for the SEC. Further it was determined that any alternative approaches or deviation from the kitchen build out required that the matter be returned to City Council for approval of an amendment to the contract. In preparation for an amendment the following information has been requested. 1. Provide a narrative with what alternatives are suggested. 2. A justification of why we are recommending this course of action. 3. An explanation of why we recommend the competition of the floor and walls in the SEC kitchen space. 4. Provide a detailed budget for the $600,000. On December 14, we met via conference call to review drafts of the above items. At that time it was determined that a fifth item (below) be added to the information list, and the narrative needed to address the timeline for these improvements. 5. Provide an equipment layout for the arena kitchen showing the proposed improvements. The local contractors we are working with are also requiring item #5 to in order to submit a (GMP) guaranteed maximum price; We received the scanned documents of the existing kitchen on Friday, December 21, and will prepared the drawing as soon as possible. We lose production days with the holidays. Upon completion of all the materials Ovations will conduct a follow up conference call with you and Charlie to verify that the intended improvements in the arena kitchen can conform to the existing conditions and engineering requirements, as well as how the permitting process would work. David Collins raised a concern that if Ovations monies were spent but the job was not completed the City would have a problem. I reassured the group that the nature of this type of project requires a fluid management of the expense categories. For example, if the large cost (and highest priority) items have cost over runs, then the lower priority items are adjusted accordingly to bring the budget in at $600k. An example of this declining balance approach is the purchase of place setting. Tim Anderson our GM would like to have and additional 1,200 place settings. If funds are available we will purchase this amount, however if the construction and equipment costs are higher we will reduce the number of new place settings to meet budget. While 1,200 place settings are ideal, we are comfortable that we could start with as few as 800 if needed. We are committed to completing the proposed improvements on budget, and we acknowledge that the City will not be providing and funds for improvements. Finally, upon agreement of a plan, an Amendment to the contract will be drafted for presentation to City Council. Ovations attorney Brian Rothenberg will work with City attorney David Collins in the preparation of the Amendment. We discussed attaching the supporting documents to the amendment. Below is the proposed Exhibit for the amendment. Additional materials for submission will be forthcoming as the final budget numbers are completed with the contractor's bids, I am available anytime to discuss any questions or concerns you may have prior to our next call. ~itnce~~'~~1' . -<:..... .-' , 1'1 ... ,.- .' I II \ ./ ;,/' .11"<' " .;!.t~f":' 'fI.i{~:>( . /) I I J \.../ Mark W. Healey Regional Vice President Exhibit A Ovations Alternative Capital Improvements Narrative: Ovations has recommended to the City how to get the greatest return on our $600,000 investment. Simply put, it does no good to have a new kitchen without all the accompanying operating supplies and equipment to operate it. We brought in our COO, VP of design and construction, and RVP to assess how best to proceed in order to fully service the SEC and all of the arena and theater needs. We determined that the existing Arena kitchen has sufficient square footage and infrastructure to support all of the culinary needs for the arena, theater, and SEC with some production enhancement. In this alternative approach it is Ovations desire to not only add additional equipment for higher production capacity, but to remodel/refurbish the arena kitchen to a like new state. As a component of our sales and marketing techniques we routinely invite guests to view our kitchens. With our alternative plan we will create an arena kitchen we will all be proud to show off. To accomplish this we have four areas of development. 1. The SEC kitchen, (2) SEC concession stands, and plating kitchen; 2. The Arena kitchen's refitting and refurbishment; and, 3. The Operating Supplies and Equipment we need to serve all our guests. ~ The following list provides brief descriptions of the specific improvements proposed by areas. SEe Kitchen, Concessions, and Plating kitchen 1. Pouring of the concrete floor with adequate floor drains. 2. Completion of interior kitchen walls including washable surface. 3. Hanging of ceiling grid and adequate area lighting (using 2'x4' light boxes). 4. Purchase and installation of concession equipment in the 2 new stands (beverage equipment, reach-in refrigerators, stainless steel tables, hot and cold food merchandisers, roller-grills, pop-com machines, nacho & pretzel merchandisers, pas, menu boards, etc.) 5. Purchase and installation of equipment for the plating areas in North Concession Stand, Tables, shelves, portable plating table(s), power supplies, refrigeration, etc. Arena Kitchen: 6. Arena Kitchen refurbishment of all walk in refrigeration and freezers to include new door seals and hardware, repair/resurfacing of ceilings and walls using FRP board, upgrading of compressors and blower boxes, condensers and evaporators, and replacement of shelving 7. Bring Natural Gas service to the arena kitchen 8. Re-surfacing on all interior columns with stainless steel cladding, add stainless steel or FRP on wall abovelbehind all sinks, replacement of ceiling with upgraded coated tiles and replacement of all ceiling light fixtures in the kitchen and downstairs storage area. 9. Cleaning and polyurethane sealing of kitchen floor and down stairs storage floor. 10. Relocation of dish washing station including replacement/upgrade of the dish machine (a more powerful machine with higher capacity), and retrofit of soil and clean side stainless workstations 11. Addition of new cooking equipment including using gas equipment where feasible/ appropriate (including pizza oven, combi-oven, meat slicers, steamer w/kettle, floor mixer, char-broiler & stand, open range with oven, dry goods shelving) 12. Refurbishment, clean up, PM and recalibration of re-usable existing equipment.(including ovens, fryers, tilt skillets). Re-arrange existing equipment to improve flow and efficiency. 13. Refurbishment of stainless tables and sink including stainless steel replacement legs (all) and replacement faucets (as needed). Retro-fit all sinks to be flush to all walls. Polish all existing stainless steel tables and counters. OSE (Operating Supplies and Equipment): See representative listing attached actual price and quantities are subject to available funds from remainder of the budget. 14. 4 large hot boxes (120 plate capacity), 4 Queen Mary's (rolling breakdown stations), 2 liquor cages, 4 Cambro rolling bars 15.800 new place setting for SEC and large party use including china, flat wares, glass wars, and storage equipment (dish dollies, glass racks, silver racks, etc.) 16. New buffet wares including chafers, serving spoons, forks, tong, display racks and skirting (quantities TBD) . Arena Concessions & Other: 17. Replacement Computers & Printers 18. Removal of A&W and Bojangles trade dress in stands 19. Repair and refurbishment and re-branding of former A&W and Bojangles stands. 20. Refurbishment and re-branding of 2 pizza carts 21. Concessions small wares replenishment 22. RCC has committed to providing additional office space in the area with updated paint and cleanup. Reasoning, Justification and Timing for Proposed Improvements: To complete the entire SEC kitchen, concessions, plating kitchen, and provide all of the necessary operating equipment and supplies is well over a million dollars. It has been made clear that the City has no provision to provide funding for the fulfillment of this plan. As a result we sought alternatives to maximize our investment and in the process learned that the existing kitchen was identified for reprogramming into dressing rooms. The demolition, disposal and remodeling cost of the Arena kitchen would run several hundred thousand dollars. To us even with a new kitchen elsewhere it did not make sense to abandon these assets. While it is certainly less convenient to serve large groups in the SEC it is easily accomplished through several access ways inside and outside the building. We also believe that by creating a shell room in the SEC kitchen space it provides an opportunity for the space to have future/alternative uses that could not be considered if it remained an un-constructed area. Alternatives could include a private sponsor's lounge for flat shows, additional meeting space, and storage space for SEC equipment, etc. We are also hopeful future growth (RCC wide) will eventually exceed the F&B production capacity. In that scenario additional investment would be easily warranted to fit out the SEC kitchen space. In our view, however the growth needed to exceed our proposed production capacity is likely many years away. After reviewing the best approach and focusing a large portion of the investment monies in the existing kitchen, we need to understand the impact we could have on our current operation during the construction process. It has always been Ovations ideal approach to have no interruption of services while creating the improvements. With the approval in early 2008 we recognized that the first three months (January, February, and March) provide nearly fifty percent of the budgeted sales for this year. Therefore we propose the following time line. Upon approval and permitting we will immediately begin on the SEC kitchen and concessions. We will schedule the Arena kitchen improvements for mid-April 2008 as the business subsides. We have been given a 45 day completion date by both of the contractors we are negotiating with so we anticipate all of the improvements to be completed by the City's fiscal year end in June. As far as Ovations providing value to the RCC (aside from our investment) consider the following thoughts. In a few short months you have already experienced the buying power in the fomi of reduced product costs, menu and collateral material printing and development, management supervision and development. Additionally, you must also be experiencing a reduction in accounting requirements (and hopefully costs) since Ovations performs all of the banking, accounting, HR, and payroll services for the food and beverage operations. Finally while we have not required any additional help for big events as yet, Tim Anderson our General Manager is now part of a network of F&B professionals who can send help, exchange ideas, provide comparative data, and act as a resource for challenges and opportunities. We are just getting started here and continue to be very excited about the potential for RCC and our opportunities to work hand in hand with RCC staff to sell and market the building and services here. ...... ." ... ..~. -- " ". _....~".- .__......_~ ..~.," "",cAlt~Jn~~~~..~....~I~l1j;~P!i9,~LA;.. .. .. -.-- e__."..._ Roanoke C C" RefurblishExJsting'Kitchen~ouHit New Concession"s, . Plating ". lO-Dee-OJ :ConstrUetion' Estimtnes CQnstruction Estimate -- .... ....,.......... 3,. ExistiniKitchenl'olyurettlane Coating for floor - '.'~"_~_~...,__,.._..._ _.._...~_.. .... .. ..~_.._~,.... .__,__' .." _, _._,... '__ ... ." _,. ".'.. .. .... .........'..."0. ..._ ?::"~.x.i~!Ing....l<itCllen'~ew'''~e''Hrng .:..... ""." 3.Exl~ti ngJ<itch e n FRP Coating for all Columns 4.. Existing Kitchen new lighting fixtures ~. Existing Kitchen" Gas line from Stand above ,........~.. N..ew.Kit.,cbin FIQQ[ ._-.. .-... Q.., ---, .-.- .. ...... --- .. .. . ."... .._-- --~- ... 7,""New"oKitchen Stull"up' allpfumbing .. ..... "".'~"..""",',,.... ","",;.".-"~_,,,""c..'-,-._.,," .." ..,_~ .... .~" ...._.. .-. ',-. ...... .. '... _....~"'" _...____"...._._.M._....__.____. !frJew Kitchen C~i1ing ligbting ... ~. New Kitchen Ceiling Panel installation l.Q. Both Conc..ession.... .._~..._-_..........". ---. ....... .-..............-.........-....-......,,- Finish out spaces 'ocO=' ........ . . J 1..,finish.QutPJ ciii ng - ~~Je..s Ta~ ~% .... ---- - --.~..- ----- .--.. ..--..... ~.._.....- ----"." .... .... ... " Permitting Fees .... AU Permits Coord i natiol:l..([)~!iigri...~<:lns lllta !It..T&E) - . ..... --.. Project -.. ~efocation~ 8t..~I~~I)::QR..of...._ .-.. ..- .. .. ... rejJsa~ie~~fXistfng.. Eq u i pm~!lt... .. .....- .. ~~....- .. 1. New Refrigeration Systems Existings Walk-Ins Resurface Interiors Existing Walk-ins .. .. "c, Z, -..,.. ..-.. 3. New:..S!ainless..~teel .. all reused sinks& t~~Jes... .. ... - ..' legs ... ... ".. ,,- .. ..- ~:~c~ervice c!:leckup fo-r aU-reused - cook[ngc..~'gllipmeri! .... .... Ng~"Foodservic:e Eq uipment* Dishwasher & Rework existing dishtables - ~-, New l: (i)"New Slicers _.._- .... ... ... .__'_H'~ ---"" =C=_..=. .~;_New Com~IQ..ygn ..... .... ...... . '" .... ....... If..New:QpenBurner Range W jC:<:llJy~c:ti<:ln Ovel1 Base ~. New Steamer WjKettle ~, New Conveyor Pizza Oven ... .. ... 7.. N ew..c:fi~il3r<:ln~ r.. & Stand" ... .... ~[~=~ii Sh~.lvrng.QQI1:"{..ccc, ". ..... ...... ~...~.."...._...--..."._.._.. ... "... ..... ... Q;N~w Floor Mixer ~.Q, New Concessions Equipment Packages li. New Plating "kitcb..en ..Eq"~IpITlgr,1!. ~~~k~g~...c.., .". --."...... .. .. t6..~t~.Jl~.tI<:ln. ofArrEliyfRmi!J!.......~~=,....... "'.. .... .... .....,,~. 5r~ighrc..6cirgen6r E..9..lJi P_~~.Dt....... _...... ....m.. s~t~$ Tax 5% ....c..... 1500 Plac~S!'!..t..t.,illg!i --China '. .... ... . ". ...,=...........0..0- ..,.....",.. .....FJa!wa rg,GI~!i!iw..~!e ....Smaliwares Rolling Stock & SEe FOH Equipments E2<J~ltlng~~,=en a~etroiif~ * *- . ....._.,,,...,,.....,. .._,._...._......~,_,_ ".~.._.,..,......._~"'__._"._."._ _. - _. _0" ._,,~.. _,. ...............".... "~f Conversion of ~g,.lI)Land Boja!!g~~$arldsand-re_trClfi!2tmo~j1~~arts SClles,!~)( 5% ".-- Q"'ticrnA ...fL. Total ProjectecfC:osts Kitchen Buildouf Projected Cost $ 180/000.00 '-""' $ $ $ ~.$.~~~~..~.=... ....... - :~._. ... ..' . :s'" " ........". s :'$ $ .$ $ - .... .9/009.00 2/500.00 20/000.00 ~?/OOO.OO .. 1,80/000.00 jQ/QQQ,:Pp. ... 12 250.00. ,-" I. _ _,,_~_.,_,.__^__ 10/000.00 "---_.,"'.",- . -- ....._~ 78/000.00 ...3()/pOO:OO 26/QQO.00 $ ". .....". .'~^._- ".,,~O,OOO.QQ. -- C$ 7,250.00 $ 650~OOO]jo Total b~fore Ovations Discount 1000 Dinner Place Dinner Plate; B&B plates; Cup & 1 000 sets $35.00 each j $35,000.00 Settings Saucer; Flatware; S&S Bowls Approximatel' #772032-4034989 2 oz Fluted Ramekins; 4dz/cs 10cs $36.99 $369.90 #777994-4431912 60z Creme Brulee Dish; 1 dz/cs 10cs $39.19 $391.90 Sugar Caddies to match dinner 10dz $500.00 sets #790930-5025242 71/2" Salad Plate; 3dz/cs 30cs $94.49 $2,834.70 #833189-6025241 6" Arcade Bowls; 220z; 3dz/cs 1cs $90.29 $90.29 #775082-1242130 8" Arcade Bowl; 480z; 1 dz/cs 3cs $55.69 $167.07 #805623-6329734 SS Sauce Cups; 20z; 2dz/cs 10cs $12.99 $129.90 #835684-8346496 Cream Servers; 20z; 6dz/cs 3cs $46.99 $140.97 Plate Covers for the 1 000 1000 $5.00 each $5,000.00 Place Settings Approximatel' #832820-3339744 6002 Polv Pitchers; 6/cs 20cs $26.89 $537.80 #790093-2024511 802 Rocks Glass; 3dz/cs " 10cs $68.29 $682.90 #793388-3306503 160z Beer Glass (Cooler); 2dz/c 10cs $69.89 $698.90 #793950-9411885 602 Champ. Flute; 1dz/cs 10cs $36.19 $361.90 #793-610-2355238 120z Martini; 1 dz/cs 5cs $53.59 $267.95 #792290-2145639 160z Goblet; 3dz/cs 40cs $101.89 $4,075.60 #790299-4007456 60z Wine Flute; 3dz/cs 30cs $96.59 $2,897.70 #821251-2059673 50z Votive; 3dz/cs 1005 $34.99 $349.90 #850549-4347712 Posi-Pour; 1 dz/cs 8cs $49.29 $394.32 #833997-3329455 3002 Shaker Tin 10ea $7.09. $70.90 #851406-4347696 1502 Shaker Tin 10ea $5.89 $58.90 #812110-7343650 Garnish Dispensers (Bars) 4ea $48.19 $192.76 #850874-5346622 Bar Aids 4ea $8.19 $32.76 #805836-3329513 Can Punch/Btl Opener; 2dz/cs 1cs $10.39 $10.39 #850513-5313945 Wine Tools 24ea $6.29 $150.96 #811377 -5148465 Store & Pour Set 6ea $80.59 $483.54 #808044-4331054 BarScooos 10ea $7.39 $73.90 #851327 -4429635 Portable Bars 6ea $1,179.00 $7,074.00 #017600-3311883 Portable Ice Bins 2ea $495.00 $990.00 #835877-9372145 Festival Travs; 13' Round; 1 dz/c 3cs $79.49 $238.47 #834906-3158342 Festival Travs; 16' Round; 1 dz/c 3cs $117.59 $352.77 #835228-7168487 Festival Trays; 11 x15; 1 dz/cs 3cs $79.49 $238.47 #834923-4158341 Festival Travs; 16><22; 6/cs 6cs $81.79 $490.74 #834925-3167608 Festival Travs; 13><20; 6/cs 6cs $69.39 $416.34 #807582-3329182 Divided Pan; 2" 10ea $40.29 $402.90 #834658-6257067 Rectanaular, 4at Chafer 10ea $1 08.59 $1,085.90 #834659-5257068 Rectanaular, 8at Chafer 20ea $148.99 $2,979.80 #836454-941 0077 Oval, 6at Chafer 20ea $123.19 $2,463.80 #836456-1330794 Round, 8at Chafer 10ea $117.59 $1,175.90 #806724-9163072 Roll Too Covers 20ea $210.00 $4,200.00 #807110-4348975 Chafer Storace Units 100ea $55.99 $5,599.00 #833194-1137306 Carvin a Station 4ea $279.00 $1,116.00 #836835-4429221 Server Travs; 14" 20ea $7.69 $153.80 . #835773-1274539 27" Oval Service Trav 100ea $41.39 $4,139.00 . #833032-9329988 Trav Stand 100ea $31.39 $3,139.00 #835733-4349890 Beveraae Servers; 5al 30ea $138.89 $4,166.70 #811928-4151361 Insulated End Loaders 3ea $239.00 $717.00 #028795-0141705 Camcarts; 24 2" Dans 4ea $1,160.00 $4,640.00 #833163-9056417 1.5at Black Crocks w/Lids 30ea $6.59 $197.70 #805750-5053483 9" Black Buffet Ladle 50ea $4.49 $224.50 #807130"4309894 8" Black/Solid Buffet Sooon 50ea $4.39 $219.50 #807133-2076727 10" Black/Perf Buffet Sooon 50ea $4.39 $219.50 #808302-3339553 13" Black/Solid Servin a Sooon 50ea $4.89 $244.50 #808472-8195372 13" Black/Perf Servina Sooon 50ea $4.89 $244.50 #808471-7309354 9" Black TonQs 50ea $3.69 $184.50 #804871-8309353 13" Black Tonqs 30ea $5.49 $164.70 #833656-3348802 Round Bread Baskets; 1 dz/cs 25cs $26.89 $672.25 #807913-7330863 Hot Tea Servers; 110z 20ea $10.29 $205.80 #833052-3329810 S&P Shakers; 10z Tower;2dz/cs 15cs $20.59 $308.85 #834432-8349037 6" BeveraQe Coaster; 1 dz/cs 10cs $96.90 $969.90 #834872-5332754 640z Black Coffee Server; 1 dz/c 10cs $289.00 $2 890.00 #841361-6348007 3L Air Pots 10ea $88.49 $884.90 Assorted Kitchen Knives and Like Eauipment/Sharpener #890476-9321316 320z X 1/40z Portion Scale 4ea $66.09 $264.36 #890485-6321319 5# X 1/20z Portion Scale 2a $70.59 $141.18 #890474-4319869 25# X 20z Portion Scale 1ea $78.39 $78.39 #801056-7265234 Edlund Can Opener; U-12 1ea $219.00 $219.00 #807964-1331 040 9"TonQs 24ea $3.69 $88.56 #807938-3331048 12" Tonqs 12ea $4.39 $52.68 #807941-3331 055 16" Tongs 6ea $4.79 $28.74 #013517-0008987 20z Sooodle; Perf. 12ea $9.99 $119.88 #013533-0009134 30z Spoodle; Perf. 12ea $9.99 $119.88 #013541-0009217 40z Spood/e; Pert. 24ea $9.99 $239.76 #013556-0009399 60z Sooodle; Perf. 6ea $10.79 $64.74 #01 3569-0009480 80z Spoodle; Perf. 6ea $10.79 $64.74 #807953-2330876 SpaahettiTongs 12ea $9.19 $110.28 #807875-1329754 15" Solid Spoons 12ea $5.19 $62.28 #806-791-8329781 15" Slotted Spoons 12ea $5.19 $62.28 #027081-0131565 20z Ladle 12ea $3.89 $46.68 #027078-0131532 30z Ladle 12ea $4.29 $51.48 #027074-0131490 40z Ladle 12ea $4.89 $58.68 #027072-0131474 60z Ladle 6ea $5.49 $32.94 #027069-0131441 80z Ladle 6ea $6.29 $37.74 ~} #027068-0131433 120z Ladle 6ea $7.79 $46.74 #805568-5019831 16at. Colander 2ea $110.89 $221.78 #800323-4174025 4at Mixina Bowl 2ea $6.59 $13.18 #808048-3329521 8Qt Mixing Bowl 2ea $10.29 $20.58 #805600-5329495 40" SS Whip (Kettle) 1ea $96.99 $96.99 #805603-3329661 48" SS Paddle (Kettle) 1ea $35.79 $35.79 #805909-5329776 7" Skimmer 2ea $8.09 $16.18 #805918.1329788 9" Skimmer 2ea $9.59 $19.18 #891257.2479889 12" Piano Whip 10ea $8.79 $87.90 #891259-4479887 16" Piano Whip 10ea $10.39 $103.90 #806067-5329537 120z Scoops (Ice) 10ea $5.19 $51.90 #800548.1174036 1 at Measurina CUD 2ea $10.39 $20.78 #800556-4014734 4at Measurina CUD 2ea $15.59 $31.18 #807552-8330854 Measuring SDoon Set 2ea $8.79 $17.58 #807551-7330855 Measurina Cup Set 2ea $16.79 $33.58 #890371.3380565 20" Pizza Rocker Knife 1ea $50.39 $50.39 #891384-2486413 Full Size Sheet Pans; 12/cs 20cs 104.19 $2,083.80 #805448-3279064 26X18X4 Roastina Pans 6ea $72.79 $436.74 #806471-4346094 Mini Muftin Pans; 24ct; 2.1oz 10ea $70.59 $705.90 #805920-8330714 10" Teflon Fryina Pan 4ea $21.29 $85.16 #807386-4330841 14" Teflon Frvina Pan 2ea $36.99 $73.98 #805939.7329691 4Qt Sauce Pan w/Cover 4ea $31.39 $125.56 $807269-5329727 (Cover) $10.79 $43.16 #807768-3150661 12Qt Stock Pot 4ea $48.19 $192.76 #807769-6179998 20at Stock Pot 4ea $60.49 $241.96 #805238-7301260 Pot Covers 4ea $15.69 $62.76 #805239-8301269 Pot Covers 4ea $18.39 $73.56 #802222-7316896 2.5" Full Size Hotel Pan 24ea $27.99 $671.76 #802223-6318661 4" Full Size Hotel Pan 24ea $36.99 $887.76 #802224-2316909 6" Full Size Hotel Pan 12ea $49.29 $591.48 802277 .8316903 Full Size Cover-Solid 60ea $32.49 $1,949.40 #802238-7316912 2.5" Half Size Hotel Pan 24ea $16.09 $386.16 #802240-8316911 4" Half Size Hotel Pan 24ea $22.99 $551.76 #802241-9316910 6" Half Size Hotel Pan 12ea $31.39 $376.68 #802279-5316906 Half Size Cover-Solid 60ea $16.09 $965.40 #802261-8333080 Third Size Hotel Pan; 4" 24ea $21.19 $508.56 #802282-6317705 Third Size Cover-Solid 24ea $14.39 $345.36 #800379-6337562 6" Black Salad Bar Pans 36ea $6.09 $219.24 #800422-3337276 4" Cambro Full Size; 6/es 6cs $72.79 $436.74 #800468-9176173 4" Cambro Full Size-Cover; 6/es 6cs $58.19 $349.14 #800560-9337320 4" Cambro Half Size; 6/es 6es $39.19 $235.14 #800599-6196935 4" Cambro Half Size-Cover; 6/es 6es $32.49 $194.94 #800637-8337388 4" Cambro 1/3 Size; 6/es 2es $32.49 $64.98 #800710-4177572 4" Cambro 1/3 Size-Cover; 6/es 2es $25.79 $51.58 #811956-4170940 4" Food Storage Box; 6/es 2es $64.99 $129.98 #801082-6170815 6" Food Storage Box; 6/es 2es $79.49 $158.98 #811946-3164670 Storaae Box Covers; 6/es . . 4es $49.29 $197.16 #811988-7112527 2at Containers; 6/es 2es $25.79 $51.58 #811989-1112523 4at Container; 6/es 4cs $41.39 $165.56 #811991-4112512 8at Container; 6/es 2es $59.29 $118.58 #807264-4307336 2-4at Container Lids; 6/es 6es $11 .59 $69.54 #807267-3307337 8at Container Lids; 6/es 2es $13.29 $26.58 #036116-0178897 Box Pleat Skirtina; 17.5' 30ea $167.83 $5,034.90 #025146-7081714 3/8" Cheese Cuber 1ea $160.00 $160.00 #802804-9323015 3/16" Produce Slicer 1ea $389.00 $389.00 #803482-4216958 6 Seeton WedQer 2ea $179.19 $358.38 #035174-0173195 Texas leers; 48" 4ea $420.00 $1,680.00 #035186-0173302 Texas Tanker w/lid 2ea $620.00 $1,240.00 All Shelvina Max Max #811995-3344702 Soeed Rack; 3" Soacina 10ea $173.59 $1,735.90 #127064-0469031 Soeed Rack; 5" Soacina 10ea $162.39 $1,623.90 #811774-5176623 Bus Tubs; 12/cs 5cs $104.19 $520.95 #813088-2187771 Heavy Dutv Service Carts 20ea $145.59 $2,911.80 #048051-0208322 Adiustable Dish Caddy 15ea $610.00 $9,150.00 Glass Racks 150ea $40.00 $6,000.00 Glass Rack Dollies 20ea $115.38 $2,307.60 #871034-3236486 Platform Truck; 1200# 4ea $439.00 $1,756.00 #682310-4344214 Anti Fatiaue/Slio Floor Mats 20ea $60.49 $1,209.80 #106881-0414904 Banauet Carts; 96 Plate Cao. 10ea $3,195.00 $31,950.00 $194,046.01 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 STEPHANIE M, MOON, CMC !lroanokeva.gov City Clerk SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk February 5,,2008 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 38014-020408 appropriating funds from the Federal Asset Sharing Program, and amending and reordaining certain sections of the 2007-2008 Grant Fund Appropriations, and dispensing with the second reading by title of this Ordinance. The abovereferenced measure was adopted by the Council of the, City of Roanoke at a regular mee,ting held on Monday, February 4, 2008, and is in full force and effect upon its passage. Sincerely, ~M.~ 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, Management and Budget A. L. Gaskins, Chief of Police ~\-\S \ ./N THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of February, 2008. No. 38014~020408. AN ORDINANCE to appropriate funding from the Federal Asset Sharing Program, 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 Investigations and Rewards Vehicular Equipment Other Equipment 35-640-3304-2150 35-640-3304-9010 35-640-3304-9015 $ 1,200,000 300,000 1,300,000 "" Revenues Federal Asset Forfeiture 35-640-3304-3305 2,800,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTE~ST: ,"'^ , r J. \.7OrJ i Y Clerk. 't , \ CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-254 I Fax: (540) 853-1 145 E-mail: cIerk@roanokeva.gov SHEILA N, HARTMAN, CMC Deputy City Clerk STEPHANIE M, MOON, CMC City Clerk CECELlA R. TYREE Assistant Deputy City Clerk February 5, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38013-020408 accepting the Federal Forfeited Property Sharing Program Grant to the City of Roanoke Police Department from the U.. S. Attorney's Office for the Western District of Virginia, 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 meeti,ng held on Monday, February 4, 2008. Sincerely, ~m.~ 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, Management and Budget A. L. Gaskins, Chief of Police ~5 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 4th day of February, 2008. No. 38013-020408. A RESOLUTION accepting the Federal Forfeited Property Sharing Program grant to the City of Roanoke Police Department from the U. S. Attorney's Office for the Western District of Virginia, and authorizing execution of any required documentation on behalf of the City. WHEREAS, U. S. Attorney John L. Brownlee and the U. S. Attorney's Office for the Western District of Virginia have supported local law enforcement agencies through the disbursement of forfeited property; WHEREAS, the U. S. Attorney's Office for the Western District of Virginia recently prosecuted a significant case that has resulted in a large fOrfeiture of property to law enforcement agencies with the Western District of Virginia; and WHEREAS, because of the prosecution of this significant case, the U. S. Attorney's Office is now able to grant the City of Roanoke Police Department the amount of $2,800,000 in accordance with the Federal Forfeited Property Sharing Program. BE IT RESOLVED by the Council ofthe City of Roanoke as follows: 1. The City wishes to thank U. S. Attorney John L. Brownlee and the U. S. Attorney's Office of the Western District of Virginia for this grant of $2,800,000 to the City of Roanoke Police Department in accordance with the Federal Forfeited Property Sharing Program. 2. The City of Roanoke does on behalf of its Police Department hereby accept the Federal Forfeited Property Sharing Program grant offered by the U. S. Attorney's Office for the Western District of Virginia in the amount of $2,800;000 upon all the terms, provisions and conditions relating to the receipt of such funds. The grant, which requires no match by the City, Federal Forfeited Property Sharing Grant 2008.doc 1 I is more particularly described in the letter of the City Manager to Council, dated February 4, 2008. 3. 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 fonn by the City Attorney. 4. The City Manager is further directed to furnish such additional inforination as may be required in connection with the City's acceptance of this grant. ATTEST: I ~"'rr).~ City Clerk. Federal Forfeited Property Shaling Grant 2008.doc 2 CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva,gov February 4, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Alfred T. Dowe, Jr., Council Member Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: Federal Forfeited Property Sharing In 1986, Congress authorized the Federal Forfeited Property Sharing Program that regulates the transfer of certain federally forfeited property to state and local law enforcement agencies. The transfer of these funds is at the discretion and certification of the local U.S. Attorney. The forfeited funds must be used for law enforcement purposes and are bound by the program regulations. Participation in the federally forfeited property program enhances the effectiveness of police operations by providing necessary operational and training equipment and funding for investigations. The granted funds offset costs that would otherwise be supported by the City's general fund. The U. S. Attorney for the Western District of Virginia, John Brownlee, will grant the police department $2,800,000 in federally forfeited funds. The funding is the police department's share of seized assets from a recently completed federal investigation. The police department plans to use a portion of these funds to augment the patrol fleet wi:~~ additional take home vehicles and one If' .. motorcycle and provide for additional" equipment and training facilities at the proposed police academy. Recommended Action: Accept the funds and authorize the City Manager to execute any grant agreements and any related documents, subject to them being approved as to form by the City Attorney. Honorable Mayor and Members of City Council February 4, 2008 Page 2 Adopt the accompanying budget ordinance to increase grant fund revenue estimates and to appropriate funding in the Federal Forfeited Property Sharing grant as follows: Revenues: Federal Forfeiture 35-640-3304-3305 $2,800,000 Appropriations: Vehicular Equipment Other Equipment Investigations and Rewards 35-640-3304-9010 35-640-3304-9015 35-640-3304-2150 $ 300,000 $1,300,000 $1,200,000 Respectfully submitted, Darlene L. Burcham City Manager DLB:alg/gws C: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development A. L. Gaskins, Chief of Police CM08-00020 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: jesseJlalI@ci.roanoke.va.us February 4, 2008 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: December Financial Report Recent national economic indicators continue to reflect inereased energy costs, a weakening housing market, and decreased business and consumer spending; as well as overall strains in financial markets. As mentioned in previous reports, the Federal Reserve has responded to the evolving conditions by cutting its target for the federal funds rate a total of one percentage point during its meetings held in September, October, and December. More recently, at an unscheduled meeting on January 22rid, the Federal Open Market Committee decided to lower the target for the federal funds rate another 75 basis points to 3 ~ percent and subsequently lowered the rate an additional ~ percent at..its regularly scheduled meeting on January 30th. Unemployment rates as of November were at 3.1f%, 3.0% and 4.5%, respectively, for Roanoke, the Commonwealth, and the Nation. Relative to inflation, the Consumer Price Index rose 0.8% in November, attributable to the rising energy prices. At the State level, according to the Secretary of Finance's monthly financial report, revenues grew 1.8% in December compared to December of the last fiscal year. Revenues grew 3.2% on a fiscal year-to-date basis, close to the annual estimate of 3.3%. It should be noted that December and January are significant revenue collection months due in part to holiday sales taxes and quarterly estimated income tax payments. Because of the timing of these collections, December may not reflect an accurate assessment of revenue grQwth. Individual income taxes grew 5.6% on a fiscal- year-to date basis, below the projected annual growth rate of 6.5%, due to lagging collections of nonwithholding taxes. Sales tax revenue grew 4.9%, ahead of the forecasted growth rate of 2.8%. Conversely, corporate income taxes fell 24.9% due to lower corporate payments and a substantial increase in refunds. Corporate payments fell 11 % and refunds are up by 82.4%. In addition, wills, suits, deeds, and contracts, mainly recordation tax collections, fell 17.3% as the housing market continues to weaken. The City of Roanoke's adopted budget for fiscal year 2008 totals $252.6 million, representing a 5.4% increase over the adopted budget for fiscal year 2007. Budgeted revenue growth results from a projected increase in Real Estate and Personal Property tax revenues, as well as projected ( Honorable Mayor and Members of Council February 4, 2008 Page 2 growth in various local taxes including Sales tax, Business License tax, and Prepared Food and Beverage tax. The aforementioned growth has been allocated to provide more funding to the Roanoke City Public Schools, for capital maintenance and equipment replacement, to enhance services to citizens, and to fund salary increases for employees. Furthermore, the fiscal year 2008 budget provides for greater social services program funding and the resources necessary to meet the current year's debt service requirements. The following narrative provides commentary on notable variances in revenues and expenditures for the first six months of fiscal year 2008. Revenues Revenues through December increased 3.9% compared to the prior fiscal year. A significant delinquent tax billing occurred in December of the prior fiscal year. Adjusted for this, revenues grew 6.0% through the first six months of the fiscal year. Most revenues are growing as anticipated, taking .into account that the due dates for some of our major taxes; business license, the second installment of real estate, and personal property, are due in the second half of the fiscal year. Detailed comments on variances for our major revenues are addressed as follows: General Property Taxes increased 1.2% in total. December of fiscal year 2007 included a large Machinery and Tools tax delinquent billing. Adjusted for this difference, revenues in this category increased 6.5% primarily as a result of growth in reassessments and new construction. The first installment of the real estate tax was due October 5. This tax is expected to grow by approximately 6.7% as a whole in fiscal year 2008, and actual growth has followed this trend for the first six months of the fiscal year. Partially offsetting this increase is a decline in personal property tax revenue compared to last year when the state tax relief on older years' taxes was phased out. When this occurred, taxpayers were balance billed their share of delinquent taxes previously covered through tax relief. This was a one-time item affecting the prior year, and it has an offsetting increase in the Grants-in-Aid Commonwealth category. Other Local Taxes increased 0.8% as presented in the accompanying financial statement. However, when adjusted for the change in telecommunications taxation, local taxes have grown 4.1 %. Transient Occupancy, Prepared Food and Beverage, and Cigarette taxes have increased, while the Sales tax is down 3.5% compared to the prior year. Business License tax has decreased from fiscal year 2007 and is impacted by higher exonerations in the current fiscal year. The new Telecommunications Tax program went into effect January 1, 2007 and affects the comparability of FY07 to FY08. Revenues are now remitted by companies to the Commonwealth. The State then pays the local governments, therefore receipts are delayed an additional month under the revised program than when administered locally. The timing difference in revenue recognition will be eliminated by the close of fiscal year 2008 when year end accruals are prepared. Permits, Fees and Licenses grew 53.1% from fiscal year 2007 due to an increase in building inspection permit fees, most notably due to the William Fleming High School project and Carilion Medical Center. Revenue from the Use of Money and Property decreased 44.4% compared to the prior year as a result of a change in the interest allocation method which negatively impacted the current year. Also contributing to the variance is a decline in building rental. The loss of Carilion Bio-Med as a tenant negatively impacts this category as do delays in payment by the state and federal governments for spaces they lease in the Commonwealth Building. Honorable Mayor and Members of Council February 4, 2008 Page 3 Grants in Aid Commonwealth will be impacted by State budget reductions announced earlier this fiscal year. Currently, the impact to the City is anticipated at $362,000, mainly as a result of a decrease in funding through HB 599. An adjustment to state revenues and budgeted expenditures will be recommended once the total revenue impact is finalized by the Commonwealth. Through December, revenues grew 13.4% compared to those of the prior year in part due to the increase in Social Services expenditures which are reimbursable by the Commonwealth. Also contributing to the variance is the reduction in the prior year revenue from the Commonwealth which occurred when tax relief expired on older year taxes and these amounts were balanced billed to local taxpayers. As mentioned previously, this has an offsetting decrease in the local tax category. Internal Services revenue decreased 20.0% due in part to a timing difference in the billing for occupational health services. While only half was billed in December of the current fiscal year, the entire amount was billed in December of the prior year. Also contributing to the decrease in this category is the decline in the school share of comprehensive services act monthly billing. This billing is based upon the budgeted expenditures for special education. The current fiscal year estimates have decreased from the prior year, therefore the monthly billing is lower. The final billing of the fiscal year is adjusted to reflect actual expenditures for special education. Miscellaneous Revenue increased 104.1 % primarily due to billings of several invoices for damage to city property. Adjusted for these large billings, the revenue in this category grew 18.3%. Revenues from the Art Festival also contributed to the growth in this category because there were no collections in the prior year. Collections for the Building New Partnerships Conference held this September had an impact as well. In fiscal year 2007, collections were not received until much later in the fiscal year. Expenditures General Fund obligations as a whole increased 2.8%. The fiscal year 2008 expenditure budget includes funding of approximately $743,000 to cover contracts and purchase orders made during fiscal year 2007 but not paid by the end of that year. City Council approved re-appropriation of this funding when adopting the General Fund budget in May. Additionally, General Fund expenditures of all departments are affected by a 4% pay raise effective July 1, 2007. Other than these items which affect most categories of~xpenditures, variances between fiscal year 2007 and fiscal year 2008 are addressed as follows: Health and Welfare grew 7.4% due to increased foster care, adoption, and daycare expenditures as a result of a higher rate of child placement. Also, payments for foster care and adoptions are based on the needs of the child and are higher when special medical care is required. Lastly, the Commonwealth approved a 13% rate increase for foster family homes and adoption subsidy effective July 1, 2007 compared to a 4% increase in the prior year. Offsetting this increase is a decline in health department subsidies due to the timing of the contract encumbrance. Parks, Recreation and Cultural costs increased 14.4% due in part to expenditures for the Arts Festival, as there were no related expenses in fiscal year 2007 until November. Also contributing to the variance is the encumbrance of the cleaning contract as well as additional personnel costs for the Libraries. Various recreational program activities have been encumbered earlier this year compared to the prior fiscal year. In addition, the entire year of the Event Zone contract has been Honorable Mayor and Members of Council February 4, 2008 Page 4 encumbered this fiscal year where only nine months had been paid as of this point in the prior fiscal year. Nondepartmental expenditures decreased 20.4% due to a decline in the transfer of funds for the Capital Maintenance and Equipment Replacement Program to the Market Building, Civic Facilities, Capital Projects, Department of Technology, and Fleet Management funds. These transfers fluctuate from year to year based on the needs of each fund and availability of fund balance. Sincerely, Q~ 4. IW Jesse A. Hall Director of Finance 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, Assistant City Manager Sherman M. Stovall, Director of Management and Budget CITY OF ROANOKE, VIRGINIA REPORT OF CITY MANAGER TRANSFERS Quarter Ended December 31, 2007 Transfer Number Date Explanation From To Notes: Under City Code section 2-121, the City Manager has authority to make transfers up to $75,000 between departments from July through March and in any amount from April to June. The City Manager has the authority to make unlimited transfers within departments, The scope of this report is limited to iriterdepartment transfers that are $10,000 or greater. Amount CITY OF ROANOKE, VIRGINIA REPORT OF CITY MANAGER CONTINGENCY Quarter Ended December 31,2007 Transfer Number Date Explanation To Balance of Contingency at July 1, 2007 Continqency Transfers: CMT07-00212,1 09/20/07 Funding for Railwalk Enhancements General Services - Railwalk Enhancements CMT07-00242 12/20/07 Additional Funding for Tax Sale of Property Billings & Collections Available Contingency at December 31, 2007 2 Amount $ 907,354 (40,000) (15,680) $ 851,674 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE Year to Date for the Period Percentage of Change 1.2 % $ 0.8 % 53.1 % 1.3 % -44.4 % 13.4 % 0.0 % 0.8 % -20.0 % 104.1 % 3.9 % $ Revised Revenue Estimates 96,801,000 74,210,000 1,224,000 1,367,000 872,000 66,269,884 38,000 8,453,000 2,595,000 731,000 252,560,884 Current Fiscal Year Percent of Revenue Estimate Received 40.5% 30.5% 72.3% 56.4% 63.1% 39,9% 0.0% 51.7% 47.9% 64.2% 38.2% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period Current Fiscal Year Percent of July 1 - December 31 July 1 - December 31 Percentage Unencumbered Revised Budget Expenditures 2006-2007 2007-2008 of Change Balance Appropriations Obligated General Government $ 6,115,415 $ 6,518,004 6.6 % $ 7,055,685 $ 13,573,689 48.0% Judicial Administration 3,826,340 3,867,032 1.1 % 4,232,497 8,099,529 47.7% Public Safety 32,185,260 32,628,802 1.4 % 29,641,480 62,270,282 52.4% Public Works 13,364,042 13,414,531 0.4 % 12,614,247 26,028,778 51.5% Health and Welfare 17,569,577 18,862,699 7.4 % 16,702,625 35,565,324 53.0% Parks, Recreation a'nd Cultural 5,385,634 6,159,515 14.4 % 5,475,927 11,635,442 52.9% Community Development 3,419,725 3,419,098 0.0 % 2,968,075 6,387,173 53.5% Transfer to Debt SeNice Fund 13,736,823 13,838,710 0.7 % 5,212,352 19,051,062 72.6% Transfer to School Fund 29,739,136 31,645,096 6.4 % 30,693,316 62,338,412 50.8% Nondepartmental 6,489,218 5,162,355 -20.4 % 5,248,570 10,410,925 49.6% Total $ 131,831,170 $ 135,515,842 2.8 % $ 119,844,774 $ 255,360,616 53.1% Revenue Source General Property Taxes Other local Taxes , Permits, Fees and licenses Fines and Forfeitures Revenue from Use of Money and Property Grants-in-Aid Commonwealth Grants-in-Aid Federal Government Charges for SeNices Internal'SeNices Miscellaneous Revenue Total July 1 - December 31 2006-2007 $ 38,744,961 22,426,133 \578,157 760,883 989,695 23,324,260 July 1 - December 31 2007 -2008 $39,215,514 22,608,860 885,218 770,484 549,935 26,455,645 4,337,883 1,553,513 229,872 92,945,357 $ 4,370,553 1,242,146 469,141 96,567,496 $ 3 CITY OF ROANOKE, VIRGINIA SCHOOL FUND STATEMENT OF REVENUE Year toDate for the Period CurrentFiscal Year Percent of Revised Revenue July 1 - Dec 31 July 1 - Dec 31 Percentage Revenue Estimate Revenue Source . 2006,2007 2007 -2008 of Change Estimates Received State Sales Tax $ 3,948,808 $ 3,957,375 0.2 % $ 12,765,622 310 % Grants-in-Aid Commonwealth 24,445.886 25,649,871 49 % 62,121,190 413 % Grants-in-Aid Federal Government 53.656 116,512 117.1 % 175,000 666 % Charges for Services 815,657 559.048 -315 % 2,064,900 27.1 % Interest On Investments 15.510 127,477 721.9 % 00 % Transfer from Other Funds 28,877,649 ,31,560,854 9.3 % 62,261,834 507 % Total $ 58,157,166 $ 61,971,137 6,6 % $ 139,388,546 44,5 % SCHOOL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period Current Fiscal Year Percent of July 1 - Dec 31 July 1 - Dec 31 Percentage Unencumbered Revised Budget Expenditures 2006-2007 2007 -2008 of Change Balance Appropriations Obligated Instruction $ 42,261,873 $ 43,997,839 4.1 % $ 55,113.241 $ 99.111,080 44.4 .% General Support 3,229,129 3,706,273 148 % 3.803.479 7.509.751 49.4 % Transportation 2,611,119 . 2,751,923 5.4 % 4.247,450 6,999.374 39.3 % Operation and Maintenance of Plant 8,795,960 8,930,107 1.5 % 6.883,128 15,813,235 56.5 % Facilities 139,286 3,157,094 2,1666 % 2,206,316 5,363,410 58.9 % Other Uses of Funds 5,962,707 6,481,114 8.7 % 3,465,217 9,946,331 652 % Total $ 63,000,074 $ 69,024,350 9,6 % $ 75,718,831 $ 144,743,181 47.7 % 4 " CITY OF ROANOKE, VIRGINIA CIVIC FACILITIES FUND COMPARATIVE INCOME STATEMENT FOR THE SIX MONTHS ENDED DECEMBER 31, 2007 FY 2008 FY 2007 Operating Revenues Rentals $ 369,135 $ 313,072 Event Expenses 104,593 101,595 Display Advertising 20,835 16,668 Admissions Tax 125,717 117,265 Electrical Fees 14,027 9,648 Novelty Fees 28,576 8,767 Facility Surcharge 87,071 83,411 Charge Card Fees 36,325 27,780 Commissions 10,464 1 7, 70 1 Catering/Concessions 39,279 308,436 Other 30 425 Total Operating Revenues 836,052 1,004,768 Operating Expenses Personal Services 947,981 1,020,744 Operating Expenses 629,876 685,357 Depreciation 438,759 260,274 Total Operating Expenses 2,016,616 1 ;966,375 Operating Loss (1,180,564) (961,607) Nonoperating Revenues/(Expenses) Interest on Investments 7,408 (44,804) Transfer from General Fund 1,037,496 1,553,994 Transfer to Debt Service Fund (46,309) . (47,059) Interest and Fiscal Charges (44,965) (46,934) Miscellaneous 510 72,455 Net Nonoperating Revenues 954,140 1,487,652 Net Income/(Loss) $ (226,424) $ 526,045 5 CITY OF ROANOKE, VIRGINIA PARKING FUND COMPARATIVE INCOME STATEMENT FOR THE SIX MONTHS ENDED DECEMBER 31, 2007 FY 2008 . FY 2007 Operating Revenues Market Garage $ 176,164 $ 200,538 Elmwood Park Garage 223,663 259,865 Center in the Square Garage 130,732 106,044 Church Avenue Garage' 337,950 303,610 Tower Garage 256,989 251,362 Gainsboro Garage 54,565 33,387 Williamson Lot 38,448 39,365 Higher Ed Center Lot 34,750 25,650 Market Lot 7,116 16,433 Elmwood Lot 31,660 40,268 Warehouse Row Lot 14,455 14,922 West Church/YMCA Lots 13,135 13,135 Total Operating Revenues 1,319,627 1,304,579 Operating Expenses Operating Expenses 370,866 529,940 Depreciation 341 , 186 282,714 Total Operating Expenses 712,052 812,654 Operating Income 607,575 491,925 Nonoperating Revenues/(Expenses) Interest on Investments 50,814 71,892 Miscellaneous 27,500 Transfer from General Fund 15,068 14,245 Interest and Fiscal Charges (123,385) (142,515) Net Nonoperating Expenses (57,503) (28,878) Net Income $ 550,072 $ 463,047 6 CITY OF ROANOKE, VIRGINIA MARKET BUILDING FUND COMPARATIVE INCOME STATEMENT FOR THE SIX MONTHS ENDED DECEMBER 31, 2007 FY 2008 FY 2007 Operating Revenues Retail Space Rental $ 133,180 $ 132,933 Total Operating Revenues 133,180 132,933 Operating Expenses Operating Expenses 94,412 128,668 Depreciation 47,408 5,148 Total Operating Expenses 141,820 133,816 Operating Loss (8,640) (883) Nonoperating Revenues Interest on Investments 16,220 8,091 Transfer from Capital Projects Fund 148,917 274,300 Transfer from General Fund 18,070 17,500 Miscellaneous 19 Total Nonoperating Revenues 183,226 299,891 Net Income $ 174,586 $ 299,008 7 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED DECEMBER 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 DECEMBER 31, 2007. BALANCE AT NOV 30, 2007 CONSOLIDATED FUNDS $80,170,084.56 BALANCE AT DISBURSEMENTS DEC 31, 2007 $37,425,246,54 $73,213,535.58 RECEIPTS $30,468,697.56 BALANCE AT DEC 31, 2006 $88,209,754.14 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 DECEMBER 31,2007, THAT SAID FOREGOING: CASH CASH IN HAND CASH IN BANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: LOCAL GOVERNMENT INVESTMENT POOL SUNTRUST INSTITUTIONAL MONEY MARKET U. S, AGENCIES VIRGINIA AIM PROGRAM (U. S. SECURITIES) VIRGINIA SNAP PROGRAM (U, S, SECURITIES) TOTAL $12,492.11 2,739,059.26 17,983,223.22 10,972,705.02 21,000,000.00 15,034,966.92 5,471,089.05 $73,213,535.58 JANUARY 29,2008 ?;?~, R. RICHARD HALE, JR. CHIEF DEPUTY TREASURER 8 CITY OF ROANOKE PENSION PLAN STATEMENT OF CHANGES IN PLAN NET ASSETS FOR THE SIX MONTHS ENDED DECEMBER 31, 2007 FY 2008 FY 2007 Additions: Employer Contributions $ 5,622,974 $ 5,209,797 Investment Income Net Appreciation (Depreciation) in Fair Value of Investments (5,876,773) 23,251,004 Interest and Dividend Income 9,420,162 9,179,047 Total Investment Income (Loss) 3,543,389 32,430,051 Less Investment Expense 53,941 82,961 Net Investment Income (Loss) 3,489,448 32,347,090 Total Additions (Deductions) $ 9,112,422 $ 37,556,887 Deductions Benefits Paid to Participants Administrative Expenses Total Deductions $ 12,371,218 288,717 12,659,935 $ 11,616,067 295,025 11,911,092 Net I ncrease (Decrease) (3,547,513) 25,645,795 Net Assets Held in Trust for Pension Benefits: Fund Balance July 1 Fund Balance December 31 378,571,495 $ 375,023,982 334,232,043 $ 359,877,838 9 CITY OF ROANOKE PENSION PLAN BALANCE SHEET DECEMBER 31, 2007 FY 2008 FY 2007 Assets Cash $ 862,316 $ 1,008,014 Investments, at Fair Value 376,495,856 361,087,745 Due from Other Funds 3,835 1,780 Total Assets $ 377,362,007 $ 362,097,539 Liabilities and Fund Balance Liabilities: Due to Other Funds $ 2,337,784 $ 2,219,144 Accounts Payable 241 557 Total Liabilities 2,338,025 2,219,701 /' Fund Balance: Fund Balance, July 1 378,571,495 334,232,043 Net Gain (Loss) - Year to Date (3,547,513) 25,645,795 Total Fund Balance 375,023,982 359,877,838 Total Liabilities and Fund Balance $ 377,362,007 $ 362,097,539 10