HomeMy WebLinkAboutCouncil Actions 12-05-11
LEA
39270-120511
ROANOKE CITY COUNCIL
INFORMAL SESSION
DECEMBER 5,2011
9:00 A.M.
EOC CONFERENCE ROOM
ROOM 159
AGENDA
Call to Order -- Roll Call - Mayor Present.
Meeting was recessed due to lack of quorum.
At 9:07 a.m., the meeting reconvened in the Council Chamber.
Call to Order -- Roll Call - All present.
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 by Council, pursuant to Section 2.2-3711 (A)(1), Code of Virginia
(1950), as amended. A list of current vacancies is included with the agenda for this
meeti ng.
(7-0)
A communication from Council Member Anita J. Price, Chair, Roanoke City Council
Personnel Committee, requesting that Council convene in a Closed Meeting to discuss
a personnel matter, being the appointment of a City Attorney, pursuant to Section
2.2-3711(A)(1), Code of Virginia (1950), as amended.
(7-0)
ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRING
DISCUSSION/CLARIFICATION AND ADDITIONS/DELETIONS TO THE 2:00 P.M.
AGENDA. NONE.
TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL. NONE.
AT 9:11 A.M., A JOINT MEETING WITH THE ROANOKE CITY SCHOOL BOARD
AND AREA LEGISLATORS WAS HELD TO DISCUSS THE LEGISLATIVE
PROGRAM.
AT 11 :00 A.M., THE INFORMAL SESSION CONTINUED TO RECEIVE A BRIEFING
REGARDING THE FOLLOWING:
BRIEFINGS:
. Ensuring a Financially Sustainable Retirement Plan
90 minutes
AT 1 :14 P.M., THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL
2:00 P.M., FOR A CLOSED MEETING IN THE COUNCIL'S CONFERENCE ROOM,
ROOM 451, NOEL C. TAYLOR MUNICIPAL BUILDING, 215 CHURCH AVENUE,
S.W.
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ROANOKE CITY COUNCIL
REGULAR SESSION
DECEMBER 5,2011
2:00 P.M.
CITY COUNCIL CHAMBER
ROOM 450
AGENDA
1. Call to Order--RolI Call - All present.
The Invocation was delivered by The Reverend James Foringer, Pastor,
Northside Church of Christ.
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, December 8 at 7:00 p.m., and Saturday, December 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.
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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 GOVERNMENT
ICON.
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.
PERSONS WISHING TO ADDRESS COUNCIL WILL BE REQUIRED TO
CONTACT 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 MAY
CONTACT THE CITY CLERK'S OFFICE AT 853-2541, OR ACCESS THE
CITY'S HOMEPAGE TO OBTAIN AN APPLICATION.
THE COUNCIL OF THE CITY OF ROANOKE IS SEEKING APPLICATIONS
FOR THE FOLLOWING CURRENT OR UPCOMING VACANCIES:
BOARD OF ZONING APPEALS - THREE VACANCIES
(EFFECTIVE JANUARY 1, 2012)
HUMAN SERVICES ADVISORY BOARD" ONE VACANCY
LOCAL BOARD OF BUILDING CODE APPEALS - TWO VACANCIES
ROANOKE ARTS COMMISSION - ONE VACANCY
TOWING ADVISORY BOARD - TWO VACANCIES
(CITIZEN AT LARGE AND TOWING ENFORCEMENT)
2. PRESENTATIONS AND ACKNOWLEDGEMENTS:
Recognition of the City of Roanoke Police Department, Police Academy and
E-911 Accreditations.
The Mayor recognized Police Chief Perkins, Lieutenant Rick Morrison; and
Mike Crockett, Manager of E-911.
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3. HEARING OF CITIZENS UPON PUBLIC MATTERS:
CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS TO BE
HEARD. ALL MATTERS WILL BE REFERRED TO THE CITY MANAGER FOR
RESPONSE, RECOMMENDATION OR REPORT TO COUNCIL, AS HE MAY
DEEM APPROPRIATE.
Timothy Meadows appeared before the Council and spoke with regard to
the City's Towing Advisory Board.
4.
CONSENT AGENDA
(APPROVED 7-0)
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE
CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND
WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE
DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL
BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED
SEPARATELY.
C-1 A communication from the City Manager requesting that Council schedule
a public hearing for Monday, December 19, 2011, at 7:00 p.m., or as soon
thereafter as the matter may be heard, to consider the granting of utility
easements across seven City-owned properties for the installation of support
structures and cable wires in order to build a 138kV Transmission Line
connecting the Huntington Court Substation to the Roar;loke Substation.
RECOMMENDED ACTION: Concurred in the request.
C-2 A communication from the City Manager requesting that Council schedule
a public hearing for Monday, December 19, 2011, at 7:00 p.m., or as soon
thereafter as the matter may be heard, tq consider the conveyance of a 1.36 acre
portion of City-owned property located off of Overland Road, S. W., with an
easement for ingress and egress, to Roanoke Valley Swimming, Inc.
RECOMMEND~D ACTION: Concurred in the request.
C-3 A communication from the City Manager recommending adoption of the
Calendar of Events for Budget Development Activities for Fiscal Year 2012-2013.
RECOMMENDED ACTION: Concurred in the recommendation.
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C-4 Reports of qualification of J. Granger McFarlane as a City representative
of the Virginia Western Community College Board to fill the unexpired term of
William M. Hackworth, commencing January 1,2012 and ending June 30, 2015;
and James W. Harkness, Jr., as a City representative of the Roanoke Valley
resource Authority to replace Laurence Levy for a four-year term of office ending
December 31,2015.
RECOMMENDED ACTION: Received and filed.
REGULAR AGENDA
5. PUBLIC HEARINGS: NONE.
6. PETITIONS AND COMMUNICATIONS:
a. Request of Military Officers Association of America to share information
regarding the Cell Phones for Soldiers Program. Joan Washburn, Auxiliary
Liaison, Spokesperson. (Sponsored by Mayor Bowers, Vice-Mayor Trinkle
and Council Member Bestpitch) Received and filed.
7. REPORTS OF CITY OFFICERS AND COMMENTS OF
CITY MANAGER:
a. CITY MANAGER:
BRIEFINGS: NONE.
ITEMS RECOMMENDED FOR ACTION:
1. Execution of an Intergovernmental Agreement between the City of
Roanoke and Roanoke County for a digital joint Public Safety Radio
Sy~em. .
Adopted Ordinance No. 39270-120511 (7-0).
COMMENTS BY CITY MANAGER.
The City Manager offered the following comments:
Paper Leaf BaQ Collection
· Citizens are reminded that the last week of paper bag leaf collection is the
week of December 12.
· Residents should put their bagged leaves at the curb for pickup, along
with their paper recycling and big blue containers.
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DRI "Shop Differentlv" ProQram
· Holiday shopping hours for downtown stores will be extended on Thursday
evenings in December.
· Stores will remain open until 9 p.m.
· In addition, there will be free downtown garage parking on Thursday
evenings in December for those who enter garages after 4 p.m.
Dickens of a Christmas
· This annual downtown event kicked off on Friday, Dec 2, with the
Christmas Tree lighting.
· Downtown streets are transformed with costumed characters, horse-
drawn carriages, strolling carolers, marching bands, jugglers, and
numerous community groups all highlighting various holiday traditions.
· The Holiday Parade, Friday, Dec. 9 is from 6 to 10 p.m.
· Great time to visit our downtown to shop, eat, and enjoy the holiday
celebration.
Sixth Annual Holidav Career and Lifestvle Fair
· Wednesday, Dec. 28, 9 a.m. to 1 p.m.
· Roanoke Civic Center Special Events Center
· Admission is free for attendees
· The event benefits job seekers living in the region, as well as native
Roanoker's returning home for the holidays with thoughts of moving back
to their hometown.
· Sponsors: National College, The Renick Group, WDBJ7, and the City's
Department of Economic Development.
· More than 50 organizations will be represented at this year's event.
City Market BuildinQ is featured in the November issue of VirQinia Town &
City maQazine.
b. DIRECTOR OF FINANCE:
1. Financial Report of the City of Roanoke for the month of October
2011; and Financial Report for Roanoke City Public Schools for
the month of September 2011.
Received and filed.
8. REPORTS OF COMMITTEES: NONE.
9. UNFINISHED BUSINESS: NONE.
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10. INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS: NONE.
11. MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and/or comments by the Mayor and Members of City Council.
Council Member Bestpitch commented on the recently attended
Ribbon Cutting at Towers Shopping Center 'for the new Drs. Express
Care Center and commended the Economic Development and
Planning, Building and Development Departments on their efforts in
making the City a "Business Friendly Community."
b. Vacancies on certain authorities, boards, commissions and committees
appointed by Council.
Appointed Scott Burton as a member of the Roanoke Arts Commission to
fill the unexpired term of Taliaferro Logan ending June 30, 2014. Waived
City residency.
Appointed The Reverend Amy Ziglar as a member of the Human Services
Advisory Board to replace Victoria Cox for a term of office ending
November 30,2014.
Appointed Robert Logan as a member of the Board of Zoning Appeals to
replace Joseph F. Miller for a four year term of office commencing
January 1, 2012 and ending December 31,2014.
CERTIFICATION OF CLOSED MEETING. (7-0)
12. ADJOURN - 3:12 P.M.
~
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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
DAVIDA. BOWERS
Mayor
December 5, 2011
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 Secti6n2.2-3711 (A)(1),
Code of Virginia (1950), as amended. A list of current vacancies is included with the
agenda for this meeting.
Sincerely,
~QCSJJ~
David A. Bowers
Mayor
DAB:ctw
COMMITTEE V ACANCIES/REAPPOINTMENTS
December 5,2011
VACANCIES:
Five-year term of office of Robert P. Wingfield ending September 30,2011; and unexpired term of
office of Peter Clapsaddle ending September 30, 2013, as members of the Local Board of Building
Code Appeals.
Three-year terms of office ending December 31,2014 to replace Joseph F. Miller, William D. Poe
and Diana B. Shepherd as members of the Board of Zoning Appeals. Inasmuch as all three
incumbents have served three consecutive terms of office, and are not eligible for reappointment.
Unexpired term of office on the Roanoke Arts Commission created by the resignation of Taliaferro
Logan ending June 30, 2014.
Three-year term of office of Victoria Cox as a member of the Human Services Advisory Board
ending November 30, 2014.
Three-year terms of office of Thomas W. Ruff (citizen at large) and Greg Spangler (towing
enforcement) as members of the Towing Advisory Board ending October 31,2014. Criteria requires
a citizen at large representative and a representative in towing enforcement.
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.W.
Noel C. Taylor Municipal Building, Suite 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
Council Members
William D. Bestpitch
Raphael E. "Ray" Ferris
Sherman P. Lea
Anita J. Price
Court G. Rosen
David B. Trinkle
DAVIDA. BOWERS
Mayor
December 5, 2011
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
This is to request a Closed Meeting to discuss a personnel matter, being the appointment
of a City Attorney, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as
amended.
~~
Anita J. Price, Chair
City Council Personnel Committee
AJP:ctw
"
'. -
Key Points - Ensuring a Financially Stable Retirement Plan
December 2011
Roanoke's Pension Plan is strong
. City consistently fully funds annual required contribution
. Plan is 86% funded (very good in the current market)
. Plan has reasonable policies in place now
. There are no "gimmicks" or questionable practices within the plan
Retirement contributions are computed as a percent of payroll.
. Current contribution rate is 18.04%
. $10.5 million or about 4% of budget
. Contribution rate has been steadily rising over the past 10 years
. Goal is to reduce and stabilize rate
Key themes - Long term affordability, sustainability, competitiveness and sufficiency of
benefit - balancinq interests of all stakeholders - the public, employees and retirees, elected
officials, administrators
There are opportunities to make the retirement benefits better, to give employees more
choice, eliminate a supplement that does not reward tenure
Recommended chanqes will impact future employees (hired on/ after 7/1/13)
. Establish two new plans - one DB, one hybrid DB/DC
. Give employees choice of plan
. Decrease multiplier (2.1 % to 1.8%)
. Retain max replacement ratio of 63%
. Increase ages to which individuals must work before drawing benefit
· Increase measurement of average final compensation from 36 to 60 mos
. Require an employee contribution (5%)
. Discontinue pension supplement .
. Add Retirement Health Savings Account (RHSA)
Any chanqes to current employees will be optional and/or beneficial to them
. Option to continue in existing plan or move to a new plan prospectively
. Option to continue supplement or enroll in RHSA
· COLA (cost of living adjustment) policy
· At some future point, employees may be given a pay raise to offset the cost of an
employee contribution. This is a decision to be made at a later time. Intended to be
neutral or beneficial to employee net pay
Recommendations meet goals of affordability, sustainability, competitiveness and
sufficiency of benefit while reducing long term contribution rate from 21 % to 15%
Next steps - additional period of stakeholder input, additional analysis as needed, return
to City Council for action on January 3rd '
Summary of Recommended Changes
for Future Employees
Component Today Future
Plan Type Defined Benefit Choice of Defined Benefit (Plan A)
or Hybrid of Defined
BenefiUDefined Contribution (Plan
B)
Multiplier 2.1% 1.80A, Plan A, .9% Plan B*
Maximum Replacement % 630A, (2.1 % x 30 years) 630A, (1.8% x 35 years)
Average Final Compensation Highest 36 months Highest 60 months
Vesting 5 years 5 years (City contribution to
Pension, RHSA)
Employee Contribution None 50A, of salary (pretax) - toward DB
for Plan A and toward DC for Plan
B
Retirement Eligibility - Normal Age 50/45 with age + Age 60/55 with age + service
(Gen/Pub Safety) service 80/70 or age 65 85/75 or age 65 with 5 yrs service
with 5 yrs service
* Plan B an actuarially equivalent benefit to Plan A via deferred compensation component
1
Summary of Recommended Changes
for Future Employees
Component Today Future
Retirement Eligibility - Age 55 with 5 years service Age 55(50 with 15 years service
Early (Gen/Pub Safety) (reduced benefit) (reduced benefit)
Retirement Eligibility - Age 65 or age 55 with reduced Age 65 or age 60 with reduced
Deferred Vested benefit be nefit
(Gen/Pub Safety)
Cost of Living Ad hoc (determined annually Policy established - COLA of 2/3
Adjustments based on funding availability, CPI - not to exceed 4%, not to
trends in other systems) exceed active employee pay
raise. Payable to normal retirees.
Pension Plan Monthly cash supplement of None
Supplement $315* for retirees with 20 years
service until age 65 (taxable)
Retirement Health None Eligible for City Pension Plan
Savings Account members - 1010 of salary
employee and 1 % of salary by
City (pretax)
2
* - 750/0 City contribution toward active employee health care
Impact to Current Employees
~ Irrevocable QPtion of freezing service in current
plan and joining new plan prospectively
~ Irrevocable QPtion to retain eligibility for supplement
or enroll in RHSA
~ COLA policy
~ Potentia.1 future salary increase in exchange for
required employee contribution (recommend
deferral for consideration as, part of budget
process)
These aspects impact participating employers including several who
have now closed membership to the Roanoke Pension Plan - Roanoke City Public
Schools, Western Virginia Water Authority, Juvenile and Domestic Relations
Court, and Roanoke Valley Resource Authority. 3
~
"
ADVISORY
Responsible Mana2ement and Desi2n Practices for Defined Benefit Pension Plans (2010) (NEW)
A GFOA advisorv identifies specific policies and procedures necessary to minimize a government's exposure to
potential loss in connection with its financial management activities. It is not to be interpreted as GFOA
sanctioning the underlying activity that gives rise to the exposure.
Back2round. State and local governmental defined benefit pension plans are the cornerstone of public employee
retirement and require systematic, sound management of their benefits structure, their funding, and their
investments. However, certain inappropriate practices can jeopardize the sound management of these plans,
undermine their funded positions and ultimately impose burdens on future taxpayers and stakeholders. (For more
information, see the GFOA's Best Practice on Developing a Policy for Retirement Plan Design Options.)
Recommendation. The Government Finance Officers Association (GFOA) recommends that under no
circumstance should state and local government plan sponsors engage in pension contribution holidays or make
insufficient contributions. When employers skip an actuarially required contribution or make a smaller payment
than required, they defer that cost to the future and jeopardize the long-term funding of the plan. When governing
bodies arbitrarily reduce contributions to a plan, the resulting systemic underfunding ensures future financial
shortfalls and places the burden for that shortfall on future taxpayers. These types of funding decisions compound
future funding problems and are, in many instances, a leading cause of funding shortfalls. 1
The GFOA further recommends that state and local government plan sponsors use great caution if engaging in the
following practices: .
1. Spiking of final pensionable compensation. A pension formula that allows extraordinary income to be
included in the base salary on which pensions are based may result in inequitable distribution of benefits and
hidden costs, and potentially cause a public perception ofimpropriety.2
2. Sustainable full-retirement ages. With increased life expectancy, plan sponsors must reevaluate their normal
retirement ages and the availability of early, unreduced retirement options, and make appropriate adjustments to
ensure the sustainability of the plan. For example, the normal eligibility age for federal Social Security benefits
has already been increased from 65 to 67 and may increase even more to reflect increased longevity. Public
employers have begun to adjust their plans' retirement ages upward to reflect known demographic changes. More
plan sponsors need to assess the public policy and cost management reasons for making retirement age changes.
I Pension funding is premised on "time value of money" concepts, including the compounding of investment earnings over
defined periods of time that begin on the date of the actuarial valuation. Actuarially required contributions are calculated with
the expectation that they will be made in the same year that benefits are earned (i.e., in the current year of service). For the
plan to meet its obligations without increasing employer contributions, it has to earn compound investment returns over the
remaining working lives of employees. For example, if a contribution of $lmillion is not made in a plan with remaining
average service lives of 20 years and an assumed earnings rate of 8 percent, then $4.66 million will not be available to pay
benefits in 20 years. Future taxpayers will be burdened by this extraordinary and avoidable cost.
2 Spiking is defmed as an unusual increase in income during the employee's final years of service that increases the
employee's pension benefits. Examples include increases in income through unused vacation, sick leave, and overtime.
3. Retroactive benefits increases. When pension plan sponsors provide retroactive benefits to active employees,
the result is an immediate increase in the existing liabilities of the plan; These benefits, related to past service,
have not been funded by prior employer or employee contributions. The presumption that a short-term, market-
driven asset surplus makes such benefit enhancements affordable is almost always a critical error that can result in
significant underfunding.
4. Deferred Retirement Option Plans (DROPs). Many retirement plans implemented DROPs under the
assumption that they were cost-neutral. However, experience has shown that costs associated with DROP plans
have been consistently higher than anticipated in many jurisdictions. These unexpected costs can be attributed to
factors such as poor plan design and unrealistic investment return crediting rates. (See Deferred Retirement
Option Plans, a GFOA Advisory recommending extreme caution in considering DROP plans.)
5. Ad hoc cost-of-Iiving allowances (COLA) for existing retirees. An ad hoc COLA creates an immediate
unfunded liability. COLA increases, like retroactive increases for active employees, should not be paid for with
temporary surpluses or extraordinary earnings. Additionally, gainsharing and similar arrangements that allocate
short-term returns above the assumed rate to retiree benefits will ultimately impair the plan's funding.
6. Realistic investment assumptions. The assumed investment rate of return should be the rate that is
realistically expected to be achieved over the long term. This rate should be evaluated regularly to ensure it
remains realistic. Unrealistically high investment return assumptions are likely to result in a chronically declining
funded ratio and higher contributions in the future. Caution should be exercised to ensure the investment return
assumption reflects the reasonably expected returns of the plans asset allocation over a reasonable period of time.
(For additional information, see the GFOA's Public Employee Retirement System Investments Best Practice.)
7. Non-contributory plans. Plan designs that include employee contributions ensure that participants appreciate
the value of their benefit and bear a proportionate share of the cost of any benefit enhancements.
8. Prior service credits. Some pension plans allow employees to purchase service credits. When such credits are
calculated at full actuarial cost and reviewed regularly, this practice may be viable, but caution is necessary in the
pricing of such options.
Approved by the GFOA's Executive Board, October 15, 2010.
G
<@
BEST PRACTICE
Deshminl! and ImDlementinl! Sustainable Pension Benefit Tiers (2011)
Backl!round. In times of fiscal stress many state and local governments face formidable financial
challenges that will require difficult decisions to ensure the continued sustainability of their pension
plans. Economic cycles, combined with funding deficiencies and enhanced benefits, can create unfunded
liabilities for these plans. As state and local governments review total compensation packages in an effort
to manage future costs and ensure sustainability, many are changing the structure of their employee
pension benefits. One of the changes some governments have made is to limit existing pension benefits to
current employees and create lower-cost pension benefit tiers for new employees. I Such tiers may
combine defined benefit and defmed contribution plan designs.2 In some cases, these changes can also be
applied to existing employees. .
Recommendation. The Government Finance Officers Association (GFOA) recommends that
jurisdictions considering new benefit tiers examine the following issues: A government's authority to
revise its pension benefits, the overall goals it wants to accomplish by doing so, and the effect of such
changes on the workforce; and the financial impacts resulting from changes to pension plan design, as
well as the effects on employees. The GFOA further recommends that as governments consider new
benefit tiers they solicit input from actuaries during the analysis, design, and implementation related to
forecasting benefit costs, determining funding adequacy, and making decisions regarding employer and
employee contribution rates.
In examining the first set of issues, GFOA recommends the following review process:
I) Identify and address legal constraints. Consult with legal counsel to identify any federal and state
legal impediments. In some states, there may be a legal foundation for changing current employees'
pension benefits prospectively. However, many states have constitutional restrictions, statutory
provisions, or case law limiting or proscribing such changes.3 Governments should also review
collective bargaining laws, labor contracts, and other potential restrictions such as local ordinances
and plan documents before embarking on plan design changes.4
2) Identify financial sustainability goals. Identify key factors that are likely to affect the financial
sustainability of current benefit levels. Based on this information, establish a pension benefit cost goal
for the overall plan, for particular employee groups, and/or for each benefiUier. This target gives
employers a fact-based context for evaluating alternative benefit tier designs. .'
3) Review total compensation and the impact of pension benefit tiers. Consider how the
government's total compensation package compares to those of other employers in the labor market
in which it competes and how current benefits support workforce management objectives.s Total
compensation that exceeds market rates creates unnecessary costs for taxpayers, compensation that
falls below market rates may eventually impair the quality of services the government delivers.
"
Employers also need to keep in mind the effect of pension benefit tiers on the equitable treatment of
employees, employee morale, and the jurisdiction's ability to recruit, motivate, and retain employees.
4) Investigate alternative plan design options. Conduct a broad review of options. Some public
employers offer new employees a hybrid plan that includes a mix of defined benefit and defined
contribution features. Hybrid structures take many forms that can be customized for an employer's
workforce. (See the GFOA's best practice on Essential Design Elements of Hybrid Retirement Plans.)
5) Reconsider Other Postemployment Benefits (OPEB). Along with pension benefits, retiree medical
benefits should be sustainable and competitive. Developing a new tier for pension benefits offers an
opportunity to evaluate the design of OPEB benefits, identifying alternative benefits or plan designs
that have the potential to control costs and increase long-term sustainability.6 (See the GFOA's best
practice on Ensuring the Sustainability of Other Postemployment Benefits.)
The second set of issues relates to understanding how changes in key plan design elements will affect the
government's financial goals and its employees. (See the GFOA's best practices on Essential Design
Elements of Defined Benefit Plans, Defined Contribution Plans, and Hybrid Retirement Plans.) These
elements include:
1) Retirement ages. Normal Social Security retirement age is now 67 for Americans who were born
after 1960. In light of this, employers should consider recalibrating normal retirement ages for new
hires. Where legally permissible and appropriate, governments might choose to incrementally
increase the retirement age for current employees, provided the change does not affect protected
accrued benefits. Governments that provide early retirement should recognize the actuarial cost of
this practice, and they should consider funding the early retirement benefit through ~oth employer and
employee contributions. (See the GFOA Advisory on Evaluating the Use of Early Retirement
Incentives, which recommends. extreme caution if considering early retirement incentives.)
2) Pension formula multipliers. When establishing multipliers for pension benefits, consider the
amount of income the pension is designed to replace in retirement, taking into account the availability
of Social Security, Medicare, employer-provided retiree medical benefits/ and the amount of
personal savings employees can reasonably be expected to have at retirement. Employers might also
consider whether it is appropriate to limit the maximum benefit to a specified percentage of [mal
average earnings.
3) Cost of living allowances (COLAs). If a system provides a COLA, it must be actuarially funded for
the system to remain financially sound. If new benefit tiers are established, they should have
affordable COLA limits while also providing sufficient inflation protection for retirees. (See the
GFOA's advisory on Responsible Management and Design Practices for Defined Benefit Pension
Plans.)
4) Employee contribution requirements. Governments that do not already require employee
. contributions may need to consider establishing them. Governments that create new, lower-benefit
tiers for new employees may also wish to consider different contribution rates for existing and new
employees to provide some level of equity between the groups.
5) Benefit enhancements. Governments that establish new benefit tiers should express their intent to
make future changes only on a prospective basis, in order to avoid increasing pension liabilities
through retroactive modifications, and should include this intent in all policy statements and plan
documents that explain new benefit tiers. (See the GFOA's advisory on Responsible Management and
Design Practicesfor Defined Benefit Pension Plans.)
6) Purchase of service credit. Governments should consider whether they will permit employees to
purchase service credit within or among the jurisdiction's benefit plans. Governments that allow
employees to purchase service credits in new benefit tiers should ensure that the cost of such credits is
based on an actuarial valuation.
7) Anti-spiking provisions. Governments should consider including provisions that exclude
extraordinary income from final average compensation calculations in their new benefit tiers.
Extraordinary income includes lump sum payouts of vacation, sick, and compensatory time as well as
extraordinary overtime pay. Allowing these payments to be included in final average compensation
increases retirement system liabilities, often without pre funding and often amortized over an extended
period of time, long after the employee's period of active service.
8) Vesting periods. Governments should evaluate potential impacts on employee recruitment and
retention before implementing longer vesting periods for new hires, which might decrease plan
liabilities.
9) Notice to employees and transition issues. In making changes to current employees' pension
benefits, governments need to provide ample time and sufficient notice so participants can adapt to
such changes. A multi-year implementation may help employees adjust. New employees should
receive specific information on the particular benefit tier that applies to them. (See the GFOA's best
practice on Preparing an Effective Summary Plan Description for Retirement Systems.) In addition,
governments should clearly indicate how benefit tiers will apply when employees are rehired or are .
transferred within the organization.
Notes
I A tier refers to a group whose benefit formulas are different from those of other pension plan members,
usually predecessor employees. For example, a new benefit tier might apply to employees hired after a
specific date, while those hired previously receive different benefits. In states where laws allow, a new
tier can also be established for current employees hired after a certain date.
2 The National Conference of State Legislatures maintains an ongoing tally of recent developments in
state pension laws, which might be useful to employers considering new benefits tiers (available at
http://www . ncsl. org/ default.aspx ?tabid=2 083 6).
3 If state law allows public employers to change plan benefits prospectively for current employees, this
right should be clearly stated in the plan documents that are distributed to employees. If there is no
explicit or implied contract that entitles an employee to accrual of benefits indefinitely under the current
benefit structure for future service, this should be clearly stated in the plan documents as well. Consult
with legal counsel to ensure that such descriptions do not violate the requirement that benefits be
"definitely determinable" under Internal Revenue Code 401(a). Generally, a plan does not provide
definitely determinable benefits if a member's ability to receive the benefit is conditioned on the
employer's discretion, absent plan changes.
4 See "Public Pension Plan Reform: The Legal Framework" by Amy B. Monahan, Education and Finance
Policy, Fall 2010.
5 Employers should consider whether state and local government employees' total compensation, which
includes both salary and all benefits, may be less than their private sector counterparts with comparable
education and experience. (See "Out of Balance? Comparing Public and Private Sector Private
Compensation Over 20 Years," Center for State and Local Government Excellence, 2011.) Jurisdictions
..
should also take into account the total compensation available to current and future employees, including
any Social Security coverage.
6 See "Strategies to Consider As OPEB Costs Escalate" by Girard Miller, Government Finance Review,
Februal1' 2011.
7 For example, a lower multiplier may be sufficient for general employees who have Social Security and a
Medicare benefits supplement, but a higher multiplier might be more appropriate for employees who are
outside of Social Security. Moreover, multipliers are generally lower for hybrid plans that combine a
defined benefit plan with a defined contribution plan.
Approved by the GFOA Executive Board, May 22, 2011
~
CALEA
THE GOLD STANDARD IN FUBUC SAFETY
T
Commission on Accreditation for
Law Enforcement Agencies, Inc.
13575 Heathcote Boulevard
Suite 320
Gainesville, Virginia 20155
Phone: (703) 352-4225
Fax: (703) 890-3126
E-mail: calea@calea.org
Website: wv-m.calea.org
November 19, 2011
Mr. Christopher Perkins
Chief of Police
348 Campbell Avenue, S.W.
Roanoke, VA 24016
Dear Chief Perkins:
The Accreditation with Excellence Award was created by CALEA as a symbolic incentive for agencies to
employ CALEA Accreditation in a manner that sets the benchmark for public safety professionalism. To
that end, the award has been structured for the recognition of agencies that have met the following
criteria:
· Excellence in the development and implementation of contemporary policies and procedures.
· Excellence in the ability to use the CALEA Accreditation process as a tool for continuous
organizational improvement.
· Excellence in the collection, review and analysis of organizational data for the purpose of public
safety service improvement.
· Advocacy for CALEA Accreditation as a strategy for enhancing the professional standing of public
safety.
. Excellence in addressing the intent of CALEA standards, beyond compliance.
· Organizational culture supportive of CALEA Accreditation. (
. Standards compliance and accreditation process success.
It is our pleasure to inform you that the Roanoke Police Department been selected by the Commissioners
of CALEA to receive the Accreditation with Excellence Award, and that title shall attach to the agency's
CALEA Accreditation status for a period of three years. Your agency has clearly demonstrated a
commitment to professionalism and CALEA Accreditation has undoubtedly become an institutionalized
management model for the organization.
As the Gold Standard for Public Safety, CALEA is proud of your agency's accomplishment and
commends you for your leadership.
Again, Congratulations on this most prestigious award.
Sincerely,
~~~~
~~~,
Sylvester Daughtry, Jr.
Executive Director
Louis M. Dekmar
Chairman
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Miscellaneous - City Council - December 1, 2011
CITY COUNCIL REPORT
INFORMATION ONLY
To:
Date:
Subject:
Honorable Mayor and Members of City Council
December 2, 2011
Tim Meadows' Inquiries about the City's Light Duty Towing
Services Contracts Awarded in 2009
This report is in response to the Mayor's request that the City's process used to
award Light Duty Towing Services Contracts in 2009 be reviewed and that a report
be forwarded to City Council with its December 5, 2011 agenda packet.
Background: When a citizen's vehicle has been involved in an accident or is
otherwise disabled on our streets and highways, the Police Department will contact
a towing company to pick up and store the vehicle. To protect the citizen and
ensure proper treatment of the vehicle and appropriate fees, the City has used an
approved list of towing companies to provide this service since 2006. The Police
Department takes a thorough approach to approving companies to be on the
towing list because the citizen is potentially vulnerable to over-charging and poor
service from the towing company. Therefore, the City has issued Request for
Proposals (RFPs) for Light Duty Towing Services In accordance with the Virginia
Public Procurement Act. The criteria used to review proposals include the
following.
--
-----
o The vendor's public safety towing experience.
o The vendor's towing equipment.
o The vendor's reputation and past performance.
o The vendor's Better Business Bureau rating
Prior to the RFP process, any towing company in the City could request to be
placed on the towing list. With no standards or quality control, the City often
received a number of customer complaints due to a wide variation in fees,
overcharging, and poor service. We also found it challenging to ensure proper
handling of vehicles that could be used as evidence in a criminal case. Citizen
complaints - and police officer time responding to them - have been greatly
reduced since moving to the RFP process.
There are currently ten (10) approved towing companies on the towing list. When a
tow is needed, the police officer radios E-911 where the next company on the list is
contacted. If the vehicle needing towing is blocking traffic flow, the E-911
dispatcher will obtain the wrecker's' estimated time of arrival. If the towing
company cannot provide a timely response, the dispatcher then moves to the next
company on the list. To ensure continued quality service, the Police Department
inspects each towing company annually. Officers are also assigned to investigate
any complaints received about a company on the towing list.
, The Complaint: Mr. Meadows has renewed his previous inquiries involving the
City's Light DutyTowing Services Request for Proposal which was issued in 2009.
1) Mr. Meadows first complains that the City improperly failed to award him a
contract for Light Duty Towing Services under the RFP process.
2) Mr. Meadows further questions how Rainbow Forest Towing and Fat Boy's
Wrecker Service could have been awarded Light Duty Towing Services
contracts, alleging that their proposals were submitted to the City late.
J ,_
The most recent RFP Light Duty Towing Services was issued on October 14, 2009
with an opening date of November 2, 2009. The notice of the RFP was published in
the Roanoke Times on October 18, 2009. A non-mandatory pre-proposal
conference was held by the City on October 21, 2009. Mr. Meadows attended the
pre-proposal conference. Rainbow Forest Towing filed a timely proposal with the
City's Purchasing Office on October 28, 2009. Fat Boy's Wrecker Service filed a
timely proposal with the City's Purchasing Office on October 29, 2009. Mr.
Meadows filed a proposal with the City's Purchasing Office on November 1, 2009.
A total of fourteen (14) proposals were received by the City's Purchasing Office.
The review panel, comprised of five (5) police officers, made its recommendations
to the City's Purchasing Office based on the criteria described earlier in the report.
The initial award of contracts to eight (8) vendors was issued on December 1,
2009. Mr. Meadows, along with Rainbow Forest Towing and Fat Boy's Wrecker
Service questioned why they were not offered a Light Duty Towing Services contract
shortly after the award was posted. It was found that the proposals for Rainbow
Forest Towing and Fat Boy's Wrecker Service had been misfiled within the City's
Purchasing Department. Both were filed before the deadline. Once the proposals
for Rainbow Forest Towing and Fat Boy's Wrecker Service were located, the
selection panel reviewed the proposals using the same criteria as the other twelve
(12) tow businesses who responded to the Light Duty Towing RFP. On December
18, 2009, the selection panel recommended that the City offer contracts to both
Rainbow Forest Towing and Fat Boy's Wrecker Service. Both Rainbow Forest Towing
and Fat Boy's Wrecker Service were awarded Light Duty Towing Services contracts
by the City's Purchasing Office, thus making a total of ten (10) contracts awarded
out of the fourteen (14) proposals received. Three others in addition to Mr.
Meadows were not selected because they failed to meet the selection criteria.
Mr. Meadows subsequently questioned why he was not awarded a contract. Sharon
Lewis, the City's Purchasing Director, informed Mr. Meadows that the selection
panel did not believe that his business possessed the necessary experience in
responding to police safety tows. Ms. Lewis also informed Mr. Meadows that he
could protest the award. However, Mr. Meadows failed to protest the award within
ten (10) days of the announcement of the award in accordance with the
requirements of Virginia Code Section 2.2-4360.
In the Spring of 2011, Mr. Meadows requested a meeting with the Mayor regarding
the 2009 Light Duty Towing Services RFP. In addition to the Mayor and Mr.
Meadows, Police Chief Chris Perkins, Sharon Lewis, and Assistant City Attorney
Timothy Spencer were in attendance. Mr. Meadows was informed again of the
reasons he was not offered a contract under the RFP. Mr. Meadows also requested
several documents regarding the RFP, including a copy of the selection panel's
grading' sheet. These documents were provided to Mr. Meadows within five
business days by letter dated April 14, 2011; from Mr. Spencer. (See attached
copy) Mr. Meadows requested another meeting with the Mayor on October 12,
2011, to further discuss the Light Duty Towing Services RFP. The Mayor asked that
the process used for the City's Light Duty Towing Services RFP be fully reviewed.
This report is the result of that review.
2
Findings for Complaint No.1: Mr. Meadows was a new towing operator with no
prior experience as an operator in responding to police safety tows. Mr. Meadows
submitted a proposal to the City's Purchasing Office on November 1, 2009. Mr.
Meadows acquired a business license for his new business on November 4, 2009.
At the time of the submittal of his proposal, Mr. Meadows' new business had one
flatbed wrecker. Mr. Meadows' proposal was forwarded to and reviewed by the
selection panel. The selection panel was concerned that Mr. Meadows' new
business had no experience responding to police safety tows as a new tow
operator. Further the selection panel questioned M r. Meadows' ability to perform
the, public safety tow services required under the RFP. Therefore, the selection
panel did not recommend that a contract offer be extended to Mr. Meadows' new
business. Mr. Meadows was informed of his right to protest an award as set forth
in Section 5 of Request for Proposal NO.1 0-02-04. Mr. Meadows failed to file a
protest within ten (10) days of the announcement of the award as required by
Virginia Code Section 2.2-4360. Having failed to file a timely protest, Mr. Meadows
is legally barred from challenging the award. See General Excavation. Inc. v. City of
Harrisonburg, 26 Cir. CL 10000112, 80 Va. Cir. 273 (2010).
Findings for Complaint No.2: Mr. Meadows questions why Rainbow Forest Towing
and Fat Boy's Wrecker Service were awarded Light Duty Towing Services contracts.
Both Rainbow Forest Towing and Fat Boy's Wrecker Service submitted proposals.
Rainbow Forest Towing filed its proposal with the City's Purchasing Office on
October 28, 2009. Fat Boy's Wrecker Service filed its proposal with the City's
Purchasing Office on October 29, 2009. Both were filed before the deadline.
However, once filed both proposals were mistakenly placed in a file for another RFP
by staff within the Purchasing Office. Once these proposals were located they were
reviewed by the selection panel on December 18, 2009, utilizing the same criteria
as the other twelve (12) tow businesses who responded to the Light Duty Towing
RFP. Utilizing these criteria, both Rainbow Forest Towing and Fat Boy's Wrecker
Service were awarded Light Duty Towing Services contracts.
Conclusion: In conclusion, the City followed the proper administrative process in
accordance with the Virginia Public Procurement Act. All parties who filed a timely
proposal to the City's Light Duty Towing RFP were given the same consideration by
the selection panel'. Mr. Meadows was previously informed of these findings and
provided with the supporting documents by letter dated April 14, 2011. The City
will continue to evaluate the existing contracts for effectiveness, responsiveness,
and service to our citizens, and will be prepared to issue an RFP for Light Duty
Towing,Services at the end of the current five year term (December, 2014).
~------------
Christopher P. Morrill
City Manager
Distribution: Council Appointed Officers
Brian Townsend, Assistant City Manager for Community Development
Christopher Perkins, Chief of Police
Sharon Lewis, Purchasing Manager
3
...
CITY OF ROANOKE
OFFICE OF CITY AITORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
WILLIAM M. HACKWORTH
CITY AITORNEY
lELEPHONE: 540-853-2431
FAX: 540-853-1221
EMAlL: cityatty@roanokeva.gov
TIMOTHY R. SPENCER
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
HEATHERP. FERGUSON
ASSISTANT CITY ATIORNEYS
April 14, 2011
Mr. Timothy P. Meadows
3129 Garden City Blvd.
Roanoke, VA 24014
Mr. Timothy P. Meadows
Request Towing and Recovery
3002 Baker Street
Roanoke, VA 24015
Re: Light Duty Vehicular Towing RFP
Dear Mr. Meadows:
Sharon Lewis of the Purchasing Department was able to recover from remote storage, the
RFP documents which you requested, and I am responding to your request on her behalf. In response
to your request, you will find enclosed the following documepts regarding the 2009 Light Duty
Vehicular Towing Service RFP:
1. Copy ofRFP No. 10-02-4 which was issued on October 14,2009, and scheduled for
an opening date of November 2,2009 at 2:00 p.m. '
2. Copy of the advertisement placed in the Roanoke Times informing the public of this
request for proposal.
3. Copy of the sign in sheet at the pre-proposal conference of the Light and Heavy Duty
Towing Contracts held on October 21,2009.
4. Copy of the evaluation sheet compiled by the selection panel for each of the
respondents who submitted proposals to the Purchasing Department.
5.' Copy of the Proposal submitted by Rainbow Forest Towing.
Please be aware that two proposals were received in a timely manner, but misfiled in the
Purchasing Department. These two proposals were from Rainbow Forest Towing and Fat Boys
Towing. These proposals were reviewed by the selection panel, and the companies submitting the
proposals were approved for inspection. The selection panel expressed concern regarding your
experience and ability to perform the public safety tow services required. All vendors approved by
the selection panel were inspected to ensure that their equipment satisfied the requirements of the
contract. I hope that these documents and this letter address your concerns. The Purchasing
,
Carolyn King, Investigator
4/13/2011
2
Department's file contains a large number of documents. If you would like to review it, please
contact Ms. Lewis to schedule a time to do so.
Should you have any questions, please do not hesitate to contact me.
Sincerely yours,
~--.--_:.-.-.., ,
c---...- ...".--:>
,4' ,
~.., ....
I I ",,,,~
,....--;:~I R. ;encer
&m~tant City Attorney
TRS:lsc
Enclosures
c: The Honorable David A. Bowers, Mayor
Sharon Lewis, Purchasing Manager
William M. Hackworth, City Attorney
\
CITY COUNCIL AGENDA REPORT
To:
Meeting:
Subject:
Honorable Mayor and Members of City Council
December 5, 2011
Request from Appalachian Power Company for Easements on
Seven City-Owned Properties, Tax Map Nos. 3041224, 3042005,
4250301R, 4340102,4250101R,4250102R,and4170101R
to build a 138 kV Transmission Line Connecting the
Huntington Court Substation to the Roanoke Substation
Background:
Appalachian Power Company has requested utility easements across seven (7) City-
owned properties, designated as tax map numbers 3041224, 3042005, 4250301 R,
4340102, 4170101R4250101R, and 4250102R. The purpose of the easements is to
install support structures and related cable/wires, in order to build a 138 kV
Transmission Line connecting the Huntington Court Substation to the Roanoke
Substation. The City-owned properties are currently vacant and are subject to certain
covenants which limit their use.
Pursuant to the requirements of the Code of Virginia, the City of Roanoke is required to
hold a public hearing to consider the granting of an easement over City-owned property.
Because of the nature of the transmission lines, such conveyance shall be conditioned
upon Appalachian Power Company obtaining approval from applicable federal and state
agencies.
Considerations:
In exchange for granting Appalachian Power Company the above referenced Deed of
Easements, it is prepared to reimburse the City the following amounts:
TM # 3041224
TM # 3042005
TM # 4250301 Rand 4340102
TM # 42501 01 R, 42501 02R, and 4170101 R
Total
$32,800
$ 4,100
$ 6,100
$13.200
$56,200
Recommended Action:
Schedule a public hearing to be held on Monday, December 19, 2011, at, 7:00 p.m. on
t vatter.
Christopher P. Morrill
City Manager
Distribution: Council Appointed Officers
R. Brian Townsend, Assistant City Manager for Community Development
Robert Ledger, Manager, Economic Development
Cassandra L. Turner, Economic Development Specialist
CITY COUNCIL AGENDA REPORT
To:
Meeting:
Subject:
Honorable Mayor and Members of City Council
December 5, 2011
Request a Public Hearing for Sale of a 1.36 Acre City-Owned
Property - Gator Pool Swimming Facility
Background:
In June, 1991, the City of Roanoke and Roanoke Valley Swimming, Inc, (RVS)
entered into a Deed of Lease Agreement which leased to RVS an approximately
1.3 acre site of City-owned property upon which RVS subsequently constructed
the Gator Pool swimming facility at its sole expense. The site is located off
Overland Road, S.W., immediately adjacent to Fishburn Elementary School and
James Madison Middle School, and designated as Roanoke Tax Map No.
1380101 A. The twenty (20) year lease provided the 1.3 acre City-owned site to
RVS at a nominal rent of $1 per year under certain terms and conditions. The
lease also provided RVS with an ingress/egress easement across City-owned
property from Overland Road and joint use with City schools of an adjacent
parking lot to support operation of the Gator Pool swimming facility.
In June 2011, the twenty year lease ended, and RVS requested that the City
consider the fee simple conveyance to RVS of the previously leased parcel and
the improvements constructed on the parcel, given RVS's continued interest in
operating the Gator Pool swimming facility. This conveyance would allow RVS
to fully amortize its initial construction investment in the facility and capital
maintenance repairs that were made over the 20 year term of the land lease,
and provide an appropriate context for RVS to make fu rther repairs and
improvements to the existing facility going forward.
Considerations:
The proposed conveyance of the 1.36 acre parcel (see attached plat) and
existing improvements thereon would be at a nominal consideration ($10.00),
given the initial construction and ongoing maintenance investment that has
been made in the property by RVS. An ingress/egress easement would also be
provided from the conveyed parcel across City-owned property designated as a
portion of Tax Map No. 1380101, to Overland Road, S.W., to allow RVS to
access the parcel to be conveyed, and RVS would continue to have joint use of
an adjacent City owned parking lot through a separate license agreement with
the City. The City has no core recreation need for, or ability to operate and
maintain such a unique and single purpose facility. Conveyance of the
property would provide a means by which RVS can continue its swimming
programs which support the broader community.
The proposed conveyance contains a deed restriction which would require RVS
to offer to the City the first right of refusal to repurchase the property if RVS
were to offer the property for sale to another party. That offer to repurchase
would limit the consideration to be paid by the City to the difference in
assessed value of the property improvements (excluding land) as of January 1,
2012, and the then current assessed value of the improvements on the property
(excluding land) at the time of the offer to repurchase.
A public hearing is required prior to City Council authorizing the sale of this
City-owned property, as well as to authorize the conveyance of the
ingress/egress easement between the subject property and Overland Road, S.W.
Recommended Action:
Authorize the scheduling of a public hearing to consider the sale of the
aforementioned property, with an easement for ingress and egress, on
December 19, 2011 at 7:00 pm.
=1-
~ChristoPher P. Morrill
U City Manager
Distribution: Council Appointed Officers
Brian Townsend, Assistant City Manager
Rob Ledger, Economic Development Manager
Sandra Turner, Economic Development Specialist
2
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CITY COUNCIL AGENDA REPORT
To:
Meeting:
Subject:
Honorable Mayor and Members of City Council
December S, 2011
Adoption of Calendar of Events for Budget Development Activitie's
for FY 2012-2013
Considerations:
Annually, City Council approves the Calendar of Events for Budget Development
Activities for the upcoming fiscal year. The recommended Calendar of Events
for FY 2012-2013 is attached.
Recommended Action:
Approve the attached Calendar of Events for Budget Development Activities for
FY 2012-2013.
ristopher P. Morrill
City Manager
Distribution: Council Appointed Officers
Sherman M. Stovall, Assistant City Manager for Operations
Date
January 3, 2012
February 6, 2012
March 5, 2012
April 2, 2012
April 16, 2012
April 26, 2012
May 7, 2012
May 14, 2012
CALENDAR OF EVENTS
FOR BUDGET DEVELOPMENT ACTIVITIES
FISCAL YEAR 2012 - 2013
Budget Preparation Activities
Financial/Budget Planning Work Session
(During 9:00 a.m. Morning Briefihg Session)
Financial/Budget Planning Work Session
(During 9:00 a.m. Morning Briefing Session)
Financial/Budget Planning Work Session (continued)
(During 9:00 a.m. Morning Briefing Session)
Financial/Budget Planning Work Session (continued)
(During 9:00 a.m. Morning Briefing Session)
Recommended budget presented to City Council at
regularly scheduled rneeting
Public hearings on recommended budget and tax rates
at 7:00 p.m.
Budget Study
(During 9:00 a.m. Morning Briefing Session)
City Council adopts General Fund, School ~und,
Proprietary Fl:I~~, b~dgets and an Update to the HUD
ConsOlidated Plan and approves an annual
appropriation ordinance at 2 :00 p.m.
CITY OF ROANOKE
OFFICE OF THE (:ITY 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 Clerk
STEPHANIE M. MOON, MMC
City Clerk
CECELIA T. WEBB
Assistant Deputy City Clerk
December 6, 2011
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 J. Granger Macfarlane has qualified as a City representative of
the Virginia Western Community College Board to fill the unexpired term of William M.
Hackworth commencing January 1,2012 and ending June 30, 2015.
Sincerely,
~:~a~:~~~~~
City Clerk
"
I ;"...,
'1:.'
"
-
...- lllJ__
--""'..,.,...~~ ~-~
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, J. Granger Macfarlane, 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 City representative of the Virginia Western Community College Board to fill the
unexpired term of William M. Hackworth, commencing January 1, 2012 and ending June
30,2015, according to the best of my ability. So help me God.
The foregoing oath of office was taken, sworn to, and subscribed before me by
J, Granger Macfarlane thisL? ~ of !If) ~ 2011.
S. Hamilton, Clerk of the Circuit Court
K:\Oaths and QualificationsWirginia Western Community College Board\J Granger Macfarlane 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, MMC
City Clerk
CECELIA T. WEBB
Assistant Deputy City Clerk
December 6,2011
Deborah Charles, Secretary
Roanoke Valley Resource Authority
1020 Hollins Road, N. E.
Roanoke, Virginia 24012
Dear Ms. Charles:
This is to advise you that James W. Harkness, Jr., has qualified as City representative of
the Roanoke Valley Resource Authority to replace Laurence Levy for a four-year term of
office ending December 31,2015.
Sincerely,
~~o~~~~
City Clerk
__ - ~\l!'il~~~~Jl!l'~
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, James W. Harkness, Jr., do solemnly swear that I will su~portthe 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 Roanoke Valley Resource Authority appointed to replace
Laurence Levy for a four year term of office commencing January 1, 2012 and ending
December 31,2015, according to the best of my ability. So help me God.
r NJ/fdAJu~. t,
es W. Harkn~ss, Jr. d
.
The foregoing oath of office was taken, worn to, and subscribed ~efore me by James
W. Harkness, Jr. thiS~ay of 011. I
\
Brenda S. Hamilton, Clerk of the Circuit Court
fP-/~
By , Clerk
K:\Oaths and Qualifications\Roanoke Valley Resource Authority\JamesHarkness Jr oath. doc
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.w.
Noel C. Taylor Municipal Building, Suite 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
DAVID A. BOWERS
Mayor
December 5, 2011
, The Honorable Members
of Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
Council Members
William D. Bestpitch
Raphael E. "Ray" Ferris
Sherman P. Lea
Anita J. Price
Court G. Rosen
David B. Trinkle
We jointly sponsor a request of Joan Washburn, Auxiliary Liaison, Military
Officers' Association of America, to share information regarding the Cell Phones
for Soldiers Program, at the regular meeting of City Council to be held on
Monday, December 5, 2011, at 2:00 p.m.
Sincerely,
~~
David A. Bowers
Mayor
avid B. Trinkle
Vice-Mayor
Idt(~~;&t#.~
William D. Bestp'h
Council Member
DAB/DBT/WDB:ctw
IW~ MOAA
Military Officers Association of America
" 1~~~i~IS:;:~lfl~~~~,
Joan Baker Washburn
Auxiliary Member Advisory Committee
540-293-1310 0 joanbwashburn@gmail.com
3365 Kelly Lane 0 Roanoke, VA 24018
www.moaa.org/survivors 0 auxcomm@moaa.org
Cell Phones for Soldiers and the Military Officers Association of America
Partner to Assist Troops in Need
MOAA Collects Used Cellular Devices to Bridge Communication Gap Overseas
ROANOKE,VA-DECEMBER52011 h M'l' Offi A .. fA . (MOAA)'
_H ' - Tel ltary lcers ssocratlOn 0 menca III
conjunction with its Auxiliary Member Advisory Committee have partnered with nonprofit Cell
Phones for Soldiers to help bridge the communication gap between military personnel stationed
overseas and loved ones back home through the collection of used cellular devices.
MOAA's Auxiliary Member Advisory Committee who represent the 60 thousand surviving spouses
within the membership, has taken the initiative to support active military families through the Cell
Phones for Soldiers phone recycling program. Cell Phones for Soldiers is a.-?01(c)(3) nonprofit
organization that provides troops overseas with..freeintemational calling cards.Jn seven years, the
charity has provided military personnel with 114 million minutes of talk time. Funds for the program
are primarily raised through the collection ancri~cycling of used cellular devices.
"Cell Phones for Soldiers is a great way for MOAA to support our troops in a hands-on and tangible
way. It's in the best tradition of servant leadership and goes a long way in sustaining morale and
readiness in our armed forces," said Vice Admiral Norb Ryan, President and CEO of MOAA.
The 413 chapters that make up the MOAA chapter system will collect phones for the cause through
January 2012. Any specific questions can be sent to moaacellphones4soldiers(a.)gmaiLcom.
Both the State and individual chapter that collects the most devices will be recognized and honored at
the ApIil Council Presidents Seminar in Washington D.C. The MOAA has set the goal of providing
one million minutes of free talk time to troops this year. To reach their goal, MOAA members will
need to collect more than 16,667 cellular devices.
"We are so blessed to have the support of the Military Officers Association of America," said Brittany
Bergquist, co-founder of Cell Phones for Soldiers. "The MOAA does so many amazing things to help
active and retired military causes. We feel the missions of both organizations are very closely aligned
and the paItnership is a great opportunity to reach additional troops. "
Those interested in suppOlting the mission of the MOAA should visit www.moaa.org/cellsforsoldiers.
Any specific questions can be sent to mOi:lacellphones4soldiers(cqgmaiLcom.
For additional infOlmation about Cell Phones for Soldiers please visit
w"\vw. cellphonesforsoldi ers. com.
ABOUT MOAA
MOAA is the nation's largest and most influential association of military officers. It is an independent, nonprofit,
.. politically nonpartisan or anization. _._. ~ --
With about 3, members from every branch of service - including active duty, National Guard, Reserve,
.d, for.mer..o.fficers, and theJ!:..f9JJ1ilies - we are a powerful force speaking fora strong naTIOnal defenseand
.' representing the interests of military officers at every stage of their careers.
096
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 5th day of December, 2011.
No. 39270-120511.
AN ORDINANCE authorizing the City Manager to execute an Intergovernmental
Agreement ("Agreement"), with Roanoke County ("County") concerning the Regional
800 MHz Trunking Radio System ("System"), upon certain terms and conditions, and
dispensing with the second reading of this ordinance by title.
WHEREAS, the City of Roanoke ("City") entered into an agreement with
Roanoke County on December 17, 1997, for the joint installation and maintenance of the
System, which agreement has been amended several times to accommodate changes to
operation ofthe System;
WHEREAS, the County of Roanoke has upgraded its share of the System
equipment to a digital standard, and the City of Roanoke expects to upgrade its share of
the System equipment to a digital standard by May 2012; and
WHEREAS, the parties have determined that it is in the localities' best interests to
terminate the existing agreement, and enter into a new agreement that governs the joint
installation and maintenance. of the System which incorporates the digital standard, rather
than continuing to amend the 1997 agreement.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as
follows:
1. The City Manager is authorized to execute on behalf 0 f the City 0 f
Roanoke, in a form approved by the City Attorney, an Agreement with Roanoke County
that governs the obligations of the parties with respect to maintenance, operation, and
costs of the System, in connection with the transition of the System from an analog
standard to a digital standard, such Agreement to be upon such terms and conditions as
are more particularly described in the report of the City Manager dated December 5,
2011, to this Council.
2. - Pursuant to the provisions of Section 12 of the City Charter, the second
reading of this ordinance by title is hereby dispensed with.
- h__ . wJ
or). Y'Y\01M
City Clerk \J
2
CITY COUNCIL AGENDA REPORT
To:
Meeting:
Subject:
Honorable Mayor and Members of City Council
December 5, 2011
Intergovernmental Agreement
Background:
An Intergovernmental Agreement between the City of Roanoke and Roanoke County
established a joint public safety radio system in 1997. Since that time, the 1997
agreement has been amended several times. Roanoke County converted to a digital
radio platform in 2009. On November 7, 2011, City Council was briefed on the radio
system and the planned transition of the City of Roanoke from an analog to a digital
platform. This transition will require an agreemer:lt between the parties. Rather than
amend the original 1997 agreement, it has been determined that it should be
terminated, and a new agreement entered into between the parties to address the
digital transition. The proposed agreement would govern maintenance, use, repair
and replacement obligations of the parties with respect to the radio system, and how
such costs would be shared between the City of Roanoke and the County of Roanoke.
Considerations:
The conversion of seven frequencies from analog to the digital radio platform is
dedicated to public safety services for City and all County radio user resources. This
conversion is scheduled for completion on May 1,2012.
Joining with Roanoke County's frequencies will create a 22 frequency, state-of-the-art,
digital Roanoke Valley Radio System. The total cost of this conversion to the City is
$7,149,000, which is available in the Digital Radio Upgrade project account (13-430-
9950). This cost includes $1,617,760 to be paid by the City for the City's share of
the radio system infrastructure that Roanoke County originally purchased. .
The City will continue to use the analog radio system as a service to non-public safety
City departments as well as third party partners (Roanoke City Public Schools,Western
Virginia Water Authority and others).
Recommended Action:
Authorize the City Manager to execute an Intergovernmental Agreement with Roanoke
County, substantially similar to the one attached, in a form approved by the City
or
ristopher P. Morrill
City Manager
Distribution: Council Appointed Officers
THIS INTERGOVERNMENTAL AGREEMENT ("Agreement") for the establishment of a
Joint Public Safety Radio System is entered into as ofthe _ day of , 2011 by and
between the CITY OF ROANOKE (the "City"), a municipal corporation of the
Commonwealth of Virginia, and the COUNTY OF ROANOKE (the "County"), a political
subdivision of the Commonwealth of Virginia; -
RECITALS
WHEREAS, the City and County have the power to establish a system to serve their fire,
police, emergency and other radio cOmlnunications; and
WHEREAS, the City and County have determined that it is in their mutual best interest
to jointly cause the existing County 800 MHz trunked radio communications system to be
equipped to serve the fire, police, emergency and other radio communication needs ofboth the
City and County thus creating the Roanoke Valley Radio System (RVRS); and
WHEREAS, pursuant to Section 15.2-1300 ofthe Code of Virginia, 1950, as amended,
the City and County have determined to exercise jointly their powers with respect to the System,
as provided for in this Agreement; and
WHEREAS, the City and County desire to enter into this Agreement for the purpose of
providing the details relating to the operation of the System and the relationship among the City
and County;
WITNESSETH
THAT FOR AND IN CONSIDERATION of the mutual covenants and agreements
contained herein, the parties hereto, pursuant to the provisions of Section 15.2-1300 of the Code
of Virginia (1950), as amended, do covenant and agree to the following: .
I. DEFINITIONS AND WARRANTIES
A. DEFINITIONS
1. "Agreement" shall mean this Intergovernmental Agreement and any and all
amendments hereto.
2. "Associated System Assets" shall mean System assets and equipment not
designated as Fixed Network Equipment that are required for operation of the
System, and shall include buildings, dispatch center furniture, fences, generators,
grounding systems, HV AC systems, rights of way, roadways, site leases, towers,
uninterruptible power supplies (UPS) and the fire alerting MOSCAD equipment.
3. "City" shall mean the City of Roanoke, Virginia, its successors and assigns.
1
4. "County;' shall mean the County of Roanoke, Virginia, its successors and
assIgns.
5. "Fixed Network Equipment" shall mean the System equipment both currently
owned and to be purchased by the City and County and located at System
sites. This equipment. is the infrastructure necessary to facilitate the use of
subscriber units on the 800 MHz trunked radio System and other Radio
Communications systems and shall include all equipment that is common to
both City and County such as antenna network equipment, base stations,
controllers, fati1t management network equipment, radio console equipment
at all dispatch centers, microwave network equipment, and simulcast network
equipment.
6. "Subscriber Equipment" shall mean the mobile and portable radios used by the
City and County on the System.
7. "System" shall mean the radio communications system to be jointly constructed
and operated by the City of Roanoke and County of Roanoke.
B. REPRESENTATIONS AND WARRANTIES
Each ofthe governing bodies which are parties hereto respectively makes the following
representations and warranties, all of which shall continue for the duration of this
Agreement:
1. It has full power and authority to enter into this Agreement and to consummate and
carry out the transactions contemplated by this Agreement. It has taken or will take
all action required by this Agreement and other applicable laws in connection
therewith.
2. It has duly authorized the execution and delivery ofthis Agreement.
3. The execution and delivery of this Agreement and the performance of its
obligations hereunder are within its corporate powers and will not conflict with, or
constitute a breach or result in a violation of (1) any Federal or Virginia
Constitutional or statutory provision, (2) in any material respect, any agreement or
other instrument to which such party is a party or by which it is bound, or (3) any
order, rule, regulation, decree or ordinance of any court, government or
governmental authority having jurisdiction over it or its property.
4. There is no litigation at law or in equity or any proceeding before any governmental
agency pending or, to its knowledge, threatened with respect to (1) its existence, (2)
its authority to execute and deliver this Agreement, (3) the validity or enforceability
of this Agreement or the transactions contemplated hereby, (4) the title of its
officers who are executing this Agreement, or (5) any authority or proceedings
relating to its execution and delivery of this Agreement.
5. It is a duly organized and validly existing public body politic and corporate.
2
II. DURATION OF AGREEMENT
This Agreement shall take effect upon its proper execution pursuant to and by ordinance or
resolution of the governing bodies ofthe parties hereto. The initial term of this Agreement
shall be fifteen (15) years following its date of execution. Upon expiration of the term of
the Agreement, this Agreement may be renewed subsequent terms of five years each upon
the mutual agreement of the parties, until terminated by the parties as provided in Section
X of this Agreement.
III PURPOSE
The purpose of this Agreement is to provide the terms and conditions of the joint
undertaking of the parties hereto with respect to the System as required by Section 15.2-
1300, Code of Virginia (1950), as amended. The joint undertaking will involve shared
operation and maintenance of the System, and all other things necessary or proper to carry
out the foregoing purpose. Details of governance, technical operations and administrative
management of the shared radio system will be maintained in a separate document, the
Roanoke Valley Radio System Governance and Operations Manual, Attachment A which
is incorporated herein and made a part of this Agreement.
IV. SYSTEM CONSTRUCTION AND FINANCING
A. FIXED NETWORK EQUIPMENT: The System shall be constructed with the City
and County jointly acquiring such Fixed Network Equipment as necessary to meet their
individual and mutual communication goals. The City and County have agreed upon a
shared cost for the acquisition of existing County equipment for the effective operation
of the Roanoke Valley Radio System.
The System will utilize one site in the City (Mill Mountain) and three sites in the
County (Crowell's Gap, Fort Lewis Mountain, and Poore Mountain) to provide
seamless City and County wide coverage for its users. The City will allow placement
of County Fixed Network Equipment at its Mill Mountain site, and the County will
allow placement of City Fixed Network Equipment at its Crowell's Gap, Fort Lewis
Mountain and Poore Mountain sites, in order to achieve the goal of seamless coverage.
There shall be no charge by the City or County to the other party for access to System
Fixed Network Equipment at any site forradio communications purposes.
The County's Public Safety Center, located on Cove Road at 5925 Cove Road,
Roanoke Va. will serve as the primary equipment site for the System. The City
Emergency Communications Center (ECC) located at_215 Church Ave SW, Roanoke,
Va. and the County ECC located at 5925 Cove Road, Roanoke, Va. will serve as
backup dispatch locations to each other in certain emergency situations. The location
of such centers is subject to change upon notice to the other parties.
3
The City and County hereby agree to fund their respective cost shares of the total cost
for Fixed Network Equipment. The County's Purchasing Division of the Finance
Department, or its successor agency, will serve as the primary contractor for
procurement purposes.
B. ASSOCIATED SYSTEM ASSETS: The City and County shall mutually agree to
share the costs of any additional Associated System Assets which they determine are
necessary for the effective operation of the Roanoke Valley Radio System. Ownership
of such Assets shall be shared in proportion to the contribution of each party to the
purchase of each Asset.
C. SUBSCRIBER EQUIPMENT: The City and County each will purchase and maintain
their own respective subscriber units.
D. CLAIMS FOR COSTS OR DAMAGES: In the event that any claim for costs or
damages is made against the City, the County or both, arising out ofthe Contract or as a
consequence of the operation ofthis Agreement, the City and County System Managers
shall jointly develop and recommend to their governing bodies a proposal for allocation
of such costs or damages and for settlement of any claim. If the System Managers are
unable to agree to a recommendation, the claim will then be handled in accordance with
the procedure for "Resolution of Disputes" as set forth in Section VII.C.
V. OWNERSHIP OF SYSTEM ASSETS
A. EXISTING SITES AND EQUIPMENT: Ownership of the four existing sites,
including all real and personal property at each site owned by the City or County,
respectively, at the date of this Agreement, shall not change. Each party shall retain
ownership of any Associated System Assets, Fixed Network Equipment, including FCC
licensed radio equipment, or Subscriber Equipment currently owned by that party.
B. NEW SYSTEM EQUIPMENT: Ownership of any new Fixed Network Equipment
acquired for use in the operation of the System shall remain with the party purchasing
such equipment, if purchased solely by that party. Ifpurchased with joint funds ofboth
parties, ownership shall be divided among the purchasing parties in the same proportion
that each party contributed toward the purchase.
C. NEW SUBSCRIBER EQUIPMENT: Ownership of any new Subscriber Equipment
acquired for use in the operation of the System shall remain with the party purchasing
such equipment.
D. INVENTORY OF SYSTEM ASSETS: The parties to this Agreement shall cooperate
in the development of an accurate inventory of substantial system assets, generally
those exceeding One Thousand Dollars ($ 1,000) in value, to distinguish jointly owned
assets from assets to be individually owned by either the City or the County during the
term 0 f this agreement or upon its 'termination.
4
VI. REPLACEMENT OF SYSTEM ASSETS
A. EXISTING ASSOCIATED SYSTEM ASSETS: Each party to this Agreement
represents and warrants to the other that the Associated System Assets owned by that
party at the signing of this Agreement is performing within specifications on the date of
the signing ofthis Agreement. In the event that any existing Associated System Asset is
not initially (within thirty days of the date of this Agreement) performing within
specifications, it shall be the responsibility of the owning party to replace such
equipment with mutually approved equipment.
B. NEW AND EXISTING FIXED NETWORK EQUIPMENT: The parties to this
Agreement shall be jointly responsible for the replacement as necessary of Fixed
Network Equipment, to include system software updates, utilized in the System for the
mutual benefit of the City and County. Replacement costs shall be shared equally by
both parties unless as otherwise mutually agreed. Ownership ofreplacement equipment
shall be equally divided between the City and County unless as mutually agreed by the
parties.
C. SUBSCRIBER EQUIPMENT: Each party to this Agreement shall be solely
responsible for the replacement of all Subscriber Equipment owned by that party.
VII. SYSTEM MANAGEMENT AND MAINTENANCE
A. CITY AND COUNTY SYSTEM MANAGERS: The City Manager City's Director
of its Department of Technology will serve as the City System Manager and the County
County's Director of Communications and Information Technology will serve as the
County System Manager.
B. SYSTEM MANAGER RESPONSIBILITIES: The City and County System
Managers will jointly develop and implement policies and procedures necessary for the
efficient and effective operation and maintenance ofthe combined System. In addition,
they will oversee maintenance functions of the system and be responsible for
administrative functions, including City and County billing for maintenance. Finally,
they will develop a record keeping system adequate to facilitate the effective
administration of this Agreement, to include accurate initial and on-going listings of
System assets owned by both parties to this Agreement. The parties desire that such
inventory listing shall be updated and verified on the anniversary date of this
Agreement.
C. RESOLUTION OF DISPUTES: Any System management issues that cannot be
resolved by the City and County System Managers will be referred to the City's
Assistant City Manager and the County's Assistant County Administrator for review
and resolution. Issues that cannot be resolved at this level will be referred to the City
Manager and County Administrator. If there is no resolution at this level, the issue will
be submitted to nonbinding alternative dispute resolution procedures as shall be agreed
upon by the parties
D. SYSTEM ASSET MAINTENANCE & UPGRADES
5
1. Associated System Assets - Cost and labor associated with the routine
maintenance of Associated Systems Assets shall be shared equally by both parties.
Each party must maintain Associated Systems Assets in a manner that will not
interfere with the operation of the combined System. Expenses for major repairs,
including the overhaul or replacement of major units such as a generator, tower, or
UPS, may be cost shared in a manner mutually agreeable to all parties.
2. Software Upgrades & AntiVirus - It is imperative that the proper software
versions and anti-virus signatures be maintained at satisfactory versions. Both
parties to this Agreement shall be jointly and equally responsible for the costs
associated with software upgrades. Software upgrades will be conduct in a timely
manner, as defined by the Governance. Planning for, funding of and scheduling of
software upgrades, and necessary equipment upgrade and or replacement, will be
coordinated through the Governance team, as defined in the Roanoke Valley Radio
System Governance and Operations Manual- Attachment A.
3. Fixed Network Equipment - Both parties to this Agreement shall be jointly
responsible for the maintenance of Fixed Network Equipment beginning when the
City gains beneficial use of the System, as determined by Motorola Solutions, Inc.
Thereafter maintenance expense shall be shared on a 50/50 basis.
The County shall serve as the contracting agent as it pertains to this agreement for
the establishment of a maintenance contract with Motorola Solutions, Inc. The City
System Manager shall have a right of approval before the County enters into such a
contract and upon any changes to such a contract. The County shall bill the City for
the City's portion of the contract, which shall be based on a 50/50 division of the
costs for the Fixed Asset maintenance.
Any costs associated with Associated System Assets used by only one agency shall
be paid exclusively by that agency, Maintenance or associated costs not covered by
such a contract will be agreed to in advance by both parties, paid by the County and
the County will bill the City for the City's agreed upon portion of the bill. All
invoices from either party shall be paid in full by the other party within 30 days of
the invoice date. The County will keep detailed records of such maintenance
actions for a period not less than 3 years. These records shall be available for
review by the City's System Manager upon request.
Maintenance expenses may include, but are not limited to, Motorola Solutions, Inc.
or other maintenance contracts for repair or replacement of cards, boards, units,
replacement. parts and preventative maintenance of the Fixed Network Equipment
that is utilized in the System for the mutual benefit of the City and County.
When the capacity of the system is no longer adequate to meet the aggregate needs
of the parties, or as new technologies emerge that will provide an improved radio
system, the parties shall jointly pursue the acquisition of additional frequencies or
equipment necessary to utilize such technologies or frequencies. A mutually
agreeable cost sharing arrangement shall be negotiated by the parties for the
6
acquisition of necessary equipment, and incorporated as an amendment to this
Agreement.
4. Subscriber Equipment - Each party to the Agreement shall be solely responsible
for maintenance of Subscriber Equipment owned by that party.
E. ADDITION OF NEW GOVERNMENTAL USERS: Both the City and County
System Managers must agree to the conditions under which additional governmental
users that do not have radio unit allocations may be added to the System. The
governing body of each party to this Agreement shall formally agree to any third party
addition to the Roanoke Valley Radio System.
F. GOVERNING BOARD-As stated in the governance policy attached as Exhibit A,
both parties Department Managers and Radio Managers of their respective Departments
of Technology shall comprise the governing board for purposes of management and
oversight ofthis Agreement.
VIII. INSURANCE OF EQUIPMENT
The County shall insure the personal property (Fixed Network Assets) that comprises
the entire Joint 800 MHz Radio System located at either the County or City sites. The
County shall maintain an insurance deductible of not more than $1000 per occurrence,
subject to the availability on the commercial market, or otherwise will not hold the City
liable for any amount over 50% of the deductible per occurrence as a result of damage
or loss occurring to the equipment that is covered by insurance. The County may bill
the City for the cost differential in insurance premiums resulting from adding City
equipment locations to the County's current insurance policy. Associated System
Assets that are eligible to be insured under the County's policy may also be insured in
the same manner with the owning agency being responsible for the additional insurance
premmms.
X. TERMINATION OF AGREEMENT
A. RIGHT TO WITHDRAW: Any party to this Agreement has the right to withdraw
from this Agreement after its initial term. No such termination shall become effective
until twenty-four (24) months after written notice thereof shall have been given to all
the other parties thereto.
B. DISPOSITION OF JOINT EQUIPMENT: In the event of termination, equipment
purchased with joint funds of the parties shall remain on the site to which assigned, and
the terminating party shall be reimbursed for its share of the equipment purchased with
joint funds. The reimbursement shall be the original cost less depreciation, as
determined by an independent auditor qualified to value public radio systems jointly
selected and compensated jointly in equal amounts by all parties to the Agreement.
Reimbursement shall occur within twelve (12) months of the date oftermination.
C. DISPOSITION OF SEP ARA TE EQUIPMENT: The terminating party may remove
any or all of its own separate equipment, unless the removal of the equipment will
7
render the System inoperable. In such case, the party may not remove the equipment,
but shall be reimbursed pursuant to section X.B, above.
XI. MISCELLANEOUS
A. AMENDMENTS: This Agreement may not be amended, modified or otherwise
altered without the express written consent of all parties hereto.
XII. A TT ACHMENTS
A. ROANOKE VALLEY RADIO SYSTEM GOVERNANCE AND OPERATIONS
MANUAL, which is made a part of and incorporated into this Agreement.
WITNESS the following signatures and seals:
CITY OF ROANOKE
ATTEST:
By:
By:
Title:
Title:
Date:
Date:
COUNTY OF ROANOKE
ATTEST:
By:
By:
Title:
Title:
Date:
. Date:
8
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
December 5, 2011
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:
September Financial Report - City of Roanoke
The following financial report provides commentary on the City's financial results for the
first three months of this fiscal year. Financial Statements are included for the three
months ended September 30.
The current year revenue budget for FY12 represents a 2.1 % increase from the adopted
budget of FY11. Primary areas with year-over-year budget increases included General
Property Taxes (Personal Property), Local Taxes (Sales and Meals Taxes) and
Intergovernmental Services (Foster Care).
\
General Fund revenues through September FY12 declined 0.1 % or $0.1 million from last
year as presented in the accompanying financial statement. Timing differences in Real
Estate Tax collections created an unfavorable variance of $1.2 million which was offset
by favorable local tax revenues and intergovernmental revenues. Local taxes grew 6.1 %
as compared to FY11. Sales Tax revenues grew 4.6% year to date compared to FY11.
Food and Beverage and TransientOccupancy taxes had growth of 7.6% and 9.5%,
respectively.
The current expenditures for FY12 represents a 2.4% increase from the prior year as of
September FY11. The primary areas of increases included Transfers to Schools and to a
lesser dollar magnitude, Public Works and Nondepartmental expenses. The increase to
school funding was a result of the new funding policy which now includes debt service
and local tax growth and is offset by a corresponding reduction in debt service.
Variances are discussed in greater detail in the expenditure section of this narrative.
Honorable Mayor and Members of Council
December 5, 2011
Page 2
Revenues:
The City's revenue recognit-ion practices call for the accrual back to the prior year of
revenues received within the first sixty days of a fiscal year provided the taxes relate to
the period through June 30th. For example, real estate and personal property taxes
collected during July and August, but billed by June 30th, must be reported as revenue
of fiscal year 2011. This practice results i'n many low, or even negative" revenue
amounts as of the end of the third fiscal month, September. The most apparent areas
impacted by this in the September revenues were electric service tax and business
license tax. The City's revenue trends will smooth and become more meaningful for
comparison in October.
Commentaries on significant variances are shown below:
General Property Taxes decreased by 4.5% or $1.2 million as a result of the timing of
payments of real estate taxes. Overall, Real Estate Tax revenues for FY12 are projected
to remain stable with slight growth from new construction offset by a slight decline in
assessments. October results will provide a better indicator of real estate tax
performance for the year as the first installment of the tax was due October 5th.
Local Tax revenues increased by 6.1 % or $0.5 million as compared to FY11. Sales tax
revenues year to date increased by 4.6% from growth in July and August. The City
continues to experience the impact of the Walmart relocation to Roanoke County
through the loss of sales tax revenues. Kohl's opened in September 2011 and will
partially offset the sales tax losses. The Transient Occupancy and the Food and
Beverage taxes performed well with growth of 9.5% and 7.6%, respectively, as a result
of improved travel into the City and citizens and visitors continuing to dine out.
Cigarette taxes increased by 20% compared to FY11. Month to month, payments of
this tax can vary significantly. A more meaningful trend will shape as the fiscal year
progresses.
Permits. Fees and Licenses revenue decreased by 13.5% or $33,000 compared to FY11
as a result of lower building inspection fees. In the prior fiscal year, there were several
high value permits issued for Brandon Oaks Retirement Community, a Montessori pre-
school and a mixed use building on Campbell Avenue. In the current fiscal year,
permit values have decreased.
Fines and Forfeitures revenues decreased by 24.0% or $86,000 compared to FY11
related to a change il) reporting of parking ticket revenues to the Parking Fund in FY12.
The administration of parking enforcement changed effective July 1, 2011 from the
Police Department to the Parking Fund. Adjusting for the change in parking
enforcement, Fines and Forfeitures declined 3.0% or $8,500.
Honorable Mayor and Members of Council
December 5, 2011
Page 3
Revenue from the Use of Money and Property declined by 55.6% or $78,000 compared
to the same period in FY11. Loss in rental income.from the Commonwealth Building
was the most significant factor in this decline. Adjusted for the reduction in rental
income, revenues decreased 4.7% or $2,700.
J
Grants-in-Aid - Commonwealth increased 7.5% or $725,000 primarily in the area of
Social Services related to the timing of administrative expenses reimbursement.
August FY11 funding had not been received by the City as of the September reporting
period. This year, August funding had been received. August in FY12 also had three
payrolls compared to two payrolls in FY11. Other Categorical Aid fluctuated
significantly between the two years as well. This related to accounting of disaster relief
funding. It will not impact FY12 funding as a whole.
Charges for Services increased 16.5% or $219,000 compared to FY11 due to an
increase in federal prisoner and emergency management service (EMS) revenue. The
City Jail housed more Federal Prisoners during the first quarter of FY12 than in FY11,
with the United States Marshall Service being the most significant prOVider of increased
inmates. The variance in EMS revenues was due to a timing difference as billings were
delayed in FY11.
Miscellaneous Revenues declined 22.9% or $41,000 primarily related to a reduction of
tax sale proceeds year-over-year. The process and timeline from sale to the receipt of
proceeds varies significantly based on the final approvals by the court of the sales
terms. Tax sales are typically held twice a year, and the first sale in FY12 was held on
November 7.
Exoenditures:
The fiscal year 2012 General Fund expenditure budget totals $260.1 million and
includes funding of approximately $1.4 million to cover contracts and purchase orders
made during fiscal year 2011 but not paid by the end of that year. The General Fund
expenditures and encumbrances through September were $65.5 million. Compared to
the prior year, expenditures increased 2.4% or approximately $1.5 million. Categorical
variances of 10% or more are 'dlscussed as follows:
Community Development decreased by 15.1 % or $260,000 compared to FY11. This
variance was primarily due to a timing difference in payments to the Roanoke Valley
Convention & Visitors Bureau. Also contributing to this variance was a decrease in
personal service and fringe costs related to a position vacancy and salary differential
and a decrease in internal service billings from the Department of Technology.
Transfers to Debt Service Fund decreased by 11.4% or $501,000 compared to FY11.
This variance was due to a change in the handling of school debt under the new school
Honorable Mayor and Members of Council
December 5, 2011
Page 4
funding policy. The decrease was partially offset by payments beginning on 201 OC,
201 OD and 201 OE series bonds which were issued in August 2010.
Transfers to School Fund increased by 11.9% or $2.0 million. Effective with FY12, the
School funding formula changed. The funding under the formula is higher, but the
City no longer pays any debt service on behalf of Roanoke Schools. The School Board
pays debt service using funds provided through the formula. This change in handling
of debt service payments did not, in-and-of-itself, increase overall funding available to
schools. However, Roanoke Schools will receive more net funding from the City in
FY12 as a result of local tax growth. This was an increase of approximately 2%.
Nondepartmental expenditures increased 36.1 % or $307,000. The variance was due to
an increase in transfers to the Greater Roanoke Transit Company (GRTC) of 40.6% when
compared to FY11. City Council approved a higher GRTC subsidy in FY12, resulting
from higher fuel and medical insurance costs, in order to continue peak hours of
service. One-half of the FY12 budgeted subsidy has been provided as of this reporting
period.
Civic Facilities Fund
In September, the Civic Center held 18 events with 9,672 attendees. This was six
events more but 62 attendees less than September 2010. Several small events took
place which had not been budgeted. Event highlights for September included a sold
out Jason Aldean concert, two performances of Yo Gabba Gabba and the return of
Virginia Tech ice hockey. For FY12 year-to-date, there have been 47 events with
17,566 attendees. This was an increase of 17.5% or 7 more events, but a decrease of
12.6% or 2,521 less attendees.than for the same period in FY11.
( The FY12 year-to-date Operating Loss for the Civic Center was $690,000, an
improvement of $106,000, or 13.4%, from that of FY11. Year-to-date Change in Net
Assets for FY12 was a decrease of $797,000, compared to an FY11 decrease of
$929,000. This was an improvement of 14.1% or $132,000. Slightly improved
revenues, reduced operating expenses, and a $25,000 transfer from the Capital
Projects Fund for HVAC improvements all contributed to the improved bottom line.
Parking Fund
The City's Parking Fund operates seven garages and five surface lots with a total FY12
budget of just under $3.2 million. While each facility generated varying levels of
income or loss, the Parking Fund as a whole meets all cash flow needs, including debt
service, without a General Fund subSidy and generates working capital to fund facility
improvements and repairs.
Honorable Mayor and Members of Council
December 5, 2011
Page 5
The September FY12 year-to-date operating revenues increased 19.6% or $138,000
compared to FY11. $102,000 of this increase was due to the inclusion of on-street
parking ticket fines and fees, revenues which were reported in the General Fund in
previous years. A revitalized Market Garage continued to lead facility performance,
accounting for the bulk of the remaining increase. Elmwood Park Garage, Gainsboro
Garage, Campbell Garage, and Higher Education Center Lot also saw increases. The
Tower Garage continues to be adversely affected by the move of Meridium to
Williamson Road, (to the benefit of the Elmwood Park Garage), through the first three
months of FY1 2. Of the remaining locations, one was revenue neutral while the others
declined in revenue when compared to September FY11 year-to-date.
On the expense side, spending levels for FY12 are up 165.6%, or $208,000, compared
to FY11. This was due to $56,000 of on-street parking administrative expense which
was reported in the General Fund in prior years. Also, in FY11, Lancor was two months
in arrears receiving payment for their management fees. In FY12, they are current.
This accounts for approximately $146,000 of the added FY12 operating expense.
Adjusted for these two significant items, expenses were nearly level from FY11 to
FY12.
City of Roanoke Pension Plan
The Pension Trust Fund experienced an investment loss of 10.8% for the fiscal year-to-
date through September 2011, which reflects losses in the international equity,
domestic equity, and convertible bond categories of investments. Investment
performance for this period wasworse than the Policy Portfolio benchmark loss of
9.0%. For the three month period ending September 30, 2011, Plan Net Assets
decreased $39.2 million. This was a result of $3.2 million in employer contributions
offset by $35.1 million in net investment loss and $7.3 million in benefit payments and
Plan administrative expenses. Benefits Paid to Participants increased 2.1 % due to
higher retirement allowances having been earned by more recent retirees, while
Administrative expenses inclined due to the timing of expenditures.
In closing, the City entered the fiscal year 2012 with caution as a result of large
declines in the stock market driven by global concerns in financial markets.
Unemployment continued at a heightened rate with inflation in check. The Federal
Reserve continued its policy to hold interest rates at all time lows and predicts this to
continue through 2012. Other local taxes remain on a path of steady growth thus far
in FY12. Currently, the City continues to benefit from consumer spending on dining
through the meals tax. However, the real estate market remains depressed with fewer
sales and prices nearing assessed values indicating that some valuations are
deteriorating. The current month financial results indicate revenues were performing
well and on track with last year at this point. Expenditures are slightly up year over
year but as the year progresses, it is anticipated these differences will be resolved.
Honorable Mayor and Members of Council
December 5, 2011
Page 6
Please contact me with any questions you have on the City financial statements. I will
be glad to assist you.
Sincer~ly,
Ann H. Shawver
Director of Finance
Attachments
c: Christopher P. Morrill, City Manager
William M. Hackworth, City Attorney
Drew Harmon, Municipal Auditor
Stephanie M. Moon, City Clerk
Sherman M. Stovall, Assistant City Manager
R. Brian Townsend, Assistant City Manager
Amelia C. Merchant, Director of Management and Budget
Deborah J. Moses, Parking Facilities Manager
Robyn L. Schon, General Manager, Global Spectrum
Rita D. Bishop, Superintendent, Roanoke City Public Schools
Curtis Baker, Deputy Superintendent of Operations,
Roanoke City Public Schools
Transfer
Number
Date
CMT 11-00078
07/07/11
CMT 11-00088 07/22/11
CMT 11-00131 09/15/11
CMT 11-00141 09/27/11
City of Roanoke, Virginia
Report of City Manager Transfers
Quarter Ended September 30, 2011
(Unaudited)
Explanation
Correct Temporary Wages
Budget Allocation
HVAC Piping Reconfiguration at
the Civic Center
Allocate Mini-Grants & Donated
Funds to Expenditure Accounts
Enhancements to Council
Chambers to Facilitate Council
Briefings; Purchase of Tables
and Chairs for Council Chambers
From
To
Fire Support
Building Inspections
Capital Fund
Contingency
Civic Center HVAC
General Fund
Contingency
Police Services; Animal
Control
General Fund
Contingency
City Council
Notes:
Under City Code section 2-121, the City Manager has authority to make transfers up to $75,000 between departments from
July through March and in any amount from April to June. The City Manager has the authority to make unlimited transfers
within departments. The scope of this report is limited to interdepartment transfers that are $10,000 or greater.
Amount
$ 25,836
25,000
18,100
10,085
Transfer
Number
Date
City of Roanoke, Virginia
Report of City Manager Contingenc'y
Quarter Ended September 30, 2011
(Unaudited)
Exolanation
Continaencv Transfers:
Balance of Contingency at July 1, 2011
CMT11-00079
CMT11-00079
CMT11-00141
07111/11
07/11/11
09/27/11
Lease Expense on Copier
Formerly Used by Crisis
Intervention
Indigent Burial Expenses
Enhancements to Council
Chambers to Facilitate Council
Briefings; Purchase of Tables
and Chairs for Council Chambers
Available Contingency at September 30, 2011
2
To
Juvenille & Domestic Court Clerk
Human Services Support
City Council
"
Amount
$ 1,175,627
(2,625)
(5,000)
(10,085)
$ 1,157,917
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
FOR THE THREE MONTHS ENDED SEPTEMBER 30, 2011
STATEMENT OF REVENUE
(UNAUDITED)
Current Revenue
Revenue Budget
Revenue Source Budget Variance
General Property Taxes $ 103,575,000 $ (77,306,287)
Other Local Taxes 74,365,000 (65,503,107)
Permits, Fees and Licenses 1,057,000 (847,447)
Fines and Forfeitures 1,171,000 (899,273)
Revenue from Use of Money and Property 172,000 (117,793)
Intergovernmental 67,722,000 (57,349,165)
Charges for Services 7,345,000 (5,804,442)
Internal Services 2,731,000 (2,313,259)
Transfers From Other Funds
Miscellaneous Revenue 559,000 (419,986)
Total $ 258,697,000 $ (210,560,758)
Actual
July 1 . September 30
2011 - 2012
$ 26,268,714
8,861,893
209,553
271,727
54,207
10,372,835
1,540,558
417,741
-
139014
$ 48,136,243
Actual
July 1 - September 30
2010 -2011
$ 27,508,249
8,353,018
242,293
357,373
122,222
9,647,628
1,321,880
440,510
10,565
180,335
$ 48,184,073
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
(UNAUDITED)
Current
Expenditure Unencumbered
Expenditures Budget Balance
General Government $ 12,824,702 $ 9,133,935
Judicial Administration 7,914,970 6,070,897
Public Safety 58,255,311 41,164,718
Public Works 25,021,130 19,338,399
Health and Welfare 40,821,350 32,296,143
Parks, Recreation and Cultural 9,311,452 6,317,253
Community Development 5,912,679 4,453,222
Transfer to Debt Service Fund 14,191,207 10,306,998
Transfer to School Fund 76,770,914 57,638,422
Nondepartmental 9,052,361 7,896,193
Total $ 260,076,076 $ 194,616,180
Actual
July 1 - September 30
2011-2012
$ 3,690,767
1,844,073
17,090,593
5,682,731
8,525,207
2,994,199
1,459,457
3,884,209
19,132.492
1 156168
$ 65,459,896
3
Actual
July 1 - September 30
2010 - 2011
$ 3,766,253
1,799,493
17,385,947
5,242,396
8,673,485
3,036,343
1,719,854
4,384,816
17,091,366
849,464
$ 63,949,417
Percent of
Budget
Received
25.4%
11.9%
19.8%
23.2%
31.5%
15.3%
21.0%
15.3%
0.0%
24.9%
18.6%
Percent of
Budget
Obligated
28.8%
23.3%
29.3%
22.7%
20.9%
32.2%
24.7%
27.4%
24.9%
12.8%
25.2%
FY12 vs FY11
Variance
(4.5%)
6.1%
(13.5%)
(24.0%)
(55.6%)
7.5%
16.5%
(5.2%)
(100.0%)
(22.9%)
(0.1%)
FY12 vs FY11
Variance
(2.0%)
2.5%
(1.7%)
8.4%
(1.7%)
(1.4%)
(15.1%)
(11.4%)
11.9%
36.1%
2.4%
CITY OF ROANOKE, VIRGINIA
CIVIC FACILITIES FUND
COMPARATIVE STATEMENT OF REVENUES AND EXPENSES
FOR THE THREE MONTHS ENDED SEPTEMBER 30, 2011
(UNAUDITED)
FY 2012 FY 2011
Operating Revenues
Rentals $ 557,848 $ 223,187
Event Expenses 109,990 447,399
Advertising 50,730 40,978
Admissions Tax 48,409 50,999
Facility Surcharge/Ticket Rebate 64,207 41 ,726
Ancillary 10,129 11 ,765
Miscellaneous 28,312 24,867
Total Operating Revenues 869,625 840,921
OperatinQ Expenses
Personal Services 319,693 313,077
Operating Expenses 917,299 1,012,972
Management Fees 88,500 83,211
Depreciation 234,615 228,639
Total Operating Expenses 1,560,107 1,637,899
Operating Loss (690,482) (796,978)
NonoperatinQ Revenues/(Expenses)
Investment Income 14,259 13,695
Interest Expense (146,271 ) (145,230)
Net Nonoperating Expenses (132,012) (131,535)
Loss Before Transfers and Contributions (822,494) (928,513)
Transfers and Contributions
Transfer from Capital Projects Fund 25,000
Net Transfers and Contributions 25,000
Change in Net Assets $ (797,494) $ (928,513)
4
CITY OF ROANOKE, VIRGINIA
PARKING FUND
COMPARATIVE STATEMENT OF REVENUES AND EXPENSES
FOR THE THREE MONTHS ENDED SEPTEMBER 30, 2011
(UNAUDITED)
FY 2012 FY 2011
Operatina Revenues
Market Garage $ 139,758 $ 99,415
Elmwood Park Garage 144,442 132,192
Center in the Square Garage 72,799 79,126
Church Avenue Garage 157,151 168,396
Tower Garage 84,057 95,390
Gainsboro Garage 43,202 27,314
Campbell Garage 15,092 9,881
Williamson Lot 21,969 22,435
Higher Ed Center Lot 14,111 10,631
Market Lot 5,584 5,988
Elmwood Lot" 18,799 20,126
Warehouse Row Lot 6,725 9,104
West Church/YMCA Lots 6,568 6,567
Off Street Parking Violations (All Locations) 12,774 19,870
On Street Parking Violations 101,527 (1 )
Total Operating Revenues 844,558 706,435
Operatina Expenses
Operating Expenses 334,321 126,370
Depreciation 205,653 206,883
Total Operating Expenses 539,974 333,253
Operating Income 304,584 373,182
Nonoperatina Revenues/lExpenses)
Investment Income 12,530 12,242
Interest Expense (177,704 ) (176,956)
Net Nonoperating Expenses . (165,174) (164,714)
Change in Net Assets $ 139,410 $ 208,468
(1) On Street Parking activities transferred from the General Fund to the Parking Fund effective
July 1, 2011. Activities include revenue collection and enforcement expenses.
5
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED SEPTEMBER 30, 2011
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 SEPTEMBER 30, 2011.
BALANCE AT
AUG 31, 2011
CONSOLIDATED FUNDS $50,507,452.04
RECEIPTS
$45,705,962.38
BALANCE AT
DISBURSEMENTS SEP 30, 2011
$26,837,242.84 $69,376,171.58
BALANCE AT
SEP 30, 2010
$76,313,495.84
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 SEPTEMBER 30, 2011. THAT SAID FOREGOING:
CASH
CASH IN HAND
CASH IN WELLS FARGO BANK
CASH IN HOMETOWN BANK
CASH IN VALLEY BANK
INVESTMENTS:
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
$48,771.51
6,413,098.47
.100.00
2,716.18
25,691,861.69
3,276,326.48
22,038,545.82
7,000,000.00
92,788.67
4,811,962.76
$69,376,171.58
OCTOBER 21, 2011
.~? . /;J
0~~. iIfi;~
~{~ Y . POWERS, TREASURER
6
CITY OF ROANOKE PENSION PLAN
STATEMENT OF CHANGES IN PLAN NET ASSETS
FOR THE THREE MONTHS ENDED SEPTEMBER 30, 2011
(UNAUDITED)
FY 2012 FY 2011
Additions:
Employer Contributions $ 3,194,378 $ 2,455,608
Investment Income
Net Appreciation/(Depreciation) in Fair Value of Investments (35,838,629) 27,731,419
Interest and Dividend Income 709,861 559,741
Total Investment Gain/(Loss) (35,128,768) - 28,291,160
Less Investment Expe,nse (894) (1) (1,346) (1)
Net Investment Gain/(Loss) (35,127,874) 28,292,506
Total Additions/(Deductions) $ (31,933,496) $ 30,748,114
Deductions
Benefits Paid to Participants
Administrative Expenses
Total Deductions
Net Increase/(Decrease)
$ 7,268,588
1,511
7,270,099
(39,203,595)
$ 7,121,426
649
7,122,075
23,626,039
Net Assets Held in Trust for Pension Benefits:
Fund Balance July 1
Fund Balance September 30
330,416,109
$ 291,212,514
280,476,609
$ 304,102,648
(1) Negative expense amounts reflect the reversal of accrual accounting entries made for
fiscal year-end reporting purposes.
-.5\
7
CITY OF ROANOKE PENSION, PLAN
STATEMENT OF PLAN NET ASSETS
SEPTEMBER 30, 2011
(UNAUDITED)
FY 2012 FY 2011
Assets
Cash $ 4,219,383 $ 130,670
Investments, at Fair Value 289,417,588 306,339,821
Due from Other Funds 954
Total Assets $ 293,636,971 $ 306,471,445
Liabilities and Net Assets
Liabilities:
Due to Other Funds
Accounts Payable
$ 2,424,395
62
$ 2,368,791
6
Total Liabilities
2,424,457
2,368,797
Net Assets He'd in Trust For Pension Benefits
$ 291,212,514
$ 304,102,648
8
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) 8?3-6142
JOHN W. BINGHAM, CPA
Assistant Director of Finance
ANN H. SHAWVER, CPA
Director of Finance
ANDREA F. TRENT
Assistant Director of Finance
December 5, 2011
Dear Mayor Bowers and Members of City Council:
Subject:
October Financial Report - City of Roanoke
September Financial Report - Roanoke City Public Schools
The following financial report provides commentary on the City's financial results for the
four months ended October 31.
The current year revenue budget for FY12 represents a 2.1 % increase from the adopted
budget of FY11. Primary areas with year~over-year budget increases included General
Property Taxes (Personal Property), Local Taxes (Sales and Meals Taxes) and
Intergovernmental Services (Foster Care).
General Fund revenues through October FY12 increased 1.6% or $1.1 million from last
year as presented in the accompanying financial statement. This overall growth is mainly
due to increases in local taxes and funding from the Commonwealth. These will be
explained in further detail in this report.
The current expenditures for FY12 represent a 0.4% decrease from the prior year as of
October. The single largest factor in a year-over-year decrease is the fact that street
paving was not contracted by the end of October FY12 but it was last year. This is a
timing issue and will not create a permanent decrease in costs. Variances are discussed
in greater detail in the expenditure section of this narrative.
Revenues:
Commentaries on significant revenue variances are discussed as follows:
General Property Taxes decreased by 0.2% or $73,000. Adjusted for the FY12 reversing
impact of an over accrual of revenue at FY11 year end, this category decreased by 0.1 %
or $57,000. Year to date, the largest revenue in this category is real estate taxes which
is performing as expected. Overall, Real Estate Tax revenues for FY12 are projected to
remain stable with slight growth from new construction offset by a slight decline in
assessments.
Honorable Mayor and Members of Council
December 5,2011
Page 2
Local Tax revenues increased by 4.4% or $577,000 compared to the same period in
FY11. Sales tax revenues year to date increased by 6.7%, very strong growth
considering the City continues to experience the impact of the Walmart relocation to
Roanoke County through the loss of sales tax revenues. Kohl's opened in September
2011 and will partially offset the sales tax losses. The Transient Occupancy and the
Food and Beverage taxes performed well with growth of 5.5% and 7.6%, respectively, as
a result of improved travel into the City and citizens and visitors continuing to dine out.
Cigarette taxes increased by 10% compared to FY11, and recordation taxes increased
as well.
Fines and Forfeitures revenues decreased by 16.5% as compared to FYll as shown in
the accompanying financial statement. Adjusted for the fact that the General Fund is
no longer receiving Parking Ticket revenues, which are now reported as part of the
Parking Fund, this category actually increased 6.4% or $24,000. General District Court
fines and Collection fees increased this year.
Revenue from the Use of Money and Property declined by 59.0% compared to the same
period in FY11 , but FY12 no longer includes any rental income from the
Commonwealth Building which is now privately owned. Adjusted for this change,
revenues decreased just slightly as a result of lower interest earnings.
Intergovernmental revenue increased 5.7% or $732,000. Increased funding from
recordation tax, rental car tax, and increased administrative expense reimbursement
for Social Services were the drivers of this growth. Four months of rental car tax
revenue was reported in the latest quarter, June 30th, versus two month in the previous
quarter thus creating an increase. Other Categorical Aid fluctuated significantly
between the two years as well. This related to FYll accounting of disaster relief
funding and will not impact FY12 funding as a whole.
Miscellaneous Revenues declined 43.7% or $137,000 as a result of a decrease in tax
sale proceeds and in payment in lieu of tax by non-profits granted exemption from the
real estate tax. The process and timeline from sale to the receipt of proceeds varies
significantly based on the final approvals by the court of the sales terms. Tax sales are
typically held twice a year, and the first sale in FY12 was held on November 7th.
Expenditures:
The fiscal year 2012 General Fund expenditure budget totals $260.1 million and
includes funding of approximately $1.4 million to cover contracts and purchase orders
made during fiscal year 2011 but not paid by the end of that year. The current
expenditure budget is 2.4% higher than FYll. General Fund expenditures and
encumbrances,through October were $90.6 million. Compared to the prior year,
Honorable Mayor and Members of Council
December 5, 2011
Page 3
expenditures decreased 0.4% or approximately $404,000. Significant categorical
variances are discussed as follows:
Public Works decreased 18.8% or $1.7 million. The main cause of this large fluctuation
is that the Street Paving program was fully obligated through a contractual process last
year and therefore included in expenditures and encumbrances. Little paving expense
has been recorded in FY12. This will change in coming months as the paving contract
is encumbered and partially expended in November of FY12. Offsetting the decrease in
paving are increases in Building Maintenance and Streets and Traffic. Building
Maintenance increased for expenditures related to a new flooring system in the
pedestrian walkway downtown and the Municipal Building. Streets and Traffic
increased for additional maintenance for concrete, sidewalks and curb maintenance.
r
Transfers to Debt Service Fund decreased by 7.4% or $874,000 compared to FY11.
This variance was due to a change in the handling of school debt under the new school
funding policy. The decrease was partially offset by payments beginning on 201 OC,
201 OD and 201 OE series bonds which were issued in August 2010.
Transfers to School Fund increased by 12.0% or $2.7 million. Effective with FY12, the
School funding formula changed. The funding under the formula is higher, but the City
no longer pays any debt service on behalf of Roanoke Schools. The School Board pays
debt service using funds provided through the formula. This change in handling of
debt service payments did not, in-and-of-itself, increase overall funding available to
schools. However, Roanoke Schools will receive more net funding from the City in FY12
as a result of local tax growth. This was an increase of approximately 2%.
Nondepartmental expenditures increased 18.4% or $180,000. The biggest cause of
this variance was an increase in transfers to the Greater Roanoke Transit Company
(GRTC) of 40.6% when compared to FY11. City Council approved a higher GRTC
s'ubsidy in FY12, resulting from higher fuel and medical insurance costs, in order to
continue peak hours of service. One-half of the FY12 budgeted subsidy has been
provided as of this reporting period. Offsetting this increase is a decrease in the
Transfer to Grant Fund which can fluctuate from year to year based on grant activity
requiring a local match.
Civic Facilities Fund
In October, the Civic Center held 24 events with 18,145 attendees. This was 14 events
less and 26,134 attendees less than October 2010. (October 2010 had six
performances of Disney on Ice, an NBA pre-season game, and back-to-back sellouts at
the Performing Arts Theater.) October 2011 results were one event and 7,053
attendees less than budgeted. Event highlights for October included the Ringling
Brothers/Barnum & Bailey circus, the Roanoke Symphony, and four Virginia Tech ice
hockey games. For FY12 year-to-date, there have been 71 events with 35,711
Honorable Mayor and Members of Council
December 5, 2011
Page 4
attendees. This was a decrease of 9.0% or 7 less events, and a decrease of 44.5% or
28,655 less attendees than for the same period in FY11. The programming at the
Civic Center covers a wide variety of entertainment events which causes comparisons
between years such as attendance to vary significantly.
The FY12 year-to-date Operating Loss for the Civic Center was $879,000, a decline of
11.5% or $91,000, from that of FY11. Revenues declined by $679,000, and expenses
declined by $588,000. Year-to-date Change in Net Assets for FY12 was a decrease of
$1,034,000, compared to an FY11 decrease of $1,006,000. This was a decline of
2.85% or $29,000. The Civic Center Fund financial performance was consistent year to
year even with the different mix of programming events and lower attendance in the
current year.
Booked programming in Dece~ber is projected to be good overall. The winter months
programming line up is viewed as strong and should keep the Civic Center on track
financially for the year.
Parking Fund
The City's Parking Fund operates seven garages and five surface lots with a total FY12
budget of just under $3.2 million. While each facility generates varying levels of
income or loss, the Parking Fund as a whole meets all cash flow needs, including debt
service, without a General Fund subsidy and generatesworking capital to fund facility
improvements and repairs.
The October FY12 year-to-date operating revenues increased 14.2.% or $134,000
compared to FY11. Actual parking facility revenues decreased about 1.2% or $11,000,
but operating revenues in total increased due to the inclusion of $145,000 in on-street
parking ticket fines and fees, revenues which were reported in the General Fund in
previous years. A late payment by a major customer caused Elmwood Garage, Elmwood
Lot and Williamson Lot year-to-date revenues to fall short of FY11. A revitalized Market
Garage continued to surpass prior year's revenue, with strong short term parking and a
waiting list for long term spaces. Gainsboro Garage and Higher Education Center Lot
continue to benefjt from the temporary relocation of Poff Building offices and
residential parking demand. The Tower Garage revenue deficit will continue, but
should not significantly worsen, as it was the fall of 2010 when Meridium moved to
their Williamson Road location. Center in the Square Garage continues to suffer from
the ongoing building renovation.
On the expense side, spending levels for FY12 are up 186.5%, or $292,000, compared
to FY11. This was due to $56,000 of on-street parking administrative expense which
was reported in the General Fund in prior years. Also, in FY11, Lancor was three
months in arrears receiving payment for their management fees. In FY12, they are
Honorable Mayor and Members of Council
December 5, 2011
Page 5
current. This accounts for approximately $276,000 of the additional FY12 operating
expense. The minor remaining $16,000 is the result of increased Risk Management
assessments and fluctuations in utilities and maintenance projects from FY11 to FY12.
City of Roanoke Pension Plan
The Pension Trust Fund experienced an investment loss of 3.7% for the fiscal year-to-
date through October 2011, which reflects losses in the international equity, domestic
equity, and convertible bond categories of investments. Investment performance for
this period fell below the Policy Portfolio benchmark performance loss of 2.5% due to
underperformance in the convertible bond and domestic equity investment allocations.
For the four month period ending October 31, 2011, Plan Net Assets decreased $19.6
million. This was a result of $3.7 million in employer contributions offset by $13.7
million in net investment loss and $9.7 million in benefit payments and Plan
administrative expenses. Benefits Paid to Participants increased 2.1 % due to higher
retirement allowances having been earned by more recent retirees, while Administrative
expenses declined due to the timing of expenditures.
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 one-month lag compared to City
results based on the timing of School Board and City Council meetings. Accordingly,
this report includes results through September. The School Fund amounts as
presented in this report correspond with amounts reported to the School Board on
November 8, 2011.
Revenues:
School Fund revenues grew by 8.6% or $2.7 million compared to FY11, led by an
increase in funding from the City.
State Stabilization Funding of approximately $507,000 was received in FY12 but
was related to reimbursement of FY 11 expenditures not received by year end.
There are no State Stabilization funds budgeted in FY12.
Transfer from the City of Roanoke increased by 12.3% or $2.1 million. Effective
with FY12, the School funding formula changed. The funding under the formula is
higher, but the City no longer pays any debt service on behalf of Roanoke Schools.
The School Board pays debt service using funds provided through the formula.
This change in handling of debt service payments did not, in-and-of-itself, increase
overall funding available to schools. However, Roanoke Schools will receive more
Honorable Mayor and Members of Council
December 5, 2011
Page 6
net funding from the City in FY12 as a result of local tax growth. This was an
increase of approximately 2%.
Transfer from Food Service Fund was made to pay for the cost of utilities paid by
the School General Fund for the operations of the Food Service Fund. The first
quarter transfer was $75,000.
Expenditures:
School Fund expenditures increased 19.8% or $4.9 million compared to FY11 .
Instruction 'expenditures increased 22.1 % or $2.7 million. Greatly enlarged summer
instructional programs ran inJuly and August in FY12 but were not available in
FY11. Also, with school opening one full week earlier, payroll costs in FY12 will run
ahead of FY11. Lastly, some positions were funded in the School Grant Fund in
FY11 with stimulus funding that are costs of the General Fund in FY12.
Transportation expenditures increased 27.2% or $0.5 million. This category is also
impacted by the earlier school year start as compared to FY11. Additionally, there
is an automatic escalator in the outsourced vendor contract of 3% and fuel costs are
up slightly over FY11.
Debt Service expenditures increased 19.3% as'the School Board began paying all
school related debt service as part of the change in funding formula referenced
previously. This change both increased revenues and expenditures of Schools but
does not alter overall funding of Schools.
Transfer to Athletics Fund increased in the current year compared to FY11 based on
different timing in the transfer.
In closing, the City is now approaching the half way mark of fiscal year 2012 with
continued caution as a result of large declines in the stock market driven by global
concerns in financial markets. Unemployment continues at a heightened rate with
inflation in check. The Federal Reserve continues its policy to hold interest rates at all-
time lows and predicts this to continue through 2012. Concerns of a double-dip
recession persist, and uncertainty seems to be the prevailing theme with both financial
markets and the American social fabric as "Occupy" efforts continue and uncertainty
exists regarding disposition of the federal budget.
Locally, City taxes remain on a path of fairly strong growth thus far in FY12. Sales tax
is the strongest it has been in several years, and the City continues to benefit from
consumer spending on dining through the meals tax. However, the real estate market
Honorable Mayor and Members of Council
December 5, 2011
Page 7
remains depressed with fewer sales and prices nearing assessed values indicating that
some valuations are deteriorating. The current month financial results indicate
revenues were performing well with slight growth compared with last year at this point.
Expenditures are well contained at this point in the fiscal year and are expected to
remain within budget.
Please contact me with any questions you have on these financial statements.
Sincerely,
~~
Ann H. Shawver
Director of Finance
Attachments
c: Christopher P. Morrill, City Manager
William M. Hackworth, City Attorney
Drew Harmon, Municipal Auditor
Stephanie M. Moon, City Clerk
Sherman M. Stovall, Assistant City Manager
R. Brian Townsend, Assistant City Manager
Amelia C. Merchant, Director of Management and Budget
Deborah J. Moses, Parking Facilities Manager
Robyn L. Schon, General Manager, Global Spectrum
Rita D. Bishop, Superintendent, Roanoke City Public Schools
Curtis Baker, Deputy Superintendent of Operations,
Roanoke City Public Schools
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
FOR THE FOUR MONTHS ENDED OCTOBER 31,2011
STATEMENT OF REVENUE
(UNAUDITED)
Current Revenue
Revenue Budget
Revenue Source Budget Variance
General Properly Taxes $ 103,575,000 $ (64,032,663)
Other Local Taxes 74,365;000 (60,552,780)
Permits, Fees and Ucenses 1,057,000 (760,462)
Fines and Forfeitures 1,171,000 (767,551)
Revenue from Use of Money and Properly 172,000 (102,425)
Intergovernmental 67,722,000 (54,078,695)
Charges for Services 7,345,000 (5,165,375)
Internal Services 2,731,000 (2,171,038)
Transfers From Other Funds
Miscellaneous Revenue 559.000 (381 ,267)
Total $ 258,697,000 $ (188,012,256)
Actual
July 1 - October 31
2011 - 2012
$ 39,542,337
13,812,220
296,538
403,449
69,575
13,643,305
2,179,625
559,962
-
177 733
$ 70,684,744
Actual Percent of
July 1 - October 31 Budget FY12 vs FY11
2010 - 2011 Received Variance
$ 39,615,523 38.2% (0.2%)
13,235,415 18.6% 4.4%
290,431 28.1% 2.1%
483,391 34.5% (16.5%)
169,744 40.5% (59.0%)
12,911,207 20.1% 5.7%
1,988,449 29.7% 9.6%
583,696 20.5% (4.1%)
10,565 0.0% (100.0%)
315,664 31.8% (43.7%)
$ 69,604,085 27.3% 1.6%
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
(UNAUDITED)
Current
Expenditure Unencumbered
Expenditures Budget Balance
General Government $ 12,903,807 $ 8,275,890
Judicial Administration 7,914,970 5,519,447
Public Safety 58,255,311 36,670,155
Public Works 25,016,130 17,605,119
Health and Welfare 40.821,350 29,638,448
Parks, Recreation and Cultural 9,311,452 5.634,605
Community Development 5,912,679 3.833,176
Transfer to Debt Service Fund 14,191,207 3,221.032
Transfer to School Fund 76,770.914 51,240,846
Nondepartmental 8.978.256 7,821,809
Total $ 260,076,076 $ 169,460,527
Actual
July 1 . October 31
2011 - 2012
$ 4.627,917
2,395,523
21,585,156
7,411,011
11,182,902
3,676,847
2,079,503
10,970,175
25,530,068
1156447
$ 90,615,549
1
Actual Percent of
July 1 . October 31 Budget FY12 vs FY11
2010 - 2011 Obligated Variance
$ 4,689,580 35.9% (1.3%)
2,340,656 30.3% 2.3%
21,661,924 37.1% (0.4%)
9,128,339 29.6% (18.8%)
11,779,765 27.4% (5.1%)
3,771,059 39.5% (2.5%)
2.037,419 35.2% 2.1%
11,844,279 77.3% (7.4%)
22,788,487 33.3% 12.0%
976,847 12.9% 18.4%
$ 91,018,355 34.8% (0.4%)
CITY OF ROANOKE, VIRGINIA
CIVIC FACILITIES FUND
COMPARATIVE STATEMENT OF REVENUES AND EXPENSES
FOR THE FOUR MONTHS ENDED OCTOBER 31, 2011
(UNAUDITED)
FY 2012 FY 2011
Operatina Revenues
Rentals $ 696,823 $ 736,738
Event Expenses 304,539 851,809
Advertising 72,714 . 60,624
Admissions Tax 76,017 143,827
Facility SurchargelTicket Rebate 89,872 116,385
Commissions 7,980
Ancillary 20,331 31,755
Miscellaneous 48,255 38,381
Total Operating Revenues 1,308,551 1,987,499
Operatina Expenses
Personal Services 418,230 409,833
Operating Expenses 1,338,479 1,950,046
Management Fees 118,000 110,948
Depreciation 312,820 304,852
Total Operating Expenses 2,187,529 2,775,679
Operating Loss (878,978) (788,180)
Nonoperatina Revenues/(Expenses)
Investment Income 18,896 18,262
Interest Expense (199,194) (193,639)
Net Nonoperating Expenses (180,298) (175,377)
Loss Before Transfers and Contributions (1,059,276) (963,557)
Transfers and Contributions
Transfer from Capital Projects Fund 25,000
Transfer to Debt Service Fund (42,025)
Net Transfers and Contributions 25,000 (42,025)
Change in Net Assets $ (1,034,276) $ (1,005,582)
2
~ITY OF ROANOKE, VIRGINIA
PARKING FUND
COMPARATIVE STATEMENT OF REVENUES AND EXPENSES
FOR THE FOUR MONTHS ENDED OCTOBER 31, 2011
(UNAUDITED)
FY 2012 FY 2011
Operatina Revenues
Market Garage $ 174,515 $ 130,770
Elmwood Park Garage 158,513 176,831
Center in the Square Garage 97,764 104,761
Church Avenue Garage 210,049 234,705
Tower Garage 111,658 123,645
Gainsboro Garage 55,483 36,313
Campbell Garage 19,973 13,664
Williamson Lot 26,016 29,868
Higher Ed Center Lot 18,922 14,852
Market Lot 6,965 8,003
Elmwood Lot 19,772 27,202
Warehouse Row Lot 9,920 12,104
West ChurchlYMCA Lots 8,757 8,757
Off Street Parking Violations (All Locations) 13;524 21,779
On Street Parking Violations (1) 145,020
Total Operating Revenues 1,076,851 943,254
Operatina Expenses
Operating Expenses (2) 447,831 156,312
Depreciation 274,204 275,844
Total Operating Expenses 722,035 432,156
Operating Income 354,816 511,098
Nonoperatina Revenues/(Expenses)
Investment Income 16,488 16,347
Interest Expense (236,938) (235,942)
Net Nonoperating Expenses (220,450) (219,595)
Change in Net Assets $ 134,366 $ 291,503
(1) On Street Parking activities transferred from the General Fund to the Parking Fund effective
July 1, 2011. Activities include revenue collection and enforcement expenses.
(2) In FY12, Lancor management fees are current but were three months in arrears in FY11.
3
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED OCTOBER 31,2011
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 OCTOBER 31,2011.
BALANCE AT
SEP 30, 2011
CONSOLIDATED FUNDS $69,376,171.58
RECEIPTS
$28,950,369.68
BALANCE AT
DISBURSEMENTS OCT 31,2011
$34,442,120.34 $63,884,420.92
BALANCE AT
OCT 31,2010
$69,209,031.75
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 OCTOBER 31, 2011. THAT SAID FOREGOING:
CASH
CASH IN HAND
CASH IN WELLS FARGO BANK
CASH IN HOMETOWN BANK
CASH IN VALLEY BANK
INVESTMENTS:
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
$26,355.09
2,463,842.60
100.00
2,716.92
17,143,493.91
3,280,027.94
29,062,338.96
7,000,000.00
92,797.76
4,812,747.74
$63,884,420.92
NOVEMBER 21,2011
~ 7 .
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(Evr=.tlMoWERS, REASURER
4
CITY OF ROANOKE PENSION PLAN
STATEMENT OF CHANGES IN PLAN NET ASSETS
FOR THE FOUR MONTHS ENDED OCTOBER 31, 2011
(UNAUDITED)
FY 2012 FY 2011
Additions:
Employer Contributions $ 3,775,726 $ 3,289,711
Investment Income
Net Appreciation/(Depreciation) in Fair Value of Investments (14,720,067) 36,452,354
Interest and Dividend Income 1,189,471 936,965
Total Investment Gain/(Loss) (13,530,596) 37,389,319
Less Investment Expense 155,115 57,650
Net Investment Gain/(Loss) (13,685,711) 37,331,669
Total Additions/(Deductions) $ (9,909,985) $ 40,621,380
Deductions
Benefits Paid to Participants
Administrative Expenses
Total Deductions
Net Increase/(Decrease)
$ 9,692,518 $ 9,495,234
4,716 8,498
9,697,234 9,503,732
(19,607,219) 31,117,648
Net Assets Held in Trust for Pension Benefits:
Fund Balance July 1
Fund Balance October 31
330,416,109
$ 310,808,890
280,476,609
$ 311,594,257
5
CITY OF ROANOKE PENSION PLAN
STATEMENT OF PLAN NET ASSETS
OCTOBER 31, 2011
(UNAUDITED)
FY 2012 FY 2011
Assets
Cash $ 3,308,610 $
Investments, at Fair Value 309,897,309 314,910,767
Accounts Receivable 25,938
Due from Other Funds 2,034 954
Total Assets $ 313,233,891 $ 314,911,721
Liabilities and Net Assets
Liabilities:
Due to Other Funds
Accounts Payable
$ 2,424,471
530
$ 3,315,982
1,482
Total Liabilities
2,425,001
3,317,464
Net Assets Held in Trust For Pension Benefits
$ 310,808,890
$ 311,594,257
* Negative cash balance of $939,717 for FY 2011 is reported as Due to Other Funds. Cash balance.
fluctuates based on the timing of transfers from Investments and is not reflective of a change in cash
availability.
6
Revenue Source
State, Excluding Sales Tax
State Sales Tax
State Stabilization Funds
Federal Revenue
Other Revenue
Transfer from the City of Roanoke
Transfer from Food Service Fund
Total
Exoenditures
Instruction
Administration, Attendance and Health
Transportation
Operations and Facilities
Debt Service
Transfer to Athletics Fund
Total
CITY OF ROANOKE, VIRGINIA
SCHOOL GENERAL FUND
FOR THE THREE MONTHS ENDED SEPTEMBER 30,2011
Current
Revenue
Budget
$ 52,587,966
11 ,500,0~0
100,000
4,246,000
76,770,914
300,000
$ 145,504,880
STATEMENT OF REVENUE
Actual
July 1 - September 30
2011.2012
$ 10,555,329
2,681,208
507,226
3,232
500,486
19,192,728
75 000
$ 33,515,209
Actual
July 1 - September 30
2010 - 2011
$ 10,630,387
2,595,344
3,820
529,403
17,091,365
$ 30,850,319
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Current
Expenditure
Budget
$ 93,308,892
11,404,746
9,184,393
14,377,482
16,129,367
1,100,000
$ 145,504,880
Actual
July 1 . September 30
2011 - 2012
$ 14,816,228
2,272,207
2,417,651
3,134,757
7,058,875
275 000
$ 29,974,718
Note: The Food Services and Athletics Funds are not included in this financial statement.
7
Actual
July 1 - September 30
2010 - 2011
$ 12,132,848
2,087,417
1,900,268
2,990,142
5,915,443
$ 25,026,118
Percent of
Budget
Received
20.1%
23.3%
o
3.2%
11.8%
25.0%
25.0%
23.0%
Percent of
Budget
Obligated
15.9%
19.9%
26.3%
21.8%
43.8%
25.0%
20.6%
FY12 vs FY11
Variance
-0.7 %
3.3 %
100.0 %
-15.4 %
-5.5 %
12.3 %
100.0 %
8.6 %
FY12 vs FY11
Variance
22.1 %
8.9 %
27.2 %
4.8 %
19.3 %
100.0 %
19.8 %
'. .,-
City of Roanoke
Financial Report
Three Months Ended
September 30, 2011
7 b 1
FY12 General Fund Overview
· FY12 adopted budget 2.1 % over FY11 adopted
· Revenues YTD decreased 0.1 % in FY12 compared to FY11
primarily a result of lower real estate tax escrow collections
through September.
· First installment of real estate due October 5 and collection as of
this report date indicate real estate revenue is on track for the
year.
· Other Local taxes increased 6.1 % and were led by the Food &
Beverage tax at 7.60/0. Too early to predict the overall category
with significant taxes yet to be collected. (BPOL, Motor Vehicle,
and Bank Stock)
· Expenditures YTD increased 2.40/0 compared to FY11 in public
works, inter fund transfers (GRTC) and school funding. Inter
fund transfers and school funding were expected and budgeted
accordingly.
FY12 Revenue Estimate $18.5 M
Sal.es Tax Growth Continues
5
4
tn
C 3
o
== 2
:2 1
o
3 Months Ended 09/30
I- Prior YTD Actual 0 YTD Budget III YTD Actual I
· Sales Tax revenue continues to grow at 4.60/0 compared to last
year
· Kohl's opening in September partially offset the impact of
Walmart's move to the County and helps to strengthen Sa.les
Tax performance.
:g 3
o
~ 2
Meals Tax Continues
Strong Performance
FY12 Revenue Estimate $16.5 M
5
Prior YTD
YTD
Budget
YTD
Actual
4
1
o
3 months Ended 9/30
· Revenue increased 7.6% year over year and is 3.50/0 higher than FY 12
budget. General economic improvement and aggressive restaurant offers,
such as 2 for $20 are contributing to the variance.
· Roanoke County is reporting growth of 4.3%
· Salem is reporting growth of 2.1 %
Lodging Tax Exceeding
Budget and Prior Year
Transient Occupancy Tax Revenue Estimate $2.9 M
1
0.75
fn
C
~ 0.5
-
.-
::E
0.25
. Prior YTD
o YTD Budget
. YTD Actual
o
3 months Ended 09/30
· Lodging tax revenue increased 9.50/0 compared to FY11
and improved 5.80/0 compared to budget primarily a
result of improved travel activity.
Funding From the Commonwealth
260/0 of Budget
Budgeted revenues up $1.3 M or 20J'o from FY11
Nbn-
categorical
Shared
Social
Services
Other
Categorical
- II
... I~~'?~~,;~~11$5,6~81~1. ... .8.0% 11___1
__1_,}~4:,_~~~"~1,311,816';.. 3,070. .2% . 15.2% .. ___ '
3,~4;907!1,~i538i68o-11406,227]1. 11.5% 11 .12.3% II ~ I
4,480,898.~ 4,170,686; 310,212. 7.4% 23.5% , ___
FY11
Sep YTD
$ Change
Revenue
FY12
Sep YTD
· Social Service revenue is up year to year based social services payment
timing and on track with budget.
· Other categorical aid fluctuated due to timing of disaster relief funding. This
category is on track with budget.
Miscellaneous
Other Local Revenues
All Other Revenues Comprise 50/0 Budget
- .
.11 $209,5~_311 $. 242,~~3J. ~~3_2,:~9)1 (13.5%) II . 19.8% II . .1
'I . . . '
271,727 :1; 357,553 i1 ( 85,826) ,: (24.00/0). 23.20/0
; ~ 'I
;11 I, '
_ ". __ ..~_. _~_ ._.l...._.__..__. _.___..______ __.-lL____ _~_.________.._;:___. ___.,.___..._. .. _ .. _ _. _'
c::J~1 ( 77,600) II (58.9%) II 31.5% II.') I
., .-----muf-- ----------r---~---- h --:1 ---- .. 0' - . (, . .. .
. 1,540,558:: 1,321,881 !il' 218~677 ,I 16.5Yo, 20.9Y<>,.
! '. I
I .417,741" .... 44()~51()II.T22.768)11-(5.2%)" . 15.3% II. .1
.- 139,014; - . 1-90:900~r(-51 :8'86jl (27.2%) 25.00/0 ... .
- ~ . " .-.--.- -~~- .---~~--.--~.- -..--.--..-
FY12
Sep YTD
FY11
Sep YTD
$ Change
Revenue
I Permits
Fines &
forfeitures
Interest &
rental
Charges for
services
Internal
services
Permits are down compared to the prior year with lower permit and inspection fees and trailing FY12 budget.
Fines & forfeitures are down due to parking ticket revenue moving to the Parking Fund and which was projected in the
budget.
Miscellaneous included high tax sale proceeds for FY11. On track with collections through the year to meet the FY12
budget.
Personnel (Salary/Benefit) Lapse
Performing Ahead of Target
$30
U) $20
s:::::
o
:E $10
$0
Target
Actual
Fiscal Year savings projected to exceed $1.4 million
$500,000
$400,000
$300,000
$200,000
$100,000
$0
Public Safety Overtime
and Fire/EMS Part-Time
Above Target
T arg et
Actual
Expenses $78,800 above target
tn $11000
"C 750
c: 500
ns 250
~ $0
o
..c:
I--
Workers' Compensation
Expenses Above Target
Target
Actual
Expenses $165,921 above target
Comprehensive Services Act
Expenses Below Target
$2,000
tn $1,500
"C
s::: $1,000
ca
~ $500
,g $0
I-
FY 2011 Actual
FY 2012 Actual
Target
September year-to-date expenses are $20,000
below target.
Residential Juvenne Detention
Expenses Below Target
$500
$400
~$300
~$200
tn$100
~ $0
oJ::
to-
Target
Actual
Expenses $167,380 below target
$1,000
$750
tn
'C $500
c:
: $250
::J $0
o
.c
I-
Solid Waste Tipping Fee~
Below Target
T arg et
Actual
Expenses $28,500 below target
cJ1,000
"C $750
:; $500
fn $250
~ $0
o
..s::::
I-
Motor Fuel Expenses
Below Target
Target
Actual
Expenses $27,300 below target
Civic Facilities Fund
Comparative Statement of Revenues and Expenses
For the Three Months Ending September 30, 2011
(Unaudited)
FY 2012
Total Operating Revenues $ 869,625
Total Operating Expenses 1,560,107
Operating Loss (690,482)
Net Nonoperating Expenses (132,012)
Loss Before Transfers and Contributions (822,494)
Net Transfers and Contributions 25,000
Change in Net Assets $ (797,494)
FY 2011 Variance
$ 840,921 3%
1,637,899 (5%)
(796,978) 13%
(131,535) 0%
(928,513) 11%
0%
$ (928,513) 14%
· 47 events YTD in FY12 which is an increase of 7 events year over year
including a sold out Jason Aldean concert, 2 performances of Yo Gabba Gabba
and the return of Virginia Tech ice hockey
· Higher revenues, lower operating expenses contributed to a 14% or $132,000
improvement in net loss of this fund.
Parking Fund
Comparative Statement of Revenues and Expenses
For the Three Months Ending September 30,2011
(Unaudited)
FY 2012 FY 2011 Variance
Total Operating Revenues $ 844,558 $ 706,435 20%
Total Operating Expenses 539,974 333,253 62%
Operating Income 304,584 373,182 (18"1~
Net Nonoperating Expenses (165,174) (164,714) 0%
Change in Net Assets $ 139,410 $ 208,468 (33O/~
Operating Revenues and Operating Expenses increased by $1 02K and $56K, respectively,
due to the transfer of parking enforcement to the Parking Fund in FY 12 from the General
Fund.
· FY12 included $146K in management fees which were two months in arrears in FY11.
Adjusting for these items, expenses were relatively stable year to year.
Overall, the Parking Fund is on track to meet its cash flow needs for the year.
Pension Plan Trust
400
350
300
250
200
150
100
. Low (2128/09)
. 6/30/08
o 6/30/09
. 6/30/10
. 6/30/11
o 8/31/11
o 9/30/2011
III High (10/31/07)
Pension Plan assumed rate of return is
7.75%
Market Value Assets
(Millions)
Roanoke
Performance Period Pension Plan Policy
Month of Sep (5.6%) (4.6%)
Fiscal YTD (10.8%) (9.0%)
One Year 1.2% 2.0%
Three Years 4.3% 3.1%
Five Years 2.0% 1.3%
. US Equities
III Cash Equiv
III Real Estate
o Balanced
III Convertibles
. International Equities
. US Fixed Income
o International Emerging Equities
10.0%
9.0%
8.00/0
7.0%
6.0%
5.0%
4.0%
3.0%
Unemployment Trends
Roanoke
VA
us
. Apr 11
III May 11
Ij] Jun 11
. Jul 11
. Aug 11
. Sep 11
Roanoke unemployment is better than national average but
worse than VA average. Slight increase in the Roanoke
MSA and VA unemployment rate since April.
. '..
Performance as Expected
· Real Estate revenues ye~r to date are lower
in comparison to the prior year as a result of
timing of collections of escrowed amounts.
· Remaining revenues are generally performing
as expected.
· Local taxes continue trend of improvement -
notably - cigarette, recordation, prepared
food, lodging and telecommunication taxes.
· Expenditures are higher than in FY11 but are
expected to remain within budget.
City of Roanoke
Financial Report
Four Months Ended
October 31, 2011
7 b 1 .
FY12 General Fund Overview
· FY12 adopted budget 2.1 % over FY11 adopted.
· Revenues YTD increased 1.60/0 in FY12 compared to FY11 primarily
in areas of local taxes and funding from Commonwealth.
· Other local taxes increased 4.4% and were led by the Food &
Beverage tax at 7.60/0. Too early to predict the overallloca'l tax
performance with significant taxes yet to be collected. (BPOl, Motor
Vehicle, and Bank Stock). General fund revenues as a whole should
achieve budget.
· Expenditures YTD decreased 0.4% compared to FY11.
· Street Paving has not been contracted in current year, but was last
year, causing overall expenditure decline.
· Expenditures are well within budgeted level.
tn 30
c:
o
== 20
.-
:E
Real Estate Tax
Performing as Expected
FY12 Revenue Estimate $77M
40
10
o
YTD Budget 10/31/11
YTD Actual 10/31/11
Largest single revenue with expected growth of .2% over FY11.
Actual growth of .1 % as of end of October.
5
4
tn
c: 3
o
.-
:: 2
:E 1
o
Sales Tax Growth Strongest in
Several Years
FY12 Revenue Estimate $18.5 M
3 Months Ended 9/30
I_ Prior YTD A'ctual D YTD Budget III YTD Actual I
Revenue is 4.60/0 higher than last year despite
Walmart's relocation to the County. The opening of
Kohl's in September 2011 will partially offset this,
further strengthening sales tax performance.
FY12 Revenue Estimate $16.5 M
Meals Tax Leads Local Tax Growth
5
. Prior YTO
D YTO
Budget
. YTO
Actual
U)
C
o
== 4
:E
3
3 months Ended 9/30
Revenue increased 7.60/0 year over year and is 3.50/0 higher
than FY 12 budget., General economic improvement, strong
delinquent collections and attractive restaurant offers, such as
2 for $20 are contributing to the variance. Roanoke County is
reporting growth of 4.30/0, Salem is reporting growth of 2.1 %.
)
Lodging Tax Exceeding
Budget and Prior Year
Transient Occupancy Tax Revenue Estimate $2.9 M .
tn 1
c:
o
.-
-
==
.-
:!:
0.5
. Prior YTD
D YTD Budget
. YTD Actual
4 months Ended 10/31
Lodging tax revenue increased 5.40/0 compared to FY11
and improved 3.00/0 compared to budget as a result of
improved travel activity and increased competition among
Roanoke hotels and motels.
Cigarette Tax Significantly Improve
Cigarette Tax Revenue Estimate $2.393 M
. 0.88
0.86
tn o. 84
~ 0.82
.-
== 0.8
:!: 0.78
.0.76
0.74
. Prior YTD
D YTD Budget
D YTD Actual
4 Mo Ended 10/31
Cigarette tax revenue has increased 10.1 % since FY11 and is
9.50;0 over budget.
Funding From the, Commonwealth
260/0 of Budget
Budgeted revenues up $1.3 M or 20/0 from FY11
Revenue
I
FY12
OctYTD
FY11
OctYTD
I
$ Change
FY12 0/0
Change
." .
i Shared
i.
I
I
L._____ _... . __.
r~r\"f~9;f~l1JO 1$229;0001134094.
1,989,000. 22,000' 1.1%:
19~;;90011.". '.~A%I
284,000 6.3%
, 2,011,000 .
.- - - - . ~ -.
1>~~,,970r~~DII.5,774;OOO II
4,774,000 . 4,490,000 .
Other
i Categorical '.
FY 120/0
Collected
.
11.2% I-i
23.3% ..
18.6% 1.1
25.0% ..
.. -- ". -- -_. - -.- -. - . .. ----,- - -- ..... '--.'-- -.. -- ... ..--...- . . . --_._,,- -- -- . ~_. -
Interest & 70,000 170,000 ( 100,000) (59.0%) 40.50/0
rental
I Perm its
1'---' . .... ---'''' ..... ....
i Fines &
I forfeitures
I
l
, ..
: Charges for
I ..
i services .
1___.:"...._ ._. "..___ . " '
Internal
services
Miscellaneous i!
Other Local Revenues
All Other Revenues Comprise 50A> Budget
FY12
Oct YTO
FY11
OctYTD
$ Change
.
$7,0001~1 28:1%11-'1
.. . - . . . - ...
( 79,000). (16.5%)" 34.5% __
FY12 0/0
Change
FY12 010
Collected
11$ 297,000 II $ 290,000 II
404,000. 483,000 :
2,180,000 , 2,000,000 '.
... _...
~~
LJ
29.7% __.
180,000
9.60/0 .
560,000
. 584,000 I (24,000) I
. .- - . .. . ') ..'" -
326,000 i: (148,000)'
20.5% ttJ
31.8% ~.
(4.1%)
-.- ".,......-
.'~ .. ~ r " -
,.
178,000 .
(45.50/0) "
. .
_.~:....._--"--._-_...._._!_. .. -_.. -_.- --. ".-
Personnel (Salary/Benefit) Lapse
Performing Ahead of Target
$40
$30
tn
c:
.~ $20
-
-
.-
:!:
$10
$0
Target
Actua I
Fiscal Year savings projected to exceed $1.2 million
,\
$500,000
$400,000
$300,000
$200,000
$100,000
$0
Public Safety Overtime
and Fire/EMS Part-Time
Above Target
Target
Actual
Expenses $81 ,800 above target
. $1,000
$750
tn
-g $500
ns
~ $250
o
~ $0
Workers' Compensation
Expenses Above Target
Target
Actual
Expenses $258,300 above target
Comprehensive Services Act
Expenses Below Target
$2.5
$2.0
~$1.5
o
=$1.0
-
.-
:E $0.5
$0.0
FY 2011 Actual
FY 2012 Actual
Target
October year-to-date expenses are $339,000 below
target.
Year-to-date target = $2,219,000
Residential Juvenile Detention
Expenses Below Target
$500
$400
~ $300
, i $200
tn $100
g $0
.c:
I-
Target
Actual
Expenses $199,900 below target
$1 ,000
en $750
"C $500
c
m $250
5$0
.c
.-
Solid Waste Tipping Fees
Below Target
Target
Actual
Expenses $52,100 below target
tn $1,000
"C $750
; $500
tn $250
g $0
.J:
....
Motor Fuel Expenses
Below Target
Target
Actu al
Expenses $29,600 below target
Civic Facilities Fund
Comparative Statement of Revenues and Expenses
For the Four Months Ending October 31, 2011
(Unaudited)
FY 2012 FY 2011 Variance
Total Operating Revenues $ 1,308,551 $ 1,987,499 (34%)
Total Operating Expenses 2,187,529 2,775,679 . (21 %)
Operating Loss (878,978) (788,180) (12%)
Net Nonoperating Expenses (180,298) (175,377) (3%)
Loss Before Transfers and Contributions (1,059,276) (963,557) (10%)
Net Transfers and Contributions 25,000 (42,025) (159%)
Change in Net Assets $ (1,034,276) $ (1,005,582) (3%)
· 71 events FY12 YTD which is a decrease of 7 events over one year ago
· October events included Ringling Brothers/Barnum & Bailey circus, the Roanoke
Symphony, and four Virginia Tech ice hockey games
· Lower operating expenses, but even lower operating revenues contributed to an
11.5010 or $91,000 worsened operating loss in this fund.
Parking Fund
Comparative Statement of Revenues and Expenses
For the Four Months Ending October 31 , 2011
(Unaudited)
FY 2012 FY 2011 Variance
Total Operating Revenues $ 1,076,851 $ 943,254 14%
Total Operating Expenses 722,035 432,156 67%
Operating Income 354,816 511,098 (31%)
Net Nonoperating Expenses (220,450) (219,595) 0%
Change in Net Assets $ 134,366 $ 291,503 (54%)
.
Operating Revenues increased $134 K due to transfer of parking enforcement to
Parking Fund in FY12
Parking Fund operating expenses increased $291 K
Parking enforcement costs were previously charged to the General Fund
In FY12, Lancor management fees are current but were three months in arrears
in FY11
Adjusting for these items, expenses were relatively stable year to year
.
.
.
.
Pension Plan Trust
Roanoke
Performance Period Pension Plan Policy
Fiscal YTO (3.7% ) (2.5%)
One Year 6.1% 6.6%
Three Years 12.1% 10.3%
Five Years 3.0% 2.2%
400
350
300
250
200
150
100
Market Value Assets
(Millions)
. Low (2/28/09)
. 6/30/08
D 6/30/09
III 6/30/1 0
. 6/30/11
D 9/30/11
D 10/31/11
III High (10/31/07)
Asset Allocation 10/31/11
(
~-~ -~
......~
~ ~
. us Equities
[g Cash Equiv
III Real Estate
o Balanced
III Convertibles
. International Equities
. US Fixed Income
o International Emerging Equities
. Pension Plan assumed rate of return is
7.75010
School General Fund Revenues
Three Months Ended Sept 30th
FY12 FY11 $ Change % FY12 010
Change of Budget
State Revenue $10,555,000 $10,630,000 $(75,000) -0.7% 20.1%
Sales Tax 2,681,000 2,595,000 86,000 3.3% 23.3%
State Stabilization
Funds 507,000 - 507,000 100% 0%
Federal Revenue 3,000 4,000 (1,000) -15.4010 3.2010
Other Revenue 500,000 529,000 (29,000) -5.5% 11.8%
City Funding 19,193,000 17,091,000 2,102,000 12.3% 25.0%
Total Revenues $33,439,000 $30,849,000 $2,590,000 8.6% 23.00/0
School General Fund Expenditures
Three Months Ended Sept 30th
FY12 FY11 $ Change % FY12 %
Change of Budget
I n.struction $14,816,000 $12,133,000 $2,683,000 22.1% 15.9%
Administration,
Attendance & Health 2,272,000 2,088,000 184,000 8.9% 19.9010
Transportation 2,418,000 1,900,000 518,000 27.2010 26.3010
Operations &
Facilities 3,135,000 2,990,000 145,000 4.8% 21.8010
Debt Service 7,059,000 5,915,000 1,144,000 19.3% 43.8%
Total Expenditures $29,700,000 $25,026,000 $4,674,000 18.70/0 20.6%
Unemployment Trends
10.00/0
9.00/0
8.0%
7.00/0
6.00/0
5.00J'o
4.00J'o
3.00J'o -
Roanoke
us
VA
. Apr 11
III May 11
III Jun11
_ Jul 11
_ Aug 11
. Sep 11
~ Oct 11
Roanoke unemployment is better than the national average
b,ut worse than the VA average. While the national and
state unemployment rates have improved, the Roanoke
MSA rate has hovered around 6.50/0 for the past few
months.
City Performance Fairly Strong
Through October
· Revenue growth of 1 .6% is led by local tax
performance and funding from
Commonwealth
· Local taxes with strength include sales, food,
lodging, cigarette and recordation taxes
· Expenditures are expected to remain within
budget.
· Despite this good news, caution continues
due to uncertainty in global financial markets,
continued unemployment strains and federal
budget challenges.
· Careful monitoring will continue as fiscal year
moves along.
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: c1erk@roanokeva.gov
JONATHAN E. CRAFT
Deputy City Clerk
STEPHANIE M. MOON, MMC
City Clerk
December 6,2011
CECELIA T. WEBB
Assistant Deputy City Clerk
Mr. Scott I. Burton
3441 Brandywine Avenue
Roanoke, Virginia 24018
Dear Mr. Burton:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
December 5, 2011, you were appointed as' a member of the Roanoke Arts Commission
to fill the unexpired term of Taliaferro Logan ending June 30,2014.
Enclosed yOU will find a. Certificate of your appointment and an Oath or
Affirmation of Office which must be administered bv the Clerk of the Circuit Court
of the City of Roanoke, located on the third floor of the Roanoke City Courts
Facilitv, 315 Church Avenue, ~. 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."
Scott I. Burton
December 6,2011
Page 2
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member of the
Roanoke Arts Commission.
SMM:ctw
Enclosures
, Sincerely,
~M~~~
City Clerk
pc: Melissa Murray, Secretary, Roanoke Arts Commission, w/application
COMMONWEALTH OF VIRGINIA
)
)
To-wit:
)
CITY OF ROANOKE
I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke
and keeper of the records thereof, do hereby certify that at a regular meeting of Council
which was held on the fifth day of December, 2011, SCOTT I. BURTON was appointed
as a member of the Roanoke Arts Commission to fill the unexpired term of Taliaferro
, Logan ending June 30, 2014.
Given under my hand and the Seal of the City of Roanoke this sixth day of
December, 2011.
~ '0J.I'Y\M.0
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, MMC E-mail: c1erk@roanokeva.gov
City Clerk
JONATHAN E. CRAFT
Deputy City Clerk
December 6,2011
CECELIA T. WEBB
Assistant Deputy City Clerk
The Reverend Amy H. Ziglar
3802 Troutland Avenue, N. W.
Roanoke, Virginia 24017
Dear Reverend Ziglar:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
December 5, 2011, you were appointed as a member of the Human Services Advisory
Board, to replace Victoria Cox for a term of office ending November 30,2014.
Enclosed YOU will find a Certificate of your appointment and an Oath or Affirmation
of Office which must be administered by a 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.
Once the Oath has been administered, please return a signed copy to the City Clerk's
Office 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."
On behalf of the Mayor and Members of City Council, I would like to express appreciation
for your willingness to serve as a member of the Human Services Advisory Board.
~er>>IY,. _
A~rn-rYP~
Stephanie M. Moon, MM~
City Clerk
SMM:ctw
Enclosures
pc: Teresa I. McDaniel, Secretary, Human Services Advisory Board, w/application
COMMONWEALTH OF VIRGINIA
)
) To-wit:
)
CITY OF ROANOKE
I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the fifth day of December 2011, REVEREND AMY H. ZIGLAR was appointed
as a member of the Human Services Advisory Board, to replace Victoria Cox for a term of
office ending November 30,2014.
Given under my hand and the Seal of the City of Roanoke this sixth day of
December, 2011.
hJ.~
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. CRAFf
Deputy City Clerk
CECELIA T. WEBB
Assistant Deputy City Clerk
STEPHANIE M. MOON, MMC
City Clerk
December 6,2011
Mr. Robert H. Logan
2222 York Road, S. W.
Roanoke, Virginia 24015
Dear Mr. Logan:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
December 5,2011, you were appointed as a member of the Board of Zoning Appeals to
replace Joseph F. Miller, for a term of office commencing January 1, 2012 and ending
December 31,2014.
Enclosed yOU will find a Certificate of your appointment and an Oath or
Affirmation of Office which must be administered bv the Clerk of the Circuit Court
of the City of Roanoke. located on the third floor of the Roanoke City Courts
Facilitv. 315 Church Avenue. S. W.
After the Oath has been administered, please return one copy to Room 456 in the
Noel C. Taylor Municipal Building, 215 Church Avenue, S. W.
Pursuant to Sections 2.2-3114 and 2.2-3115, Code of Virginia (1950), as amended, I
am required to furnish members of the Economic Development Authority with a
Financial Disclosure Form. State Code provisions require that all disclosures must be
filed and maintained as a matter of public record for a period of five years in the Office
of the Clerk of the governing body. Please complete and return the enclosed form to
the undersiqned prior to assuminq the duties of your office.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be provided
with a copy within two weeks of your appointment and each member is required "to read
and become familiar with provisions of the Act."
Mr. Robert H. Logan
December 6,2011
Page 2
..,
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member of the Board
of Zoning Appeals.
Sincerely,
.~ QY). m/)".J
Stephanie M. Moon, MMC {
City Clerk
SMM:ctw
Enclosures
pc: Rebecca J. Cockram, Secretary, Board of Zoning Appeals, w/application
COMMONWEALTH OF VIRGINIA
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To-wit:
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CITY OF ROANOKE
I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke
and keeper of the records thereof, do hereby certify/that at a regular meeting of Council
which was held on the fifth day of December 2011, ROBERT H. LOGAN was appointed
as a member of the Board of Zoning Appeals to replace Joseph F. Miller for a term of
~.
office commencing January 1,2012, and ending December 31 ,2014.
Given under my hand and the Seal of the City of Roanoke this sixth day of
December 2011 .
. ~ /-n. 'Yr-]olMJ
City Clerk I .