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Home My WebLink AboutCouncil Actions 07-06-10 BESTPITCH 38870-070610 ROANOKE CITY COUNCIL ORGANIZATIONAL MEETING JULY 6,2010 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order. 2. Roll Call. All present. 3. Statement of Purpose. Mayor David A. Bowers. 4. A report from the City Clerk advising of the qualification of the Honorable David B. Trinkle, the Honorable William D. Bestpitch, and Raphael E. Ferris as Members of the Roanoke City Council for terms of four years, each, commencing July 1,2010, and ending June 30, 2014. Received and filed. 5. A Resolution recognizing the Honorable David B. Trinkle to be a member of the City Council and Vice-Mayor of the City of Roanoke. Adopted Resolution No. 38870-070610 (7-0) 6. A Resolution recognizing the services of the Honorable Sherman P. Lea as the Vice-Mayor of the City of Roanoke. Adopted Resolution No. 38871-070610 (7-0) 7. A Resolution establishing a meeting schedule for City Council for the Fiscal Year commencing July 1,2010, and terminating June 30, 2011. Adopted Resolution No. 38872-070610 (7-0) 1 8. A communication from Mayor David A. Bowers recommending certain committee assignments for the Members of City Council. Concurred in the recommendation, with minor revisions. 9. Adjournment - 2:22 p.m. 2 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 6, 2010 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: I am attaching copy of the Roanoke City Electoral Board ~Abstract of votes cast in the General Election held in the City of Roanoke on Tuesday, May 4, 2010, certifying that David B. Trinkle, William D. Bestpitch, and Raphael E. Ferris received the largest number of votes for Members of City Council. Oaths of Office were administered on Monday, June 14, 2010, by the Honorable Judges . of the Twenty-Third Judicial Circuit, as follows: David B. Trinkle as a Memper of Council for a term commencing July 1, 2010 and ending June 30, 2014; and as Vice-Mayor for a term commencing July 1, 2010 and ending June 30,2012; William D. Bestpitch as a Member of Council for a term commencing July 1, 2010 and ending June 30, 2014; and Raphael E. Ferris as a Member of Council for a term commencing July 1, 2010 and ending June 30,2014. Sincerely, 4+ j)4~ - - .m. l'YlOCN\J 'S)~Moon, CMC City Clerk Attachment Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, David B. Trinkle, do solemnly swear 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 Council of the City of Roanoke, Virginia, for a term of four years commencing July 1,2010 and ending June 30,2014; and as Vice-Mayor of the City of Roanoke, Virginia, for a term of two years c mmen 'ng July 1, 2010 and ending June 30, 2012, according to the best of my abili (So h p.m Go Subscribed and sworn to before me this 14th day of June 2010. K:\Investiture\investiture oaths (201O),doc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, William D. Bestpitch, do solemnly swear 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 Council of the City of Roanoke, Virginia, for a term of four years commencing July 1,2010 and ending June 30,2014, according to the best of my ability (So help me God). dJft--~~ William D. Be pitch j Subscribed and sworn to before me this 14th day of June 2010. . : I , -~;. ' , . .. K:\Investiture\investiture oaths (201O).doc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Raphael E. Ferris, do solemnly swear 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 Council of the City of Roanoke, Virginia, for a term of four years commencing July 1, 2010 and ending June 30, 2014, according to the best of my ability (So help me God). C4~~~ Subscribed and sworn to before me this 14th day of June 2010. . K:\Investiture\investiture oaths (2010),doc ABSTRACT OF VOTES Cast in the City,of ROANOKE at the May 4, 2010 General Election, for: , Virginia, MEMBER CITY COUNCIL AT LARGE ENTERATlARGEORAPPROPAATEDISTRICT, WARDOR BOROUGH NAME TOTAL VOTES RECEIVED NAMES OF CANDIDATES AS PRINTED ON BALLOT (IN FIGURES) Robert "Bob" Craig ............................................................_... 2,798 Mike A. Powell .................................................................. 2,454 '_..li~~'.'-....'t>.:. ~-....-..~",.."::;:........~..."._"~ .....~ . '-~.-.:,.,_.,.._ . ..,;.-.!" ',..._~-... ,........,.- ....-A'=',.~.".."'lI'l."->>olt"'~.....:;;...r,~......-.,J.:~~~~~~w... ~.::' - :t;~.- Anthony, M. "Tony" Walker .................................................................. 1,972 Will iam D. .. Bi 11" Be s tpi tch ................._...............___...._......._ 3 , 225 Raphae 1 E _ .. Ray" Fe rr i s ............._...._........................................... 4 . 060 Da vi dB. " Dave" Tr i nk Ie .................................................................. 4 . 11 7 . ~rlrl n ~nnppr .................................................................. 700 ................a_............__......_.......w................. ......................................._........a...a............. ............................-.......................................... .....................................-........................... ....................................................--........... ........................................-.............-......... ..,..................................-........................... ............-....................................................- .....................................-.....-................... ............................-.........-.............-............... Total Write-In Votes [COMPLETE WRITE-INS CERTIFICATION, IF NEEDED) [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] .................................................. 58 Total Number of Overvotes for Office ............................_..................._..-. 0 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on May 4, 2010, do hereby certify that the above is a true and correct Abstract of Votes cast at said election and do, therefore, determine and declare that the fol/owing persons have received the greatest number of votes cast for the above, office in said election: David B. "Dave" Trinkle Raphael E. "Ray" Ferris William D. "Bill" Bestpitch 5 th day of May, 2010. /f!-:}M2.~~f ~ -.d~.~ ~,~ .J-~ ~. ~v-.!,t , Chairman I Vice Chairman I Secretary Secretary, Electoral Board COMPLETE THIS FORM ONLY IF (i) TOTAL NUMBER OF WRITE-INS IS 5% OR MORE OF THE TOTAL NUMBER OF VOTES CAST FOR OFFICE OR (ii) A WRITE-IN CANDIDATE WAS ELECTED TO THE OFFICE. WRITE-INS CERTIFICA TION Roanoke o COUNTY aa CITY 0 TOWN City Council OFFICE TITLE DISTRICT NAME OR NUMBER, IF APPLICABLE . WRITE-INS - SUMMARY 1. Invalid Write-Ins 2. Valid Write-Ins IX! General Mav 4, 2010 ELECTION DATE ....................................................................................... .......... ........ .... .......... ........ ....... ..... ........................ ........... ...... .., 3. Total Write-Ins [ENTER THIS FIGURE ON L1NE.FOR.TO;:ALwRi:;e~NVo;.eSON.A.BsTRAc.T.FORTHls.oF;;lcET...... VALID WRITE-INS - DETAIL LIST VALID WRITE-INS IN ALPHABETICAL ORDER BELOW AND ON CONTINUATION PAGES,. AS NEEDED. ALL VALID WRITE-INS WHEN ADDED TOGETHER MUST EQUAL TOTAl ENTERED ON LINE 2 ABOVE. Michael A Allen Mike Allen John Amburn Jobert Barrett CONTINUED ON PAGES 2 o Special Election ,2010 Page 1 9f 4 TOTAL VOTES RECEIVED (IN FIGURES) 5 ENTER TOTAL INVALID 53 ENTER TOTAL VALID 58 ADD LINES 1 AND 2 TOTAL VOTES RECEIVED (IN FIGURES) I; 2 1 1 THROUGH 4 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on May 4 I . 2010, do hereby certify that, with the continuation pages indicated, the above is a true and correct certification of the write-in votes cast at said election for the office indicated above. Given under our hands this 5th day of MAY /1 ~ =34- ~~-~- ~ ~~6 I 2010. I Chairman I Vice Chairman , Secretary ~L,-".. . {, Secretary, Electoral Board WRITE-INS CERTIFICA TION - CONTINUA TION Roanoke o COUNTY IllI CITY o TOWN City Council OFFICE TiTlE DISTRICT NAME OR NUMBER, IF APPLICABLE VALID WRITE-INS - DETAil (continued) May. 4 ELECTION DATE Page 2 Kl General CONTINUE TO LIST VALID WRITE-INS IN ALPHABEnCAL ORDER BELOW AND ON ADDITIONAL CONTINUA nON PAGES, AS NEEDED. ALL VALID WRITE-INS lNHEN ADDED TOGETHER MUST EQUAL TOTAL ENTERED ON UNE 2 OF PAGE 1. Ronald Bingham Tony Chapman Chris Craft Doug.Conner Amy Cosner Kevin Costello !. Webster Day Beth Dee! Kim Duncan Rand Fazar William Futrell Valerie Garner Woopie Goldberg . Jeremy Holmes Martin Jeffrey James Jennings Monica Jones Brendan Kerr ..... ,.. ... ......... .. ................. ....~......>.f1...... . ................... ~j o Special Election 2010 of 4 TOTAL VOTES RECEIVED (IN FIGURES) 1 2 1 1 1 1 1 2 1 1 1 2 1 1 1 1 1 1 WRITE-INS CERTIFICA TION - CONTINUA TION o COUNTY ~ errv' o TOWN I m General o Special Election 2010 City Council OFFICE TITLE May 4, ELECTION DATE Page 3 DISTRICT NAME OR NUMBER, IF APPLICABLE VAllO WRITE-INS - OET AIL (continued) of 4 CONTINUE TO LIST VAUD WRITE-INS IN ALPHABETICAL ORDER BELOW AND ON ADD1770NAL CONTINUA TlON PAGES. AS NEEDED. ALL VAUD WRITE-INS WHEN ADDED TOGETHER MUST EQUAL TOTAL ENTERED ON UNE 2 OF PAGE 1. TOTAL VOTES RECENED (IN FIGURES) Brett Lemon '-.. Brett Winter Lemon Tia Malone Seth Marlow Rob M{'r.n~R.lIg)1y Cynthian Mullen-Gartland Drucdlla G. Naff Gayle Naff Shawn O'Bannon JP Powell Valerie Rank Robin Reed Craig Sission Dan Smith Andrew SteDhfms . Lara Thompson Tim Tuck David West ..... ....... ... .... ........... ........ ..... ... ... ........ ...... ...... ....... ..... .......... ..... ... ...... .... ...... .... ............... ........... ..... 1.1 2 1 1 1 1 1 1 1 i. 1 1 1 1 1 1 1 1 WRITE-INS CERTIFICA TION - CONTINUA TION Roanoke o COUNTY IXI CITY 0 TOWN City Council OFFICE TITlE DISTRICT NAME OR NUMBER, IF APPLICABLE VALID WRITE-INS - DETAIL (continued) m General 0 Special Election Mav 4. ELECTION DATE Page 4 2010 of 4 CONTINUE TO UST VAUD WRITE-INS IN ALPHABETICAL ORDER BELOW AND ON ADDmONAL , CONTINUA nON PAGES, AS NEEDED. AU VAUD WRITE-INS WHEN ADDED TOGETHER MUST EQUAL TOTAL ENTERED ON UNE 2 OF PAGE 1. TOTAL VOTES RECEIVED (IN FIGURES} Ken Wieringo Dan Wolfarth 1 1 ........... ......... .........~.. .... .... ................... ................... J Honorable Mayor, Vice Mayor and Council Members of the City of Roanoke The following is being submitted in this manner as the photocopy of Abstracts before you does not specify listing Invalid Write-Ins. Only Valid Write-Ins are required. j Total Number of Valid Write-Ins + Invalid Write-Ins 58 Total Number of Valid Write-Ins 53 Total Number of Invalid Write-Ins 5 The Write-In Certification is NOT 5% OR MORE of the total number of votes cast for this office AND NO Write-In candidate was elected to office. INVALID WRITE-INS SUE BEE DONALD DUCK GREEN HORNET THE FLY JOBERT , "'~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of July, 2010. No. 38870-070610. A RESOLUTION recognizing the Honorable David Trinkle to be a member of the City Council and Vice-Mayor of the City of Roanoke. WHEREAS, the Honorable David Trinkle received the largest number of votes of any candidate running for City Council in the regular Councilmanic election held on the first Tuesday in May, 2010, and was, therefore, elected Vice-Mayor of the City for a two-year term, which will commence July 1, 2010, as provided by g4 of the Charter of the City of Roanoke. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the , Honorable David Trinkle be, and he is, hereby recognized to be a duly elected member of the Council of said City for a term commencing on the 1st day of July, 2010, and continuing for a period of four years, and until his successor shall have been elected and qualified, and to be the duly elected Vice-Mayor of the City for a term commencing July 1,2010, and continuing for a period of two years and until his successor shall have been elected and qualified. ATTEST: - -fr., jl ,-' '. ", \':'.'.' '. /~~h}M wJ . , City Clerk. .,. . L lJ \ ~~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of July, 2010. No. 38871-070610. A RESOLUTION paying tribute to the Honorable Sherman Lea, and expressing to him the appreciation of the City and its people for his exemplary public service as the Vice-Mayor of the City. WHEREAS, Mr. Lea was elected as Vice-Mayor in May 2008, having served on Council since 2004; WHEREAS, Mr. Lea is a Regional Director with the Virginia Department of Corrections; and WHEREAS, Mr. Lea has worked diligently on the Audit Committee, Greater Roanoke Transit Company board of directors, the Council's Legislative Committee, the Personnel Committee, and Virginia CARES, Inc. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. Council adopts this Resolution as a means of recognizing and commending the many services rendered to the City of Roanoke and its people by the Honorable Sherman Lea, as Vice- Mayor. 2. . The City Clerk is directed to forward an attested copy of this Resolution to the Honorable Sherman Lea. ATTEST: , ,fh'n;b~ City~C}erk . K:\Measures\Lea as vice mayor going off2010,doc ~'f IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, 'The 6th day of July, 2010. No. 38872-070610. A RESOLUTION establishing a meeting schedule for City Council for the Fiscal Year commencing July 1, 2010, and terminating June 30, 2011. BE IT RESOLVED by the Council ofthe City of Roanoke as follows: 1. This resolution establishes a schedule of regular meetings for City Council for the , Fiscal Year commencing July 1, 2010, and terminating June 30, 2011. 2. , For such fiscal year, City Council shall hold regular meetings on the first and third Mondays of each month, at the following times of commencement: (a) Unless otherwise provided by resolution of Council, each regular meeting on the first Monday in each month shall commence at 9:00 a.m. for the conduct of informal meetings, work sessions, or closed meetings. Thereafter, Council shall take up the regular agenda at 2:00 p.m. Council may recess between the 9:00 a.m. session and the 2:00 p.m. session. (b) Unless otherwise provided by resolution of Council, each regular meeting on the third Monday in each month shall commence at 2:00 p.m. for the I '. conduct of regular business. The second meeting of each month shall be recessed upon the completion of all business except the conduct of public hearings, and such " meeting shall be reconvened at 7:00 p.m. on the same day for the conduct of public hearings. 3. With regard to thy ~Fgular meetings scheduled to be held on the first Monday of each . \ month, masmuch as City officials and Council members will be attending the Virginia Municipal 'R'!\MRA.~TJRRS\YRARLY M1r.a.~TTV1i!J::\.,n'n\("nrn.r(",TT. 'M'RV.,..TUf:! C:I"'1.r'li'nnT.1i' ?n1n_.,n" nnl" League Annual Conference to be held on October 3-6,2010, an exception is noted herein and the regular meeting scheduled to be held on Monday, October 4, 2010, is rescheduled to be held on Thursday, October 7,2010, and shall commence at 9:00 a.m. for the conduct of informal meetings, work sessions, or closed meetings. Such meeting shall be reconvened at 2:00 p.m. on the same day for the conduct of regular business. 4. When any regularly scheduled Monday meeting shall fall on a holiday of the City, such meeting shall be held on Tuesday next following. 5. All meetings of City Council shall be automatically adjourned at 11:00 p.m., unless a motion setting a new time for adjournment be made, seconded, and unanimously carried. 6. Except for the 9:00 a.m. se.ssion ofthe regular meeting on the first Monday in each month, which shall be held in Room 159 ofthe Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., in this City, all regular meetings of City Council shall be held in the Council Chambers~Room 450, of the Municipal Building, unless otherwise provided by resolution of Council., with the exception of the 9:00 a.m. session of the regular meeting on August 2,2010, which shaH be held in the William Fleming High School Media Center l<;>cated at 3649 Femcliff Avenue, N.W., Roanoke, Virginia. 7. City Council may prescribe a day or time other than that established by this resolution or a meeting place other than that established by this resolution by adoption of a resolution establishing a new meeting day, place or time. City Council shall cause a copy of such resolution to be posted adjacent to the door ofthe Council Chambers and inserted in a newspaper having general circulation in the City at least seven days prior to the date ofthe meeting at such amended day, time or place KI\HBASURES\YBARLY HBASURES\2010\COUNCIL MEETING SCHEDULE 2010-2011,DOC 8. This Resolution shall have no application to special meetings of City Council called pursuant to 910 of the City Charter. ~~'n1.m~ .~. City Clerk. \. 'Il".\'M1l'!lI.~~1iIIQ\V1l'lt.ln.v ,,","lI.~TTD1l"Q\.,n'n\l"'nnvI"'TT_ V'COO"l"TUI':! Qt"IU'CIn.nY''IlI .,n"n_",n.,., nn.... CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE, S,w., SUITE 452 ROANOKE, VIRGINIA24011-1594 TELEPHONE: (540) 853-2444 FAX: (540) 853-1145 DAVID A. BOWERS Mayor July 1, 2010 Honorable David B. Trinkle, And Members of Roanoke City Municipal Building 215 Church Ave., S.W. Roanoke, VA 24011 Vice-Mayor Council RE: Council Committee Assignments Dear Vice-Mayor Trinkle and Members of Council: Following up on my letter of June 10, 2010, I ask that Council elect/appoint as to the following assignments: · Personnel Committee - Composed of the seven members of Council. (Council member Price is nominated to serve as Chair) . Greater Roanoke Transit Company, Board of Directors - Composed of two members of Council. (Mayor Bowers and Vice-Mayor Trinkle) · Audit Committee - Composed of at least three members of the Council and the Committee shall select its Chair. (Vice-Mayor Trinkle, Mr. Lea and Mr. Rosen) · Council liaisons to the Roanoke Redevelopment and Housing Authority, Board of Commissioners. (Mr. Rosen and Mrs. Price as alternate) · Three Council representatives to the Roanoke Valley-Allegheny Regional Commission. (Mayor Bowers and Mr. Rosen and Vice-Mayor Trinkle/Vice- Mayor Trinkle is the Chair) · Council representative to the Total Action Against Poverty, Board of Directors. (Mr. Rosen) · Council representative to the Roanoke Valley Regional Cable Television Committee. (Vice-Mayor Trinkle) · Council representative to the Mayor's Committee f.or People with Disabilities. (Council Member- Bestpitch) Honorable David B. Trinkle, Vice-Mayor July I, 2010 Page 2 , . Council representatives to the Legislative Committee (Composed of all Members of Council/Vice-Mayor Trinkle nominated as Chair and Council Member Ferris is Vice-Chair) . Council representative to the Virginia CARES Board of Directors (Council Member Lea) . Two representatives to Virginia's First Regional Industrial Facilities Authority. (Council Member Bestpitch and Assistant City Manager Brian Townsend; and Mrs. Price serves as an Alternate) . Council representative to the New River Valley Commerce Park Participation Committee. (Brian Townsend and Mr. Bestpitch) . Two City representatives to Roanoke Valley - Alleghany Regional Comprehensive Economic (Vice- Mayor Trinkle as the elected official and \ Assistant City Manager as the technical advisor) . Two City representatives to the Roanoke Valley Area Metropolitan Planning Organization (Vice- Mayor Trinkle as the elected representative and former Council Member Cutler as the non-elected representati ve.) . City representatives to the Hotel Roanoke Conference Center Commission (Vice-Mayor Trinkle and City Manager Chris Morrill) . Virginia Municipal League Environmental Quality Policy Committee (Vacancy) . Virginia Municipal League Human Development and Education Policy Committee (Council Member Price) . Virginia Municipal League Transportation Policy Committee (Vacancy) . Virginia Municipal League Community and Economic Development Policy Committee (Vacancy) . Virginia Municipal League Finance Policy Committee (Council Member Rosen and Director of Finance Shawver) . Council representative to Virginia's First Cities Coalition. (Council Member Rosen) 7~1 Honorable David B. Trinkle, Vice-Mayor July 1, 2010 Page 3 We'll go over these this ~uesday, July 6, 2010 at Council's organizational meeting. Sincerely, David A. Bowers, DAB/bme Bme.Lea, Sherman 7-1-101tr. CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE. S, W,. SUITE 452 ROANOKE. VIRGINIA 24011-1594 TELEPHONE (540) 853-2444 FAX: (540) 853-1145 DAVID A. BOWERS Mayor June 10,2010 Honorable Sherman P. Lea, Vice-Mayor Municipal Building 215 Church Ave., S.W. Roanoke, VA 24011 Honorable David B. Trinkle Vice-Mayor-Elect 215 Church Ave., S.W. Roanoke, VA 24011 Members of Roanoke City Council and Members-Elect of Roanoke City Council 215 Church Ave., S.W. Roanoke, VA 24011 RE: Council Committee Assignments Dear Vice-Mayor Lea, Vice-Mayor-Elect Trinkle, Members of Council and Members-Elect: Every 2 years, we have to reassign positions on the several Council Committees. The, decision on these appointments will be made by the new Council, including Mr. Bestpitch and Mr. Ferris, at our meeting on Tuesday, July 6, 2010 at 2:00 p.m. Herewith are the committee assignments: ' · Personnel Committee - Composed of the seven members of Council. (Council Member Mason currently serves as Chair; and Council Member Cutler is the, Vice-Chair) (Council member Price has expressed an interest in serving as Chair) .. Greater Roanoke Transit Company, Board of Directors - Composed of two members of Council. (Mayor and Vice-Mayor) · Audit Committee - Composed of at least three members of the Council and the Committee shall select its Chair. (Vice-Mayor Lea and Council Members Rosen and TrinkleNice-Mayor Lea serves as Chair; and Council Member Trinkle is the Vice-Chair) · Council liaisons to the Roanoke Redevelopment and Housing Authority, Board of Commissioners. (Council Member Rosen currently serves and Council Member Price serves an Alternate) Honorable Sherman P. Lea, Vice-Mayor June 11,2010 Page 3 . Virginia Municipal League Community and Economic Development Policy Committee (Council Member Mason currently serves as Chair) (Vacancy) · Virginia Municipal League Finance Policy Committee (Council Member Rosen and Director of Finance currently serve) . Council representative to Virginia's First Cities Coalition. (Council Member Mason currently serves) (Vacancy) Please review these assignments and either let City Clerk Stephanie Moon or me know if you want to make any changes or consider serving on any of the committees. At this time, please allow me to express our thanks to Council-Member Gwen Mason and Council Member Rupert Cutler for their professional conduct on the Council, fierce advocacy for issues of interest to each of them, and noble service to the people of our City, DAB/bme Sincerely, 9~ David A. Bowers Eme.Lea, Sheenan 6-11-10.ltr. ROANOKE CITY COUNCIL REGULAR SESSION JULY 6,2010 IMMEDIATELY FOLLOWING ORGANIZATIONAL MEETING CITY COUNCIL CHAMBER AGENDA 1. Call to Order--RolI Call. All present. The Invocation was delivered by The Reverend Shawn F. Dobbins, Pastor, Preston Oaks Baptist 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: Today's Council meeting will be televised live and replayed on RVTV Channel 3 on Thursday, July 8 at 7:00 p.m., and Saturday, July 10 at 4:00 p.m. Council meetings are offered with closed captioning for the hearing impaired. 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. 3 THE CITY CLERK'S OFFICE PROVIDES THE MAJORITY OF THE CITY COUNCIL AGENDA ON THE INTERNET FOR VIEWING AND RESEARCH PURPOSES. TO ACCESS AGENDA MATERIAL, GO TO THE CITY'S HOMEPAGE AT WWW.ROANOKEVA.GOV.CLlCK ON THE SERVICE ICON, CLICK ON COUNCIL AGENDAS TO ACCESS THE APPROPRIATE AGENDA AND COUNCIL MEETING. IF ADOBE ACROBAT IS NOT AVAILABLE, A PROMPT WILL APPEAR TO DOWNLOAD PRIOR TO VIEWING AGENDA INFORMATION. NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. SPECIAL ASSISTANCE IS AVAILABLE FOR DISABLED PERSONS ADDRESSING CITY COUNCIL. EFFORTS WILL BE MADE TO PROVIDE ADAPTATIONS OR ACCOMMODATIONS BASED ON INDIVIDUAL NEEDS OF QUALIFIED INDIVIDUALS WITH DISABILITIES, PROVIDED THAT REASONABLE ADVANCE NOTIFICATION HAS BEEN RECEIVED BY THE CITY CLERK'S OFFICE. ALL PERSONS WISHING TO ADDRESS COUNCIL WILL BE REQUIRED TO CALL THE CITY CLERK'S OFFICE PRIOR TO THE MONDAY COUNCIL MEETING, OR REGISTER WITH THE STAFF ASSISTANT AT THE ENTRANCE TO THE COUNCIL CHAMBER PRIOR TO COMMENCEMENT OF THE COUNCIL MEETING. ONCE THE COUNCIL MEETING HAS CONVENED, THERE WILL BE NO FURTHER REGISTRATION OF SPEAKERS, EXCEPT FOR PUBLIC HEARING MATTERS. ON THE SAME AGENDA ITEM, ONE TO FOUR SPEAKERS WILL BE ALLOTTED FIVE MINUTES EACH; HOWEVER, IF THERE ARE MORE THAN FOUR SPEAKERS, EACH SPEAKER WILL BE ALLOTTED THREE MINUTES. . ANY PERSON WHO IS INTERESTED IN SERVING ON A CITY COUNCIL APPOINTED AUTHORITY, BOARD, COMMISSION OR COMMITTEE IS REQUESTED TO CONTACT THE CITY CLERK'S OFFICE AT 853-2541, OR ACCESS THE CITY'S HOMEPAGE AT WWW.ROANOKEVA.GOV, TO OBTAIN AN APPLICATION. 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: Recognition of the City Treasurer and staff on their Award of Accreditation for the year commencing July 1, 2010 and ending June 30, 2011. Presented Award of Accreditation to Evelyn Powers, City Treasurer. 4 "'" 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. 4. CONSENT AGENDA (APPROVED 7-0, with the removal of Items C-3 and C-5 removed and considered separately) 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 February 16, 2010, recessed meeting of Council held on Friday, February 19, 2010; and the regular meeting of Council held on Monday, March 1,2010. RECOMMENDED ACTION: Dispensed with the reading of the minutes and approved as recorded. C-2 A communication from Mayor David A. Bowers requesting that Council convene in a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed byCouncil, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concurred in the request. C-3 A communication from the City Manager requesting that Council convene in 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 Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended. Following in-depth discussion, Council concurred in the request of the City Manager to convene in Closed Meeting to discuss the abovementioned matter (7-0 ). C-4 Minutes of the Audit Committee meeting held on March 3, 2010. RECOMMENDED ACTION: Received and filed. 5 C-5 Reports of qualification of the following individuals: The Honorable Anita J. Price as a member (elected official) of the Youth Services Citizen Board for a three-year term of office ending May 31, 2013; James D. Grisso as the Cify retiree representative for a two-year term of office ending June 30, 2012; and David C. Key as a City representative for a four-year term of office ending June 30, 2014 of the City of Roanoke Pension Plan, Board of Trustees; Lauren D. Saunders and Linda "Leigh" R. Strelka as members of the Roanoke Public Library Board for three-year terms of office ending June 30,2013; Thomas L. McKeon, M. Rupert Cutler, and Patice L. Holland as members of the Roanoke Arts Commission for three-year terms of office ending June 30, 2013; Pete Eshelman, E. Duane Howard, William A. West and William J. Modica as members of the Parks and Recreation Advisory Board for terms of office ending March 31,2013; Stephen S. Willis as a member of the Personnel and Employment Practices Commission for a three-year term of office ending June 30, 2013; and Dennis R. Cronk as a City representative of the Virginia Western Community College Board of Directors for a four-year term of office ending June 30,2014. Following discussion of the reports of qualification in Closed Meeting to discuss vacancies on various authorities, boards, commissions and committees, the Council unanimously received and filed the reports. At this point, Mayor Bowers relinquished the Chair to Vice-Mayor Trinkle and left the meeting (2:48 p.m.) 6 REGULAR AGENDA 5. PUBLIC HEARINGS: a. Proposal of the City of Roanoke to place a deed of reservation on City- owned property in connection with construction of a storm drain serving Riverside Corporate Centre. Christopher P. Morrill, City Manager. Adopted Ordinance No. 38873-070610 (6-0) 6. PETITIONS AND COMMUNICATIONS: NONE. 7. REPORTS OF CITY OFFICERS AND COMMENTS OF CITY MANAGER: a. CITY MANAGER: BRIEFINGS: NONE. ITEMS RECOMMENDED FOR ACTION: 1. Amendment of the City Code to reflect proposed changes to the Physically Challenged Solid Waste Collection Program. Adopted Ordinance No. 38874-070610 (6-0) 2. Appropriation of funds for Parking Fund projects. Adopted Budget Ordinance No. 38875-070610 (6-0) COMMENTS BY CITY MANAGER. b. DIRECTOR OF FINANCE: 1. Financial Reports for the City of Roanoke for the month of May 201 0, and the Roanoke City Public Schools for March 2010. Received and filed. 2. Reallocation of Recovery Zone Facility Bonds and Recovery Zone Economic Development Bonds. Adopted Resolution Nos. 38876-070610 and 38877-070610 (6-0) 7 8. REPORTS OF COMMITTEES: NONE. At 3:18 p.m., the Vice-Mayor declared the meeting in recess for a Closed Meeting in the Council's Conference Room. At this point, Mayor Bowers entered the Council Chamber. At 3:59 p.m., the Council meeting was reconvened in the Council Chamber, Vice-Mayor Trinkle presiding, with Mayor Bowers and all Members of Council in attendance. 9. UNFINISHED BUSINESS: a. Continuation of the matter with regard to a proposal of the City of Roanoke to convey City-owned property to Rebuilding Together, Roanoke, Inc., located at 216 1ih Street, N. W., known as lithe former Fire Station #5." (Matter was tabled from May 17, 2010 Council Meeting; and continued at the June 21, 2010 Council Meeting) The matter was tabled indefinitely. The City Clerk was instructed to schedule a public hearing to be held on Monday, August 2, 2010, at 2:00 p.m., or as soon thereafter as th~ matter may be heard, to consider a proposal of the City of Roanoke to convey City-owned property to the Gamma Alpha Chapter of Omega Psi Phi Fraternity, Inc., located at 216 12th Street, N. W., known as "the former Fire Station No.5." The City Clerk was instructed to schedule a public hearing to be held on Monday, August 2, 2010, at 2:00 p.m., or as soon thereafter as the 'matter may be heard, to consider a proposal of the City of Roanoke to convey City-owned property to Rebuilding Together, Roanoke, Inc., located at 530 8th Street, S. W. 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: NONE. 8 11., MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. Consideration of change in the personal property tax deadline from May 31st to June 5th was referred to the City Manager and City Treasurer for study, report and recommendation to Council. At 4:18 p.m., the Vice-Mayor declared the meeting in recess for continuation of Closed Meeting in the Council's Conference Room. At 5:24 p.m., the Council meeting was reconvened in the Council Chamber, with Mayor Bowers presiding and all Members of the Council in attendance. CERTIFICATION OF CLOSED MEETING. (6-0 - City Manager's Closed Meeting request; and 7-0 - Closed Meeting request of the Mayor.) Appointed Taliaferro Logan as a member of the Roanoke Arts Commission to fill the unexpired term of David Brown ending June 30, 2011. Appointed Jeffrey Phillips as a member of the Youth Services Citizen Board to replace Ashley L. Sailor for a three-year term of office ending May 31, 2012. Appointed Samuel Roman as a member of the Towing Advisory Board to fill the unexpired term of James Fazio ending October 31,2012. Reappointed Barton J. Warner and appointed Sunny Shah to replace A. Morris Turner, effective July 1, 2010, as members of the Roanoke Valley Convention and Visitors Bureau Board of Directors for terms ending June 30, 2011. 12. ADJOURNMENT - 5:28 P.M. 9 The Treasurers' Association of Virginia has awarded the City Treasurer of the City of Roanoke an Award of Accreditation for the period of July 1, 201 0 - June 30, 2011 . This award is given annually to Treasurer's who demonstrate excellence in treasury management and meet certain required accreditation criteria. The requirements met by the City of Roanoke Treasurer are: . The Treasurer has met all the requirements to be awarded the designation of Master Governmental Treasurer administered by the Weldon Cooper Center for Public Service at the University of Virginia. . The Office of the Treasurer has at least the minimum number of employees enrolled and participating in the Certified Deputy Treasurer program. . The Office of the Treasurer has written personnel policies consistent with State and Federal laws. . The Office of the Treasurer has a written customer service policy addressing customer expectations. . The Office of the Treasurer has adopted and implemented a written investment policy. . The Office of the Treasurer has met the required collection rates for real estate and personal property. . The Office of the Treasurer has not had any audit findings of material financial weakness as audited by an outside CPA firm. CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE, S,w., SUITE 452 ROANOKE, VIRGINIA24011-1594 TELEPHONE: (540) 853~2444 FAX: (540) 853-1145 DAVID A. BOWERS Mayor July 6, 2010 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: This is to request a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. Sincerely, ~~ David A. Bowers Mayor DAB:ctw CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S,W" Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www,roanokeva,gov July 6, 2010 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. ~ Christopher P. Morrill City Manager CPM/lsc cc: William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Stephanie M. Moon, City Clerk MINUTES OF ROANOKE CITY COUNCIL AUDIT COMMITTEE 1. CALL TO ORDER: March 3, 2010 The meeting of the Audit Committee of Roanoke City Council was called to order in the City Council Conference Room of the Noel C. Taylor Municipal Building at 4:02 p.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 Court G. Rosen Dr. David B. Trinkle (arrived 4:08 p.m.) None Dr. M. Rupert Cutler Drew Harmon, Municipal Auditor Ann Shawver, Director of Finance Chris Morrill, City Manager James Grigsby, Asst. City Manager/Operations Octavia Johnson, Roanoke City Sheriff David Bell, Captain Deputy Sheriff Stephanie Moon, City Clerk Andrea Trent, Assistant Director of Finance John Bingham, Assistant Director of Finance Dawn Hope, Assistant Municipal Auditor Pam Mosdell, Information Systems Auditor Debbie Noble, Senior Auditor Ann Clark, Senior Auditor Doris England, Administrative Assistant Chairman Lea noted for the record that Dr. Cutler, City Councilman, was in attendance. He also welcomed the new City Manager, Chris Morrill, to the committee meeting. 2. APPROVAL OF MINUTES FROM DECEMBER 21, 2009, MEETING Chairman Lea asked if there were any corrections or amendments to the minutes of the December 21, 2009, Audit Committee meeting. There were none. Mr. Rosen moved and Dr. Cutler (who attended as substitute for Dr. Trinkle until he arrived) seconded that the minutes be approved as distributed. A vote was taken and the motion carried. The minutes will be placed on the Consent Agenda for the next City Council meeting. ( Audit Committee Minutes - March 3, 2010 Page 2 Chairman Lea recognized Sheriff Octavia Johnson and City Treasurer Evelyn Powers, both of whom were in attendance. 3. INTERNAL AUDIT REPORTS A. Audit Findings Follow Up B. City Council Expenditures C. Sheriff's Canteen and Auxiliary Funds Chairman Lea recognized Mr. Harmon for comments on the audit reports. Mr. Harmon explained the purpose of the Audit Findings Follow Up report. He noted that the following areas were addressed. . Street Lighting - This audit was initiated in 2005; the primary issue was the inventory of street lights which was to be developed as part of the asset management system. Without an inventory, the accuracy of monthly invoices from Appalachian Power cannot be certified as accurate. Mr. Harmon explained that due to lack of funding, the implementation of the DataStream system in the Transportation Division has been delayed. A baseline inventory would be required before input into the DataStream system and that was estimated at $200,000 several years ago. Mr. Grigsby informed the committee that the street lights are owned by Appalachian Power and are leased by the City of Roanoke. Mr. Morrill shared that Savannah had an outside audit of street lights done which resulted in a $300,000 refund of overcharges by the electric company. Mr. Grigsby added that street lighting is being examined to determine how' funds could be saved in that area. Mr. Harmon stated that, due to circu mstances, street lighting would be taken off the routine follow-u p schedule and a new target date would be assigned. When accomplished, a GIS layer will also be added to indicate the position of street lights. . Library Collections & Expenditures - This audit was completed in 2006; it was noted the library maintained no record of small value assets, such as couches, chairs, televisions, DVD players, and digital cameras, beyond the invoices or receipts filed by month based on purchase date. The Library is now using the. SIRSI circulation system to provide an effective small asset management system. . DoT - PBX Audit - The PBX audit was performed in 2007, and it identified overpayments totaling $30,009 related to the maintenance agreement. This overpayment has been refunded through credits applied to the 2008 vendor invoice, and current billings are now in accordance with the contract. The City is also receiving verifications that quarterly preventative services and customer traffic studies have been performed as required. . Employee Health Services - The audit in 2007 noted that public safety employees who exceeded weight and body fat limits were not monitored as required by policy. The issue had not been addressed in 2008, at which time Audit Committee Minutes - March 3, 2010 Page 3 o Employee Health Services agreed to add weight and body mass testing to their protocol for examining employees selected for random nicotine screenings. The nicotine issue has been addressed, but the issue of weight has not primarily because of doctor/patient confidentiality. Mr. Harmon stated his understanding that there is ongoing discussion among Human Resources, Risk Management, and Public Safety officials as to how best to address the .situation. This finding will remain open to be evaluated in the 2010 follow-up audit. . Poli<:e Property Room - This audit was performed in 2005 and identified that operating procedures for the Property Room Clerk were not documented in sufficient detail. Mr. Harmon explained there was a lot of turnover in this position and therefore documented procedures were very much needed. The Police Department has developed an outline identifying the processes to be performed by the Property Room staff, effective April 2008. The department continues to refine these documents and has asked for ongoing input from the Auditing Department. Mr. Harmon stated this audit will be merged with the Police Cash Funds audit for future monitoring. This finding has been cleared. o . Facilities Management - The audit of Facilities Management in 2003 noted that the division did not have written policies and procedures for the building maintenance function addressing work prioritization, labor and materials management, an'd preventative maintenance. Facilities Management implemented the DataStream asset management system in 2007. A major configuration of the system was initiated in 2008 and progressed throughout the year. The division expects to complete a policies and procedures manual by July 1, 2010. This finding will remain open and will be evaluated in the 2010 fOllow-up audit. Mr. Harmon asked if there were any additional questions on the follow-up audit. There were none. Chairman Lea asked Mr. Harmon to comment on the City Council Expenditures audit. Mr. Harmon stated the objectives of this audit were to determine if Members of City Council substantially complied with the Travel and Expense Policy adopted in 2008. The second objective was to determine if Council expenditures were ~ppropriately classified and in accordance with the 2009 adopted budget. The conclusion was that Members of City Council' substantially complied with the Travel and Expense Policy adopted in 2008 and that Councilexpenditures were in accordance with the 2009 adopted budget on a unit-by-unit basis. Mr. Rosen asked if all Council Members received the same allocated budget. Mr. Harmon responded that it differs in that the Mayor may be required to attend more conferences, and there can be variations in the budget in other expenditures, such as phone and fax services. Mr. Harmon asked if there were any additional questions on the City Council Expenditures audit. There was some discussion of the necessity for City Council Audit Committee Minutes - March 3, 2010 Page 4 members to carry two phones, one for City purposes and a second phone for Council members' other work or personal phones. (J Chairman Lea asked Mr. Harmon to comment on the Sheriff's Canteen and Auxiliary Funds audit. Mr. Harmon noted that on page two of the report, the actual costs for the jail for the 2008-09 year was stated as $11,333,854. That amount should be $13,673,976. This was due to the retroactive application of stimulus funding which was tracked in a separate unit. The objectives of the audit were to promote compliance with the Virginia Sheriffs' Accounting Manual and Auditor of Public Account specifications. The second objective was to verify revenues and expenditures for the Inmate Canteen, Jail Telephone, Medical Co- payments, Work Release Program, and other inmate collections were accurately and completely stated in Item 63 of the FY2009 Jail Cost Report. There were two findings; one on supporting documentation and another on small asset inventory. In conclusion, it was found that the design and operation of Sheriff's internal controls, with the exception of retention of supporting documentation for Canteen Fund disbursements and small asset tracking, are sufficient to promote compliance with the Virginia Sheriff's Accounting Manual and Auditor of Public Accounts specifications. Chairman Lea ordered that items Athrough C be received and filed. There were no objections to the order. 4. NEW BUSINESS () A. Fraud Hotline B. RFP for Audit Services Chairman Lea recognized Mr. Harmon for comments. Mr. Harmon stated he had submitted a supplemental request to the Budget Committee for funding for the fraud hotline. He explained that the fraud hotline would record every call and each call must be addressed and resolved. To provide the committee some background information, Mr. Harmon explained that state code requires localities that have an internal audit function to provide a fraud, waste, and abuse hotline that offers anonymity to its callers, and the hotline also must be open to both the public and the locality's employees. Mr. Harmon stated he had researched the options that might be available, both internal and external, and felt that an external hotline would give employees a level of comfort in reporting suspected fraud, waste, and abuse. Mr. Harmon explained that the City has a contract with Ethics Point to provide this external service, but it has been frozen because of budget restrictions. That contract costs $4,000 per year for 75 phone calls; additional calls would cost extra. He noted that complaint calls unrelated to fraud, waste, and abuse may come in over the hotline, but that would probably improve after the first year of use. Mr. Harmon referred committee members to an informational sheet on Ethics Point that was proVided in their Audit Committee packets. Ethics Point provides the following: ..'>l a: if Ie' (0 (~ ((' Audit Committee Minutes -March 3, 2010 Page 5 (~ '---.-/ . Hotline is staffed by a live person at all times - 365 days per year, 24 hours a day. . It can also be assessed via Ethics Point's Web site. . It provides anonymity. . The caller is given the assigned number of their complaint and can check its progress towards resolution through the Ethics Point Web site. . The system can arrange contact with the anonymous caller through a chat room, providing a means to questions and answers in order to clarify the reported abuse. . Staffed by college-degreed people and can interpret over 120 languages. . The staffer has a checklist, categorized by type of call, such as a Human Resources issue or misappropriation of assets or cash, which provides a protocol that the call-taker follows to extract as much information as possible. . Mr. Harmon, or whoever is assigned to receive notice of the calls, would receive an e-mail to go to the secure Web site and review the report. His department would then investigate; or if it were a Human Resources issue, it would go to the HR director. o Mr. Harmon stated that the system could be utilized as soon as Ethics Point was notified to activate the contract. He noted that there should be some publicity such as placards in public areas listing the 800 number that employees can call. Mr. Rosen stated he knew there would be some abuse of the hotline; but he felt there should be a way for people, both employees and non-employees, to report suspected problems. Chairman Lea shared with the committee members that he was familiar with the hotline through his position with the state, and he receives a number of calls that are merely complaints that are not relative to fraud, waste, and abuse. Mr. Morrill asked if Mr. Harmon had seen any studies of the efficacy of an external hotline on calls that would not come in otherwise. He mentioned that in Savannah, the audit director went to all the employee orientations and passed out a card with an internal phone number to report issues, and it was also placed on the city's Web page. The audit department did the initial screening. Mr. Harmon replied that Ethics Point could most likely provide that data. He stated that a reporting telephone line is a model in addressi'ng abuse because it encourages people to call in with tips. Mr. Harmon explained that one of the main benefits that would go beyond the organization would be to list that reporting phone number on purchase orders and RFPs. Mr. Rosen shared'that he had received a call from a vendor recently; the vendor had a complaint and did not know where to go so his complaint would be heard. . '~~') , '-_./ Mr. Harmon stated the fraud hotline service could be provided with a phone number to his office, but the assurance of anonymity might bring in more reporting of abuse. Dr. Trinkle mentioned that an area he had heard of suspected abuse occurring was with inspections, and he felt the anonymity provided the level of comfort to promote reporting. Ms. Shawver asked two questions: if the General Assembly action requires this, then doesn't the City of Roanoke haveoto Audit Committee Minutes - March 3, 2010 Page.6 provide it? Also, what are other local governments doing? Mr. Harmon responded that many local governments do not have an internal audit function and thus are (,.'~ not required to have a hotline. He noted that there were two localities that_J provided it as an internal reporting hotline. Another locality has an Inspector General (IG) who handles the duties of tracking reported abuse. Mr. Rosen asked Mr. Harmon if he thought the City needed to implement an external hotline for reports of suspected fraud, waste, and abuse. Mr. Harmon replied that he did feel it would be beneficial, and he had supported the law when it came out. The system wou Id cost $4,000 per year if it does not go over the allocated 75 calls. Ms. Shawver stated the cost is relatively small; the staffing would be the issue. Mr. Harmon agreed that staffing would be a challenge, but some calls, such as those that are merely complaints, would be more readily resolved than others. His responsibility would be to evaluate the facts provided, and the Ethic Points service would extract that information. Dr. Cutler stated he felt it a value worthwhile at the cost of $4,000 to which Chairman Lea agreed. Mr. Harmon stated he recommended going with the system with the understanding it could have significant impact on plans for audits. Ms. Shawver stated that from the Budget Committee standpoint, she feels that the reporting system could save $4,000 per year; she is more concerned with the staffing issues it could bring about. Mr. Harmon responded that the contract with Ethics Point is year to year, and he feels the City could go with the external service for one year and evaluate those results. Mr. Harmon stated that he believed that a hotline was required by law, but that the City could technically be exempt based on the duties assigned to(~ the Auditor by City Charter. " Chairman Lea asked the committee members how they felt about recommending that the City go with the external reporting hotline. Mr. Rosen and Dr. Trinkle stated they were in favor of Mr. Harmon's proposal. Chairman Lea asked Mr. Harmon to comment on the RFP for audit services. Mr. Harmon stated this request for proposal was for external auditing services to' audit the City's annual financial statements. He explained that an RFP was issued that closed on February 25, 2010. Four responses were received from the following firms. . KPMG - an international firm which currently has the contract with the City . Brown, Edwards and Company - a regional firm that is headquartered here in Roanoke, audits the City of Salem and City of Lynchburg, as well as other government clients . Clifton Gunderson - a large, national firm headquartered in Maryland, which also has an office in Richmond . SB and Company - a small firm out of Washington, D.C., that is comprised of former employees of the Arthur Anderson firm The selection committee is made up of five employees. . John Bingham, Assistant Director of Finance . , Audit Committee Minutes - March 3, 2010 Page 7 () . Harold Harless, Retirement Supervisor . Stephanie Giles, Director of Finance at GRTC . Curt Baker, Deputy Superintendent of Roanoke City Public Schools . Dawn Mullins, Assistant Municipal Auditor The committee went through the responses and enrnlrJ,~ted 5B and C~TI?,~'RY because of a number of reasons in terms of qualitY'drresponse:'.lritE~hii~ws are tentatively scheduled for Friday, March 12, 2010. The selection committee will rank the firms, ask for non-binding estimates, and then begin negotiations with the preferred firm~ The selection committee will present the Audit Committee with a recommendation in March and hopefully have a contract by April 1 or soon thereafter. According to Auditor of Public Accounts (APA) specifications, the City should have a contract in place by April 1 , 2010. Dr. Cutler asked how many years KPMG has been the City's external auditing firm, and Mr. Harmon replied that for more than 30 years, KPMG has had the contract. Mr. Morrill asked how long this contract would be in affect, and Mr. Harmon responded that it was for five years. In past years, the City has had a consolidated contract, but that has changed with this RFP. With this proposal, the firms can bid on individual work with the City, the Pension Plan, the Schools, and GRTC, and be awarded only that portion of the audit. 5. OLD BUSINESS /~)' ( .... \"., A. External Audit Status Chairman Lea recognized Mr. Harmon for comments. Mr. Harmon stated that KPMG representatives had met with the Audit Committee in December to brief the committee members on the status of the City's audit although they did not have an opinion at that time. The City's opinion is ready, the Single Audit reports, which are the federal grants, are expected to be finished by March 15,2010. There should be formal communications to be presented to the Audit Committee very soon, but Mr. Harmon' stated he may wait until the June Audit Committee meeting to present them. One communication is standard and addresses any difficulties that may have come up in the audit, and the other communication is a management letter with suggestions for improvements. The Schools' opinion is still pending, but is expected by March 15. ,:'~ There was some concern that the City's data would not be included in the APA's cost comparative data, which goes from every locality to the APA; then the APA compiles it all in a report. It was thought the City would not be included in that comparative, but the City will be in the printed version now. Ms. Shawver stated the APA has to post online by February 1, and the City was not able to meet that date (deadline was mid January). Roanoke will be included in the final published report although it will be considered late. KPMG finished their agreed-upon procedures, and that was also sent in to the APA. The APA will republish online as well so Roanoke data will ultimately be included there. Ms. Shawver stated it is useful information to be able to compare the City of Roanoke to other localities, especially those localities making up the First Cities. ..... . .,'..'~ -I '>- Audit Committee Minutes - March 3, 2010 Page 8 6. ADJOURNMENT (") There being no further business, the meeting was adjourned at 5:13 p.m. ~.;A~ Sherman P. Lea, Chair (~) ',-_.r" ~) STEPHANIE M. MOON, CMC City Clerk CITY ,OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 2401l~1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk CECELlA T. WEBB Assistant Deputy City Clerk July 8,2010 Michael Clark, Secretary Youth Services Citizen Board Roanoke, Virginia Dear Mr. Clark: This is to advise you that Anita J. Price has qualified as a member (elected official) of the , Youth Services Citizen Board for a three-year term of office ending May 31, 2013. SMM:ctw /' Sincerely, ~"hJ.~n~ Stephanie M. Moon, CMC L City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, ANITA J. PRICE, 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 (elected official) of the Youth Services Citizen Board for a three-year term of office ending May 31, 2013, according to the best of my ability (So help me God). ~~~~ yfJ. Subscribed and sworn to before me thiS! '} day o~ 2010. OF THE C1RCt:JIT COURT .c~ BY K:\Oaths\Y outh Services Citizen Board\Anita 1. Price oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 8,2010 Ann H. Shawver, Secretary City of Roanoke Pension Plan, Board of Trustees Roanoke, Virginia Dear Ms. Shawver: This is to advise you that James D. Grisso has qualified as a City retiree representative of the City of Roanoke Pension Plan, Board of Trustees for a two-year term of office ending June 30,2012. Sincerely, ~~'a0'Mo~ Stephanie M. Moon, CMC ~ City Clerk SMM:ctw Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, James D. Grisso, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as the City retiree representative of the City of Roanoke Pension Plan, Board of Trustees, for a two-year term of office commencing July 1, 2010 and ending June 30, 2012, according to the best of my ability (So help me God). ~ n~U-'.f. J/) Subscribed and sworn to before me thi~ day OT~20~ BRENDA S. HAMILTON, C K OF THE CIRCUIT COURT BY L\CLERK\DA T A \CKSM I \Oaths\Boardof Trustees, City of Roanoke Pension Plan\James Grisso oath,doc STEPHANIE M. MOON, CMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov July 8, 2010 Ann H. Shawver, Secretary City of Roanoke Pension Plan, Board of Trustees Roanoke, Virginia Dear Ms. Shawver: JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk This is to advise you that David C. Key has qualified as a City representative ofthe City of Roanoke Pension Plan, Board of Trustees for a four-year term of office ending June 30, 2014. SMM:ctw Sincerely, ~e;~::'~~ City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, David C. Key, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a City representative of the City of Roanoke Pension Plan, Board of Trustees, for a four-year term of office ending June 30,2014, according to the best of my ability (So help me God). c7~C~ Subscribed and sworn to before me this ~ day of ~tYZ- 2010. BRENDA L. HAMILTON, CLERK OF THE CIRCUIT COURT ByQ~~ Df./J~~ , CLERK L:\CLERK\DAT A \CKSMI \Oaths\Board of Trustees, City of Roanoke Pension Plan\David C Key oath,doc STEPHANIE M. MOON, CMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 8, 2010 Sheila Umberger, Secretary Roanoke Public Library Board Roanoke, Virginia Dear Ms. Umberger: This is to advise you that Lauren D. Saunders has qualified as a member of the Roanoke Public Library Board, for a three-year term of office ending June 30, 2013. SMM:ctw Sincerely, ~~o~~~ City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Lauren D. Saunders, 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 ard impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Public Library Board for a three-year term office ending June 30, 2013, I according to the best of my ability (So help me God). ~~-' L[) ~>>r,ka- Subscribed and sworn to before me this a'-fIJav O~Ol O. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT By;J;~.~ L:\CLERK\DAT A\CKSMI \Oaths\Roanoke Public Library Board\Lauren Saunders oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 8, 2010 Sheila Umberger, Secretary Roanoke Public Library Board Roanoke, Virginia Dear Ms. Umberger: This is to advise you that Linda "Leigh" R. Strelka has qualified as a member of the Roanoke Public Library Board, for a three-year term of office ending June 30, 2013. Sincerely, ~<:--- L~.~bNJ Stephanie M. Moon, CMC U City Clerk SMM:ctw Oath or Affirmation of Office '- , Commonwealth of Virginia, City of Roanoke, to-wit:. I, Linda "Leigh" R. Strelka, do solemnly affirm that I will su pport the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Public Library Board for a three-year term of office commencing July 1, 2010 and ending June 30,2013, according to the best of my ability (So help~me God). c~~. , 11lAd nl~1 " Subscribed and sworn to before me this~ Clay of -F- 201 O. ~ BRENDA S. HAMILTON, CLERK 0 THE CIRCUIT COURT , !f:7j BY L:ICLERK\D AT A ICKSM I IOaths\Roanoke Public Library BoardlLinda Strelka oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 8,2010 Melissa Murray, Secretary Roanoke Arts Commission Roanoke, Virginia Dear Ms. Murray: ' This is to advise you that Thomas L. McKeon has qualified as a member of the Roanoke Arts Commission, for a three-year term of office ending June 30, 2013. Sincerely, ~4~M.I'Y1~ Stephanie M. Moon, CMC ~ City Clerk SMM:ctw "-.. Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Thomas L. McKeon, 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 1 will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Arts Commission for a three-year term' of office ending June 30, 2013, according to the best of my ability (So help me God). d.-uA C( &- Subscribed and sworn to before me this/~ay Of~ 2010. BRENDA S. HAMILTON, CL RK OF THE CIRCUIT COURT BY ,~ L:\CLERK\DATA\CKSMI\Oaths\Roanoke Arts Commission\Thomas L. McKeon oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 ' Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov - JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk " CECELIA T. WEBB Assistant Deputy City Clerk July 8, 2010 Melissa Murray, Secretary .Roanoke Arts Commission Roanok~, Virginia Dear Ms. Murray: This is to advise you that M. Rupert Cutler has qualified as a member of the Roanoke Arts Commission, for a three-year term of office ending June 30, 2013. Sincerely, ~tfl~'rn . Y">jb~ Stephanie M. Moon, CMC ~. City Clerk SMM:ctw Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: , I, M. Rupert Cutler, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Arts Commission for a three-year term of office commencing July 1, 2010 ending June 30, 2013, according to the best of my ability (So help me God). ~~ Subscribed and sworn to before me this k day of ~NL- 201 O. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT ByG?~~~ ~EffA~ , CLERK ~ L:\CLERK\DA T A \CKSMl \Oaths\Roanoke Arts Commission\Rupert Cutler oath,doc STEPHANIE M. MOON, CMC City Clerk Melissa Murray, Secretary Roanoke Arts Commission Roanoke, Virginia Dear Ms. Murray: 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 JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 8, 2010 This is to advise you that Patice L. Holland has qualified as a member of the Roanoke Arts Commission, for a three-year term of office ending June 30, 2013. SMM:ctw Sincerely, ~~M.Mi)~ Stephanie M. Moon, CMC "-- City Clerk J Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Patice L. Holland, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Arts Commission for a three-year term of office ending June 30, 2013, according to the best of my ability (So help me'God). Subscribed and sworn to before me this ~y of ~ 2010. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT ~~ L:\CLERK\DA T A \CKSMI \Oaths\Roanoke Arts Commission\Patice Holland oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk . CECELIA T. WEBB Assistant Deputy City Clerk July 8, 2010 Nicole Ashby, Secretary Parks and Recreation Advisory Board Roanoke, Virginia Dear Ms. Ashby: This is to advise you that Pete Eshelman has qualified as a member of the Parks and Recreation Advisory Board, for a termof office ending March 31,2013. Sincerely, ~~ra, .~()..,.) Stephanie M. Moon, CMC . ~ City Clerk SMM:ctw K:\Oaths-Qualification\Parks and Recreation Advisory Board\Pete Eshehnan Qualification,doc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Pete Eshelman, 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 Parks and Recreation Advisory Board for a term ending March 31, 2013, according to the best of my ability (So help me God). Subscribed and sworn to before me this l~ay of ;:s'l,\,n.e.. 2010. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT BY ~~ L:\CLERK\DAT A\CKSMI \Oaths\Parks and Recreation Advisory Committee\Pete Eshelman oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 8,2010 Nicole Ashby, Secretary Parks and Recreation Advisory Board Roanoke, Virginia Dear Ms. Ashby: This is to advise you that E. Duane Howard has qualified as a member of the Parks and Recreation Advisory Board, for a term of office ending March 31, 2013. ' Sincerely, ~~'0I~~~ Stephanie M. Moon, CMC "- City Clerk SMM:ctw K:\Oaths-Qualification\Parks and Recreation Advisory Board\E, Duane Howard Qualification,doc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, E. Duane Howard, 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 Parks and Recreation Advisory Board for a term ending March 31, 2013, according to the best of my ability (So help me God). ~.)p~.~ Subscribed and sworn to before me this ~ay of:S-u'r"'\e.. 2010. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COl)RT B~~. L:\CLERK\DAT A\CKSMI \Oaths\Parks and Re~reation Advisory Committee\Duane Howard oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov STEPHANIE M. MOON, CMC City Clerk Nicole Ashby, Secretary Parks and Recreation Advisory Board Roanoke, Virginia Dear Ms. Ashby: July 8, 2010 JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk This is to advise you that William A. West has qualified as a member of the Parks and Recreation Advisory Board, for a term of office ending March 31, 2013. SMM:ctw Sincerely, ~~ ~.Y4]b~ Stephanie M. Moon, CMC ( City Clerk K:\Oaths-Qualification\Parks and Recreation Advisory Board\William A. West Qualification,doc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: i I, William A. West, 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 Parks and Recreation Advisory Board for a term ending March 31, 2013, according to the best of my ability (So help me God). 1L a~, (/+ Subscribed and sworn to before me thi~Y of :fu.t\L 2010, :: ~~~T L:\CLERK\DAT A\CKSM I \Oaths\Parks and Recreation Advisory Committee\William West oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia- 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 8, 2010 LNfcole Ashby, Secretary Parks and Recreation Advisory Board Roanoke, Virginia Dear Ms. Ashby: This is to advise you that William J. Modica has qualified as a member of the Parks and Recreation Advisory Board, for a term of office ending March 31, 2013. Sincerely, f/s#I~ ~. ~oOY-J Stephanie M. Moon, CMC City Clerk SMM:ctw K:\Oaths-Qualification\Parks and Recreation Advisory Board\William], Modica Qualiflcation,doc Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, William J. Modica, do solemnly affirm that I will support the Constitution of the United States of Ameri~a 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 Parks and Recreation Advisory Board for a term ending March 31, 2013, according to the best of my ability (So help me God). Subscribed and sworn to before me thiSL~Y Of~201 O. Lf'-- BRENDA S. HAMILTON, CLERK OF HE CIRCUIT COURT ,C~R~ BY L:\CLERK\DAT A\CKSMI \Oaths\Parks and Recreation Advisory Committee\William Modica oath,doc CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 , Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 8, 2010 Carolyn Glover, Secretary Personnel and Employment Practices Commission Roanoke, Virginia Dear Ms. Glover: This is to advise you that Stephen S. Willis has qualified as a member of the Personnel and Employment Practices Commission, for a three-year term of office ending June 30, 2013. Sincerely, ~~bt.m()~ Stephanie M. Moon, CMC l City.Clerk SMM:ctw Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Stephen S. Willis, 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 Personnel and Employment Practices Commission for a three-year term of office ending June 30, 2013, according to the best of my ability (So help me God). /"~~ //~ Subscribed and swam to before me this 1!71fJay ~01 O. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT LERK L:\CLERK\DA T A \CKSM I \Oaths\Personnel and Employment Practices Commission\Stephen S, Willis oath,doc ~" CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFf Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 8,2010 Dr. Robert Sandel, President Virginia Western Community College P. O. Box 14007 Roanoke, Virginia 24038-4007 Dear Dr. Sandel: This is to advise you that Dennis R. Cronk has qualified as a member of the Virginia Western Community College Board of Directors for a four-year term of office commencing July 1,2010 and ending June 30, 2014. Sincerely, ~~:;~x City Clerk SMM:ctw Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Dennis R. Cronk, do solemnly affirm that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a City representative of the Virginia Western Community College Board of Directors for a four-year term of office ending June 30, 2014, according to the best of my ability (So help me God). ~~--- Subscribed and sworn to before me this~day of (]l/iIe..... 2010. BRENDA S. HAMILTON, CLERK OF THE CIRCUIT COURT CLERK L:\CLERK\DATA\CKSMl\OathsWirginia Western Community College Board\Dennis R Cronk oath,doc ./ ])10 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 6th day of July, 2010. No. 38873-070610. AN ORDINANCE authorizing execution ofa deed ofreservation for City-owned property designated as Tax Map Number 1040202, to allow the placement of a permanent 40 foot wide by 919 foot long storm drain easement from the intersection of Reserve Avenue and Jefferson Street to the Roanoke River, in connection with the development of the Riverside Corporate Centre, upon certain terms and conditions; and dispensing with the second reading of this ordinance by title. WHEREAS, a public hearing was held July 6, 2010, pursuant to ~~ 15.2-1800 and 1813, Code of Virginia (1950), as amended, at which hearing all parties in interest and citizens were afforded an opportunity to be heard on.the proposed deed of reservation. THEREFORE, BE IT ORDAINED by the Council ofthe City of Roanoke that: 1. The City Manager and City Clerk are authorized to execute and attest, respectively, in form approved by the City Attorney, the necessary documents to record a deed of reservation for City-owned property designated as Tax Map Number 1040202, to allow the placement of a permanent 40 foot wide by 919 foot long storm drain easement from the intersection of Reserve Avenue and Jefferson Street to the Roanoke River, for the purpose ofsupporting a drain pipe, and for the purpose of constructing and installing and thereafter maintaining, operating, relaying, and if necessary, replacing, a public storm drain system across the aforementioned parcel, formerly known as the National Guard Armory, in' connection witt: the development of the Riverside Corporate Centre, upon the terms and conditions set forth in the City Manager's letter to Council dated July 6, 2010. 2. Pursuant to Section 12 of the City Charter; the second reading ofthis ordinance by title is hereby dispensed with. 2 CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S,W" Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www,roanokeva,gov July 6, 2010 Honorable David A. Bowers, Mayor Honorable David B. Trinkle, Vice Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable AnitaJ, Price, Council Member Honorable Court G. Rosen, Council Member Dear Mayor Bowers and Members of City Council: Subject: Request Public Hearing/Deed of Reservation on Tax Map Number 1040202 for Construction of a Storm Drain Serving Riverside Corporate Centre Background: Development of the Riverside Corporate Centre requires the construction of a new storm drain pipe from the intersection of Reserve Avenue and Jefferson Street to the Roanoke River. The proposed pipe is being constructed as part of the development by private entities. The storm drain pipe will be publicly owned and maintained. The pipeline crosses City owned property identified by Tax Map Number 1040202, formerly the site of the National Guard Armory. Since the pipeline will be maintained by the City, it is necessary to reserve a public storm drain easement. Considerations: The De~d of Reservation for the storm drain will limit the use of approximately 0.8399 acres on Tax Map Number1040202, in perpetuity. The proposed easement is 40 feet wide and 919 feet long. Honorable Mayor and Members of City Council July 6, 2010 Page 2 The Deed of Reservation will be substantially similar to the draft deed attached to this letter, which deed is to be approved as to form by the City Attorney. Recommended Action: . \ Authorize the City Manager to execute and record, and the City Clerk to attest, respectively, on behalf of the City of Roanoke, a Deed of Reservation substantially similar to the one attached to this letter, with such documents to be approved as to form by the City Attorney. Christopher P. Morrill City Manager CPM/PCS/lmb Attachment c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Robert K. Bengtson, PE, Director of Public Works Thomas N. Carr, Director of Planning Building and Development Susan S. Lower, Director of Real Estate Valuation Philip C. Schirmer, PE, LS, City Engineer CM10-00114 Exemption claimed: Grantee is exempted from recordation taxes and fees pursuant to '58.1-11A(3), Code of Virginia. Prepared by the Office of the City Attorney Official Tax No. 1040202 Property Owner City of Roanoke, Virginia THIS DEED OF RESERV A TION, is entered into this _ day of ,2010, by the CITY OF ROANOKE, VIRGINIA, a municipal corporation organized and existing under the laws of the , Commonwealth of Virginia ("City"), as Grantor, on behalf of itself WIT N E SSE T H: WHEREAS, the City is currently the owner of certain property located in the City of Roanoke and shown on the easement plat referenced below; WHEREAS, the City desires to reserve a storm drain easement unto itself across the property in connection with the development and construction of the Riverside Corporate Center; and WHEREAS, a public hearing was held on 2010, pursuant to Sections 15.2-1800 and 15.2-1821 of the Code of Virginia (1950) as amended, whereby City Council for the City of Roanoke, Virginia authorized the placement of this Deed of Reservation. NOW, THEREFORE, the City does hereby reserve unto itself its successors and assigns, the following described storm drain easement, for the purpose of supporting a drain pipe, and for the purpose of constructing and installing and thereafter maintaining, operating, relaying and, ifnecessary, replacing, a public storm drain system, said easement being over, through and across real estate lying in the City of Roanoke, Virginia, bearing Official Tax Map No~ 1040202, and being more particularly described as follows: C:\DOCUME-I \CMJBI\LOCALS-I \TEMP\NOTESFFF692\A lTACHMENT CITYSTORMDRAINEASMNT.DOC 1 Tax Map No. 1040202 A permanent 40' wide by 919.24' long, public storm drain easement containing 36,583.835 sq.ft., more or less, extending in length from north to south across the entirety of the property, the centerline of which easement is approximately 50' westward from the edge of Jefferson Street, as more particularly shown on the attached plat entitled "Plat Showing a 40' Public Storm Drainage Easement on the Property ofthe City of Roanoke, Virginia" dated May 26, 2010, prepared by AECOM, on file in the Clerk of Circuit Court's Office for the City of Roanoke, Virginia, in Deed Book Page , which is hereby incorporated by reference herein. The grant and provisions ofthis Deed of Reservation shall constitute a covenant running with the land for the benefit ofthe Grantor, its successors and assigns forever. Approval of this instrument as to form by the Office of the Roanoke City Attorney, along with the recordation of this instrument constitutes Grantors=s acceptance of the real estate conveyed herein. WITNESS the following signatures and seals: CITY OF ROANOKE VIRGINIA ATTEST: By: (SEAL) Christopher P. Morrill, City Manager Stephanie Moon, City Clerk COMMONWEALTH OF VIRGINIA , To-wit: CITY OF ROANOKE The foregoing instrument was acknowledged before me this . day of Christopher P. Morrill, City Manager ofthe City of Roanoke, for and on behalf ofthe City. , 2010, My Commission expires: Notary Public C:\DOCUME-I\CMJBl \LOCALS-I\TEMPINOTESFFF692\A ITACHMENT CITYSTORMDRAINEASMNT,DOC 2 OOlt-LSB (ot;) :H)Hd WO~S\f .,O~~ 'I'!~ ~ Q\QI N"DllMl.:lllLfl ""'" ~ f:(l ~ ~~ ~ U _::J ~~ :I: l;j~ OCD V> ~Z ::> " ~g ~tJ V> C:::> ~ ;! 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CI::.....coco <0<0 ~g5B E~alal UI- ~~ 00 L:)t 0::' <(0 (/) ~L{) Zt'") WC() ~. __w t'") (/)00 L:)w I"') u f=O W-l .-Jw I- I-LL <( f/J 15 I:l f/J ~ ~ .!. i m -MlVi-9Z - :l ISNV u CD <{ n... vv;6~:OI mOl 'Sl AOI'j 'Aopsl;lUPIIM :31'(0 101d t'lV' 6O:6!1;O~ OIOl '9l '<Dff ',{opStIJPIlIll :3J.'I'(]dO lSY1 """.'N3"J!"3~MS\'MO\QO'<l\I000\'961"09\",llVM\,,",3fO"\" '3",",1"/Hl~ The Roanoke Times Roanoke, Virginia Affidavit of Publication The Roanoke Times --------------------------------------------------+------------------------ CITY OF ROANOKE, ENGINEERING 215 CHURCH AVE RM 350 ROANOKE VA 24011 r--~-~-- -, City/County of Roanoke, C9mmonwealth/State of Virginia. Sworn and subscribed before me this __~_~~ay of JUNE 2010 Witness my hand and o icial seal. otary Public ! NOTICE OF PUBLIC i HEARING ! The City ~f Roanoke /proposes to place a deed of . reservation on City owned Iproperty designated as Tax ,Map No, 1040202, to allow jthe placement of a storm ldraln easement from the ,intersection of Reserve 'Avenue and Jefferson Street I'to the Ro-anoke Rlver"for the purpose of supporting a drain pipe, and for the 1 purpose of constructing and : !.installing and'thereafter 1 maintaining, operating. . relaying, and if necessary. !replacing, a public storm Idrain system across the aforementioned parcel, Iformerly known as the. I National Guard Armory, .. Pursuant to the ireQUirements of 15,2_1800 ,and 1813, Code of Virginia :(1950), as amended, notice : Is hereby given that the City 'Council of the City of Roanoke will hold a public hearing on.the above matter at its regular meeting to be held on July 6, 2010, commencing at 2:00 p,m" or as 'soon thereafter as the matter may'be heard, in the Council Chambers, 4th Floor, Noel C., Taylor Municipal Building. 215 Church Avenue, S,W" Roanoke, Virginia, Further information .is available from the Office of the City Clerk for the City of Roanoke at (540) 853-2541, Citizens shall have the opportunity to be heard and express their opinions on said matter, ' If you are a person with a disability who needs accommodations for this hearing. please contact the City Clerk's Office at (540) 1853,2541, before 12:00 noon on July 1, 2010, GIVEN. under my hand this 22nd day of June, 2010, I Stephanie M, MOO. n, " CMC City Clerk (12218523) , i____~~____ REFERENCE: 80022630 12218523 NOTICEOFPUBLICHEARIN State of Virginia City of Roanoke I, (the undersigned) an authorized representative of the Times-World Corporation, which corporation is publisher of the Roanoke Times, a daily newspaper published in Roanoke, in the State of Virginia, do certify that the annexed notice was published in said newspapers On the following dates: PUBLISHED ON: 06/25 ,1111111111/11 \\ 1\ LA'" " " :-{ I"' r,A6', ...'" <"'\ ...... IV1"'1A.', ... ~V.' :'(" "l.V .. ~.. ~"~O\r>-r'> .... ':;. = t:t:: :' ~\.)'a\..\C 0 ". ic ~ - OJ 0 09093.- -' :In .- = : r'>\:.G, ~\SS\()~: ~ = :.. 0 'NC~()~ C' I~' <-- _ o. ~\\ ..-'lp\ VI"": "'- :: - . \:.1', .):;::1.. -:. 0.,'. .'~' ~ ',VA... ... ..- ~ ,.... '.... ''74t, ........ '0<': ... '" OtllWEAl\\\ "" '1, \\ 1IIIIIi\ll\ .s.. flj TOTAL COST ~~iJ FILED ON: ."...-\ B: - - - - - - - - - - i~J- - - - - - - - - - - - - - - - - - - - - - - - -.- - - - - - - - - - - - - + - - - - - - - - - - - - - - - - - - - - - - -- 218.40 06/25/10 -...- ...., A~thorized V ~/ s"gnature'-if~;Ii-- ~ ' -- ':...:. Billing Services Representative I !1Jl~' NOTICE OF PUBLIC HEARING The City of Roanoke proposes to place a deed of reservation on City owned property designated as Tax Map No. 1040202, to allow the placement of a storm drain easement from the intersection of Reserve Avenue and Jefferson Street to the Roanoke River, for the purpose of supporting a drain pipe, and for the purpose of constructing and installing and thereafter maintaining, operating, relaying, and if necessary, replacing, a public storm drain system across the aforementioned parcel, formerly known as the National Guard Armory. Pursuant to the requirements of15.2-1800 and 1813, Code of Virginia (1950), as amended, notice is hereby given that the City Council of the City of Roanoke will hold a public hearing on the above matter at its regular meeting to be held on July 6,2010, commencing at 2:00 p.m., or as soon thereafter as the matter may be heard, in the Council Chambers, 4th Floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia. Further information is available from the Office of the City Clerk for the City of Roanoke at (540) 853-2541. Citizens shall have the opportunity to be heard and express th~ir opinions on said matter. If you are a person with a disability who needs accommodations for this hearing, please contact the City Clerk's Office at (540) 853-2541, before 12:00 noon on July 1, 2010. GIVEN under my hand this 22nd day of June ,2010. Stephanie M. Moon, CMC City Clerk. K:\DA VID\COUNCIL WORK\PH~DEED OF RESER VA TION-RlVERSIDE CORPORATE CENTRE.sTORM DRAIN .6-21-20 10.DOC Note to Publisher: Please publish once in The Roanoke Times on Friday, June 25, 2010. Send Publisher's Affidavit to: Send Bill to: Stephanie M. Moon, CMC, City Clerk 215 Church Avenue, S. W. Room 456 Roanoke, Virginia 24011 (540) 853-2541 Rebecca Starnes Construction Cost Technician Engineering Division 215 Church Avenue, S. W. Room 350 Roanoke, Virginia 24011 (540) 853-2731 ~ K:\NOTICES\201 OIJUL YlJULY 6\NPH~DEED OF RESERV ATION~RIVERSIDE CORPORATE CENTRE,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 JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 8, 2010 Municipal Code Corporation P. O. Box 2235 Tallahassee, Florida 32316 Ladies and Gentlemen: I am attaching copy of Ordinance No. 38874-070610 amending and reordaining Section 14.1-16, Placement for collection qenerallv, of Chapter 14.1, Solid Waste Manaqement, of the Code of the City of Roanoke (1979), as amended, by amending subsection (d) (4), effective July 6,2010. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Tuesday, July 6, 2010, and is in full force and effect upon its passage. Sincerely, ~f21,~ Stephanie M. Moon, CMC ' City Clerk SMM:ctw Attachment pc: The Honorable Brenda S. Hamilton, Clerk, Circuit Court Ronald S. Albright, Clerk, General District Court David C. Wells, Clerk, Juvenile and Domestic Relations District.Court Chief Magistrate, Office of the Magistrate Lora A. Wilson, Law Librarian Christopher P. Morrill, City Manager William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Skip A. Decker, Manager, Solid Waste Management Cecelia T. Webb, Assistant Deputy City Clerk t';6~ "J ....... \P 0:0'- IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of Ju~y, 2010. No. 38874-070610. AN ORDINANCE amending and reordaining Section 14.1-16, Placement for collection generally, of Chapter 14.1, Solid Waste Management, of the Code of the City of Roanoke (1979), as amended, by amending subsection (d) (4); 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. Chapter 14.1, Solid Waste Management, of the Code of the City of Roanoke (1979), as amended, is hereby amended and reordained, to read and provide as follows: Sec. 14.1-16. Placement for collection generally. * * * (d) Any person who is physically unable to transport all Jefuse and recyc1ables generated by all persons residing in a dwelling unit to the locations described in subsections (a) and (b) of this section may apply for physically challenged service on a form acceptable to the City Manager. * * * (4) Physically challenged service shall be available to citizens for a term of no more than twelve (12) months from the date of approval by the City Manager. Any person receiving physically challenged service may apply for additional twelve (12) month terms pursuant to this subsection (d), if such person remains otherwise qualified for such service:" and provides an updated physician's certification acceptable to the City Manager, 2. Pursuant to the provisions of Section 12 ofthe City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: /:;HR~'rr). h1~ City Clerk l O-Amending Section J 4,1-16(d),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 July 6,2010 Honorable David A. Bowers, Mayor Honorable David B. Trinkle, Vice Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable AnitaJ, Price, Council Member Honorable Court G. Rosen, Council Member Dear Mayor Bowers and Members of City Council: Subject: Proposed Changes to Solid Waste Collection Physically Challenged Prog ram Background: On May 3, 2010, Council approved changes to City Code 14.1-16(d) to include a provision for physically challenged program recipients and applicants to re-apply, and re-certify annually as to their disability. Taking into consideration feedback from permanently disabled individuals, as well as from concerned citizens, the provision that would necessitate that physically challenged individuals schedule a physician's appointment annually for this purpose presented an undue hardship. After further research by staff, it is recommended that the requirement of a yearly physician's certification be removed from City Code Section 14.1-16 (d)(4). Citizens will still be required to apply on an annual basis for physically challenged service, but no medical certification will be required after the first year; applicants will be required to certify that their disability continues. Recommended Action: Adopt the attached ordinance. a;;;:p~7J;,;a Christopher P. Morrill City Manager Honorable Mayor and Members of City Council July 6,2010 Page 2 c: Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance James Grigsby, Assistant City Manager for Operations Robert K. Bengtson, Director of Public Works Frank (Skip) Decker, III, Solid Waste Manager CMlO-00130 ~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day o~ July, 2010. No. 38875-070610. AN ORDINANCE to appropriate funding from the Parking Fund Retained Earnings for maintenance projects at various Park Roanoke facilities, amending and reordaining certain sections of the 2010-2011 Parking 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 2010-2011 Parking Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Fund Balance Retained Earnings - Available Appropriations Maintenance-Buildings - Market Garage Maintenance-Buildings ~ Elmwood Park Garage Maintenance-Buildings - Elmwood Park Lot Maintenance-Buildings - Campbell Garage Maintenance-Buildings - Center in the Sq Garage Maintenance-Buildings - Church Avenue Garage Maintenance-Buildings - Tower Garage Maintenance-Buildings - Gainsboro Garage 07 -3348 07 -540-8200-2050 07 -540-8205-2050 07 -540-8208-2050 07 -540-8213-2050 07 -540-8215-2050' 07 -540-8220-2050 ' 07 -540-8225-2050 07 -540-8235-2050 $ (269,477) 27,642 27,708 3,750 16,553 35,236 52,824 70,141 35,623 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ...Q-- ~. . ~ . . .}y;. ~()tMJ City Clerk. t CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S,W" Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www,roanokeva,gov July 6, 2010 Honorable David A. Bowers, Mayor Honorable David B. Trinkle, Vice Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member Dear Mayor Bowers and Members of City Council: Subject: Retained Earnings for Parking Fund Projects Background: The Parking Fund operates and maintains the City's off street parking facilities, consisting of seven parking decks and six surface lots. As part of the FY201 0-2011 budget development process, staff identified certain capital maintenance projects which should be undertaken during FY201 0-2011. The projects identified for this fiscal year are detailed in Attachment A to this letter. Considerations: In order to provide funding for these various capital maintenance projects, an appropriation from the Parking Fund's Retained Earnings should be made in the amount of $ 269,477. Currently, there is $549,000 of retained earnings available for appropriation. Recommended Action: Adopt the accompanying budget ordinance to appropriate funds in the amount of $269,477 from Parking Fund retained earnings for the projects identified in Attachment A to this letter. ResRectfully submitted, ~fJ.~ Christopher P. Morrill City Manager Honorable Mayor and Members of City Council July 6, 2010 Page 2 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 Deborah J. Moses, Parking Administrator CM10-00125 Attachment A CM1 0-00125 Location Requested Need Funds Market Garage $27,642 Elevator compliance; access equipment improvements Elmwood Park Garage 27,708 Elevator partial replacement/improvements; access equipment improvements Surface lots 3,750 Surfacing /lining improvements Campbell Garage 16,553 Access equipment partial improvements; elevator contract assurance Center in the Square Garage 35,236 Access equipment partial improvements; required sprinkler evaluation Church Avenue Garage 52,824 Elevator compliance; required sprinkler evaluation; fire extinguisher program improvements; partial lighting improvements Tower Garage , 70,141 Sprinkler overhaul; elevator compliance; partial lighting improvements Gainsboro Garage 35,623 Mandatory sprinkler evaluation; revenue equipment improvements Total request for funds $269,477 / I 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 JOHN W, BINGHAM, CPA Assistant Director of Finance ANN H, SHAWVER, CPA Director of Finance ANDREA F, TRENT Assistant Director of Finance July 6, 2010 Honorable David A. Bowers, Mayor Honorable David B. Trinkle, Vice-Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable Anita J. Price, Council Member Honorable Court G. Rosen, Council Member Dear Mayor Bowers and Members of City Council: Subject: May Financial Report - City of Roanoke March Financial Report - Roanoke City Public Schools The following financial report provides commentary on the City's financial results for the first eleven months of this fiscal year. General Fund revenues through May of FY1 0 were 1.9% or $4.2 million below last year as presented in the accompanying report. Currently, real estate tax collections are 1.9% higher than last year, tracking as expected based on our projections. The City met the real estate estimate for FY1 O. The most recent major local tax due date was Tuesday, June 1, 2010, for the personal property tax. This tax is projected to fall 7% behind fiscal year 2009. Other local taxes, most notably the local portion of the sales tax, have declined in FY1 O. General Fund expenditures through May decreased 1.5% or $3.6 million compared to the first eleven months of FY09. Expenditure declines are largely driven by decreased costs in Judicial Administration and Parks, Recreation, and Cultural. Overall, expenditure declines are the result of budget reduction measures that include reductions in employee positions, employee benefits, and programs and services. The City continues to monitor revenue shortfalls and manage expenditures accordingly with both positive and negative variances discussed in this narrative. Revenues: o"J ;1. The revenue shortfall for FY10 is currently projected at approximately $4.4 million compared to the adopted budget. This is a decrease of 1.7% compared to the original adopted budget and places FY1 0 revised revenues at 3.0% below FY09 audited revenues. Honorable Mayor and Members of Council July 6, 2010 Page 2 Additional revenue details are as follows:' General Property Taxes increased 1.8% or $1,784,000 compared to FY09. The total levy for real estate increased 2% in FY10 due primarily to growth in real estate assessments. In addition, supplemental revenues from construction activities added favorably to the category. Partially offsetting the real estate growth is a decline in personal property tax revenue compared to last year as a result of lower billings on new vehicles as well as an increase in the personal property tax relief percentage. We are currently projecting a 7% decline in this revenue source. Other Local Taxes decreased 5.8% or $3,486,000 compared to FY09. The majority of our local taxes are trending lower due to the negative impact of the national economic decline. Sales tax revenues, which began to decline in January 2009, are 13.1 % lower this year through April sales. Business License tax is projected to end the year down 7.4%. Transient Occupancy, Prepared Food and Beverage, and Cigarette taxes have also declined compared to last fiscal year by 5.2%, 3.6% and 7.0%, respectively. Teleco'mmunications Tax, though currently down 1.2% from last year, is projected to end fiscal year 2010 with a slight increase. The improvement is projected in part due to a large State issued refund that impacted the later months of FY09. Though most of our local tax reven'ues have declined on a fiscal year-to-date basis, some are beginning to improve. The Prepared Food and Beverage and Transient Occupancy taxes have had month over month increases for the past two months. We are hopeful that this is a sign of local economic improvement and that it will continue as we begin FY11. Permits. Fees. and Licenses decreased 21.7% or $209,000 compared to FY09. Construction activity continues to be slow due to the economy, resulting in fewer permits obtained and lower permit revenues, In addition, there were severai commercial permits obtained in early months of FY09. Revenue from the Use of Money and Property fell 31.8% or $258,000 compared to FY09 due to the loss of rental income from State offices vacating space at the Commonwealth Building. Intergovernmental revenues decreased 0.3% or $175,000 compared to last year. Offsetting the decline in this category is a timing difference in the collection of Comprehensive Services Act revenues for March services. Adjusted for this timing difference, Intergovernmental revenues declined 1.9% or $989,000. This variance is comprised of decreases in other categorical and non categorical aid such as Rental Car tax, Jail Per Diems, EMS-Four for Life, and Law Enforcement (HB 599) funding, as well as reimbursement for constitutional officers. The overall decline is partially offset by' increased reimbursement of day care and foster care expenditures paid by the City. It is important to note that this category will be further impacted before the fiscal year comes to a close by Commonwealth budget reductions to constitutional officers as well as reduced funding for law enforcement, libraries, and various social services. . Charges for Services decreased 18.1 % or $1,469,000 compared to FY09 due in part to a /timing difference and a change in revenue recognition policy. This change was Honorable Mayor and Members of Council July 6, 2010 Page 3 implemented July 1, 2009. Though it impacts results in the current report, this is not expected to alter revenue in this category for the fiscal year as a whole. Also contributing to the decline in this category is lower revenue received for housing federal prisoners (27.5%) and prisoners from other !ocalities (84.9%) due to the shift of prisoners to the new regional jail that opened in March 2009. Partially offsetting the decline in this category was an increase in off-duty police billings as several businesses have hired police officers for extended-term assignments. Internal Services declined 13.2% or $348,000 due in part to a reduction in School Resource officer billing as a result of the elimination of three positions. In addition, Fire Safety Airport funding is down 25.3% or $163,000 due to a large credit of previous workers compensation billings. Expenditures: The fiscal year 2010 General Fund expenditure budget totals $259.6 million and includes funding of approximately $1 niillion to cover contracts and purchase orders made during fiscal year 2009 but not paid by the end of that year. The General Fund expenditures and encumbrances through May were $232.8 million, a 1.5% decline compared to FY09. Expenditure declines are, in part, the result of expenditure reduction strategies implemented earlier in the fiscal year including the deferring of planned expenditures for fleet replacement and technology capital, a hiring freeze, and efforts to manage the budget contingency conservatively. Expenditure variances are discussed in the following sections. Judicial Administration expenditures declined 13.8% or $1,058,000 due primarily to a decrease in residential detention service charges paid to Roanoke Valley Juvenile Detention Commission due to a population decline. Parks. Recreation and Cultural expenditures decreased 10.5% or $1,041,000 from FY09. Roanoke Arts Commission expenditure reductions of 20% were made for FY1 0 including the elimination of funding for the Arts Festival. Also contributing to the variance in this category is a, reduction in Event Zone expenditures, program activities, supplies, and decreased publications and subscriptions. Nondepartmental expenditures are 17.1 % or $887,000 lower this fiscal year through May compared to last fiscal year. Transfers to the Civic Facilities Fund have decreased 18.2% due to improved financial performance of the fund with Global Spectrum managing the property. Transfers to the Capital Projects Fund have decreased by 17.7% due to a lower level of cash funding for projects in FY1 O. The single largest change was funding to the Roanoke River Flood Reduction project. In addition, the operating subsidy for the Greater Roanoke Transit Company declined 16.6% due to planned changes in operations. Federal and State subsidies to GRTC are also lower than FY09. Honorable Mayor and Members of Council July 6, 2010 Page 4 Civic Facilities Fund: Prior year results are not fully comparable because the accounting methods of the City and Global Spectrum differ. Comparisons between years will focus on the Operating Income or Loss measure as well as the Change in Net Assets which provides a meaningful comparison. The Operating Loss for FY10 year to date has improved by 34.5% or $800,000 when compared to FY09. When this is adjusted for VML Host City Night expenses recorded in this fund, the improvement would be 37.1% or $862,000. The Loss Before Transfers and Contributions improved 29.2% or $839,000 compared to the prior year. The transfer of $1,009,050 from the General Fund represents one half of the budgeted FY10 operating subsidy. The FY1 0 subsidy is expected to be within the budgeted amount of $2,018,000. The Fiscal Year 2009 total subsidy was $2,678,000. Global Spectrum's management of the Civic Center operations continues to bring improvements in the quality and quantity of events. Global Spectrum has now been managing the Civic Center for seventeen months. January through May 2009 brought a total of 116 events compared to 134 from January to May 2010, an increase of 15.5%. Year-to-date, Global Spectrum has brought in 33 additional events or 13.8% more than budgeted. Paid attendance; however, for January through May 2010 vs. the same time period in 2009 declined 2.1 %. The decline was due to low attendance at the Circus and the Monster Truck show due to the significant snow storms that occurred in January and February this fiscal year. Parking Fund: Operating Income for 2010 fiscal year-to-date reflects a decline of 13.5% or $78,000 compared to FY09. This decline was the result of a 3.5% decrease in revenues offset somewhat by operating expense declines of 2.2% from FY09 levels. Lancor, our management firm for the parking garages, continues marketing services to downtown businesses to improve the revenue shortfall and is working to minimize expenses. The results of these efforts can be seen in Operating Income which has improved across the fiscal year and currently reflects a 13.5% decline compared to the prior year. In perspective, the August Operating Income represented a 57.1% decline from the prior year. Noteworthy items regarding the performance of Parking Fund are as follows: ../ A reduction of leased spaces by two major customers had a significant negative impact on revenues for the Church Avenue and Tower garages. The Church Avenue garage has begun to recover, but the Tower garage continues to struggle. ../ Operating Expenses continue to be driven by higher utility costs and management fees. Utilities are up 4.2% from the same period in FY09. Maintenance is being deferred to the extent possible. Honorable Mayor and Members of Council July 6, 20 1 0 Page 5 Market Building Fund: The Market Building results reflect an improvement in the Operating Loss of $268,000 for the current year when compared to the prior year. When adjusting FY09 performance to remove the FY09 repair and maintenance expenses, FY10 Operating Loss improved $63,000 compared to FY09. Revenues are down 7.8% in FY1 0 and expenses are down by 20.1 % after adjusting for the FY09 repairs and maintenance. Noteworthy items regarding the performance of the Market Building Fund are as follows: ./ The Market Building revenue decline was driven by vendor vacancies in FY10 as compared to the same time in FY09. One additional vendor left in May. ./ The transfer from the Capital Projects Fund of $2.2 million is for Market Building renovations. . ./ The transfer from the General Fund of $47,250 represents one half of the budgeted FY1 0 operating subsidy. Roanoke City Public Schools: Financial performance on Roanoke City Public Schools is reported to City Council on a quarterly basis. These results are reported on a two-month lag compared to City results based on the timing of School Board and City Council meetings. Accordingly, this report includes results through March. School General Fund revenues have decreased 2.7% compared to FY09, driven by State revenue decline of 12.1 %. Expenditures and encumbrances are down 11.0% in FY10 compared to FY09. Noteworthy items regarding the performance of School General Fund are as follows: ' ' ./ State Sales Tax as reported is 20.6% higher than FY09, however, this is the result of reporting two additional months of sales tax in FY10 compared to the reporting method used in FY09. Based on actual fiscal year to date revenues, School sales taxes are down $389,000 or 4.5%. ./ Federal Revenue decreased 27.1 % due to prior year reimbursements to the General Fund classified as revenue rather than funds transferred from the Grant Fund. In FY1 0, they are being classified as transfers. ./ Other revenue decreased 42.6% compared to the prior year due to a decrease in Rebates, Refunds, Other Receipts and Transportation Trip Reimbursements due to a change in the current year accounting for grant reimbursements. ./ Instruction decreased 15.1% compared to FY09 due to a change in the funding for certain instructional personnel which were previously funded through the General Fund. Instructional salaries are currently being funded through the Grant Fund. Overall, school instruction personnel were approximately the same in both years. Honorable Mayor and Members of Council July 6, 2010 Page 6 ./ Administration, Attendance, and Health decreased 15.5% as a result of administrative personnel reductions, as well as cost saving measures related to supplies, travel, and other costs implemented in FY1 O. ./ Transportation Expense increased 18.8% due to allocation of unemployment benefit payments and worker's compensation payments which are now allocated to the department from which the former employee reported. In the past, these charges were paid out of one cost center. Additional costs associated with beginning of the school year routing and final outfitting of buses with GPS also contributed to,the variance. ./ Operations and Facilities declined 11.8% as the result of two school closings when compared to FY09. In closing, fiscal year 2010 has been challenging due to the economic environment. We are, however, hopeful that the improvements seen in recent months in our local tax category is a positive sign for our local economic outlook. The next financial report presented to City Council will encompass the unaudited results for fiscal year 2010. To allow adequate time for year end closing entries and analysis to take place, the report is scheduled for presentation to Council at its September 7th meeting. Please let us know if any additional detailed information is needed in the meantime with regard to performance of the City's funds. Sincerely, fQJ6~ Ann H. Shawver Director of Finance Attachments c: Christopher P. Morrill, City Manager William M. Hackworth, City Attorney Stephanie M. Moon, City Clerk James Grigsby, Assistant City Manager R. Brian Townsend, Assistant City Manager Sherman M. Stovall, Director of Management and Budget Deborah J. Moses, Parking Facilities Manager Chris Connolly, General Manager, Global Spectrum Rita D. Bishop, Superintendent, Roanoke City Public Schools Curtis Baker, Deputy Superintendent of Operations, Roanoke City Public Schools Revenue Source General Property Taxes Other Local Taxes . Permits, Fees and Licenses Fines and Forfeitures Revenue from Use of Money and Property Intergovernmental Charges for Services Internal Services Transfers From Other Funds Miscellaneous Revenue Total Expenditures General Government Judicial Administration Public Safety Public Works Health and Welfare Parks, Recreation and Cultural Community Development Transfer to Debt Service Fund Transfer to School Fund Nondepartmental Total CITY OF ROANOKE, VIRGINIA GENERAL FUND FOR THE ELEVEN MONTHS ENDED MAY 31,2010 STATEMENT OF REVENUE (UNAUDITED) ~urrent Actual Revenue July 1 - May 31 Budget 2009 - 2010 $ 100,966,000 $ 100,904,947 72,499,000 56,316,491 1,166,000 756,013 1,472,000 1,551,499 597,000 552,883 70,426,217 . 50,751,398 7,983,000 6,655,493 2,637,000 2,293,164 25,586 25,586 505 000 545 966 $ 258,276,803 $ 220,353,440 Actual Percent of July 1 - May 31 Budget FY10 vs FY09 2008 - 2009 Received Variance $ 99,121,194 99,9% 1,8 % 59,802,747 77,7% -5.8 % 965,243 64,8% -21,7 % 1,514,217 105.4% 2,5 % 810,700 92,6% -31,8 % 50,926,382 72,1% -0,3 % 8,124,449 83,4% -18,1 % 2,640,781 87,0% -13,2 % 33,333 100,0% -23,2 % 623,795 108,1 % -12,5 % $ 224,562,841 85.3% -1.9 % STATEMENT OF EXPENDITURES AND ENCUMBRANCES (UNAUDITED) Current Expenditure Budget $ 12,525,329 7,831,661 60,269,305 25,015,731 40,664,410 9,641,896 7,052,839 22,175,753 63,847,461 10,531,093 $ 259,555,478 Actual July 1 - May 31 2009 - 2010 $ 11,288,730 6,632,429 56,087,792 22,603,514 37,293,264 8,858,361 5,411,858 21,756,992 58,526,839 . 4291,730 $ 232,751,509 1 Actual Percent of July 1 - May 31 Budget FY10 vs FY09 2008 - 2009 Obligated Variance $ 12,062,623 90,1% -6.4 % 7,690,219 84,7% "13,8 % 56,001,626 93,1% 0,2 % 23,078,815 90.4% -2,1 % 37,521,483 91,7% -0,6 % 9,899,532 91,9% -10,5 % 5,746,358 76,7% -5,8% 21,121,211 98,1% 3,0 % 58,068,506 91,7% 0,8 % 5,178,469 40,8% -17,1 % $ 236,368,842 89.7% -1.5 % CITY OF ROANOKE, VIRGINIA CIVIC FACiliTIES FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE ELEVEN MONTHS ENDED MAY 31, 2010 (UNAUDITED) FY 2010 FY 2009 Operatina Revenues ~ Rentals $ 3,230,127 $ 605,783 Event Expenses 1,583,586 156,697 Advertising 90,709 73,087 Admissions Tax 434,097 286,797 Facility Surcharge/Ticket Rebate 367,351 222,496 Commissions 157,500 163,214 Ancillary 74,592 77,144 Miscellaneous 107,939 25,050 Total Operating Revenues 6,045,901 1,610,268 Operatina Expenses Personal Services 1,009,035 1,329,225 Operating Expenses 5,407,508 1,762,607 Management Fees 294,805 Depreciation 856,130 839,830 Total Operating Expenses 7,567,478 3,931,662 Operating loss (1 ,521 ,577) {2,321 ,394) Nonoperatina Revenues/(Expenses) Other 30,614 15,509 Investment Income 16,440 12,677 Interest Expense (558,192) (578,765) Net N()noperating Expenses (511,138) (550,579) loss Before Transfers and Contributions (2,032,715) (2,871,973) Transfers and Contributions Transfer from Capital Projects Fund 78,317 Transfer from General Fund 1,009,050 1,234,050 Transfer to Debt Service Fund (63,494) (65,244) Net Transfers and Contributions 1,023,873 1,168,806 Change in Net Assets $ (1,008,842) $ (1,703..167) NOTE: Differences in operating and accounting methods used by the City and Global Spectrum diminish the meaningfulness of comparisons between FY09 and FY10 above the Operating Loss line, 2 CITYOF ROANOKE, VIRGINIA PARKING FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE ELEVEN MONTHS ENDED MAY 31,2010 (UNAUDITED) FY 2010 FY 2009 ODeratinq Revenues Market Garage $ 301,286 $ 314,555 Elmwood Park Garage 446,374 470,822 Center in the Square Garage 269,116 252,697 Church Avenue Garage 595,044 616,179 Tower Garage 377 ,808 451,380 Gainsboro Garage 113,195 118,930 Campbell Garage 30,575 17,613 Williamson Lot 79,300 76,966 Higher Ed Center Lot 48,178 55,771 Market Lot 20,890 20,242 Elmwood Lot 67,604 66,037 Warehouse Row Lot . 33,675 27,834 West Church/YMCA Lots 24,081 24,081 Parking Violations (All Locations) 39,828 23,143 , Total Operating Revenues 2,446,954 2,536,250 ODeratinq EXDenses Operating Expenses 1,185,006 1,211,265 Depreciation 766,018 751,410 Total Operating Expenses 1,951,024 1,962,675 Operating Income 495,930 573;575 NonoDeratinq Revenues/(ExDenses) Investment Income 21,448 52,143 Interest Expense (424,199) (458,740) Net Nonoperating Expenses (402,751 ) (406,597) Income Before Transfers and Contributions 93,179 166,978 Transfers and Contributions Transfer from General Fund 14,466 Transfer from Capital Projects Fund 14,300 Net Transfers and Contributions 14,300 14,466 Change in Net Assets $ 107,479 $ 181,444 3 CITY OF ROANOKE, VIRGINIA MARKET BUILDING FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE ELEVEN MONTHS ENDED MAY 31, 2010 (UNAUDITED) Operatina Revenues Charges for Services Total Operating Revenues Operatina Expenses Other Services and Charges Depreciation Total Operating Expenses Operating Loss Nonoperatina Revenues Investment Income Miscellaneous Net Nonoperating Revenues Loss Before Transfers & Contributions Transfers and Contributions Transfer from Capital Projects Fund Transfer from General Fund Net Transfers and Contributions Change in Net Assets (1) Funding for Market Building renovation. 4 FY 2010 $ 190,413 190,413 225,920 91,344 317,264 (126,851 ) 9,614 9,614 (117,237) 2,205,062 (1) 47,250 2,252,312 $ 2,135,075 FY 2009 $ 206,472 206,472 509,310 92,584 601,894 (395,422) 3,204 88 3,292, (392,130) 120,000 17,500 137,500 $ (254,630) CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED MAY 31,2010 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED MAY 31,2010, BALANCE AT APR 30, 2010 CONSOLIDATED FUNDS $53,868,234,74 RECEIPTS $30,052,556,79 BALANCE AT DISBURSEMENTS MAY 31,2010 $22,162,525,61 $61,758,265.92 BALANCE AT MAY 31, 2009 $98,690,104,22 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDING MAY 31,2010. THAT SAID FOREGOING: CASH CASH IN HAND CASH IN WACHOVIA BANK CASH IN HOMETOWN BANK CASH IN VALLEY BANK INVESTMENTS: WACHOVIA OVERNIGHT SWEEP ACCOUNT LOCAL GOVERNMENT INVESTMENT POOL SMITH BARNEY GOVERNMENT MONEY MARKET FUND CERTIFICATES OF DEPOSIT U, S, AGENCIES VIRGINIA AIM PROGRAM (U, S, SECURITIES) VIRGINIA SNAP PROGRAM (U, S, SECURITIES) TOTAL $60,781.98 3,067,883.30 100.00 2,236.02 220,000.00 10,876,603.13 8,235,457.24 18,002,939.64 2,000,000.00 3,769,419.10 15,522,845.51 $61,758,265.92 JUNE 9,2010 ~.~ EL YN ,POWERS, TREASURER 5 CITY OF ROANOKE PENSION PLAN STATEMENT OF CHANGES IN PLAN NET ASSETS. FOR THE ELEVEN MONTHS ENDED MAY 31,2010 (UNAUDITED) FY 2010 FY 2009 Additions/(Reductions ): Employer Contributions $ 10,123,176 $ 10,830,851 Investment Income Net Appreciation/(Depreciation) in Fair Value of Investments Interest and Dividend Income Total Investment Gain/(Loss) Less Investment Expense Net Investment Gain/(Loss) Total Additions/(Reductions), 33,890,387 (69,308,201 ) 4,182,967 6,461,668 , 38,073,354 (62,846,533) 545,632 488,891 37,527,722 (63,335,424) $ 47,650,898 $ (52,504,573) Deductions Benefits Paid to Participants Administrative Expenses Total Deductions Net I ncrease/(Decrease) $ 25,557,443 $ 24,046,791 323,620 322,904 25,881,063 24,369,695 21,769,835 (76,874,268) Net Assets Held in Trust for Pension Benefits: Fund Balance July 1 Fund Balance May 31 266,428,241 $ 288,198,076 344,383,415 $ 267,509,147 6 CITY OF ROANOKE PENSION PLAN STATEMENT OF PLAN NET ASSETS MAY 31,2010 (UNAUDITED) FY 2010 FY 2009 Assets Cash $ $ 858,542 Investments, at Fair Value 289,897,935 268,857,575 Accounts Receivable 1,073,789 Due from Other Funds 477 13,447 Total Assets $ 290,972,201 $ 269,729,564 Liabilities and Net Assets Liabilities: Due to Other Funds Accounts Payable $ 2,773,749 376 $ 2,220,377 40 Total Liabilities 2,774,125 2,220,417 Net Assets Held in Trust For Pension Benefits $ 288,198,076 $ 267,509,147 * Negative cash balance of $421,573 is reported as Due to Other Funds, Cash balance fluctuates based on the timing of transfers and contributions, 7 Revenue Source State, Excluding Sales Tax State Sales Tax State Stabilization Funds Federal Revenue Other Revenue Transfer from the City of Roanoke Total Expenditures Instruction Administration, Attendance and Health Transportation Operations and Facilities . Debt Service Total CITY OF ROANOKE, VIRGINIA SCHOOL GENERAL FUND FOR THE NINE MONTHS ENDED MARCH 31, 2010 (UNAUDITED) Current Revenue Budget $ 60,438,043 11,500,000 4,378,625 100,000 2,669,325 63,847,461 $ 142,933,454 STATEMENT OF REVENUE Actual July 1 - March 31 2009 - 2010 $ 40,970,714 8,336,315 2,727,611 67,504 2,310,203 47885596 $ 102,297,943 Actual Percent of July 1 - March 31 Budget FY10 vs FY09 2008 - 2009 . Received Variance $ 46,615,028 67.8% -12.1 % 6,910,521 72.5% 20.6 % 62.3% 0.0 % 92,572 67.5% -27.1 % 4,023,128 86.5% -42.6 % 47,510,595 75.0% 0.8 % $ 105,151,844 71.6% -2.7 % Actual July 1 - March 31 2009 - 2010 $ 61,779,951 6,346,173 6,246,276 9,795,557 9 703 779 $ 93,871,736 Note: The Food Services and Athletics Funds are not included in this financial statement. STATEMENT OF EXPENDITURES AND ENCUMBRANCES Current Expenditure Budget $ 100,150,000 10,500,000 7,386,417 14,877,172 10,019,865 $ 142,933,454 8 Actual Percent of July 1 - March 31 Budget FY10 vs FY09 2008 - 2009 Obligated Variance $ 72,747,043 61.7% -15.1 % 7,513,783 60.4% -15.5 % 5,258,704 84.6% 18.8 % 11,109,173 65.8% -11.8 % 8,876,416 96.8% 9.3 % $ 105,505,119 65.7% -11.0 % 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 JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 12,2010 Donald G. Gurney, Esquire Hawkins, Delafield & Wood, LLP One Chase Manhattan Plaza New York, New York 10005 Harwell M. Darby Glenn, Feldmann, Darby & Goodlatte 37 Campbell Avenue, S. W. Roanoke, Virginia 24011-1301 JoAnne Carter Public Financial Management, Inc. 4350 North Fairfax Drive, Suite 580 Arlington, Virginia 22203-1547 Dear Ms. Carter and Gentlemen: I am enclosing copies of Resolution No. 38876-070610 repealing Resolution No. 38684- 010410 and designating certain projects to be the recipient of funding for purposes of the issuance of Recovery Zone Economic Development Bonds; and Resolution No. 38877-070610 repealing Resolution No. 38686-010410 and approving certain projects for the issuance of Recovery Zone Facility Bonds pursuant to the American Recovery and Reinvestment Act of 2009, effective July 6, 2010. The abovereferenced measures were adopted by the Council of the City of Roanoke at a regular meeting held on Tuesday, July 6, 2010, and are in full force and effect upon their passage. Sincerely, ~!27~~MJ City Clerk SMM:ctw Attachment pc: Christopher P. Morrill, City Manager '. William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Sherman A. Stovall, Director of Management and Budget ~~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of July, 2010. No. 38876-070610. A RESOLUTION repealing Resolution No.3 8684-0 10410 and designating certain proj ects to be the recipient of funding for purposes of the' issuance of Recovery Zone Economic Development Bonds pursuant to the American Recovery and Reinvestment Act of 2009. WHEREAS, the American Recovery and Reinvestment Act of 2009 (ARRA) authorizes the issuance of Recovery Zone Economic Development Bonds (RZEDBs), in such amounts as may be allocated to be issued within specified localities, which.may be used for capital expenditures for public facilities and infrastructure; WHEREAS, RZEDBs in an amount of$5,700,000 have been allocated for issuance for use in the . City of Roanoke within a designated Recovery Zone; WHEREAS, by adoption of Resolution No. 38684::'010410~ Council designated certain projects to be the recipient of funding for purposes ofthe issuance ofRZEDB Bonds in addition to the Roanoke River Flood Reduction Project; and WHEREAS, by report ofJuly 6,2010, the Director of Finance has requested that Council reallocate the current available amount ofRZEDB Bonds to the projects enumerated in the report. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. Resolution No. 38684-010410 be and it is hereby REPEALED. 2. Council hereby designates to be the recipient of funding fot purposes of the issuance ~f Recovery Zone Economic Development Bonds pursuant to the American K:\MEASURESIRZB2 7 2010.DOC y' Recovery and Reinvestment Act of 2009 those certain projects described in the Director of Finance's report to Council dated July 6,2010, those projects and amounts being: Roanoke River Flood Reduction Project National Guard Armory. Bridge Renovations Digital Radio Upgrade $1,000,000 $ 350,000 $1,900,000 $2,450,000 ATTEST: ~~'rn,~ K:\MEASURES\RZB2 720lO.DOC ,,~ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of July, 2010. No. 38877-070610. K:\MEASURES\RZ2 7 2010.DOC 2. Council hereby approves for the issuance of Recovery Zone Facility Bonds pursuant to the American Recovery and Reinvestment Act of 2009 those: projects further described in the Director of Finance's report to Council dated July 6,2010, those projects and total amount of bonds being: Boxley Residences City Market Building $12,600,000 $ 6,000,000 ATTEST: ~~~rn'1D~ City Clerk. K:\MEASURES\RZ2 7 2010.DOC 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 JOHN W. BINGHAM, CPA Assistant Director of Finance ANN H. SHAWVER, CPA Director of Finance ANDREA F. TRENT Assistant Director of Finance July 6; 2010 Honorable David A. Bowers, Mayor Honorable David B. Trinkle, Vice Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable Anita J. Price, Council Member Honorable Court G. Rosen, Council Member Dear Mayor Bowers and Members of City Council: Subject: Re-allocation of Recovery Zone Facility Bonds (RZFB) and Recovery Zone Economic Development Bonds (RZEDB) by October 1, 2010 Background: A number of financing programs were made available to localities through the American Recovery and Reinvestment Act (ARRA). Among these are Recovery Zone Bonds. There are two components of Recovery Zone Bonds. Recovery Zone Economic Development Bonds (RZEDBs) are intended for public facilities and infrastructure. These are issued as taxable bonds with a 45% subsidy that effectively reduces the borrowing cost. The City was allocated $8,345,000 in RZED Bonds. The second categorY of Recovery Zone Bonds is Recovery Zone Facility Bonds (RZFBs). The City received an allocation of $20,750,000 of these bonds which are to be used by a private activity project in issuing tax-exempt bonds for a depreciable property project that is constructed, reconstructed, renovated or acquired after the area is designated a recovery zone. To the extent they are used by private entities, RZFBs are not debt of the City but of the private entity. The bonds may be issued through a conduit, and in Roanoke, this is expected to be the Economic Development Authority. Recovery Zone Facility Bonds On January 4, 2010, City Council adopted a resolution to approve the Patrick Henry Hotel, Boxley Residences, and Billy's Restaurant/The Rowland 'Hotel projects as the recipients of . Recovery Zone Facility Bonds (RZFB) of up to $20,750,000. Honorable Mayor and Members of Council July 6, 2010 Page 2 In March, the Patrick Henry Hotel waived its RZFB allocation. In May, the Governor's Office requested a report of the status of RZFB Bonds given the June 15th deadline for issuance of the bonds, indicating that consideration could be given for an extension of time to at least August for sale of the bonds. Because of the waiver of bonds by the Patrick Henry redeveloper, the City requested the Commonwealth to re-allocate a portion of the waived funding to the City Market Building Project. Under' current market conditions, the City can save total debt service of approximately $900,000 on a net present value basis of the bonds by issuing tax-exempt RZFBs rather than taxable Gen~ral Obligation (GO) Bonds. Average annual debt service savings will be $60,000. The true interest borrowing cost for the RZFBs is approximately 3.4%, while the true interest cost for taxable GO Bonds is approximately 5.3%. In June, the Billy's Restaurant/Rowland Hotel developer waived its allocation of $3 million of RZFBs. Subsequently, the Boxley Residences developer revised its request of the Commonwealth to $12.6 million. The RZFB's original allocation and revised RZFB's allocation are comprised of the following projects: Original Amount Requested Allocation Waived Reallocation to be Sold by Project Name Amount Amount Request October 1, 2010 Patrick Henry $ 12,000,000 $ ( 12,000,000) $ $ Billy's Restaurant 3,000,000 (3,000,000) Boxley Residences 5,750,000 6,850,000 12,600,000 Roanoke Market Building N/A 6,000,000 6,000,000 Total $ 20,750,000 $ (15,000,000) $ 12,850,000 $ 18,600,000 It is important to point out that it was staff's judgment that it was not practical to open the re-allocation process to entities not part of the original RZF allocation due to the difficulties encountered by the private sector in using these allocations. The sale of these bonds is on a tight timeframe, credit markets continue to be very challenging for the private sector, and eligible projects must be 'shovel ready' to qualify. Though the Commonwealth indicated leniency toward extending the timeframe for the sale of bonds from June 15th to later in the year, it did not seem reasonable to open the process to entities not already involved with Roanoke's RZF allocation given this aggressive time frame. On June 30th, the City received approval from the Governor's Office of this re-allocation request. The Governor's Office has also extended the timeframe for City and Boxley Residences projects until October 1, 2010, to utilize these allocations. I Based on the approved allocation of these private activity bonds, a TEFRA public hearing is required for both the City Market Building and the Boxley Residences projects. A TEFRA Honorable Mayor and Members of Council July 6, 2010 Page 3 public hearing was held for the City Market Building project June 21, 2010, and a public hearing for the Boxley Residences project will be held by the Roanoke Economic Developme nt Authority. Recovery Zone Economic Development Bonds On May 28, 2010, the City submitted a Project Verification Report to the Governor's Office of the Commonwealth of Virginia requesting a re-allocation of the Recovery Zone Economic Development Bonds (RZEDBs) in the total of $5,700,000 and requesting an extension of time for sale of the bonds.. The intent of the request was to take full advantage of the City's allocation of bonds given the criteria for RZEDBs and the projects remaining in the City's FY11 ClP. Changes in the RZEDB's original allocation and revised RZEDB's allocation are comprised of the followinq projects: Original Amount Requested Allocation Amount Issued Amount to be to be Sold by Project Name Amount to Date Reallocated October 1, 2010 Roanoke River Flood Reduction $ 3,645,000 $ 2,645,000 $ $ 1,000,000 Washington Park Pool 1,910,000 (1,910,000) Park Improvement Projects 790,000 (790,000) National Guard Armory 350,000 350,000 Bridge Renovation 650,000 1,250,000 1,900,000 Curb, Gutter and Sidewalks 1,000,000 (1,000,000) Digital Radio 2,450,000 2,450,000 Total $ 8,345,000 $ 2,645,000 $ $ 5,700,000 On June 30th, the City received approval from the Governor's Office of this re-allocation request. The Governor's Office has also given the City until October 1, 2010, to utilize these allocations. Based upon the extension of time provided by the Commonwealth for sale of these bonds, the City is undertaking the process of entering the market to sell general obligation bonds, including its allocation of RZED and RZFB Bonds, in July 2010. Many features of the plan of finance will enhance the City's ability to access the market pursuant to the requirements and timing outlined by the Commonwealth. To begin, the City is using its most creditworthy structure, a general obligation pledge, to secure the RZED and RZF Bonds. Roanoke maintains high quality general obligation ratings of Aa2/AA/AA+ from Moody's, Standard & Poor's, and Fitch. ' Additionally, the City intends to sell the allocation of RZF and RZED Bonds in conj unction with its regularly planned FY2011 general obligation borrowing. This financing will fund approximately $14 million of capital projects in aggregate. Combining the RZF and RZED Bonds with the City's routine borrowing creates economies of scale and will enhance the Honorable Mayor and Members of Council July 6, 2010 Page 4 issue's marketability, making the RZF and RZED Bonds portion more attractive to potential investors. The City plans to sell the RZED and RZF Bonds on a negotiated basis in July and settle the transactions well in advance of the Commonwealth's deadlines. The City has a strong track record of success in accessing the municipal bond market. As of May 2010, the City had $247 million of general obligation bonds outstanding. As recently as March 2010, the City successfully negotiated the sale of its $47,605,000 General Obligation Public Improvement Bonds, Series 2010A & B, which included $2,680,000 of Recovery Zone Economic Development Bonds. The City's financial advisor, Public Financial Management, Inc. (PFM) reasonably expects that the City will be able to sell its allocation of General Obligation RZF Bonds and General Obligation RZED Bonds by October 1, 2010. Recommended Action: ~dopt the accompanying resolution to authorize the re-allocation of the Recovery Zone Facility Bonds from the Patrick Henry Hotel project to the Boxley Residences and City Market Building Renovation projects in the amounts of $6,850,000 and $6,000,000, respectively. Adopt the accompanying resolution to authorize re-allocation of the Recovery Zone Economic Development Bonds in the amount of $5,700,000, as detailed in this report. Respectfully submitted, f016~ Ann H. Shawver Director of Finance c: Christopher P. Morrill, City Manager Stephanie M. Moon, City Clerk William M. Hackworth, City Attorney Sherman M. Stovall, Director of Management and Budget Donald G. Gurney, Bond Counsel, Hawkins Delafield & Wood LLP JoAnne Carter, Managing Director, Public Financial Management Inc. Harwell M. Darby, Legal Counsel, Glenn, Feldmann, Darby & Goodlatte 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 JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 8,2010 Christopher P. Morrill City Manager Roanoke, Virginia Dear Mr. Morrill: The matter regarding a proposed conveyance of City-owned property to Rebuilding Together, Roanoke, Inc., designated as Roanoke City Tax Map No. 2212317, being 216 - 12th Street, N. W., otherwise known as "the former Fire Station #5", was again before the Council for consideration at its regular meeting held on Tuesday, July 6, 2010. On motion, duly seconded and adopted, the matter was tabled indefinitely. Additionally public hearings were scheduled for Monday, August 2,2010, at 2:00 p.m., or as soon thereafter as the matters may be heard, to consider conveyance of City- owned property to Que House, Inc./Gamma Alpha Chapter of Omega Psi Ph(Fraternity, Inc., being 216 _12th Street, N. W., otherwise known as "the former Fire Station #5; and conveyance of City-owned property to Rebuilding Together Roanoke, Inc., being 530 8th Street, S. W. Sincerely, ~rfJ. ~ Stephanie M. Moon, CMC City Clerk pc: William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Susan S.Lower, Director of Real Estate Valuation. Robert B. Ledger, Manager, Economic Development Cassandra L. Turner, Economic Development Spedaljst 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 JONATHAN E. CRAFT Deputy City Clerlc: STEPHANIE M. MOON, CMC City elerlc: CECELIA T. WEBB Assistant Deputy City Clerk June 22,2010 Christopher P. Morrill City Manager Roanoke, Virginia Dear Mr. Morrill: The matter regarding a proposed conveyance of City.owned property to Rebuilding Together, Roanoke, Inc., designated as Roanoke City Tax Map No. 2212317, being 216- 12th Street, N: W., otherwise known as "the former Ffre Station #5", was continued for further discussion until the regular meeting of Council on Tuesday, July 6,2010 at 2:00 p.m. Sincerely, Jonathan r:~ Deputy City Clerk pc: William M. Hackworth, City Attorney Ann H. Shawver, Director of Finance Susan S. Lower, Director of Real Estate Valuation Robert B. Ledger, Manager, Economic Development Cassandra L. Turner, Economic Development Specialist r K:\Agenda Correspondence\June 21, 2010\JWle 21, 2010.doc CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 Fax: (540) 853-1138 City Web: www.roanokeva.gov June 21, 2010 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable M. Rupert Cutler, Council Member Honorable Gwendolyn W. Mason, 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: Sale of City-Owned Property Tax Map#2212317 Former Fire Station #5 Background: On May 17, 2010, the City Council held a public hearing regarding the disposition of City Fire Station #5 located at 216 12th Street, Tax Map #2212317 to Rebuilding Together Roanoke. This station will close with the opening of the new fire station at 20th Street, N.W. and Melrose Avenue, N.W.. During the public hearing the City Council received comment on three proposals received by the City administration regarding the purchase of the property, as outlined below: o Mr. Jamie Brads, owner, Blue Ridge Rescue Supply - Initially Mr. Brads had proposed to acquire the fire station in order to provide a location to renovate and restore fire equipment and apparatus, and offered $15,000.00. During the public hearing, Mr. Brads amended his offer to $25,000.00, and stated that his intentions were to move his fire gear cleaning business into the City to be located at the former station. o Rebuilding Together Roanoke (RTR) - RTR is a non-profitlnon-sectarian organization which provides support to low-income families and elderly/disabled homeowners to renovate and repair their homes. RTR has been a long-time partner with the City and the Roanoke The Honorable Mayor and City Council June 21,2010 Page 2 Redevelopment and Housing Authority in community development and neighborhood improvement projects, and is currently active in the Hurt Park neighborhood revitalization project. RTR has no current central location of operation and administration, using multiple locations for administrative, storage, and operational support. During the public hearing, seven speakers spoke in support of the RTR proposal to purchase the former fire station from the City to provide headquarters / office space for the organization and storage of building materials and supplies. The RTR offer was initially, and remains, $12,768.00. o Que House, Inc. / Gamma Alpha Chapter of Omega Psi Phi, Inc. - Que House, Inc.'s original proposal to the City was to purchase the property in order to establish a meeting place and office space to plan, implement and carry out many of its existing philanthropic and community based programs. Que House has no current permanent location of operations. The original offer for the property was $10.00. During the public hearing, three speakers spoke in support of the proposal, and at which time, the Chapter amended is original offer to $15,000.00. At the end of public comment, given the absence of one City Council member and receipt of new information at the public hearing, the Council continued action on this matter until its June 21,2010 meeting. Considerations: As previously discussed with City Council, the disposition of public property is not an act governed by the Code of Virginia as it pertains to public procurement. Therefore, while the City Council is not bound to accept the highest financial offer/proposal, when considering multiple offers, it should weigh the overall components of the offers received as to which offer is comprehensively in the City's best interest as referenced by: o the proposal's relationship to supporting a City initiative or program; o the proposal's advancement or support of a community development service or objective; o the proposal's impact on the City's jobs and/or tax base; o the proposal's impact on the surrounding neighborhood or its citizens; and o the proposal's impact on future City operational costs Under the Constitution of Virginia, the disposition of public property requires a public hearing, and an affirmative vote of three-fourths of the Council members. In this case, with the Mayor abstaining from participation in this matter given his affiliation with RTR, the fire station property can only be disposed of with the The Honorable Mayor and City Council June 21,2010 Page 3 unanimous vote of the six remaining City Council members. The public hearing that was held, and the motion which was tabled, pertained to the sale of the property to RTR. Should the City Council determine its intent to dispose of the property to another entity, the City Attorney has advised the administration that the City Council would need to hold a subsequent public hearing on the proposed disposition to that potential purchaser. Respectfully submitted, ab:-r-. {J..~ Christopher P. Morrill City Manager 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 Rob Ledger, Economic Development Manager 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 JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELlA T. WEBB Assistant Deputy City Clerk July 16,2010 The Honorable William D. Bestpitch Roanoke City Council Member Roanoke, Virginia Dear Mr. Bestpitch: At a regular meeting of the Council of the City of Roanoke which was held on Tuesday, Ju Iy 6, 2010, you were appointed as a City of Roanoke representative to Virginia's First Regional Industrial Facility Authority, to fill the unexpired term of Court G. Rosen 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, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 21 5 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that \/you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions\. of the Act." Sincerely, or;.. M tHMJ St tianie M. Moon, CMC ~ City Clerk Enclosu res pc: Christy Straight, Project Manager, Virginia's First Regional Industrial Facility Authority, 6580 Valley Center Drive, Box 21 , Radford, Virginia COMMONWEALTH OF VIRGINIA ) ) To-wit: ) CITY OF ROANOKE I, Stephanie M. Moon, City Clerk, and as such City Clerk of th.e City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of July ~201 0, WILLIAM D. BESTPITCH was appointed as a City of Roanoke representative to Virginia's First Regional Industrial Facility Authority to fill the unexpired term of Court G. Rosen ending June 30, 2012. Given under my hand and the Seal of the City of Roanoke this sixteenth day of July 2010. w~~.~ \~City Clerk . . ( \'~, CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFT Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELlA T. WEBB Assistant Deputy City Clerk July 16, 2010 The Honorable William D. Bestpitch Roanoke City Council Member Roanoke, Virginia Dear Mr. Bestpitch: At a regular meeting of the Council of the City of Roanoke which was held on Tuesday, July 6,2010, you were appointed as a City Council representative to the New River Valley Commerce Park Participation Committee, to fill the unexpired term of Court G. Rosen 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, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Roofn 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of, your appointment and each member is required "to read and become familiar with provisions of the Act." . dY}.7tlh-J r S p anie M. Moon, CMC City Clerk Enclosures pc: Christy Straight, Project Manager, Virginia's First Regional Industrial Facility Authority, 6580 Valley Center Drive, Box 21, Radford, Virginia 24141 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 sixth day of July 2010, WILLIAM D. BESTPITCH was appointed as a City Council representative to the New River Valley Commerce Park Participation Committee to fill the unexpired term of Court G. Rosen ending June 30, 2012. Given under my hand and the Seal of the City of Roanoke this sixteenth day of July 2010. tfFP~m. 'C~ City~ Clerk . CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov :JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 1 3, 2 0 1 0 Taliaferro Logan 1401 Main Street Roanoke Virginia 2401 5 Dear Mr. Logan: At a regular meeting of the Council of the City of Roanoke which was held on Tuesday, July 6, 2010, you were appointed to fill the unexpired term of David Brown as a member of the Roanoke Arts Commission ending June 30, 2011. Enclosed you will find a Certificate of your appointment and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. . Please return one copy' of the Oath of Office to Room 456 in the Noel C. Taylor . Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." Taliaferro Logan July 1 3, 20 1 0 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, ~Oo)- oY\Q~ Stephanie M. Moon, CMe. ~.. City Clerk Enclosu res pc: Susan Jennings, Public Arts Coordinator, wjapplication Melissa Mu rray, Secretary, Roanoke Arts Commission ! 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 sixth day of July 2010, TALIAFERRO LOGAN was appointed to fill the unexpired term of David Brown as a member of the Roanoke Arts Commission ending June 30, 2011 . Given under my hand and the Seal of the City of Roanoke this thirteenth day of July 201 O. - dr) ~~~/ City Clerk . l CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 E-mail: c1erk@roanokeva.gov JONATHAN E. CRAFf Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk CECELIA T. WEBB Assistant Deputy City Clerk July 1 3, 20 1 0 Jeff S. Philips 2419 Longview Avenue, S. W. Roanoke, Virginia 24014 Dear Mr. Philips: At a regular meeting of the Council of the City of Roanoke which was held on Tuesday, July 6, 2010, you were appointed as a member of the Youth Services Citizen Board for a term of office ending May 31,'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, 315 Church Avenue, S. W. Please return one (copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." Jeff S. Philips July 1 3, 20 1 0 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 Youth Services Citizen Board. ~i~cerfl ~~h]\~W Stephanie M. Moon, CMC City Clerk ~ Enclosures pc: Michael Clarke, Recreation Superintendent, Parks and Recreation Department, wjapplication COMMONWEALTH OF VIRGINIA ) ) To-wit: ) i 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 sixth day of July 2010, JEFF S. PHILIPS was appointed as a member of the Youth Services Citizen Board for a term of office ending May 31, 2012. Given under my hand and the Seal of the City of Roanoke this thirteenth day of July 2010. r ~~~t~w 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 JONATHAN E.CRAFT Deputy City Clerk CECEUA T. WEBB Assistant Deputy City Clerk STEPHANIE M. MOON, CMC City Clerk July 1 3, 20 1 0 Samuel Roman 1 700 Lonna Drive . Roanoke Virginia 24019 Dear Mr. Roman: At a regular meeting of the Council of the City of Roanoke which was held on Tuesday, July 6, 2010, you were appointed to fill the unexpired term of James Fazio as a member of the Towing Advisory Board ending October 31,2012. 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, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal Building, 21 5 Church Avenue, S. W., prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." Samuel Roman July 1 3, 20 1 0 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 Towing Advisory Board. Sincerely, " rr-, .~O~ Stephanie M. Moon, CMC \. City Clerk Enclosures pc: Harold Wallick, Chair, Towing Advisory Board, wjapplication Timothy Spencer, Assistant City Attorney 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 sixth day of July 2010, SAMUEL ROMAN was appointed to fill the unexpired term of James Fazio as a member of the Towing Advisory Board ending October 31,2012. Given under my hand and the Seal of the City of Roanoke this thirteenth day of July 2010. ~I~.~~ CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 STEPHANIE M. MOON, CMC E-mail: clerk@roanokeva.gov City Clerk July 1 4, 20 1 0 JONATHAN E. CRAFT Deputy City Clerk CECELIA T. WEBB Assistant Deputy City Clerk Mr. Ssunny Shah 5848 Old Locke Cou rt Roanoke, Virginia 24018 Dear Mr. Shah: At a regular meeting of the Council of the City of Roanoke which was held on Tuesday, Ju Iy 6, 2010, you were appointed as a City of Roanoke representative to the Roanoke Valley Convention and Visitors Bureau, Board of Directors, for a term of one year ending June 30, 2011. 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." On behalf of the' Mayor and 'Members of City Council, I would like to express appreciation for your willingness to serve as a City of Roanoke representative to the Roanoke Valley Convention and Visitors Bureau, Board of Directors. Sincerely, ~~.~~ City Clerk SMM:ctw Enclosures pc: Landon Howard, Executive Director, Roanoke Valley Convention and Visitors Bureau, 101 Shenandoah Avenue, S. W., Roanoke, Virginia 24016, w/application Jonathan E. Craft, Deputy City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 STEPHANIE M. MOON, CMC E-mail: c1erk@roanokeva.gov City Clerk July 1 4, 20 1 0 JONATHAN E. CRAFT Deputy City Clerk CECEUA T. WEBB Assistant Deputy City Clerk Mr. B~uton J. Wilner 2709 Crystal Spring Avenue, S. W. Roanoke, Virginia 24014 Dear Mr. Wilner: At a regular meeting of the Council of the City of Roanoke which was held on Tuesday, July 6, 2010, you were reappointed as a City of Roanoke representative to the Roanoke Valley Convention and Visitors Bureau, Board of Directors, for a term of one year ending June 30, 2011. ' Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your reappointment and each member is requ ired "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for you r willingness to continue your service as a City of Roanoke representative to the Roanoke Valley Convention and Visitors Bureau, Board of Directors. Sincerely, ~rn.h'\o~ Stephanie M. Moon, CM<l City Clerk SMM:ctw Enclosu res pc: Landon Howard, Executive Director, Roanoke Valley Convention and Visitors Bureau, 101 Shenandoah Avenue, S. W., Roanoke, Virginia 24016, Jonathan E. Craft, Deputy City Clerk ~~ IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA The 6th day of July, 2010. No. 38878-070610. A RESOLUTION walvmg the requirement of City residency for Adam Boitnott, a Commissioner of the City of Roanoke Redevelopment and Housing Authority. WHEREAS, the Council is advised that Adam Boitnott, who was on October 23, 2008, appointed to a term as a Commissioner of the City of Roanoke Redevelopment and Housing Authority expiring on August 31, 2012, has moved his residence from the City; and WHEREAS, the Council desires to retain the valuable servIces of Mr. Boitnott as a Commissioner and to waive the requirement of City residency set out in 92-281(b), Code of the City of Roanoke (1979), as amended; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the requirement of City residency set forth in 92-281(b), Code of the City of Roanoke (1979), as amended, is hereby waived as to Adam Boitnott, Commissioner, City of Roanoke Redevelopment and Housing Authority, with respect to his current term which expires August 31, 2012, Council having found specific reasons and unusual circumstances justifying such waiver. ATTEST: &6tP~~.lrp~ City Clerk. l L:\A TTORNEY\DA T A \CLFFI \MEASURES\Residency Requirement Waiver Adam Boitnott 20 10.doc