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Home My WebLink AboutCouncil Actions 01-05-09 LEA 38325-010509 ROANOKE CITY PUBLIC SCHOOLS Stfr.jng S,U(k:fit~" St;::mg- School~. 5tn;,ii;'; Uty_ ROANOKE CITY COUNCIL ROANOKE CITY SCHOOL BOARD REGULAR SESSION JANUARY 5, 2009 9:00 A.M. ROOM 159 AGENDA 1. Call to Order -- Roll Call. City Council - All Present School Board - All Present 2. Welcome and Opening Remarks: Mayor Bowers Chairman Carson 3. Items for Discussion: · Joint Services Committee Collaboration and Update · Joint Services Committee Memorandum of Understanding · Facilities Committee Update and Next Steps · Facilities Committee Memorandum of Understanding · William Fleming High School Construction Update and Next Steps 4. Comments by Council Members/School Board Trustees. 5. Adjourn. The School Board adjourned at 10:32 a.m. 1 At 10:32 A.M., THE COUNCil MEETING WAS RECESSED AND RECONVENED TO DISCUSS THE FOllOWING ITEMS: A communication from Council Member Gwendolyn W. Mason, Chair, City Council Personnel Committee, requesting that Council convene in a Closed Meeting to discuss the mid-year performance of two Council-Appointed Officers, pursuant to Section 2.2- 3711 (A)(1), Code of Virginia (1950), as amended. (7-0) A communication from the City Manager requesting that Council convene in a Closed Meeting to discuss disposition of publicly-owned property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711 (A)(3) , Code of Virginia (1950), as amended. (7-0) A communication from the City Attorney requesting that Council convene in a Closed Meeting for consultation with legal counsel on a specific legal matter requiring the provision of legal counsel, pursuant to Section 2.2-3711 (A)(7) , Code of Virginia (1950), as amended. (7-0) Although approved, the Closed Meetings requested by the City Manager and City Attorney were not held following the 2:00 p.m., session of the Council. ITEMS FOR DISCUSSION AT THE JOINT MEETING OF COUNCIL AND THE CITY PLANNING COMMISSION ON MONDAY, FEBRUARY 2,2009, AT 12:00 P.M. Items to be forwarded to the City Manager or City Clerk. ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRING DISCUSSION/CLARIFICATION AND ADDITIONS/DELETIONS TO THE 2:00 P.M. AGENDA. NONE. TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL. NONE. BRIEFINGS: · Roanoke River Flood Reduction/Greenway 40 minutes o Hamilton Terrace Section (15 minutes) o Midvale Avenue Walking Trails (20 minutes) o Wasena Dam Removal ( 5 minutes) · Sidewalk/Curb and Gutter Policy · Downtown Solid Waste Program . City Council Briefing Sessions Location · Valley Metro Operations (1 :02 p.m.) 15 minutes 30 minutes 30 minutes 40 minutes 2 THE COUNCIL METWITH CONGRESSMAN ROBERT W. GOODLATTEAT 12:24 P.M., IN ROOM 159, TO DISCUSS MATTERS OF MUTUAL INTEREST AND CONCERN. THE COUNCIL MEETING WAS RECESSED AND RECONVENED AT 1 :02 P.M., FOR CONTINUATION OF BRIEFINGS IN ROOM 159. 3 '/ ROANOKE CITY COUNCIL REGULAR SESSION JANUARY 5, 2009 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order--RolI Call. All Present. The Invocation was delivered by Pastor Harold Sumner, Roanoke Valley Christian Church. !\ The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. NOTICE: ry1eetings of Roanoke City Council are televised live on RVTV Channel 3. Today's Council meeting will be replayed on Channel 3 on Thursday, January 8 at 7:00 p.m., ~nd Saturday, January 10 at 4:00 p.m. Council meetings are offered with closed taptioning for the hearing impaired. 4 ANNOUNCEMENTS: THE PUBLIC IS ADVISED THAT MEMBERS OF COUNCIL RECEIVE THE CITY COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS, ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456, NOEL C. TAYLOR MUNICIPAL BUILDING, 215 CHURCH AVENUE, S. W., OR CALL 853-2541. THE CITY CLERK'S OFFICE PROVIDES THE MAJORITY OF THE CITY COUNCIL AGENDA ON THE INTERNET FOR VIEWING AND RESEARCH PURPOSES. TO ACCESS AGENDA MATERIAL, GO TO THE CITY'S HOMEPAGE AT WWW.ROANOKEVA.GOV.CLlCKONTHESERVICEICON.CLlCK ON COUNCIL AGENDAS TO ACCESS THE APPROPRIATE AGENDA AND COUNCIL MEETING. IF ADOBE ACROBAT IS NOT AVAILABLE, A PROMPT WILL APPEAR TO DOWNLOAD PRIOR TO VIEWING AGENDA INFORMATION. NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. SPECIAL ASSISTANCE IS AVAILABLE FOR DISABLED PERSONS ADDRESSING CITY COUNCIL. EFFORTS WILL BE MADE TO PROVIDE ADAPTATIONS OR ACCOMMODATIONS BASED ON INDIVIDUAL NEEDS OF QUALIFIED INDIVIDUALS WITH DISABILITIES, PROVIDED THAT REASONABLE ADVANCE NOTIFICATION HAS BEEN RECEIVED BY THE CITY CLERK'S OFFICE. ALL PERSONS WISHING TO ADDRESS COUNCIL WILL BE REQUIRED TO CALL THE CITY CLERK'S OFFICE PRIOR TO THE MONDAY COUNCIL MEETING, OR REGISTER WITH THE STAFF ASSISTANT AT THE ENTRANCE TO THE COUNCIL CHAMBER PRIOR TO COMMENCEMENT OF THE COUNCIL MEETING. ONCE THE COUNCIL MEETING HAS CONVENED, THERE WILL BE NO FURTHER REGISTRATION OF SPEAKERS, EXCEPT FOR PUBLIC HEARING MATTERS. ON THE SAME AGENDA ITEM, ONE TO FOUR SPEAKERS WILL BE ALLOTTED FIVE MINUTES EACH; HOWEVER, IF THERE ARE MORE THAN FOUR SPEAKERS, EACH SPEAKER WILL BE ALLOTTED THREE MINUTES. ANY PERSON WHO IS INTERESTED IN SERVING ON A CITY COUNCIL APPOINTED AUTHORITY, BOARD, COMMISSION OR COMMITTEE IS REQUESTED TO CONTACT THE CITY CLERK'S OFFICE AT 853-2541, OR ACCESS THE CITY'S HOMEPAGE AT WWW.ROANOKEVA.GOV, TO OBTAIN AN APPLICATION. 5 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: Presentation of a resolution by Dr. James Sears, President and General Manager, Center in the Square, expressing appreciation to the City of Roanoke for its intent to pledge support to Center in the Square's Capital Campaign -- Igniting Dreams, Energizing Promises. Dr. Sears presented a copy of the resolution to the Mayor. 3. 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. Geoff Straughn, 1946 Bridle Lane, S. W., presented a copy of a map promoting tourism in the Roanoke Valley and requested support of his business venture. Mary C. Terry, 3408 Pittsfield Avenue, N.W., requested funding and support for the Southeast Rural Community Assistance Project. Dina Michel-Wiggins, 1006 Crescent Street, N. W., spoke about housing and police brutality. Rodney Ferguson, 2309 Ranch Road, N. W., expressed concern about the lack of notice regarding the closing of Valley Metro's Administrative Offices during the holiday season. 4. CONSENT AGENDA (APPROVED 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 Minutes of the regular meeting of the Council held on Tuesday, September 2, 2008. RECOMMENDED ACTION: Dispensed with the reading of the minutes and approved as recorded. C-2 A communication from the City Manager recommending adoption of the Calendar of Events for Budget Preparation Activities for Fiscal Year 2009-2010. RECOMMENDED ACTION: Concurred in the request. 6 C-3 Minutes of the Audit Committee meeting held on Monday, June 2, 2008. RECOMMENDED ACTION: Received and filed. C-4 Reports of qualification of William D. Poe as a member of the Board of Zoning Appeals for a term of three years ending December 31,2011; and Lora J. Katz as a member of the City Planning Commission for a term of four years commencing January 1,2009 ending December 31,2012. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA 5. PUBLIC HEARINGS: NONE. 6. PETITIONS AND COMMUNICATIONS: a. Presentation of the Roanoke Valley Convention and Visitors Bureau Fiscal Year 2007 - 2008 Annual Report. Dave Kjolhede, Executive Director, Spokesperson. (Sponsored by the City Manager.) Received and filed. b. A communication from the Clerk of Circuit Court requesting appropriation of funds for the implementation of a new case management scanning system; and a communication from the City Manager concurring in the request. Adopted Budget Ordinance No. 38325-010509. (7-0) 7. REPORTS OF CITY OFFICERS AND COMMENTS OF CITY MANAGER: a. CITY MANAGER: BRIEFINGS: NONE. ITEMS RECOMMENDED FOR ACTION: 1. Acceptance of the Bulletproof Vest Partnership grant reimbursement from the Department of Justice, Office of Justice Programs; and appropriation of funds. Adopted Resolution No. 38326-010509 and Budget Ordinance No. 38327-010509. (7-0) 7 2. Authorization to execute a revised agreement in order to continue the services of the Eligibility Worker stationed at the Roanoke Health District Office; and appropriation of funds. Adopted Resolution No. 38328-010509 and Budget Ordinance No. 38329-010509. (7-0) 3. Adoption of a Curb, Gutter, and Sidewalk Construction and Maintenance Policy. Adopted Resolution No. 38330-010509. (7-0) 4. Amendment of the City Code to incorporate requirements of State law to enable the City to better regulate the permit process for dealers in certain secondhand merchandise. Adopted Ordinance No. 38331-010509. (7-0) 5. Amendment of the City Code to eliminate the requirement for advertisement in the newspaper for a public hearing to adopt and/or amend any City Personnel Operating Procedure. Adopted Ordinance No. 38332-010509. (6-1, Mayor Bowers voting no.) 6. Appropriation of funds in connection with architectural and engineering services for renovations to the City Market Building. Adopted Budget Ordinance No. 38333 on first reading. (4-3, Council Members Nash, Price and Rosen voting no.) COMMENTS BY THE CITY MANAGER: The City Manager responded to comments made by Ms. Wiggins previously; and expressed appreciation to the Council for the extended holiday time off that was granted to City employees. She called attention to the number of fires recorded during the holiday season; and the rescheduled Council meeting from January 20 to January 22. b. DIRECTOR OF FINANCE: 1. General Reassessment FY2009-201 0 Briefing. Received and filed. 2. Appropriation of funds for self-insured liabilities. Adopted Budget Ordinance No. 38334-010509. (7-0) 8. REPORTS OF COMMITTEES: NONE. 8 9. UNFINISHED BUSINESS: NONE. 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: a. A resolution endorsing the creation of "Virginia's Rail Heritage Region". Adopted Resolution No. 38335-010509. (7-0) 11. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. NONE. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. Appointed John P. Carlin as a member of the Roanoke Arts Commission to fill the unexpired term of Amy M. Naff, ending June 30, 2010. Appointed Justin B. Biller to replace Mark K. Cathey as a member of the Board of Fire Appeals for term ending June 30, 2012. Appointed William A. West to replace James H. Smith as a member of the Youth Services Citizens Board for a term ending May 31, 2011. At 5:10 p.m., the Council meeting was declared in recess for a Closed Meeting to discuss the mid-year performance of a Council-Appointed Officer. NOTE: Although previously approved during the 9:00 a.m., informal work session, requests by the City Manager and City Attorney for a Closed Meeting was not held. At 6:35 p.m., the Council meeting reconvened. CERTIFICATION OF CLOSED MEETING. (7-0) 12. ADJOURN - 6:35 P.M. 9 ; t" ~. 'i' t t f t 1 .... , ,- .. ~ o ..... , .... . c "" ~ (it ~ ~ ~, ~ ~ ;: ....,; ~.= ~ ,~ ~ ~ .-""'" .. .. t" ~.. ~ S~ ~ ::!: 0 ~,. -~~'\1.. ~ t-i. ""'" (]j (!/ (") \U ~ ~ .~ <i1 ~;[~ .~ -- ~ ~ t..... "" 5. ~ ;:-:; ~ ~~~~. ~ ,"""" __ l....... ~ S' ~ ~~ ~l ~ <-, ~ ..' ~ .~ ...., .~ (;!J . k '::' :j" <.: I ~ .~ "t~" ~ ~ ~ ~ ~ ~ VI ~ID~ ~ s ~_ a_a ~ ~. ~~ ~ ~ ....,;; ;"'Ol, ~,~ ~ ~~, ~'. ~ c: ~ Q~ ~ ~~. .," P- "".. ,~"-: S i__, ~ ~ll!~ <:/ ~ (~, :?J (j ~ Q. Q ~ ~ ~ ~1 I.., ,~, 'l.: .......... --- ~ ~ ~ '~ ..... :-u ~ \;::. l3J ~. ?J <1' ;::: ~ C ~.- ~ ....... ~ ~ ~ ~ ~. .~ ~ ~. .S: {!J ~...', ~ ~ ..... ,~ ~ '~ ,Ql ... I~ Q ~. ~ (') ~ l:: ~ {'1 ::::: ~ ~ (!.~ I ..~ ~ t ...... f.!.\ ~.;..;;, Q. ~ ....... ". Roanoke RivE "^ '" ,;,.,...~_.. . .."'......,.,.0_ ._.,,__....,_'^""<"'__~ Current Construction F?ti~se Of~/j~d1J~dUCt;~~,;,:;. ".j c, ; Midvale Avenue Tract After Benphcut ConslructiQn' dJ Cil" ~ g: - 'lI s- ('l) (;J i~ .is: :t ~ s: CQ, . .~~ :;:.:~ ;~,;\2 ~ ('l) c" 81 6 ('l) ~ 0- "b ~ I.,.,. ~ CD. rn ~~ -. CD ~.~ 9!. o' CD:::s :too 0;:: .... CD.!;) ~iiJ Cil CD ~:::s ~ "<: a' :3 t, ~ i CIl ~ II) ~ 3 ::c ~ o ~ - Curb, Gutter, and Sidewalk Construction & Maintenance Policy January 5,2009 New Construction Requests: Aoolication Process: Citizen requests for new curb and sidewalk construction are made by submitting a New Construction Request Form to the Office of the City Engineer. Forms may be submitted in person, by mail or online through www.roanokeva.aov A request form is attached to this policy. Prioritization Review: Prioritization of requests for new curb, gutter, and sidewalk is established by multi-departmental review of the proposed project. The review is completed by an Evaluation Team that includes representatives of the Engineering Division, the Transportation Division, the Department of Planning, Building and Development, and the Department of Parks and Recreation. The Evaluation Team review is documented in an online workflow process. All applications are retained in the workflow system. Based upon a field review by the Evaluation Team a project application may be assigned a priority if construction will address one or more of the following issues: Safety Will the request correct or significantly improve a public safety issue? Access for the Disabled Will the project address a specific need for access by disabled persons? Drainage Will the request correct or significantly improve a drainage issue that results in structure flooding? Neighborhood Support Does the request carry broad written support by all affected households? Schools Is the request located within % mile of a school? Plan Relationship Is the request specifically noted in a Neighborhood Plan? Special Project Area Is the request located in a special project area such as a Rehabilitation District, Neighborhood Design District, Conservation Area or Enterprise Zone? Absent a priority issue, applications are ranked in chronological order. All applicants receive a letter advising them of the relative ranking of their request. These letters are generally sent within 60 days of the application submission. The letters are made part of the application file. Proiects not feasible: Occasionally projects cannot be constructed due physical obstructions, topographic conditions, environmental issues or hazards, inadequate right of way, exacerbation or creation of drainage issues, inadequate drainage outfalls, utility conflicts and land boundary disputes. When projects are deemed infeasible, the applicant is advised of that finding in writing. Desion Criteria: All projects are designed in conformance with adopted city standards for entrance widths, walkway widths, rights of ways, and ADA (American with Disabilities Act) accessibility. All projects are reviewed for conformance with the most current version of Complete Streets Policy, dated March 17, 2008. . Maintenance & Repair Requests . Maintenance priorities are focused on protecting the public from personal injury (deficient sidewalks) and property damage (deficient curb and gutter.) Top priority is assigned to sidewalks that: · pose a safety threat, (significant vertical deflections or severely broken and cracked sections,) . fail to provide handicap accessibility, or · are located in the Central Business District, near schools, or other areas that serve high volumes of pedestrians. Sidewalks that pose a personal injury threat will be immediately barricaded or temporarily patched until permanent repairs can be made. General maintenance needs are prioritized based upon the factors mentioned above. To maximize the efficiency of maintenance operations, multiple repairs within a two or three block area may be addressed at the same time even though the requests may not have been assigned the same priority for repair. This practice can cause requests to be addressed out of order; however, it is in the best interest of.the City to maximize maintenance efficiency. When addressing general maintenance needs, sidewalks take priority over curb and gutter unless the current curb and gutter creates a drainage problem that may potentially cause safety problems or could damage property. (curb and gutter that permits storm runoff from the right of way to erode private property.) Specific new construction or maintenance priorities identified by City Council may take precedence over project priorities established herein. Such overriding priorities shall be implemented by the City Manager's Office. /"'/'2-61 -------------- Date 9a1 ROANOKE I Citizen's Name: I Street Address and Zip Code: iCurb and Sidewalk: New Construction Request Form For repairs to existing curb, gutter and sidewalk contact: Transportation Division. 853-2676 215 OiURCH AVENUE, S.W. ROOM 350 PHONE: (540) 853-2731 FAX: (540) 853-1364 WWW.ROANOKtvA.GOV OFFICE OF THE CITY ENGINEER 1t. 'n( I\~\ I\! \ I Phone: I Type of Request: (check one or both) Curb____ SidewallL____ Location of Request: Please be as specific as possible; use street address where possible. (For example: 301 to 456 Main Street, SW, or Juniper Avenue between Aspen Street and Spruce Street) Note: When completing the following sections, please provide specific information that will best inform City staff regarding the Location of Request. Justification: Reason(s) for the curb and/or sidewalk request: Safety: Will new curb and/or sidewalk address a safety hazard? How? Drainage: Is this request to solve a drainage problem? If yes, describe the problem and any damages that may .be recurring as a result of drainage problems. Citizen/Neighborhood Support: Are other citizens around the Location of Request interested in curb and/or sidewalk? Please attach a list of names and addresses of citizens affected. How many are In support of the project? How many object? Additional Comments: The City's staff uses the following criteria to evaluate each citizen's Request Form: 1. Safety: Will the improvement correct a serious public safety hazard? Is curb/sidewalk the only way to correct the problem? 2. Drainage: Will the improvement correct a drainage problem? Will it cause a drainage problem? 3. Level of Resident/Neighborhood Support: Is every household affected in support of the project? Have you been contacted? Does the neighborhood organization, if there is one, support the project? 4. School For sidewalk only, is the location within Y2 mile of school? S. Inflll/Extension Is the project an extension of existing curb or sidewalk? 6. Relationship to an Existing Plan Is the improvement recommended by a City Council adopted plan such as Roanoke Vision or a neighborhood plan? 7. Special Projea Area Is the project located in a "special project area" such as a Conservation Area, Rehabilitation District, Neighborhood Design District, Enterprise Zone? ----------------------------------------------------------------------------------------------------------- Return Request Form to: Office of the City Engineer ATTN: Mr. KarJ D. Kleinhenz 215 Church Avenue, SW Room 350 Roanoke, VA 24011 Office Use ani : Date Received: Date Review Completed: Date of Follow-up: " , . F ROANOKE GOAL Solid Waste will be collected in the Central Business District so as to minimize the amount and length of time waste materials are placed on sidewalks for collection; to encourage .recycling and support business, residential and visitor activities downtown. 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J[J; -~' -.- '''''''I'T-'t':::::::-=r'''7':'~-:J Go - - j~ k-~ ,'~ .' r " I ~ J ~ J';\' C':-1ir f: rElt .- "b ] /.. ,,~ 1;1' J, _ 1 I' ~J~5 I!!ll J -~~~' -.a ~ 0 i j I') '.':I\~ I ~':: J(r , 1;-l~ ~ - I ~..u('" ilbl[ll1!!.' ~... t J{~~ '.~ -'_ - _ -, ~ S Boundaries NORTH Norfolk AVE 8E SOUTH Church AVE 8E E EAST Williamson RD 8E WEST Jefferson 8T 8E 'Market ST SE 'Salem AV SE 'Wall ST SE 'Campbell AV SE 'KirkAV SE 2 Weekly CBO Collection Schedule 1 CORE 2:30PM - 3: 15PM 3:15PM-5:15PM 1 5:00PM 6:00PM Monday 1 1 - Thru --------- ------1 6:00PM 8:00PM 1 Saturday ENTIRE 7:45PM-8:30PM 8:30PM-10:30PM : ENTIRE CaD ENTIRE caD AREA 1 Between Between 1TmJi)ii1 7 :OOam-9:00am Sunday 11 :OOpm Saturday 7:00am - 9:00am Satu rday & 7:00am Sunday 7:00am Sunday Sunday, CITY COUNCIL ADOPTED RATES o July 2003 o $100 per month -large businesses & restaurants o $60 per month - small businesses . 3 CBD Collection Costs vs Revenue Collection Costs for FY08 $364,550 Revenue for FY08 $96,259 4 Refuse & Recycling Tonnages REFUSE 176L09 Tons RECYCLING 259,08 Tons " o 5 Items That Can Be Serviced o "Wet" Trash (Food Waste) o General Trash o Recyclables Items That Cannot Be Serviced o Bulk Items (appliances, furniture, etc) o Grease Past Complaints 'Cans/Bags Placed Out Too Early 'Bulk Items, ex Coolers, Refrigerators, Carpet, etc 'Overstuffed Thin Plastic Bags 'Bags Not Secured 'Spillage (greaselfood) On Sidewalks 'Bagged Trash In Public Receptacles 'Smelly Food Waste Trash ~ .,~ Raw Chicken left in an open bag 6 7 Recent Efforts o Market Building 96 gallon Toters ( o Free 48 Gallon Toters Distribution to willing customers 8 Results...... Originally 134 96 gallon containers within the CBD area prior to August 2008. 16296 gallon Toter containers issued in the CBO area used for trash 5748 gallon Toter containers issued in the CBO area used for trash 28 Combination of 96 & 48 gallon Toter containers used for recycling in the CBO area 81 CBO Customer use plastic bags CODES Sec. 14.1-6. Rules and regulations The ,city manager shall be' authorized to promulgate rules and. regulations with respect to solid waste collection. l 9 Proposed Changes To Regulations 1. Non-Toter customers to use specified plastic bags only - 3 Mil Black Plastic Bags For Trash - Clear Plastic Bags For Recyclables 2. Toter customers to place and remove toters by certain hours -To Be Enforced By SWM Inspectors Sec. 14.1-24, Violation; civil penalty. Three (3) notices - (removed on or before 8:00am the day after) $25 for each violation after the third notice ~~ 3. 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" ' . ,;'L.:;p'\'9~.f' , ,'ji;~~.'(:~~o ~.)~~: ',' ""~~':"""~ ' ,.,.,>.,.,H;,.r>.,~~~;': ~,':;~ ;.;"1~\J,<~L~;\~:.ti.'-~.f??,-;;;.,;):iJ'-",: "/A '..-~' ',- ". , . HO,U 'V""r"" h, ."'~ :~<~,' .;,' ' :c,;t'<~2:,',:~. /. ' ",-.""," ~ i~~~f:~:~~r~~. ~~ ~ < 11- .r. V) '-- OJ -c 11- ~ " ,! :' :;i:;.~:':'(~:;"'''.'~r'~'~, ~. ' . ~ ,: ,O,.,,]t, ...0"" '..,..0<; "Q), ,'- 0, ,'i-',,' "}I'"~ lit') ~Jt: "\~'" >'.,~~(o~~ i':.~ . ~'::-.~' ." ,':;i<:g,.:~..," .~ "'(~~:;1*}L,:'i :<}~ :' : ;. .. ;....~ '/ \''''''.,' ~., '"j -::~ ' ,.\' '-~'" of"" ....., " ,~~~~",~~~~:t': , ',,-:t,,~,t ';-4": ~)." . _ M;". .... ~.' ~. :. t 'i"-" {\ .,~ ~ .., ...~ ,'1M"" CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S,W Noel C Taylor Municipal Building, Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 Council Members Shennan p, Lea Gwen W, Mason Alvin L Nash Anita J, Price Court G, Rosen David R Trinkle DAVIDA. BOWERS Mayor January 5, 2009 The Honorable Mayor and Members' of the Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: I wish to request a Closed Meeting to discuss the mid year performance of two Council-Appointed Officers, pursuant to Section 2.2-3711 (A) (1), Code of Virginia (1950), as amended. ~ Gwendolyn W. Mason, Chair City Council Personnel Committee GWM:ctw ~ "44Q./v-:lyJ 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: wwwxoanokeva,gov January 5, 2009 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request for closed meeting Dear Mayor Bowers and Council Members: This is to request that City Council convene a closed meeting to discuss the disposition of publicly-owned property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to 92.2-3711.A.3, Code of Virginia (1950), as amended. Respectfully submitted, Darlene L. Burcham City Manager DLB/lsc c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance ~.~~.j;~~~ CITY OF ROANOKE OFFICE OF CITY ATTORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE, VIRGINIA 24011-1595 WILLIAM M. HACKWORTH CITY AITORNEY 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 AITORNEYS January 5,2009 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request for closed meeting Dear Mayor Bowers and Council Members: This is to request that City Council convene a closed meeting for consultation with legal counsel on a specific legal matter requiring the provision of legal counsel, pursuant to 92.2- 3711.A.7, Code of Virginia (1950), as amended. With kindest personal regards, I am Sincere~ yours, {J~ k~~ William M. Hackworth City Attorney WMH:snj c: Darlene L. Burcham, City Manager Stephanie M. Moon, City Clerk L:\A TTORNEYIDATA ICLLC I ICCIClosed Meeting ReqllestslcollnslIlt with legal cOllnsel-2009,doc '~ r~:~. '-~-J,~ " CENTER IN THE SQUARE A RESOLUTION BY CENTER IN THE SQUARE EXPRESSING THANKS AND APPRECIATION TO THE CITY OF ROANOKE PRESENTED ON JANUARY 5, 2009 WHEREAS, the City of Roanoke is a five-time All-America City, one of America's Most Livable Communities, an . e-time top Digital City; and .,-/-7~, oke has been a driving force in maintaining the health of , owntown, strong neighborhoods, and quality service to its ~i~it2j;,S,;' and HI:RE:A~, t~~ City of Roanoke is dedicated to making downtown Roanoke a stro~g, vibraptilr~source for its citizens, and an attractive destination for tourists; and i,: ; / L WH~REA~~' t~'e City of Roanoke has been a dedicated supporter of Center in the Square since/:lts opening in 1983; and J l I / P )lVHERI:AS, ,Strong leadership has been shown by the City of Roanoke in difficult , /~CO~O~iC tirr;es to recognize Center in the Square's historic restoration and green / building projeclaS;;!ojm ortant investme ,./"',/ /' 'i~ H ..~ i~!~l}lJQ..Qlegge.~~eg~rt to Center ",.,----~-,.^'~" '.ses; a n q"",'~N'~ ~.~=^" .,.",".~.-.,-,,,~--.,,~ "'. ~""tll;~~~S';~th~~itY~Of-ROa noke.bas,exp ...~ mmm, ........ .. ..........,. ...... .. . ...... ". .... J ec~mltClL~LJP~~~J?~" Center in themSquare's'benefieiary-organi:ZCl!iQfl,~~~~cf~nceMm;eamofWestern.~.. . Vir inia and future beneficiary organization, the Harrison'Museum'of-African America ,,"Clltar , ./ NOWylrHEREFORE, B~/ T RESOLVED tha~ enter in he S'qoare7*WA4bebal of its Boar;' of Directors, staff and patrons does hereby tender to the City,lof Roanoke both it ppreciation for tt'!,e?' City of Roanoke's ~tmmitment to Igniting D,feams, Energizing romises- The Cal,paign for Center in tile Square, and recogni~~s the City for its iF if capital commitm~hts to the Harrison Mvseum of African Americ~h Culture and Science Museurh of Western Virginia;l~md 1 /;r/l ,W l'ER RESOLVED thaj:tenter in the Square hO?l~~S the City of Roanoke for its strong on lt~!t'~ an ;ivision for the future. if /1 .~~e()rgeJ:}.. Cartledge, Jr. mdhairmarlp'f theBQC3r~. James C. Sears, Ed.D. President & General Manager "";"" ~ u...,_......,~v',,.,.',:;;-..;:;:....: ......--..^'.mmuw.,=~.,._."" 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: wwwxoanokeva,gov January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Anita J. Price, Council Member Honorable Courtney G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Adoption of Calendar of Events for Budget Preparation Activities . for FY 2009-2010 Background: As in prior years, City Council has approved the Calendar of Events for Budget Preparation Activities for the upcoming fiscal year. The recommended Calendar of Events for FY 2009-2010 is attached. Recommended Actions: Approve the attached Calendar of Events for Budget Preparation Activities for FY 2009- 2010. Respectfully submitted, Darlene L. Burcham City Manager Attachment c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Sherman M. Stovall, Director of Management and Budget CM08-00206 COUNCIL CALENDAR OF EVENTS FOR BUDGET PREPARATION ACTIVITIES FISCAL YEAR 2009 - 2010 Date Budget Preparation Activities February 13, 2009 Financial Planning Work Session March 31 , 2009 Advertisement of real estate tax rate appear in newspapers April 20, 2009 Recommended budget presented to City Council at regularly scheduled meeting April 21 , 2008 Advertisements of public hearings on recommended budget April 30, 2009 Public hearings on recommended budget and tax rates at 7:00 p.m. May 7, and 8, 2009 Budget Study - 8:30 a.m. - 5:00 p.m. May 11, 2009 City Council adopts General Fund, School Fund, Proprietary Fund budgets and an Update to the HUD Consolidated Plan and approves an annual appropriation ordinance at 2:00 p.m. Note: Preliminary Financial Planning Work Session held on December 15,2008. MINUTES OF ROANOKE CITY COUNCIL AUDIT COMMITTEE 1. CALL TO ORDER: June 2, 2008 The meeting of the Audit Committee of Roanoke City Council was called to order in the Emergency Operations Center (EOC Room) of the Noel C. Taylor Municipal Building at 11 :00 a.m. with Chairman, Sherman P. Lea, presiding. . The roll was called by Mrs. England Audit Committee Members Present: Audit Committee Members Absent: Others Present: Sherman P. Lea, Chair Beverly T. Fitzpatrick, Jr. ' Gwendolyn W. Mason Alvin L. Nash Mayor C. Nelson Harris David B. Trinkle, Vice-Chair Brian J. Wishneff Drew Harmon, Municipal Auditor William M. Hackworth, City Attorney Jesse A. Hall, Director of Finance Darlene Burcham, City Manager James Grigsby, Asst. City Manager/Operations R. Timothy Conner, Partner, KPMG LLP Peter j. Ragone, II, Senior Manager, KPMG LLP Ann Shawver, Deputy Director of Finance Melinda Mayo, Public Information Officer Stephanie Moon, City Clerk Debbie Noble, Senior Auditor Doris England, Administrative Assistant (2) Citizens (4) Members of the Media 2. APPROVAL OF MINUTES FROM FEBRUARY 4, 2008, MEETING Chairman Lea asked if there were any corrections or amendments to the minutes of the February 4, 2008, Audit Committee meeting. There were none. Ms. Mason moved and Mr. Nash seconded that the minutes be approved as l,r:80wtl22 :)3t1 &3, ~i(8TI AID Audit Committee Minutes - June 2, 2008 Page 2 distributed. A vote was taken and the motion carried. The minutes will be placed on the Consent Agenda for the next City Council meeting. 3. INTERNAL AUDIT REPORTS A. Private Branch Exchange (PBX) B. Purchasing Cards Chairman Lea ordered that items A and B be received and filed. There were no objections to the order. Chairman Lea recognized Mr. Harmon for comments. Mr. Harmon explained that the Private Branch Exchange is associated with the Department of Technology and provides telephone service for the Municipal Building as well as outlying departments such as Parks and Recreation. The system was installed in 2002, and this is the first time it has been audited. In general, the service and rates are good. Mr. Harmon stated that the issues raised were in terms of documenting procedures. There are two or three key people who primarily manage the system and do so very well, but given their tenure with the City and proximity of their possible retirement, as well as the complexity of what they do, it is felt their procedures should be documented. Secondly, in checking the contract which was signed in 2002, it was noted that the City had been paying some overcharges. The Department of Technology will be refunded approximately $30,000 now, and we have avoided future payments of another $20,000 to $30,000. Ms. Mason asked if the City had an established policy and procedure on the usage of telephones by employees. Mr. Harmon stated the City has Administrative Procedures on Lotus Notes, which is available to employees, and there is a communications section which describes the appropriate use of telephones. Ms. Burcham stated that every City employee, upon being hired, is required to sign an agreement that verifies he or she has seen and agrees to abide by the guidelines of telephone/computer/electronic usage. She stated that, regrettably, there have been a few occasions in which employees were disciplined for telephone or computer abuse. Chairman Lea recognized Mr. Harmon for comments on the Purchasing Cards audit. Mr. Harmon stated this was an annual audit. In prior years, the audit was performed on procedures in place for the City overall, including programs in place through Purchasing and the records received in Finance. This particular audit focused on the department level, on who was using the p-card, and any increased level of expenditure over the years. The two departments selected for the audit were Civic Facilities and Human Resources. Approximately 500 transactions were examined, receipts were verified, and the purchases were checked for appropriateness. A sample of purchases was traced to the actual items/models in use by the departments. This process Audit Committee Minutes - June 2, 2008 Page 3 checked for the risk of purchasing a higher end model and later exchanging it for a lower model at a lesser price. Everything was found to be in good shape; and only minor things, such as a missing signature, were noted and discussed with the departments. Chairman Lea asked if the committee could deduce from this audit that there was no wide-spread abuse of the usage of credit cards within the City. Mr. Harmon stated this audit was a good indicator although every department was not audited. Other departments have been audited such as the Fire Department and Fleet Management. Mr. Harmon stated he feels good controls are in place. Purchasing looks for anything unusual, as in purchases or vendors; and Finance checks a sample monthly to verify that p-card statements are signed by the department managers. Mr. Nash asked if the p-card transactions can be tracked one hundred percent. Mr. Harmon replied that he believes it provides a good paper trail. Data can be examined in the online banking system to provide the, person making the purchase, where it is bought, and a description is supposed to be provided to indicate what the purchase is for. Ms. Mason asked if Mr. Harmon could envision any circumstance wherein he would recommend not using the purchasing cards. Mr. Harmon stated that p- cards are widely used by both public and private agencies. They are used by all levels of government and have proven to be very efficient. He continued that he could not see any reason not to use them as a tool for procurement. He stated there was no more risk involved in using pu rchasing cards than there is in using requisitions. Going back to requisitions would create a volume of paper work that would take longer to go through the system, and he stated he could not foresee p-cards being eliminated as a tool for procurement. Ms. Mason asked if the City received rebates for using the credit cards. Ms. Burcham stated the City received just under $100,000 last year in rebates. Ms. Burcham informed the committee that Roanoke was one of the last jurisdictions in this area to adopt the purchasing card program. It was seen as a way to add efficiency to the organization. She stated that some notoriety had been given as to the number of cards issued; but as the report notes, the vendor has made a requirement that each person using a card has that card issued to him or her. Prior to this, a card was issued to a department or division. Ms. Burcham stated that from an audit standpoint, she felt the current requirement would be better in that it identifies the individual purchaser. She added that any person who is issued a p-card has to acknowledge receipt and responsibilities they have as a user of that credit card. The City has the ability, with that documentation, to address any infractions if they occur. There are multiple signatures and reviews of the p-card transactions, and Ms. Burcham stated she believes the use of the cards has improved efficiency and effectiveness and allowed employees to get the items they need to get the job done qu ickly. Audit Committee Minutes - June 2, 2008 Page 4 4. UNFINISHED BUSINESS There was no unfinished business to come before the committee. 5. NEW BUSINESS A. KPMG External Auditors - General Audit Plan for Fiscal Year Ending June 30, 2008 B. Letter from Auditor of Public Accounts Chairman Lea ordered that item A be received and filed. There were no objections to the order. Chairman Lea recognized Mr. Timothy Conner of KPMG for comments. Mr. Conner distributed a shorter version of the General Audit Plan to go over with the committee members. He reviewed the members of the Engagement Team listed in the plan and introduced his associate, Pete Ragone, who will return as the audit engagement manager. The four entities to be audited include the following: . City of Roanoke, Virginia . School Board of the City of Roanoke . Greater Roanoke Transit Company (GRTC) - Transit Operations . City of Roanoke Pension Plan Mr. Conner reviewed the reports that would be issued to each entity. He noted this would be the second year of reporting on Applying Agreed-upon Procedures on Sheriff's Internal Controls, which is required by the Auditor of Public Accounts (APA). Mr. Conner also stated that the Municipal Auditing Department would be assisting in that area. Mr. Conner went over the Engagement Timetable stating that planning and interim fieldwork would take place during the May to July timeframe. This is also when the single audit testwork will be done. Final audit fieldwork is scheduled to take place from mid September through October with reporting and letters by the end of November. Mr. Conner noted that planning meetings had already taken place in April with the Finance Department which included representatives from the School Board. He stated that KPMG had met with Mr. Baker, who is with the Schools, on May 28 for a planning debriefing. Mr. Conner introduced Pete Ragone to give an overview of the audit approach and the single audit approach. Mr. Ragone went over the four steps of the audit approach, which are listed below. Audit Committee Minutes - June 2, 2008 Page 5 ( . Planning . Control Evaluation . Substantive Testing . Completion Mr. Ragone referred committee members to page seven of the Audit Plan and reviewed the programs anticipated for A-1 33 Single Audit. These are tested for Federal expenditures and include the following: . Child Nutrition . Food Stam ps . Federal Transit Capital and Operating Grants (GRTC) . Workforce Investment Act (WIA) . Adoption Assistance . To Be Determined (TBD) - more programs may also have to be audited Mr. Conner referred committee members to the new GASB Pronouncements that are effective for FY08. Statement No. 45, Accounting and Financial Reporting by Employers for Postemployment Benefits other than Pensions (OPEB), is of most significance for the City. Mr. Conner stated the other pronouncements have minimal effect, are non-applicable, or just involve disclosure requirements. There is a new Statement on Auditing Standards (SAS) 114, which is The Auditor's Communication With Those Charged With Governance. Mr. Conner stated this will have more impact on those auditors who have not been meeting with the governing body or had end-of-year meetings, such as this one today. It is a requ irement for the auditors to communicate with the governing body. The City will not see much difference; there may be a few more topics included in the required communications letter. Mr. Conner stated the Impacts of Recent Illiquid Credit Conditions is not as relevant here at the City of Roanoke as in other localities outside Virginia where obscure or hard-to-value investments were made. However, he stated KPMG is observant for any concerns regarding the City's investments and cash. Mr. Conner stated that the Annual Determination of Component Units determines if there are any component units to be included with the City's audit. City of Roanoke and Related Entities Audit Assistance refers to the management personnel assistance that is needed for KPMG to perform the audit. Mr. Conner stated that Municipal Auditing staff members assist with the Sheriff's office with both APA procedures as well as internal control. There is also quite an extensive Schedules Prepared by Client listing, which is attached to the plan. Mr. Conner stated this was indicative of the Audit Committee Minutes - June 2, 2008 Page 6 coordination that is required to pull together the supporting schedules and facilitate the audit process. Mr. Conner stated that KPMG would welcome the Audit Committee's suggestions for any areas of audit emphasis. He then asked for any questions the Audit Committee members might have. Chairman Lea thanked Mr. Conner and Mr. Ragone for their presentation and asked for any questions or comments from the committee. There were none. Mr. Harmon stated that it is required by state law that the auditors meet with the governing body which is being audited. This occurs at the City of Roanoke twice a year, when the audit plan is presented and again when the audit report is issued; and there may be a third meeting within the year. Mr. Harmon stated this gives the Audit Committee members an opportunity to ask questions. He encouraged the members to contact Mr. Conner or Mr. Ragone with concerns or questions they might have at any time. Chairman Lea ordered that item 8, the letter from the Auditor of Public Accounts, be received and filed. There were no objections to the order. Chairman Lea recognized Mr. Harmon for comments. Mr. Harmon stated the Auditor of Public Accounts performs certain procedures of the audit function in regards to constitutional officers. This is a letter stating that Commonwealth collections and remittances have been reviewed. The results of their tests found the constitutional officers complied, in all material respects, with state laws, regulations and other procedures relating to the receipt, disbursement and custody of state funds, with only one exception. This finding was due to the delayed remitting of fees by the Sheriff to the City Treasurer. Mr. Harmon stated this was a fee that is rarely collected, and the delay in remitting the fee has been addressed. Mr. Nash asked if the City receives a copy of the constitutional officers' audit reports. Mr. Harmon stated that Municipal Auditing does not receive a copy as part of the APA's process, but the department could request it. Mr. Nash stated he would like to view the report, and Mr. Harmon replied he would obtain a copy. 6. OTHER BUSINESS A. Clerk of Circuit Court Audit - City's Portion Chairman Lea recognized Mr. Harmon for comments on the Clerk of the Circuit Court audit. Mr. Harmon stated this report was done annually; Municipal Auditing has an agreement with the APA to perform half the audit and the APA performs the other half. Mr. Harmon stated that, in past years, the department Audit Committee Minutes - June 2, 2008 Page 7 has presented a written report to the Audit Committee; but it is really only certain parts of the audit program, which examine deeds, wills, and trusts, that are completed. Therefore, it is not enough on which to form an opinion. Instead of presenting a written report, Mr. Harmon stated he wished to inform the Audit Committee that Municipal Auditing has completed its portion of the audit and has given its report to the APA. Mr. Harmon will bring the letter from the APA before the committee when it is issued upon completion of the audit. Mr. Harmon informed the committee members that the City Treasurer's office has achieved accreditation this year, an accomplishment of which to be proud. 7. ADJOURNMENT There being no further business, the meeting was adjourned at 11 :43 a.m. ~ ;AI..- Sherman P. Lea, Chair 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 T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clel'k January 6, 2009 Rebecca J. Cockram, Secretary Board of Zoning Appeals Roanoke, Virginia Dear Ms. Cockram: ~ This is to advise you that William D. Poe has qualified as a member of the Board of Zoning Appeals, for a term ending December 31,2011. " Sincerely, ~rn. h10U>0 Stephanie M. Moon, CMC l City Clerk SMM:ew pc: Joyce S. Johnson, Administrative Assistant IV Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, William D. Poe, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Board of Zoning Appeals, for a term of three years ending December 31, 2011, according to the best of my ability (So help me God). v~v~ Subscribed and sworn to before me this ~~y of & 2008. BREN/1 HAMILTON, CLERK OF THE CIRCUIT COURT BY~ '" tllClERK K:loath and leaving serviceIBoard of Zoning AppealslWilliam 0, Poe reapt oath let 12 31 20 II ,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: c1erk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk January 6, 2009 Martha P. Franklin, Secretary City Planning Commission Roanoke, Virginia Dear Ms. Franklin: .: This is to, advise you that Lora J. Katz has qualified as a member of the City Planning Commission, for a term ending Decel)1ber 31, 2012. " Sincerely, " 'd?n, t'nO~ Stephanie M. Moon, CMC ' I ,City Clerk SNH:ew pc: Joyce S. Johnson, Administrative Assistant IV Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Lara J. Katz, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the City Planning Commission, for a fou r-year term commencing January 1, 2009 and ending December 31, 2012, according to the best of my ability (So help me God). Subscribed and sworn to before me this~g~nday of1ecQ.JJ\~e( 2008. ~-~- BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT B , CLERK K:\oath and leaving service\City Planning Commission\Lora J Katz oath let 1231 2012,doc ,." ,.' - I' i 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 January 5, 2009 The Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: I would like to sponsor a request from David Kjolhede, Executive Director of the Roanoke Valley Convention and Visitors Bureau, to provide City Council its FY 2007-2008 Annual Report. Respectfully submitted, Darlene L. Bu City Manager DLB:jb c: City Clerk City Attorney Director of Finance ,(' , , , On January 5,2008, our Executive Director, Dave Kjolhede, is scheduled to give a ' , presentationto R'oanoke City Councilon the~Roanoke Valley Convention & Visitors ' , I , Bureau's Annual Report for FY 200712008, Enclosed please find twelve copies of th is \ report' , ' " . ~ , ) , \ (, .. \ ,r ,\ I ' " Ii , I /' , \ ,/ ~ , ',' I ,December11,2008 /, '\ , \ . ,/.' ) -, , ,I. ,\ ' " Ms, Stephaniei\JtMoon, CMC Cit,YClerk ' City of Roanoke' " ' , ' " 215 Cl:mrch Avenue SW,Room 456, 'Roanoke,VA 24011 " ;' /, ' I: ,,( . 0 , I Dear'Ms:' Mo'm1: -, ( " . (I ~ , I , ' " I ~ \ tne, \ 1 , "ROANOKE'",'" ' VALLEY of Virginia ," , I, . " I I \ , I; . I " \,' , , i \ "~ . .,. . Tfyou have any questions,or require~additiortal information, please do not hesitate to contact l11e, ' . ' ' " ' '"' \, ' ", / , rI~i"~:e(y: C\.," .., .' .: ) ~~'\k1'--1owuf ' . ' Heidi R M\,wry ~, \' "Executive Administrator- / I ',_ , \ " I "-, ," . .\, \ (, ./ .' \ ' , , 'J \' -~ ," ~, , . , ~ , ,",_. ,) " \ 1,"- \ ' ", .'~ 'I \ Roanoke Valley Convention & 'Visitors Bureau ' " 101 Shenandoah Av~nu:e, NE. Roanoke, Vi~ginia 24016~2b44 ~ 540-342-6025 .' 1'800:635~5535 . Fqx: 540-342-7119' , \ --- \ , r '\ ' , , \ .~. -I ,-c 1:-') r ',ro ?'::: . .. ~ IJ_' . r-:I, " 'n=; . (..0::1 ...... 1:J1 :0 ;::;;:: p. IS' J~ co "\,' I I' :, \.,' \, '- . \. '\ 1_., I : . www.visitr:oanokevw;om ',~ 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 January 7, 2009 CECELIA T WEBB Assistant Deputy City Clerk Ann H. Shawver Director of Finance Roanoke, Virginia Dear Ms. Shawver: I am attaching copy of Budget Ordinance No. 38325-010509 appropriating funds from the Commonwealth of Virginia Compensation Board Technology Trust Fund for,Supreme Court of Virginia fees for the implementation of a new case management scanning system in the Office of Circuit Court Clerk, and amending and reordaining certain sections of the 2008-2009 General Fund Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 5, 2009, and is in full force and effect upon its passage. Sincerely, ~o~~~ City Clerk - . SM M :ew Attachment pc: The Honorable Brenda S. Hamilton, Clerk of Circuit Court Darlene L. Burcham, City Manager , William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Management and Budget ~. IN THE COUNCIL OF THE CITY OF ROANOKE; VIRGINIA The 5th day of January, 2009. No. 38325-010509. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia Compensation Board Technology Trust Fund for Supreme Court of Virginia fees for the implementation of a new case management scanning system in the Office of Circuit Court Clerk, amending and reordaining certain sections of the 2008-2009 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 2008~2009 General Fund Appropriations be, and the same are~ hereby, amended and reordained to read and provide as follows: Appropriations Fees for Professional Services Revenues Clerk of Circuit Court 01-120-2111-2010 $ 58,250 01-11 0-1234-061 6 58,250 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ~~ tr). h--liJUn.J , City Cler~, / J, ~ OF CLERK OF CIRCUIT ' ~~\C COUIt O~ ~ Criminal: (540) 853-6723 Civil: (540) 853-6702 CIRCUIT COURT OF THE CITY OF ROANOKE TWENTY-THIRD JUDICIAL CIRCUIT OF VIRGINIA 315 Church Avenue, S.w. P.O, Box 2610 Roanoke, Virginia 24010 January 5, 2009 BRENDA S. HAMILTON CLERK Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Anitaj. Price, Council Member Honorable Court G, Rosen, Council Member Honorable David B, Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: CASE IMANGING SYSTEM Background: The Clerk of the Circuit Court is responsible, by statute, for the recordation of legal instruments, These instruments include: Land Records, Marriage Licenses, Financing Statements, Assumed Names, Wills and other Probate Records, and Law, Chancery and Criminal Orders, These Records must be maintained and be available to the Public. The Clerk is implementing a new case management scanning system, which will improve workflow, free up office space and increase office efficiency. Now all documents filed in each case would be scanned into the system, not just the Court Orders. Having all documents scanned at individual desks as they are indexed will insure document safety and integrity. The public and legal professionals who frequent the Clerk's Office would have PC viewing access, reducing the chance of theft, damage or misplacing of documents in the file, Additionally, with the file contents available on a PC, the need for leaving one's workstation to retrieve requested or needed files from the shelves would be eventually eliminated. Copies would be made at the workstations as well, eliminating retrieving and dismantling the paper files for copying, Currently, the Clerk's Office stores fifteen (15) years of files on-site. With the implementation of this system, future ended files could be sent off-site yearly, converting storage space into valuable workspace, Future back scanning of prior ended files would also increase the available workspace. This system is an expansion of services provided by the Supreme Court of Virginia, which operates and maintains the Clerk's Office case management and optical scanning systems. The Clerk's Office has utilized the Supreme Court of Virginia's system for all its case and records management needs since 1986, The cost of this new system is $58250. This includes equipment ($50250) and system start up (software and initial maintenance) cost ($8000), Honorable Mayor and Members of City Council January 5, 2009 Page 2 Considerations: The total cost for these items, $58,250, will be reimbursed with funding from the Technology Trust Fund of the Commonwealth of Virginia Compensation Board in FY 2009. Recommended Action: Adopt the accompanying budget ordinance to establish a revenue estimate in the General Fund in the amount of $58250 and appropriate the same amount to the following expenditure account in the Clerk of Circuit Court account Fees for Professional Services 01-120-2111-2010. ' BSH:jmh Respectfully submitted d;, a S. Hamilton of Circuit C: Darlene L. Burcham, City Manager Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Sherman M, Stovall, Director of Management & Budget 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 January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Case Imaging System - Clerk of Circuit Court I concur with the recommendation from Brenda S. Hamilton, Clerk of Circuit Court for the City of Roanoke, with respect to the subject reference above. I recommend that City Council adopt the accompanying budget ordinance to establish a revenue estimate in the amount of $58,250 and appropriate the same amount to an expenditure account. Respectfully submitted, oh~, f. Darlene L. Bur am City Manager DLB:jb c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance C008-00008 -f. 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 January 7, 2009 CECELIA T, WEBB Assistant Deputy City Clerk Ann H. Shawver Director of Finance Roanoke, Virginia Dear Ms. Shawver: I am attaching copy of Budget Ordinance No. 38327-010509 appropriating funds from the federal government for the Bulletproof Vest Partnership 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, January 5, 2009, and is in full force and effect upon its passage. Sincerely, ~+J~ tn'I)O~ Stephanie M. Moon, CMC City Clerk S M M: 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, Management and Budget A. L. Gaskins, Chief of Police q IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 5th day of January, 2009. No. 38327-010509_ AN ORDINANCE to appropriate funding from the federal government for the Bulletproof Vest Partnership 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 Wearing Apparel Revenues Bulletproof Vest Partnership Grant FY09 35-640-3425-2064 $ 10,813 35-640-3425-3425 10,813 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ~ I'h.OhD/MJ City ~IBr,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) 853c1145 E-mail: clerk@roanokeva,gov SHEILA N, HARTMAN, CMC Deputy City Clerk STEPHANIE M, MOON, CMC City Clerk CECELIA T WEBB Assistant Deputy City Clerk January 7, 2009 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38326-010509 authorizing acceptance of the Bulletproof Vest Partnership Grant made to the City of Roanoke by the Department of Justice, Office of Justice Programs, and authorizing execution of any,required documentation on behalf of the City. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 5,2009. Sincerely, ~~~n~~ ~~OYU City Clerk SM M :ew Attachment pc: Ann H. Shawver, Director of Finance William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Management and Budget A. L. Gaskins, Chief of Police CJlp IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 5th day of January, 2009. No. 38326-010509. A RESOLUTION authorizing acceptance ofthe Bulletproof Vest Partnership Grant made to the City of Roanoke by the Department of Justice, Office of Justice Programs, and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager is hereby authorized on behalf of the City to accept from the Department of Justice, Office of Justice Programs, the Bulletproof Vest Partnership Grant in the amount of$10,813.00, for reimbursement on the purchase of bulletproof vests, such grant being more particularly described in the letter of the City Manager to Council dated January 5,2009. 2. The City Manager is hereby authorized to execute and file, on behalfofthe City, any documents setting forth the conditions of the grant in a form approved by the City Attorney. 3. The City Manager is further directed to furnish such additional information as may be required by the Department of Justice, Office of Justice Programs, in connection with the acceptance ofthe foregoing grant. ATTEST: ~~~0' 10&W L:\ATTORNEY\DAT A\CLRVI \Tim\measures\ballistic vests grant OI0509,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 january 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Anitaj. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Bulletproof Vest Partnership Grant Background: The Bulletproof Vest Partnership Act of 2000 is a unique U.S. Department of justice initiative designed to provide a critical resource to state and local law enforcement. The grant program is managed by the Department of justice, Office of justice Programs, Bureau of justice Assistance. The program provides reimbursement funding for the purchase of approved bulletproof vests. On October 29, 2008, Roanoke was awarded $10,813 for reimbursement on the purchase of bulletproof vests. The vests to be acquired through this program are to be used for the replacement of patrolmen vests as they wear out. There is no match requirement. Recommended Action: Accept the Bulletproof Vest Partnership reimbursement of $10,813 from the Bureau of Justice Programs; and authorize the City Manager to execute the grant agreement and any related documents, subject to them being approved as to form by the City Attorney. Hanorable Mayar and Members af CityCauncil January 5, 2009 Page 2 Adapt the accampanyingbudget ardinance to. establish a revenue estimate in the amaunt of $10.,813 and to. appropriate the same amount for use an Police Department wearing apparel in an accaunt to. be established in the Grant Fund by the Directar af Finance. Respectfully submitted, DLB:gws c: Stephanie M. Maan, City Clerk William M. Hackwarth, City Attarney Ann H. Shawver, Directar af Finance R. Brian Tawnsend, Asst. City Manager far Cammunity Develapment Sherman M. Stovall, Directar af Management and Budget A. L. Gaskins, Chief af Palice CM08-00205 CITY OF ROANOKE OFFICE OFTHE 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 January 7, 2009 CECELlA T, WEBB Assistant Deputy City Clerk Ann H. Shawver Director of Finance Roanoke, Virginia Dear Ms. Shawver: I am attaching copy of Budget Ordinance No. 38329-010509 appropriating funds from the Commonwealth of Virginia for the Medicaid Eligibility Worker position, 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, January 5, 2009, and is in full force and effect upon its passage. Sincerely, h.tq1~ tn. fnnoow Stephanie M. Moon, CMC - ) City Clerk S M M: 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, Management and Budget Jane R. Conlin, Director, Human/Social Services ~ ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 5th day of January, 2009. No. 38329-010509. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia for the Medicaid Eligibility Worker position, 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 Health Insurance Dental Insurance Life Insurance Disability Insurance Revenues Eligibility Worker FY09 - State 35-630-5182-1002 35-630-5182-1105 35-630-5182-1115 35-630-5182-1120 35-630-5182-1125 35-630-5182-1126 35-630-5182-1130 35-630-5182-1131 35-630-5182-5182 $ 36,697 5,659 650 2,808 4,800 274 415 90 51,393 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: I (r) t' mb IIY\..) City ClerR', ), t 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 January 7, 2009 CECELIA T WEBB Assistant Deputy City Clerk Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38328-010509 authorizing the City Manager to continue the services of the Eligibility Worker stationed at the Health Department and to execute a revised agreement among the Roanoke City Department of Social Services, the Virginia Department of Health, and the Virginia Department of Social Services, 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, January 5, 2009. Sincerely, ~~ 117. mf>>y0 Stephanie M. Moon, CMC ) City Clerk SM M :ew Attachment pc: Virginia Department of Social Services, 7 N. Eighth Street, Richmond, Virginia 23219 Dr. Stephanie L. Harper, M.D., M.P.P., District Health Director, Roanoke City Health Department, 515 8th Street, S. W., Roanoke, Virginia Ann H. Shawver, Director of Finance William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Director, Management and Budget Jane R. Conlin, Director, Human/Social Services 1);L, IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 5th day of January, 2009. No. 38328-010509. A RESOLUTION authorizing the City Manager to continue the services ofthe EligIbility Worker stationed at the Health Department and to execute a revised agreement among the Roanoke City Department of Social Services, the Virginia Department of Health, and the Virginia Department of Social Services, upon certain terms and conditions. WHEREAS, Roanoke City Department of Social Services, the Virginia Department of Health, and the Virginia Department of Social Services entered into an agreement in 1994 to establish an Eligibility Worker position through the Department of Social Services to be placed at the Roanoke City Health Department to ensure that all citizens have an opportunity to apply for Medicaid, such agreement to be continued upon an annual basis upon mutual agreement of the parties; and WHEREAS, the parties to the 1994 agreement have agreed to certain revisions to it. THEREFORE, BE IT RESOLVED by the Council of the City o fRo anoke that the City Manager is authorized to execute a revised agreement, continuing the services of the Eligibility Worker stationed at the Health Department, upon such terms and conditions as are more fully set forth in the City Manager's letter dated January 5,2009, to City Council! ATTEST: M1~ /1). fYJPYu ! i City, Clerk K:\David\Council Work\R-EligibilityWorker I-09-09,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-Toanokeva,gov January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Funding for Outstationed Eligibility Worker Background: The City of Roanoke Department of Social Services and the Virginia Department of Health entered into an agreement in 1994 to establish an Eligibility Worker position through the Department of Social Services to be placed at the Virginia Department of Health dba Roanoke City Health District to ensure that all citizens have an opportunity to apply for Medicaid. The Agreement has undergone mJnor revisions and upon approval will remain in effect until modified by mutu,al consent or operation of law. (See Attachment A). The total cost of the position is $51,393. The Virginia Department of Social Services will reimburse 100% of total costs. Considerations: The Virginia Department of Health as Roanoke City Health District is satisfied with the results of having this position on location and wishes to continue the services of the eligibility worker placed at the Roanoke Health District Office. Honorable Mayor and Members of City C6lincil January 5, 2009 Page 2 Recommended Action: Authorize the City Manager to sign the revised agreement and to continue the services of the Eligibility Worker stationed at the Roanoke Health District Office in accordance with the revised agreement. Appropriate funding as outlined below in accounts to be established in the Grant Fund by the Director of Finance. Establish revenue estimate from the Commonwealth of Virginia' totaling $51,393. . Salary . City Retirement . ICMA Match . FICA . Health Ins. . Dental Ins. . Life Ins. . Disability Ins. DLB:tem $36,697 5,659 650 2,808 4,800 274 415 90 $51.393 Respectfully submitted, D~ City Manager c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, 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 CM08-0020 1 Outstationed Eligibility Worker (OEW) Contract Agreement between CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES and VIRGINIA DEPARTMENT OF HEALTH (DBA RC?ANOKE CITY HEALTH DISTRICT) And Virginia Department of Health And Virginia Department of Social Services (VDSS) ARTICLE I PURPOSE This Outstationed Eligibility Worker (OEW) Contract is entered into by the above parties to place Medical Assistance eligibility workers, hereafter referred to as Outstationed Eligibility Workers (OEWs), on site at VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). The use and functions of Outstationed Eligibility Workers shall be in keeping with the requirements for the establishment of outstation locations of Section 435.904 of the Code of Federal Regulations, 42 CFR, Part 430 to End as well as federal guidance from the Centers for Medicare and Medicaid. OEWs shall assist in the effective determination of Medical Assistance eligibility for patients of VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). This contract allows VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) and CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES to determine OEW staffing needs as volume and expansion of VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) Medical Assistance eligibility determination services require and to increase OEW staff accordingly. CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES caseload standards will be used as a guide to determi~e staffing needs. The OEWs placed at VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) will be employees of CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES. The OEW is to be entered into the LETS system and is to be included in random moment sampling (RMS). RMS,will be conducted by telephone. VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT)'S share of the OEW costs will be paid from non-federal funds. ARTICLE II FUNCTIONS TO BE PERFORMED BY OEWs Outstationed Eligibility Workers (OEWs) shall: A. Accept Medical Assistance applications and determine eligibility for individuals served by VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). 1. File Clearances - Inquiry into existing Medical Assistance eligibility files shall be the first step in determining Medical Assistance eligibility. a. Confidentialitv of File Information - Confidentiality of client information contained in existing files is to be protected from inappropriate use and access to eligibility files shall be limited to the OEW. Information secured from eligibility files shall be used in accordance with the release of information signed by the applicant. The release of information shall state the specific information the applic.9nt agrees to be released to VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). b. Information maintained by VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) personnel, which is necessary to determine eligibility, shall be available to the OEW and shall be used only for the purpose of determining eligibility. c. Information relative to eligibility or ineligibility shall only be shared by the OEW with VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) personnel in accordance with the release of information as signed by the applicant. ' 2. Medical Assistance Applications - VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) patients referred to OEWs shall have all the rights and privileges as any other applicant for Medical Assistance. VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) personnel will refer for Medical Assistance eligibility determinations all potentially eligible patients who meet the screening criteria as jointly established by VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) and CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES. A a. Eliqibilitv Criteria - Eligibility for Medical Assistance will be determined using all applicable federal and state rules, regulations and policies governing the population applying for medical assistance. 1) The Medical Assistance Eligibility Manual is available to each OEW online through the VDSS Local Agency Intranet. The OEW supervisor shall be supplied a copy of the Manual by CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES. It shall be the responsibility of the OEW supervisor to keep the Manual current with all revising Transmittals. 2) All forms necessary to process Medical Assistance applications shall be ordered by CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES through the usual procedures and made available to OEWs. b. Case Development - OEWs shall accept medical assistance applications and make determinations of eligibility or ineligibility for all applicants who are patients of VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). 1) The OEW shall process, make determinations of eligibility or ineligibility, and enroll approved applicants residing in CITY OF ROANOKE. 2) Applications from residents of other localities shall be treated as follows: ' a) Incomplete applications belonging to discharged patients from localities other than CITY OF ROANOKE, will be sent to the patient's locality of residence for completion. b) Applications for eligible residents of all other localities will be sent to the local department of social services where they currently reside for enrollment. 3) Medical Assistance eligibility must be determined in conformity with processing standards contained in Volume XIII (the Medical Assistance Eligibility Manual). Processing procedures for localities other than CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES shall not encumber or delay enrolling eligible cases forwarded by the OEW. B. Outstationed Eliqibilitv Workers - Orqanization 1. Caseload Standards - All CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES personnel assigned to OEW units shall be employees of CITY OF \ ROANOKE DEPARTMENT OF SOCIAL SERVICES but shall not count in the determinations of local staffing needs otherwise required by CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES. 2. Traininq -The OEW will be afforded the same opportunity for Medical Assistance training and technical assistance as other eligibility staff of CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES. , 3. Coveraqe - Maximum coverage of hours of service at VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT), including weekends and holidays, shall be provided through liberal use of existing rules governing flex time. Such coverage shall comply with CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES policies for work hours and compensation. 4. Performance Standards - Performance standards applicable to other CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES Medical Assistance workers shall be the performance standards applicable to OEWs. Performance evaluations and supervision of the OEW shall be the responsibility of CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES. 5. Job Classification and Benefits - OEWs shall be employed in the same personnel classification and be afforded the same benefits as any other local Medical Assistance' worker or supervisor working for CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES. 6. Relationships,- VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) financial and social work units, OEWs, and their employing agencies shall cooperate to the mutual benefit of all parties by sharing informational materials, conducting joint staff meetings, and providing each unit with periodic reports of work performed, referrals made, application approvals and costs of services. ARTICLE III FINANCIAL REPORTING A. CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES shall on a monthly basis enter 100% ofthe personnel costs for the OEW into the LASER system. B. CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES shall receive reimbursement for the federal share (approximately 48.5%) of the costs of the OEW as part of its regular monthly LASER reimbursement process. C. CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES shall on a monthly basis submit to VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) an invoice for the local (non-federal) share of the costs of the OEW. D. VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) shall reimburse CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES for the local (non-federal) share (approximately 51.5%) of the costs of the OEW. ARTICLE IV MAINTENANCE OF RECORDS Applications - Separate identification shall be maintained of all applications taken by OEWs. This information is to be maintained in CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES' data base developed for this purpose. ARTICLE V CASE ERROR LIABILITY When the case is transferred to the locality of residence, the receiving agency will review the case for accuracy and completeness. Upon acceptance, the case will be enrolled by the receiving agency. Any prior and future case error liability is assumed by the receiving agency. ARTICLE VI OFFICE SPACE/EQUIPMENT VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) will provide appropriate office space as required by the OEW. The office space provided must ensure the confidentiality of client information. VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) will provide secure record storage space and office equipment such as, but not limited to the following: Personal Computer (linked to CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES/DIS) - with locking device Printer ' Modem Wiring/Cable Jack, Telephone line (ISDN if applicable) Internet Access and ability to connect to CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES VPN Concentrator Desk with locking drawer Desk chair Calculator, telephone, bookshelf, office chairs, fax machine, Xerox machine and locking file cabinets The expenses associated with the equipment requirements will be the responsibility of VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). At the conclusion of this agreement, all equipment remains the property of VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). ARTICLE VII TERM OF AGREEMENT This Agreement shall begin upon signing by all appropriate parties and shall be in effect for a term of two years from the date of signing. This Agreement may be renewed upon written agreement of all parties for two (2) additional and successive one year periods, under the terms of the current agreement, and at a reasonable time (approximately 60 days) prior to the expiration. Notwithstanding the foregoing, this Agreement may be terminated as provided in Article VIII (Termination). ' ARTICLE VIII TERMINATION This Agreement may be terminated prior to expiration of the initial or any renewal term hereof: A. By mutual agreement of the parties; B. By any party, with or without cause, upon sixty (60) days written notice to the other. ARTICLE IX AVAILABILITY OF FUNDS The City and the Contractor agrees that the OEWs will be paid from the proceeds of Grant . No. 35-630-5180 which total Fifty-One Thousand and Three Hundred Ninety Three dollars ($51,393). The parties acknowledge and agree that they are bound to the terms of this Agreement only to the extent that federal, stat~, and local funds are available or hereafter may become available for the purpose of this Agreement. ARTICLE X NOTICES Any notice required or permitted by this agreement shall be sufficiently given if hand- delivered or if sent by registered or certified mail, postage prepaid, addressed or delivered as follows: If to the Local Department of Health: If to the Local Department of Social Services: If to the Virginia Department of Health: If to the Virgini~ Department of Social Services: District Health Director VIRGINIADEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) 5158 rH Street SW Roanoke VA 24016 Director CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES 1510 Williamson Road NE Roanoke VA 24012 Commissioner Virginia Department of Health 109 Governor Street Richmond VA 23219 Commissioner Virginia Department of Social Services 7 North 8th Street. Richmond, VA 23219 ARTICLE XI INTEGRATION AND MODIFICATION This Agreement constitutes the entire understanding of the parties as to the matter contained herein. No alteration, amendment or modification of this Agreement shall be effective unless in writing and signed by duly authorized representatives of VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT), CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES, the Virginia Department of Health and the Virginia Department of Social Services. Nothing in this Agreement shall be construed as authority for any party to make commitments, which bind the other beyond the terms of this Agreement. ARTICLE XII . SEVERABILITY If any provision of this Agreement is determined to be invalid or unenforceable for any reason, such determination shall not affect the validity of all other provisions that can be given effect without the invalid or unenforceable provision. ARTICLE XII' CAPTIONS Caption headings contained herein are used sole forthe convenience and shall not be deemed to limit or define the provisions of this Agreement. ARTICLE XIV WAIVER Any failure of a part to enforce that party's rights under any provision of this Agreement shall not be construed or act as a waiver of said party's subsequent right to enforce any of the provisions contained herein. ARTICLE XV RESPONSIBILITY To the extent permitted by the Virginia Tort Claims Act, VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT), and Virginia Department of Social 'Services shall be responsible for the negligent acts or omissions of the respective officers, agents and employees acting in the scope and course of their employment pursuant to this Agreement. CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES shall be responsible for the negligent acts or 'omissions of its officers, agents and employees acting in the scope and course of their employment pursuant to this Agreement. Nothing contained herein shall be deemed an express or implied waiver of the sovereign immunity of the Commonwealth of Virginia, Virginia Department of Social Services, or VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT). ARTICLE XVI NO THIRD PARTY BENEFICIARIES Except as specifically provided herein, this Agreement shall not confer any benefit or right upon any person other than VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT), CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES, the Virginia Department of Health and the Virginia Department of Social Services, and no third party shall be entitled to enforce any obligation, responsibilityof claim of either party to this Agreement, unless expressly provided otherwise. ARTICLE XVII GOVERNING LAW This Agreement shall be governed in all respects by the laws of the Commonwealth of Virginia, and any litigation with respect thereto shall be brought in the Circuit Court of the City of Roanoke Virginia, 315 Church Avenue SW, Roanoke VA 24011. SIGNATURE SHEET CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) Virginia Department of Health Virginia Department of Social Services I hereby agree to the terms and conditions of this agreement. . (Signature) Director CITY OF ROANOKE DEPARTMENT OF SOCIAL SERVICES (Date) (Signature) District Health Director VIRGINIA DEPARTMENT OF HEALTH (DBA ROANOKE CITY HEALTH DISTRICT) (Date) (Signature) Commissioner Virginia Department of Health (Date) (Signature) Commissioner Virginia Department of Social Services (Date) 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 STEPHANIE M, MOON, CMC City Clerk January 7, 2009 SHEILA N, HARTMAN, CMC Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Resolution No. 38330-010509 adopting and establishing a Curb, Gutter and Sidewalk Construction and Maintenance Policy for the City of Roanoke, effective January 5, 2009. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday,January 5, 2009. Sincerely, ~~~.~~ Stephanie M. Moon, CMC City Clerk SM M :ew Attach ment pc: Ann H. Shawver, Director of Finance William M. Hackworth, City Attorney James Grigsby, Assistant City Manager for Operations Robert K. Bengtson, PE, Director of Public Works Philip C. Schirmer, PE, LS, City Engineer Mark Jamison, Manager, Transportation Division ,.5) \rA ~ b'\' \It \ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 5th day of January, 2009. No. 38330-010509. A RESOLUTION adopting and establishing a Curb, Gutter and Sidewalk Construction and Maintenance Policy for the City of Roanoke; and providing for an effective date. WHEREAS, the City Council for the City of Roanoke requested that staff seek input from citizens on a curb and sidewalk program for both new construction and maintenance of curb, gutter and sidewalk in the City; WHEREAS, the proposed policy that resulted from such input provides for a multi- departmental staff evaluation committee to assign priority to project requests, such priority to be based upon issues such as safety, drainage, school access or other special project criteria; and WHEREAS, the proposed policy allows Transportation Division staff to prioritize requests for the repair and maintenance of curb, gutter and sidewalk in the City. THEREFORE, BE IT RESOLVED by the Council for the City of Roanoke as follows: 1. Council hereby adopts the Curb, Gutter and Sidewalk Construction and Maintenance Policy ("Policy") attached to the City Manager's letter dated January 5, 2009, to Council, such Policy to be in a form approved by the City Attorney. 2. The Policy will be in full force and effect on and after January 5, 2009. ATTEST: ~ !J;.~btN City Clerk...' .: - J -4175498.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 January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Curb, Gutter and Sidewalk New Construction and Maintenance Policy Background: On September 2, 2008, City staff briefed City Council on the current status of the curb and sidewalk program and recommended several changes. City Council directed staff to seek input from our citizens on the proposed changes in the curb and sidewalk program for both new construction and maintenance. Staff sent draft policy statements to all neighborhood leaders. The draft policy statements were also posted on the City's webpage and an opportunity was provided to submit comments by email. Twenty-four comments were received, with the majority of comments being requests for new construction or maintenance activities. Consideration: A new Curb, Gutter and Sidewalk Construction and Maintenance Policy is attached for the Council's consideration. The proposed policy provides for a multi-departmental staff evaluation committee to assign priority to project requests that address safety, drainage, school access or other special project criteria. The proposed maintenance policy allows Transportation Division staff the ability to prioritize requests for repairs and maintenance so that the most severe are addressed as a priority. .. Honorable Mayor and Members of City Council January 5, 2009 Page 2 Recommended Action: Adopt the attached Curb, Gutter and Sidewalk Construction and Maintenance Policy dated January 5, 2009. Respectfully submitted, Darlene L. B cham City Manager DLBjPCSjlmb Attachment c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance James Grigsby, Assistant City Manager for Operations Sherman M. Stovall, Director of Management and Budget Robert K. Bengtson, PE, Director of Public Works Philip C. Schirmer, PE, LS, City Engineer Mark Jamison, Manager, Transportation Division CM08-00209 Curb, Gutter, and Sidewalk Construction & Maintenance Policy Januqry 5, 2009 New Construction Requests: Application Process: , Citizen requests for new curb and sidewalk construction are made by submitting a New Construction Request Form to the Office of the City Engineer. Forms may be submitted in person, by mail or online through www.roanokeva.qov A request form is attached to this policy. Prioritization Review: Prioritization of requests for new curb, gutter, and sidewalk is established by multi-departmental review of the proposed project. The review is completed by an Evaluation Team that includes. representatives of the Engineering Division, the Transportation Division, the Department of Planning, Building and Development, and the Department of Parks and Recreation. The Evaluation Team review is documented in an online workflow process. All applications are retained in the workflow system. Based upon a fie~d review by the Evaluation Team a project application may be assigned a priority if construction will address one or more of the following issues: Safety Will the request correct or significantly improve a public safety issue? Access for the Disabled Will the project address a specific need for access by disabled persons? Drainage Will the request correct or significantly improve a drainage issue that results in structure flooding? Neighborhood Support Does the request carry broad written support by all affected households? Schools Is the request located within ~ mile of a school? Plan Relationship Is the request specifically noted in a Neighborhood Plan? Special Project Area Is the request located in a special project area such as a Rehabilitation District, Neighborhood Design District, Conservation Area or Enterprise Zone? Absent a priority issue, applications are ranked in chronological order. All applicants receive a letter advising them of the relative ranking of their request. These letters are generally sent within 60 days of the application submission. The letters are made part of the application file. ( Projects not feasible: Occasionally projects cannot be constructed due physical obstructions, topographic conditions, environmental issues or hazards, inadequate right of way, exacerbation or creation of drainage issues, inadequate drainage outfalls, utility conflicts and land boundary disputes. When projects are deemed infeasible, the applicant is advised of that finding in writing. Desiqn Criteria: All projects are designed in conformance with adopted city standards for entrance widths, walkway widths, rights of ways, and ADA (American with Disabilities Act) accessibility. All projects are reviewed for conformance with the most current version of Complete Streets Policy, dated March 17, 2008. Maintenance & Repair Requests Maintenance priorities are focused on protecting the public from personal injury (deficient sidewalks) and property damage (deficient curb and gutter.) Top priority is assigned to sidewalks that: · pose a safety threat, (significant vertical deflections or severely broken and cracked sections,) · fail to provide handicap accessibility, or · are located in the Central Business District, near schools, or other areas that serve high volumes of pedestrians. Sidewalks that pose a personal injury threat will be immediately barricaded or temporarily patched until permanent repairs can be made. General maintenance needs are prioritized based upon the factors mentioned above. To maximize the efficiency of maintenance operations, multiple repairs within a two or three block area may be addressed at the same time even though the requests may not have been assigned the same priority for repair. This practice can cause requests to be addressed out of order; however, it is in the best interest of the City to maximize maintenance efficiency. When addressing general maintenance needs, sidewalks take priority over curb and gutter unless the current curb and gutter creates a drainage problem that may potentially cause safety problems or could damage property. (curb and gutter that permits storm runoff from the right of way to erode private property.) Specific new construction or maintenance priorities identified by City CO,uncil may take precedence over project priorities established herein. Such overriding priorities shall be implemented by the City Manager's Office. ' -------------------------------------- Darlene L. Burcham, City Manager Date Curb and Sidewalk: New Construction Request Form 215 CHURCH AVENUE, 5,W, ROOM 350 PHONE: (540) 853-2731 FAX: (540) 853-1 364 WWW,ROANOKEVA,GOV OFFICE OF THE CITY ENGINEER illt, #l~~,f !'\: ;t ill II 1 1\ h\ I J _t For repairs to existing curb, gutter and sidewalk contact: Transportation Division - 853-2676 I Citizen's Name: Type of Request: {check one or both} Curb_____ Sidewal Street Address and Zip Code: Phone: Location of Request: Please be as specific as possible; use street address where possible, (For example: 301 to 456 Main Street, SW, or Juniper Avenue between Aspen Street and Spruce Str Note: When completing the following sectio staff regarding the Location of Reques rovide specific information that will best inform City Justification: Reason(s) for the curb and/or sidewa , or sidewalk address a safety hazard? How? Drainage: Is this request to solve a drainage problem? If yes, describe the problem and any damages that may be recurring as a result of drain~ge problems, Citizen/Neighborhood Support: Are other citizens around the Location of Request interested in curb and/or sidewalk? Please attach a list of names and addresses of citizens affected, How many are in support of the project? How many object? Additional Comments: 1. Safety: Will the'improvement correct a serious public safety h 2. Drainage: Will the improvement correct a drainage problem? Will 3. Level of Resident/Neighborhood Support: Is every household affected in support of the projec organization, if there is one, support the project? 4. School For side 5. Infill/ Is t st Form: The City's staff uses the following criteria to eva , Is curb/sidewalk the only way to correct the problem? you been contacted? Does the neighborhood 7. I project area" such as a Conservation Area, Rehabilitation District, Neighborhood 6. Return Request Form to: Office of the City Engineer ATTN: Mr. Karl D. Kleinhenz 21 5 Church Avenue, SW Room 350 Roanoke, VA 24011 Office Use ani Date Received: Date Review Completed: Date of Follow-up: CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva,gov STEPHANIE M, MOON, CMC City Clerk January 7, 2009 SHEILA N, HARTMAN, CMC Deputy City Clerk' CECELIA T WEBB Assistant Deputy City Clerk Darlene L. Bu rcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Ordinance No. 38331-010509 amending and reordaining Sections 29:.96 through 29-98, Article VIII, Dealers in Certain Secondhand Merchandise, Chapter 29, Special Sales and Services, Code of the City of Roanoke, Virginia (1979), as amended, and repealing Sectio'ns 29-99 and 29- 100, Article VIII, Dealers in Certain Secondhand Merchandise, Chapter 29, Special Sales and Services, Code of the City of Roanoke, Virginia (1979), as amended, in order to codify the process of obtaining a precious metals certificate with the City and to clarify what constitutes a fixed and permanent business location. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 5, 2009, and is in full force and effect upon its passage. Sincerely, U. ~ ~ tr;. rYJ~UW /S~~ie M. Moon, CMC / City Clerk SM M :ew Attachment Darlene L. Burcham January 7, 2009 Page 2 pc: Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32316 The Honorable Sherman A. Holland, Commissioner of the Revenue Ronald .S. Albright, Clerk, General District Cou rt 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 Ann H. Shawver, Director of Finance A. L. Gaskins, Chief of Police Sheila N. Hartman, CMC, Deputy City Clerk Cecelia T. Webb, Assistant Deputy City Clerk ~7 IN THE COUNCIL OF THE CITYOF ROANOKE, VIRGINIA The 5th day of January, 2009. No. 38331-010509. AN ORDINANCE amending and reordaining Sections 29-96 through 29-98 of Article VIII, Dealers in Certain Secondhand Merchandise, Chapter 29, Special Sales and Services, Code of the City of Roanoke, Virginia (1979), as amended, and repealing Sections 29-99 and 29-100, Article VIII, Dealers in Certain Secondhand Merchandise, Chapter 29, Special Sales and Services, Code of the City of Roanoke, Virginia (1979), as amended, in order to codify the process of obtaining a precious metals certificate with the City and to clarify what constitutes a fixed and permanent business location; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Code of the City of Roanoke (1979), as amended, is hereby amended and reordained revising SectIons 29-96 through 29-98, and repealing Sections 29-99 and 29-100, of Article VIII, Dealers in Certain Secondhand Merchandise, Chapter 29; Special Sales and Services to read and provide as follows: ARTICLE VIII. DK\LERS IN CERT}".IN SECONDHAND 1\lERCHf->LL~DISE PAWNBROKERS AND PRECIOUS METALS DEALERS See. 29 96. Requirement of register far dealers in eertam secondhand merchandise. Every person who is a dealer in or in the business ofpurchasing secondhand or used sil';Cf, siher plated, gold, gold plated or pewter flat'/lare, tableware or other similar household items, ',vatches and jewelry, guns and coins shall keep at his place of business a register in which he shall recDrd ','lith respect to each purchase of any of the furegoing items the following infurmation: (1) ,^.. complete and accurate description of the goods, articles or things purchased, including the number of items; 1 (2) The time and date of receiving the same; (3) The amount of money paid for the same; and (1) The name and complete and accurate address of the person selling the goods, articles or things 'vvhich infOrmation shall be taken from a valid driver's license or special identification card issued by the state division of motor vehicles, together v/ith a particular description of such person. 8ee. 29 97. j..eeess of lawenforecment officers to register. The register required to be maintained by section 29 96 of this article shall be open to inspection by any federal, state or locallav/ enfOrcement officer during business hours. See. 29 98. Examination of merehandise by law enforcement offieers. EYer)' person who is a dealer in or in the business ofpurehasing any ofthe items enumerated in section 29 96 of this article and every person in the employ of such person shall admit to his premises during business hours any federal, state or local law enfOrcement 0 fticer to examine any item purchased and to search fOr and to take into possession any article knov/n by him t6 be missing or Icno'vVn or believed by him to have been stolen. ' Scc. 29 99. Purehases from minors prohibited. No person who is a dealer in or in the business ofpurchasing any of the items enumerated in section 29 96 of this article shall purchase, buy or receive, directly or indirectly, any such items from any person under the age of eighteen (18) years of age. See. 29 100. Pcnakies. Violation of any provision of sections 29 96 through 29 99 of this article shall be a Class 2 misdemeanor punishable by a fine of not more than five hundred dollars ($500.00) or by imprisonment in jail fOr not more than six (6) months or by both such fine and imprisonment. Sec. 29-96. Pawnbrokers. Any person engaged in the business of a pawnbroker as defined in Section 54.1-4000 of the Code of Virginia within the City shall comply with all of the requirements set forth within Sections 54.1-4000 through 54.1-4014 of the Code of Virginia and shall be subject to the penalties established by Section 54.1-4014 of the Code of Virginia for any violation of such sections. . Sec. 29-97. Precious metals dealers. 2 Any person engaged in the business of a dealer of precious metals as defined in Section 54.1-4100 of the Code of Virginia within the City shall comply with all of the requirements set forth within Sections 54.1-4100 through 54.1-4111 of the Code of Virginia and shall be subject to the penalties established by Section 54.1-4110 of the Code of Virginia for any violation of such sections. Sec. 29-98. Definition of fIXed and permanent location. For the purposes of obtaining a precious metals permit in accordance with Section 54.1- 4108 of the Code of Virginia, a "fixed and permanent location" shall be defined as a location in the City owned by the dealer or a location where the dealer is a tenant of the fixed business location with a lease of a minimum duration of thirty (30) continuous days. 2. Pursuant to Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: A~hJ.OO)w . . . City Clerk. } K:\Tim\measures\Ordinance Amending Precious Metals 0 I 0509.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 January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Amendment of City Code, Article VIII, Dealers in Certain Secondhand Merchandise Background: Due to the rising costs of precious metals, gold in particular, the City has been requested to issue permits to secondhand gold dealers on a frequent basis. This has become problematic due to some of the ambiguities contained within our local ordinance. Sections 54.1-400 through 54.1-4014 of the Code of Virginia for pawnbrokers and Sections 54.1-4100 through 54.1-4111 of the Code of Virginia for precious metals dealers outline the registration process to these types of businesses. The proposed amendments to our City Code incorporate the requirements of the state law while better defining the meaning of a "fixed and permanent location." These amendments should enable the police department to better regulate the permit process. The authority of the City to act in the regulation and licensing of pawnbrokers is controlled by Sections 54.1-4000 through 54.1-4014 of the Code of Virginia. The authority of the city to act in the regulation and licensing of precious metals dealers is controlled by Sections 54.1-4100 through 54.1-4111 of the Code of Virginia. Honorable Mayor and Members of City Council January 5, 2009 Page 2 To be able to provide the best service to all involved, the police department proposes to revise and eliminate certain provisions to the City Code. These changes adopt all of the controlling language as written in the State Code, simplify the City Code, and provide. for the definition of a fixed and permanent location. Recommended Action: As permitted by the Code of Virginia, adopt an ordinance amending and reordaining the Code of the City of Roanoke (1 979), as amended, by revising Sections 29-96 through 29-98 and eliminating Sections 29-99 and 29-100. Respectfully submitted, Darlene L. B cham City Manager DLB:tlh/gws c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance R. Brian Townsend, Asst. City Manager for Community Development Sherman M. Stovall, Director of Management and Budget A. L. Gaskins, Chief of Police CM08-00208 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 T. WEBB Assistant Deputy City Clerk January 7, 2009 Darlene L. Burcham City Manager Roanoke, Virginia Dear Ms. Burcham: I am attaching copy of Ordinance No. 38332-010509 amending and reordaining Section 2-61, Rules and regulations of city manager, Division 1, Generally, Article IV, Personnel Management and Practices, Chapter 2 Administration, Code of the City of Roanoke, Virginia (1979), as amended, and Section 2-86, Adoption and amendment of rules, Division 2,Personnel and Employment Practices Commission, Article IV, Personnel Management and Practices, Chapter 2, Administration, Code of the City of Roanoke, Virginia (1979), as amended. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regu lar meeting held on Monday, January 5, 2009, and is in fu II force and effect upon its passage. Sincerely, ~~h). OO\DW Stephanie M. Moon, CMC - J City Clerk SM M :ew Attachment Darlene L. Burcham January 7, 2009 Page 2 pc: Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32316 The Honorable Sherman A. Holland, Commissioner of the Revenue The Honorable Evelyn W. Powers, City Treasurer The Honorable Brenda S. Hamilton, Clerk of Circuit Court The Honorable Donald S. Caldwell, Commonwealth's Attorney 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 Ann H. Shawver, Director of Finance James Grigsby, Assistant City Manager for Operations Keli M. Greer, Director, Human Resources Sheila N. Hartman, CMC, Deputy City Clerk Cecelia T. Webb, Assistant Deputy City Clerk cJh5 IN TfTP COlJNCIL OF THE CITY OF ROANOKE, VIRGINIA The 5th day of January, 2009. No. 38332-010509. AN ORDINANCE amending and reordainingSection 2-61, Rules and regulations of city manager, Division 1, Generallv, Article IV, Personnel Management and Practices, Chapter 2 Administration, of the Code of the City of Roanoke, Virginia (1979), as amended, and Section 2- 86, Adoption and amendment of rules, Division 2, Personnel and Employment Practices Commission, Article IV, Personnel Management and Practices, Chapter 2, Administration, of the Code of the City of Roanoke, Virginia (1979), as amended; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that: 1. Section 2-61, Rules and regulations of city manager, Division 1, Generally, Article IV, Personnel Management and Practices, Chapter 2, Administration, of the Code of the City of Roanoke, Virginia (1979), as amended, is hereby amended and reordained to read and provide as follows: Sec. 2-61 Rules and regulations of city manager. The city manager shall establish and promulgate such rules and regulations governing employment with the city as, from time to time, may be necessary or required to facilitate the operations of the city through its work force; provided, however, proposed rules and regulations, except in cases of emergencies, shall be presented to the commission for review, study and advice regarding the efficacy thereof: after ptlblie an open hearing to allow employees to comment on such proposed rules and regulations and within thirty (30) days after referral to the commission of such proposed rules. Notice for any such open hearing shall contain the date, time, and location of the open meeting, which notice shall be posted in a prominent public location at which notices are regularly posted and in the City Clerk's Office. A copy of the propos~d rules or regulations to be adopted or amended shall be made available to employees in both the City Clerk's Office and the Department of Human Resources. Rules and regulations promulgated as herein provided shall have the force and effect oflaw from and after the O-rules regulations OI0509.doc 1 date the same are duly authenticated in writing by the city manager. The authority of the city manager to authenticate such rules and regulations shall not be delegated. 2. Section 2-86, Adoption and amendment of rules, Division 2, Personnel and Employment Practices Commission, Article IV, Personnel Management and Practices, Chapter 2, Administration, of the Code of the City of Roanoke; Virginia (1979), as amended, is hereby amended and reordained to read and provide as follows: Sec. 2-86 Adoption and amendment of rules. (a) It shall be the duty of the commission to advise the city manager, after fffiblie an open hearing to allow employees to comment on the potential adoption and amendment of rules and regulations, and within thirty (30) days after referral to the commission, as to the adoption and amendment of such rules, practices and procedures, from time to time, to give effect to all provisions of the personnel management relations policy established by the city council and, in furtherance of such duty, to consider either such rules as may from time to time be suggested or recommended through the personnel management department, or as the commission shall consider necessary, to carry out the provisions of this article with respect to persons in the classified service. The commission shall consider the proposed rules with such modifications as it may deem advisable. Amendments to the rules may be considered from time to time after lffiblie a properly noticed and held open hearing as above provided set forth in Section 2-61. (b). The rules and amendments thereofso considered shall have, to the extent that they are consistent with the tenns of the Constitutions of the United States and ofthe Commonwealth of Virginia, the city Charter and the statutes of this commonwealth, the . . force oflaw when approved by the city manager. They shall provide for: (1) (2) (3) lists. (4) The administration ofthe classification plan and pay plan. (5) Methods ofpromotion and the application of service ratings thereto. (6) Probationary periods of employment. (7) Transfers of employees within the classification plan. (8) Hours of work. (9) Overtime pay. (10) The order and manner in which layoffs shall be effected. (11) Grievance hearings. (12) Such other matters as may be necessary to provide adequate and systematic handling of the personnel affairs 'of the city. The method ofho1ding competitive examinations. The method of certifying eligibles for appointment. The establishment, maintenance, consolidation and cancellation of eligible O-JUIes regulations qI0509.doc "/ ,(., , 2 3. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: City Clerk L:\A TTORNEYlDATA ICLR VJ I Tim ImeasureslO-rules regulations OJ 0509.doc O-JUles reguIationsOI0509.doc 'm'r-1 D&vv 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 January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Amendment to City Code - Rules and Regulations of the City Manager & Adoption and Amendment of Rules Background: The current wording of Sections 2-61 and 2-86 of the City Code pertaining to Rules and Regulations of the City Manager & Adoption and Amendment of Rules requires the administration to publish an advertisement in the newspaper in order to hold a "public hearing" to adopt and/or amend any City Personnel Operating Procedure (POP). Since these poliCies and procedures pertain only to employees of the City and not the public at large, it is proposed that these sections be amended to require only that notice be published to our employees and not the public at large. The intent of the proposed amendments is to ensure a formal means for employee comment and review during the policy development/amendment process, without requiring that the City incur the expense of publishing the notice in the newspaper. Honorable Mayor and Members of City Council January 5, 2009 Page 2 Recommended Action: Adopt an ordinance amending and reordaining the Code of the City of Roanoke (1979), as amended Sections 2-61 and 2-86 to delete the. requirement that a public hearing be conducted and to allow the City to provide notice to and the opportunity for a hearing just to its employees when amending the Rules and Regulations of the City Manager and the City's Personnel Operating Procedures. Respectfully submitted, ClJr~ Darlene L. Bu~cham City Manager DLB:cg Attachments c: Stephanie M. Moon, City Clerk William- M. Hackworth, City Attorney Ann H. Shawver, Director of Finance R. Brian Townsend, Assistant City Manager for Community Development James Grigsby, Assistant City Manager Keli M. Greer, Director of Human Resources CM08-00207 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 January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Funding Appropriation for City Market Building Renovation - Architectural and Engineering Services Background: City staff has completed the selection process for professional services related to the proposed renovation of the City Market Building. A selection committee that included Brian Townsend, Assistant City Manager for Community Development, Tom Carr, Director of Planning Building and Development, Lisa Soltis, Economic Development, Phil Schirmer, City Engineer, and Mark Clark of Southwest Restorations reviewed all submittals in response to the City's publicly advertised solicitation. Eleven firms submitted their qualifications to the City and five firms were selected for interviews by the Selection Committee. The firm of Cunningham + Quill Architects, PLLC of Washington, DC was selected by the committee as most qualified for the proposed work. An acceptable agreement has been negotiated with the selected firm and will provide for evaluation of the existing building systems including structure, mechanical, plumbing and electrical facilities currently in place. In addition, the selected firm will hold three public meetings to solicit ideas and input from our citizens, including the stakeholders. The citizen input will be used to develop three concepts for the proposed Market Building renovation. Order of magnitude cost estimates will be prepared for each concept. Based upon further public comment, the three concepts will be refined to a preferred Honorable Mayor and Members of City Council January 5, 2009 Page 2 concept. The consultant has prepared a project schedule that will produce a completed concept design for the facility by May 2009. The City Manager has authority, pursuant to the City Code, to sign the contract with the consultant when funding is available. Funding for the consultant services is available in the Economic and Community Development Reserve, but needs to be appropriated by Council to an account to be established in the Market Building Fund. Recommended Action: Appropriate funding in the amount of $160,000 from Economic and Community Development Reserve to an account to be established by the Director of Finance in the Market Building Fund entitled City Market Building Renovation. Respectfully submitted, Darlene L. Burcham City Manager DLB/PCS/lmb Attachment c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance James Grigsby, Assistant City Manager for Operations Sherman M. Stovall, Director of Management and Budget Robert K. Bengtson Director of Public Works Philip C. Schirmer, PE,LS, City Engineer Mark Jamison, Manager, Transportation Division CM08-00210 , . ' t1m~~-\,{ot Q~\J~~~ I~ '~ " / IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA AN ORDINANCE to appropriate funding from the Economic and Community Development Reserve for Architectural and Engineering Services at the City Market Building, amending and re-ordaining certain sections of the 2008-2009 General and Market Building 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 certain sections of the 2008-2009 General and Market Building Funds Appropriations be, and the same are hereby, amended as follows: Capital Projects Fund Appropriations . Transfer to Market Building Fund 08-530-9712-9504 Fund Balance Economic and Community Development Reserve 08-3365 $ 160,000 . (160,000) Market Buildin~ Fund Appropriations Appropriated from General Revenue 09-610-8137-9003 Revenues Transfer from Capital Projects Fund 09-110-1234-0959 160,000 160,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: City Clerk. CITY OF ROANOKE REAL ESTATE VALUATION 215 Church Avenue, SW., Room 250 Roanoke, Virginia 24011 SUSAN S. LOWER Director December 29, 2008 Telephone: (540) 853-2771 Facsimile: (540) 853-2796 Honorable Mayor David A. Bowers and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Councll: In accordance with the Code of Virginia regarding Ad Valorem taxation, the Office of Real Estate Valuation has completed the Annual General Reassessment for Fiscal Year 2009-2010. Change of Assessment notices are scheduled to be mailed to property owners January 5, 2009. The taxable real estate tax base increased approximately 1.78% due to this year's annual reassessment. This increase is subject to appeals and includes estimated new construction. Nearby localities also experienced increases in property values. Roanoke County assessments increased approximately 3.97% this year and in the City of Salem, values increased 1.3%. New construction in Roanoke is expected to total $72 million and will add another 1.08% to the assessments for fiscal year 2009 - 2010. Residential new construction is expected to total $22 million and commercial new construction is expected to total $50 million. last year's projections for new construction were $43 million for residential and $52 million for commercial, for a total of $95 million. Anticipated new construction for FY 10 is down 24% over the over the previous year. This percent of change is largely due to the slow down of the economy and the increase in building costs. Members of Roanoke City Council December 29, 2008 Page 2 Individual property assessments vary widely citywide as most residential property owners did not receive an increase. However, within both residential and commercial areas there are neighborhoods where market demand is still indicating growth, while some areas are indicating. essentially no growth and a pattern of stability. The most significant growth is in the commercial and multi-family sectors. If an owner has made significant improvements to a property during the year or if new information is discovered during our field process, that property owner may receive an increase greater than the aver~ge. Assessment appeals to Real Estate Valuation will be conducted from January 5 through February 2, 2009. I would be most happy to respond to inquiries you may receive from our citizens regarding the reassessment. I expect the Board of Equalization to begin hearings in March of 2009. The proposed FY 2009 - 2010 values will be adjusted for appeals, tax freez~s, tax abatements and other miscellaneous items. I have attached comparative information for assessment increases for a number of other localities, as well as the Department of Finance memo and the housing profile data for Roanoke. Should you need additional information or assistance with an assessment matter, please feel free to contact me. Respectfully submitted, ~OMOJ.d~ Susan S. Lower, SRA Director of Real Estate Valuation t'T,:D)Wd 0E]3(] 8~)< )j;Bl) ,UD Members of Roanoke City Council December 29, 2008 Page 3 Attachment(s) ~ c: The Honorable Sherman A. Holland, Commissioner of the Revenue The Honorable Evelyn W. Powers, City Treasurer Darlene L. Burcham, City Manager Ann H. Shawver, Director of Finance Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Drew Harmon, Municipal Auditor ,. INTEROFFICE MEMORANDUM To: Ann H. Shawver, Director of Finance cc: Sherman Stovall, Director of Management and Budget Sherman Holland, Commissioner of the Revenue From: 1)Vsusan S. Lower, Director of Real Estate Valuation Date: December 29, 2008 Subject: 2009- 2010 Real Estate Assessment Projections Listed below and attached hereto is the Real Estate Assessment projection for FY 2009 - 2010. Property values will increase .70% as a result of the general reasses~ment and another 1.08% from new construction activity. The total increase in the gross tax base proiected to Julv 1,2009 is 1.78%. Annual Reassessment Gross Taxable Value July 1, 2008 2009 Reassessment Increase Subtotal $6,691,835,100 $47,083,000 0.70% $6,738,918,100 $44,685,200 $27,828,200 $72,513,400 1.08% $6,811,431,500 1.'18% New Construction (Building Permits) New Construction (BP's from July - Dee; 2008) Estimated Additional New Construction (BP's Jan - June, 2009) Total Estimated New Construction (July - June) Total Estimated Gross Taxable Value July 1, 2009 Note that exempt property values are not included in these amounts. I anticipate the Board of Equalization will start hearing appeals in March of this year. Theabove analysis will be reviewed after appeals are completed and prior to the dates of the required public notification and public hearing on the tax rate. / '1 NEW CONSTRUCTION RESIDENTIAL COMMERCIAL Totals 2009 REASSESSMENT FY 08-09 $43,097,900 $52,200,800 $95,298,700 FY 09-10 $21,650,500 $50,862,900 $72,513,400 CERTIFIED VALUE (less new construction) RESIDENTIAL COMMERCIAL Totals 08/09 Beginning Land Book $4,622,130,400 $2,069,704,700 $6,691,835,100 09/1 0 Projected Reassessment . $4,636,397,200 $2,102,520,900 $6,738,918,100 %CHG -49.7% -2.56% -23.9% 0.31% 1.59% 0.70% Note - This does not include public service corporation properties assessed by the State Corporation Commission, railway properties assessed by .the State Department of Taxation, and exempt properties. REDUCTIONS TO GROSS VALUES CATEGORY Agricultural Land Use Elderly Tax Freeze Disabled Tax Freeze Leaseholds Rehabs FY 07-08 $5,492,300 $48,892,136 $12,790,221 $18,340,075 $69,998,590 FY 08-09 $5,552,800 $48,865,253 $13,297,169 nla $81,330,890 See the attached letter from the Commissioner of the Revenue to verify reductions. Reductions to FY 09-10 will be posted in July after the Land Book closes. Attachment(s) y CITY OF ROANOKE {f INTERDEPARTMENTAL COMMUNICATION TO: Jesse Hall, Director of Finance Sherman A. Hol1and~mmissioner of the Revenue FROM: DA TE: August 6, 2007 SUBJECT: 2007-08 Real Estate Assessed Value and Levy The total assessed value and levies for 2007-08 Land Books are as follows: Value Lm Original Book $ 6,347,768,500 $ 75,538,227.16 * Does not incIud~ elderly, disabled. agriculture and rehab tax freezes Elderly True Value $ 136,61~J,O,JO $ 1,625,758.62 Frozen Value 87,726,864 $ 1,043,942.12 Tax Loss $ 48,892,136 $ 581,816.50 Disabled True Value $ 37,605,600 $ 447,504.22 Frozen Value 24,815,379 295,300.64 Tax Loss $ 12,790,221 $- 152,203.58 Agriculture True Value $ 7,040,800 $ 83,785.46 Frozen Value 1,548,500 18,427.12 Tax Loss $ 5,492,300 $ 65,358.34 Rehabs True Value $ 129,105,200 $ 1,536,349.88 Frozen Value 59,106,610 703,031.66 Tax Loss $ 69,998,590 $ 833,318.22 Net Charge to the City Treasurer: $ 73,905,530.52 Copy to: Evelyn Powers, Treasurer Real Estate Valuation Office CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION TO: Ann Shawver, Direct~i,!""ce Shennan A. Holland, Commissioner of the Revenue FROM: DA TE: August 6, 2008 SUBJECT: 2008-09 Real Estate Assessed Value and Levy The total assessed value and levies for 2008-09 Land Books are as follows: Value ( l&yy Original Book $ 6,673,907,000 $ 79,419,275.96 * Does not include elderly, disabled, agriculture and rehab tax freezes Elderly True Value Frozen Value Tax Loss $ 139,136,800 90,271,547 $ 48,865,253 $ 1,655,720.84 $ 1,074,224.04 $ 58l,496.80 Disabled True Value Frozen Value Tax Loss $ 40,083,800 26,786,631 $ 13,297,169 $ 476,994.76 318,758.48 $ l58,236.28 Agriculture True Value Frozen Value Tax Loss $ 7,190,500 1,637,700 $ 5,552,800 $ $ 85,566.88 19,488.56 66,078.32 Rehabs True Value Frozen Value Tax Loss $ 146,726,600 65,395,710 $ 81,330,890 $ l, 746,044.36 778,206.80 $ 967,837.56 Net Charge to the City Treasurer: $ 77,645,627.00 Copy to: Evelyn Powers, Treasurer Real Estate Valuation Office September 10, 2008 CITY OF ROANOKE REAL ESTATE VALUATION 2008 HOUSING PROFILE (Includes Exempt Properties) Number Number Aaareaate Averaae Averaae ill!! Units Value Per Tvpe Per Unit SINGLE FAMILY GROSS 28,518 28,518 $3,743,626,200 $131,272 $131,272 CONDOMINIUM IMP 960 960 $161,945,000 $168,693 $168,693 CONDOMINIUM VACANT 75 75 $583,800 $7,784 $7,784 1,035 1,035 $162,528,800 TOWNHOUSE 249 249 $32,768,200 $131,599 $131,599 SFR SUe. TOTAL 29,802 29,802 $3,938,923,200 $132,170 $132,170 APARTMENT (Includes 37 508 9,781 $356,094,000 $700,972 $36,407 Public Housing Complexes) DUPLEX 938 1,876 $109,940,000 $117,207 $58,603 CONVERTED 1,750 3,983 $214,195,800 $122,398 $53,778 TOTAL 32,998 45,442 $4,619,153,000 $139,983 $101,649 ***PUBLlC HOUSING 37 1,172 $37,031,100 $1,000,841 $31,597 COMPLEXES (Included in Apartments) MOBILE HOME PARKS 15 15 $1,570,200 $104,680 $104,680 Assessed as Personal Property *** 37 Public Housing Complexes were verified by the Housing Authority. e:\crystal reports\HousingProfile.rpt 09/10/2008 ROANOKE City of Roanoke - Real Estate Valuation 2008 Value of Single-Family Residential Housing VALUE NUMBER PERCENTAGE VALUE PERCENTAGE <$25,000 381 1.28 5,873,600 0.15 $25,000-$49,999 2,015 6.78 80,920,400 2.05 $50,000-$74,999 4,029 13.56 256,671,900 6.50 $75,000-$99,999 5,422 18.24 476,405,900 12.06 $100,000-$124,999 6,086 20.48 683,901,800 17.31 $125,000-$149,999 4,256 14.32 578,562,100 14.64 $150,000-$174,999 2,462 8.28 397,061,800 10.05 $175,000-$199,999 1,404 4.72 261,6i4,900 6.62 $200,000-$224,999 885 2.98 187,238,500 4.74 $225,000-$249,999 556 1.87 131,536,800 3.33 $250,000-$349,999 1,084 3.65 317,823,200 8.04 >$350,000 1,138 3.83 573,353,700 14.51 TOTAL 29,718 100 % 3,950,964,600 100 % 09/11/2008 E:\Crystal ReportsWal ofSingle-F Page 1 of 1 ::) -- III c.. !!t III ::) S- III < !!!. iii' e- eD ... ~ '" ~ o o 00 ;;um"113!i:m)>cn;;uo IIlCDjiJOO6=IIlO.... 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I- co 'n. c: o .- ... ca N .- - ca ::::J 0- W 'I- o -c I- ca o m o ... tn - ca CD 0. 0. <( .1\1 ..",e:.. . (D 0 0) 0 0) N I'- 0 ~ 0 co N co 0 Ct) 0 ~ N ... c: ::::J l- e co 0 CI) - > CI) (.) I- co n. c: 0 .- ... ca ::::J - ca > CD ... ca ... tn W - ca CD a: 0 ... tn - .! ca CD 0. a1 0. CD <( 8: -q: ~ .. :b a . . . . . . :;t JJm en r JJ 0 m (I) Q) :J 0 0> CD -- - a en 0. r-+CD - :J :::::J CD ~ Q) 0. 0> CD (Q ~ Q) 0- ~ :b 0- - '< m c -- '< - -- :::s :J en - r-+ m -- '< --i CD r-+ ~ """""" CD Q) Q) """""" ~ r-+ --i x () (Q CD Q) ~ -- '< 0. X " CD )> ~ )( :J --i JJ CD. r-+ 0- 0> CD CD ::xJ I Q) x - N r-+ -- CD (I) JJ CD )> CD """""" ~ CD 3 0- -u (I)' 0. CD Q) C r-+ ~ ~ :J CD 0 ~ () r-+ 3 (Q eo ~ 0. eo Q) ~ --i :J 3 r-+ Q) Q1 x :1 C/) ,\) *--.'.. _ '..' ":::cr. " , . : C'. CI) s::: .~ ~ CI) Q) ::s o ~ -q: 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 January 7, 2009 CECELIA T. WEBB Assistant Deputy City Clerk Ann H. Shawver Director of Finance Roanoke, Virginia Dear Ms: Shawver: I am attaching copy of Budget Ordinance No. 38334-010509 appropnatlng funds fro'm the Reserve for Self-Insured Claims, and amending and reordaining certain sections of the 2008-2009 General and Risk Management Funds Appropriations. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 5, 2009, and is in full force and effect upon its passage. Sincerely, ~:t3~~~r:JDMJ City Clerk SM M :ew Attachment pc: Darlene L. Burcham, City Manager William M. Hackworth, City Attorney R. Brian Townsend, Assistant City Managerfor Community Development Sherman M. Stovall, Director, Management and Budget Keli M. Greer, Director, Human Resources Glenn A. Asher, Risk Management Officer ~~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 5th day of January, 2009. No. 38334-010509. AN ORDINANCE to appropriate funding from the Reserve for Self-Insured Claims, amending and re-ordaining certain sections of the 2008-2009 General and Risk Management 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 certain sections of the 2008-2009 General and Risk Management Funds Appropriations be, and the same are hereby, amended as follows: General Fund Appropriations Transfer to Risk Management Fund 01-250-9310-9529 Fund Balance Reserved for Self-Insured Claims 01-3327 $ 250,000 (250,000) Risk ManaQement Fund Revenues Transfer from General Fund 19-110-1234-0951 Retained Earnings Reserve for Self-Insured Claims 19-3327 250,000 250,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. I , ATTEST: .' \. " .-',', ~~h1.moOYv . City Clerk. l CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, SW, Suite 461 PO Box 1220 Roanoke, Virginia 24011-1220 Telephone: (540) 853-2821 Fax: (540) 853-6142 ANN H. SHAWVER, CPA Director of Finance January 5, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable Gwendolyn W. Mason, Council Member Honorable Alvin L. Nash, Council Member Honorable Anita J. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Appropriation of Undesignated Fund Balance for Insurance Reserve Background: City Code stipulates that $250,000 in undesignated General Fund balance shall be reserved annually for self-insured liabilities of the City. The maximum balance of the reserve is three percent of the total General Fund appropriations for the concluded fiscal year. As such, at June 30, 2008, $250,000 was reserved in the General Fund for self-insured liabilities. This amount needs to be transferred to the Risk Management Fund where the City accounts for all of its self-insured liabilities. Recommended Action: Appropriate $250,000 reserved in the General Fund for self-insured liabilities to be transferred to the Risk Management Fund. Establish a revenue estimate of the same amount in the Risk Management Fund. Since,rely, ~~\N~- ~a~~er Director of Finance c:' Darlene L. Burcham, City Manager William M. Hackworth, City Attorney Stephanie M. Moon, City Clerk Sherman M. Stovall, Director of Management and Budget 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 T. WEBB Assistant Deputy City Clerk January 7, 2009 The Honorable John S. Edwards Member,' Senate of Virginia P. O. Box 11 79 Roanoke, Virginia 24006-11 79 The Honorable William H. Fralin, Jr. Delegate, House of Representatives P. O. Box 20363 Roanoke, Virginia 24018 The Honorable Onzlee Ware Delegate, House of Representatives P. O. Box 1745 Roanoke, Virginia 24008 Gentlemen: I am enclosing copy of Resolution No. 38335-010509 requesting the General Assembly to designate an area that includes the City of Roanoke as "Virginia's Rail Heritage Region." The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, January 5, 2009. Sincerely, ~ rn~ h\()~ Stephanie M. Moon, CMC l City Clerk SM M :ew Enclosu re The Honorable John S. Edwards The Honorable William H. Fralin, Jr. The Honorable Onzlee Ware Page 2 January 7, 2009 pc: The Honorable David B. Trinkle, Chair, Legislative Committee Thomas A. Dick, Legislative Liaison, 1108 E. Main Street, Suite 904, Richmond, Virginia 23219 Beverly T. Fitzpatrick, Jr., Executive Director, Virginia Museum of Transportation, 303 Norfolk Avenue, S.W., Roanoke, Virginia 24016 Melissa A. Landis, Clerk, Alleghany County Board of Supervisors, P. O. Box 917, Covington, Virginia 24426 Rodney Taylor, County Administrator, Amherst County, P. O. Box 390, Amherst, Virginia 24521 William C. Rolfe, Clerk, Bedford County, 122 E. Main Street, Bedford, Virginia 24523 Gerald A. Burgess, County Administrator, 1 West Main Street, Box 1, Fincastle, Vir:ginia 24090 Brenda J. Holton, CMC, Acting Clerk, Roanoke County Board of Supervisors, P. O. Box 29800, Roanoke, Virginia. 24018 Jack Hobbs, Town Manager/Clerk of the Council, Town of Amherst, P. O. Box 280, Amherst, Virginia 24521 Wanda Smith, Clerk, Town of Buchanan, P. O. Box 205, Buchanan, Virginia 24066 Tracey Shiflett, Town Manager, Town of Clifton Forge,P. O. Box 631, Clifton Forge, Virginia 24422 Mary Jane Newcomb, .Clerk, Town of Troutville, P. O. Box 276, Troutville, Virginia 24175 Joyce N. Aldridge, Clerk, Town of Iron Gate, P. O. Box 199, Iron Gate, Virginia 24448 Darleen R. Bailey, Clerk, Town of Vinton, 311 S. Pollard Street, Vinton, Virginia 24179 Teresa W. Hatcher, Clerk,City of Bedford, P. O. Box 807, Bedford, Virginia 24523-0807 Edith S. Wood, Clerk, City of Covington, 158 N. Court Avenue, Covington, Virginia 24426 Patricia W. Kost, MMC, City Clerk, City of Lynchburg, 900 Church Street Lynchburg, Virginia 24504 James E. Taliaferro, III, Assistant City Manager, City of Salem, P. O. Box 869, Salem, Virginia 24153 William M. Hackworth, City Attorney Darlene L. Burcham, City Manager 'Jf'~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 5th day of January, 2009. No. 38335-010509. A RESOLUTION requesting the General Assembly to designate an area that includes the City of Roanoke as "Virginia's Rail Heritage Region." WHEREAS, the N & W Historical Society, the Roanoke and Blue Ridge Chapters of the National Railway Historical Society, the O. Winston Link Museum, the C & 0 Historical Society, and the Virginia Museum of Transportation have requested the governing bodies of certain localities in western Virginia to adopt resolutions endorsing the creation of "Virginia's Rail Heritage Region" and requesting the General Assembly to adopt legislation doing so; WHEREAS, the proposed region would include ~the Counties of Alleghany, Botetourt, Bedford, Amherst, Roanoke, the Towns of Buchanan, Clifton Forge, Troutville, Amherst, Iron Gate, Vinton, the Cities of Covington, Bedford, Lynchburg, Roanoke, and Salem; and WHEREAS, designation of a rail heritage region would help promote the area to tourists and rail enthusiasts and encourage them to visit the area. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. Council endorses the concept of designating a region to include the Counties of Alleghany, Botetourt, Bedford, Amherst, Roanoke, the Towns of Buchanan, Clifton Forge, Troutville, Amherst, Iron Gate, Vinton, the Cities of Covington, Bedford, Lynchburg, Roanoke, and Salem as "Virginia's Rail Heritage Region," and requests that the General Assembly take action to do so. K:\Measures\VA Rail Heritage Region.doc 2. The City Clerk is directed to forward copies ofthis Resolution to the City's elected . representatives in the General Assembly and to the organizations which have requested that Council take this action. ATTEST: City Clerk. m :ao"ryv K,\Measures\VA Rail Heritage Region.doc To: , OFFICERS PRESIDENT MICHAEL]. POLYCHRONES VIENNA COUNCIL MEMBER PRESIDENT- ELECT R. LANCE TERPENNY CHRISTIANSBURG TOWN MANAGER VICE PRESIDENT JAMES P. COUNCILL III FRANKLIN MAYOR IMMEDIATE PAST PRESIDENT JAY FISETTE ARLINGTON BOARD MEMBER EXECUTIVE DIRECTOR R. MICHAEL AMYX MAGAZINE VIRGINIA TOWN & CITY P.O. Box 12164 RICHMOND. VIRGINIA 23241 '3 EAST FRANKLIN STREET RICHMOND, VIRGINIA 23219 804/649-8471 FAX 804/343-3758 E-MAIL e-maila>vml.org www.vml.org Members of Council From: Mayor David Bowers VIRGINIA MUNICIlJ'AL LEAGUE March 23, 2009 Hon. David A. Bovvers Mayor 601 Camilla Avenue, SE Roanoke, VA 24014 Dear Mayor Bowers: 3/26/09 ~:ht Enclosed please find a copy of the resolution of the General Assembly regarding the Virginia Rail Heritage Region. Sincerely, .~Cvtu R. Michael Amyx Executive Director Enclosure Ic~~-rC J ~~~04 ~ LOCAL GOVERNMENTS WORKING TOGETHER SINCE 1905 2009 SESSION ~> ENROLLED SENATE JOINT RESOLUTION NO. 314 Recognizing the Virginia Rail Heritage Region in the Commonwealth. tzJ ~ ~ o I:f J:f tzJ tj Agreed to by the Senate, February 24, 2009 Agreed to by the House of Delegates, February 20, 2009 . WHEREAS, the Chesapeake and Ohio Railroad Historical Society in Clifton Forge, the Norfolk and Western Historical Society in Roanoke, the Roanoke and Blue Ridge chapters of the National Railway Historical Society, and the Virginia Museum of .Transportation in Roanoke constitute the largest base of rail enthusiasts in the Commonwealth; and WHEREAS, the City of Roanoke is home to the Virginia Museum of Transportation, created by the General Assembly in the 1980s; and WHEREAS, the O. Winston Link Museum, featuring America's finest, collection of professional photographs of Virginia railroads in the 1950s when steam was king on the Norfolk and Western Railway, is also located in this region of the Commonwealth; and WHEREAS, the region's heritage . involves the largest concentration of rail facilities in Virginia owned by the Chesapeake and Qhio Railroad, the Norfolk and Western Railway Company, and the Southern Railway Company, including the shops in Roanoke where the most modem steam locomotives in the world were designed and built, the shops of Clifton Forge of the Chesapeake and Ohio Railway, and the Southern Railway facilities at Monroe in Amherst County; now, therefore, be it RESOLVED by the Senate, the House of Delegates concurring, That the Virginia Rail Heritage Region be recognized in the Commonwealth. The Virginia Rail Heritage Region shall consist of the Counties of Alleghany, Amherst, Bedford, Botetourt, Campbell, and Roanoke and the Cities of Bedford, Covington, Lynchburg, Roanoke, and Salem, as well as all towns in the region, and shall be officially designated and known as the "Virginia Rail Heritage Region"; and, be it RESOLVED FURTHER, That the local governing bodies of the respective localities composing the "Virginia Rail Heritage Region" be encouraged to work collaboratively to establish uniform highway signage on federal and state highways to promote rail tourism in their respective areas of the region; and, be it RESOLVED FTNALL Y, That the Clerk of the Senate transmit a copy of this resolution to James Campbell, executive director of the Virginia Association of Counties, requesting that he further disseminate copies of this resolution to the chairmen of the Boards of Supervisors of the Counties of Alleghany, Amherst, Bedford, Botetourt, Campbell, and Roanoke, and transmit a copy of this resolution to R. Michael Amyx, executive director of the Virginia Municipal League, requesting that he further disseminate copies of this resolution to the mayors of the Cities of Bedford, Covington, Lynchburg, Roanoke, and'Salem and to the local governing bodies of the towns encompassed in the Virginia Rail Heritage Region, 'so that they may be apprised of the sense of the General Assembly of Virginia in this matter. C/) '-1 W >--' ~ RE~t~"'~~ i!:r~ _~~~y~r~"j\fl~, ~, ".. \ \~ l \"t-(I~ wA.\\l The Honorable Mayor and Members of Council City of Roanoke, Virginia 215 Church Avenue, Room 452 Roanoke, Virginia 24011 Dear Mayor Bowers, The five organizations signing below have spent the last year getting together to propose a very inexpensive tourist concept relating to this area's unique rail heritage. It is not surprising that a majority of our rail tourists visiting the area are from over 100 miles away considering rail history and assets of the region from Alleghany County to the Lynchburg and Roanoke areas. The Chesapeake and Ohio and the Norfolk and Western Historical Societies are headquartered in the region. Both societies have a large local as well as national membership base. The fact that we have Lynchburg as the city with the most rail companies in the region's history and the major engine facilities in Clifton Forge, Monroe and Roanoke all make this the ideal location for a rail oriented destination point. Unfortunately, we do not have any individual destination that attracts the numbers of folks we want to come to the region to learn about our rail past, to see what impact it has had on our communities and our citizens so we have chosen to partner in order to make this a must see location on the agendas of all rail fans and lots of tourists! With all the history, talent and current operations still in the area, we are proposing that the Counties of Alleghany, Botetourt, Bedford, Amherst, Roanoke, the towns of Buchanan, Clifton Forge, Troutville, Amherst, Iron Gate and Vinton, and the Cities of Covington, Bedford, Lynchburg, Roanoke and Salem join us in proposing the passage of a Resolution in this year's General Assembly requesting that we name this area, "VIRGINIA'S RAIL HERITAGE REGION". It would make us a very special place to note the importance of our rail heritage not only to the region but to the Commonwealth. Currently we have folks from over 40 states and over 30 countries visiting the rail sites in the area and we have come together to work towards getting more and more rail enthusiasts and tourists to recognize and patron this regional asset. With that in mind, we are requesting that you and your Council, pass a Resolution endorsing our plan and that you send it to your elected Delegates and Senators in Richmond. Help from all localities would be absolutely important to our success. You might ask, what does it cost us as communities? Good question and we think we clearly know the answer at this time. There is no cost to get the Resolution done as you know. The cost arises to place signs on all major highways coming into the region. Each local government would also have the option to put individual signs at their borders indicating that they are a part of "VIRGINIA'S RAIL HERITAGE REGION". Our best thoughts are to save costs we would assure the General Assembly that we would bear the cost of signage and place it once we can find ways to cover it over time. Since Rome was not built in a day, we assume we can continue our work on this over a period of years. We have talked about lots of potential things we as organizations can do from websites, to brochures, to targeted advertising, but we want to get it established first and then we will work together on issues like those over time. We already know that partnering gets a lot more attention and we will all gain from working together as we move forward. That is why we need your help and would be most grateful for . your support. It would help us a lot if you could pass along your Resolution of Support to your state elected officials and send us each a copy for our files. (Virginia Museum of Transportation, Attn: Bev Fitzpatrick) The City of Roanoke is a great part of this region and your support of this joint project will really make a difference. Thanks for your consideration of our request. If you have any questions, please feel free to contact anyone of us below. Sincerely, Ron Davis President N&W Historical Society Brian Crozier President Roanoke Chapter NRHS Kim Parker Executive Director O. Winston Link Museum Rick Tabb Executive Director C&O Historical Society Rick Johnson President Blue Ridge Chapter NRHS Bev Fitzpatrick Executive Director Virginia Museum of Transportation CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-254] Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov SHEILAN. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECEUA T. WEBB Assistant Deputy City Clerk January 7, 2009 Mr. John P. Carlin 4425 Kings Court Drive, S. W. Roanoke, Virginia 24018 Dear Mr. Carlin: At a regular meeting of the Council of the City of Roanoke which was held on Monday, January 5, 2009, you were appointed as a member of the Roanoke Arts " Commission, to fill the unexpired term of Amy M. Naff, ending June 30, 2010. Enclosed you will find a Certificate of your appointment and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City~ Courts Facility, 315 Church Avenue, S. W. . Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., prior tos,erving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." K:\oath and leaving service\Arts Commission\John P Carlin oath 630 lO.doc Mr. John P. Carlin January 7, 2009 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 Roanoke Arts Commission. Sincerely, - h7~ hJDOYu Stephanie M. Moon, CMC . ) City Clerk SMM:ew Enclosu res pc: Douglas C. Jackson, Chair, Roanoke Arts Commission, 2121 Windsor Avenue, S. W., #B, Roanoke,'Virginia 24015 Susan Jennings, Public Arts Coordinator, w/application Joyce S. Johnson, Administrative Assistant IV K:\oath and leaving service\Arts Commission\lohn P Carlin oath 630 lO.doc COMMONWEALTH OF VIRGINIA ) ) To-wit: ) CITY OF ROANOKE I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the fifth day of January 2009, JOHN P. ~ CARLIN was appointed as a member of the Roanoke Arts Commission, to fill the unexpired term of Amy M. Naff, ending June 30, 2010. Given under my hand and the Seal of the City of Roanoke this seventh day ~ of January 2009. .- in. iY}OIMJ City Clerk . .-l K:\oath and leaving service\Arts Commission\John P Carlin oath 630 1O.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: c1erk@roanokeva.gov SHErr..A N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECEUA T. WEBB Assistant Deputy City Clerk January 7, 2009 Mr. Justin B. Biller 2708 Lyndhurst Street, N. W. Roanoke, Virginia 24012 Dear Mr. Biller: .: At a regular meeting of the Council of the City of Roanoke which was held on Monday, January 5, 2009, you w~re appointed to replace Mark E. Cathey as a member of the Board of Fire Appeals, for a term ending June 30,2012. 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, 31 5 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 s,erving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." K:\oath and leaving service\Board of Fire AppealslJustin B Biller oath June 30 20B.doc Mr. Justin B.. Biller January 7, 2009 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 Board of Fire Appeals. Sincerely, UrJ~ tn. mO~ Stephanie M. Moon, CMC) City Clerk SM M :ew .: Enc/osu res pc: John H. Johnson, Jr., Chair, Board of Fire Appeals, 1710 Barnett Road, N. W., Roanoke, Virginia 24017, wJ application Daniel J. Rakes, Fire Marshal Sheila N. Hartman, Secretary, Board of Fire Appeals Joyce S. Johnson, Administrative Assistant IV K:\oath and leaving service\Board of Fire AppealslJustin B Biller oath June 30 20B.doc COMMONWEALTH OF VIRGINIA ) ) To-wit: ) CITY OF ROANOKE I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of, Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the fifth day of January 2009, JUSTIN B. BILLER was appointed to replace Mark K. Cathey as a .member of the Board of Fire Appeals for a four-year term ending June 30, 2012. Given under my hand and the Seal of the City of Roanoke this seventh day~ of January 2009. ?t11~ tn. fnoiW City Clerk - .. / K:\oath and leaving service\Board ofPire AppeaIsIJustin B Biller oath June 30 20B.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: c1erk@roanokeva.gov SHEILA N. HARTMAN, CMC Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk January 7, 2009 Mr. William A. West 3856 Wilmont Avenue, N. W. Roanoke, Virginia 24017 j Dear Mr. West: At a regular meeting of the Council of the City of Roanoke which was held on Monday, January 5, 2009, you were appointed to replace James H. Smith as a member of the Youth Services Citizen Board, for a term ending May 31,2011. Enclosed you will find a Certificate of your appointment and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456' in the Noel C. Taylor Municipal Building, 215 Church Avenue, S~ W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, lam 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. William A. West . January 7, 2009 Page 2 On behalf of the Mayor and Members of City Council, I would like to express appreciation for you r willingness to serve as a member of the Youth Services Citizen Board. . Sincerely, ~ tn, h-Jo&.v Stephanie M. Moon, CMC City Clerk SM M :ew Enclosu res pc: Marion A. Vaughn-Howard, Superintendent, Youth Services Division, Parks and Recreation Department, w/application Joyce S. Johnson, Administrative Assistant IV COMMONWEALTH OF VIRGINIA) ) CITY OF ROANOKE ) To-wit: I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the fifth day of January 2009, WILLIAM A. WEST was appointed to replace James H. Smith as a member of the Youth Services Citizen Board, for a term ending May 31, 2011. Given under my hand and the Seal of the City of Roanoke this seventh day of January 2009. ~Oh.'1bDYu City Clerk