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Home My WebLink AboutCouncil Actions 06-02-08 FITZPATRICK 38105-060208 ROANOKE CITY COUNCIL REGULAR SESSION JUNE 2, 2008 9:00 A.M. ROOM 1 59 AGENDA Call to Order -- Roll Call Mayor Harris and Council Member Wishneff were absent. A communication from Vice-Mayor David B. Trinkle 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) A communication from Gwendolyn W. Mason, Chair, City Council Personnel Committee, requesting that Council convene in a Closed Meeting to discuss the annual performance of four Council-Appointed Officers, pursuant to Section 2.2- 3711 (A)(l), Code of Virginia (1950), as amended. Approved (5-0) A communication from Gwendolyn W.. Mason, Chair, City Council Personnel Committee, requesting that Council convene in a Closed Meeting to discuss a personnel matter, being the appointment of a Director of Finance for the City of Roanoke, pursuant to Section 2.2-3711 (A)(l), Code of Virginia (1950), as amended. Approved (5-0) 1 Items for discussion at the joint meeting of Council and the Roanoke City School Board on Monday, August 4, 2008, at 9:00 a.m. Items to be forwarded to the City Clerk or City Manager. 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) NONE. Topics for discussion by the Mayor and Members of Council. (5 minutes) NONE. BRIEFINGS: . Update on Collaborative Efforts Between City and Schools Patrick Henry Bus Shelter Proposal Downtown Residential Parking Program 30 minutes . 1 5 minutes 30 minutes . THE AUDIT COMMITTEE MET AT 11 :00 A.M., IN ROOM 159, NOEL C. TAYLOR MUNICIPAL BUILDING. THE COUNCIL MEETING WAS RECESSED AT 10:50 A.M., TO BE RECONVENED AT 2:00 P.M., IN THE COUNCIL CHAMBER, ROOM 450, NOEL C. TAYLOR MUNICIPAL BUILDING. 2 ROANOKE CITY COUNCIL REGULAR SESSION JUNE 2, 2008 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order--RolI Call. Mayor Harris and Council Member Wishneff were absent. The Invocation was delivered by Council Member BeverlyT. Fitzpatrick, Jr. The Pledge of Allegiance to the Flag of the United States of America was led by Vice-Mayor David B. Trinkle. Welcome. Vice-Mayor Trinkle. NOTICE: Meetings of Roanoke City Council are televised live on RVTV Channel 3. Today's Council meeting will be replayed on Channel 3 on Thursday, June 5 at 7:00 p.m., and Saturday, June 7 at 4:00 p.m. Council meetings are offered with closed captioning for the hearing impaired. 3 ANNOUNCEMENTS: THE PUBLIC IS ADVISED THAT MEMBERS OF COUNCIL RECEIVE THE CITY COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS, ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456, NOEL C. TAYLOR MUNICIPAL BUILDING, 215 CHURCH AVENUE, S. W., OR CALL 853-2541. THE CITY CLERK'S OFFICE PROVIDES THE MAJORITY OF THE CITY COUNCIL AGENDA ON THE INTERNET FOR VIEWING AND RESEARCH PURPOSES. TO ACCESS AGENDA MATERIAL, GO TO THE CITY'S HOMEPAGE AT WWW.ROANOKEVA.GOV.CLlCK ON THE SERVICE ICON, CLICK ON COUNCIL AGENDAS TO ACCESS THE APPROPRIATE AGENDA AND COUNCIL MEETING. IF ADOBE ACROBAT IS NOT AVAILABLE, A PROMPTWILLAPPEAR 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. 4 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: Recognized Grant Jennings for his heroic effort in saving the life of Mrs. Audrey Paige, a family friend. 3. CONSENT AGENDA (APPROVED 5 -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 Monday, June 16, 2008, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider a proposed lease agreement between the City of Roanoke and Tokyo Express for rental space in the City Market Building. RECOMMENDED ACTION: Concurred in the request. C-2 A communication from the City Manager requesting that Council schedule a public hearing for Monday, June 16, 2008, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider a Deed of Reservation in connection with Phase II of the Roanoke River Flood Reduction Project. RECOMMENDED ACTION: Concurred in the request. C-3 Report of qualification of the Honorable C. Nelson Harris as a Commissioner of the Hotel Roanoke Conference Center Commission, for a term ending April 12, 2012. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA .4. PUBLIC HEARINGS: NONE. 5 5. PETITIONS AND COMMUNICATIONS: a. A communication from the Commonwealth's Attorney recommending acceptance for a full-time Special Drug Prosecutor; and a communication from the City Manager concurring in the recommendation. Ado'pted Resolution No. 38105-060208 and Budget Ordinance No. 38106-060208. (5-0) 6. REPORTS OF OFFICERS: a. CITY MANAGER: BRIEFINGS: NONE. ITEMS RECOMMENDED FOR ACTION: 1. Appropriation of funds for the purchase of alcosensor equipment in connection with the Driving Under the Influence (DUI) Recovery Program. Adopted Budget Ordinance No. 38107-060208. (5-0) 2. Execution of a Street Maintenance Agreement between the City of Roanoke and Echo Sentinel Group, LLC, Roanoke Electric Steel Corporation, and Norfolk Southern Railway Company for maintenance of a 1 5-foot wide unimproved public right-of-way located immediately south of Baker Street, N. W., marked as 30th Street, N. W. Adopted Ordinance No. 38108-060208. (5-0) 3. Retroactive execution of a Memorandum of Understanding with the State Department of Rehabilitative Services to accept a grant to continue local administrative staff support for the Fifth District Commission Disability Services Board, and a contract with Roslyn Kingery for such Disability Services Board administration staff support. Adopted Resolution No. 38109-060208 and Budget Ordinance No. 38110-060208. (5-0) 6 4. Amendment of the City Code regarding special tax rates for energy efficient buildings. Adopted Ordinance No. 38111-060208. (5-0) 5. Appropriation of funds in connection with FY2008 State budget reduction and other adjustments. Adopted Budget Ordinance No. 38112-060208. (5-0) 6. Execution of Budget Amendment No.2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2 dated March 19, 2001; and appropriation of funds. Adopted Ordinance No. 38113-060208 and Budget Ordinance No. 38114-060208. (5-0) 7. Joint report of the City Manager and Director of Finance recommending establishment of a trust for the purpose of accumulating and investing assets to fund Other Post Employment Benefits (OPEB). Adopted Resolution No. 38115-060208, Ordinance No. 38116- 060208 and Resolution No. 38117-060208. (5-0) b. CITY ATTORNEY: 1. Readoption and reenactment of the Code of the City of Roanoke (1979), as amended. Adopted Ordinance No. 38118-060208. (5-0) c. DIRECTOR OF FINANCE: 1. Financial Report for the month of April 2008. Received and filed. 7. REPORTS OF COMMITTEES: NONE. 8. UNFINISHED BUSINESS: NONE. 9. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: NONE. 7 1 O. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Vice-Mayor and Members of City Council. Council Member Lea attended the Neighborhood USA (NUSA) Conference in Hampton, Virginia, on May 21 - 24, 2008, acknowledging the role that the neighborhoods play in the lives of citizens. He recognized Estelle McCadden, President of the Melrose/Rugby Neighborhood Forum, who currently serves on the NUSA Board of Directors, and Bob Clement, Neighborhood Services Coordinator, on their commitment and dedication to neighborhood services. He also pointed out that the City of Roanoke received two awards: Roanoke Libraries - 2008 NUSA Notable Award for Oral History Project (capturing the oral history of the Hurt Park neighborhood); and Old Southwest, Inc. - Second Place, Neighborhood of the Year Award (Social Revitalization/Neighborliness Category). He encouraged Members of the Council to consider attending the State NUSA Conference scheduled to be held in Fairfax, Virginia, in 2009. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. 11. HEARING OF CITIZENS UPON PUBLIC MATTERS: CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS TO BE HEARD. MATTERS REQUIRING REFERRAL TO THE CITY MANAGER WILL BE REFERRED IMMEDIATELY FOR RESPONSE, RECOMMENDATION OR REPORT TO COUNCIL. Robert Gravely, 3360 Hershberger Road, N. W. Helen E. Davis, 45 Patton Avenue, N. E. 12. CITY MANAGER COMMENTS: The City Manager noted that Ken Cronin, Director of General Services, attended a Local Government for Sustainability (ICLEI) Local Action Summit Conference on May 14 - 16, 2008, in Albuquerque, New Mexico, whereby the City was recognized for its completion of a carbon footprint, the amount of carbon dioxide emitted through the combustion of fossil fuels. She added that the City will receive an award for this milestone. 8 CERTIFICATION OF CLOSED MEETING. (4-0, Council Member Fitzpatrick left following the Closed Meeting.) The City residency requirement was waived in this instance in connection with the appointment of Gordon Zeigler, a non-City resident, as a member of the Parks and Recreation Advisory Board to fill the unexpired term of Sherley Stuart ending March 31, 2011, at the regular meeting of Council on Monday, May 19, 2008. 9 CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S. W Noel C. Taylor Municipal Building, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 Council Members: Beverly T. Fitzpatrick, Jr. Sherman P. Lea Gwen W. Mason Alvin L Nash David B. Trinkle Brian J. Wishneff C. NELSON HARRIS Mayor June 2, 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, J. "1" . ,", '.".. ','-, -,.--. -'.':' . -' ..:. ., " ..... ...'..,.......i....................;A.,..,..,..?~i.,.,(.:...It. ',~",......... ,;"..,.:",.""..:r'.,;.:-:~ . . __ ,- .. '. _' ..r' .' _ . . . .~ David B. Trinkle Vice-Mayor DBT:crt CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S,w. Noel C. Taylor Municipal Building, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 Council Members: Beverly T. Fitzpatrick, Jr, Sherman p, Lea Gwen W. Mason Alvin L Nash David B. Trinkle Brian 1. Wishneff C. NELSON HARRIS Mayor June 2, 2008 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Harris and Members of Coun~!I: I wish to request a Closed Meeting to discuss a personnel matter, being the appointment of a Director of Finance for the City of Roanoke, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. Sincerely, ~IY=n, Chair City Council Personnel Committee GWM:ew CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W Noel C. Taylor Municipal Building, Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 Council Members: Beverly T. Fitzpatrick, Jr. Sherman p, Lea Gwen W. Mason Alvin L Nash David B. Trinkle Brian 1 Wishneff C. NELSON HARRIS Mayor June 2, 2008 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Harris and Members of Council: I wish to request a Closed Meeting to discuss the annual performance of four Council-Appointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. Sincerely, ~Ol=son, Chair City Council Personnel Committee GWM: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 <'\. May 21,2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Attached are the notes from the recently held meeting with downtown residents regarding the proposed changes to the Downtown Residential Parking program. Also attached is a copy of the PowerPoint presentation given during that meeting. We are providing this information in advance of an anticipated discussion and presentation of a recommendation at your June 2nd meeting. Please let me know of any comments or suggestion you may have regarding the input received from residents on this matter by May 27th. Thank you. Respectfully submitted, . Brian Townsend Assistant City Manager for Community Development RBT/ld Enclosures cc: ,Darlene L. 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' !'. ;' , . , I ~. 1 " I I I / II U .~' .) \ I 'IV' \..,1/ I; 1l1[ II ) \ IV;,'): 01' ~ , I I I, -,.'./ ."-.-.' -,' '_" '._" . .,_..'-1,......./ .,1 _, . __'; '_' __....1 ~'__ "~/ .J __./ . _/ -' .,,_1 -' "'~' r ~/ ..../ ,_,/ -' __,' "._' .:.~/ -,_~.-' , p' '8" \f-k' '/I~;t('\'g- ,: re\.f.ro, -, :_~, ".~~--_~: -S .",,;1: '.1\__: .' ~J~\~~ - '--. ~ Proo)f of v'einJlc[el rreJg:i:st:rralt:iiorl; req!u:ijrelol ~ Ne\w 2:):pplijiC31IFlits pa!y a\ one) tiirne: $25; prrr ,- ,. -- ,---fee) ~t:Q: e>l?1:ter tfFlle proglFamJ --'!:/ ~ App)~~calfl;ts m)tJJst sJlgnJ tfFlJeJ ParrlkiJrnlg P~rFrml App~~c~t~alFli and paJ}'! a\ $1 (OJ caJfd dQpasi c~jFd ~ Notes from the Downtown Residential Meetina DATE: May 15, 2008 ~., '"r:. LOCATION: EOC, Municipal Building ATTENDEES: 21 FACILITATORS Brian Townsend, Assistant City Manager Debbie Moses, Parking Administrator Jennifer Bryant, Lancor Parking Meeting opened at 6:05 p.m. with introductions and power point presentation on the history of the program, ,current situation, and an overview of the recommendation made to City Council as to the program's re-establishment for the next two years. Attendees were asked to generally identify their location of residence, length of tenure living downtown (most were within last 2 years), and whether any had off-street / on-site parking associated with their dwelling by virtue of lease or purchase (Campbell Garage lofts have one space per condo unit located in the basement of that structure). Discussion also included the number and location of current and anticipated new residential developments, and their impact on the parking system. The floor was then open to questions and comments from the attendees. Attendees expressed concerns over the adverse impact changes in the parking program would have on current residents, and future downtown residential development. After approximately 2 hours of open conversation, the group offered the following recommendations as alternatives to the plan that has been put forth for council consideration. 1. Grandfather the current version of the residential program for those participants in the program (grandfathering would be by name not property), and adopt the new program for all future participants. 1 . , . 2. Extend the current program for one more year. Announce and approve the changes (to be effective in 12 months) contained in the recommendation now so that future residents will be aware of the parking provisions lhat they can expect should they decide to move into the downtown district. 3. Grandfather the present participants (by name, not property), add Gainsboro and Campbell Garages, and move forward with the recommended changes to the program. 4. Extend current program for one more year, but add Gainsboro and Campbell now. Reassess the residential parking situation in 12 months to determine if changes are needed in the program. 5. Extend the current program for two years adding Campbell Garage now and Gainsboro Garage in November 2008 when their current parking arrangement with the RRHA expires. 6. Implement the revised program as presented. (no open support from the group but it is an option.) Meeting attendees came from various sections of downtown, and a majority came from locations listed below: 300 block Salem Ave (Candy Factory Condos) 300 block of Campbell (Campbell Garage Lofts) 100 block of Campbell Avenue 200 block of Jefferson Street (204 Jefferson Condos) 8 Jefferson Place 2 j ~ Attachment A To Council Letter Effective Date - June _,2008 City of Roanoke Residential Parking Program for City Owned and Operated Parking Garages 1. This City of Roanoke Residential Parking Program (Program) applies to residents living in the City's Central Business District. This Program may provide up to a maximum of 2 residential parking permits of any kind per dwelling unit to eligible and qualified residents. 2. For this Program the Central Business District (CBD) is defined as the area bounded by: BEGINNING at the intersection of Interstate 581 and Kimball Avenue, N.E. and proceeding south on Interstate 581 to its intersection with Elm Avenue, S.E.; then proceeding westwardly along Elm Avenue to its intersection with Franklin Road, S.W.; then proceeding northwardly along Franklin Road to its intersection with Marshall Avenue, S.W.; then proceeding westwardly along Marshall Avenue, S.W. to its intersection with 5th Street, S.W.; then proceeding northwardly along 5th Street, S.W. to its intersection with the Norfolk Southern Railway tracks; then proceeding eastwardly along those railway tracks, to their intersection with 2nd Street/Gainsboro Road, N.W.; then proceeding northwardly along Gainsboro Road, N.W. to its intersection with Wells Avenue, N.W.; then proceeding eastwardly along Wells Avenue through its intersection with Williamson Road, and continuing eastwardly along Kimball Avenue, N.E. to its intersection with Interstate 581; to the point of BEGINNING. 3. The Program will provide monthly parking permits to eligible and qualified residents of the CBD in accordance with the terms and provisions of the Program, which include the following categories set forth below: A. Residents who had active monthly parking permit(s) in the prior City of Roanoke Residential Parking Program as of March 31, 2008, will be eligible for the following permit(s): (i) One unreserved monthly parking permit for use in a City-owned or operated parking garage, without a charge, subject to availability until March 31, 2010. Furthermore, if a resident held a 2nd active unreserved monthly parking permit as of March 31, 2008, that 2nd 1 : active permit shall remain eligible to be continued without a charge until March 31,2010. If a resident held one active reserved parking permit, or two active reserved permits, as of March 31, 2008, because of being a resident of a dwelling unit which had a structural connection to a City owned and operated parking garage, and they remain a resident of such dwelling unit, the reserved parking permit(s) shall remain eligible to be continued without a charge until March 31, 2010. If no 2nd active reserved permit was held as of March 31, 2008, any request for a second reserved permit will be subject to the provisions of Section A(ii) below: (ii) Any qualified and eligible resident requesting a 2nd unreserved or reserved parking permit on or after April 1, 2008, may purchase such unreserved or reserved permit at a cost of 50% of the then current posted unreserved or reserved parking permit rate in the parking garage for which it is purchased, subject to availability, until March 31, 2010. The posted rate is subject to being changed by the City and the cost of such permits will reflect any such changes. Residents may qualify for the purchase of this one (1) additional discounted unreserved or reserved parking permit if more than one person is listed on the PJoof of residency document(s), as set forth in Section 5 below. B. Residents who did not have active monthly parking permit(s) in the prior City of Roanoke Residential Parking Program as of March 31, 2008, will be eligible for the following permit(s): (i) One unreserved monthly parking permit for use in a City- owned or operated parking garage, without a charge, upon I request from a resident of an occupied residential dwelling unit located in the City's CBD, subject to availability, until March 31,2010. (ii) In addition to the above mentioned permit, qualifying residents may purchase one (1) additional unreserved parking permit at a cost of 50% of the then current posted unreserved parking permit rate in the parking garage for which it is purchased, subject to availability, until March 31, 2 2010. The posted rate is subject to being changed by the City and the cost of such permits will reflect any such changes. Residents may qualify for the purchase of this one (~) additional discounted unreserved parking permit if more than one person is listed on the proof of residency document(s), as set forth in Section 5 below. (iii) All residential parking permits noted in B (i) and (ii) above shall be provided as unreserved parking permits with the exception of a permit(s) issued to residents of residential dwelling units which have a structural connection, such as a corridor, to a City owned or operated parking garage, upon a proper request as an alternative to an unreserved permit(s). Qualifying residents of such units will be provided one (1) reserved parking permit at no charge per occupied dwelling unit and may purchase one (1) additional reserved parking permit at a cost of 50% of the then current public posted reserved parking permit rate for that specific garage until March 31,2010. The posted rate is subject to being changed by the City and the cost of such permits will reflect any such changes. Residents will qualify to purchase this one discounted reserved parking permit if more that one person is listed on the proof of residency document(s), as set forth in Section 5 below. All such structural connections are subject to prior approval by the City and the City will determine if such connection meets the provisions of this paragraph. (iv) If a resident has a parking permit (reserved or unreserved) which is provided without charge or at a discount to such resident under another City sponsored or supported program, such resident will not be eligible to obtain another parking permit or permits without a charge or at a discount under this Section B. C. As of April 1 , 2010, the Program will provide to eligible and qualified residents of the CBD the following: (i) One unreserved monthly parking permit for use in a City- owned or operated parking garage, without a charge, upon request from a resident of an occupied residential dwelling unit located in the City's CBD, subject to availability, until June 30, 2011. (ii) All residential parking permits under this Section C shall be 3 provided as unreserved parking permits with the exception of a permit issued to residents of residential dwelling units which have a structural connection, such as a corridor, to a eity owned or operated parking garage. Qualifying residents of such units will be provided one (1) reserved parking permit at no charge per occupied dwelling unit, subject to availability, until June 30, 2011. (iii) Any additional permits (reserved or unreserved) will be provided at the then current posted monthly rate for that specific garage, subject to availability. 4. The number of permits to be offered for each garage for the Program is subject to the City's sole determination of the availability of such permits for each garage. If the City determines that no such permits are available for a particular garage, then no permits will be issued for that garage. 5. Residents in the CBO may apply and qualify for the above month to month residential parking permits subject to verification of residency. Proof of residency requires a residency document (s), which includes, but is not be limited to a signed lease agreement, deed, signed closing contract, property tax bill, or similar document for the residential dwelling unit the resident occupies. The City of Roanoke reserves the right to request proof of residency from any resident at any time, and will request such proof every six months after a resident's acceptance into the Program. If an additional parking permit is to be requested, the residency document(s) must contain the name of the additional resident requesting the additional permit. 6. A resident of the Central Business District is defined as a person who is living in the CBD who can show proof of residency through sufficient residency documents, as set forth above. The resident must also possess a current Virginia vehicle registration in the name of the resident and/or permanent occupant residing at the same address as the resident. 7. On or after June _,2008, new applicants will pay a one time non- refundable $25.00 processing fee to enter the Program and shall be subject to all the terms and conditions contained in the City of Roanoke's Parking Permit Application. Applicants must complete a signed Parking Permit Application and pay a $10.00 per card deposit in addition to the above processing fee in order to be fully eligible and qualified to participate in the Program. 8. The City's designated manager of the parking garage(s) shall enforce this Program in the City owned and/or operated parking garages. 4 9. The City shall not be held liable or responsible for theft from or damage to individuals or vehicles in City owned and/or operated parking garages. All users of the garages park at their own risk at all times. 10. The City may revise or terminate this Residential Parking Program at any time, subject to the approval of City Council. 11 . The City Manager may take such further actions and/or adopt procedures to implement, administer, and enforce this Program. 12. The effective date of this Program shall be June _, 2008, and extend through June 30, 2011, unless sooner modified or terminated by City Council. It is anticipated that this Program is to be replaced by a residential parking rate structure for the City's parking facilities in the CSD upon the Program's termination or expiration. END 5 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice-Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Request to Schedule a Public Hearing for Lease of Space in the City Market Building Eddie Soo Park recently purchased Tokyo Express, a lessee and vendor in the City's Market Building, to operate a food court business. Tokyo Express is expected to relocate to stall #134 which comprises approximately 209 square feet of space located in the City Market Building at 32 Market Square, Roanoke, Virginia 24011. The lease term is for one year, effective July 1, 2008. A public hearing is required to consider the new lease terms for stall #134. Recommended Action: Authorize the scheduling and advertising of this matter fora public hearing on June 16, 2008 at 7:00 p.m. Respectfully submitted, Honorable Mayor and Members of City Council June 2, 2008 Page 2 c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Sherman M. Stovall, Director of Management and Budget R. Brian Townsend, Assistant City Manager for Community Development Brian K. Brown, Economic Development Administrator Cassandra L. Turner, Economic Development Specialist CM08-00088 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice-Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Request Public Hearing/Deed of Reservation on Tax Map Nos. 1230301,1221301,1221406, and 1322024 in connection with Phase II of the Roanoke River Flood Reduction Project Background: Construction of Phase 1 of the Roanoke River Flood Reduction Project, from the Waste Water Treatment Plant upstream to Wasena Park, is nearing completion. The next part of the project, Phase 2, will be constructedJrom Hannah Court to the Salem border. Phase 2 will begin with channel improvements on City owned property at Hannah Court and under Memorial Bridge. As part of the Local Cooperation Agreement with the U.S. Army Corp of Engineers, the City must place a deed of reservation on the above referenced parcels to allow the placement of certain trail and channel improvement easements, ingress/egress easements, and temporary construction easements on certain City owned land targeted for construction. A public hearing is required before the deeds of reservation may be placed. Honorable Mayor and Members of City Council June 2, 2008 Page 2 Considerations: The Deed of Reservation will allow the placement of easements on the above referenced parcels in connection with the Roanoke River Flood Reduction. Recommended Action: Schedule a public hearing to be held on Monday, June 16, 2008, at 7:00 p.m. on the above matter. A full report will be included in the June 16, 2008, agenda material for your consideration. Respectfully submitted, Darlene L. urcham City Manager DLB/LEP/dps c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Robert K. Bengtson, PE, Director of Public Works Philip C. Schirmer, PE, LS, City Engineer CM08-00089 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 June 4, 2008 Deborah j. Moses, Director Hotel Roanoke Conference Center Roanoke, Virginia Dear Ms. Moses: This is to advise you that C. Nelson Harris has qualified as a Commissioner of the Hotel Roanoke Conference Center Commission, for a term ending April 12,2012. Sincerely, ~rn, rre~ Stephanie M. Moon, CMC City Clerk SMM:ew pc: Sheila N. Hartman, CMC, Deputy City Clerk Adalina L. Allicott, Administrative Secretary Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, C. NELSON HARRIS, 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 Commissioner of the Hotel Roanoke Conference Center Commission, for a term ending April 12, 2012, according to the best of my ability (So help me God). C2 :1{d& VL- tj! ~ Subscribed and sworn to before me this -L!/cJav of ~008. BRENDA S. HAMILTON, CLERK OF CIRCUIT COURT ~ 'D BY . ,CL~~ 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 E-mail: clerk@roanokeva.gov SHEILA N. HARTMAN, CMC City Clerk Depnty City Clerk i~iT'l' f'lFl".!( 'i~iC< t"iOY i q Prl{)i:';';JQ '_'0' ~ _f..h ,-,u, h !, ,--" oOJf€Et-ELIA R. TYREE Assistant Deputy City Clerk March 4, 2008 Mr. C. Nelson Harris 1902 Greenwood Road, S. W. Roanoke, Virginia 24015 Dear Mr. Harris: At a regular meeting of the Council of the City of Roanoke which was held on Monday, March 3, 2008, you were reappointed as a Commissioner of the Hotel Roanoke Conference Center Commission, for a term ending April 12,2012. Enclosed you will find a Certificate of your reappointment 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, 21 5 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 reappointment and each member is required "to read and become familiar with provisions of the Act." Sincerely, ~. ~ Stephanie M. Moon, CMC tJ City Clerk SMM:ew Enclosures pc: Deborah J. Moses, Director, Hotel Roanoke Conference Center Sheila N. Hartman, Deputy City Clerk Andrea R. Johnson, Administrative Secretary, City Clerk's Office CITY OF ROANOKE ) ) To-wit: ) COMMONWEALTH OF VIRGINIA I, Sheila N. Hartman, Deputy 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 third day of March, 2008, C. NELSON HARRIS was reappointed as a commissioner of the Hotel Roanoke Conference Center Commission for a term ending April 12,2012. Given under my hand and the Seal of the City of Roanoke this fourth day of March 2008. ~ Deputy 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 STEPHANIE M, MOON, CMC proanokeva,gov City Clerk SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk June 4, 2008 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 38106-060208 appropriating funds from the Commonwealth of Virginia for the Regional Drug Prosecutor Grant, and amending and reordaining certain sections of the 2008-2009 Grant Fund Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect upon its passage. Sincerely, ~tn.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney Darlene L. Burcham, City Manager William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Sheri K. Jones, Assistant Commonwealth's Attorney o IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA , The 2ndi~day of June, 2008. No. 38m06~060208. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia for the Regional Drug Prosecutor Grant, amending and reordaining certain sections of the 2008-2009 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 2008-2009 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Regular Employee Salaries City Retirement ICMA Match FICA Medical Insurance Dental Insurance Life Insurance Disability Insurance Telephone Administrative Supplies Dues and Memberships Training and Development Postage Other Rental Revenues Regional Drug Prosecutor FY09-Comp Board Regional Drug Prosecutor FY09-Local Match 35-150-5139-1002 35-150-5139-1105 35-150-5139-1116 35-150-5139-1120 35-150~5139-1125 35-150-5139-1126 35-150-5139-1130 35-150-5139-1131 35-150-5139-2020 35-150-5139-2030 35-150-5139-2042 35-150-5139-2044 35-150-5139-2160 35-150-5139-'3075 35-150-5139-5139 35-150-5139-5138 $ 84,796 13,076 1,300 6,487 9,425 542 755 22 2,100 3,514 100 1,150 100 9,000 104,467 27,900 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ,,' (\;;;: \) (oj 1li ' ATTEST:' /' <' \ \, , o -f- /,{l/ "",' ~.. h4 ,\~ . ~~,r"'~;I't.:.... , City Cle~k. 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 STEPHANIE M, MOON, CMC City Clerk June 4, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38105-060208 authorizing the acceptance of funding for. the Regional Drug Prosecutor's Office from the Compensation Board of the Commonwealth of Virginia and authorizing the acceptance, execution, and filing of appropriate documents to obtain such funds. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008. Sincerely, 'm.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment. pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Sheri K. Jones, Assistant Commonwealth's Attorney ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38105-060208. A RESOLUTION authorizing the acceptance of funding for the regional drug prosecutor's office from the Compensation Board of the Commonwealth of Virginia and authorizing the acceptance, execution, and filing of appropriate documents to obtain such funds. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke hereby accepts funding for the regional drug prosecutor's office in the total amount of$104,467.00 from the Compensation Board of the Commonwealth of Virginia through June 30, 2009. 2. The City Manager is hereby authorized to accept, execute, and file on behalf ofthe City of Roanoke any and all documents required to obtain such funding. All such documents to be approved as to form by the City Attorney. 3. The local share for Fiscal Year 2008-2009 shall be in the amount of$28,557.00. 4. The City Manager is further directed to furnish such additional information as may be required in connection with the acceptance of the foregoing funding or with such project. ATTEST: ~h,.~ City Clerk OMMONWEALTI+ OF VIRGINI G @.' , 0, Ditl J\ ':.~ " AREA CODE 540 TEL No, 853-2626 FAX 853-1201 DONALD S, CALDWELL COMMONWEALTH'S A HORNEY CITY OF ROANOKE OFFICE OF THE COMMONWEALTH'S ATTORNEY 315 CHURCH AVENUE ROANOKE, VIRGINIA 24016 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Acceptance of Funding for Drug Prosecutor Background: Federal funding was made available to the State of Virginia to be used for the development of several Multi-Jurisdictional Special Drug Prosecutors statewide. The positions were developed to coordinate prosecutorial efforts among independent jurisdictions, reduce fractional and duplicate prosecutions, enhance the recovery of criminal assets, and utilize federal, state and local resources to assure maximum prosecutorial effectiveness and to provide specialized prosecutorial resources to the regionaLdrug ,enforcement effort. The . . ,., , . Commonwealth's Attorneys of Craig County, Franklin County, Roanoke County, and the Cities of Roanoke and Salem applied on October 9, 1987, to the Honorable Mayor and Members of Council June 2, 2008 Page 2 Commonwealth's Attorneys' Services Council, the State agency responsible for the administration of the grant money to fund a Multi-jurisdictional Special Drug Prosecutor. City Council accepted the Multi-Jurisdictional Special Drug Prosecutor Grant in April, 1988, and a full-time Special Drug Prosecutor was hired in july, 1988. Annual re-application for this funding is required. Considerations: On April 15, 1994, funding for the Drug Prosecutor's Office was transferred from the Commonwealth's Attorneys' Services Council to the Compensation Board. The Compensation Board approved funding for the Drug Prosecutor in the amount of $104,467 on May 1, 2008, and funding will continue through June 30, 2009. The local match is $27,900 for a total of $132,367. Funding for the local share is available in General Fund - Transfer to Grant Fund (account number 01-250- 9310-9535). Recommended Actions: Accept funding from the Compensation Board in the amount of $104,467 with the City providing local match funding in the amount of $27,900. Authorize the City Manager to execute the requisite documents to obtain the funding from the Compensation Board. All such documents shall be reviewed and approved as to form by the City Attorney. Adopt the accompanying budget ordinance to establish revenue estimates for $104,467 in state grant funds and $27,900 in local match, to transfer local match from the General Fund Transfer to Grant Fund account (01-250-9310-9535), and to appropriate funding totaling $132,367 per attachment 1 in accounts to be established by the Director of Finance in the Grant Fund. Honorable Mayor and Members of Council June 2, 2008 Page 3 DSC: sj Attachment c: Darlene L. Burcham, City Manager Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Sherman M. Stovall, Director of Management and Budget Sheri K. Jones, Assistant Commonwealth's Attorney Attachment 1 1002 1105 1115 1120 1125 1126 1130 1131 2020 2030 2042 2160 2044 3075 Program Accounts Regular Employee Salaries City - Retirement ICMA - Match FICA Medical Insurance Dental Insurance Life Insurance Long Term Disability Ins. Telephone Administrative Supplies Dues & Membership Postage Training & Development Other Rental TOTAL $84,796 $13,076 $ 1,300 $ 6,487 $ 9,425 $ 542 $ 755 $ 22 $ 2,100 $ 3,514 $ 100 $ 100 $ 1,150 $ 9,000 $132,367 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Acceptance of Funding For Drug Prosecutor I concur with the recommendation from Donald S. Caldwell, Commonwealth Attorney for the City of Roanoke, with respect to the subject reference above and recommend that City Council adopt the budget ordinance to establish revenue estimates for $104,467 in state grant funds and $27,900 in local match, to transfer local match from the General Fund Transfer to Grant Fund account (01- 250-9310-9535), and to appropriate funding totaling $132,367 in accounts to be established by the Director of Finance in the Grant Fund. Darlene L. Burch City Manager DLB:ld c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance 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 June 4, 2008 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 38107-060208 appropriating additional funds from Driving Under the Influence (DUI) Recovery Program Fees for enforcement equipment, and amending and reordaining certain sections of the 2007-2008 General Fund Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect upon its passage. Sincerely, 1.~ (n. ~hJ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget A. L. Gaskins, Chief of Police ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38107-060208. AN ORDINANCE to appropriate additional funding from Driving Under the Influence (DUI) Recovery Program Fees for enforcement equipment, amending and reordaining certain sections of the 2007-2008 General Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2007-2008 General Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Expendable Equipment Revenues DUI Offender Fee 01-640-3113-2035 $15,000 01-110-1234-1412 15,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ~m. 'Vvl~b-.v 1,:'iC 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: Driving Under the Influence (DUI) Recovery Program Background: Pursuant to Virginia Code Section 15.2-1716, on August 10, 2006, City Council adopted an ordinance authorizing an increased fee of $250.00 to be imposed on those individuals convicted of DUI and certain other offenses with the City, to help offset the expenses of responding to such accidents. This fee is separate from and in addition to any fines and/or costs imposed by the courts. Projected annual revenue is estimated at approximately $20,000. Funds recovered through this program are used by the Police Department to purchase traffic/DUI enforcement equipment and related educational materials to enhance our efforts to combat drunk driving. The Roanoke Police Department continues to spend a great deal of time, effort and money in combating drunk driving in an effort to make the city streets safer through a variety of special details and checkpoints conducted to decrease the number of drunk drivers on the streets. Honorable Mayor and Members of City Council June 2, 2008 Page 2 Considerations: Currently fiscal year 2008 actual collections of the DUI Offender Fees are $35,639, or approximately $15,000 in excess of budget. The Roanoke Police Department would like to appropriate this excess for the purchase of alcosensor equipment. Recommended Action: Adopt the accompanying budget ordinance to increase the revenue estimate for DUI Offender Fees for FY08 (01-110-1234-1412) by $15,000 and appropriate the same amount to Expendable Equipment (01-640-3113-2035). Respectfully submitted, Darlene L. Bu City Manager DLB:fvw 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 CM08-00079 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 SHEILAN, HARTMAN, CMC Deputy City Clerk STEPHANIE M, MOON, CMC City Clerk CECELIA R. TYREE Assistant Deputy City Clerk June 4, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Ordinance No. 38108-060208 authorizing execution of a street maintenance agreement and related documents among the City of Roanoke, Echo Sentinel Group, LLC, Roanoke Electric Steel Corporation, and Norfolk Southern Railway Company for maintenance of a street lying between Tax Parcel 2510303 on the west, and Tax Parcel 2510306 on the east and sometimes known as 30th Street, N. W. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect upon its passage. Sincerely, ~tn. ~"-I Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Christopher L. Chittum, Agent, City Planning Commission Cecelia R. Tyree, Assistant Deputy City Clerk #- - IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38108-060208. AN ORDINANCE authorizing the execution of a street maintenance agreement and related documents among the City of Roanoke, Echo Sentinel Group, LLC, Roanoke Electric Steel Corporation~ and Norfolk Southern Railway Company for maintenance of a street lying between Tax Parcel 2510303 on the west and Tax Parcel 2510306 on the east and sometimes known as 30th Street, N.W.; and dispensing with the second reading by title ofthis ordinance. WHEREAS, a Resubdivision Plat for Echo Sentinel Group, LLC, and Norfolk Southern Railway Company dated January 30,2008, recorded in the Clerk's Office of the Circuit Court of the City of Roanoke, Virginia, in Map Book 1, page 3326, shows a street marked 30th Street, N.W., 15 feet wide, lying between Tax Parcels 2510303 on the west and 2510306 on the east, leading from Baker Avenue on the north and ending at the property line of a parcel owned by Norfolk Southern Railway Company on the south which bears Official Tax Number 9999999. Echo Sentinel Group, LLC, is the owner of Tax Parcels 2510303 and 2510306; WHEREAS, the street marked as 30th Street on the plat has never been improved or maintained by the City, however, it is the City's position that the street is a public way due to its long existence and appearance as such on the City's official maps. Both Echo Sentinel and its predecessors in title and Norfolk Southern have used the street for many years as a means of access to their respective properties, and Roanoke Electric Steel Corporation and its predecessors in title have likewise used the street as a means of access to its property lying south and west ofthe street; and K:\Measures\Street Maintenance Agreement Echo RESCO and NS 30th Street.doc WHEREAS, Echo Sentinel has granted to Norfolk Southern an easement for ingress and egress over a strip of land 30 feet wide, immediately adjacent to the street on the east, for use by Norfolk Southern in accessing its property, and Roanoke Electric Steel has entered into an agreement with Norfolk Southern contemplating the purchase of a portion of the property which is served by the easement. Norfolk Southern and Roanoke Electric Steel have agreed to constru~t a roadway on the easement and wish to use it, together with the street, as the primary means of access to the lands located to the south of the street. THEREFORE BE IT ORDAlNED by the Council of the City of Roanoke that: 1. The City Manager is hereby authorized, for and on behalf of the City, to execute a street maintenance agreement among the City of Roanoke, Echo Sentinel Group, LLC, Roanoke Electric Steel Corporation, and Norfolk Southern Railway Company, and any other necessary and appropriate documents as approved by the City Attorney setting forth the obligations of each party thereto, and described in a letter to Council by the City Manager dated June 2, 2008. 2. Pursuant to Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ~~b;l.rYlO~ I -. "--' City C~t;;~k.: ,. .- r K:\Measures\Street Maintenance Agreement Echo RESCO and NS 30th Street.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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: Street Maintenance Agreement: 30th Street, N.W. Background: A 15 foot wide unimproved public right-of-way approximately 270 feet in length (30th Street, N.W.) located immediately south of Baker Street, N.W. has been used in the past as a means of access by adjacent property owners, including Echo Sentinel, LLC, Norfolk Southern Railway, and Roanoke Electric Steel Corporation. The right-of-way terminates at the property line of the Norfolk Southern Railway and serves as direct access to no other properties. The property owners desire to formalize the historic access to their properties by proposing permanent improvements to portions of this right- of-way, and on a portion of adjacent property owned by Echo Sentinel, LLC.. The improvements consist of constructing a 24 foot wide asphalt paved surface which will extend from Baker Street, N.W. to the Norfolk Southern property line for use as a private access drive. Considerations: In order to ensure that the City has no future obligations to maintain these proposed improvements, the adjacent property owners and the City have negotiated a maintenance agreement, a copy of which is attached to this report. The agreement requires that the maintenance responsibility for these improvements, which serve to the benefit of the three adjacent property Honorable Mayor and Members of City Council June 2, 2008 Page 2 owners, will be perpetually and solely the responsibility of those owners and their successors and assigns and not the City's. Recommendation: Authorize the City Manager to execute a Street Maintenance Agreement, similar in form to that which is attached to this report, such form to be as approved by the City Attorney. Respectfully submitted, Darlene L. Burc 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 Chris Chittum, Agent, City Planning Commission CM08-00086 This Document Was Prepared By: Woods Rogers PLC (DFLJr.) P.O. Box 14125 Roanoke, VA 24038-4125 <, ''!-: Tax Map Reference Nos.: 2510103, 2510303, 2510306, and 9999999 Title Insurance Underwriter: None STREET MAINTENANCE AGREEMENT THIS AGREEMENT is made this _ day of , 2008, by and among the CITY OF ROANOKE, VIRGINIA, a Virginia municipal corporation, ECHO SENTINEL GROUP, LLC, a Virginia limited liability company, ROANOKE ELECTRIC STEEL CORPORATION, an Indiana corporation, and NORFOLK SOUTHERN RAIL WAY COMPANY, a Virginia corporation, all to be indexed as both Grantors and Grantees. WITNESSETH THAT The "Resubdivision Plat for Echo Sentinel Group, LLC and Norfolk Southern Railway Company" dated January 30, 2008, made by Caldwell White Associates, and recorded in the Clerk's Office of the Circuit Court of the City of Roanoke, Virginia, in Map Book 1, page 3326 ("the Plat"), shows an area marked "30th Street, N.W." ("the Street") 15 feet wide, lying between Tax Parcels 2510303 on the west and 2510306 on the east, leading from Baker Avenue on the north and ending at the property line of a parcel owned by Norfolk Southern Railway Company ("NS") on the south which bears Official Tax Number 9999999. Echo Sentinel Group, LLC ("Echo") is the owner of Tax Parcels 2510303 and 2510306. Although the Street has never been improved or maintained by the City, it is the City's position that the Street is a public way due to its long existence and appearance as such on the City's official maps. Both Echo (and its predecessors in title) and NS have used the Street for many years as a means of access to their respective properties, and Roanoke Electric Steel Corporation ("RESCO") and its predecessors in title have likewise used the Street as a means of (#1097804-1, 077833-00000-01) access to its property lying south and west of the Street and bearing City of Roanoke Official Tax Number 2510103. .< Echo has granted to NS an easement for ingress and egress over a strip of land 30 feet wide, immediately adjacent to the Street on the east, as also shown on the Plat, for use by NS in accessing its property. RESCO has entered into an agreement with NS contemplating the purchase by RESCO of a portion of the NS property which is served by the easement. NS and RESCO will construct a roadway on the easement area and wish to use it, together with the Street, as the primary means of access to the lands located to the south of the Street. NS and RESCO have accordingly requested that the City allow them to improve the surface of the Street at the same time as they are constructing the roadway on the easement area, with the understanding that they, along with Echo, will have sole responsibility for the construction and future maintenance and repair of the Street and that the City will have no such responsibility whatsoever. The City is agreeable to this arrangement, but the City wishes to have assurances that it will never be called upon to construct or maintain the Street as a public way. Its agreement is therefore based on the understanding that the maintenance responsibility for the Street is tied to the above-described parcels that it will serve and that the owners ofthose parcels from time to time will be perpetually and solely responsible for performing and paying for all necessary maintenance and repairs to the Street for so long as any of them use it as a means of access to their properties. NOW, THEREFORE, in consideration of the premises, the parties agree as follows: (1) Echo, NS and RESCO, jointly and severally, for themselves and for their successors and assigns as owners of the parcels identified on the date of this Agreement by City of Roanoke {#1097804-J,077833-00000-0J} 2 Official Tax Numbers 2510303,2510306,2510103 and the parcel numbered 9999999, owned by NS lying immediately to th~ south of the southern terminus ofthe Street (all of which parcels are shown cross-hatched on the copy of City of Roanoke Appraisal Map Sheet 251 attached to this Agreement as Exhibit A) ("the Benefited Parcels"), hereby covenant and agree that (a) they will,' promptly after full execution of this Agreement, construct a hard surface roadway on the area occupied by the Street; and (b) at their sole cost, keep the roadway so constructed in good condition and repair for so long as it is used as a means of access to and from the Benefited Parcels or any of them. (2) The City grants to Echo, NS and RESCO the right and license to enter upon the Street from time to time for the purpose of performing their construction, maintenance and repair obligations assumed in Paragraph (1) above. (3) Echo, NS and RESCO agree for themselves and their respective successors and assigns as owners of the Benefited Parcels that the City does not have and will never have any obligation to improve, repair or maintain the Street or to pay for or contribute to the cost of such improvement, repair or maintenance. To that end, and in consideration of the City's agreement to allow them to construct and maintain roadway improvements in the Street, Echo, NS and RESCO, for themselves and their successors and assigns as owners of the Benefited Parcels, hereby release the City from any present or future obligation that the City has or may ever have to construct, repair or maintain the Street. (4) All of the covenants and agreements of Echo, NS and RESCO herein shall be covenants running with the title to the Benefited Parcels, binding on Echo, NS and RESCO and on their respective successors and assigns as owners of the Benefited Parcels. (#1097804-1,077833-00000-01) 3 I'!": WITNESS the signatures and seals ofthe parties as of the day and year first written above: l~: CITY OF ROANOKE, VIRGINIA (SEAL) By Its Commonwealth of Virginia ) City of Roanoke ) To-wit: The foregoing instrument was acknowledged before me, the undersigned Notary Public, this _ day of , 2008, by of the City of Roanoke, Virginia, on behalf of the City. Notary Public Registration No. My commission expires ECHO SENTINEL GROUP, LLC (SEAL) By Its Manager Commonwealth of Virginia ) City of Roanoke ) To-wit: The foregoing instrument was acknowledged before me, the undersigned Notary Public, this _ day of , 2008, by Manager of Echo Sentinel Group, LLC, on behalf ofthe company. Notary Public Registration No. My commission expires {#I097804-I, 077833-00000-01} 4 NORFOLK SOUTHERN RAIL WAY COMPANY (SEAL) l~: By Its Commonwealth of Virginia ) City of Roanoke ) To-wit: The foregoing instrument was acknowledged before me, the undersigned Notary Public, this _ day of , 2008, by of Norfolk Southern Railway Company, on behalf of the corporation. Notary Public Registration No. My commission expires ROANOKE ELECTRIC STEEL CORPORATION (SEAL) By Its Commonwealth of Virginia ) City of Roanoke ) To-wit: The foregoing instrument was acknowledged before me, the undersigned Notary Public, this _ day of , 2008, by of Roanoke Electric Steel Corporation, on behalf of the corporation. Notary Public Registration No. My commission expires (#J097804-1. 077833-00000-01) 5 CID r , y-------- :'L-_ . . ;" ~ ~ ~ _'.:1- S.fU ,~ t~ .~ to c".\ ~ ~/...>.. .... / ..-:." ,/ [PH;~'T, .___ I' h.'" ~~H, ~::! ; J~J"~ l"~~ ~ ~I:~ I:t:: ;f;i & :; ., ~ - ~m~ ~:-!~~:: ~'I'''T~~!~6 'f'fr'~L ..J'!~~~ ~_:i,. 50 o .. ::! ... ~",=i o :t.( : PI ~ ~ ~Jl n 0 ~ lJ ~ 1'1 0 z: I'''' P!!!" 3' ; ~ ~ t.... ~J ,00,' ~~ :~ t' cqil". it ~=-~~~~~== ; (. ~ I ,;z,.. E ; . i _____~---'----i ~~ ~ s;~r OJ = ! .{to : ---.,--~----- ~ it." ~ , -----;r:t---r- . -----~~;.--- t ,:!" .. _:-:-."i~J j~I91"___ 7; I.. ~ __.. '"-Z' .. .. -( 'it I SSllll - II I . :..~t!'o ~ , !I : ~~. ~ :1 1 ~ ~~ ~ " I ill ~ !! : I . ; ~ II I l' ~ :: I ,..- Il I I. :' I .. r---- - .- 00 '+0 ~. gi ' t' M' d~ k: - !ii:~l~i;5;~ !:;:~I"I~::Qi I"" !j""041: ~..i~:J.r '" fi~!!lfl:II!~ '" i:,:i~:;s';;.(~' '" :rc_"~.Il:J:GO'1I1 z: .ij!ri'li~~ 0 !f!i;~5:;~i-l ...~.. "G~.."~ ~ $5~it.~!~ -ill. :;: .~f t"ICfl" 1 :; ~;1 "1~~.'" <.;< OI~'Qo I ! <IDimmIt~- t ,1'1 " ~.3.,\ . -~ t~ , , I ;.; i .,' I " I , J " I 'I,' \ ".' ; '''- r ! 1 I: '! . '.1 I '" I . c) : . ;I: , I ". : . z: I ~: 0\ ~1 k: i ~~. I I,;: : . I I I ,~i .,@,: .... " 'N "_, i :~ , "I", ... .. .. .' .:: ,.~...' , , ' ,it', 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) 853-1 145 E-mail: clerk@roanokeva.gov STEPHANIE M, MOON, CMC City Clerk ~ SHEILA N, HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk June 4, 2008 Jesse A. Hall Director of Finance Roanoke, Virginia bear Mr. Hall: I am attaching copy of Budget Ordinance No. 38110-060208 appropriating funds from the Commonwealth of Virginia for the Fifth District Disability Services Board Grant, and amending and reordaining certain sections of the 2007-2008 Grant Fund Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect upon its passage. Sincerely, ~~.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: William M. Hackworth, City Attorney Darlene L. Burcham, City Manager R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Jane R. Conlin, Director of Human/Social Services Carol Tuning, Human Services Coordinator ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38110-060208. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia for the Fifth District Disability Services Board 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 Fees for Professional Services 35-630-5164-2010 Revenues Fifth District Disability Services Board FY09 35-630-5164-5164 $ 14,800 14,800 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST:, " ' ....' 1J:-+.;..' if) i',_ . ,"~.-: / ~~~~.L/'~, T). ~()fhv 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 June 4, 2008 SHEILA N. HARTMAN, CMC Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38109-060208 retroactively authorizing the City Manager, or her designee, to execute a Memorandum of Understanding with the State Department of Rehabilitative Services to accept a grant, in the amount of $14,800.00, to provide continuing local administrative staff support for the Fifth Planning District Commission Disability Services Board, and retroactively authorizing the City Manager, or her designee, to execute a contract with Roslyn Kingery to provide for such DSB administrative staff support, 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, June 2,2008. Sincerely, ~(n.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Jane R. Conlin, Director of Human/Social Services Carol Tuning, Human Services Coordinator Cecelia R. Tyree, Assistant Deputy City Clerk vr IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of June, 2008. No. 38109-060208. A RESOLUTION retroactively authorizing the City Manager, or her designee, to execute a Memorandum of Understanding with the State Department of Rehabilitative Services to accept a grant in the amount of$14,800 to provide continuing local administrative staff support for the Fifth Planning District Commission Disability Services Board ("DSB"), and retroactively authorizing the City Manager, or her designee, to execute a contract with Roslyn Kingery to provide for such DSB administrative staff support, upon certain terms and conditions. WHEREAS, funds in the amount of $14,800 to continue local staff support in support ofthe DSB administration for a one (1) year period commencing June 1, 2008, through May 31,2009, have been allocated to the DSBby the State Department of Rehabilitative Services pursuant to a Memorandum of Understanding previously executed by the City, as the fiscal agent for such grant; and WHEREAS, a contract has been executed by City staff with Roslyn Kingery to provide for such continuing administrative staff support for the DSB. THEREFORE, BE IT RESOL VED by the Council of the City of Roanoke that: 1. The City Manager, or her designee, is hereby retroactively authorized, for and on behalf of the City, to execute a Memorandum of Understanding with the State Department of Rehabilitative Services to accept a grant in the amount of $14,800 to provide for local continuing administrative staff support with the Fifth Planning District Commission Disability Services Board and a contract with Roslyn Kingery to provide for such continuing local administrative staff support for the Fifth Planning District Disability Services Board, as recommended in the City Manager's letter to this Council dated June 2, 2008. 2. All documents shall be in form approved by the City Attorney. ATTEST: ~~.~ Cit'jClerk. 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council, Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wishneff, Council Member Subject: Appropriation of Regional Disability Services Board Grant Funding - Staff Support and Contract for Services Background: The Fifth Planning District Commission Disability Services Board (DSB) is responsible to local governments and serves as a critical resource for needs assessment, information sharing and service opportunities for citizens with disabilities, their families and the community. The following jurisdictions in the Fifth Planning District have enacted resolutions establishing their participation in a regional effort and have appointed a local official to serve: the cities of Roanoke, Salem, and Covington; the counties of Roanoke, Craig, Botetourt, and Alleghany; and the Towns of Clifton Forge and Vinton. Other members of the DSB include representatives from business and consumers. The City of Roanoke serves as fiscal agent for the Fifth Planning District Disabilities Services Board. The State Department of Rehabilitative Services has allocated funds in the amount of $14,800 for a one-year period commencing June 1, 2008, through May 31, 2009, for the continuation of local staff support of the administration of the Fifth District Disability Services Board (DSB). See Attachment "A". The City and the State have previously executed the attached Memorandum of Understanding (MOU) that provides for the acceptance of these funds by the City. In addition, the contract between the City and Roslyn Kingery for the provision of staff support services for the term of the aforementioned grant has been executed. Honorable Mayor and Members of City Council June 2, 2008 Page 2 Recommended Actions: Retroactively authorize the City Manager, or her designee, to execute both the attached Memorandum of Understanding between the City and the State Department of Rehabilitative Services to accept a grant in the amount of $14,800 to continue local administrative staff support for the Fifth District Disability Services Board and the attached contract with Roslyn Kingery for the provision of DSB administrative staff support. Such agreements shall be in such form as is approved by the City Attorney. Adopt the accompanying budget ordinance to establish a revenue estimate and appropriate funding of $14,800 in accounts to be established by the Director of Finance in the Grant Fund. Respectfully submitted, Darlene L. Burc City Manager c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Sherman M. Stovall, Director of Management and Budget R. Brian Townsend, Assistant City Manager for Community Development Jane R. Conlin, Director of Human/Social Services Carol Tuning, Human Services Coordinator CM08-00081 Agreement for Services This agreement is made this 21st day of May 2008, by and between the CITY OF ROANOKE, hereinafter referred to as "City" and ROSL YN KINGERY hereinafter referred to as "Staff". The parties hereto agree as follows: 1. SCOPE OF SERVICES - The Staff will provide the City and its designee (Fifth District Disability Services Board) with staff support as follows: a. Attend all DSB meetings (minimum of one meeting per quarter) and related activities b. Prepare, disseminate and maintain agendas, minutes and other correspondence c. Maintain and monitor the administrative budget d. Maintain official records for the DSBs e. Administer and monitor the RSIF grants and ensure that the impact reports are completed and sent within time frame specified f. Arrange sign language interpreters, CAN and/or CART services, and all other necessary accommodations, for DSB meetings and hearings. g. Ensure DSB compliance with the Code of Virginia and DSB Establishment Guidelines h. Provide ADA and disability information to DSB members, local elected officials and the public within the localities served by the local DSB I. Support DSB efforts to exchange information with other local boards regarding services and best practices in the delivery of services to persons with physical and sensory disabilities J. Other duties as directed by the local disability services board. 2. TIME OF PERFORMANCE - the term of this agreement shall be for a one-year period beginning June 1, 2008 and concluding May 31, 2009. 3. FEES AND PROPOSED PAYMENT SCHEDULE - the total compensation to Staff shall be $14,800 per 12-month period. Payment to the Staff shall be made monthly upon receipt of payroll documentation. 4. TERMINATION - either the City or the consultant upon written notification thirty (30) days prior to termination may terminate this agreement. 5. REPORTING - The Staff will meet with the City's designee a minimum of twice a month and provide regular updates on the progress of the Boards work. 6. INDEMNIFICATION - the Staff agrees to indemnify and hold harmless the City, its officers, agents and employees, from any and all claims, legal actions and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Staff's negligent acts or omissions with respect to the rights and privileges granted by the City to the Staff in this Agreement. 7. GOVERNING LAW - the Commonwealth of Virginia shall govern this Agreement. 8. OWNERSHIP - All reports, paper, etc., developed and/or generated as a result of this proposals process are the property of the city of Roanoke. No duplication or dissemination of this material can be done without the expressed written permission of the Director of Human Services, or other authorized City official. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year here in above written: INDEPENDENT CONTRACTOR By: S?KTn~ ~~ . , MEMORANDUM OF UNDERSTANDING STAFF SUPPORT AGREEMENT FOR FY 2009 DATE: April 25, 2008 MOU NO.: MOU-16 MODIFICATION NO.: 8 ISSUED BY: COMMONWEALTH OF VIRGINIA Department of Rehabilitative Services 8004 Franklin Farms Drive Richmond, Virginia 23229 City of Roanoke 215 Church Avenue Roanoke, VA 24011 LOCAL: This modification is to renew the MOU, effective for the period of June 1, 2008 through May 31,2009, as well as add performance based criteria. Funding is not to exceed amount specified in Attachment C. To assist Disability Service Board (DSB) staff, this modification includes a consolidation of previous modifications to the basic grant (Attachment 'E') allowing for ease of reference to all current requirements. Note: DSB's should note updates to performance measures and changes to reporting requirements, specifically the additions found in Attachments '0' and 'F'. . This Supplemental Agreement is entered into pursuant to the provisions , of the basic grant. (Reference Attachment E) Description of Modification: 1, Funding for local DSB staff is based on performance, not reimbursement of actual expenses. Payment will be made on a quarterly basis in four equal payments of $3,700, with the total not to exceed $14,800. Quarterly payments will be made upon receipt, review and approval by the DSB program Manager of a report and documentation of performance to include all documents listed in attachment C. Failure to perform or to submit the required quarterly documentation may result in loss of quarterly allotment." 2. Performance measurements for DSB staff are as follows: · In coordination with DSB Chair and local government(S) ensures DSB compliance with the Code of Virginia Local . Disability Services Boards (51,5-47 thru 51.5-52)and DSB Establishment Guidelines, · Attend all DSB meetings (minimum of one meeting per quarter) and related activities. and in coordination with local government ensures DSB compliance with the requirements of the Virginia Freedom of Information Act for meetings, · Participate in Staff Support training activities organized by DRS, . Prepare, disseminate, and maintain agendas, minutes and other correspondence of all meetings/activities, . In coordination with fiscal agent maintains and monitors the budget(s) and equipment tracking logs for all DSB funds and equipment to ensure documentation of good stewardship of state and local funds, · Maintains, reviews and in coordination with DSB updates official records of the DSBs to include but not limited to DSB by-laws /operating procedures, and needs assessment reports, · Administer and monitor the RSIF grants ensuring that the impact reports are completed and sent within timeframe specified. · Arrange sign language interpreters, and/or communication access real-time captioning (CART) services, and all other necessary accommodations, for DSB meetings and hearings. . Provide ADA and disability information to DSB members, local elected officials and the public within the localities served by the local DSB. · Support DSB efforts to exchange information with other boards, service providers, and local government representatives regarding the DSB needs assessment findings, service gaps, and best practices in the delivery of services to persons with physical and sensory disabilities. · Other duties as directed by the local disability services board, 3. Quarterly allotment of $3,700 will be released upon receipt, review and approval by Department of Rehabilitative Services DSB Program Manager of completed Attachments 'C', and '0' and backup documentation, Backup documentation will include, but not be limited to, copies of all committee and DSB meeting minutes, agendas and products, The DSB will be required to complete and submit an annual roster update for the 2nd and 4th quarters this form can be retrieved from the DSB website at http://www.vadrs.orQ/cbs/dsc/dsb.htm.ln addition the DSB will be required to submit an annual report Attachment 'F' in lieu of attachment '0' for the 4th quarter. 4, The employer of record is the local government entity, whether the DSB support staff is an internal or contracted position, If the local government entity contracts out to an individual or organization then that organization is not eligible for a Rehabilitative Services Incentive Fund grant 5, Quarterly reports are due as follows: 2 . ' This modification is to extend the MOU, effective for the period of June 1, 2008 through May 31,2009, Funding not to exceed amount specified in Attachment C. 6. Quarterly reports are due as follows: Quarter Report Due 1 st September 15, 2008 2~ December15,2008 3rd March 15, 2009 4th June 8, 2009 Except as provided herein, all terms and conditions of MOU Number 16 as heretofore changed, remain unchanged and in full force and effect. Signature Date Rev. W. Ed Mansfield, Chair Fifth Planning District DSB P.O. Box 173 Salem, VA 24153 Sharon T. Gentry, Purchasing Manager City of Roanoke 215 Church Avenue Roanoke, VA 24011 James A. Rothrock, M.S., L.P.C. Commissioner Department of Rehabilitative Services 8004 Franklin Farms Drive Richmond, VA 23229 ~ .) Attachment C Disability Services Boards Administrative Fund: Staff Support Request for Reimbursement for DSB Fiscal Year 2008 Allocated Amount $14,800 Line Item Current Quarter Year To Date Ex enditures Balance 3,700 3,700 11, 100 TOTAL 3,700 3,700 11,000 DSB's will be required to complete and submit an original hardcopy of Attachment C with all signatures by the specified quarterly due date. In addition the following attachments must be completed and submitted via email to sheila. williams@drs. virQinia.Qov: [i( DSB meeting minutes (include sub committee minutes) D (Attachment D) DSB Quarterly Report (not required for 4th quarter) ri' DSB Annual Report 4th Quarter only (Attachment E) W DSB Annul Roster 2nd and 4th quarter only ( Excel document) Except for the changes provided herein, all other terms and conditions of this contract remain unchanged and in full force and effect. Signature of Fiscal AgenO~ A, ~ ..If" PrintfType Name of Fiscal Agent: JQSS e. /-1 flt. L Date: ~ h.I(l1t . Phone: ~Lf () l6&"'3. ~.;2 'il~ Lf Make check payable to: Citv of Roanoke Address: 215 Church Avenue City: Roanoke. VA 24011 Signature of DSB Chairperson: ..JAt. cd "l'Y1 ~ ~ J I~~ 4 FIFTH PLANNING DISTRICT COMMISSION DISABILITY SERVICES BOARD Quarterly Board Meeting Minutes 11 a.m., May 15, 2008 BRILC Roanoke, Virginia - Unapproved - Present: Carolyn Barrett, Clint Collins, Dana Jackson, Mary Beth Layman, Rev. Ed Mansfield, Paul Paradzinski, Debbie Pitts, Ron Smith, Carol Tuning, and Roslyn Kingery Not Present: Sara Ingram, Pam Smith, Eddie Walker and Calvin Wright, Jr. I. Call to Order and Invocation Reverend Mansfield called the meeting to order with prayer. A. Approval of Minutes - The February quarterly meeting minutes were approved as written. II. Old Business A. RSIF 08 Competitive Grant - status Roslyn informed the Board FREE Foundation has just recently requested their final reimbursement request expending all $15,000 in grant funding. B. 2008 Mini Grantl AHATS Project - status Clint Collins reported he had just found out the grant was approved for $60K in funding at $30K first year, $20K second year, and $10K 3rd ... year. He also informed members they have received commitments from Alleghany County, and Clifton Forge for $15K and Covington for $8K. They are currently requesting further funding from area businesses as well. C. RSIF09 Grant - status Rev. Mansfield informed members that our application submitted to the State was approved for funding, however,' the State ran out of funding by the time they came to our ranking order. Members asked Roslyn to emailjmail the results from the State to them. D. Locality Funds 1. Chamber Advantage - flier Roslyn passed colored copies (provided by Carol Tuning, City of Roanoke) of the flier that circulated in the Chamber Advantage mailing. She also showed members the black and white version that was actually mailed. 2. Sign for DSB Awareness 1 Roslyn reminded members that Curtis Andrews, RADAR, had informed us we could put a sign on a bus for advertising purposes for free. More recently Curtis informed Roslyn we could provide them with up to three signs as long as they have space available. Carol Tuning stated we had enough funding remaining for two signs. Roslyn showed the Board a rendition of an advertisement suggestion. Members approved of the suggestion with the addition of the DSB website address. C. Needs Assessment Report Process - status Roslyn informed the Board that the meeting held to formulate needs assessment information was held May 13. We have not received any word of those results at this time. III. New Business A. DSB Annual Report Roslyn informed members of the "Attachment F" report due to the State annually. She asked members to review the form for input as there are often responsibilities, meetings, etc. that members participate in on the DSB's behalf that she isn't always aware of. This was accomplished. Roslyn will complete the form and submit. B. Statewide Association of DSB's As in Roslyn's recent emalls Rev. Mansfield reported that a teleconference/videoconference will be held from 10-11 :30 a.m. on Tuesday, June 3rd. He asked if anyone could volunteer to host a meeting for this purpose. Dana Jackson checked on the conference room at BRILC and it will be available. C. BRILC - Community Awareness, Curtis Walker Curtis Walker, Systems Advocacy/Outreach Coordinator, for BRILC provided copies of "The Ten Commandments of Communicating with People with Disabilities" stating it is taken from a video he would like to show us when time allows. He also provided copies from the U.S. Department of Labor of "Communicating With and About People with Disabilities." Members discussed both with him and also the fact that the video is old and outdated. They discussed the idea of initiating and pursuing an updated PSA that would be similar to the video that might include still shots, power points, etc. to make the point rather than an expensive video recording. Mary Beth Layman and Curtis will collaborate on this idea more to see if it is feasible. Additionally, Curtis provided his business card to all and asked members to feel free to call him with any questions as his job involves accessibility studies. 2 IV. Any Other Business A. Retirement Luncheon Rev. Mansfield reminded members we would like to have a personal retirement luncheon for Debbie Pitts who is retiring from Roanoke County. He asked that we establish an agreeable date for the best attendance. It was felt to be 11:30 a.m., Thursday, June 12, at the Cracker Barrel in Troutville. B. Recognition Program Rev. Mansfield stated he would like to, not only honor Debbie because she is retiring, but also there are a number of individuals on the board that have served 3+ terms which would be 9-10 years and up. Carol had suggested certificates for this purpose and a plaque for Debbie. Members agreed and voted to approve the expenditure of funding for this purpose. V. Host for remaining 2008 Meetings Rev. Mansfield offered to host the August 21st meeting at Alleghany Regional Hospital in Low Moor. He asked Mary Beth if she is interested in hosting the November 20th meeting. She will check the Vinton War Memorial calendar. Adjournment Because Rev. Mansfield was obligated to leave the meeting prior to adjournment he asked vice-chair, Carolyn Barrett, to take over. She asked members if there was any further business. Hearing none the meeting was adjourned. 3 ATTACHMENT E Basic Grant MEMORANDUM OF UNDERSTANDING BETWEEN THE VIRGINIA DEPARTMENT OF REHABILITATIVE SERVICES and THE Fifth Planning District Commission DISABILITY SERVICES BOARD I. PARTIES: The parties to this agreement are the Virginia Department of Rehabilitative Services. hereafier referred to as "DRS. " and the FPDC Disability Services Board representing the cities qfRoanoke, Salem. Covington. towns of Clifton Forge and Vinton. counties of Alleghany, Botetourt. Craig. and Roanoke hereafter referred to as "DSB, " and the local government entity providing the staj/,support services to the DSB. hereafter referred to as "local government. " II. SCOPE OF SERVICES: The grant agreement, which is the subject of this Memorandum of Understanding, is authorized under the Disability Services Board Administrative Fund through an appropriation from the 1999 General Assembly to the Department of Rehabilitative Services for Disability Services Boards (DSBs) to hire local staff The grant is subject to the terms and guidelines developed by the Disability Services Council. The agreement authorizes funding for the Disability Services Board to hire local staff See Attachment A for examples of duties to be performed by local DSB staff These General Fund dollars are not intended to supplant local government funding for staff, but rather to supplement local funds in order to enhance the ability of the DSB to meet its Code mandated responsibilities. These funds are to be used to hire staff to provide administrative support to the disability services board Localities should adhere to proper Hiring Procedures and Conflict of Interest laws whenfWing these staff' support positions, For example. existing disability services members may not be hired as local stafJsupport using these funds. The local government entity (Attachment B) will be the employer o/,record with the disability services board members providing supervision and evaluation o(the employee, It is anticipated that the funding for local government swtfll'iII reap thef(Jllowing results statewide: · By the end of the first fiscal year, all cities and counties of Virginia will be represented by fully functioning disability services boards, This will be measured against the boards' adherence to their Code mandated responsibilities, as well as: board membership, meeting record, access of Rehabilitative Services Incentive Fund (RSIF) grant funding, and visibility in their communities. · The Commonwealth and each city and county will receive creditable information regarding the needs of people with physical and sensory disabilities through the needs assessment process. · Local and state government officials will have developed a greater understanding of, and commitment to, the needs of people with physical and sensory disabilities. 4 · Performance measurements for DSB staff are as follows: · Attend all DSB meetings (minimum of one meeting per quarter) and related activities. · Prepare, disseminate and maintain agendas, minutes and other correspondence, · Maintain and monitor the administrative budget. · Maintain official records for the DSBs · Administer and monitor the RSIF grants and ensure that the impact reports are completed and sent within timeframe specified, · Arrange sign language interpreters, CAN and/or CART services, and all other necessary accommodations, for DSB meetings and hearings, · Ensure DSB compliance with the Code of Virginia and DSB Establishment Guidelines. · Provide ADA and disability information to DSB members, local elected officials and the public within the localities served by the local DSB, · Support DSB efforts to exchange information with other local boards regarding services and best practices in the delivery of services to persons with physical and sensory disabilities. . Other duties as directed by the local disability services board. III. PERFORMANCE PERIOD: The Memorandum is effective on the date that the last party signs the agreement and concludes on May 3 I, 2003. The agreement is automatically renewed each fiscal year for a 12-month period and concludes only upon termination in writing by anyone of the three parties. IV. MOU DOCUMENTATION: MOU documents shall consist of this signed MOU with allachments and any modifications to the MOU. V. METHOD OF PA YMENT: . . . . . Funding for local DSB staff is based on performance. not reimbursement of actual expenses, Payment wi II be made on a quarterly basis in four equal payments of$3700.00, with the total not to exceed $14,800. Quarterly payments will be made upon receipt ofa report and documentation of performance. This dollar amount is based on the number of cities or counties in the DSB area and can be adjusted only at the beginning ofa fiscal year. Quarterly allotment of $3700.00 wi II be released upon receipt of com pleted Attachment 'C', report and backup documentation. Staff must submit a report, along with copies of all committee and DSB meeting minutes, agendas. u~to-date Illembersh ip roster and other activities that the DSB was involved with during that quarter. DRS will advance the first quarter payment to the local government upon receipt of letter requesting the advancement Failure to perform or to submit required the quarterly documentation may result in repayment to DRS of the quarterly advance. The employer of record is the local government entity, whether the DSB support staff is an internal or contracted position. If the local government entity contracts out to an individual or organization then that organization is not eligible for a Rehabilitative Services Incentive Fund grant No costs incurred prior to the execution of the Memorandum of Understanding (all signatures obtained) shall be eligible for reimbursement Quarterly reports are due as follows: Quarter Report Due 1 sl 2,ltl "rd -' 41h V. MODIFICATIONS: Changes or modifications may be made to the MOU hased on thefhllowing need: changes 0{c01l1position of localities within the DSB. the selection o{a new chairperson. or a change infilllding allocation, Changes in funding allocations can only be made at the beginning o{thejiscal year (.Ju~JlI). VI. CANCELLATION: The Department (~{Rehabilitative Services reserves the right to cancel and terminate this MOU, in part or in whole. without penalty. upon 30 days wriUen notice to the Disability Services Board VII. REPORTING: The Disability Services Board shall submit a semi-annual evaluation repol1 (Attachment D) to DRS on the progress and results of this funding on January 30 and July 30 of each fiscal year. VIII. SUBSEQUENT CONTRACTS: The Local Government shall remain fully obi igated under the provisions of th is Memorandum of Understanding not withstanding its designation of any subsequent or third parties for the undertaking of all or pal1 of the activities for which the DSB Administrative funding is being provided, Any contractor or subcontractor which is not the local government shall comply with all lawful requirements of the Local Government necessary to insure that the activities being provided under this Memorandum of Understanding are consistent with the intent and in accordance with the Assurances and Certifications, 6 Attachment F DSB Annual Report To be completed by the Disability Services Board (DSB) Staff Support and or Chairperson. If completed by Staff the DSB Chairperson is to review the report for accuracy, complete question 15, and sign attachment C to acknowledge accuracy of reported information. This form must be submitted for the 4th quarter only, via email to sheila.williams@drs.viroinia.Oov and accompany the Attachment C request for reimbursement. DSB: Fifth Planning District Commission Date of Report: 05/14/2008 Your Name: Roslyn Kingery Your role with DSB: Administrative Support Overview 1) Most Significant Local Impact(s) of this DSB over the last 3 years: RSIF orant fundino and obtainino local oovernment fundino for either RSIF match or DSB "mini orants" and/orDSB supported efforts 2) Additional supports that are needed by your DSB to better meet goals/code requirements: o More acceptance and assimilation in local gov't1more match funds from locality X More support from state (funds or technical assistance/training) o More clarification of code and policies related to DSBs (from DSC and/or state) o Other (Specify: 3) Per year, provide the average # of vacancies on board: 1 /The average # of members with physicall sensory disabilities on board !./The average # of meetings with quorum: 4-5 DSB Visibility 4) List Councils and Boards on which your members act as the DSB representative for this year: Clint Collins. Alleohanv Hiohlands Area Transportation System proiect and is ADA coordinator for the City of Covinoton; Paul Paradzinski serves on Youth Council-Workforce Investment Board; Carolvn Barrett is ADA Coordinator for the Citv of Salem; DSB recently ioined Roanoke Vallev Chamber of Commerce. Debbie Pitts and Paul Paradzinski attended the Viroinia Tech Transportation Institute meetina and the New River & Roanoke Vallev Community Transportation Mobilitv Meetina. Clint Collins. Carol Tunino, Calvin Wrioht and Roslvn Kinoerv attended Alleohanv Hiohlands Mini- Mobilitv Summit. 5) List the occasions that your DSB supplied information and/or referral on local ADA issues this year: As ADA Coordinator for their localities, Clint Collins and Carolvn Barrett are available on a dailv basis to provide information and/or referral; Needs Assessment Effort 6) Data collection methods used for upcoming needs assessment: (if applicable) o Census and other existing data collections incorporated o Focus groups/public hearings o Consumer surveys o DSB'discussion and consensus building o Surveys or data requests to local agencies/businesses/civic groups X Other (specify: Waitino on Needs Assessment information results per Richard Kriner ) Venues for Sharina Needs Assessment 8) Venues for sharing needs with State Government over last year: (e.g., letters, phone communication, reports to state, state work groups such as DSC, VBPD, Olmstead, DRPT, etc.):_ Reports to state, state work groups Reports to state. state work qroups. Quarterly meetinq minutes. etc. eAny barriers to sharing info with state government? (Yes/No) Specify: e How did state government use data? 9) Venues for sharing information with Local Government over last year: Needs Assessment Report is shared each year upon requestinq local match fundinQ. eAny barriers to sharing info with local government: Yes/No (Specify: e How did local government use data? As a Quide or allocation. ) benchmark for fundinQ 10) Venues for sharing information and collaborating with community human service agencies last year: Needs Assessment is shared with aQencies at RSIF round and also via Roanoke City/DSB website: RSIF is advertised via local ListServ; DSB brochure provided to local Virqinia 211. Also. community collaboration is obtained via meetinQs attended: Virainia Tech Transportation Institute. New River & Roanoke Valley Community Transportation Mobility MeetinQ. AlleQhanv HiQhlands Mini- Mobility Summit. Subqrantee's in addition to other service aqency representatives have been invited and attended quarterly board meetinqs, i.e.. FREE Foundation. RADAR. Blue Ridqe Independent LivinQ Center. and Roanoke Valley AlleQhany Reqional Commission. eAny barriers to collaboration with human service agencies: Yes/No(Specify_ ) . How did local agencies use data? collaboration 11) Venues for sharing info & collaborating with civic and business groups last year: Recently submitted flier throuQh the Roanoke Valley Chamber of Commerce "Chamber AdvantaQe" mailinQ that circulates to 3.500 local businesses for DSB awarenesses. Needs Assessment is shared with aQencies at RSIF round and also via Roanoke City/DSB website: RSIF is advertised via local ListServ; DSB brochure provided to local Virqinia 211. Also. community collaboration is obtained via meetinQs attended: Virqinia Tech Transportation Institute. New River & Roanoke Valley Community Transportation Mobility MeetinQ. AlleQhany Hiqhlands Mini-Mobility Summit. Subqrantee's in addition to other service aqencv representatives have been invited and attended quarterly board meetinQs. Le.. FREE Foundation. RADAR. Blue RidQe Independent LivinQ Center. and Roanoke Valley AlleQhany ReQional Commission. Currently. pursuinq siQnaqe creation for two RADAR buses for DSB awareness. eAny Barriers to collaboration with civic/business groups: Yes/No (Specify: has been awareness in past) e How did local civic/business groups use data? Collaboration !To be determined The State DSB Office could help improve all communication/collaboration by: leveraqinq state qrant on statewide basis to secure matchinQ donations for more dollars availability for qrants. i.e.. larae corporations like TriQon. 13) List any other funds, grants, or resources that have been awarded, set-aside, or donated for the work of your DSB over last yr: local aovernment fundina used for "mini arant" for AHA TS proiect. RVCC membership and Chamber Advantaae flier for DSB awareness, future sianaae for RADAR bus for DSB awareness and five (5%) salary increase for administrative support. 14) Number and type of seed projects / pilots the DSB is working on or initiating: Project: DSB Sian (for awareness) Partners: RADAR Project: Recoanition Proaram for Good Deeds Partners: Lions Club Project: PSA similar to "10 Commandments of Communicatina with People with Disabilities" Partners: BRILC and RVlV 15) What is your current staffing arrangement? X o o o o Part time independent employee Part of a staff members time in a local agency (specify: Part of several employees time in a local agency (specify: Position made full time by adding local dollars Other (specify: ) ) ) How would you rate your assimilation in the local governmental hierarchy on a 1 to 10 scale with 1 being the lowest and 10 the highest: Seven (7) Comments: Have achieved commitments from all local aovernments of the Fifth Plannina District Commission each year for fundina Please use this to add any other miscellaneous types of Board outputs that you wish share that have not been cited in the above worksheet items such as: o Products (i.e. local resources guides, PSAs, other tools or resources)(Specify: ) o Community events, and/or provision/ arranging trainings. (Specify: ) o Other particular achievements or victories you wish to make known (Specify: ) ! ~ '" 0 >. '" ~ ::;; . i "" .. 0 .. 0 ~ N ! a " l/) ! 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I t j I i I ~ ~ 8 1 3 &1 ~ .~ ~I '" c: 1 ! I r J ~ I E i ! " ~ C ~ .. '" "' ~ ! ~ .c ~ -, l.) U> :E C C Z C ~ '" '" a E .;:; U> 0 C li '" .. '" .. C ..J 15 '" " "" ,s U> g ::;; .c u 'E .c '" .C E '" Ii; III !'! a: u '0; ~ " l.) ;; :J iii U 6, ~ E E '" f- oe W l<, f- III C .!; '" " c l/) -, z 0; :::i :IE 'E 'E C ll. l/) <( 15 e ~ S .;;: :a rJ '" ~ Ii; " l! :> .. ffi 3 .~ !'! :; .0 E C C ~ .c C & " 0 '" '" '" 0; '" " '" '" 0 '" " 0 ll: III U III U ::;; (} l/) U ll. 0 > ll. ll: 0 w 5 z I I } I I ~ I I ~ i I .. !I 1ft" ~~ i~ If I. ..1 II u ;:- q-. i lil ~ I g i ; : i i : j ! is Go " ~ :J 0 u 0' C '" .~ ai iii u " C E '" l.l. " C u; ~ ll: '" ;- .~ ",I <Xl 0 0 N ",I '" ;.:. 0 .~ 0 N " "I Qj .c ~ U> '" 0 C N ti " ", E III .0 0 l/) 0 0 N 0; ", .u lj: "i 0 0 >, 0 C N '" E " ~ 0 i<i I 0 r:: 0 N 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 STEPHANIE M. MOON, CMC City Clerk June 4, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Ordinance No. 38111-060208 amending and reordaining Section 32-103.20, Definitions, and Section 32-103.23, Requirements, Article II, Real Estate Taxes Generally, Chapter 32, Taxation. Code of the City of Roanoke (1979), as amended, providing for an effective date. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect on July 1, 2008. Sincerely, ~~.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment Darlene L. Burcham June 4, 2008 Page 2 pc: Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32316 The Honorable Evelyn W. Powers, Treasurer 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 William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Susan S. Lower, Director of Real Estate Evaluation Jeffrey S. Shawver, Building Commissioner Sheila N. Hartman, Deputy City Clerk Cecelia R. Tyree, Assistant Deputy City Clerk ~( IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of June, 2008. No. 38111-060208. AN ORDINANCE amending and reordaining Section 32-103.20, Definitions, and Section 32-103.23, Requirements, of Article II, Real Estate Taxes Generally, Chapter 32, Taxation, of the Code of the City of Roanoke (1979), as amended; providing for an effective date; and dispensing with the second reading by title paragraph ofthis ordinance. BE IT ORDAINED by the Council ofthe City of Roanoke, as follows: 1. Section 32-103.20, Definitions, and Section 32-103.23, Requirements, of J\rticle II, Real Estate Taxes Generally, Chapter 32, Taxation, of the Code of the City of Roanoke (1979), are hereby amended to read and provide as follows: Sec. 32-103.20. Definitions. The following words, terms and phrases, when used in this division shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Energy-efficient building means any building that exceeds the energy efficiency standards prescribed in the Virginia Uniform Statewide Building Code by thirty (30) percent. An energy-efficient building may also be any building that (i) meets or exceeds' performance standards of the Green Globes Green Building Rating System of the Green Building Initiative, (ii) meets or exceeds performance standards of the Leadership in Energy and Environmental Design (LEED) Green Building Rating System of the us. Green Building Council, (iii) meets or exceeds performance standards or guidelines under the Earth Craft House Program, or (iv) is an Energy Star qualified home, the energy efficiency oJ which meets or exceeds performance guidelines for energy efficiency under the Energy Star program developed by the United States Environmental Protection Agency. * * * K:\Measures\Code Amendment Ch 32 2008.doc Sec. 32-103.23. Requirements. The special tax rate provided by this division shall be granted to applicants meeting the following requirements: (1) The title to the property for which it is claimed is held, or partially held, by the person claiming the exemption. (2) As required by Section 58.1 233.158.1-3221.2, Code of Virginia, the applicant shall submit a certification that the building has been determined to be an energy-efficient building. If the certification is that the building exceeds the energy standards provided by the Virginia Uniform Statewide Building Code by thirty percent (30%), the certification shall be by a qualified licensed engineer or contractor who is not related to the applicant, which licensed engineer or contractor shall certify to the applicant that he or she has the qualifications to provide such certification. If the certification is that the building is certified under one of the programs in clauses (i) through (iv) of Section 58.1-3221.2.C., Code of Virginia, then the applicant may (a) submit evidence that the building meets or exceeds the performance standards or guidelines of the program, or (b) a qualified, licensed engineer designated by the city shall determine, at the expense of the applicant, whether the building meets or exceeds the performance standards or guidelines under any program described in clauses (i) through (iv) of Section 58.1-3221.2.C. 2. This ordinance shall be in full force and effect on and after July 1,2008. 3. Pursuant to g 12 of the Roanoke City Charter, the second reading by title paragraph of this ordinance is hereby dispensed with. ATTEST: <4 ~..~.~,' ~. 'rv\ bbw Alt.fK/ , , .. ~ / \ \ .'. "C) City Clerk. ',,- K:\Measures\Code Amendment Ch 32 2008.doc r) 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: Amendment to City Code Sections 32-103.20 and 32- 103.23 Regarding Special Tax Rates for Energy Efficient Buildings Background: Under current City and Commonwealth law, buildings that are certified to exceed the energy efficiency standards prescribed in the Virginia Uniform Statewide Building Code by at least 30 percent are deemed energy-efficient buildings, and are eligible for a special real estate tax rate established by City Council of $1.07 per $100 of the assessed value. This special rate applies fora term of five years. Since this law went into effect on July 1, 2007, four buildings have applied for and received this special tax rate. On March 14, 2008, the Code of Virginia was amended, effective July 1, 2008, to expand the definition of energy-efficient buildings to include buildings that meet performance guidelines or standards under the Green Globes Building Rating System of the Green Building Initiative, Leadership in Energy and Environmental Design (LEED) Green Building Rating System, EarthCraft House program, or Energy Star program developed by the U. S. Environmental Protection Agency. A qualified, licensed engineer designated by the City will be required to certify, at the expense of the applicant, whether the building meets or exceeds the performance standards or guidelines under these newly Honorable Mayor and Members of City Council June 2, 2008 Page 2 added programs, or the applicant may submit evidence that the building meets or exceeds the performance standards or guidelines of any such program, if it has been certified pursuant to it. Considerations: Vision 200'-2020 states that Roanoke's vision is to be a sustainable and livable community and recommends developing programs and incentives that reduce air pollution (EC A 18). To further those goals the City has joined ICLEI-Local Governments for Sustainability (2006), added a 10% reduction in tax rate for energy efficient buildings (2007), and adopted a special tax rate for certified solar equipment (2005). Amending the Code of the City of Roanoke (1979), as amended (City Code), to expand the definition of energy- efficient buildings will offer additional options to promote the development of energy-efficient buildings and would be consistent with City policies. The financial impact to the City should be minimal and offset by the benefits of enhancing the community's reputation as a green city and encouraging sound environmental development. Recommended Action: City Council adopt an ordinance to be effective July 1, 2008, amending City Code Sections 32-103.20 and 32-103.23, Code of the City of Roanoke (1979), as amended, to expand the definition of energy efficient buildings pursuant to 9 58.1-3221.2 of the Code of Virginia. Darlene L. Bu City Manager DLB:tnc c: Honorable Evelyn W. Powers, City Treasurer 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 Susan S. Lower, Director of Real Estate Evaluation Jeffrey S. Shawver, Building Commissioner CM08-00080 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 CECELIA R. TYREE Assistant Deputy City Clerk STEPHANIE M, MOON, CMC City Clerk June 4, 2008 Jesse A. Hall Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 38112-060208 appropriating funding reductions from the Commonwealth, amending Capital Maintenance and Equipment Replacement Program Appropriations, and reducing funding from the General Fund to the Capital Projects Fund for certain Commonwealth funded programs, to ~eflect year end adjustments and for current year budget reductions, and amending and reordaining certain sections of the 2007-2008 General, Capital Projects, Fleet Management, and Grant Funds Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect upon its passage. Sincerely, ~'rn.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget ' ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38112-060208p AN ORDINANCE to appropriate funding reductions from the Commonwealth, amend Capital Maintenance and Equipment Replacement Program Appropriations, and reduce funding from the General Fund to the Capital Projects Fund for certain Commonwealth funded programs, to reflect year end adjustments, and for current year budget reductions, amending and reordaining certain sections of the 2007-2008 General, Capital Projects, Fleet Management, and Grant Funds Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2007 -2008 General, Capital Projects, Fleet Management, and Grant Funds Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: General Fund Appropriations Transfer to Capital Projects Fund Transfer to Grant Fund Contingency Fleet Capital Billings Temporary Employee Wages FICA Publications and Subscriptions Revenues Registrar Library Law Enforcement HB599 Virginia Juvenile Community Crime Control Act Fund Balance Reserved for CMERP-City 01-250-9310-9508 01-250-9310-9535 01-300-9410-2199 01-530-4110-7027 01-630-3350-1004 01-630-3350-1120 01-650-7310-2040 01-110-1234-0615 01-110-1234-0656 01-110-1234-0658 01-11 0-1234~0723 01-3323 Capital Proiects Fund Appropriations Appropriated from General Fund Contingency Revenues Transfer from General Fund-Government 08-530-9575-9003 08-530-9575-9220 08-110-1234-1037 ($299,765) (9,624) 250,000 (338,500) (13,005) (995) (4,600) (2,500) (4,600) (336,000) (14,000) 59,389 (250,000) (49,765) (299,765) Fleet Mana~ement Fund Appropriations Vehicular Equipment Revenues Fleet Capital-General Fund 17-440-2642-9010 (338,500) 17-110-1234-1200 (338,500) Grant Fund Appropriations Local Match Funding for Grants Revenues Transfer from General Fund 35-300-9700-5415 (9,624) 35-300-9700-5207 (9,624) Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ~Th_ ~ ,"- _. ' A~on.~ City Cler~~ 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wish neff, Council Member Dear Mayor Harris and Members of City Council: Subject: FY 2008 State Budget Reduction and Other Adjustments Background: In response to an anticipated revenue shortfall for FY 2008, funding from the Commonwealth of Virginia to localities will be reduced by $19.3 million. City Council was previously briefed on the impact to the City of Roanoke of current year state budget reductions. The revenue reduction totals $357,100 and is associated with the following categories/programs: · Local Law Enforcement (HB 599) - $336,000 · Libraries - $4,600 · Virginia Juvenile Community Crime Control Act - $14,000 · Electoral Board/Registrar - $2,500 A revision to the General Fund revenue estimate is required to reflect the reduction in state revenue. As a result of FY 2006-07 close out activities, audit, and preparation of the Consolidated Annual Financial Report, the General Fund undesignated balance retained by the City was reduced in the amount of $59,389. The undesignated fund balance was appropriated on September 17, 2007, based on unaudited results, for identified capital maintenance and equipment replacement needs. The reduction in the undesignated fund balance requires an adjustment in the funding previously appropriated. Honorable Mayor and Members of City Council June 2, 2008 Page 2 As a part of FY 2007-08 budget adoption, $310,000 was included in General Fund Transfer to Capital Projects Fund as local match funding for Virginia Department of Transportation highway/street projects. Based on a recently updated projection of local match funding needs, funding in the amount of $250,000 can be reallocated to City Manager Contingency to address current year budget issues. Because this funding has been transferred to the designated capital project account, Council action is required to amend the action taken when the prior budget ordinance was adopted. Considerations Reduction in funding for Local Law Enforcement and the Electoral Board/Registrar will be absorbed through the reduction in equipment replacement funding and savings associated with the actual cost of replacing certain pieces of equipment being lower than anticipated. The reduction in equipment replacement funding will necessitate deferring the replacement of a sewer vacuum truck until FY 2009. The reduction in funding for Libraries and Virginia Community Crime Control Act will be absorbed within the department budget for each program. The reduction in the undesignated fund balance will require a reduction in the funding appropriated for Capital Project Contingency and Grant Match funding. Recommendation: Adopt the accompanying budget ordinance which will make the following funding adjustments: Reduce the revenue estimate for state funding in the amount of $357,100: . Law Enforcement HB 599 (01-110-1234-0658) - $336,000 . Library (01-110-1234-0656) - $4,600 . Virginia Juvenile Community Crime Control Act (01-110-1234-0723) - $14,000 . Electoral Board/Registrar (01-110-1234-0615) - $2,500 Reduce the expenditure budget for the red'uction iri state funding in the amount of $357,100: . Fleet Management Capital Billings (01-530-4110-7027) - $338,500. Revenues and expenses of the Fleet Management Fund will also need to be adjusted downward by this same amount. The Fleet Management Fund is the City's Internal Service Fund and bills other funds for fleet capital replacement. As a result of the State budget Honorable Mayor and Members of City Council June 2, 2008 ,Page 3 reduction, less capital replacement will be made by Fleet Management. . Library Publications and Subscriptions (01-650-7310-2040) - $4,600 . Youth Haven Temporary Wages - (01-630-3350-1004) - $13,005 . Youth Haven FICA - (01-630-3350-1120) - $995 Reduce the prior appropriation from undesignated fund balance in the amount of $59,389: . Capital Project Contingency (08-530-9575-9220) - $49,765 . Grant Match Funding (35-300-9700-541 5) - $9,624 Reduce funding previously appropriated by Budget Ordinance 37774- 51407 to Capital Projects Fund Virginia Department of Transportation Match (08-530-9575-9003) in the amount of $250,000 and reduce the General Fund Transfer to Capital Projects Fund (01-250-9310-9508) in the same amount. Respectfully submitted, Darlene L. Bu City Manager DLB:acm c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Brian Townsend, Asst. City Manager for Community Dev. Sherman M. Stovall, Director of Management and Budget CM08-00083 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 June 4, 2008 Jesse A. Hall I Director of Finance Roanoke, Virginia Dear Mr. Hall: I am attaching copy of Budget Ordinance No. 38114-060208 appropriating funds from the Economic and Community Development Reserve for the South Jefferson Redevelopment Project, and amending and reordaining certain . sections of the 2007-2008 Capital Projects Fund Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect upon its passage. Sincerely, ~'rY1.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget ~ ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. . No. 38114-060208. AN ORDINANCE to appropriate funding from the Economic and Community Development Reserve for the South Jefferson Redevelopment Project, amending and reordaining certain sections of the 2007-2008 Capital Projects Fund Appropriations and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2007-2008 Capital Projects Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Appropriated from General Revenue - Legal Fees Appropriated from General Revenue - Acquisition Appropriated from General Revenue - Demolition Appropriated from General Revenue - Administrative Support Appropriated from General Revenue - Relocation Expenses Fund Balance Economic and Community Development Reserve - Unappropriated 08-530-9633-9110 $ 120,000 08-530-9633-9111 2,485,000 08-530-9633-9112 705,000 08-530-9633-9113 25,000 08-530-9633-9114 75,000 08-3365 (3,410,000) Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ..' :.:; \..... ( \ . ...~; ! '. ! . , . . . . . . . .' 1 t . '1 I -\. ATTEST: /! ,.:"~,' ~~~.~ 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 June 4, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Ordinance No. 38113-060208 authorizing proper City officials to execute a Budget Amendment No. 2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2 (Budget Amendment No.2) between the City of Roanoke and the City of Roanoke Redevelopment and Housing Authority; approving an amended budget for such Budget Amendment No.2; and authorizing the City Manager to take such actions and execute further documents as may be needed to implement and administer such Budget Amendment No.2. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force anq effect upon its passage. Sincerely, ~rn.~~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget p.}: IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 2nd day of June, 2008. No.. 38113-060208. AN ORDINANCE authorizing the proper City officials to execute a Budget Amendment No.2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2 (Budget Amendment No.2) between the City of Roanoke (City) and the City of Roanoke Redevelopment and Housing Authority (RRHA); approving an amended budget for such Budget Amendment No.2; authorizing the City Manager to take such actions and execute further documents as may be needed to implement and administer such Budget Amendment No.2; and dispensing with the second reading by title of this Ordinance. WHEREAS, by Resolution No. 35248-031901, City Council approved a Redevelopment Plan for the South Jefferson Redevelopment Area (Redevelopment Plan); WHEREAS, the City and RRHA entered into a South Jefferson Cooperation Agreement 2 dated March 19, 2001, authorized by Ordinance No. 35250-031901 (SJC Agreement 2) to provide for RRHA to implement the Redevelopment Plan, and RRHA has proceeded with such implementation; WHEREAS, the City and RRHA entered in to an amendment to the SIC Agreement 2 by an Amended and Supplemented South Jefferson Cooperation Agreement 2 dated March 19, 2004, authorIzed by Ordinance No. 36645-031504 (Amended Agreement), which extended the term of the original SJC Agreement 2 and the Amended Agreement to March 19, 2009. Such Amended Agreement further O-Budget Amendment No. 2-SJC.doc I provided for an Amended Budget dated March 11, 2004, in order to provide additional funds to RRHA so RRHA could acquire certain additional property pursuant to the Redevelopment Plan; WHEREAS, the City and RRHA entered into Budget Amendment No.1, dated . March 8, 2007, to the Amended and Supplemented South Jefferson Cooperation Agreement 2, authorized by Ordinance No. 37662-020507 (Budget Amendment No.1) in order to provide funds to RRHA for the acquisition, relocation, and demolition of certain property in Area 1 of the South Jefferson Redevelopment Area; and WHEREAS, the RRHA has advised the City that additional funds are needed by the RRHA in order for the RRHA to accomplish additional activities in accordance with , the Redevelopment Plan and as set forth in the City Manager's letter dated June 2, 2008, to this Council. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. City Council hereby approves the Third Amended Budget for the Budget Amendment No. 2 as such budget is set forth and attached to the above mentioned City Manager's letter. 2. The City Manager is hereby authorized on behalf of the City to execute a Budget Amendment No.2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2 that will provide for a Third Amended Budget, together with such other terms and conditions as set forth in the above mentioned City Manager's letter and as may be deemed appropriate by the City Manager. Such Budget Amendment No. 2 is to be in a O-Budget Amendment No. 2"SJC.doc 2 form substantially similar to the one attached to the above mentioned letter and be in a form approved by the City Attorney. 3. The City Manager is further authorized to take further actions and execute further documents as may be needed to implement and administer such Budget Amendment No.2 and the Third Amended Budget. 4. Pursuant to the provisions of Section 12 of the City Charter, the second reading by title of this Ordinance is hereby dispensed with. ATTEST: A~rn.~ City Glerk. O-Budget Amendment No. 2-SJC.doc 3 CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva.gov June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wishneff, Council Member Dear Mayor Harris and Members of Council: Subject: Budget Amendment No.2 to Amended and Supplemented South Jefferson Cooperation Agreement 2 Background: The City of Roanoke Redevelopment and Housing Authority (RRHA) and the City entered into the South Jefferson Cooperation Agreement 2 (SJC Agreement 2) on March 19, 2001, delineating responsibilities and establishing a budget for the purchase, demolition, environmental remediation, etc., of land within the South Jefferson Redevelopment Area in accordance with the approved Redevelopment Plan for that area. The SJC Agreement 2 was amended by the Amended and Supplemented South Jefferson Cooperation Agreement 2 (Amended Agreement) dated March 19, 2004. The Amended Agreement was amended again by means of Budget Amendment NO.1 dated March 8, 2007. The redevelopment process undertaken by the RRHA has proceeded to a point where additional funds need to be provided to the RRHA in order for the RRHA to accomplish additional goals, objectives, and activities within the South Jefferson Redevelopment Area, including property acquisition, demolition, site clearance, and relocation, as well as administrative support including necessary legal and other consultant fees, and other related activities in the entire Redevelopment Area. Honorable Mayor and Members of City Council June 2, 2008 Page 2 Total cost for the above items is estimated at $3,410,000. A proposed Budget Amendment No. 2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2, which includes a Third Amended Budget, is attached to this letter. Funding for the aforementioned activities is available in the Economic and Community Development Reserve. The amended budget will provide for land acquisition and development to continue in the entire Redevelopment Area in accordance with the Redevelopment Plan. Recommended Action: Approve the terms of Budget Amendment No. 2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2, including the Third Amended Budget attached thereto, as set forth in the attachment to this letter. Appropriate $3,410,000 from the Economic and Community Development Reserve to the South Jefferson Redevelopment Project (08-530-9633) in the Capital Projects Fund. Funding shall be appropriated to line items for property acquisition, demolition, legal fees, administrative support and relocation expenses. Authorize the City Manager to execute Budget Amendment No. 2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2 between the City and RRHA, in a form substantially similar to the one attached, with the form of such Budget Amendment No.2 to be approved by the City Attorney. Authorize the City Manager to take such actions and execute such documents as may be necessary to implement, administer, and enforce such Budget Amendment No.2 to the Amended and Supplemented South Jefferson Cooperation Agreement 2. arlene L. Bu City Manager 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 Dev. Sherman Stovall, Director of Management and Budget CM08-00091 BUDGET AMENDMENT NO.2 TO AMENDED AND SUPPLEMENTED SOUTH JEFFERSON COOPERATION AGREEMENT 2 This is Budget Amendment No.2 to Amended and Supplemented South Jefferson Cooperation Agreement 2 by and between the City of Roanoke, a municipal corporation of the Commonwealth of Virginia (City), and the City of Roanoke Redevelopment and Housing Authority, a political subdivision of the Commonwealth of Virginia (RRHA), and is hereafter referred to as Budget Amendment No.2. This Budget Amendment No.2 is hereby dated ,2008. WHEREAS, the City and RRHA entered into an agreement dated March 19, '2001, and called South Jefferson Cooperation Agreement 2 (SJC Agreement 2), in order to have RRHA be able to accomplish the goals and objectives of the Redevelopment Plan referred to in the SJC Agreement 2. , WHEREAS, the City and RRHA entered in to an amendment to the SJC Agreement 2 by an Amended and Supplemented South Jefferson Cooperation Agreement 2 dated March 19, 2004 (Amended Agreement), which extended the term of the original SJC Agreement 2 and the Amended Agreement to March 19, 2009. Such Amended Agreement further provided for an Amended Budget dated March 11,2004, in order to provide additional funds to RRHA so RRHA could acquire certain additional property pursuant to the Redevelopment Plan; WHEREAS, the City approved Budget Amendment No.1 to Amended and Supplemented South Jefferson Cooperation Agreement 2, dated March 8, 2007, (Budget Amendment No.1) providing additional funds to RRHA for the acquisition of property located in Area 1 of the South Jefferson Redevelopment Area; WHEREAS, the RRHA has advised the City that the amounts previously allocated in Budget Amendment No.1 for certain activities of RRHA in the South Jefferson Redevelopment Area need to be increased to permit the RRHA to be able to acquire property and arrange and/or pay for demolition, clearance work, and other related activities in the entire Redevelopment Area in order to accomplish the goals and objectives of the Redevelopment Plan referred to in the SJC Agreement 2; WHEREAS, RRHA has no funds of its own with which to continue to implement the Redevelopment Plan and, in particular, with which to undertake the activities described above, and the RRHA has requested that the City provide for such additional funds for such purposes; and WHEREAS, the City has agreed to provide the additional funds requested by RRHA so that the RRHA can accomplish the goals and objectives of the Redevelopment Plan. NOW, THEREFORE, in consideration of the benefits to accrue to the City and its citizens from the realization of the goals and objectives of the South Jefferson Redevelopment Plan, and of the mutual covenants set forth in the SJC Agreement 2, the Amended Agreement, in Budget Amendment No.1, and herein, the City and RRHA agree as follows: SJC 052808.doc 1 SECTION 1. REVISED BUDGET. The City and RRHA agree that the Second Amended Eight-year RRHA Project Budget dated January 10, 2007, set forth in Budget Amendment No.1 as the Second Amended Exhibit 2, is hereby updated and replaced by the Third Amended Eight-year RRHA Project Budget dated May 29, 2008, (Third Amended Budget) as set forth in the Third Amended Exhibit 2 attached hereto and incorporated herein. Such Third Amended Budget and Third Amended Exhibit 2 shall be effective as of the date of this Budget Amendment No.2 and is deemed to replace the prior Budgets as of that date. SECTION 2. REFERENCE TO PRIOR BUDGETS. References in the SJC Agreement 2, the Amended Agreement, and in Budget Amendment No.1 to Budget, Amended Budget, Exhibit 2, Amended Exhibit 2, Second Amended Eight-year RRHA Project Budget, or Second Amended Exhibit 2 shall be deemed to include, as appropriate, the Third Amended Budget and the Third Amended Exhibit 2 referred to above. SECTION 3. CONTINUATION OF TERMS AND CONDITIONS. All of the terms and conditions of the SJC Agreement 2 dated March 19, 2001, the Amended Agreement dated March 19, 2004, and Budget Amendment No.1 dated March 8, 2007, shall continue in full force and effect, except as amended and/or supplemented by this Budget Amendment No.2. SIGNATURE PAGE TO FOLLOW SIC 052808.doc 2 IN WITNESS WHEREOF, the parties have executed this Budget Amendment No.2 by their authorized representatives. ATTEST: CITY OF ROANOKE By Darlene L. Burcham, City Manager Printed Name and Title WITNESS: THE CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY By Glenda Edwards, Executive Director Approved as to Form: Approved as to Execution: City Attorney City Attorney Appropriation and Funds Required for this Contract Certified Director of Finance Date Acct. # SJC 052808.doc 3 Third Amended Exhibit 2 to Budget Amendment No.2 to Amended and Supplemented South Jefferson Cooperation Agreement 2 between the City and RRHA South Jefferson Redevelopment Area Third Amended Eight-year RRHA Project Budget: 2001-2009 Revised May 29,2008 Acquisition -Area 1 and 1A $ 8,978,793 Acquisition -Roanoke City Mills, Inc (RCM) Property $ 8,065,000 Relocation-Area 1 and 1A $ 900,939 AcquisitionlRelocation additional Properties $ 1,981,420 Appraisals Acquisition Appraisals $ 52,106 Disposition Appraisals $ 20,285 Environmental Testing $ 236,300 Environmental Remediation $ 277,631 Consultant Fees $ 590,070 Demolition $ 2,356,5271 Site Clearance $ 0 Direct Administrative Support $ 558,309 Reimbursables $ 18,814 Property Maintenance $ 4,373 Improvements to Initial Site $ 2,000,000 Estimated Development Costs $26,040,567 RRHA Budget Note: The amounts listed for the various line items reflect allowed and approved movement of amounts among such line items that were made by agreement of the parties, but which did not change the overall total budget amount set out in Budget Amendment No.1, plus the addition of the additional amounts needed for this Third Amended Budget. 1 The additional money added to this designated item is for the anticipated cost of demolition and related costs to be incurred in clearing, excavation and related work in furtherance of the redevelopment of properties in the Redevelopment Area. The City shall make additional amounts for this designated item available to the RRHA in future City budget years as may be needed to enable the RRHA to meet its financial obligations to the purchasers and developers of properties in the Redevelopment Area. SIC 052808.doc Page I of 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 STEPHANIE M. MOON, CMC E-mail: derk@roanokeva.gov Acting City Clerk SHEILA N. HARTMAN, CMC Assistant City Clerk CECELIA R. TYREE Assistant Deputy City Clerk June 4, 2008 Mr. Sherman M. Stovall 2427 Westmont Street, N. W. Roanoke, Virginia 24012 Dear Mr. Stovall: Pursuant to Resolution No. 38117-060208, adopted by the Council of the City of Roanoke, at a regular meeting held on Monday June 2, 2008, you were appointed as the citizen member to the Finance Board to serve a two-year term expiring June 1 , 2010. Enclosed you will find a Certificate of your appointment and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., prior to serving iri 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." Mr. Sherman M. Stovall June 4, 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 Finance Board. Sincerely, ~'rn.~ Stephanie M. Moon, CMC City Clerk SMM:ew Enclosures pc: William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Andrea F. Trent, Retirement Administrator Sheila N. Hartman, CMC, Deputy City Clerk Adalina L. Allicott, Administrative Secretary COMMONWEALTH OF VIRGINIA ) ) To-wit: ) CITY OF ROANOKE I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the second day of June 2008, SHERMAN M. STOVALL was appointed as a member of the Finance Board for a term ending June 1, 2010. Given under my hand and the Seal of the City of Roanoke this fourth day of June 2008. W~.e~' ~t.v L:\CLERK\DATA\CKEWl\oath and leaving service\Finance Board\Sherman Stovall June I 2010 oath. doc 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 June 4, 2008 The Honorable Evelyn W. Powers Treasurer Roanoke, Virginia Jesse A. Hall Director of Finance Roanoke, Virginia Sherman M. Stovall Director of Management and Budget Roanoke, Virginia Dear Ms. Powers and Gentlemen: I am attaching copy of Resolution No. 38117-060208 appointing the members of the City's Finance Board. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008. Sincerely, W-~rn.~ Stephanie M. MObn, CMC City Clerk SMM:ew Attachment pc: William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Andrea F. Trent, Retirement Administrator . ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38117-060208. A RESOLUTION appointing the members ofthe City's Finance Board. WHEREAS, by ordinance adopted June 2, 2008, the Council created a finance Board (the Finance Board) as provided by Section 15.2-1547 of the Code of Virginia to serve as trustee of funds designated by the City to be held, accumulated and invested by the Finance Board for the purpose of funding Other Post-Employment Benefits (OPEB); and WHEREAS, the City agreed by the same ordinance to establish a trust pursuant to Section 15.2-1544 of the Code of Virginia for the purpose of accumulating and investing assets to fund OPEB and further agreed to become a Participating Employer in the Virginia Pooled OPEB Trust Fund. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. Council appoints Sherman Stovall as a citizen member of the Finance Board to serve a two-year term expiring June 1, 2010, or thereafter when his successor shall have been appointed and qualified. 2. In accordance with the requirements of Section 15.2-1547 of the Code of Virginia, the Director of Finance and City Treasurer are appointed, ex officio, as members of the Finance Board for unlimited terms. ATTEST: ~'rn.~ City Clerk. K:\Measures\resolution appoitment memeber of Finance Board.doc 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 STEPHANIE M. MOON, CMC City Clerk June 4, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Jesse A. Hall Director of Finance Roanoke, Virginia Dear Ms. Burcham and Mr. Hall: I am attaching copy of Ordinance No. 38116-060208 creating a Finance Board to serve as Trustee of funds designated for other post-employment benefits other than pensions; and authorizing execution of a Trust Funding Agreement for participating employees under the Virginia Pooled OPEB Trust Fund. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and .is in full force and effect upon its passage. Sincerely, ~m.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: The Honorable EvelynW. Powers, Treasurer . William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Andrea F. Trent, Retirement Administrator \ Sheila N. Hartman, Deputy City Clerk \J\A\t' IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38116-060208. AN ORDINANCE creating a Finance Board to serve as Trustee offunds designated for other post-employment benefits other than pensions; authorizing execution of a Trust Funding Agreement for participating employees under the Virginia Pooled OPEB Trust Fund; and dispensing with the second reading by title of this ordinance. WHEREAS, Section 15.2-1500 ofthe Code of Virginia provides, in part, that every locality shall provide for all the governmental functions of the locality, including, without limitation, the organization of all departments, offices, boards, commissions and agencies of government, and the organizational structure thereof, which are necessary and the employment of the officers and other employees needed to carry out the functions of government; WHEREAS, in connection with the employment of the officers and other employees needed to carry out the functions of government, the City of Roanoke has established certain plans to provide post-employment benefits other than pensions ("Other Post-Employment Benefits"), as defined in Section 15.2-1545 of the Code of Virginia, to individuals who have terminated their service to the City of Roanoke and to the beneficiaries of such individuals; WHEREAS, Article 8, Chapter 15, Subtitle IT of Title 15.2 of the Code of Virginia (~~ 15.2- 1544 et seq.) provides that the governing body of a city may establish a trust for the purpose of accumulating and investing assets to fund Other Post-Employment Benefits; WHEREAS, Section 15.2-1547 ofthe Code of Virginia provides that the governing body of a city shall create a fmance board to serve as trustee of any trust established for the purpose of accumulating and investing assets to fund Other Post-Employment Benefits and to manage and invest the assets of that trust; WHEREAS, Section 15.2-1300 ofthe Code of Virginia provides that any power, privilege or authority exercised or capable of exercise by any political subdivision of the Commonwealth of Virginia may be exercised and enjoyed jointly with any other political subdivision of the Commonwealth having a similar power, privilege or authority pursuant to agreements with one another for joint action pursuant to the provisions of that section; WHEREAS, any two or more political subdivisions may enter into agreements with one another for joint action pursuant to the provisions of Section 15.2-1300 of the Code of Virginia provided that the participating political subdivisions shall approve such agreement before the agreement may enter into force; and WHEREAS, a number of Virginia localities by the execution of a Virginia Pooled OPEB Trust Fund Agreement have jointly established and participate in the Virgini3; Pooled OPEB Trust Fund (the "Trust Fund") for each such locality. NOW, THEREFORE, BE IT ORDAINED by the Council ofthe City of Roanoke that: 1. The City of Roanoke does hereby create a finance board (the "Finance Board"), as provided in Section 15.2-1547 ofthe Code of Virginia to serve as trustee offunds designated by the City to be held, accumulated, and invested by the Finance Board for the purpose of funding Other Post-Employment Benefits. 2. The City of Roanoke does hereby agree to become a "Participating Employer" in the "Virginia Pooled OPEB Trust Fund" (the "Trust Fund"), as further defined in the Virginia Pooled OPEB Trust Fund Agreement. 3. The City of Roanoke does hereby direct the Finance Board to execute and deliver the Trust Joinder Agreement for Participating Employers under the Virginia Pooled OPEB Trust Fund. 4. The City of Roanoke does hereby authorize the Finance Board to perform its duties as set forth in Article 8, Chapter 15, Subtitle IT of Title 15.2 of the Code of Virginia (s S 15 .2-1544, et seq.) by transferring to the Trust Fund all, or any portion as the Finance Board deems appropriate, of the funds for Other Post-Employment Benefits designated by the City to be accumulated and invested by the Finance Board upon the occurrence of such events set forth in the Trust Agreement for the Trust Fund to become effective. 5. Pursuant to ~ 12 of the Roanoke City Charter, the second reading by title paragraph of this ordinance is hereby dispensed with. ATTEST: ~*Y"~ ',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: c1erk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA R. TYREE Assistant Deputy City Clerk June 4, 2008 Darlene L. Burcham City Manager Roanoke, Virginia Jesse A. Hall Director of Finance Roanoke, Virginia Dear Ms. Burcham and Mr. Hall: I am attaching copy of Resolution No. 38115-060208 adopting and establishing an Employees' Post-Retirement Health Plan and an Employees' Post-Retirement Dental Plan outlining eligibility guidelines and premiums therefore, and the respective benefits provided by the City to its retirees. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008. Sincerely, trJ~.;M.~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: The Honorable Evelyn W. Powers, Treasurer Witliam M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director of Management and Budget Andrea F. Trent, Retirement Administrator -!'~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38115-060208. A RESOLUTION adopting and establishing an Employees' Post-Retirement Health Plan and an Employees' Post-Retirement Dental Plan outlining eligibility guidelines and premiums therefore, and the respective benefits provided by the City to its retirees. BE IT RESOLVED by the Council of the City of Roanoke that Council hereby adopts and authorizes the establishment of an Employees' Post-Retirement Health Plan and an Employees' Post-Retirement Dental Plan, as set out in the report to Council from the City Manager and the Director of Finance dated June 2, 2008. ATTEST:, ~~~.~ City Clerk. K:\Measures\Post retirement health and dental plan. doc CITY OF ROANOKE DEPARTMENT OF FINANCE JESSE A. HALL Director of Finance email: jesse_hall@ci.roanoke.va.us 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice-Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian j. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: Other Post Employment Benefits (OPEB) '\ ~ '" Background: The Virginia General Assembly adopted a mandate effective July 1, 1993, that required localities to allow access to health care for employees with fifteen or more years of continuous service. Governmental Accounting Standards Board (GAS B) Statement 45 requires all state and local governments to change the method of reporting retiree benefits. In the past, for accounting purposes, we reported the costs related to retiree health benefits as we paid them or on a "pay as you go" basis. Starting with fiscal year 2008, we are required to account for the cost of these retiree benefits during the employees' working years. This accounting change modifies how we will report the retiree health benefit in our financial reports. It also impacts our annual budget as we begin funding the cost of a retiree's future benefit in the current annual budget. In response to this change in standards, the Virginia General Assembly passed legislation allowing localities to establish a trust for the purpose of accumulating and investing assets to fund OPEB. Current Situation: The City's OPEB Team has worked with third party actuaries to evaluate our obligations under GASB 45 and to make recommendations about benefits to be provided our retirees in an effort to maintain a high level of benefits given available budgetary resources of the City. Honorable Mayor and Members of Council June 2, 2008 Pag e 2 We recommend modifications to the current level of benefits provided so as to reduce our liability and expense. The City currently provides employees who retire from active service with fifteen years of continuous service the opportunity to enroll in a retiree health plan. The premium rate for retirees is blended with the active employee group providing a preferential pricing to retirees who would otherwise be priced independently at a much higher rate. Currently, a retiree who does not choose to enroll at the time of retirement is provided access to the program until attainment of age 65. Based on our current policies, the City's total liability is $20 million with an annual budgetary impact of $864,000. The following changes are recommended for retirees who retire on and after January 1 , 2010. Current retirees as well as those through the end of 2009 would be 'grandfathered' based on current pricing and other policy items. A summary of recommended changes is as follows: . For retirees on and after January 1 , 2010, the cost of medical insurance will be increased by approximately $100, $150 and $200 given the current available medical tiers of subscriber, subscriber plus child, and family coverage. The Plan gives the City Administration the authority to establish future rates as deemed appropriate. . On and after January 1, 2010, employees retiring from active service with fifteen years of service will have a one-time option of enrolling in post- employment medical and/or dental insurance at the time of retirement. . On and after January 1, 2010, retirees will not be permitted to increase their tier of coverage. Upon implementation of these changes, the City's liability will decrease to $16 million with an annual budgetary impact of $324,000. Considerations: · Retiree Health and Dental Plans should be formally established to outline the respective benefits provided by the City of Roanoke to its retirees. . The City can receive a more favorable rate of return on amounts budgeted for retiree health care by depositing funds in a trust. The Virginia Association of Counties (VACo) and Virginia Municipal League (VML) sponsored the formation of a pooled trust to allow Virginia counties, cities, towns and school divisions and other authorized political subdivisions to invest, manage and administer assets to provide for their OPEB liability in a cost effective manner in compliance with the requirements of the Virginia Code and GASB Statement No. 45. Honorable Mayor and Members of Council June 2, 2008 Page 3 . . The statute authorizing the trust also requires the governing body create a Finance Board to oversee funding of the trust. Recommendations: City Council adopt the accompanying resolution to establish the Retiree Health and Dental Plans. City Council adopt the accompanying ordinance establishing a Finance Board to establish and oversee the investment of the trust established for Other Post Employment Benefits (OPEB). This will also authorize the execution of a Trust Funding Agreement for participating employers under the Virginia Pooled OPEB Trust Fund. City Council adopt a resolution appointing the members of the Finance Board. Respectfully submitted, q~l )(yJ{ Jesse A. Hall Director of Finance DLB/JAH:ca Attachment c: Honorable Evelyn W. Powers, City Treasurer William M. Hackworth, City Attorney Stephanie M. Moon, City Clerk Sherman M. Stovall, Director of Management and Budget Ann H. Shawver, Deputy Director of Finance Andrea F. Trent, Retirement Administrator CITY OF ROANOKE EMPLOYEES' POST-RETIREMENT HEALTH PLAN Preface The City of Roanoke sponsors a medical plan for eligible retirees. This document will summarize the eligibility requirements as well as rate-setting guidelines for the City's retiree health plan that will become effective with employees retiring on or after January 1, 2010. Eligibility Guidelines Eligible Employees: Full-time active City of Roanoke employees with at least 1 5 years of continuous City employment may be eligible for retiree health coverage provided that they have participated in the City's employee medical plan for a minimum of one year prior to retirement. Employees must have retired from the City of Roanoke, Roanoke Regional Airport Commission, 'Roanoke Valley Detention Commission, Western Virginia Water Authority, or Roanoke Resource Authority AND have participated in the City of Roanoke or their respective employer's, employee health care plan immediately preceding retirement. Eligible Dependents: A legal spouse of an eligible retiree who was covered as a dependent under the City's plan at the employee's retirement and dependent child or children who meet the eligibility qualifications of the City's health plan and are covered under the plan at the employee's retirement. Coverage terminates for the retiree upon normal Medicare eligibility age. If a covered eligible spouse is younger than the retiree, he or she may remain on the plan until the attainment of normal Medicare eligibility age. Once the retiree and spouse are no longer covered by the City's plan, dependent child(ren) are no longer eligible for coverage. Note: Coverage for the Employees' Post-Retirement Health Care Plan is only available to those individuals who are participating in the City's active employee plan at retirement. Future dependents are not eligible to enroll in the City's post-retirement medical benefits program. City Council reserves the right to review and revise or modify this plan and the benefits provided by it at any time. Premium Rates The City, working with its consultants, will determine, in its sole discretion, the medical plan premium rates each year; these rates are subject to change each January 1 st. Beginning with eligible retirees retiring on or after January 1, 2010, premium rates will be set as follows: Retiree Only Retiree + 1 Dependent Family Active Employee Rate + $100 Active Employee Rate + $150 Active Employee Rate + $200 The rate adjustment reflects some of the additional cost of retiree coverage. Coverage The medical plan available to eligible retirees is identical to the active employee program. CITY OF ROANOKE EMPLOYEES' POST-RETIREMENT DENTAL PLAN Preface The City of Roanoke sponsors a dental plan for eligible retirees. This document will summarize the eligibility requirements as well as rate-setting guidelines for the City's retiree dental plan. Eligibility Guidelines Eligible Employees: Full-time active City of Roanoke employees with at least 15 years of continuous City employment may be eligible for retiree health coverage provided that they have participated in the City's employee medical plan for a minimum of one year prior to retirement. Employees must have retired from the City of Roanoke, Roanoke Regional Airport Commission, Roanoke Valley Detention Commission, Western Virginia Water Authority, or Roanoke Resource Authority AND have participated in the City of Roanoke or their respective employer's, employee dental plan immediately preceding retirement. Eligible Dependents: A legal spouse of an eligible retiree who was covered as a dependent under the City's plan at the employee's retirement and dependent child or children who meet the eligibility qualifications of the City's dental plan and are covered under the plan at the employee's retirement. Coverage terminates upon request. Once the retiree and spouse are no longer covered by the City's plan, dependent child(ren) are no longer eligible for coverage. Note: Coverage for the Employee's Post-Retirement Dental Plan is only available to those individuals who are participating in the City's active employee plan at retirement. Future dependents are not eligible to enroll in the City's post-retirement medical benefits program. City Council reserves the right to review and revise or modify this plan and the benefits provided by it at any time. Premium Rates The City, working with its consultants, will determine, in its sole discretion, the dental plan premium rates each year; these rates are subject to change each January 1 st. The dental plan available to eligible retirees is identical to the active employee program. 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: cIerk@roanokeva.gov SHEILA N. HARTMAN, CMC . Deputy City Clerk CECELIA R. TYREE Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk June 4, 2008 William M. Hackworth City Attorney Roanoke, Virginia Dear Mr. Hackworth: I am attaching copy of Ordinance No. 38118-060208 to readopt and reenact the Code of the City of Roanoke (1979), as amended. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, June 2, 2008, and is in full force and effect upon its passage. Sincerely, ~~m.~~ Stephanie M. Moon, CMC City Clerk SMM:ew Attachment pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney Darlene L. Burcham, City Manager Jesse A. Hall, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development A. L. Gaskins, Chief of Police ~J: IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 2nd day of June, 2008. No. 38118-060208. AN ORDINANCE to readopt and reenact the Code of the City of Roanoke (1979), as amended; and dispensing with the second reading by title of this ordinance. WHEREAS, by Ordinance No. 25043, adopted April 7, 1980, this Council adopted and enacted a new code for the City of Roanoke entitled the Code of the City of Roanoke (1979) (hereinafter sometimes referred to as the "City Code"); WHEREAS, such Code, as amended, contains certain provisions which incorporate by reference portions of the Code of Virginia (1950), as amended, (hereinafter "State Code"); WHEREAS, from time to time, certain of these State Code sections which are incorporated by reference in the City Code have been amended by the General Assembly; WHEREAS, such amendments are a matter of public record which are set forth in the Acts of Assembly and supplements and replacement volumes ofthe State Code; and WHEREAS, it is the desire of this Council that those provisions of the City Code which adopt by reference State Code provisions shall be fully consistent with enactments of the most recent Session ofthe General Assembly. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that: 1. The Code of the City of Roanoke (1979), as amended, a copy of which is on file in the City Clerk's Office, consisting of Chapters 1 through 362; each inclusive, is hereby readopted and reenacted. Such Code amendments heretofore and hereafter adopted shall continue to be known as the Code ofthe City of Roanoke (1979), as amended. 2. With respect to sections or provisions ofthe State Code incorporated by reference in the City Code, Council recognizes any amendments made to such sections or provisions of the State Code by the most recent Session ofthe General Assembly and hereby expresses the intent and ordains that such amendments to sections or provisions of the State Code incorporated by reference in the City Code shall be included in the City Code verbatim as enacted by the most recent Session of the General Assembly. 3. Any reference in the City Code to any section, article or chapter from former Titles of the State Code shall be deemed and construed to apply to the successor section, article or chapter of the State Code, comparable sections being set out in Tables of Comparable Sections for certain Repealeq and Revised Titles published in Volume 10. 4. Pursuant to Section 12 ofthe City Charter, the second reading ofthis ordinance by title is hereby dispensed with. ATTEST: Jsj;J '~firr~, ~~ City1]l~x:k. ;' I., "\ TT .\... .. _ _ _..___\'17 _ __1__... 1__ _.~___'''''I\^n\___ ..1__... _..:...... __..:1_ .....,."1'\0 ..1__ CITY OF ROANOKE OFFICE OF CITY ATIORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE, VIRGINIA 24011-1595 WILLIAM M. HACKWORTH CITY AlTORNEY TELEPHONE: 540-853-2431 FAX: 540-853-1221 EMAIL: cityatty@roanokeva.gov TIMOTHY R. SPENCER STEVEN J. TALEVI GARY E. TEGENKAMP DAVID L. COLLINS HEATHER P. FERGUSON ASSISTANT CITY AlTORNEYS June 2,2008 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Reenactment of City Code Dear Mayor Harris and Council Members: Since 1982, City Council has reenacted and recodified the City Code on an annual basis in order to properly incorporate in the Code amendments made by the General Assembly at the previous Session to State statutes that are incorporated by reference in the City Code. This procedure ensures that the ordinances codified in our Code incorporate the most recent amendments to State law. Incorporation by reference is frequently utilized in local codes to preclude having to set out lengthy provisions of State statutes in their entirety. In addition, the technique ensures that local ordinances are always consistent with the State law as is generally required. The procedure whereby a local governing body incorporates State statutes by reference after action of the General Assembly has been approved by the Attorney General. See Report of the Attorney General (1981-1982) at 272. I recommend that Council adopt the attached ordinance to readopt and reenact the Code of the City of Roanoke (1979). If the attached ordinance is not adopted, City Code sections incorporating provisions ofthe State Code amended at the last Session of the General Assembly may not be deemed to include the recent amendments and may be impermissibly inconsistent which could result in the dismissal of criminal prosecutions under these City Code sections. Sincerely yours, fJh ~ William M. Hackworth City Attorney WMH:lsc Attachment c: Darlene L. Burcham, City Manager The Honorable Donald S. Caldwell, Commonwealth's Attorney A. L. "Joe" Gaskins, Chief of Police Stephanie M. Moon, City Clerk CITY OF ROANOKE DEPARTMENT OF FINANCE JESSE A. HALL Director of Finance email: jesseJlall@ci.roanoke.va.us 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 June 2, 2008 Honorable C. Nelson Harris, Mayor Honorable David B. Trinkle, Vice Mayor Honorable Beverly T. Fitzpatrick, Jr., Council Member Honorable Sherman P. Lea, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Brian J. Wishneff, Council Member Dear Mayor Harris and Members of City Council: Subject: April Financial Report Relative to the overall economy, recent information indicates that economic activity remains weak. Businesses continued to cut jobs in April, although the losses were less than the previous three months. The tightening of credit conditions, declining consumer spending, and the deepening of the housing contraction continue to impact the economy. Higher energy and food costs continue to affect consumer spending. The fiscal stimulus package that the federal government is issuing from May through July is expected to help boost consumer spending, however, previous fiscal stimulus programs have proven that the increase tends to occur within one or two quarters. Therefore, we may not see the effect until the end of this fiscal year or possibly into fiscal year 2009. The Federal Reserve board notes that the current conditions will likely continue to negatively impact economic growth over the next few quarters. Unemployment rates as of March were at 4.0%, 3.9% and 5.2%, respectively, for Roanoke, the Commonwealth, and the nation. On a somewhat positive note, the overall economy realized 0.6% growth for the first three months of the calendar year, the same level of growth realized during the last quarter of 2007. A recession occurs if there are two consecutive quarters of negative growth, therefore, the economy is not in a recession at this time. At the State level, according to the Secretary of Finance's monthly financial report, revenues grew 14.5% in April 2008 compared to April 2007. On a fiscal year-to-date basis, revenues have grown 4.0%, aheC!-d of the revised annual forecast. April 2008 had one additional deposit day for Individual Income taxes than April 2007. In addition, both the final estimated tax payment for 2007 as well as the first estimated payment for 2008 were due May 1. A large majority of these payments are collected in April and can vary from year to year. Because of the timing in the receipt of individual income tax payments, April and May should be considered together in order to assess true growth. It is believed that most of the growth seen in April will be offset by a decline in May 2008 over May 2007. According to the revenue report, individual final and estimated tax payments were down by 30% as of the middle of May. The Commonwealth revised general fund revenue estimates downward to 1.2% growth for fiscal year 2008, compared to the original estimated growth of 3.3%. Individual income taxes grew 8.0% on a fiscal-year-to date basis, ahead of the revised projected annual growth rate of 3.9%, due in part Honorable Mayor and Members of Council June 2, 2008 Page 2 to increases in withholdings and estimated payments. Sales and Use tax collections fell 0.3% on a year-to-date basis, trailing the forecasted growth of 1.6%. Corporate Income taxes fell 10.1 %, ahead of the revised expected decline of 20.5% due to lower corporate profits. Wills, suits, deeds, and contracts, mainly recordation tax collections, fell 20.9% due to the housing market contraction. The City's monthly financial report through April follows, with discussion of revenue and expenditure trends. The most recent major tax due date was May 31 for Personal Property tax. The next financial report will include information about the performance of this important local tax. The following narrative provides commentary on notable variances in revenues and expenditures for the first ten months of fiscal year 2008. Revenues Revenues through April increased 5.7% compared to the prior fiscal year. A significant delinquent tax billing occurred in the prior fiscal year. Adjusted for this, revenues grew 6.3% through the first ten months of the fiscal year, attributable mostly to social services revenues from Grants-In-Aid Commonwealth and General Property taxes. Most revenues, with the exception of Sales tax, are growing as anticipated. Detailed comments on budgetary variances for our major revenues are addressed as follows: General Property Taxes increased 5.4% as presented in the accompanying financial statement. Fiscal year 2007 included a large Machinery and Tools tax delinquent billing. Adjusted for this difference, revenues in this category increased 6.6% primarily as a result of growth in real property reassessments and new construction. The Real Estate tax was expected to grow by approximately 6.7% as a whole in fiscal year 2008 and actual growth is 7.3% for the first ten months of the fiscal year. Growth in the current year exceeds expectation as a result of larger supplemental billings related to new construction. Offsetting this increase is a decline in Personal Property tax revenue through April 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 3.2% in the current fiscal year due in part to growth in the Cigarette tax. The rate increased from 27 cents to 54 cents per twenty pack effective July 1, 2006. However, fiscal year 2007 did not see the level of growth anticipated due to higher cigarette stamp sales during the latter months of fiscal year 2006, in anticipation of the rate change, as well as an apparent significant decrease in cigarette sales following the rate increase. The Telecommunications tax which went into effect January 1, 2007 is performing very well. We are forecasting the tax to exceed the estimate by approximately 10% at the end of the fiscal year. Also contributing to the growth in this category are increases in Transient Occupancy, Prepared Food and Beverage, and Business License, of 4.3%, 4.6% and 3.7% respectively. Conversely, Sales tax revenues are down by 3.3% due to the decline in consumer spending. Motor Vehicle License tax is also down from April 2007 due to the timing of payments received. This tax is due May 31 and the majority of collections are usually received Honorable Mayor and Members of Council June 2, 2008 Page 3 from late April through the end of May. There were several large collection days at the end of April 2007. Permits, Fees and Licenses increased 33.3% from fiscal year 2007 due to an increase in building inspection permit fees, most notably due to the William Fleming High School and Carilion Bio-Med Center projects. Revenue from the Use of Money and Property decreased 36.8% compared to the prior year as a result of a change in the interest allocation method which negatively impacted the current year. Grants in Aid Commonwealth will be impacted by State budget reductions announced earlier this fiscal year. The fiscal year 2008 impact to the City is approximately $362,000, mainly as a result of a decrease in funding through HB 599. An adjustmentto State revenues and budgeted expenditures is currently being recommended to City Council. Through April, revenues grew 12.9% compared to those of the prior year in part due to the increase in Social Services expenditures, most notably Foster Care, 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. Miscellaneous Revenue increased 13.3% in the current fiscal year due in part to the revenues from the Art Festival. There were no collections related to the Arts Festival until February of fiscal year 2007. 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. Other areas contributing to the increase in this category over the prior fiscal year include MLK Event Gala revenues, and additional collections from Solid Waste for recycling. Exoenditures General Fund obligations as a whole increased 6.3%. 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 2007. 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 expenditures, variances between fiscal year 2007 and fiscal year 2008 are addressed as follows: General Government expenditures increased 10.2% in part due to the aforementioned pay raise. Earlier encumbrances of several contracts as well as increases in payment of extended illness leave, termination leave, employee tuition, overtime, and temporary wages also contributed to the variance. Health and Welfare grew 17.9% 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 Honorable Mayor and Members of Council June 2, 2008 Page 4 adoptions are based on the needs of the child and are higher when special medical care is required. 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. In addition, the City has seen a 27% increase in the number of children in foster care over the past two years. Nondepartmental expenditures decreased 20.0% due to a decline in the transfer of funds for the Capital Maintenance and Equipment Replacement Program to the Market Building, Civic Facilities, 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, 4~ A. t{df 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 STATEMENT OF EXPENDITURES AND ENCUMBRANCES Year to Date for the Period Current Fiscal Year Percent of July 1 - April 30 July 1 - April 30 Percentage Unencumbered Revised Budget Expenditures 2006-2007 2007-2008 of Change Balance Appropriations Obligated General Government $ 10,162,018 $ 11.194,915 10.2 % $ 2,395,254 $ 13,590,169 82.4% Judicial Administration 6,106,946 6,553,096 7.3 % 1,549,949 8,103,045 80.9% Public Safety 50,250,364 53,682,667 6.8 % 8,588,048 62,270,715 86.2% Public Works 20,110,526 20,577,975 2.3 % 5,718,897 26,296,872 78.3% Health and Welfare 28,716,001 33,851,317 17.9 % 8,952,975 42,804,292 79.1% Parks, Recreation and Cultural 8,811,461 9,420,118 6.9 % 2,219,951 11,640,069 80.9% Community Development 5,168,867 5,525,883 6.9 % 865,350 6,391,233 86.5% Transfer to Debt Service Fund 18,963,990 18,770,483 -1.0 % 280,579 19,051,062 98.5% Transfer to School Fund 49,129,415 52,248,606 6.3 % 10,231,105 62,479,711 83.6% Nondepartmental 7,478,274 5,982,984 -20.0 % 3,140,471 9,123,455 65.6% Total $ 204,897,862 $ 217,808,044 6.3 % $ 43,942,579 $ 261,750,623 83.2% CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE Year to Date for the Period July 1 - April 30 July 1 - April 30 Percentage Revenue Source 2006-2007 2007-2008 of Change General Property Taxes $ 89,535,052 $ 94,349,919 5.4 % Other Local Taxes 52,851,004 54,534,656 3.2 % Permits, Fees and Licenses 959,048 1,278,278 33.3 % Fines and Forfeitures 1,369,646 1,370,477 0.1 % Revenue from Use of Money and Property 1,414,793 894,747 -368 % Grants-in-Aid Commonwealth 40,122,325 45,304,795 12.9 % Grants-in-Aid Federal Government 0.0 % Charges for Services 7,162,849 6,786,857 -5.2 % Internal Services 2,326,992 2,366,354 1.7 % Miscellaneous Revenue 528,702 598,781 13.3 % Total $ 196,270,411 $ 207,484,864 5.7 % Current Fiscal Year Percent of Revised Revenue Revenue Estimate Estimates Received $ 96,801,000 97.5% 74,210,000 73.5% 1,224,000 104.4% 1,367,000 100.3% 872,000 .102.6% 72,197,052 62.8% 38,000 0.0% 8,481,000 80.0% 2,888,541 81.9% 731,000 81.9% $ 258,809,593 80.2% CITY OF ROANOKE, VIRGINIA CIVIC FACILITIES FUND COMPARATIVE INCOME STATEMENT FOR THE TEN MONTHS ENDED APRIL 30, 2008 FY 2008 FY 2007 Operating Revenues Rentals $ 758,639 $ 499,620 Event Expenses 215,450 184,773 Display Advertising 16,668 85,503 Admissions Tax 333,443 254,858 Electrical Fees 24,063 17,498 Novelty Fees 74,493 38,965 Facility Surcharge 241,920 197,226 Charge Card Fees 83,767 47,901 Commissions 68,615 40,303 Catering/Concessions 170,591 645,755 Other 535 425 Total Operating Revenues 1,988,184 2,012,827 Operating Expenses Personal Services 1,647,156 1,701,591 Operating Expenses 1,345,986 1,501,640 Depreciation 726,499 444,852 Total Operating Expenses 3,719,641 3,648,083 Operating Loss (1,731,457) (1,635,256) Nonoperating Revenues/(Expenses) Interest on Investments 19,833 31,441 Transfer from General Fund 1 ,037,496 1,553,994 Transfer to Debt Service Fund (61,869) (63,369) Interest and Fiscal Charges (538,436) (78,222) Miscellaneous 1 ,459 72,466 Net Nonoperating Revenues 458,483 1,516,310 Net Loss $ (1,272,974) $ (118,946) 2 CITY OF ROANOKE, VIRGINIA PARKING FUND COMPARATIVE INCOME STATEMENT FOR THE TEN MONTHS ENDED APRIL 30, 2008 FY 2008 FY 2007 Operating Revenue.s Market Garage $ 293,379 $ 312,960 Elmwood Park Garage 424,166 421,964 Center in the Square Garage 230,184 198,928 Church Avenue Garage 553,101 510,577 Tower Garage 452,121 390,541 Gainsboro Garage 101,171 75,801 Williamson Lot 73,024 106,903 Higher Ed Center Lot 58,170 42,573 Market Lot 13,128 28,222 Elmwood Lot 62,219 69,790 Warehouse Row Lot 26,981 39,234 West ChurchlYMCA Lots 21,892 19,703 Total Operating Revenues 2,309,536 2,217,196 Operating Expenses Operating Expenses 878,378 852,754 Depreciation 564,941 551,124 Total Operating Expenses 1,443,319 1,403,878 Operating Income 866,217 813,318 Nonoperating Revenues/(Expenses) Interest on Investments 55,829 114,222 Miscellaneous 43,997 Transfer from General Fund 99,828 30,574 Interest and Fiscal Charges (205,642) (233,497) Net Nonoperating Expenses (49,985) (44,704) Net Income $ 816,232 $ 768,614 3 CITY OF ROANOKE, VIRGINIA MARKET BUILDING FUND COMPARATIVE INCOME STATEMENT FOR THE TEN MONTHS ENDED APRIL 30, 2008 FY 2008 FY 2007 Operating Revenues Retail Space Rental $ 215,666 $ 222,378 Total Operating Revenues 215,666 222,378 Operating Expenses Operating Expenses 211,676 233,252 Depreciation 78,499 78,327 Total Operating Expenses 290,175 311,579 Operating Loss (74,509) (89,201 ) Nonoperating Revenues Interest on Investments 22, 182 20,186 Transfer from Capital Projects Fund 148,917 274,300 Transfer from General Fund 18,070 17,500 Miscellaneous 1,668 Total Nonoperating Revenues 190,837 311,986 Net Income $ 116,328 $ 222,785 4 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED APRIL 30, 2008 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 APRIL 30, 2008. BALANCE AT MAR 31,2008 CONSOLIDATED FUNDS $118,792,686.73 RECEIPTS $38,108,016.41 BALANCE AT DISBURSEMENTS APR 30, 2008 $37,546,745.15 $119,353,957.99 BALANCE AT APR 30, 2007 $91,660,442.87 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 APRIL 30,2008. 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 $3,750,559.97 32,956.91 37,192,811.74 11,156,742.40 17,000,000.00 10,443,502.52 39,777,384.45 $119,353,957.99 MAY 15, 2008 5 CITY OF ROANOKE PENSION PLAN STATEMENT OF CHANGES IN PLAN NET ASSETS FOR THE TEN MONTHS ENDED APRIL 30, 2008 FY 2008 FY 2007 Additions: Employer Contributions $ 9,457,298 $ 8,730,496 Investment Income Net Appreciation (Depreciation) in Fair Value of Investments (16,742,842) 40,364,596 Interest and Dividend Income 10,428,960 10,071,765 Total Investment Income (Loss) (6,313,882) 50,436,361 Less Investment Expense 365,067 304,265 Net Investment Income (Loss) (6,678,949) 50,132,096 Total Additions (Deductions) $ 2,778,349 $ 58,862,592 Deductions Benefits Paid to Participants Administrative Expenses Total Deductions $ 20,720,144 ~05,714 21,025,858 $ 19,511,090 322,330 19,833,420 Net Increase (Decrease) (18,247,509) 39,029,172 Net Assets Held in Trust for Pension Benefits: Fund Balance July 1 Fund Balance April 30 378,571,495 $ 360,323,986 334,232,043 $ 373,261,215 6 CITY OF ROANOKE PENSION PLAN BALANCE SHEET APRIL 30, 2008 FY 2008 FY 2007 Assets Cash $ 630,864 $ 889,608 Investments, at Fair Value 361,801,183 374,395,525 Due from Other Funds 1,360 1,912 Total Assets $ 362,433,407 $ 375,287,045 Liabilities and Fund Balance Liabilities: Due to Other Funds Accounts Payable $ 2,109,421 $ 1,993,227 32,603 Total Liabilities 2,109,421 2,025,830 Fund Balance: Fund Balance, July 1 Net Gain (Loss) - Year to Date 378,571,495 (18,247,509) 334,232,043 39,029,172 360,323,986 373,261,215 Total Fund Balance $ 362,433,407 $ 375,287,045 Total Liabilities and Fund Balance 7