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Council Actions 05-06-13
LEA 39639-050613 oaoiy iiSr_ f,r ROANOKE CITY COUNCIL INFORMAL SESSION MAY 6, 2013 9:00 A.M. CITY COUNCIL CHAMBER ROOM 450 AGENDA Call to Order -- Roll Call. All Members Present. Welcome. Mayor David A. Bowers. NOTICE Today's briefings will be televised live and replayed on RVTV Channel 3 on Thursday, May 9 immediately following the 2:00 p.m. session at 7:00 p.m.; and Saturday, May 11 at 4:00 p.m. Council Meetings are offered with closed captioning for the hearing impaired. ITEMS FOR ACTION: 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 meeting. (7-0) A communication from the City Manager requesting that Council convene in a Closed Meeting to discuss the disposition of publicly-owned property located at 2750 Hoover Street, N. W., (former Villa Heights Community Center), where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended. (6-0, Council Member Trinkle abstained from voting inasmuch as he has business dealings with an entity which is interested in the property.) A communication from the City Manager requesting that Council convene in a Closed Meeting to discuss the disposition of publicly-owned property located at 515 8th Street, S. W., (former Public Health Building), where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended. (7-0) A communication from the City Attorney requesting that Council convene in a Closed Meeting to consult with legal counsel on a specific legal matter relating to possible litigation requiring the provision of legal advice, pursuant to Section 2.2-3711 (A)(7), 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. BRIEFINGS: • Fiscal Year 2014 Budget Study - 90 minutes Motion to instruct the City Attorney to prepare a separate measure for consideration by the Council to increase the Mayor's salary to $23,000.00 and the Vice-Mayor and Council Members' salaries to $20,000.00. (4-3, Vice-Mayor Rosen and Council Members Trinkle Ferris and voting no.) AT 10:55 A.M. THE COUNCIL MEETING WAS RECESSED UNTIL 2:00 P.M., FOR A CLOSED MEETING IN COUNCIL'S CONFERENCE ROOM, ROOM 451, FOURTH FLOOR, NOEL C. TAYLOR MUNICIPAL BUILDING. 2 It ' s- } w 1 .,n ROANOKE CITY COUNCIL REGULAR SESSION MAY 6, 2013 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1 . Call to Order--Roll Call. Council Member Price was absent. The Invocation was delivered by The Reverend Elizabeth N. Howell, Associate Pastor of Christian Education, Second Presbyterian Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. NOTICE Today's Council meeting will be televised live and replayed on RVTV Channel 3 on Thursday, May 9 at 7:00 p.m., and Saturday, May 11 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. 3 THE CITY CLERK'S OFFICE PROVIDES THE MAJORITY OF THE CITY COUNCIL AGENDA ON THE INTERNET FOR VIEWING AND RESEARCH PURPOSES. TO ACCESS AGENDA MATERIAL, GO TO THE CITY'S HOMEPAGE AT WWW.ROANOKEVA.GOV, CLICK 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 EXPIRATIONS OF TERMS OF OFFICE: FAIR HOUSING BOARD (ONE THREE-YEAR TERM OF OFFICE) PARKS AND RECREATION ADVISORY BOARD (ONE UNEXPIRED TERM OF OFFICE ENDING MARCH 31, 2014) Mayor Bowers announced that six additional applications had been received for consideration for the Council to appoint two School Board Trustees for three-year terms of office commencing July 1, 2012 and ending June 30, 2016; and appoint a School Trustee to fill the unexpired term of David B. Carson ending June 30, 2014. 4 He mentioned that four applications were received prior to the March 11, 2013, deadline that would also be considered, with two applicants having been interviewed on Monday, April 15. Applicants granted an interview on May 20, immediately following the 2:00 p.m., session are: Stewart Barnes, Reverend Timothy Harvey, William Hopkins, Jr., Gloria Manns, Charles Meidlinger, and Suzanne Moore. Mayor Bowers stated that a public hearing to receive comments from citizens regarding the abovementioned applicants would be held on Monday, May 20 at 7:00 p.m. in the Council Chamber. 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: Recognition of visiting artist, Cornelia Marin from Saint-Lo in Normandy, France. The Mayor recognized Susan Jennings, Arts and Culture Coordinator, to join him in welcoming Ms. Marin to the City of Roanoke. A proclamation declaring May 2013 as National Asthma Awareness Month. The Mayor presented Ceremonial copy of proclamation to Stuart Tousman, Chair, Virginia Asthma Coalition. A proclamation declaring May 2013 as National Preservation Month. The Mayor presented Ceremonial copy of proclamation to Jillian Papa, Preservation Planner, and Alison Blanton, Representing the Roanoke Valley Preservation Foundation. A proclamation declaring May 2013 as Bike Month. The Mayor presented Ceremonial copy of proclamation to Jeremy Holmes, Sustainability Programs Coordinator, Roanoke Valley-Alleghany Regional Commission. Recognition of Pearl Fu. The Mayor recognized Pearl Fu, Executive Director of Local Colors, who announced that the Local Colors Festival 2013 would be held on Saturday, May 18, 2013, from 11:00 a.m. to 5:00 p.m. at the corner of Elmwood Park and Jefferson Street. 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. • Phillip Skiles appeared before Council to note the danger of vehicles parking in fire lanes. He had noticed an increase in violations over 5 the past several months and he asked that offenders be ticketed. • Robert Gravely encouraged the Members of Council to find ways to create jobs for which individuals could be fairly compensated. 4. CONSENT AGENDA (APPROVED 6-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. C-1 A communication from the City Manager requesting that Council schedule a public hearing for Monday, May 20, 2013, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider the conveyance of City-owned property located at 425 Church Avenue, S. W., to Fifth & Church LLC. RECOMMENDED ACTION: Concurred in the request. C-2 A communication from the City Manager requesting that Council schedule a public hearing for Monday, May 20, 2013, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider the conveyance of an approximately 6.92 acre parcel of City-owned property located in the Coyner Springs Road area of Botetourt County (former Crisis Intervention Center) to Intercept Youth Services, Inc. RECOMMENDED ACTION: Concurred in the request. C-3 A communication from the City Manager requesting that Council schedule a public hearing for Monday, May 20, 2013, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider a request of Appalachian Power Company for an utility easement across City-owned property known as Tax Map No. 1380101, to provide a new electrical service for the James Madison Middle School Food for Thought School Yard Project. RECOMMENDED ACTION: Concurred in the request. C-4 Annual Report of the City Planning Commission for 2012. RECOMMEDNED ACTION: Received and filed. C-5 Annual Report of the Board of Zoning Appeals for Fiscal Year 2012. RECOMMENDED ACTION: Received and filed. C-6 A communication from the Arbor Day Foundation congratulating the City of Roanoke on its recognition as a 2012 Tree City USA. RECOMMENDED ACTION: Received and filed. 6 C-7 A communication from the Roanoke Regional Small Business Association expressing appreciation to the City of Roanoke for its past support. RECOMMENDED ACTION: Received and filed. C-8 Reports of qualification of Valerie N. Hale and Helen M. Muddiman as members of the Fair Housing Board for three-year terms of office, each, ending March 31, 2016. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA 5. PUBLIC HEARINGS: NONE. 6. PETITIONS AND COMMUNICATIONS: a. A communication from Elaine Bays-Murphy, Cable Access Director, Roanoke Valley Regional Cable Television, transmitting the RVTV Fiscal Year 2013-2014 Budget. (Sponsored by Mayor Bowers and Council Member Trinkle) Adopted Resolution No. 39639-050613 (6-0). 7. REPORTS OF CITY OFFICERS AND COMMENTS OF CITY MANAGER: a. CITY MANAGER: BRIEFINGS: • LEAN ReportNirginia Tech - 20 minutes Received and Filed • ITEMS RECOMMENDED FOR ACTION: 1. Acceptance and appropriation of funds in connection with the Shelter Plus Care Renewal Grant Award from the U. S. Department of Housing and Urban Development. Adopted Resolution No. 39640-050613 and Budget Ordinance No. 39641-050613 (6-0). 7 2. Acceptance and appropriation of funds in connection with the renewal of the Homeless Assistance Team Grant from the Department of Housing and Urban Development. Adopted Resolution No. 39642-050613 and Budget Ordinance No. 39643-050613 (6-0). 3. Appropriation of funds from the Federal Asset Forfeiture Sharing Program for enhancing law enforcement operations. Adopted Budget Ordinance No. 39644-050613 (6-0). 4. Appropriation of funds from the State Asset Forfeiture Sharing Program for enhancing law enforcement operations. Adopted Budget Ordinance No. 39645-050613 (6-0). 5. Authorization to draw a draft on the National Bank Letter of Credit for right-of-way improvements in connection with the Blue Hills Village Project; and appropriation of funds. Adopted Resolution No. 39646-050613 and Budget Ordinance No. 39647-050613 (6-0). COMMENTS BY CITY MANAGER. The City Manager called attention to the following items: • May is Neighborhood Month and there were too many neighborhood activities taking place to mention. • The City of Roanoke is pleased to announce the Career, Lifestyle and Financial Fitness Fair to be held on Thursday, May 16, 2013 from 8:30 a.m. until 1:00 p.m. in the Roanoke Civic Center Special Events Hall. b. DIRECTOR OF FINANCE: 1. Financial Report for the month of March 2013. Received and filed. 8. REPORTS OF COMMITTEES: NONE. 9. UNFINISHED BUSINESS: NONE. 8 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: a. A resolution amending Resolution No. 39564-010713 changing the date to June 3, 2013, within which the Election Precincts Task Force is to present its recommendation to the Council. Adopted Resolution No. 39648-050613 (6-0). 11 . MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. Council Member Lea announced that he would be meeting with the Chief of Police on Thursday, May 9, 2013, at 9:00 a.m., in the Council's Conference Room to discuss forming a Domestic Violence Task Force. He encouraged anyone that was interested to attend. Council Member Ferris announced that even though there had recently been a lot of construction in the area, downtown was still open for business. He commented that it had taken his breathe away to see all of the crowds that had attended the many festivals that had taken place over the previous weekend and he noted there was plenty of parking downtown. Council Member Ferris announced that the Lebanese Festival would be held beginning May 31 through June 2 at St. Elias Catholic Church, 4730 Cove Road. Mayor Bowers announced that the Kiwanis Pancake Breakfast would be held on Saturday, May 11 at 7:00 a.m. at the Roanoke Civic Center Exhibit Hall. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. Appointed Chris Bryant to fill the unexpired term of Adam Boitnott as a member of the Parks and Recreation Advisory Board for a term of office ending March 31, 2014. Appointed Matthew Hogan to replace Anthony M. Reed as a member of the Fair Housing Board for a term ending March 31, 2016. CERTIFICATION OF CLOSED MEETING (6-0). 9 12. RECESSED - 3:54 p.m. THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL MONDAY, MAY 13 AT 2:00 P.M., IN THE COUNCIL CHAMBER, FOR THE ADOPTION OF THE CITY OF ROANOKE RECOMMENDED FISCAL YEAR 2013-2014 BUDGET AND A CLOSED MEETING TO DISCUSS A PERSONNEL MATTER, BEING THE ANNUAL PERFORMANCE EVALUATIONS OF FIVE COUNCIL- APPOINTED OFFICERS. 10 A ` CITY OF ROANOKE g . 1 OFFICE OF THE MAYOR k( 215 CHURCH AVENUE,S.W.,SUITE 452 ROANOKE,VIRGINIA 24011-1594 TELEPHONE. (540)853-2444 FAX. (540)853-1145 DAVID A.BOWERS Mayor May 6, 2013 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: This is to request a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. A list of current vacancies is included with the agenda for this meeting. Sincerely, David A. Bowers Mayor DAB:ctw COMMITTEE VACANCIES/REAPPOINTMENTS May 6, 2013 VACANCIES: Expiration of the three-year term of office of Anthony M. Reed as a member of the Fair Housing Board ending March 31, 2013. Unexpired term of Adam Boitnott as a member of the Parks and Recreation Advisory Board ending March 31, 2014. s' CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Request for Closed Meeting • This is to request that City Council convene a closed meeting to discuss the disposition of publicly-owned property, being Tax Map No. 2430601 located at 2750 Hoover Street, N.W. (former Villa Heights Community Center) where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to §2.2-3711 .A.3, Code of Virginia (1950), as amended. Christopher P. Morrill City Manager Distribution: Council Appointed Officers STATEMENT OF CONFLICT OF INTEREST I Dwib TR-,NKL E state that I have a personal interest in agenda item regarding a Ct_osa> meer,sc ro bsCc1sS bs Po4/77oN of Forzsiot VILA 14614,1-t1S Camwiuwrry £'Enrf2 because 1 /we_ bus/nPx dtallkss W02t Owl en{,.4,,1 it IvtCt' skrA tA 4Mls roreu Therefore, pursuant to Virginia Code Section 2.2-3112, I must refrain from participation in this matter. I ask the City Clerk to accept this statement and ask that it be made a part of the minutes of this meeting. Witness the following signature made this G ■ day of P114Y , 2013. it , (SEAL) frwrD lreln/KLF_ CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject Request for Closed Meeting This is to request that City Council convene a closed meeting to discuss the disposition of publicly-owned property, being Tax Map No. 1113111 located at 515 8" Street, S.W. (former Public Health Building) where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to g2.2-3711 .A.3, Code of Virginia (1950), as amended. Christopher P. Morrill City Manager Distribution: Council Appointed Officers 0"°r, CITY OF ROANOKE Jt `bm OFFICE OF THE CITY ATTORNEY 7 Timothy R. Spencer k 464 MUNICIPAL BUILDING �:"� �> 215 CHURCH AVENUE, SW Steven J. Talevi ac. K1 ROANOKE,VIRGINIA 24011-1595 Gary E. Tegenkamp David L. Collins Daniel J. Callaghan TELEPHONE 544853.2431 Heather P. Ferguson City Attorney FAX 540.853.1221 Assistant City Attorneys EMAIL: ciryarry @roanokeva.vov May 6, 2013 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request for closed meeting Dear Mayor Bowers and Council Members: This is to request that City Council convene a closed meeting for consultation with legal counsel, pursuant to §2.2-3711.A.7, Code of Virginia (1950), as amended, on a specific legal matter relating to possible litigation requiring the provision of legal advice. With kindest personal regards, I am Sincerely yours, Daniel J. allaghan di City Attorney DJC/Isc c: Christopher P. Morrill, City Manager Ann Shawver, Director of Finance Stephanie Moon, City Clerk . , CITY OF ROANOKE A. CITY OFFICE OF THE CITY CLERK 215 Church Avenue,S. W..Suite 456 + Roanoke,Virginia 24011-1536 0 Telephone: (540)853-2541 Fax: (540)8531145 STEPHANIE M.MOON,ASPIC Deputy clerk @reanokeva.gov JONATHAN E.CRAFT,CMC Deputy City Clerk City Clerk CECELIA T.WEBB,CMC Assistant Deputy City Clerk May 9, 2013 Daniel J. Callaghan City Attorney Roanoke, Virginia Dear Mr. Callaghan: At the regular meeting of the Council of the City of Roanoke held on Monday, May 6, 2013, the Council received a briefing with regard to the Fiscal Year 2013-2014 budget. On motion, duly seconded and adopted on a 4-3 vote, you were instructed to prepare a separate measure for consideration, by the Council at the recessed meeting on Monday, May 13, 2013, to increase the current salaries of the Mayor to $23,000.00 and the Vice-Mayor and Council Members to $20,000.00. Sincerely, Vim . Stephanie M. Moon, MM City Clerk pc: Christopher P. Morrill, City Manager Ann H. Shawver, Director of Finance Amelia Merchant, Director, Management and Budget eDricF, nb, 1 5/2/2013 City Council Budget Study FY 2013-2014 Wilds May 6, 2013 ROANOKE Agenda • Recommended Budget Summary • Budget Study Items: — Virginia Cooperative Extension — Virginia Museum of Transportation • Information: — Pension Plan Code Changes- Retirement Health Savings Plan — Retirement Benefits Changes — School Funding Policy — Insurance Review • Measures to be Adopted 1 5/2/2013 Recommended Budget Summary • FY 2013-14 Recommended Budget is balanced and meets the priorities established by Council • Recommended Budget Totals -$260,033,000 — Increase of$7,113,000 or 2.81% — Includes no increase in real estate or other local tax rates Budget Study Items 2 5/2/2013 Virginia Cooperative Extension • Adopted Budget Levels: — FY 2009: $79,827 — FY 2010: $79,827 — FY 2011: $68,300 — FY 2012: $68,300 — FY 2013: $67,267 • FY 2014 Recommended Funding Level: $57,267 • Reduction of$10,000 from FY 2012-2013 level • Funding reallocated to partially fund Roanoke Community Garden request Virginia Cooperative Extension • FY 2012-2013 Focus Areas:$58,867"' - Family and Consumer Sciences(FCS)-$11,206(0.50 FTE) • Educational programs in the areas of Health,Economic Stability,Food Safety,Family Nutrition - 4-H Youth Development-$3a 214(1.00 FTE) • In-School Enrichment Program,Horticulture Workshop for Teachers,Residential and Day Campy Other Miscellaneous Programs - Agriculture and Natural Resources(ANR)-513,447(0.35 FTE) • Commercial-PrOgram focusing on production and consumption of local food;education of producers on sustainable agriculture practices;pesticide training,grower meetings and one production short course • Residential-Answering citizen questions,"WaterWise landscaping seasonal gardening workshops,4-H garden project, master gardener program - Community Viability-$0(000 FTE)' • Creating innovative programs that allow citizens and local governments ents to respond to local issues.Programs deal with leadership,entrepreneurship and small business development,land use and community planning,and economic opportunity development. • Additional Staffing: - Administrative Assistant,2 Family Nutrition Program Assistants(Adult),Family Nutrition Program Assistant(Youth),Nutrition Outreach Instructor(Franklin County) • Memorandum of Understanding in place •agemisI prop el community Vibgny programming charged to ocher lera Imes focus Areas do not include 50,400 paid to Roanoke County for meted.'cortices 3 5/2/2013 VCE in the FY 2013-2014 BFO Process • Score of 20 out of a possible 100 points based on: — Description/Justification and Impact to Main Priority — Impact to Other Priorities — Percent of Funding Provided by City — Dependency on Outside Agency to Provide Service — Percent of Program Participants that are City Residents — Performance Measures • Ranked 9th of 9 scored Outside Agency offers • Ranked last of all offers across the 7 priorities and Outside Agencies Application Components • Education Priority Outcomes: — Agriculture and Natural Resources: • Lifelong Learning Opportunities — Family and Consumer sciences: • Lifelong Learning Opportunities — 4-H Youth Development: • Successful Students • Families and Community Value and Support Learning • Performance Measures — Identify the number and percentage of Roanoke City residents who participate in the 4-H programs — At least 50%of surveyed participants will report that the program attended increased their knowledge in a particular topic — At least 50%of extended learners indicate that they plan to make or have made positive changes based on what they learned 4 5/2/2013 Jurisdiction Funding Levels FY2011 T FY2012 FY2013 FY2014 Roanoke County $91,182 $88,748 81,982 87,097 City of Roanoke 68,300 68,300 67,267 57,267 Botetourt County 10,195 10,195 10,195 18.702 Salem 17.000 17,000 17,000 17,000 Craig County 15.586 15,586 15,586 18,821 TOTAL LOCAL $202263 $199,829 $192,030 $198,887 State Funding 198,826 198.826 198,826 210.013 Federal Funding 89,207 89,207 89,207 89,207 TOTAL FUNDING $490,296 5487,862 $480,063 $498,107 9 Funding Option and Parameters • Mechanism to Fund: Reduce Budget Contingency • Strengthen planned outcomes • Develop Memorandum of Understanding 5 5/2/2013 Virginia Museum of Transportation • Recommendation: $500,000 — $100,000 annually for 5 years — Contingent upon certification of securing equal funding from combination of other local governments, corporate or private/individual donations excluding Norfolk Southern Information 6 5/2/2013 Pension Plan Code Changes Retirement Health Savings Plan • Establishes Defined Contribution Board authority • Requires affirmative election by participating employers • Requires election by supplement-eligible member upon rehire • Establishes term lengths for designated Defined Contribution Board members Retirement Benefits Changes • Retirement Health Savings Account (7/1/13) • 1% member contribution with equal salary increase as offset • Pension Plan Member Contributions (7/1/14) • 5% member contribution with equal salary increase as offset • City Council pay impact — 7/1/14 • Tax implications result in net pay decrease 5/2/2013 School Funding Policy • Last revision May 2011 • May 2013 update: • Incorporates 1/8th Lodging Tax devoted to Convention and Visitors Bureau • Removes reference to Meals Tax component sunset June 30, 2012 Insurance Review • Annual review of insurance provisions • Self-insured for auto, general liability and workers' compensation • Risk Management: all auto and general liability claims administration and loss control • Third Party Administrator (TPA): workers' compensation program with Risk Management oversight 8 5/2/2013 Insurance Review (continued) • Property and Boiler Coverage: — Virginia Municipal League — $25,000 deductible per occurrence • Excess Liability: — States Risk Retention Group — $10 million policy; Self-Insured Retention (SIR): $1 million • Pollution Remediation Coverage: — XL Insurance Company — $5 million limit; SIR: $100,000 Insurance Review (continued) • Excess Workers' Compensation: — Safety National Insurance Company — Statutory coverage—policy pays full settlement — Stop loss coverage:amounts that exceed SIR of$1 million per occurrence • Employee Dishonesty Coverage: — Travelers Insurance Company — $1 million coverage;SIR= $10,000 • Volunteers — CIMA Companies — Liability: $1 million per occurrence; Accident: $50,000 per occurrence; Accidental Death: $2,500 9 5/2/2013 Insurance Review (continued) • Court-Ordered Community Service Program — Mutual of Omaha — Maximum of 60 participants — Liability: $25,000; Accidental Death: $10,000; no deductible Other Discussion 20 10 5/2/2013 Budget Adoption Monday, May 13 2:00 p.m. Special Session City Council Chamber 21 Measures to be Adopted • Certification of Funding • Amendments of the City's Fee Compendium • Adoption of annual fund appropriations • Adoption of Pay Plan Ordinance • Approval of Capital Improvement Program • Appropriation for Enterprise Zone • Approval of Annual Update to HUD Consolidated Plan • Approval of CDBG/HOME/ESG Funding Recommendations • Amendment to School Funding Policy • Code Amendments: — Ordinance to transfer delinquent collection responsibility to City Treasurer — Pension Plan—Retirement Health Savings Account(RHSA) — Real Estate Affidavit and List of Heirs 22 11 DEPARTMENT OF MANAGEMENT& BUDGET Noel C Taylor Municipal Building 215 urch,rginia2 011 ROOM354 Roanoke,Virginia 24011 ROANOKE 540.853.6800 fax: 540.553.2773 May 2, 2013 Mayor Bowers and Members of City Council: RECEIVED MAY , 'LU13 RE: Citizen Budget Academy Summary MAYOR'S OFFICE Citizen engagement is an important component of the budget development process. Over the last several years, staff has attempted to include citizens in the budget development process in various ways. We have held open house discussions, conducted surveys, opened blogs, held public meetings and created a Citizen Budget Engagement Team. During the development of the Fiscal Year 2013-2014 budget, a Citizen Budget Academy was convened. This approach involved 14 citizens who volunteered to participate. The volunteers were: • Ben Day • Brian Harris • Tom Hartman • Cheryl Hilton • Cyndi Hilton • E. Duane Howard • Dan Karnes • Maynard Keller,Jr. • Charles Nave • Cindy Pasternak • Mark Peterson • Dallas Powell • Frank Smith • Maxyne Trompeter Three sessions were held at the Higher Education Center in the months of January, March and April. Topics included the Budgeting for Outcomes process, revenue, budget structure, the capital planning process and updates as City Council was briefed throughout the budget development process. Participants had the opportunity to ask questions about the budget development process and gain an understanding of how governmental budgeting for the City of Roanoke takes place. Given the depth of the budget, the academy was designed to be informative and not overwhelming to the participants. The ultimate goal was to provide the participants with sufficient budget information to facilitate input into the budget balancing process. 2 The final activity for academy participants was to offer suggestions as to how the budget should be balanced. Participants were provided with the April 1" briefing materials at which point the budget was out of balance by $1 .1 million. Each participant was asked to individually offer suggestions on the disposition of each item. The participant feedback is summarized below with a notation of its placement in the Recommended Budget which was delivered to City Council on April 15, 2013. Please note that individual service areas may be listed more than once due to its' inclusion by multiple participants. Education Priority: No cuts were proposed. No action taken. Safety Priority: Eliminate DARE program No action Leave DARE program in budget Funded Do not focus on Community No action Awareness Programs Do not cut Bicycle Patrol Program No action Human Services Priority: Eliminate HAT HUD Grant Match Funded Restore Bulk/Brush to once per week No action or more enforcement Audit disabled trash pick-up to find Already included abusers Eliminate loose leaf collection _ Already eliminated in prior budget Increase funding for mental No action health/addiction issues Infrastructure Priority: Do not fund 1% for Bike/Pedestrian No new funding; Street Paving Accommodations allocation provides for accommodations Cut Alley Maintenance $200,000 No action Do not fund City jail Flooring Not funded replacement Do not fund Computer Room Upgrade Not funded Increase annual street repaving Increase included 3 amount Upgrade Digital Radio to make region Already taken place digital ready Increase funds for Broadband _ Included in CIP Increase funds for Sidewalk Level funded repairs/connectivity to greenways Increase funds for completion of Level funded Greenway Good Government Priority: Do not fund additional Purchasing Not funded staff Do not fund HR Analyst Not funded Do not reinstate Public Information Not funded Specialist Do not fund HR Training Specialist Funded through position reallocation supplement Do not fund Parking Contract Funded Do not fund Citizen Survey Funded Increase use of on-line services No action Solicit citizen involvement via Citizen No action Magazine or website Complaints should be handled more No action efficiently and actions explained Livability Priority: Do not fund supplemental Park Partially funded Management request Do not fund supplemental Urban Partially funded Forestry request Do not fund supplemental Outdoor Not funded Education request Do not fund supplemental Athletic and Partially funded Aquatics request Do not fund part-time Neighborhood Funded Services/Art Coordinator support Increase funds for Code compliance No action 4 Economy Priority: Only fund these outside organizations: Others also funded Convention & Visitors Bureau, Horse Show, Roanoke Outdoors, Virginia Amateur Sports Increase funding to the Small Business Level funded Development Center Outside Agencies: Do not fund Center in the Square Partially funded supplemental Do not fund Convention and Visitors Funded Bureau supplemental Do not fund Mill Mountain Zoo Funded Only fund half of request for Mountain Not funded View Humane Society Do not fund Roanoke Community Partially funded Garden Association request Do not fund Taubman Museum Partially funded supplemental Do not fund Total Action for Progress Level funded Do not fund Tri-County Lake Not funded Administration Do not fund Virginia Cooperative Not funded Extension supplement Do not fund Virginia Western Funded Community College Miscellaneous Recommendations: Do not fund reserve for salary Funded adjustments Cut all budgets 2% across the board No action Cut all budgets 1% across the board No action Do not fund ANY incremental No action increases Reduce each line item 3.5% No action Limit enhancements to only No action Infrastructure, Safety, Education; fund only items that benefit all citizens __ 5 We trust that this summary is informative and provides a sufficient report of citizen input into the FY 2013-2014 Budget Development process. Thank you for your support of the Citizen Budget Academy initiative and we look forward to continuing to offer opportunities for citizens to be engaged in the process. If you have any questions, feel free to let me know. Respectfully, Amelia C. Merchant Director Department of Management and Budget c: Council-Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations R. Brian Townsend, Assistant City Manager for Community Development CITY OF ROANOKE r'3 _ OFFICE OF THE CITY CLERK '_ 215 Church Avenue,S.W., Suite 456 Roanoke, Virginia 24011-1536 Telephones. (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E411211: clerk @roanokeva.gov JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC Assistant Deputy City Clerk May 8, 2013 The Reverend Elizabeth N. Howell Associate Pastor of Christian Education, Second Presbyterian Church 917 3rd Street, S. W. Roanoke, Virginia 24016 Dear Reverend Howell: On behalf of the Mayor and Members of the Roanoke City Council, I would like to express sincere appreciation to you for delivering the Invocation at the regular meeting of the Roanoke City Council, which was held on Monday, May 6, 2013. Sincerely, '��`���///}},,,, Stephanie ' M' ' (�1 City Clerk Il SMM:aa Office of the Mayor CITY OF 4 ROANOKE WHEREAS, asthma has reached epidemic proportions in the United States, affecting almost 25 million people, and approximately 8000 children and adults in Roanoke; WHEREAS, the cost of hospitalizations and emergency room visits for asthma in Virginia is over$135 million a year; WHEREAS, asthma is one of the leading causes of childhood hospitalizations, long-term illness, and school absenteeism, accounting for nearly 10.5 million missed school days each year; WHEREAS, research and literature demonstrate that asthma-related hospitalizations and deaths are preventable with public awareness and asthma education to improve the knowledge of Virginians and healthcare professionals;and WHEREAS, the Greater Roanoke Valley Asthma and Air Quality Coalition support asthma management and control, public awareness, and education in order to enable the communities identify and reduce their exposures to environmental triggers in homes, schools, and places of employment so they can decrease asthma episodes and risk of death. NOW, THEREFORE, I, David A. Bowers, Mayor of the City of Roanoke, do hereby proclaim May 2013 throughout this great All-America City, as ASTHMA AWARENESS MONTH. Given under our hands and the Seal of the City of Roanoke this sixth day of May in the year two thousand and thirteen. ATTEST: ae 4 Stephanie M. Moon David A.Bowers City Clerk Mayor Office of the Mayor CITY OF ( ROANOKE TO todaivatiou WHEREAS, historic preservation is an effective tool for sustainable growth revitalizing neighborhoods economic development fostering local pride and maintaining community character while enhancing livabiity: WHEREAS, historic preservation is relevant for communities across the nation both urban and rural and for Americans of all ages all walks of life and all ethnic backgrounds: WHEREAS, it is important to celebrate the role of history in our lives and the contributions made by dedicated individuals in helping to preserve the tangible aspects of the heritage that has shaped us as a people;and WHEREAS, "Seel Save! Celebrate!"is the theme for National Preservation Month 2013 co-sponsored by City of Roanoke and the National Trust for Historic Preservation. NOW, THEREFORE,I,David A.Bowers,Mayor of the City of Roanoke, Virginia, encourage all citizens to recognize and participate in this special observance and do hereby proclaim the month of May 2013 throughout this great All America City as NATIONAL PRESERVATION MONTH. Given under our hands and the Seal of the City of Roanoke this sixth day of May in the year two thousand and thirteen. q ATTEST Stephanie M Moo David A.Bowers City Clerk Mayor • A • Roanoke's Ambassador of Goodwill Biography Dragon Pearl's Personal Story Pearl Fu, real name Dragon Pearl, is a native of China. Pearl received bilingual education in Hong Kong. She then attended Maywood College in Pa. and received an Artist Diploma from Peabody Conservatory of Music in Baltimore Maryland. She is the founder/organizer of Roanoke's Premiere Multicultural year round program LOCAL COLORS. It's mission is to embrace people of all origins and backgrounds to acclimate life in America. To give lectures, performances, workshops, programs about cultural sensitivity at schools, colleges, businesses, religious and civic organizations, hospitals, nursing homes, law enforcement and art organizations. To learn and share the 75 diverse cultures residing in the Roanoke Valley. It all Culminates in one festive day in May in Elmwood Park with a celebration filled with Parade, music, art, games, fashion, language, authentic food, dance and plenty of goodwill ! It has garnered the prestigious "LOCAL LEGACY" award as an outstanding program from SW VA and is documented in the Library of Congress. Pearl has no qualm about approaching perfect strangers and recruiting them to become involved in local cultural events, such as Local Colors. That is how she expanded Local Colors from only 4 countries to 103 Countries participating this year! Pearl has traveled to other cities to teach them how to organize their own LOCAL COLORS festival. Cities include Greensboro and Kannapolis in NC, Hartford, CT. Pearl resides in Roanoke with her retired research scientist husband CC Fu. They have three grown daughters. Penny, a micro-biologist with degrees from M.I.T. and Boston University, resides in Boston with her husband Adam, a computer scientist, and two young daughters, Cami and Tessa and baby Beckett Lung Devoe. NO 2 daughter, Wendy, is an accomplished artist in New York with degrees from Rutgers University and Pratt Institute. Atter witnessing the 9/11 horror, Wendy is now working for the Department of Justice, INS, to protect her country America! No. 3 daughter, Colette, holds degrees from UVA, VCU, specialized in "Minority Art and Culture" at the Minority University, Kunming Yunnan and has a Masters Degree in Photography Arts from Rochester Institute of Technology. Colette followed that with a major exhibit at Artisan Gallery. Colette has won many awards,fellowships and grants. Her dream of returning to her roots in the remote countryside of China to film and publish an adult popup book on the Chinese Minorities has come true. She received a Fulbright Scholarship to undertake this fabulous project She traveled and filmed in China in 2008.She is now an accomplished ,much sought after artist for exhibits, workshops, lectures and travels worldwise.She has won many many prestigious awards. www.colettcfu.com Pearl is also the founder and chairperson of sister city Lijiang, China. Pearl freelances as writer, lecturer, performer, special events coordinator, and interpreter. She takes pride in being the ultimate volunteer in promoting the arts and making connections for newly arrived talents. She stands up for people being victimized or discriminated against. Even when her life has been threatened. No wonder she received the title of"Roanoke's Ambassador of Goodwill"! Has received many distinguished awards e.g. "Citizen of the year" "NAACP image award" "National Conference of Christians and Jews' Humaniatrian Award" "Martin Luther King Humanitarian award" NAtional hero award from the Taiwan Government etc."Woman of history" "Va's outstanding woman of immigrants"from the Library of VA .one of the 8 distinguished recipients in VA's 400 yrs of history. Thuis year"Roanoker magazine"named her"Local hero" and "{Queen of Roanoke"2012 Pearl's mission and dream is to spread goodwill to people of diverse origin, race, religion and creed. Promote multiculturalism by sharing and learning. Build better understanding between China and America, Yunnan and Virginia,the universe and ALL people, making this a kinder, happier world. She says: "If this "VI" minority woman from the remote mountains of China can accomplish the above, then anything is possible! If you work at it! Nothing is impossible!" Her working career has included: Teachers' Assistant for learning disabled children. Wrote, choreographed and directed school plays at John Adams School, New Jersey. Taught Chinese Cooking for Adult School and Parks and Recreation. Taught English to Chinese immigrants and Chinese (Mandarin and Cantonese dialect) to American business people at Berlitze Language School, Princeton, NJ. She was in public relations in the Hotel industry: Nassau Inn, Marriott Hotel and Holiday Inn, garnering, "Employee of the Month" and "Employee of the Year" awards. She was a consultant for General Electric, Grummans, Alcatel, Ingersoll Rand, Hotel Roanoke, Center in the Square, Maid Bess Co., Hollins University, Roanoke College, Roanoke's Visitor and Convention Center and the "Yl" minority scholars. Her showbiz career has included: • She has been acting and singing since Elementary School. • Majored in voice and performing arts at Peabody Conservatory of Music in Baltimore, MD. • Appeared on stages of all sizes, television, and the big screen, even in Hollywood productions e.g. `Crazy People" as Dudley Moore's secretary(because we are the same height), and "What About Bob" with Bill Murray, as all the Asian women with different hairdos and clothing. However, most of the scenes met theft doom on the cutting room floor. • Sang at Catskill summer resort, in New York. • MC for major events usually packed with humor. • Acted in Mill Mountains "No Shame Theater," stipulating there would be no obscenity, nudity, or love scenes. When partial nudity appeared, she covered her eyes and adlibbed the entire act. • Popular speaker/lecturer for all ages, ranging from pre-school children to the wise, elderly population. Humor is a necessity in her life and a trademark. • She also had her own cooking show, on television, that featured non-English speaking Chefs, resulting in hilarious comedy. Life is truly stranger than fiction. Hmtmn.....I wonder where "Iron Chef' got their original idea from? • She is a writer for the "Senior News" and "Roanoke Valley Sister Cities Newsletters." She often freelances for various magazines and publications. • Spokesperson for many different organizations. She loves to promote and spread peace and goodwill. • Everyone together now sing, "It's a Small World," in English, Chinese, Spanish, French, etc., etc! u i p,. 540-904.2234 earlfu3 ftlgmail.com Pearl Fu, Executive Director Local Colors Telephone: 540-904-2234 E-mail: pearlfu3/✓J,gmail.com CITY OF ROANOKE 61 OFFICE OF THE CITY CLERK _ 215 Church Avenue,S.W., Suite 456 Q ^1a to_s, Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail: clerk®roanokeva.gov JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC Assistant Deputy City Clerk May 13, 2013 Christopher P. Morrill City Manager Roanoke, Virginia Dear Mr. Morrill: At the regular meeting of City Council held on Monday, May 6, 2013, Phillips Skiles appeared and extended concern regarding the danger of vehicles parking in fire lanes throughout the City. The matter was referred to you for response back to Council and Mr. Skiles. Sincereelly, ce 5�/ ' _ an. net/1J Stephanie M. Moon, MMC City Clerk cc: Phillip Skiles, 918 Howbert Avenue, S. W. #2, Roanoke, Virginia 24015 Ann H. Shawver, Director of Finance Daniel J. Callaghan, City Attorney o 1147.0. „J ! CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Request to Schedule a Public Hearing for the Conveyance of City- Owned Property located at 425 Church Avenue, S.W., Roanoke, Virginia 24016 Background: Fifth & Church LLC (Purchaser), a Virginia Limited Liability Company, has made a proposal to acquire three (3) City-owned parcels located at 425 Church Avenue, S.W., Roanoke, VA 24016 (Tax Map Numbers 1011206, 1011209, 1011210), which is the former YMCA facility. Fifth & Church LLC proposes to renovate the existing building resulting in approximately 6,000 square feet of commercial space and approximately 47 to 53 rental apartments. The proposal includes a purchase price of $10, a performance guarantee of $250,000, and an option for the City to repurchase the property for the price of $10 in the event the Purchaser fails to commence construction within ninety days after closing. The current assessed value of land and improvements is $953,000. Purchasers have also agreed to several contingencies in exchange for the nominal purchase price. These contingencies include: commencement of construction activity within ninety (90) days after closing, including securing and structurally stabilizing the building; a minimum investment of $500,000 to be spent during the first year after commencement of construction; the delivery of an additional $250,000 in performance security in the event that Purchaser fails to spend such amount; and a reversion clause that would return the property to the City should Purchaser fail to meet certain prescribed milestones and/or provide the additional performance security. The Purchaser estimates its projected investment to be approximately $7,000,000 over a three-year period. A contract has been negotiated for the sale of the property to Fifth & Church LLC under certain terms, conditions and performance obligations both prior to, and subsequent to, the real estate closing. A public hearing is required prior to City Council authorizing the execution of the contract for the conveyance of the City-owned property. Recommended Action: Aut • e - e scheduling of a public hearing at City Council's meeting on May 20, 2013, a :00 • m„ to consider the conveyance of the aforementioned property. • opher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Susan S. Lower, Director, Real Estate Valuation Wayne F. Bowers, Director, Economic Development RO tr. vJ=fl-r„ CITY COUNCIL AGENDA REPORT m. To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Request to Schedule a Public Hearing for the Conveyance of an Approximately 6.92 Acre Parcel of City-Owned Property Located in the Coyner Springs Road Area of Botetourt County, the Former Crisis Intervention Center Background: Intercept Youth Services, Inc. of Richmond, Virginia has made an offer to acquire an approximately 6.92 acre City-owned parcel located in the Coyner Springs Road area of Botetourt County which contains the former Crisis Intervention Center. The offered purchase price is $420,000. The price offer is based on a real estate appraisal commissioned by the City. A non-exclusive ingress/egress easement would also be provided from the conveyed parcel across City-owned property to Coyner Springs Road. Intercept Youth Services, Inc. proposes to use the property and the existing 6,500 square foot building on the parcel as a treatment center for youth. The City closed the facility in 2010 and it has remained vacant since that time. A sales contract has been developed which will convey the property and a non- exclusive ingress/egress easement to Intercept Youth Services, Inc. under certain terms and conditions. A public hearing is required prior to City Council authorizing the execution of the contract for the conveyance of the City-owned property. Recommended Action: Authorize the scheduling of a public hearing at City Council's meeting on May 20, 2013, at 7:00 p.m., to consider the conveyance of the aforementioned property. Christopher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Jane Conlin, Director of Human and Social Services James O'Hare, Youth Haven, Youth Care Administrator inn. 6I A s � CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Request a Public Hearing to Consider Appalachian Power Company Request for an Easement Across City-Owned Property Known as Tax Map Number 1380101 Background: Appalachian Power Company has requested a utility easement across City- owned property, designated as tax map number 1380101 . The purpose of the easement is to provide a new electrical service for the fames Madison Middle School Food For Thought School Yard Project. A public hearing is required for City Council to authorize and approve the easement. Recommended Action: Schedule a public hearing to be held on Monday, May 20, 2013, at 7:00 p.m. on the above matter. el topher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Wayne F. Bowers, Director of Economic Development Cassandra L. Turner, Economic Development Specialist op wolf 1.7 � "� =_ CITY COUNCIL REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: 2012 Annual Report— Planning Commission On behalf of the City Planning Commission, I am pleased to provide this annual report of its activities to City Council. The Commission considered 24 applications during 2012. Below is a summary of applications and their disposition. A detailed listing is attached. Clearly, the most significant case was the rezoning of the land east of Jefferson Street to Downtown District. This rezoning will enable continuation of development of the South Jefferson Redevelopment Area. Rezonings 11 8 2 1 - - Amend proffered conditions or 7 6 - 1 development plan Right-of-way 4 4 - - vacations Plan amendments - 1 - Zoning ordinance 1 1 amendments Also significant was a major package of amendments to the zoning ordinance intended to address issues with placement of commercial buildings in neighborhood settings. We continue to recommend changes that will increase development flexibility, remove unnecessary regulations, simplify administration, and produce better development outcomes consistent with the Comprehensive Plan. The 2010 Census and recent population estimates suggest that Roanoke is reversing decades of population loss as people rediscover the value of traditional development patterns and neighborhoods. Roanoke has a competitive advantage in this area and it is important that we work to reinforce and sustain these patterns. We note several positive trends in the evolution of our development codes as they implement comprehensive plan policies and prevailing urban design philosophy: • Requiring shallow setbacks and high transparency on commercial buildings for a sustainable and attractive development pattern. • Allowing more land area to be used to its full potential. • Relaxing or removing minimum parking requirements. • Expanding permitted uses in each district. • Limiting requirements for special exceptions to uses where it is absolutely necessary. • Promoting street designs that accommodate pedestrians and bicycles as well as vehicular traffic. The Commission maintained consistent membership throughout the year and attendance, overall, was very good. Of eleven meetings, ten had at least six or all seven Commissioners present. Unfortunately, May was the exception; the meeting had to be cancelled due to the lack of a quorum. The business scheduled for May was made up through ajoint session with City Council in June. Within the next few years, the Commission will likely consider rezoning of the Evans Spring area. Fortunately, the Evans Spring Area Plan that Council adopted in April 2013 will help guide the form of development and help ensure it complements the surrounding neighborhoods. This land represents the last significant assemblage of vacant land in the Roanoke and we should collectively maintain very high expectations for development of this property. During 2013 and beyond, we anticipate work on these planning activities: • Endorse the Roanoke Urban Design Manual as a guide to communicate the design principles embodied in our Comprehensive Plan since 2001 . • Develop and recommend a new Downtown Plan by (2013-2014). • Develop and recommend plans for the 13' Street, SE corridor, the 10th Street, NW corridor, and the Orange Avenue, NW corridor, as these street reconstruction projects are completed. • Develop and recommend a new Comprehensive Plan by (2015-2016). Finally, we would like to recognize the service of Rick Williams. Mr. Williams served as a member of the Commission from 2002 to 2012 and, prior to his appointment, was actively involved as a citizen in the development of the Vision 2001 -2020 Comprehensive Plan. 2 The Commission is proud to serve Roanoke by advising City Council on land use issues and working with staff to develop long range plans to guide Roanoke's future in a positive direction. LaaKt, C air City Planning Commission 3 Meeting Attendance/Certification Status 2012 10 regular meetings, 1 joint meeting with City Council All commissioners are certified. Commission Member Meetings attended Mark Futrell 10 Kermit Hale 9 Lora Katz 11 Angela Penn 8 Henry Scholz 8 Chad Van Hyning 8 Fredrick Williams 10 3 2012 REZONING/AMENDMENT OF PROFFERS File No. Applicant Location/Tax Request Commission CC Action Ordinance No. Vote to recommend approval REZ120001 RYT, LLC 752 Orange Repeal proffers 4-0 passed approved 39336- Ave., NE, 031912 Tax.No. 3042002 REZ120002 Roanoke River Walnut Ave., I-1 to D 6-0 passed approved 39352- Associates, SE, Mill 041612 LLC Street, SW, Jefferson St., SE Tax Nos. 4030303, 4030302, 4030306, 4030305 REZ120003 Robin McVey 346 Allison RM-1 to MX Withdrawn n/a withdrawn Ave., SW, Tax No. 1030410 REZ1 20004 Thomas 5025 and CG to CLS, 7-1 passed approved 39424- Properties, 5033 Valley conditional 061812 LLC View Blvd., Tax Nos. 2490116 and 2490117 REZ120005 Duoc Nguyen 4129 and CN 7-1 passed approved 39452- and Pho Thi 4135 Salem (conditional) to 0716-12 Lam Turnpike, CN Tax Nos. 6050101 and 6050102, REZ120006 V C Roanoke, 2031 Routt RM-2 to INPUD 7-0 passed approved 39482- LLC, Kingdom Rd., NW, Tax 082012 Harvest No. Church 6440101 REZ120007 City of 1684 D (conditional) 7-0 passed approved 39483- Roanoke Courtland To I-1 082012 Rd., NE, Tax No. 3070322 REZ120008 J & K Belle 2619 Belle IN (conditional) 1-5 failed Withdrawn Withdrawn Ave., LLP Ave., NE, To RMF before before Tax Nos. going to going to 3010302- Council Council 3010307 REZ120009 Trustees 1415 8" St, INPUD & R-5 to 7-0 passed approved 39510- Pilgrim Baptist NW, Tax No. INPUD 091712 Church 2032001 REZ1 20010 Drew H. 1606 MX(conditional) 6-0 passed approved 39543- Kepley/Everett Belleview To 111912 Holdings, LLC Ave., MX(conditional) SE/Thyme St., Tax Nos. 4041902, 4041904- 4041907 REZ1 20011 Ssunny 1917 CG(conditiona0 6-0 passed approved 39542- Shah/Llord Franklin Rd., to 111912 Ganeshji, Inc. SW, Tax No. CG(conditional) 1272801 REZ120012 NDRA, II, LLC 4412 Huff IN & ROS to 0-7 failed approved 39600- Lane, NW. CLS 030413 Tax No. 2370101 REZ1 20013 Habitat for 1306 Rorer CN to RM-2 7-0 passed approved 39578- Humanity Ave., S.W., 012213 Tax No. 1212706 REZ1 20014 5311 802 Wiley ROS to MXPUD 7-0 passed approved 39577- Holdings, LLC Dr., SW, Tax 012213 No. 1121401 REZ1 2001 5 Hometown 3209 MXPUD to Cont. Bank Southwood MXPUD 5.14.13 Manor Ct., PC SW, Tax No. 1290107 REZ120016 Northwest 1 507 and IN and RM-1 to 7-0 passed approved 39579- Child 1523 INPUD 012213 Development Melrose Center Ave., NW, Tax Nos. 2221710 and 2221709 REZ120017 Habitat for 1224 Rorer CN to RM-2 7-0 passed approved 39597- Humanity Ave., S.W.,, 021913 Tax No. 1212803 REZ120018 Roanoke City 2020 Amend 7-0 passed approved 39598- School Board Oakland Planned Unit 021913 Blvd. NW. Development Tax No. 2250102 2012STREET AND ALLEY CLOSURES File No. Applicant Location PC Action Ordinance No. 12-001 806 Wasena Portion of Approved 39393-052112 S&A Avenue, LLC Wasena, 8" St, SW 12-002 The Rescue Alley off 4" Approved 39453-071612 S&A Mission of Street Roanoke, Incorporated 12-0035&A Wayne and 1124 16" St., Approved 39577-010713 Beverly Embrey SE 12-0045&A 711 Fourth 711 Fourth Approved 39576-012213 Street, LLC St., SW PLANNING, BUILDING AND DEVELOPMENT Noel C.Taylor Municipal Building �� zoanokech Avenue,SW, Room,66 Roanoke,Virginia 24011 ROANOKE planning@roanokeva.gov 230 plaoning @roannkeva.gov May 6, 2013 The Honorable David A. Bowers, Mayor Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: As Chairman of the Roanoke City Board of Zoning Appeals for 2012, it is my honor to present to you the annual report for July 1 , 2011 through June 30, 2012. The Board of Zoning Appeals held seven (7) regular public hearings, during which there were no variance requests, twelve (12) special exception (use) requests, and one (1 ) appeal of Zoning Administrator decision. In the current year, the Board of Zoning Appeals' goals are: first, continue to serve the citizens and developers of the community in furthering the use, development and redevelopment of property through variances and special exceptions; second, to continue to act as a discretionary administrative body and make decisions in matters where a person or party within the community is aggrieved by a decision made in the administration or enforcement of the zoning ordinance; and lastly, to recommend to the Planning Commission and City Council necessary revisions to the zoning ordinance in order for the Board to continue to provide fair and equitable service to the community and its citizens. The Board continues to work with the City Attorney's Office to assure that our procedures promote a concise and fair process. On behalf of the Board, I would like to express our appreciation for Council's ongoing efforts to improve the effectiveness of the Board of Zoning Appeals through funding for the training and certification of the Board members. Sincerely, r‘ A,MAi Drew Kepley, Chair Board of Zoning Appeals CITY OF ROANOKE BOARD OF ZONING APPEALS Appointment of the Board The Council of the City of Roanoke appoints a Board of Zoning Appeals in accordance with enabling legislation as set forth by the Commonwealth of Virginia, which provides that the said Board of Zoning Appeals may, in appropriate cases and subject to appropriate conditions and safeguards, vary the application of the terms of the zoning ordinance in harmony with its general purpose and intent and in accordance with general or specific rules therein contained. Membership of the Board The Board of Zoning Appeals shall consist of seven members, appointed for a term of three years and removable for just cause by City Council, upon written charges and after a public hearing. Vacancies shall be filled for the unexpired term of any member whose term becomes vacant. Members may be reappointed and may serve up to three consecutive, three-year terms. Powers of the Board The Board is appointed by City Council to act as a discretionary administrative body to hear and decide appeals where it is alleged there is error in any order, requirement, decision, or determination made by administrative officials in the enforcement of the zoning ordinance adopted pursuant thereto. The Board is charged with the responsibility to hear, decide and authorize special exceptions to the terms of the zoning ordinance based upon certain criteria and findings as specified in the ordinance; and to hear, decide, and authorize, upon appeal in specific cases, a variance from the terms of the zoning ordinance that would not be contrary to the public interest where a literal enforcement of the provisions of such ordinance would result in unnecessary hardship, provided in all cases, the spirit of the ordinance shall be observed and substantial justice done. SUMMARY OF BOARD ACTION July 1, 2011, through June 30, 2012 During the fiscal year of July 1, 2011, through June 30, 2012, the Board of Zoning Appeals heard 13 requests. These applications consisted of no Variance requests, 12 Special Exception requests, and 1 Appeal. SUMMARY VARIANCES 0 SPECIAL EXCEPTIONS APPROVED 10 APPEAL WITHDRAWN 1 SPECIAL EXCEPTIONS WITHDRAWN 1 SPECIAL EXCEPTIONS ON HOLD 1 ATTENDANCE There were 10 regular hearings held in this fiscal year. BOARD MEMBER ATTENDANCE Terry Wayne Cundiff 6 of 6 Joe Miller 3 of 3 Diana Sheppard 2 of 3 (term ended 12/31/11) Bryan Musselwhite 2 of 3 (term began 1/1/12) William Poe 2 of 3 (term ended 12/31/11) Phillip Lemon 4 of 7 (term ended 12/31/12) Drew Kepley 6 of 6 Mike Woolwine 6 of 6 Roger Malouf 3 of 3 (term began 1/1/12) Rob Logan 3 of 3 (term began 1/1/12) BOARD OF ZONING APPEALS CASES -JULY 1 , 2011 TO JUNE 30, 2012 9-I IS-A Virginia PCS 1225 Centre Special exception 36.2-340 Granted Alliance, Ave.,NW, 36.2-432 6/14/11 L.C.,d/b/a #2212331 N'telos 10-1IA-A Dou Mar, 4341 Delray Appeal 36.2-522, Withdrawn LLC St.,NW, 652 and 654 #2280308 I1-11S-A Arturo& 1609 Special 36.2-315 Subject to Granted Laura Williamson exception,eating conditions 7/12/11 Gomez Road,NE, and drinking set forth in #3110105 establishment Order of Board 12-I IS-A Plantation 4211 Special exception 36.2-315 Granted Road Real Plantation for contractor or 6/12/11 Estate Road,NE, tradesman's shop, #3190328 (UPHOLSTERY SHOP) ZAI100125 Spanky 320 Special exception Closed Macher Huntington bed and breakfast Blvd.NE, #3170320 ZAI10013S Daniel Dart 1502 Special exception 36.2-333 On Hold o/b/o Brownlee Roanoke Ave., SE, City Parks& #4330301 Recreation Dept. ZAI 100145 H.Thomas 502 2"d Street, Special exception 36.2-315 Subject to Granted Seddon o/b/o SW, for parking lot conditions 9/13/11 Greene # 1012601 facility set forth in Memorial and 1012602 Order of United Board Methodist Church ZA110015 Roanoke 2825 Special exception 36.2- Subject to Granted Valley Steel Roanoke intensify use 414(6)(3) conditions 12/13/11 Recyclers, Ave., SW, set forth in LLC #1510103, Order of Railroad Board Ave., #1510101-2, 1510105, Duval St. _ 1410201-2 ZA110016 Barry St. 924 Georgia Special exception 36.2-311 Subject to Granted John for WS, Ave.,NE, construction of a conditions 12/13/11 Inc. #3061120 two-family set forth in dwelling Order of Board ZA120001 James Keller 2916 Special Exception 36.2-707 Subject to Granted Bell Brambleton —Change conditions 3/1312 Ave.,SW, nonconforming set forth in ' #1650701 use Order of Board BOARD OF ZONING APPEALS CASES -JULY 1 , 2011 TO JUNE 30, 2012 ZA120002 Timothy 2825 Special 36.2-315 Subject to Granted David Kelly Brambleton exception-Drive conditions 3/13/12 Ave.,SW, Through set forth in #1650601 Order of Board ZA120003 Dennis W. 4828 and Special exception 36.2-311 Subject to Granted Shields, 4802 Oak agricultural conditions 10/9/12 Bonnie S. Road,NW, operation set forth in Pruitt #6040101 and Order of 6040607 Board ZAI20004 Marilyn B. 3804 Shady Special exception 36.2-311 Subject to Granted Hooker Trust Lawn for two-family conditions 6/12/12 Avenue,NW, dwelling set forth in #2161213 Order of Board • * Arbor Day Foundation February 14,2013 Mayor David Bowers 215 Church Ave SW, Room 452 RECE IVED Roanoke, VA 24011 APR 10 2013 Dear Tree City USA Supporter, MAYOR'S OFFICE On behalf of the Arbor Day Foundation, I write to congratulate Roanoke on earning recognition as a 2012 Tree City USA.Residents of Roanoke ought to be proud to live in a community that makes the planting and care of trees a priority. Your community joins more than 3,400 Tree City USAs,with a combined population of 140 million.The Tree City USA program is sponsored by the Arbor Day Foundation in partnership with the U.S. Forest Service and the National Association of State Foresters. As a result of your commitment to effective urban forest management,you already know that trees are vital to the public infrastructure of cities and towns throughout the country,providing numerous environmental, social and economic benefits. In fact, trees are the one piece of community infrastructure that actually increases in value over time. We hope you are excited to share this accomplishment.Enclosed in this packet is a press release for your convenience as you prepare to contact local media and the public.If you wish to receive an electronic version of the release,please email Sean Barry,Director of Media Relations at sbarrry @arborday.org and we will reply with a copy within one business day. State foresters are responsible for the presentation of the Tree City USA flag and other materials. We will forward information about your awards to Barbara White in your state forester's office to coordinate presentation. It would be especially appropriate to make the Tree City USA award a part of your community's Arbor Day ceremony. Again,we celebrate your commitment to the people and trees of Roanoke and (hank you for helping to create a healthier planet for all of us. Best Regards, idPt John Rosenow Chief Executive cc: Daniel Henry Ge�� enclosure � ( op For more information,contact: ® Arbor Day Foundation Sean Barry,402-473-9563 �7r y sbarry @arbordav ore arborday.org FOR IMMEDIATE RELEASE: Arbor Day Foundation Names Roanoke Tree City USA Roanoke, VA was named a 2012 Tree City USA by the Arbor Day Foundation in honor of its commitment to effective urban forest management. This is the 18th year Roanoke has earned the national designation. Roanoke achieved Tree City USA recognition by meeting the program's four requirements: a tree board or department, a tree-care ordinance, an annual community forestry budget of at least$2 per capita and an Arbor Day observance and proclamation. The Tree City USA program is sponsored by the Arbor Day Foundation, in partnership with the U.S. Forest Service and the National Association of State Foresters. "Everyone benefits when elected officials, volunteers and committed citizens in communities like Roanoke make smart investments in urban forests," said John Rosenow, founder and chief executive of the Arbor Day Foundation. "Trees bring shade to our homes and beauty to our neighborhoods, along with numerous economic, social and environmental benefits." Cleaner air, improved storm water management, energy savings and increased property values and commercial activity are among the benefits enjoyed by Tree City USA communities. More information on the program is available at arhorday.org/TreeCityUSA. About the Arbor Day Foundation: The Arbor Day Foundation is a nonprofit conservation and education organization of one million members, with the mission to inspire people to plant, nurture and celebrate trees. More information on the Foundation and its programs can be found at arborday.org, or by visiting us on Facebook, Twitter or our bloc. • April 9, 2013 ROANOKE REGIONAL The Honorable David Bowers SMALL BUSINESS DEVELOPMENT City of Roanoke CENTER 215 Church Ave. S.W., Room 452 RECEIVED Roanoke, VA 24011-1594 APR i u .Old MAYORS OFFiCE Dear Mayor Bowers: The Roanoke Regional Small Business Development Center(RRSBDC) is an important local resource for economic growth. We assist small businesses at all stages with professional counseling and training opportunities to increase profitability and to create and retain jobs. We offer training for technology and business processes to keep small businesses current on social media, networking, accounting/finance, and marketing. AU our services are available to our clients at minimal or no cost, but only through your funding is our work/mission possible. The RRSBDC relies on funding from local government agencies and businesses. Each dollar pledged is matched with $2 from the U. S. Small Business Administration allowing significant leverage of local funds. We have oversight from George Mason University, Radford University, and the Roanoke Regional Chamber of Commerce. Thank you for your past support. We have enclosed our"By the Numbers 2012"statistics for the region as well as our updated brochures and the 2013 Entrepreneur Guidebook. Please contact us if we can be of assistance. Sincerely, _ V r cpaec A- Wayne Flippen •� ��j6 Director, Small Business Development Center 'l I ttl 3 © 3 210 S.JEFFERSON STREET ROANOKE,VIRGINIA 24011-1702 EGINIA 540.1383.0717 EXT.239 CJ FAX 540.993.0723 SBA I SBDC 9.00(O�ROANOKECKAMSCR.ORO D WWW.ROANOKESBDC.ORO THE SRDC IS PARTIALLY FUNDED By THE U S SMALL BUSINESS ADMINISTRATION. GEORGE MASON UNIVERSITY MASON ENTERPRISE CENTER AND THE ROANOKE REGIONAL CHAMBER OF COMMERCE THEIR FUN DINO IS NOT AN ENDORSEMENT OF ANY PRODUCTS,OPINIONS,OR SERVICES ALL SBA FUNDED R"RAME A"EXTENDED TO THE PUBLIC ON A NONDISCRIMINATORY'BASIS. • ROANOKE REGIONAL - ti SMALL BUSINESS DEVELOPMENT CENTER - f BY THE NUMBERS... The mission of RRSBDC is to promote small In 2012, RRSBDC... business creation, growth, and development, by providing no cost professional business * 796 Hours of FREE counseling counseling, affordable training opportunities, * 530 Counseling sessions & information resources. RRSBDC assists individuals purchasing a business, existing * 218 Clients small businesses, not-for-profits, and aspiring * 122 In Business business owners. * 91 Not Yet In Business * 3.65 Average hours/client Our Clients... Allegheny Co Training... 2% * 24 Events Botetourt Co. * 381 Attendees 7% Salem 4% Economic Impact... Capital Formation $2,820,387 Increased Sales $1,609,415 Jobs Created / Retained 167 Business Start-ups 37 41 tad .1..1n..4e The Roanoke Regional SSOC is unded in pert through a cooperative agreement tt the a S Small Business Admim4ration All Opinions conclusions or recommendation expressed are Those of he author(s)and do not reflect Xle Wews of Ne SBA. YAUFU HELPING SMALL BUSINESSES GROW AND SUCCEED - - ..SBpC As Jaen w,• ••u.rr. .. - ••-•. ROANOKE REGIONAL SMALL BUSINESS DEVELOPMENT CENTER 210 S. JEFFERSON STREET 0 ROANOKE, VIRGINIA 24011-1702 540.983.0717 EXT. 239 0 FAX 540.983.0723 0 SBDC eROANOKECKAMBER.ORG ROANOKE REGIONAL SMALL BUSINESS DEVELOPMENT CENTER - BY THE NUMBERS... v "wag The mission of RRSBDC is to promote small In 2012, RRSBDC... business creation, growth, and development, by providing no cost professional business * 796 Hours of FREE counseling counseling, affordable training opportunities, * 530 Counseling sessions & information resources. RRSBDC assists individuals purchasing a business, existing * 218 Clients small businesses, not-for-profits, and aspiring * 122 In Business business owners. * 91 Not Yet In Business * 3.65 Average hours/client Roanoke City.. Economic Impact... Economic Impact... Capital Formation $ 2,153,787 Capital Formation $2,820,387 Increased Sales $ 506,815 Increased Sales $1,609,415 Jobs Created / Retained 82 Jobs Created / Retained 167 Business Start-ups 20 Business Start-ups 37 * 433.3 Hours of FREE counseling * 284 Counseling sessions Training... * 101 Clients * 24 Events * 54 In Business * 381 Attendees * 47 Not Yet In Business * 4.29 Average hours/client Nd-�a V�-b° The Roanoke Regional SBDC is funded in part through a cooperative agreement with the LL59mall Business Administration All opiniws.conclusions,or remm views ons esFressed are Prose of author(s)and do not reflect the views of se SBA G,MtA Amer awn..a....•....r.. HELPING SMALL BUSINESSES GROW AND SUCCEED SBDC ROANOKE REGIONAL SMALL BUSINESS DEVELOPMENT CENTER 210 S. JEFFERSON STREET 0 ROANOKE, VIRGINIA 24011-1702 540.983.0717 EXT. 239 D FAX 540.983.0723 0 SBDC @ROANOKECHAMBER.ORG d CITY OF ROANOKE trl_' - OFFICE OF THE CITY CLERK ' ..:,r_ 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: clerk®roanakeva.gov JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC Assistant Deputy City Clerk May 9, 2013 Karl Kleinhenz, Secretary Fair Housing Board Roanoke, Virginia Dear Mr. Kleinhenz: This is to advise you that Valerie N. Hale and Helen M. Muddiman have qualified as a members of the Fair Housing Board for three-year terms of office ending March 31, 2016. Sincerely, }�,..� y�,� 1 1r1• rn1M) Stephanie M. Moon, M City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Valerie N. Hale, do solemnly swear that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Fair Housing Board for a three-year term of office ending March 31, 2016, according to the best of my ability. So help me God. Hah Vale l NI'r The foregoing oath of office was taken, sworn to, and subscribed before me by Valerie N. Hale thisc9241day of (∎1 2013. Brenda S. Hamilton, Clerk of the Circuit Court BY Lb.AI4L!SiJU .. • 'I , Clerk 1 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Helen M. Muddiman, do solemnly swear that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Fair Housing Board for a three-year term of office ending March 31, 2016, according to the best of my ability. So help me God. . LL?2.n,�Yl` l u QCCuta elen M. Muddiman The foregoing oath of office was taken, sworn to, and subscribed before me by Helen M. Muddiman this 15." day of "rz^ I 2013. Brenda S. Hamilton, Clerk of the Circuit Court By ....A c: 1 ., errs' 01 0 Clerk T 11� /O IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39639-050613. A RESOLUTION approving the recommendation of the Roanoke Valley Regional Cable Television Committee to approve the annual operating budget for Fiscal Year 2013-2014 for the operation of the regional government and educational access station, Roanoke Valley Television(RVTV, Channel 3), and for the City to provide partial funding. WHEREAS, the Roanoke Valley Regional Cable Television Committee (Committee) has reviewed and approved the annual operating budget for Fiscal Year 2013- 2014 for the operation of RVTV and has requested that the City of Roanoke approve that operating budget; WHEREAS, the Committee is comprised of representatives from the City of Roanoke, Roanoke County, and the Town of Vinton and these jurisdictions have agreed to provide funding for the purposes for which the Committee was created, including the support of the operation of a regional government and educational access station, RVTV; WHEREAS, such jurisdictions have agreed to provide funding as stated in the -agreement creating the Committee and the Committee has recommended that the City of Roanoke provide partial funding to RVTV in the amount of $199,117, plus an additional $3,360; and WHEREAS, this Council desires to approve the recommendation of the Committee and provide partial funding as requested by the Committee. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The annual operating budget of $382,917, which is the amount being requested from the member localities, plus an additional amount of$3,360 from the City for the cost of providing closed captioning service for televising the monthly 9 a.m. City 1 Council Briefings or Sessions, all as set forth in the RVTV letter dated May 6, 2013, to this Council, is hereby approved. 2. In accordance with the Committee's request to the City to fund a portion of the RVTV operating budget mentioned above, the total amount of $202,477 (which consists of$199,117 as the City's portion of the requested budget amount, plus the $3,360 for closed captioning) will be provided by the City of Roanoke as its prorata share for the annual operational budget for RVTV for the Fiscal Year 2013-2014 as requested in the above RVTV letter dated May 6, 2013, to this Council. ATTEST: AClerk.Ay fl`A) &EV-FYI4 RVTV Resolution.doc 2 CITY OF ROANOKE Ii OFFICE OF THE CITY CLERK ' v'. 'If - 215 Church Avenue,S.W.,Suite 456 _=4 Roanoke,Virginia 24011-1536 1 Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M. MOON, MMC E-mail: clerk@roanokeva.gav JONATHAN a CRAFT, CMC City Clerk Deputy City Clerk May 9, 2013 CECELIA T. WEBB, CMC y Assistant Deputy City Clerk The Honorable Robert R. Altice, Chair Roanoke Valley Regional Cable Television Committee 616 South Maple Street Vinton, Virginia 24179 Dear Mr. Altice: I am enclosing copy of Resolution No. 39639-050613 approving the recommendation of the Roanoke Valley Regional Cable Television Committee to approve the annual operating budget for Fiscal Year 2013-2014 for the operation of the regional government and educational access station, Roanoke Valley Television (RVTV, Channel 3) for the total amount of $202,477.00 (which consists of $199,117.00 as the City's portion, plus $3,360.00 for Closed Captioning), as its pro rata share as requested in a letter drafted May 6, 2013, from RVTV. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 6, 2013. Sincer ly, yy�� • Stephanie M. Moon, MM -� City Clerk Enclosure pc: Michael Pedelty, Director of Public Affairs, Cox Communications, P. O. Box 13726, Roanoke, Virginia 24018 Deborah C. Jacks, Clerk, Roanoke County Board of Supervisors, P. O. Box 29800, Roanoke, Virginia 24018 Susan Johnson, Clerk, Town of Vinton, 311 S. Pollard Street, Vinton, Virginia 24179 Elaine Bays-Murphy, Cable Access Manager, Roanoke Valley Regional Cable Television, 541 Luck Avenue, S. W., Suite 145, Roanoke, Virginia 24016 Christopher P. Morrill, City Manager Ann H. Shawver, Director of Finance Amelia Merchant, Director, Office of Management and Budget Gary Tegenkamp, Assistant City Attorney CITY OF ROANOKE ")I CITY COUNCIL r _ 15 Church Avenue.S.W. Noel C.Taylor Municipal Building.Suite 456 Roanoke.Virginia 24011-1536 Felepho,c: (540) 53-2541 DAVID A.BOWERS Fax: (540)853-1145 Council Members Mayor William D.Bestpiteh Raphael F."Ray"Ferris Sherman P. Lea Anita J.Price Court G. Rosen David B.Trinklc May 6, 2013 The Honorable Members of Roanoke City Council Roanoke, Virginia Dear Members of Council: We jointly sponsor a request of the Roanoke Valley Regional Cable Television Committee to present its Fiscal Year 2013-2014 Budget, at the regular meeting of City Council to be held on Monday, May 6, 2013, at 2:00 p.m. Sincerely, David A. Bowers Ma or /PTV— avid B. Trinkle Council Member DAB/DBT:ctw VTV3 / Roanoke Valley Television May 6, 2013 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Subject: 2013-2014 RVTV Budget Dear Mayor Bowers and Members of City Council: On April 3, 2013, the Roanoke Valley Regional Cable Television Committee approved the attached RVTV Operating Budget for Fiscal Year 2013-2014 (attached) in the amount of $382,917. The proposed budget includes funding for closed captioning services for both the City Council and the Roanoke County Board of Supervisors Meetings. However, at the City's request, RVTV will also broadcast the monthly 9 a.m. City Council Briefings or Sessions for the next fiscal year. Such briefings replaced the broadcast of City Planning Commission Meetings for the same cost, as noted below. Since closed captioning services are also required for these additional meetings, the City will pay the additional cost of$3,360 for such extra services. Based on the number of Cox Communications subscribers for each jurisdiction, the City of Roanoke's share of the FY14 operating budget will be $199,117, plus an additional $3,360 for closed captioning—totaling $202,477. Accordingly, the City is requested to provide this amount as its portion of the RVTV FY14 operating Budget. Direct Services provided to the City of Roanoke in 2012 included: • Original Television Shows (12) Inside Roanoke, (12) Spotlight on City Schools, (4) PLAYVision • Government Meetings (24) Regular Roanoke City Council, (11) City Council Briefings • Original Video Productions (25)Video Productions—Ex. Teacher of the Year Video, Leadership College PSA, Adopt-A-Street PSA, State of the City Address (Entire list of Original Video Productions is listed on Page 6 of the RVTV Budget Packet) 541 Luck Ave., Suite 145 Roanoke, VA 24016 540-857-5021 www.rvtv.org The Honorable David A. Bowers, Mayor and Members of City Council May 6, 2013 Page Two As Cable Access Director for Roanoke Valley Television, I am pleased to respond to any questions or comments you may have with regard to the proposed RVTV operating budget for Fiscal Year 2013-2014. Sincerely, Elaine Bays-Murphy / Cable Access Director Roanoke Valley Television Attachment Cc: Christopher P. Morrill, City Manager Ann H. Shawver, Director of Finance Daniel J. Callaghan, City Attorney Stephanie M. Moon, City Clerk Sherman M. Stovall, Assistant City Manager for Operations Amelia Merchant, Director of Management and Budget The Honorable Robert A. Altice, Chair, Regional Cable Television Committee Gary E. Tegenkamp, Assistant City Attorney Melinda B. Mayo, Public information Officer To: Roanoke Regional Cable Television Committee From: Elaine Bays-Murphy, Director of Cable Access Date: April 3, 2013 Re: FY 2013-2014 Operating Budget Proposal BACKGROUND INFORMATION: Roanoke Valley Television, RVTV Channel 3, is a Government & Educational Access Station, serving the City of Roanoke, Roanoke County, the Town of Vinton and their respective school systems. RVTV-3 was created in 1992 as an agreement between the three localities to form a Government & Educational Access Station. The operational budget for RVTV is provided by the three local governments, and it is funded through the *Virginia Communications Sales and Use Tax Revenue paid by Cox Communications (*Attachment Page 5). The RVTV budget amount paid by each locality is based on the proportion of Cox Customers located in each jurisdiction. For calendar year 2012, Cox Communications paid to the Commonwealth a total of$2,461,352. The Commonwealth paid the three localities their appropriate share. *Amounts do not represent the adjusted amount paid by the Commonwealth to the localities. City of Roanoke: *$1,239,874 County of Roanoke: *$1,112,341 Town of Vinton: *$109,137 Total: $2,461,352 VA Communications Sales & Use Tax Revenue Currently, RVTV employs five full time staff members. RVTV-3 produces original videos, monthly television shows, and covers live government meetings. Roanoke Valley Television produced the following in 2012: • 60 Original Television Shows (12) Inside Roanoke, (12) Roanoke County Today, (12) Spotlight On City Schools, (12) Accent Excellence, (4) Roanoke County Business Partners, (4) Recreation Television, (4) PLAYVision Total Production Minutes: 1,800 minutes • 57 Regular Government Meetings (24) Regular Roanoke City Council, (22) Regular Roanoke County Board of Supervisors, (1 1) City Council Briefings • 41 Original Video Productions (*Attachment Page 6) Ex. Successes & Challenges RCPS, Regional Synthetic Drugs, Forum on Uranium Mining, High Ground Anniversary, PSAs: Anti-Bully, Arts & Entertainment Conference, Leadership College (Entire List Page 7) Total Production Minutes: 397 minutes Additionally, Roanoke Valley Television covered numerous special events including ground breakings, dedication ceremonies and news conferences. The approximate rate for video production work in the private sector is $1,500 per finished minute. The approximate RVTV Production Value for TV Shows & Video Productions is $3,295,500 (Total value does not include Government Meetings). RVTV-3 Capital Equipment improvements include the purchase and installation of Two Complete Panasonic Robotic Digital Camera Systems within the Roanoke County Board of Supervisors Room & Roanoke City Council Chambers. 1 BACKGROUND INFORMATION: On January 6, 2012, RVTV-3 launched the New RVTV-3 Website www.rvtv.org. The RVTV Website was awarded a Gold AVA Award and a Gold PRSA Summit Award for Website Design & Development. RVTV-3 also has both a Facebook Page https://www.thcebook.com/pages Roanoke-Valley- 1 ele‘Ision-RV TV-3/309417588746 and YouTube Channel htt:/iwww.youtube.com/user/RoanokeValley'[V?feature=mhee. r.,----‘, RVTV3 fir ",-L r j Pamer rb Trrvten I Mil Ear 1-en ,�yN 4 Gwanmml6 Efurnwm 4on k I �O f- ....m- d pM. R S , dy i CALENDAR rinm ca=. r1 : �..... et 3## •I a me Cmrvm xva emu, Penanfl e.0.au5 RVTV-3 Awards 3 t 1 L PA harm_ cr< Gold PRSA Summit Award Gold AVA Award RVTV-3 Website Development RVTV-3 Website Design 2 FISCAL IMPACT: The proposed FY2013/2014 Operating Budget request is $382,917. The current FY2012/2013 budget amount of $378,813 was partially funded by the RVTV Operating Surplus Account in the amount of$15,000, making the total funding provided by the localities $363,813. The RVTV-3 Operational Budget has been supplemented from the RVTV Operating Surplus Account for the last four years totaling the amount of$150,324 in funds used. Budget Year RVTV Surplus Funds 2012/2013 15,000 2011/2012 47,580 2010/2011 46,723 2009/2010 41,021 150,324 Total The proposed $382,917 is approximately 15.6% of the $2,461,352 paid by Cox Communications for the VA Communications Sales & Use Tax. *Amounts do not represent the adjusted amount paid by the Commonwealth to the localities. City of Roanoke: *$1,239,874 Roanoke County: *$1,112,341 Town of Vinton: *$109,137 Total: $2,461,352 The Operational Budget for RVTV is provided by the three localities based on the proportion of Cox Customers located in each jurisdiction. Cox calculates the percentage of subscribers (December 31, 2012) in each locality as follows: (2011 number of subscribers in parenthesis) Locality Subscribers Percentage City 23,692 (24,510) 52% (51%) County 20,221 (21,000) 44% (44%) Vinton 1,994 (2,084) 4% (5%) Total 45,907 (47,694) 100% (100%) Based on the above percentages, each member's contribution to the FY2013/2014 budget of$382,917 is: 2012/2013 Budget 2013/2014 Budget (15,000 Funded from RVTV Surplus) City $185,545 $199,117 County $160,078 $168,483 Vinton $18,190 $15,317 Total $363,813 $382,917 *In addition to the City's above share of$199,117, the City will also pay$3,360 for closed captioning for City Council Briefings. 3 ATTACHMENTS: RVTV Proposed 2013 - 2014 Budget 2012-2013 Budget Proposed Remaining % Expended 2013 -2014 Balance (01/31/13) 1010 Regular 192,967.00 209,851.00 84,751.19 59.61 2100 FICA 14,762.00 16,055.00 6,832.44 57.44 2200 Retirement-VRS 36,683.00 21,091.00 7,908.93 62.50 2202 Deferred Comp Match (650 x 3) 1,950.00 1,950.00 750.00 61.54 2300 Group Health Insurance 37,652.00 37,652.00 13,519.10 64.10 2310 Group Dental Insurance 1,900.00 2,003.00 648.55 62.51 2400 VRS Life 2,547.00 2,497.00 936.25 31.78 2500 Long Term Disability Insurance 487.00 673.00 436.60 65.06 2750 VRS Retiree Health Credit 464.00 525.00 176.10 45.81 3013 Professional Services-Other 27,500.00 27,500.00 17,064.80 38.68 (Closed Captioning) 3013A CC-City Council Briefings *City Only 3204 Repairs Vehicles(By Garage) 300.00 300.00 237.50 20.83 3209 Repairs (Other Equipment) - 1,000.00 1,000.00 800.00 20.00 3305 Maintenance Service Contracts 750.00 550.00 750.00 00.00 (Telephone) 5210 Postage 50.00 50.00 29.00 42.00 5230 Telephone 3,400.00 - 3,400.00 1,384.28 59.29 5233 Internet 1,390.00 1,390.00 555.80 60.01 5235 Cellular Phones (2 Smart Phones) 1,200.00 1,200.00 599.20 50.07 5305 Motor Vehicle Insurance 1,200.00 1,200.00 51.00 95.75 5308 General Liability Insurance 2,550.00 2,730.00 374.00 85.33 5420 Lease/Rent of Buildings 41,303.00 42,542.00 17,448.54 57.76 (8 x $3,510.01 4 x $3,615.31) 5501 Travel (Mileage) 100.00 100.00 100.00 00.00 5520 Dinner Meetings & Luncheons 150.00 150.00 150.00 100.00 5801 Dues & Association Membership 308.00 308.00 00.00 100.00 (Public Relations Society of America) 6010 Office Supplies-General 500.00 500.00 114.62 77.08 6013 Small Equipment & Supplies 2,000.00 2,000.00 1,091.57 45.42 6014 Video Supplies 4,000.00 4,000.00 2,830.89 29.23 6080 Gas, Oil & Grease 1,500.00 1,500.00 841.32 43.91 6091 Tires,Tubcs & Parts 200.00 200.00 88.24 55.88 Total $378,813.00 $382,917.00 159,595.50 58.60% Amount funded from RVTV Surplus Account(273500) -$15,000.00 -$00.00 Member Localities $363,813.00 $382,917.00 *In addition to the City's share of the above budget of$382,917, the City will also pay$3,360 for closed captioning for City Council Briefings. RVTV expended 98.33% of the 2011/2012 Budget. 4 RVTV Financial Report Current Account Balances as of January 31, 2013 273200 (Operating Budget) $159,595.50 273450 (Cox Cable Capital Grant) $1,024,059.58 (Balance includes accrued interest.) 273500 (Operating Surplus) $24,661.07 ($15,000 Minimum Balance to be maintained in the account) Account 273500 (Operating Surplus) represents the unused funds from the Operating Budget since 1992. RVTV does not lose these funds at the end of the fiscal year, rather they are rolled over into this savings account which may be used for future capital purchases or the operating budget. 2012 Virginia Communications Sales and Use Tax Revenue Paid by Cox Communications to the Commonwealth of Virginia for the Benefit of the City of Roanoke, County of Roanoke, and Town of Vinton Starting on January 1, 2007, the Virginia Communications Sales and Use Tax Act of 2006 (Va. Code 58.1-645 et seq.) required Cox Communications, as well as other cable television providers, to pay a five percent (5%) sales or use tax to the Commonwealth of Virginia in place of paying franchise fees to the localities, including the City of Roanoke, County of Roanoke, and Town of Vinton. Under the Act, the Commonwealth pays the amount of revenues it receives from cable television providers, like Cox, to the localities. For the calendar year 2012, Cox Communications paid to the Commonwealth of Virginia a total of$2,461,352. The Commonwealth of Virginia paid to the three localities the appropriate share of this total amount as a replacement amount for the franchise fees. *Amounts do not represent the adjusted amount paid by the Commonwealth to the localities. City of Roanoke: *$1,239,874 Roanoke County: *$1,112,341 Town of Vinton: *$109,137 Total: $2,461,352 5 RVTV 2012 Edited Video Productions Title Client Length Lead-Safe PSA City of Roanoke :60 (2)Anti-Bully PSA City Schools :30 ea. Medieval Faire PSA County of Roanoke :30 RRCACP (Animal Control& Protection) City/County/Town 6:00 Teacher of the Year City Schools 15:00 Regional Synthetic Drugs Conference City/County 14:00 Arbor Day PSA County of Roanoke :30 Lipizzan Stallions PSA County of Roanoke :30 Adopt-A-Street PSA City of Roanoke :30 Flag Day/High Ground Anniversary Town of Vinton 52:00 State of the City Address City of Roanoke 33:00 Forum on Uranium Mining in VA City of Roanoke 120:00 Vinton Dogwood Festival PSA Town of Vinton :30 Convocation Video City Schools 10:00 Citizens Police Academy PSA County of Roanoke :30 Vinton Farmers Market PSA Town of Vinton :30 Pack the Bus PSA County Schools :30 VHI Music Video Entry City Schools 4:00 Ilollins Fall Festival PSA County of Roanoke :30 9/11 Remembrance Ceremony County of Roanoke 25:00 Brownfield Grant PSA City of Roanoke :30 Regional Tourism Workshop PSA County of Roanoke :30 Tri-Wizard Tournament PSA County of Roanoke :30 Project Awesome PSA County of Roanoke :30 RoCo Alert PSA County of Roanoke :30 State of the County Address County of Roanoke 51:00 Successes& Challenges RCPS City Schools 12:00 Arts& Entertainment Conference PSA County of Roanoke :30 Recycling Tips PSA County of Roanoke :30 Tons of Fun PSA County of Roanoke :30 Leadership College PSA City of Roanoke :30 (12) Library Happenings City of Roanoke 7:00 min. ea. Total Minutes Produced 397 minutes 6 2012 Total Video Productions Total Productions City of Roanoke Roanoke County Town of Vinton 104 53 48 3 Percentage 51% 46% 3% 7 moil �, CITY COUNCIL AGENDA REPORT 1t To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Report on LEAN Project in Social Services I would like to sponsor a presentation by Dr. Eileen Van Aken and student project manager Greg Tise of Virginia Tech on their project being conducted with the Department of Social Services as part of the Administration's LEAN initiative. Christopher P. Morrill City Manager Distribution: Council Appointed Officers 5/1/2013 VirginiaTech Invent the Future Applying Lean Principles to the Department of Social Services ROANOKE Virginia Tech Senior Design Team Grade Department of Industrial and Systems Engineering Student Team#19:Greg Tise, Daniel Savo, Brian Keith,Tim Bolger Faculty Advisor: Dr. Eileen Van Aken Sponsor Contact:Connie Carter INVirginiaTech Invent the Future The deparment provides many services to Roanoke citizens • Disburses federal and state benefits —Supplementary Nutrition Assistance Program(SNAP) —Temporary Assistance for Needy Families(TANF) • Located in the City of Roanoke • Population of 98,641 • 213 total employees, with about '° nnenal• ..- 80 in benefit programs . , a 2 1 5/1/2013 WVirginiaTech Invent the Future Summary of the current state intake process r WAITING AREA 3 D Ellgl•le! I Caseworker determines eligibility/what else needed J 3 WVirginiaTech nvem hewwre The department targeted the intake process for improvement • Eligibility determination can take longer than desired • Clients spend more time at the Department of Social Services than necessary • Employees were frustrated with the process J Q 2 5/1/2013 INVixginiaTech ',went the Future A "lean approach" was used • Lean production has its roots in manufacturing (Toyota Production System) but has been applied to service organizations, including healthcare and government in recent years 5tafnat«n/ TS Pal MgTM L • •• 1ai Grean t "• GOVERNMENT Structured lean tools are used with employee creativity to: • Identify and eliminate non-value added activities(i.e.,"waste") • Improve flow in a process • Remove barriers in the workplace • Understand customer requirements • 4 resulting in reduced costs,lower leadtimes,improved customer satisfaction,improved employee morale 4 WVirgiiniaTech Invent the Future These measures were used to evaluate the intake process • Leadtime from application date to eligibility determination • Client time spent in the Department of Social Services • Employee perceptions • Perceived client satisfaction 5 3 • 5/1/2013 WVirginiaTech Invent the Future Analyzing the current state process exposed improvement opportunities • Intake process data analysis • Direct observations • Employee survey questionnaire • Cause-and-effect diagram �- • Pareto chart of top causes • Swim lane chart �VirginiaTech Inven!le FVfvre Process analysis showed deadlines were not met for some applications 5e 45 - Deadline to determine eligibility - 40 i 30 i1 Days rl 20 15 10 5 g March Apil May June July August TANF Application Lead time by Month 8 4 5/1/2013 al VirginiaTech Invent the allure Cause-and-effect diagram identified and organized causes Facilities/Equipment People; N \ Methods N t f 1� , a Less Efficient Intake Process / 'Materials / / Other Information 9 1VirginiaTech Invent the Future Excerpt from cause-and-effect diagram Methods second page when the Paging first one was not done Interruptions \ \ Getting Required Daily appointments Verifications lists Meeting Federal and State Not using phone Requirements Interviews Skipping of SNAP workers — + 1 Less Efficient Intake Process) 10 5 5/1/2013 VirginiaTech Invent The Future Pareto chart identified top causes 1 No.Applicants in office at a given time se 2 Getting required verifications so 3 Front desk unaware of worker schedule r° 4 Same line for intakes and appointments 5 Intake flow bo 6 Unrealistic client expectations on time Weighted 150 Score 7 Amount of paperwork 40 8 _Paging interruptions 30 •Causes IIIIII . I . . • • • _ _ 1 2 3 4 5 6 7 8 9 10 11 12 13 10 15 16 17 1e 19 zo Cause Number I tt VirginiaTech Invent the Future Swim lane chart shows the intake process visually o- r _ CLIENT - FRONT DESK _ No SCREENER Yes GO— CASEWORKER - — .II — - EXTERNAL ENTITIES 12 6 5/1/2013 WViginiaTech Invent the Future Improvement solutions were identified based on multiple inputs • Benchmarking study l alll .ht • si4 c ` • Nominal group technique • Future state swim lane chart 13 ®VirginiaTech Invent the Future Nominal group technique identified top solutions 400 1 Call center w/pending processing group 350 2 Movetowardonlineapps 3 Email/IM paging 300 4 Lobby redesign Weighted 250 5 Prioritized intakes Score___ 6 Scheduhngseen by everybody ,200 7 Front desk handles changes? 1150 8 Assigned lunch breal$ 9 Set intake cap 100 10 Walk-in changes done on computer in lobby 0 11iI „ 1 . 1II 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Solution Number 14 7 5/1/2013 [FVirginiaTech Invent theFuture Short- and long-term changes were identified Lead Time Time Spent in Client Employee OSS SalisheWn Perceptions Break letl Lunch 10113013 Y Scheduled V Instant Messenger - Paging 3I25I2013 ✓ Computer Blocks March 2013 Standardized etl Checklist tanch d Lobby Redesign -_ Triage System Call Center ✓ =Already implemented 15 II Virginia Tech Future state illustrates changes o Current State t a 4 handoffs �. o *^ ;�-- shown v v ro V tn a a L i u Future State -„ 3 handoffs LL o shown v ID in 16 8 5/1/2013 WVirginiaTech Invent he Future Results from this collaborative project • The leadtime will be reduced by about 60% for SNAP and 63% for TANF • The time a client spends in the Department of Social Services will be reduced by about 28% • Employee perceptions improved E.pa cH att'ka • Perceived client satisfaction improved �•"= 6 VirgfnfaTech !oven(the Future Employees think the process has Strongly Somewhat Somewhat Strongly Disagree Disagree Agree Agree improved Disagree Agree I think the recent changes to the f o o ' -1 intake processhaveimprovedthe '1 r—1 process - r I think the intake process needs to „. i be improved(reverse orientation)* I believe the clients are satisfied with the intake process* The front desk knows when I'm not available for an interview* i--I I *statistically significant difference at a=0.05 follow-up s s [IOnginalSurvey Survey 17 9 5/1/2013 VirginiaTech Invenf the Future The department is working toward full implementation • Three changes have been implemented 1. Assigned lunch breaks 2. Instant messenger paging 3. Computer blocks • Four changes are being further developed by the Department of Social Services 4. Standardized checklist 6. Call center Triage system 7. Lobby redesign �� 18 ®VirgtniaTech Invent the Future Acknowledgements Connie Carter Steve Martin 9 Department of Social F \ Services Work Group Dr. Eileen Van Aken 19 10 026 IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39640-050613. A RESOLUTION authorizing acceptance of the Shelter Plus Care Renewal Grant Award to the City of Roanoke from the U. S. Department of Housing and Urban Development,in the amount of$203,575; authorizing the City of Roanoke to serve as fiscal agent for the distribution of such funds; and authorizing the execution of the necessary documents. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the Shelter Plus Care Renewal Grant Award from the U. S. Department of Housing and Urban Development, in the amount of$203,575, with a required local in-kind dollar for dollar match of supportive services, such match to be provided by the City of Roanoke and various external agencies, for a one year period,beginning July 11, 2013, through July 10, 2014, to provide rental assistance and supportive services to disabled homeless individuals and their families, as more particularly described in the City Council Agenda Report dated May 6, 2013. 2. The City of Roanoke is authorized to be the fiscal agent for this grant and shall be responsible for distributing the grant proceeds. 3. The City Manager is hereby authorized to execute any and all requisite documents,in a form approved by the City Attorney,and to furnish such additional information as may be required in connection with the City's acceptance of this grant. ATTEST: try er R-Shelter Plus Care Home Grant5-6-2013 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39641-050613. AN ORDINANCE to appropriate funding from the United States Department of Housing and Urban Development for the Shelter Plus Care Grant, amending and reordaining certain sections of the 2012-2013 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2012-2013 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Shelter Plus Care 35-630-5305-2159 $ 203,575 Revenues Shelter Plus Care FY14 35-630-5305-5305 203,575 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: 5L4 , \1 n ' arn.)TY City Clerk. 070 P 71, `-0s r CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: City of Roanoke Shelter Plus Care Home at Last Grant Renewal Background: A Shelter Plus Care (SPC) grant allocation of $203,575 was awarded to the City of Roanoke for a one year period beginning July 11 , 2013, through July 10, 2014. A local in-kind dollar for dollar match of supportive services is required and has been committed to by the following agencies: Salem Department of Veterans Affairs Medical Center, City of Roanoke Department of Social Services, Total Action Against Poverty, Blue Ridge Independent Living Center, Blue Ridge Behavioral Healthcare, City of Roanoke Health Department, Support Systems, Inc., Dominion Day, Emotional Health Stabilization (EHS), Trust House, Salvation Army The Turning Point, Family Insight, National Counseling Group and the Roanoke Redevelopment and Housing Authority. Permanent supportive housing continues to be identified as a top priority for the Blue Ridge Continuum of Care and the Blue Ridge Interagency Council on Homelessness. This program provides rental assistance and supportive services to disabled homeless individuals and their families. Disabilities are defined as serious mental illness, chronic substance abuse, AIDS or related diseases and physical disabilities. Currently, 25 units are included in the SPC program, three in Roanoke County and the remainder in the City. Recommended Action: As fiscal agent, authorize the City Manager to accept the Shelter Plus Care Renewal Grant Award in the amount of $203,575 from the U. S. Department of Housing and Urban Development and execute the required grant documents on behalf of the City; such documents to be approved as to form by the City Attorney. Adopt the accompanying budget ordinance to establish a revenue estimate in the amount of $203,575 and appropriate funding in the same amount to an account to be established by the Director of Finance in the Grant Fund. // C ristopher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Jane R. Conlin, Director, Human/Social Services 7t,114:11:), I:.S.DE:PARTMENT OF HOUSING AND URBAN DEVELOPMENT WASHINGTON.UC 20410-7000 NN„, OFFICEOF ASSISTANT SECRETARY FOR COMMUNITY PLANNING AND DEVELOPMENT March 13,2013 Mr.Christopher Morrill City Manager Roanoke City&County/Salem CoC 339 Salem Avenue Roanoke,VA 24016 Dear Mr. Morrill: Congratulations! 1 am delighted to inform you that the Fiscal Year(FY)2012 Continuum of Care(CoC)Program application(s) your organization submitted was(were)selected for funding in the total amount of$343,997. 'the enclosure lists the name(s)of the individual project(s),the project number(s),and the award amount(s)for each conditionally selected application(s). The CoC Program is an important part of HUD's mission.CoCs all over the country continue to improve the lives of homeless men,women,and children through their local planning efforts and through the direct housing and service programs funded under the FY 2012 competition. The programs and CoCs funded through the CoC Program continue to demonstrate their value by improving accountability and performance every year. HUD commends your organization for its work and encourages it to continue to strive for excellence in the fight against homelessness. Congratulations again on your conditional award. Your local HUD field office will be sending a letter to provide your organization with more information about finalizing its award(s). HUD is counting on your organization to use these important resources in a timely and effective manner. • Sincerely, illad21114) Mark John n Deputy Assistant Secretary for Special Needs Enclosure • www.hud.gov eop.not hud.gov Enclosure VA0032L3F021205 VA-502- REN-City of Roanoke Shelter Plus Care(SPC) $203,575 VA003 IL3F021205 VA-502- REN-City of Roanoke Homeless Assistance Team $140,422 Total Awarded: $343,997 /fin f IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. .39642-050613. A RESOLUTION authorizing acceptance of a grant by the U. S.Department of Housing and Urban Development to the City of Roanoke Homeless Assistance Team,and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The supportive services grant from the U.S. Department of Housing and Urban Development to the City of Roanoke Homeless Assistance Team in the amount of$140,422,with a local cash match of$40,320 from the City, for a total program budget of$180,742, for a one year period beginning February 1,2013,as more particularly set forth in the City Council Agenda Report dated May 6, 2013, is hereby ACCEPTED. 2. The City Manager is hereby authorized to execute and file,on behalf of the City,the grant agreement and all necessary documents required to accept such grant. All documents shall be upon form approved by the City Attorney. 3. The City Manager is further directed to furnish such additional information as may be required in connection with the City's acceptance of this grant. ATTEST: -ne\r City Clerk. R-Roanoke Hat Grant 5-6-2013 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39643-050613. AN ORDINANCE to appropriate funding from the United States Department of Housing and Urban Development for the Homeless Assistance Team Grant, amending and reordaining certain sections of the 2012-2013 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2012-2013 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Regular Employee Salary 35-630-5355-1002 $ 95,145 Temporary Employee Wages 35-630-5355-1004 13,567 City Retirement 35-630-5355-1105 17,193 FICA 35-630-5355-1120 8,316 Medical Insurance 35-630-5355-1125 16,992 Dental Insurance 35-630-5355-1126 992 Life Insurance 35-630-5355-1130 1,132 Disability Insurance 35-630-5355-1131 320 Telephone 35-630-5355-2020 1,750 Telephone-Cellular 35-630-5355-2021 1 ,000 Administrative Supplies 35-630-5355-2030 1,750 Expendable Equipment <$5000 35-630-5355-2035 500 Motor Fuel Billed Through Fleet 35-630-5355-2039 2,500 Program Activities 35-630-5355-2066 18,285 Postage 35-630-5355-2160 300 Fleet Management Vehicle Repair 35-630-5355-7026 1,000 Revenues Homeless Assistance Team FY13 35-630-5355-5355 140,422 Homeless Assistance Team FY13 - Local 35-630-5355-5356 40,320 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST City CIhV "� CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Roanoke Homeless Assistance Team (HAT) Grant Renewal Background: The Blue Ridge Continuum of Care (CoC) continues to take practical steps that would have an immediate impact on the lives of the homeless in our community. The Advisory Council on Homelessness and the CoC constantly look for funding sources to address the needs of these individuals and families. The street outreach program goals are to assist homeless persons in their transition from streets and emergency shelters to transitional and permanent housing. HAT staff maintains office hours from 8:00 a.m. until noon after which time street outreach is conducted in shelters and other places not designed for human habitation. Through contacts and engagements, staff provides limited case management services including agency referrals, security deposits, food, transportation, and prescription assistance. Last year, the program assisted 1 ,271 clients. Based on Roanoke's 2012 Continuum of Care application, the Roanoke HAT was awarded a supportive services only grant from the U. S. Department of Housing and Urban Development (HUD) totaling $140,422 for a one year period beginning February 1 , 2013. A local cash match of $40,320 is required for a total program budget of $180,742. Recommended Action: Accept the HUD grant award described above and authorize the City Manager to take such actions and execute such documents as may be necessary to obtain, accept, implement, administer, and use such grant funds, including execution of any required grant agreement, such documents to be in a form approved by the City Attorney. Adopt the accompanying budget ordinance to establish revenue estimates in the amount of $140,422 for Federal grant funds and $40,320 for local match funds. Transfer funding in the amount of $40,320 from the Transfer to Grant Fund (01-250-9310-9535), and appropriate funding in the amount of $180,742 to accounts to be established in the Grant . d (r outlined in Attachment A) by the Director of Finance. Christopher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Jane R. Conlin, Director, Human/Social Services Attachment "A" 2012 - 2013 Homeless Assistance Team (HAT) Budget Line Item Amount Regular Employee Salary 95,145 Temporary Employee Wages 13,567 City Retirement 17,193 FICA 8,316 Medical Insurance 16,992 Dental Insurance 992 Life Insurance 1 ,132 Disability Insurance 320 Telephone 1 ,750 Telephone-Cellular 1 ,000 Administrative Supplies 1 ,750 Expendable Equipment <$5000 500 Motor Fuel Billed Through Fleet 2,500 Program Activities 18,285 Postage 300 Fleet Mgt Vehicle Repair 1 ,000 Total 180,742 HUD 140,422 City 40,320 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39644-050613. AN ORDINANCE to appropriate funding from the Department of Justice Federal Asset Sharing Program and the Department of Treasury Federal Asset Sharing Program for enhancing law enforcement operations, amending and reordaining certain sections of the 2012-2013 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2012-2013 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations DoJ Expendable Equipment 35-640-3304-2035 $ 18,162 DoT Expendable Equipment 35-640-3307-2035 6 Revenues DoJ Federal Asset Forfeiture 35-640-3304-3305 15,330 DoJ Federal Asset Forfeiture - Interest 35-640-3304-3306 2,832 DoT Federal Asset Forfeiture - Interest 35-640-3307-3308 6 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST; .px1l�(� �6Att)Clerk.�11`lL/ 3if CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Appropriation of Federal Asset Forfeiture Funds Background: In 1986, the United States Congress authorized the transfer of certain federally forfeited property to state and local law enforcement agencies that participated in the investigation and seizure of the property. Application for an equitable share of property seized by local law enforcement must be made to the U.S. Department of Justice and certified by the U. S. Attorney. This property, including funds shared with state and local agencies may be used only for the purposes stated in the application, i.e., narcotics investigations related to law enforcement. Participation in federally forfeited property sharing enhances the effectiveness of narcotics investigations by providing necessary investigation equipment and offsets the costs that would otherwise have to be borne by the City's taxpayers. Considerations: The Police Department receives funds periodically from the Federal Asset Forfeiture Sharing Program. Federal law mandates that these seized funds be placed in an interest bearing account until forfeited and that the interest earned be used in accordance with program guidelines. Revenue in the amount of $15,330 and interest in the amount of $2,838 has been collected and is available for appropriation to the corresponding grant fund account. The $18,168 will be appropriated to the expendable equipment budget which will allow the Police Department to continue to acquire new and replacement equipment for officers (ballistic vests, computer software, etc.) as well as equipment for vehicles (cameras, partitions, and window barriers, etc.) Recommended Action: Adopt the accompanying budget ordinance to increase the revenue estimate in the Grant Fund in the amount of $18,168 and appropriate funding in the same amount in t orr onding expendable equipment account (35-640-3304-2035). opher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Christopher C. Perkins, Chief of Police IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39645-050613. AN ORDINANCE to appropriate funding from the State Asset Sharing Program for enhancing law enforcement operations, amending and reordaining certain sections of the 2012-2013 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2012-2013 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Expendable Equipment 35-640-3302-2035 $ 60,590 Revenues State Asset Forfeiture - Interest 35-640-3302-3299 437 State Asset Forfeiture 35-640-3302-3300 60,153 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: _ NM. 00,n1 City Clerk. go RAOOLLO of c, CITY COUNCIL AGENDA REPORT `Q6 To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject: Appropriation of State Asset Forfeiture Funds Background: In 1991 , the Virginia General Assembly passed legislation allowing local law enforcement to seize property that is connected with illegal narcotics distribution. The Code of Virginia also makes it possible for Police Departments to receive proceeds from these forfeited properties. Application for an equitable share of the property seized by local law enforcement must be made to the Department of Criminal Justice Services, Forfeited Asset Sharing Program and be certified by the Chief of Police. Property which includes funds shared with state and local agencies may be used only for law enforcement purposes. Program requirements mandate that these funds be placed in an interest bearing account and the interest earned be used in accordance with program guidelines. Considerations: The Police Department receives funds periodically from the State Asset Forfeiture Sharing Program. The Code of Virginia mandates that these seized funds be placed in an interest bearing account until forfeited and that the interest earned be used in accordance with program guidelines. Revenue in the amount of $60,153 and interest in the amount of $437 has been collected and is available for appropriation to the corresponding grant fund account. The $60,590 will be appropriated to the expendable equipment budget which will allow the Police Department to continue to acquire new and replacement equipment for officers (ballistic vests, computer software, etc.) as well as equipment for vehicles (cameras, partitions, and window barriers, etc.) Recommended Action: Adopt the accompanying budget ordinance to increase the revenue estimate in the Grant Fund in the amount of $60,590 and appropriate funding in the same amount in the corre .0 ding expendable equipment account (35-640-3302-2035). Christopher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Christopher C. Perkins, Chief of Police IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39646-050613. A RESOLUTION authorizing the City Manager to execute any and all appropriate documents and take any such actions necessary to draw on the National Bank letter of credit associated with the Blue Hills Village Project, in the amount of$37,435.00. WHEREAS, a subdivision plat was approved by the City of Roanoke ("City") for the development of a parcel designated as Official Tax Map No.7160113 ("Blue Hills Village Project") by Blue Hills Village, LLC ("Blue Hills"); WHEREAS, as part of the aforementioned development, the City required Blue Hills to install certain right-of-way and stormwater management improvements; WHEREAS, portions of the required right-of-way and stormwater management improvements have not been completed; WHEREAS, as part of the development process, Blue Hills obtained a letter of credit from National Bank in favor of the City to ensure that all work was installed pursuant to the approved plan,including the uncompleted required right-of-way and stormwater management improvements; WHEREAS,National Bank has notified the City that the Blue Hills Village Project letter of credit will expire in the near future; WHEREAS, the expiration of the Blue Hills Village Project letter of credit will leave the City without assurance that all of the required improvements will be completed; WHEREAS, the City has made numerous requests of Blue Hills to complete the remaining improvements, but Blue Hills has failed to do so and has not extended the letter of credit; and WHEREAS,the City Manager has recommended that the City draw on the letter of credit for the Blue Hills Village Project and obtain $37,435.00 to complete the necessary and required improvements to the Blue Hills Village Project. THEREFORE BE IT RESOLVED by the Council of the City of Roanoke that the City Manager is hereby authorized to execute, for and on behalf of the City, upon form approved by the City Attorney, any documents necessary, and to take any other actions as are reasonable and necessary, to draw on the National Bank letter of credit in favor of the City in the amount of $37,435.00 for the Blue Hills Village Project to complete the required right-of-way and stormwater improvements. ATTEST: City lerk. ti R-Letter of Credit for Blue Hills Village Project.doc IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of May, 2013. No. 39647-050613. AN ORDINANCE to appropriate funding from the National Bank Letter of Credit to the Blue Hills Village Infrastructure Completion project, amending and reordaining certain sections of the 2012-2013 Capital Projects Fund Appropriations and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2012-2013 Capital Projects Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Appropriated from Third Party 08-310-9684-9004 $ 37,435 Revenues Blue Hills Village LOC 08-310-9684-9684 37,435 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: h� Q+v aJ 1 ` 1 . ) City Clerk. /AOi�T /�_ 'f CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 6, 2013 Subject Blue Hills Village Letter of Credit Drawdown Background: A subdivision plat was approved by the City of Roanoke on August 20, 2007 for the development of a parcel located at the corner of Orange Ave and Blue Hills Drive (official Tax Map No. 7160113), such development to include a new street and five (5) new commercial lots. As part of the development of this subdivision, right - of - way and stormwater management improvements were required to be installed by the developer. These right of way improvements included curb, gutter, sidewalk, and landscaping. The stormwater management improvements included a new storm drain system and a detention pond. As a part of the development process, the above-referenced items included in the subdivision site plan were required to have a project guarantee. A letter of credit from National Bank was posted for the Blue Hills Village Project to ensure all site work was installed according to the approved plan. The project was completed with the acceptance of the street in June of 2010 with site work and right-of-way improvements installed, except the installation of a portion of sidewalk, approximately 180 linear feet, two handicapped ramps and the conversion of the existing sediment basin to the permanent stormwater detention pond. The estimated cost to complete this work is $37,435.00. Considerations: This action was triggered by notification from National Bank that the project guarantee was set to expire. Without the guarantee in place the City of Roanoke has no assurance that the required improvements will be completed. The developer, Blue Hills Village, LLC, has been repeatedly directed to move forward with either completing the improvements or extending the letter of credit to cover those improvements. To date the developer has failed to do either. Therefore, it is in the City's interest to obtain the funds necessary to complete the required work by drawing on the letter of credit. Recommended Action: Authorize the City Manager to execute all appropriate documents and take other actions as necessary to draw a draft on the National Bank Letter of Credit (1 757) in the amount of $37,435. Establish a revenue estimate of $37,435 in the Capital Projects Fund and appropriate funding in the amount of $37,435 to complete the Blue Hills Village right - of - way and detention pond improvements in account #08-310-9684- 9055. 91/ . . er P. Morrill City Manager Distribution: Council Appointed Officers Steven J. Talevi, Assistant City Attorney Brian Townsend, Assistant City Manager for Community Development Chris Chittum, Director, Planning, Building and Development Danielle Bishop, Development Review Coordinator 2 CITY OF ROANOKE �i DEPARTMENT OF FINANCE "-�') fir- 215 Church Avenue,SW, Suite 461 PO Box 1220 .,- Roanoke, Virginia 24011-1220 I elephone. (5401853-2821 Fax: (5401853-6142 ANDRLA L l RENT ANN H.SHAW VLR.CPA Assistant Director of Finance Director or Finance May 6, 2013 Dear Mayor Bowers and Members of City Council: Subject: March FY13 Financial Report - City of Roanoke The following financial report provides commentary on the City's financial results for the nine months ended March 31 , 2013. FY13 year-to-date revenues decreased 0.4% or $693,000 from the prior year as adjusted for Daycare, the Meals tax rate reduction, and the January 1st rate increase in Transient Occupancy tax, and as presented in the accompanying financial statements. In comparison, the budgeted increase was 0.4%when comparing the FY13 adopted budget against the FY12 adjusted final results. The year over year decline is predominantly due to the timing of receipt of the April 5'" installment real estate taxes. Business License Tax, an important economic indicator, increased approximately 3.0% with 96% of the tax collected through the end of March. Significant year-to-year variances are explained in further detail in this report. Year-to-date expenditures in FY13 increased 2.1% from the prior year as adjusted for Daycare and Eat for Education funding of Roanoke City Public Schools. The adopted expenditure budget for FY13 was 0.1% or $207,000 higher than the adjusted FYI 2 actual. Current year expenditures are ahead of budget related to higher workers' compensation, correctional facility costs and costs related to the derecho event. A 3.0% pay raise for employees went into effect July 2012 and affects comparisons throughout the year. Also, to the Sheriff's Department employees enrolled in the Virginia Retirement System (VRS), an additional pay increase of 5.0% was provided to offset an employee contribution of 5.0%. The City expects to meet its overall revenue and expenditure budget for FY13 and carefully oversees the budget through hiring management and monitoring of departmental spending to ensure obligations are met. Major expenditure variances are described in further detail in the expenditure section of this report. Honorable Mayor and Members of Council May 6, 2013 Page 2 Revenues: Commentary on the significant categories of revenues and/or significant revenue variances is provided as follows: General Property Tax revenues declined 4.5% or $3.2 million compared to FY12. The majority of the decrease was primarily a result of the timing of the receipt of the April 5" installment of real estate tax payments which were received earlier in the prior year. Offsetting the decline was an increase in Public Service Corporations real estate tax and in current Personal Property taxes due to lower exonerations in the current year. Given the May 31 due date, the vast majority of Personal Property tax is collected in May and June and is expected to exceed FY12 by approximately 3.0%. Personal property bills were mailed to property owners in mid April. Other Local Tax revenues increased 2.8% or $1 .3 million compared to the same period in FY12 as adjusted for the Meals Tax rate reduction and the FY13 increase in Transient Occupancy tax, effective January 2013. Business License tax, due March 1 , increased 3.0%. The Transient Occupancy tax, adjusted for the one percent rate increase, performed well with growth of 7.2% or $157,000 due to increased room demand, a result of the Roanoke Valley Convention and Visitors Bureau's increased media coverage. Sales tax increased 2.4% or $269,000. This tax is received two months in arrears so March revenues reflect January year to date sales. Current year favorable results were in part due to increased retail and restaurant activity following the late June derecho event. Food and Beverage tax increased 4.4% or $358,000 over the prior year when adjusted for the change in the tax rate. Telecommunications tax increased 3.0% or $122,000, primarily a result of a refund paid by the Commonwealth to a provider in the prior year. The refund reduced locality revenues in FY 12, boosting FY 13 year-to-date growth. Adjusted for this, Communications taxes declined slightly compared to FY 12. The growth in local taxes is indicative of positive improvement in the Roanoke economy. Permits, Fees and Licenses increased by 21 .2% or $139,000 compared to FY12 mainly as a result of increased building inspection fees from a few major projects, such as the new FedEx Facility, the Shenandoah Life Building and the Elmwood Park Renovations. Revenue from the Use of Money and Property decreased by 31 .7% or $46,000 compared to the same period in FY12, primarily a result of lower interest earnings due to economically driven reduced rates of return. Honorable Mayor and Members of Council May 6, 201 3 Page 3 Intergovernmental revenues, adjusted for the change in Daycare, increased 1 .8% or $670,000. Local Aid to the Commonwealth was favorable due to a reduction in the City's required local aid to the Commonwealth payment. Also contributing were increased reimbursements for Foster Care, a partial reimbursement from the Federal Emergency Management Agency (FEMA) of $270,000 for derecho related expenses and street maintenance funding offset by reductions in the reimbursable portion of sheriffs department expenses, the timing of Comprehensive Services Act (CSA) reimbursements and an error in the Department of Criminal Justice Services' 3'd quarter Law Enforcement 599 funding payment. The state erroneously reduced locality payments which will be rectified with the 4`h quarter payment. Expenditures: The fiscal year 2013 adopted General Fund expenditure budget totaled $253.0 million and in addition, included funding of approximately $1 .1 million to cover contracts and purchase orders made during fiscal year 2012 but not paid by the end of that year. Based on a $500,000 or 10%variance threshold at the category level, variances are discussed as follows: Public Safety was up 1 .8% or $852,000 primarily due to increased Jail health care charges resulting from an increase in base health care cost, expansion in dental and psychiatric hours provided and additional healthcare coverage. These additional services were added based on inmate needs as determined by the Jail and the health care provider, Conmed. Increased salaries and workers' compensation costs also contributed to the increase, offset by reduced off duty police wages related to the Shenandoah Life Building. Public Works increased 4.3% or $793,000 from the prior year due to a contract increase and the timing of paving and sidewalk maintenance costs which were incurred earlier in FY13 compared to FY12. Public Works also incurred significant costs related to the derecho event. A portion of the derecho expenses have been reimbursed by FEMA. Nondepartmental increased 21 .2% or $683,000 primarily related to the funding of the Line of Duty Act (LODA) benefit and associated costs which ultimately will be incurred in each department according to usage and, to a lesser extent, increased transfers to the Capital Projects Fund which can vary from year to year. Honorable Mayor and Members of Council May 6, 2013 Page 4 Civic Facilities Fund In March, the Civic Center held 25 events with 23,206 attendees. This was four less events, and 8,913 less attendees than in March 2012. The number of March 2013 events exceeded the number of budgeted events by one, but attendance fell short of budget by 1 ,826. The programming at the Civic Center covers a wide variety of entertainment events which can cause comparisons between years to vary widely. Event highlights for March included a sold out Carrie Underwood concert, a sold out "Elvis Lives" performance, the annual MDA car show and the Shamrock Volleyball Tournament. In FY13 to date, there have been 205 events with 200,286 attendees. This is an increase of 1 .5% or three more events, and an increase of 7.3% or 13,500 more attendees compared with the same period in FY12. The FY13 year-to-date Operating Loss for the Civic Center was $1 ,023,000, a deterioration of 0.6% or $6,000 from FY12. Revenues decreased by $591 ,000, while expenses decreased by $585,000. The year-to-date Change in Net Assets for FY13 was a decrease of $371 ,000, compared to an FY12 decrease of $412,000, a 9.8% or $40,000 improvement. April programs included the annual Blue Ridge Bike Fest, Broadway in Roanoke's Dream Girls, comedian Ron White, country singer Brantley Gilbert, and a rock concert featuring REO Speedwagon, Styx, and Ted Nugent. Through March, the net operating loss for Global Spectrum, which manages the Civic facilities, has deteriorated $159,000 compared to their original FY13 year-to-date budget. Parking Fund The City's Parking Fund operates seven garages and five surface lots with a total FY13 budget of $3.3 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 generates sufficient working capital to fund facility improvements and repairs. FY13 year-to-date operating revenues through March decreased 3.4% or $86,000 compared to FY12. Facility revenues decreased about 3.5% or $77,000. Six facilities are ahead of FY12 and six facilities are behind FY12. All major customers are current. The vast majority of revenue decline is due to the loss of long term parkers, a result of the relocation of CBIZ from the downtown area and businesses utilizing fewer spaces. This decrease has been partially offset by additional, but lower paying, residential parkers. Honorable Mayor and Members of Council May 6, 2013 Page 5 The remaining $8,000 revenue decrease was due to lower on-street parking ticket fines and fees as a by-product of downtown construction as well as Virginia Western Community College (VWCC) initiating their own ticketing program in July 2011 . The early months of FY12 still saw some ticket revenues from VWCC. FY13 revenues contain no revenues from VWCC. On the expense side, spending levels for FY13 are up 16.2%, or $171 ,000, compared to FY12. This is partially due to $55,000 of expense for a Parking Coordinator position charged to the Parking Fund in FY13. In FY12, this position was charged to General Fund. In addition, year-to-date maintenance expenses are up about $45,000, driven primarily by a new alarm system at Church Avenue. Year-to-date water and electric expenses also increased approximately $28,000. While some Parking Fund expenses have increased, the City is making needed investments in its parking infrastructure. Lower revenues combined with higher expenses contributed to the deterioration of operating income by 93.2% or $294,000. City of Roanoke Pension Plan The Pension Trust Fund experienced an investment gain of 14.8% for the fiscal year- to-date through March 2013, which reflects gains in the domestic equity, international equity, convertible bond, real estate, fixed income, and alternative asset categories of investments. Investment performance for this period was slightly above the Policy Portfolio benchmark performance of 14.4%, due to performance in the domestic equity, international equity, fixed income, convertible bond, and real estate investment allocations. Pension Plan investment decisions are made with a long-term view, and the Roanoke Plan has outperformed its benchmark on all its measures. For the nine month period ending March, 2013, Plan Net Assets increased $29.2 million. This was a result of $8.1 million in employer contributions and $44.3 million in net investment gains offset by $23.2 million in benefit payments and Plan administrative expenses. Benefits Paid to Participants increased 4.0% due to a combination of the 1 .5% cost of living adjustment provided to eligible retirees effective July 1 , 2013 and higher retirement allowances having been earned by more recent retirees. Closing In closing, most national indices indicate an economy that is slowly improving. Political uncertainty, a weak global economy, and weak consumer confidence still remain threats. The February 2013 unemployment rate was 5.7% for Virginia and 8.1% for the United States. Comparatively, the Roanoke MSA rate was 6.0%, well below the U.S. rate but still slightly trailing the rate for Virginia. The Federal Honorable Mayor and Members of Council May 6, 2013 Page 6 Reserve is continuing its policy to hold interest rates at all-time lows and predicts this to continue at least thru late 2014. City taxes post promising growth thus far in FY13. Sales tax has grown, and the City continues to benefit from consumer spending through the meals and lodging taxes. The Business License tax performed well again in FY13 with growth of 3.0%. Revenue and expenditure budgets will continue to be carefully monitored as the year concludes. 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 Daniel J. Callaghan, 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 Report of City Manager Transfers Nine Months Ended March 31,2013 (Unaudited) Transfer Number Date Explanation From To Amount CMT12-00108 07/09/12 Impound Lot Improvements General Fund Contingency Capital Fund Contingency $ 40000 CMT12-00109 07/13/12 Operational Support for Local General Fund Contingency Roanoke Arts Commission; 35,000 Colors;Cremations Social Services CMT12-00111 07/18/12 Office Chairs General Fund Contingency General District Court 11,400 CMT12-00113 07/26/12 Small Business Development Memberships&Affiliations Economic Development 10,000 Center Support CMT12-00152 09/05/12 Automated Container General Fund Contingency Solid Waste Management 50,000 Replacement CMT12-00160 09/24/12 Reimbursement to HUD for Capital Fund Contingency Neighborhood Services 12,216 Unspent Funding for Cherry Hill Project CMT12-00193 12/13/12 Purchase of Replacement Jail Fleet Management 27,864 Vehicle CMT13-00002 01/09/13 4th Quarter Subsidy for FY12 General Fund Contingency Virginia Cooperative 14,975 Extension CMT13-00008 02/05/13 Coyner Springs Agreement General Fund Contingency Parks 8 Recreation 45,659 CMT13-00009 02/06/13 Employee Holiday Breakfast General Fund Contingency Human Resources 10900 CMT13-00027 02/13/13 Reduction in FY13 Departmental Police General Fund Contingency 37,382 Spending CMT13-00028 02/13/13 Reduction in FY13 Departmental Comprehensive Services Act General Fund Contingency 39,570 Spending CMT13-00030 02/13/13 Reduction in FY13 Departmental Custodial Services; Building General Fund Contingency 10065 Spending Maintenance CMT13-00031 02/13/13 Reduction in FY13 Departmental Fire General Fund Contingency 20606 Spending CMT13-00038 02/13/13 Reduction in FY13 Departmental Engineering General Fund Contingency 10309 Spending CMT13-00048 03/05/13 Historic Review Services for Housing FY12 Planning FY13 15,000 Melrose-Rugby and Riverland 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. 1 City of Roanoke,Virginia Report of City Manager Contingency Nine Months Ended March 31,2013 (Unaudited) Transfer Number Date Explanation To Amount Balance of Contingency at July 1,2012 $ 1,175,627 Contingency Transfers: CMT12-00109 07/13/12 Operational Support for Local Roanoke Arts Commission;Social (35,000) Colors;Cremations Services CMT12-00181 11/09/12 Governor's Housing Conference Planning,Building,8 Development (2,155) Tour Expenses CMT13-00002 01/09/13 4th Quarter Subsidy for FY12(Paid Virginia Cooperative Extension (14,975) in FY13) CMT13-00009 02/06/13 Employee Holiday Breakfast Human Resources (16,900) Available Contingency at March 31, 2013 $ 1,106,597 2 CITY OF ROANOKE,VIRGINIA GENERAL FUND FOR THE NINE MONTHS ENDED MARCH 31,2013 STATEMENT OF REVENUE (UNAUDITED) Current Revenue Actual Actual Percent of Revenue Budget July 1-March31 July 1-March31 FY13 vs FY12 Budget Revenue Source Budget Variance 2012-2013 2011-2012 Vadance Received General Property Taxes $ 103,924,000 $ (38480142) $ 87,437,858 $ 70,592698 (4.5%) 64.9% Other Local Taxes 71456000 (23.111,646) 46344,554 47.036.865 2.0% 677% Permits,Fees and Licenses 1013,000 (215,527) 797,473 658,006 21.2% 78.7% Fines and Forfeitures 1392,000 (339,694) 105 2,306 1058,083 (05%) 75.6% Revenue from Use of Money and Property 210,000 (110497) 99,503 145,733 (31 7%) 474% Intergovernmental 64.415,000 (26,614,096) 37,800904 37,131,357 1 8% 58.7% Charges for Services 7767,000 (2,067,022) 5,699,978 5,297,229 7.6% 734% Internal Services 2,63 2,000 (1,044,884) 1587,136 1,669,389 (4.9%) 60.3% Transfers From Other Funds 60,012 (10,000) 50.012 - 100.0% 833% Miscellaneous Revenue 471 000 (72,095) 398 905 372 225 7.2% 84 7% Subtotal(Adjusted) $ 253,340,212 $ (90,071,583) $ 163,268,629 $ 163961,585 (0,4%) 64.4% 2 Cents Meals Tax component - 3,217,427 Daycare 1,770,790 Transient Occupancy Rate Change effective 1/1113 62,226 - Total $ 163 330.855 $ 168,949,802 STATEMENT OF EXPENDITURES AND ENCUMBRANCES (UNAUDITED) Current Actual Actual Percent of Expenditure Uncommitted July 1-March31 July 1-March31 FY13 vs FY12 Budget Expenditures Budget Balance 2012-2013 2011-2012 Variance Obligated General Government S 13,129,523 $ 2,600,312 S 10.521211 S 10,075032 44% 80.1% Judicial Administration 7,805,023 1882,887 0922.136 5,726,983 34% 75.9% Public Safety 59,621997 11,831770 47,790,227 46.938,158 1.8% 80.2% Public Works 25,043689 5,626.367 19,417,322 18.624007 4.3% 77.5% Health and Welfare 37,075,226 11285.132 25,790,094 25850,109 (02%) 69.6% Parks,Recreation and Cultural 9,532,957 2,114,891 7,418,066 7,188,790 3.2% 77.8% Community Development 6,405,907 2,264,376 4,141,531 4,000,941 35% 64.7% Transfer to Debt Service Fund 14,005,255 984,021 13.021,234 12,739,944 2.2% 93.0% Transfer to School Fund 7 2,770,400 10227,289 54,543.111 54,064,401 09% 75.0% Nondepenmental 9 034 596 5,131,941 3,902,655 3,219,177 21.2% 43.2% Subtotal(Adjusted) 254,424,573 $ 61,956,986 $ 192,467,587 $ 188,427,542 2.1% 75.6% Eat for Education 3,534,642 Daycare 1,802,934 Total $ 193,765,118 3 CITY OF ROANOKE,VIRGINIA CIVIC FACILITIES FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE NINE MONTHS ENDED MARCH 31, 2013 (UNAUDITED) FY 2013 FY 2012 Operating Revenues Rentals $ 3,168,156 $ 3,629,822 Event Expenses 1,059,791 1,170,796 Advertising 108,044 123,630 Admissions Tax 360,526 395,020 Facility Surcharge/Ticket Rebate 361.928 406,777 Commissions 188,000 132,939 Ancillary 75.497 69,255 Miscellaneous 127,428 112,091 Total Operating Revenues 5,449,370 6,040,330 Operating Expenses Personal Services 929,222 921,200 Operating Expenses 4,582254 5,190,630 Management Fees 275,816 268,421 Depreciation 684,875 677,166 Total Operating Expenses 6,472,167 7,057,417 Operating Loss (1,022,797) (1,017,087) Nonoperating Revenues/(Expensesl Investment Income 48,803 42,359 Interest Expense (369,709) (438,813) Net Nonoperating Expenses (320,906) (396,454) Loss Before Transfers and Contributions (1,343,703) (1,413,541) Transfers and Contributions Transfer from Capital Projects Fund - 54,922 Transfer from General Fund 1,013,068 988,550 Transfer to Debt Service Fund (40,825) (41,625) Net Transfers and Contributions 972,243 1,001,847 Change in Net Assets $ (371,460) $ (411,694) 4 CITY OF ROANOKE, VIRGINIA PARKING FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE NINE MONTHS ENDED MARCH 31, 2013 (UNAUDITED) FY 2013 FY 2012 Operating Revenues Market Garage $ 358,325 $ 383,232 Elmwood Park Garage 400,583 421,783 Center in the Square Garage 223,053 211,645 Church Avenue Garage 425,252 480,632 Tower Garage 281,628 263,223 Gainsboro Garage 98,582 123,496 Campbell Garage 67,276 48,313 Williamson Lot 64,257 69,275 Higher Ed Center Lot 42,917 44,566 Market Lot 16,797 14,143 Elmwood Lot 61,086 56,762 Warehouse Row Lot 30,388 28,210 West Church/YMCA Lots 19,703 19,703 Off Street Parking Violations (All Locations) 23,992 25,950 On Street Parking Violations 295,039 303,510 Total Operating Revenues 2,408,878 2,494,445 Operating Expenses Operating Expenses 1,223,208 1,052,691 Depreciation 726,912 618,670 Total Operating Expenses 1,950,120 1,671,361 Operating Income 458,758 823,084 Nonoperating Revenues/(Expenses) Investment Income 43,076 36,232 Miscellaneous 17,455 - Interest Expense (497,951) (533,112) Net Nonoperating Expenses (437,420) (496,880) Income Before Transfers and Contributions 21,338 326,204 Transfers and Contributions Transfer from Capital Projects Fund - 6,154 Transfer to Fleet Fund - (17,500) Net Transfers and Contributions - (11,346) Change in Net Assets $ 21,338 $ 314,858 5 L CITY OF ROANOKE,VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED MARCH 31,2013 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 MARCH 31.2013. BALANCE AT BALANCE AT BALANCE AT • FEB 28,2013 RECEIPTS DISBURSEMENTS MAR 31,2013 MAR 31,2012 CONSOLIDATED FUNDS 57,313,532.80 40,385,677.69 $24,650,543.90 $73,048,666.59 $62,300,862.50 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 MARCH 31,2013.THAT SAID FOREGOING: CASH CASH IN HAND $15,910.68 CASH IN WELLS FARGO BANK 4,365,301.46 CASH IN VALLEY BANK 2,946.26 CASH IN HOMETOWN BANK 100.00 INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOL 19,243,959.85 SMITH BARNEY GOVERNMENT MONEY MARKET FUND 3,803,935.12 CERTIFICATES OF DEPOSIT . 12,508,512.75 U.S.AGENCIES 3,000,000.00 VIRGINIA SNAP PROGRAM(U.S. SECURITIES) 20,108,000.47 VALLEY BANK MONEY MARKET 10,000,000.00 TOTAL $73,048,666.59 April 12,2013 / S, EVELYN W.POWERS,TREASURER 6 CITY OF ROANOKE PENSION PLAN STATEMENT OF CHANGES IN PLAN NET ASSETS FOR THE NINE MONTHS ENDED MARCH 31, 2013 (UNAUDITED) FY 2013 FY 2012 Additions Employer Contributions $ 8,097,042 $ 8,935,567 Investment Income Net Appreciation in Fair Value of Investments 39,844,931 8,977,414 Interest and Dividend Income 5,075,438 4,747,664 Total Investment Gain 44,920,369 13,725,078 Less Investment Expense 615,344 514,464 Net Investment Gain 44,305,025 13,210,614 Total Additions $ 52,402,067 $ 22,146,181 Deductions Benefits Paid to Participants $ 22,833,920 $ 21,945,607 Administrative Expenses 319,787 340,940 Total Deductions 23,153,707 22,286,547 Net Increase/(Decrease) 29,248,360 (140,366) Net Assets Held in Trust for Pension Benefits: Fund Balance July 1 320,545,500 330,416,109 Fund Balance March 31 $ 349,793,860 $ 330,275,743 7 CITY OF ROANOKE PENSION PLAN STATEMENT OF PLAN NET ASSETS MARCH 31, 2013 (UNAUDITED) FY 2013 FY 2012 Assets Cash $ 1,112,683 $ 1,018,609 Investments, at Fair Value 351,244,073 331,724,123 Accounts Receivable - 507 Due from Other Funds 159 318 Total Assets $ 352,356,915 $ 332,743,557 Liabilities and Net Assets Liabilities: Due to Other Funds $ 2,562,984 $ 2,467,808 Accounts Payable 71 6 Total Liabilities 2,563,055 2,467,814 Net Assets Held in Trust For Pension Benefits $ 349,793,860 $ 330,275,743 8 7. b. 1 . City of Roanoke Financial Report Nine Months Ended March 31 , 2013 FY13 nr e e a Fund O • FY13 adopted revenue budget 0.4% above FY12 actual adjusted for Daycare and Eat for Education. • Revenues YTD through March decreased 0.4% in FY13 compared to FY12 as adjusted. • General Property decreased 4.5% partially offset by a 2.8% increase in Local Taxes. Real Estate decreased 5. 1 % related to the timing of receipt of the April 5th installment. Sales, Business License, Prepared Food, Telecommunication, and Transient Occupancy taxes had favorable results. • Expenditures are budgeted at 0. 1 % below adjusted FY12 actual. • Expenditures YTD increased 2. 1 % compared to FY12 as adjusted, primarily resulting from increases in Public Safety and Public Works. • The General Fund will continue to be managed with judicious hiring management and monitoring of departmental spending so as to remain within budget for the year. 2 • • Sales Tax Growth lit FY13 Revenue Estimate $ 18. 788 M 13.0 12.5 c 12.0 • Prior YTD Actual °- 11 .5 ❑ YTD Budget Ito ■ YTD Actual 10.5 10.0 Eight Months Ended 2/28 Sales tax revenues increased 2 .0% . Higher revenues were generated in July by increased activity following the late June derecho event. 3 .. .. .. .. .. .. . .. . .. .. .. .. .. .. .. .. .. .. . .. .. .. .. .. .. .. . . . . .. . .. . . . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . . . . . Continued Meals Tax Growth FY13 Revenue Estimate $ 12 .502 M 9.0 U) 8.5 c • Prior YTD Actual 8.0 ❑ YTD Budget • YTD Actual 7.5 7.0 Eight Months Ended 2/28 Revenue was 2.5% higher than FY13 budget. Adjusting for the tax rate change effective July 1 , 2012, revenues were 4.4% over prior year. 4 BPOL (Business and Professional Occupational License) Tax Increased for Second Year in a Row FY13 Revenue Budget $12.238M 14 (,) 13 212 E 11 10 as of March 31 ■ Prior YTD Actual ■ YTD Actual Fl FY13 Budget Tax due date was March 1st Revenues are 3.0% above last year with 96% of estimate collected Strong Performance in L ( Revised ) Transient Occupancy Tax Revenue Estimate $3378 M 2.40 2.35 2 2.30 ■ Prior YTD •_°- 2.25 Fl YTD Budget E 2.20 IN YTD Actual 2.15 2.10 Nine Months ended 3/31 Lodging tax revenue , adjusted for the rate increase effective January 1st, increased 7 .2% compared to FY12 indicating an increase in travel to the area. 6 Cigarette Tax Down From Budget 4 Cigarette Tax Revenue Estimate $2 .409 M 1 .90 1 .80 ■ -11� II Prior YTD •° 1 .70 C YTD Budget ■ ■ ■ YTD Actual 1 .60 ■ 1 .50 Nine Months Ended 3/31 Cigarette tax revenue has decreased 2.8% since FY12 and is 1 .7% lower than budget. Admissions Tax Revenue Down Slightly 4 Admissions Tax Revenue Estimate $0.420 M 0.38 0.35 � ■ Prior YTD •° 0.33 - YTD Budget ■ YTD Actual 0.30 0.28 Nine Months Ended 3/31 Admissions tax revenue decreased 3.0% since FY12 and is 1 .7% below budget. 8 Fundin g From the Commonwealth 25 % of Budget Budgeted revenues up $.807M or 1 % from FY12 FY13 FY12 FY13 % FY13 % Revenue Mar YTD Mar YTD $ Change Change Collect Trend Non- $ 494,000 $ 389,000 $ 105,000 26.8% 6.0% categorical Shared 5,409,000 5,552,000 ( 143,000) ( 2.6%) 61.4% Social 17,191 ,000 16,747,000 444,000 2.6% 62.3% Services Other 14,705,000 14,443,000 262,000 1 .8% 74.4% Categorical • Non-categorical increase due to reduction in required Local Aid to the Commonwealth • Shared expenses decrease resulted from reduced reimbursement of sheriff's department expenses • Social Services increase from higher Foster Care reimbursements offset by timing of CSA reimbursements • Other Categorical increased due to the derecho event reimbursement from FEMA and increased street maintenance funding offset by a shortage in the 3rd quarter DCJS payment for Law Enforcement 599 Note: Social Services for FY12 has been adjusted for the change in Daycare 9 Other Local Revenues All Other Revenues Comprise 5% of Budget FY13 FY12 FY13 % FY13 % Revenue Mar YTD Mar YTD $ Change Change Collected Trend Permits $ 797,000 $ 658,000 $ 139,000 21 .2% 78.7% I. Fines & 1 ,052,000 1 ,058,000 ( 6,000) (0.5%) 75.6% forfeitures Interest & 100,000 146,000 ( 46,000) (31 .7%) 47.4% rental Charges for 5,700,000 5,297,000 403,000 7.6% 73.4% services Internal 1 ,587,000 1 ,669,000 ( 82,000) (4.9%) 60.3% services Miscellaneous 449,000 372,000 77,000 20.6% 84.5% • Permits up from increased Building and Inspection Fees from a few major projects • Interest and rentals from lower interest earnings due to economically driven reduced rates of return • Charges for services increased due to improved EMS collections offset by reduction in Off-Duty Police billings • Internal services down from reduced charges for engineering for the Market Building Renovations, decreased Employee Health Services charges and the timing of the true-up for School Resource and Dare officers 10 Personnel (Salary/Benefit) Lapse Performing Ahead of Target 70 60 50 0 40 in 30 20 10 Target 9 Months Ended 3/31 Actual Fiscal Year savings projected to exceed budget by $150,000. YTD expenditure is .38% or $257,200 ii ahead of target. Workers ' Compensation Expenses Above Target 161- 3.0 N 2.0 0 1 .0 0.0 Target Actual 9 Months Ended 3/31 YTD expense is 70.5% or $881 ,300 above target of $ 1 .25M related to an increase in expenditures on large claims and as a result of several older claims with 12 ongoing costs. Comprehensive Services Act 5 Expenses Below Target 70 co 5.0 = p 4.0 2.0 = 1 .0 0 0.0 I I FY 2012 Actual FY 2013 Actual Target 9 Months Ended 3/31 YTD expenses are 12% or $633,800 below target of $6.6M . 13 Residential Juvenile Detention -it Expenses Above Target 1 .00 y 0.75 •—°- 0.50 0.25 0.00 Target Actual 9 Mo Ended 3/31 YTD expense is 12 .0% or $90,500 above target of $750,000 14 Solid Waste Tipping Fees Below Target 2.0 U, 1 .5 0 1 .0 0.5 0.0 Target Actual 9 Mo Ended 3/31 YTD costs are 5 .0% or $81 ,800 below target of $ 1 .6M despite tipping fee increases due to derecho storm debris. Reimbursement for storm related damages has been applied for from FEMA and VDEM . 15 Motor Fuel Expenses Below Target v, 1 .50 c .-c2 1 .00 0.50 0.00 Target Actual 9 Mo Ended 3/31 YTD expense 1 .2% or $16,900 below a non-seasonally adjusted target of $1 .33M . Costs are controlled by practice of contracting for fuel. Civic Facilities Fund Comparative Statement of Revenues and Expenses For the Nine Months Ending March 31 , 2013 FY 2013 FY 2012 Variance Total Operating Revenues $ 5,449,370 $ 6,040,330 (10%) Total Operating Expenses 6,472,167 7,057,417 8% Operating Loss (1,022,797) (1,017,087) (1%) Net Nonoperating Expenses (320,906) (396,454) 19% Loss Before Transfers and Contributions (1,343,703) (1,413,541) 5% Net Transfers and Contributions 972,243 1,001,847 (3%) Change in Net Assets $ (371,460) $ (411,694) 10% • 205 events FY13 YTD which is an increase of three events over one year ago and an increase of 7.3% or 13,500 attendees. • March 2013 had one more event but 1 ,826 fewer attendees than budget. • March events included a sold out Carrie Underwood concert and Elvis Lives performance, the annual MDA car show and the Shamrock Volleyball Tournament. • Decreased operating expenses which outpaced decreased operating revenues contributed to an operating loss improvement of 9.8% or $40,000, compared to prior year. 17 Parking Fund Comparative Statement of Revenues and Expenses For the Nine Months Ending March 31 , 2013 FY 2013 FY 2012 Variance Total Operating Revenues $2,408,878 $2,494,445 (3%) Total Operating Expenses 1,950,120 1,671,361 (17%) Operating Income 458,758 823,084 (44%) Net Nonoperating Expenses (437,420) (496,880) 12% Income Before Transfers and Contributions 21,338 326,204 (93%) Net Transfers - (11,346) (100%) Change in Net Assets $ 21,338 $ 314,858 (93%) • Operating Revenues decreased $86,000 primarily due to loss of long term parkers resulting from the relocation of CBIZ and businesses utilizing fewer spaces. • Parking Fund operating expenses increased $171 ,000 mainly resulting from a new alarm system at Church Avenue, a parking coordinator position now charged to Parking Fund instead of General Fund, and increased water and 1 8 electric expense. f Pension Plan Trust Outpacing Policy Benchmarks at all Measurement Intervals Roanoke Asset Allocation 3/31 /13 Performance Period Pension Plan Policy One Month 2.4% 2.3% Fiscal YTD 14.8% 14.4% One Year 13.0% 11.3% '=' Three Years 11.2% 10.4% Five Years 6.3% 5.3% • US Equities 400 ❑ Cash Equiv 111 ❑ Low (2/28/09) • Real Estate 350 1r— ui ' 11 6/30/08 ❑ Balanced —`� ❑ Convertibles 300 ❑ 6/30/09 ■ International Equities I. I ■ 6/30/10 ■ US Fixed Income 250 ■ 6/30/11 ❑ International Emerging Equities I� • Infrastructure Funds 200 I' ' ❑ 6/30/12 150 ❑ 12/31/12 II ' • 3/31/13 100 Pension Plan assumed rate of return is Market Value Assets ❑ High (10/31/07) (Millions) 7.75% 19 Unemployment T 9.0%-• \" 8.0%- ❑ Dec 11 7.0%-/ o\v ,\oo &cp. 111 Mar 12 6.0%'- o — • Jun 12 5.0%-" 4.0%— _ Sep 12 3.0% r - 7 n Dec 12 Roanoke VA US Feb 13 MSA February unemployment rates decreased, thought to be related to the abatement of fears related to the sequester. Trends indicate closing of gap between Statewide and Roanoke MSA unemployment rates. 20 . _ City Performance Stable Through March • Several local taxes continue to demonstrate strong growth : Sales, Meals and Lodging taxes in particular. • Business license taxes showing 3 .0% growth over prior year. • Expenditures through March are ahead of budget but are expected to be managed to remain within appropriated levels. • Pension Plan is performing above policy target at all measurement intervals. CITY OF ROANOKE t4- 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: clerk®roanokeva.gar JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC Assistant Deputy City Clerk May 9, 2013 William C. Dudley, Roanoke City School Board representative JoAnn Edmunds, Democratic Committee representative Delvis "Mac" McCadden, SCLC representative Herbert R. Moore, Republican Committee representative Braxton G. Naff, Roanoke Neighborhood Advocates representative William "Rob" Roberts, Blue Ridge Independent Living Center representative Jane M. Smith, Roanoke Electoral Board Officer of Elections Charles G. Steele, Ill, Roanoke Electoral Board Officer of Elections Keith Wheaton, NAACP representative Ladies and Gentlemen: I am enclosing copy of Resolution No. 39648-050613 changing the time within which the Election Precincts Task Force is requested to present its recommendation to Council, in writing, to June 3, 2013. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 6, 2013. Sincerely, p LAry) .YYICAJ Stephanie M. Moon, MMC City Clerk Enclosure pc: Daniel J. Callaghan, City Attorney Laverne G. Shepherd, City Registrar Michael Shockley, Budget Administrator, Department of Management and Budget Kennie Harris, GIS Analyst, Department of Technology ll" U IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 6th day of May, 2013. No. 39648-050613. A RESOLUTION changing the time within which the election task force is requested to present its recommendation to Council. WHEREAS, pursuant to Resolution No. 39564-010713 adopted January 7, 2013, nine (9) individuals were nominated to review the current alignment of the City's voting precincts, the Electoral Board Proposal, and the voting process and to make such recommendations to City Council as to the realignment or consolidation of the City's voting precincts as the task force deemed advisable. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the task force is requested to provide its recommendation to Council, in writing at the June 3, 2013 Council Work Session at 10:00 a.m. ATTEST: \�''"�.) City/ Clerk. K313-deasures&Elections Task Force reommendation date 5 2013 doe �Aa0 •. CITY OF ROANOKE t' OF THE CITY CLERK e - 215 Church Avenue,S.W., Suite 456 e Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail clerk@roanokeva.gav JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC May 9, 2013 Assistant Deputy City Clerk Chris Bryant 1315 Sewell Lane, S. W. Roanoke, Virginia 24015 Dear Ms. Bryant: At a regular meeting of the Council of the City of Roanoke which was held on Monday, May 6, 2013, you were appointed to the Parks and Recreation Advisory Board to fill the unexpired term of Adam Boitnott ending March 31, 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 a 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 Parks and Recreation Advisory Board. Sincerely, ere ", Stephanie M. Moon, MMC City Clerk SMM:jec Enclosures pc: Nicole Ashby, Secretary, Parks and Recreation 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 sixth day of May 2013, Chris Bryant was appointed as a member of the Parks and Recreation Advisory Board to fill the unexpired term of Adam Boitnott ending March 31, 2014. Given under my hand and the Seal of the City of Roanoke this ninth day of May 2013. %CIerk3 CITY OF ROANOKE IL i° OFFICE OF THE CITY CLERK �,-; 215 Church Avenue,S.W., Suite 456 � - '-t Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fa:: (540)853-1145 STEPHANIE M.MOON,MMC E-mail: clerk@roanokeva.gav JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC May 9, 2013 Assistant Deputy City Clerk Matthew W. Hogan 2403 Daleton Road, N. E. Roanoke, Virginia 24012 Dear Mr. Hogan: At a regular meeting of the Council of the City of Roanoke which was held on Monday, May 6, 2013, you were appointed to replace Anthony M. Reed as a member of the Fair Housing Board for a term of office ending March 31, 2016. 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 Fair Housing Board. Sincer: , .onathan E. Craft, MC Deputy City Clerk SMM:jec Enclosures pc: Karl Kleinhenz, Secretary, Fair Housing Board (z-r/4� COMMONWEALTH OF VIRGINIA To-wit: CITY OF ROANOKE I, Stephanie M. Moon, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of May 2013, Matthew Hogan was appointed to replace Anthony M. Reed as a member of the Fair Housing Board for a term of office ending March 31, 2016. Given under my hand and the Seal of the City of Roanoke this ninth day of May 2013. Air Ag. ry City Clerk t11 A y0 �-� ly ROANOKE CITY COUNCIL CONTINUATION OF RECESSED SESSION MAY 13, 2013 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order--Roll Call. The Invocation will be delivered by Mayor David A. Bowers. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Bowers. NOTICE: The Council meeting will be televised live and replayed on Channel 3 on Friday, May 17 at 7:00 p.m., and Sunday, May 19 at 4:00 p.m. Council meetings are offered with closed captioning for the hearing impaired. Statement of Purpose. Mayor Bowers. Adoption of measures in connection with the City's Recommended 2013-2014 Fiscal Year Budget. Introduction and Consideration of Ordinances and Resolutions: A Certificate of the Director of Finance advising that funds required for the 2013-2014 General Fund, Civic Facilities Fund, Parking Fund, Department of Technology Fund, Fleet Management Fund, Risk Management Fund, School Fund, School Food Services Fund, School Athletics Fund and Grant Fund budgets will be available for appropriation. Received and filed. 1 1. Adoption of Annual General, Civic Facilities, Parking, Department of Technology, Fleet Management, Risk Management, School General, School Food Services, School Athletics and Grant Fund appropriations for the fiscal year beginning July 1, 2013 and ending June 30, 2014. Adopted Budget Ordinance No. 39649-051313. (7-0) 2. Adoption of a Classification Plan for officers and employees of the City; and authorization for certain salary adjustments/increments and merit increases and monthly stipends for certain board and commission members, effective July 1,2013. Adopted Ordinance No. 39650-051313. (7-0) 3. Approval of compensation for Council-Appointed officials, effective July 1, 2013. Adopted Ordinance No. 39651-051313. (7-0) 4. Increase and establish annual compensations for the Mayor and Members of City Council, effective July 1, 2014. Item taken at end of agenda. (See below) 5. Revisions to Resolution No. 39108-050911 with regard to the Roanoke City School Funding Policy. Adopted Resolution No. 39652-051313. (7-0) 6. Amendments of the City's Fee Compendium (fee and rate schedule) in connection with proposed fee and rate changes for court costs to support the Local Criminal Justice Academy, copy fees, real estate affidavit, list of heirs'fee, and Market Garage overnight rate, effective July 1, 2013. Adopted Ordinance No. 39653-051313,Resolution No. 39654-051313,Ordinance No. 39655-051313 and Resolution No. 39656-051313. (7-0) 7. Amendment of the City Code in connection with retirement benefits for Roanoke City employees, effective May 13, 2013. Adopted Ordinance No. 39657-051313. (7-0) 8. Amendment of the City Code in order to eliminate the Department of Billings and Collections as a separate department under the Director of Finance, effective July 1, 2013. Adopted Ordinance No. 39658-051313. (7-0) 9. Endorsement of a certain update to the Five-year Capital Improvement Program for fiscal years 2014-2018, in the total amount of$124,050,332.00.. Adopted Resolution No. 39659-051313 and Budget Ordinance No. 39660- 051313. (7-0) 2 10. Appropriation of FY2014 funds for Enterprise Zone. Adopted Budget Ordinance No. 39661-051313. (7-0) 11. Approval of the 2013-2014 Annual Update to the 2010-2015 Consolidated Plan and for submission to the United States Department of Housing and Urban Development (HUD) for final review and approval. Adopted Resolution No. 39662-051313. (7-0) 12. A communication from Council Member Anita J. Price, Chair, City Council Personnel Committee requesting that Council convene in a Closed Meeting to discuss a personnel matter, being the annual performance evaluations of five Council- Appointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. (7-0) Item 4- Increase and establish annual compensations for the Mayor and Members City Council, effective July 1, 2014. Matter was discussed; and action on the measure was postponed until the June 3 regular session of Council at 2:00 p.m., with public comments to be received during the 7:00 p.m. session on May 20, and at 2:00 p.m. on Monday, June 3. RECESSED — Reconvened in Council's Conference Room for Closed Meeting. Vice-Mayor Rosen left the Closed Meeting following the evaluation of the City Attorney; and Council Member Bestpitch left the meeting immediately following the evaluation of the City Clerk. CERTIFICATION OF CLOSED MEETING. (5-0, with Vice-Mayor Rosen and Council Member Bestpitch absent.) ADJOURNED. 5:37 P.M. 3 �� I l,1 CITY OF ROANOKE "!f * _ DEPARTMENT OF FINANCE 215 Church Avenue,SW, Suite 461 PO Box 1220 Roanoke, Virginia 24011-1220 fdcphone. (5401853-2821 10x'. (540)853-6142 ANN II.SIIAW VER,CPA ANDREA F.TRENT Assistant Director of Finance Director of Finance May 13, 2013 TO: Honorable Mayor and Members of Council FROM: Ann H. Shawver, Director of Finance SUBJECT: Certification of Funding I, Ann H. Shawver, Director of Finance of the City of Roanoke, in accordance with paragraphs (h) and (i) of Section 25.1 of the Charter of the City of Roanoke, do hereby certify that funds required for the 2013 - 2014 General Fund, Civic Facilities Fund, Parking Fund, Department of Technology Fund, Fleet Management Fund, Risk Management Fund, School Fund, School Food Services Fund, School Athletics Fund and Grant Fund budgets will be available for appropriation. ry, r5 Director of Finance AHS:ca IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day ofMay, 2013. No. 39649-051313. AN ORDINANCE adopting the annual General, Civic Facilities, Parking, Department of Technology, Fleet Management, Risk Management, School General, School Food Services, School Athletics and Grant Funds Appropriations of the City of Roanoke for the fiscal year beginning July 1, 2013, and ending June 30, 2014; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. That all money that shall be paid into the City Treasury for the General, Civic Facilities, Parking, Department of Technology, Fleet Management, Risk Management, School General, School Food Services, School Athletics and Grant Funds in the fiscal year beginning July 1, 2013, and ending June 30, 2014, shall constitute General, Civic Facilities, Parking, Department of Technology, Fleet Management, Risk Management, School General, School Food Services, School Athletics and Grant Funds and that as much of the same as may be necessary be, and the same is hereby appropriated to the following uses and purposes, to-wit: General Fund Revenues General Property Taxes $105,388,000 Other Local Taxes 74,518,000 Permits, Fees and Licenses 1,034,000 Fines and Forfeitures 1,592,000 Revenue from Use of Money and Property 214,000 Intergovernmental Revenue - State & Federal 65,722,000 Charges for Current Services 11,015,000 Miscellaneous 550,000 Total Revenues $260,033,000 Appropriations Treasurer $1,333,650 Clerk of Circuit Court 1,614,941 Juvenile and Domestic Relations Court Services 1,127,557 Juvenile and Domestic Relations Court Clerk 35,405 Magistrate 6,985 General District Court 32,690 Circuit Court 493,746 Commissioner of the Revenue 1,084,192 Sheriff $2,824,041 Jail 14,988,362 17,812,403 Commonwealth's Attorney $1,663,997 Cost Collections Unit 86,751 1,750747 City Council $235,035 Mayor Bowers 12,448 Vice-Mayor Rosen 3236 Council Member Lea 4,950 Council Member Bestpitch 1 ,500 Council Member Price 7,536 Council Member Trinkle 3,180 Council Member Ferris 2,500 270,385 City Attorney 1,082,253 City Clerk 466,915 Municipal Auditing 665,884 Department of Finance $2,655,602 On Street Parking 265,048 Real Estate Valuation 1,082,553 Board of Equalization 11,546 4,014,749 Residual Fringe Benefits 3,211,616 Miscellaneous 50,000 Transfers to School Fund 74,506,400 Transfers to Greater Roanoke Transit Company 1,804,105 Transfers to Debt Service Fund 13,225,490 Transfer to Other Funds 4,662,903 Funding for Reserves 875,000 Electoral Board 349,292 Office of Communications 403,261 City Manager 827,907 Roanoke Arts Commission 269,220 Economic Development 1,640,667 Memberships and Affiliations 2,668,160 Personnel Lapse (2,078,633) Contingency 2,051,855 Department of Management and Budget 535,867 Human Resources $1,102,324 Employee Health Services 645,363 1,747,687 E911 Center $2,409,959 E911 Wireless 601,000 3,010,959 Director of General Services and $234,333 Sustainability Purchasing 440,911 675,244 Building Maintenance $4,288,903 Custodial Services 680,201 4,969,104 Fire Administration $ 704,828 Fire Support 1,117,363 Fire Operations 17,577,859 Emergency Management 107,780 19,507,830 Director of Public Works $154,962 Solid Waste Management 6,449,403 Transportation - Streets and Traffic 5,489,775 Transportation - Paving 3,360,728 Transportation - Snow Removal 110,597 Transportation - Street Lighting 1,135,989 Transportation - Engineering & Operations 1,862,656 Environmental Management 194,868 Engineering 1 ,490,541 20,249,519 Planning and Development $1,175,726 Building Inspections 841,977 Neighborhood Support 113,584 Neighborhood Services 1,274,298 3,405,585 Parks $2,919,701 Parks & Recreation Administration 1,223,265 Recreation 1,640,509 Community Recreation 7,383 Park Programming 3,000 Outdoor Education 130,328 Athletics 62,017 5,986,203 Social Services 23,939,259 Youth Haven $641,728 Outreach Detention 272,719 914,447 Health Department 1,473,975 Mental Health 448,890 Human Services Committee 409,052 Comprehensive Services Act (GSA) 10,605,000 Police Administration $725,357 Police Investigation 3,961,636 Police Patrol 12,792,466 Police Services 2,959,073 Police Training 674,163 Police Animal Control 1 ,234,905 22,347,600 Libraries $3,357,200 Law Library 122,567 Virginia Cooperative Extension 67,267 3,547,034 Total Appropriations $260,033,000 Civic Facilities Fund Revenues Operating $2,576,279 Non-Operating 2,034,194 Total Revenues $4,610,473 Appropriations Operating Expenses $3,245,173 Debt Service 1,365,300 Total Appropriations $4,610,473 Parking Fund Revenues Operating $3,299,806 Total Revenues $3,299,806 Appropriations Campbell Garage 139595 Market Garage 252,061 Elmwood Park Garage 178,286 Center in the Square Garage 201,330 Church Avenue Garage 298,844 Tower Garage 261,042 Gainsboro Garage 181,725 Market Lot 15,499 Elmwood Lot 21,790 Warehouse Row Lot 20,119 Williamson Lot 19,627 Higher Ed Center Lot 36,647 Operating 304586 Parking Services 100,914 Debt Service 1,268,241 Total Appropriations $3,299,806 Department of Technology Fund Revenues Operating $6,148,285 Total Revenues $6,148,285 Appropriations Technology - Operating $4,362,623 Technology - Capital Outlay 650,000 Radio Technology - Operating 685,321 Radio Technology - Capital Outlay 450,341 Total Appropriations $6,148,285 Fleet Management Fund Revenues Operating $6,174,647 Non-Operating 100,000 Total Revenues $6,274,647 Appropriations Operating Expenses $4,361,397 Capital Outlay 1,913,250 Total Appropriations $6,274,647 Risk Management Fund Revenues $15,344,238 Operating $15,344,238 Total Revenues Appropriations Risk Management Administration $1,077,678 Risk Management - Other Expenses 14,266,560 Total Appropriations $15,344,238 School General Fund Revenues $159,618,386 Appropriations $159,618,386 School Food Services Fund Revenues $6,350,000 Appropriations $6,350,000 School Athletics Fund Revenues $1,691,000 Appropriations $1,691,000 Grant Fund Revenues Total Revenues $252,305 Appropriations Regional Drug Prosecutor $34,057 Victim Witness 31 ,835 Virginia Juvenile Community Crime Control 121,750 Act Homeless Assistance Team 40,320 Grant Match (Additional Local Share for 24,343 Compensation) Total Appropriations $252,305 2. That all salaries and wages covered by the Pay Plan, paid from the appropriations herein, shall be paid in accordance with the provisions thereof; 3. That the Director of Finance be, and she is hereby authorized and directed to transfer between accounts such appropriations for salaries and wages for the labor force as may be necessary to cover cost of labor performed by one department for another. 4. That funding for all outstanding encumbrances, at June 30, 2013, are re- appropriated to the 2013-14 fiscal year to the same department and account for which they are encumbered in the 2012-13 fiscal year. 5. That this ordinance shall be known and cited as the 2013-14 General, Civic Facilities, Parking, Department of Technology, Fleet Management, Risk Management, School General, School Food Services, School Athletics and Grant Funds Appropriation Ordinance; and 6. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. �A_{T_T_E�ST: y� ,`` 1 City Clerk. as CITY OF ROANOKE i OFFICE OF THE CITY CLERK , 215 Church Avenue,S.W.,Suite 456 L. % ±5 Roanoke,Virginia 24011-1536 `t Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail: clerk@roanokeva.gov JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIAT.WEBB,CMC Assistant Deputy City Clerk May 21, 2013 Carolyn Glover, Director Human Resources Roanoke, Virginia Dear Ms. Glover: I am attaching copy of Ordinance No. 39650-051313 adopting and establish a Pay Plan for officers, employees and constitutional officers of the City, effective July 1, 2013; providing for certain salary adjustments, merit increases; and authorizing various annual salary increments and supplements for certain officers and employees. The abovementioned measure was adopted by the Council of the City of Roanoke at a recessed meeting held on Monday, May 13, 2013, and is in full force and effect beginning July 1, 2013. Sincerely, Jonathan Craft, CMC Deputy City Clerk Attachment pc: The Honorable Octavia Johnson, Sheriff The Honorable Brenda Hamilton, Clerk of the Circuit Court The Honorable Donald Caldwell, Commonwealth Attorney The Honorable Sherman Holland, Commissioner of the Revenue The Honorable Evelyn Powers, Treasurer Lavern Shepherd, General Registrar Christopher P. Morrill, City Manager Daniel J. Callaghan, City Attorney Ann H. Shawver, Director of Finance Drew Harmon, Municipal Auditor Carolyn Glover May 21, 2013 Page 2 pc: Sherman M. Stovall, Assistant City Manager for Operations R. Brian Townsend, Assistant City Manager for Community Development Amelia Merchant, Director, Management and Budget Rebecca J. Cochram, Secretary, City Planning Commission and Board of Zoning Appeals Candace Martin, Secretary, Architectural Review Board IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39650-051313. AN ORDINANCE to adopt and establish a Pay Plan for officers, employees and Constitutional Officers of the City effective July 1, 2013; providing for certain salary adjustments, merit increases; authorizing various annual salary increments and supplements for certain officers and employees; providing for an effective date; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Pursuant to §2-69, Code of the City of Roanoke (1979), as amended, there is hereby adopted by the Council and made applicable to all classified officers and employees of the City on July 1, 2013, the Pay Plan hereinafter set out in its entirety, which shall read and provide as follows: Pay Minimum Maximum Grade Annual Annual Salary Salary 4 $18,865.08 $30,184.44 5 $19,808.88 $31,694.26 6 $21,293.74 $34,070.14 7 $22,938.50 $36,701.60 8 $25,343.50 $40,549.60 9 $28,003.82 $44,806.58 10 $30,946.50 $49,514.66 11 $33,126.34 $53,002.30 12 $36,935.86 $59,096.96 13 $41,184.26 $65,894.66 14 $45,919.38 $73,471.06 15 $51,200.50 $81,920.80 16 $57,834.66 $92,535.82 17 $64,485.20 $103,176.58 18 $71,900.92 $115,041.94 19 $81,165.24 $129,864.02 20 $90,498.72 I $144,798.16 K1MeasuresAYearly Measures220131Final Pay Plan Ordinance for 2013-2014(5-9-13)doc 2. The Pay Plan adopted by this Ordinance shall remain in effect until amended by Council. 3. Pursuant to §2-68, Code of the City of Roanoke (1979), as amended, effective July I, 2013, the City Manager shall promulgate and cause to be distributed among the officers and employees of the City a Classification Plan, consisting of a plan of classification assigning a pay grade and pay range in accordance with this Ordinance and class code to each position in the classified service of this City. 4. Performance increases, of up to two percent (2%) of the employees' current base salary, may be awarded officers and employees according to their performance scores. Effective July 1, 2013, for officers and employees appointed or hired after July 1, 2012, performance increases shall be prorated based on the number of pay periods served pursuant to policies and procedures promulgated by the City Manager. 5. If, after any applicable salary increases provided for in this Ordinance, any officer's or employee's salary is below the applicable minimum for his or her pay range, such officer's or employee's annual base salary shall be adjusted to the applicable minimum. 6. Annual salary increments payable on a bi-weekly basis are provided for the hereinafter set out job classifications which require the incumbent to privately own or lease a motor vehicle routinely used in the course of conducting City business as follows: POSITION TITLE ANNUAL SALARY INCREMENT Appraiser I $ 2,000 Appraiser II $ 2,000 Assistant City Managers $ 2,000 (unless City Manager has assigned a City vehicle to the individual Assistant) City Attorney $ 2,500 K.\Measures\Yearly Measures\20133Final Pay Plan Ordinance for 2013-2014(5-9-13)doc 2 City Clerk $2,500 City Manager $ 6,000 Deputy Director of Real Estate Valuation $ 2,000 Director of Economic Development $ 2,000 Director of Finance $ 2,500 Director of Planning, Building and Development $ 2,000 Director of Real Estate Valuation $ 2,000 Municipal Auditor $ 2,500 Supervising Appraiser $ 2,000 Business License Inspector Auditor $ 1,000 If the requirement that any of the foregoing officers or employees own or lease a motor vehicle for routine use in the conduct of City business should be eliminated, then the salary increment established by this Ordinance shall be terminated as of the date of elimination of such requirement. The City Manager is authorized, within the limits of funds appropriated therefore, to provide for similar salary increments for other officers or employees. 7. In order equitably to compensate sworn police officers assigned duties in a non- uniform capacity and in lieu of provision by the Police Department of uniforms and accessories, each such officer shall be accorded an annual salary increment of$600 payable on a bi-weekly basis as a uniform allowance. 8. Each employee of the Fire-Emergency Medical Services Department hired by the City as a Firefighter prior to April 18, 1991, who has received Emergency Medical Technician certification and actively participates in the City's First Responder Program shall be accorded an annual salary increment of$1,200 payable on a bi-weekly basis. K_Measures\Yearly Measures\2013\Final Pay Plan Ordinance for 2013-2014(5-9-13)doc 3 9. Each employee of the Fire-Emergency Medical Services Department who has been certified to either the Specialist or Technician level for the handling of hazardous materials and who is a member of the Regional Hazardous Materials Response Team shall be accorded an annual salary increment of$1,200 payable on a bi-weekly basis. 10. Each employee of the Fire-Emergency Medical Services Department who has been certified and performs Fire Inspector duties as part of the Fire Prevention Program assigned by the Fire-EMS Chief shall be accorded an annual salary supplement of$1,500 payable on a bi- weekly basis. 11. Each employee of the Fire-EMS Department who has been certified and performs inspection and repair duties to the Department's "turn out" gear, Self-Contained Breathing Apparatus ("SCBA") and safety sensitive equipment as part of the Fire Maintenance Safety Program by the Fire-EMS Chief shall be accorded an annual salary supplement of $1,500 payable on a bi-weekly basis. 12. The City Manager is authorized to continue a police career enhancement program to provide pay incentives to police officers below the supervisory level. Such program may include consideration for training, formal education, experience, and specialized assignments. The annual pay supplement shall range from $1,076 to $4,802 payable on a bi-weekly basis. 13. The City Manager is authorized to continue a Community Policing Specialist program to provide pay incentives to police officers. Such program may include consideration for training and community participation. The annual pay supplement is two percent (2%) of base salary,payable on a bi-weekly basis. 14. The City Manager is authorized to continue a merit pay program for Firefighter/Emergency Medical Technicians who attain an EMT-I or Paramedic certificate. The annual pay supplement shall be in the amount of $4,000 payable on a bi-weekly basis. If a qualified employee is receiving an EMT stipend, pursuant to the provisions of Paragraph 8, K_VNeasures\Yearly Measuresl20133Final Pay Plan Ordinance for 2013-2014(5-9-13).doc 4 above, then the employee shall, in addition to the EMT stipend, receive the difference between such stipend and the merit pay authorized hereby. 15. A pay stipend of $100 per month, or $1,200 annually, paid monthly, if the member actually attends a regularly scheduled meeting during that month, shall continue to be awarded to members of the City Planning Commission and the Board of Zoning Appeals upon attainment of certification through the Virginia Certified Planning Commissioner Program and the Virginia Certified Board of Zoning Appeals Program, respectively. New appointees will be required to attain certification within one year of the date of appointment. 16. A pay stipend of $100 per month, or $1,200 annually, paid monthly, if the member actually attends a regularly scheduled meeting during that month, shall be awarded to members of the Architectural Review Board. The requirement for certification of members by the Virginia Certified Architectural Review Program, adopted by Council effective July 1,2004, is suspended until the Program has been fully developed and made operational by the Virginia Department of Historic Resources (VHDR). 17. When any salary increase provided in paragraphs 4, 10, 11, 12, 13 or 14 of this Ordinance would cause an officer or employee to exceed the maximum annual pay range applicable to such officer's or employee's position, such officer or employee shall receive a salary increase only in such amount as will not exceed the maximum pay range for such officer's or employee's position. 18. Regular full-time, permanent, City employees who donate to the 2014 United Way Campaign will earn paid leave as follows: Donation Per Pay Period Total Paid Leave Allotted $5.00 per pay period/ 4.0 hours of leave $130 per year $10.00 per pay period/ 8.0 hours of leave $260 per year K.'Mcasures\Yearly Measures\2013\Final Pay Plan Ordinance for 2013-2014(5-9-13).doe 5 Permanent part-time employees who donate to the 2014 United Way Campaign will earn prorated paid leave. City employees who are engaged in performing emergency services or other necessary and essential services for the City whose normal work schedule is 24 hours, who donate to the 2014 United Way Campaign will earn paid leave as follows: Donation Per Pay Period Total Paid Leave Allotted $5.00 per pay period/ 6.0 hours of leave $130 per year $10.00 per pay period/ 12.0 hours of leave $260 per year All time earned through donations to the 2014 United Way Campaign must be used by June 23,2014. 19. Each employee of the Sheriffs office who meets qualifications for Master Deputy Sheriff and has been appointed such by the Sheriff shall receive a five percent (5%) increase to base annual salary. This increase shall be capped at no more than five percent (5%) above the pay range maximum for a Deputy Sheriff Any Master Deputy Sheriff who fails to meet required qualifications and is removed from appointment by the Sheriff shall have the base annual salary reduced by five percent(5%). 20. The City's General Registrar,the Clerk of Circuit Court, Commonwealth's Attorney, Commissioner of the Revenue, City Sheriff, and City Treasurer shall each be eligible July 1, 2013, for a salary increase equal to the base raise percentage increase approved by City Council for City employees. 21. Each officer or employee of the City as well as the City's General Registrar, the Clerk of Circuit Court, Commonwealth's Attorney, Commissioner of the Revenue, and City Treasurer who participate in the City's 401(h) Health Savings Plan shall receive a one percent K:N4easures\Yearly Measures\2013\Final Pay Plan Ordinance for 2013-2014(5-9-13)doc 6 (1%) increase of the employee's current base salary to offset the mandatory one percent (1%) employee contribution to their 401(h) Health Savings Plan under the City's Pension Plan. 22. The City Manager is authorized to continue a pay stipend to eligible employees who use personal cell phones and personal data assistants for City business. The monthly pay stipend payable on a bi-weekly basis shall be$30.00 for voice and $50.00 for data. 23. The City Manager is authorized to continue the Special Military Pay Supplement to any City employee who is a military reservist/national guard and who, between July 1, 2013 and June 30, 2014, is called to and serves in active duty related to our country's war on terrorism or natural disasters. The supplement is equal to the difference between that employee's regular City salary and military base pay plus any other compensation received for military service. 24. Any increase in compensation due to any officer or employee due under this ordinance shall be first paid beginning with the paycheck of July 3, 2013. 25. The provisions of this ordinance shall be in full force and effect on and after July 1, 2013. 26. Pursuant to §12 of the Roanoke City Charter, the second reading by title paragraph of this ordinance is hereby dispensed with. ATTEST: 111 City Clerk. K Mie ure\Yearly Measures'2013\Final Pay Nan Ordinance for 2013-2014(5-9-13)doe 7 a.-• CITY OF ROANOKE �l A ' OFFICE OF THE CITY CLERK 'Clea 215 Church Avenue,S.W.,Suite 456 • !� Roanoke,Virginia 24011-1536 _3 Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail: clerk(Wraanokeva.gov JONATHAN E.CRAFT,CMC ci Clerk Deputy City Clerk CECELIA T_WEBB,CMC Assistant Deputy City Clerk May 21, 2013 Carolyn Glover, Director Human Resources Roanoke, Virginia Dear Ms. Glover: I am attaching copy of Ordinance No. 39651-051313 establishing compensation for the City Manager, City Attorney, Director of Finance, Municipal Auditor, and City Clerk for the fiscal year beginning July 1, 2013. The abovementioned measure was adopted by the Council of the City of Roanoke at a recessed meeting held on Monday, May 13, 2013, and is in full force and effect beginning July 1, 2013. Sincerely, Jonathan E. C ft, MC Deputy City Clerk Attachment pc: Christopher P. Morrill, City Manager Daniel J. Callaghan, City Attorney Ann H. Shawver, Director of Finance Drew Harmon, Municipal Auditor Amelia Merchant, Director, Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39651-051313. AN ORDINANCE establishing compensation for the City Manager, City Attorney, Director of Finance, Municipal Auditor, and City Clerk, for the fiscal year beginning July 1, 2013; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. For the fiscal year beginning July 1, 2013, and ending June 30, 2014, and for succeeding fiscal years unless modified by ordinance duly adopted by this Council, the annual salaries of the Council-appointed officers identified above shall be the annual salary established for such Council-appointed officer during the fiscal year beginning July 1, 2012 and ending June 30,2013 increased by two percent (2%). 2. Each Council-appointed officer who participates in the City's 401(h) Health Savings Plan shall receive a one percent (1%) increase of their current base salary to offset the mandatory one percent (1%) employee contribution to their 401(h) Health Savings Plan under the City's Pension Plan. 3. Any increase in compensation due to any officer or employee under this Ordinance shall be first paid with the first paycheck on July 3, 2013. 4. The Director of Finance shall continue to pay on an installment basis the sum of $8,000.00 per calendar year to the deferred compensation plan established pursuant to Internal Revenue Code Section 457, on behalf of the City Attorney, City Clerk, Director of Finance, and Municipal Auditor. The sum shall be paid in equal quarterly installments on the first pay day of C:\Users\CIIcl∎AppData\Local\Temp\notesE1EF34\council appointed officers salary 2013-2014.doc each calendar quarter. Each installment is paid to the seated Council-appointed officer as of the first day of that quarter. 5. The Director of Finance shall continue to pay on an installment basis the sum of $15,000.00 per calendar year to the deferred compensation plan established pursuant to Intemal Revenue Code Section 401(a), an employer contribution on behalf of the City Manager. The sum shall be paid in equal quarterly installments on the first pay day of each calendar quarter. Each installment is paid to the seated City Manager as of the first day of that quarter. 6. In no calendar year shall amounts of deferred compensation contributed by the City on behalf of the Council-appointed officers exceed the maximum amount permitted by the Internal Revenue Code and IRS regulations to be deferred on a tax-free basis annually. 7. The Director of Finance shall be authorized, for and on behalf of the City, to execute any documents required by the City's third party administrator for deferred compensation to implement this ordinance. 8. This ordinance shall remain in effect until amended or repealed by ordinance duly adopted by City Council. 9. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. Pith,;(-) City Clerk. C\Users\C11c1 WppData\Local\Temp\notesE1 EF34\council appointed officers salary 2013-2014.doc tri IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39652-051313. A RESOLUTION amending the School Funding Policy for funding the City's School Division dated May 9, 2011 and approving and adopting the School Funding Policy for funding the City's School Division, as revised. WHEREAS, Council adopted a School Funding Policy for funding of the City's School Division by Resolution No. 39108-050911, dated May 9,2011; WHEREAS, the City Manager and the Director of Finance have proposed a revised School Funding Policy dated May 13, 2013 (the "Revised School Funding Policy"), which Revised School Funding Policy has been developed in cooperation with the Roanoke City School Board. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. The School Funding Policy dated May 9, 2011, and approved and adopted by Council pursuant to Resolution No. 39108-050911, is hereby amended by Council, in accordance with the terms of the Revised School Funding Policy, transmitted to Council on May 13, 2013. 2. The Revised School Funding Policy transmitted by the City Manager and the Director of Finance to Council on May 13, 2013 be and is hereby approved and adopted as Council's policy with regard to funding the City's School Division. 3. The City Clerk is directed to transmit an attested copy of this resolution to the School Board of the City of Roanoke and to the School Superintendent. ATTEST: ktitAjLjta)On City Clerk. ivmlt Ac CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 13, 2013 Subject: School Funding Policy In May 2011 , Council adopted a revised school funding policy outlining a change in the methodology in which the City of Roanoke provides funding for education to Roanoke City Public Schools (RCPS). The policy provides funding for RCPS at a rate of 40% of local taxes with adjustments for district taxes and performance agreements. The policy also includes a provision that it be reviewed and revised as needed every three years beginning fiscal 2014 or upon the enactment or increase of local taxes to fund specific needs of the City other than education and, as such, not subject to being shared with School at 40%. In November 2012, City Council authorized an increase in the Transient Occupancy Tax from 7%to 8% effective January 1 , 2013. The additional 1%, in its entirety, is allocated to the Roanoke Valley Convention and Visitors Bureau (RVCVB) to fund a regional marketing initiative. This additional 1% funds a specific City need and is excluded from the local tax funding base shared with Schools. Accordingly, the school funding policy should be revised to reflect the exclusion of the increase in the Transient Occupancy Tax from the local tax funding base (defined as an adjustment). The policy should also be updated to eliminate the provision relating to the 2% Meals Tax surcharge which reverted from 7% to 5% effective July 1 , 201 2. A copy of the revised policy is attached. Recommended Action: Adq.pt a res lution to amend the School Funding Policy. 'CHRISTOPHER P. MORRILL ANN H. SHAWVER City Manager Director of Finance Distribution: Council Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations Amelia Merchant, Director of Management & Budget Rita D. Bishop, Superintendent, RCPS Curtis Baker, Deputy Superintendent for Operations, RCPS School Funding Policy Adopted: May 9, 2011 Revised: May 13, 2013 The City of Roanoke will provide funding to Roanoke City Public Schools (Schools) in an amount equal to 40% of local taxes received by the City less those adjustments noted below. Local taxes shall be the total of General Property Taxes and Other Local Taxes as reported by the City of Roanoke' plus the personal property tax relief funding provided by the Commonwealth. Adiustments shall include deduction of revenues from the Downtown and Williamson Road Special Services District real estate taxes and 118th of the Transient Occupancy taxes provided to the Convention and Visitors Bureau as well as amounts to be paid to private entities as economic development incentive grants through current and future performance agreements approved by City Council and the Economic Development Authority of the City of Roanoke. This methodology will be used during budget preparation to determine the amount of funding appropriated for Schools, and the same method will be followed at the completion of the fiscal year to finalize the actual amount of funding provided to Schools. This may increase or decrease funding to Schools based upon actual results. The timeline for this funding shall be as follows: During budget preparation for upcoming fiscal year: On or before December 15th Preliminary budget On or before March 1st Revised budget On or before April 15th Final budget For purposes of finalization of amounts paid/payable for year ending June 30th: On or before June 1st Projection of final amount for year for purposes of adjusting June payment On or before September 1st Preliminary adjustment of amount provided during prior fiscal year On or before November lst Finalization of prior fiscal year amount I As defined by the chart of accounts cited in the Uniform Financial Reporting Manual of the Auditor of Public Accounts (http://www.apa.state.va.us/LocalGovernment/manuals.cfm). School Funding Policy May 9, 2011 The funding computed using this methodology shall be provided to Schools to cover operations and capital expenditures (whether funded through the operating budget or by debt service on bonds or other forms of long term financing) for equipment, property and buildings controlled by the School Board. Coordination between the City and Schools for debt issuance planning shall take place as part of the annual capital improvement plan to ensure ongoing compliance with the City's debt policy. As a part of the annual budget process, City and School administration shall confer on annual salary and benefit adjustments for employees. Funding of 1112th the amount appropriated by City Council in adopting the City's annual budget will be provided to Schools on the last business day of each month. This policy shall be reviewed at least every three years beginning in 2014 with revisions made as necessary. City Council reserves the right to impose new local taxes or increase current local taxes in order to fund specific needs of the City other than education, and this policy will be revised upon implementation of such changes. 2 CITY OF ROANOKE A+I:,.' OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 CEPHANIE M.MOON,MMC E-mail: clerk®roanokeva.gov JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC Assistant Deputy City Clerk May 21, 2013 Municipal Code Corporation P. O. Box 2235 Tallahassee, Florida 32316 Ladies and Gentleman: I am enclosing copy of Ordinance No. 39653-051313 amending and reordaining Section 1-23, Assessment of court costs to support local criminal iustice academy, Chapter 1, General Provisions, Code of the City of Roanoke (1979), as amended, to increase the court cost fee to support the local criminal justice academy. The abovementioned measure was adopted by the Council of the City of Roanoke at a recessed meeting held on Monday, May 13, 2013, and is in full force and effect beginning July 1, 2013. Sincere y, /Jonathan E. Craft, C C Deputy City Clerk Enclosure pc: The Honorable Brenda S. Hamilton, Clerk, Circuit Court Rick S. Kahl, Clerk, General District Court David C. Wells, Clerk, Juvenile and Domestic Relations District Court Chief Magistrate, Office of the Magistrate Joey Klein, Law Librarian Christopher P. Morrill, City Manager Daniel J. Callaghan, City Attorney Ann H. Shawver, Director of Finance Andrea Trent, Assistant Director of Finance Amelia Merchant, Director, Management and Budget Carolyn Glover, Director of Human Resources A01 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013 . No. 39653-051313. AN ORDINANCE amending and reordaining Section 1-23, Assessment of court costs to support local criminal justice academy, Chapter 1, General Provisions, of the Code of the City of Roanoke (1979), as amended, to increase the court cost fee to support the local criminal justice academy; providing for an effective date; and dispensing with the second reading of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Section 1-23, Assessment of court costs to support local criminal justice academy, Chapter 1. General Provisions, of the Code of the City of Roanoke(1979), as amended,is hereby amended and reordained to read and provide as follows: Section 1-23. Assessment of court costs to support local criminal justice academy (a) A local fee of threcfive dollars ($35.00) to support the City's local criminal justice academy is hereby imposed in every case in which costs are assessable pursuant to §§16.1-69.48:1, 17.1-275.1, 17.1-275.3, 17.1-275.4, 17.1- 275.7, 17.1-275.8, or 17.1-275.9. Code of Virginia. The clerks of the district and circuit courts shall charge and collect this assessment as a part of the fees taxed as costs. • « r 2. This ordinance shall be in full force on and after July 1, 2013. 3. Pursuant to Section 12 of the Roanoke City Charter, the second reading by title paragraph of this ordinance is hereby dispensed with. ATTEST: /tear/ City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39654-051313. A RESOLUTION amending the City's Fee Compendium imposing fees for copy charges within all City Departments; and providing for an effective date. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The following fees shall be charged for duplicating requested public records within all City departments, in compliance with Section 2.2-3704 of the Code of Virginia (1950), as amended: Copy Charges: Paper Size Color Copy Black and White Copy 8 '/i X11 (letter) $.50 per impression $.10 per impression 8 '/2 X 14 (legal) $.50 per impression $.15 per impression 11 X 17 $.50 per impression $20 per impression 2. The Fee Compendium of the City,maintained by the Director of Finance and authorized and approved by the City Council by Resolution No. 32412-032795, adopted March 27, 1995, effective as of that date, shall be amended to reflect the new fees for photocopying requested public records. 3. Resolution No. 32412-032795 is hereby amended to the extent and only to the extent of any inconsistency with this Resolution. 4. The fees established by this Resolution shall remain in effect until amended by this Council. 5. This Resolution shall be in full force and effect on and after July 1, 2013. ATTEST: �Min ed City Clerk. K V■EASURESWEMLY MF SURESA20]TCOPY CHARGES FEES DOC CITY OF ROANOKE jir _ ."' OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 it: "-9 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail clerk@raanakva.gov JONATHAN E.CRAFT.CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC May 21, 2013 Assistant Deputy Cm Clerk Municipal Code Corporation P. O. Box 2235 Tallahassee, Florida 32316 Ladies and Gentleman: I am enclosing copy of Ordinance No. 39655-051313 amending Section 32-273 Imposed, amount, Article XII, Tax on Probate of Will or Grant of Administration, of Chapter 32, Taxation, Code of the City of Roanoke (1979) as amended; adding a new subsection 32-273.1 Tax in lieu of probate tax; to allow charging a fee for recordation of a list of heirs or affidavit and to make technical corrections; amending Section 32-274 Collection, Article XII, Tax on Probate of Will or Grant of Administration, of Chapter 32 Taxation, Code of the City of Roanoke (1979) as amended. The abovementioned measure was adopted by the Council of the City of Roanoke at a recessed meeting held on Monday, May 13, 2013, and is in full force and effect beginning July 1, 2013. Sincer-,y, Jonathan E. Craft, MC Deputy City Clerk Enclosure pc: The Honorable Brenda S. Hamilton, Clerk, Circuit Court Rick S. Kahl, Clerk, General District Court David C. Wells, Clerk, Juvenile and Domestic Relations District Court Chief Magistrate, Office of the Magistrate Joey Klein, Law Librarian Christopher P. Morrill, City Manager Daniel J. Callaghan, City Attorney Ann H. Shawver, Director of Finance Andrea Trent, Assistant Director of Finance Amelia Merchant, Director, Management and Budget Carolyn Glover, Director of Human Resources IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 13th day of May, 2013. No. 39655-051313. AN ORDINANCE amending Section 32-273 Imposed, amount, Article XII, Tax on Probate of Will or Grant of Administration, of Chapter 32, Taxation, of the Code of the City of Roanoke (1979) as amended; adding a new subsection 32-273.1 Tax in lieu of probate tom• to allow charging a fee for recordation of a list of heirs or affidavit and to make technical corrections; amending Section 32-274 Collection, Article XII, Tax on Probate of Will or Grant of Administration,of Chapter 32 Taxation, of the Code of the City of Roanoke (1979) as amended; providing for an effective date; and dispensing with the second reading by tide of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Section 32-273 Imposed, amount, Article XII, Tax on Probate of Will or Grant of Administration, of Chapter 32, Taxation, of the Code of the City of Roanoke (1979) as amended, is hereby amended and reordained to read and provide as follows: Sec. 32-273. Imposed; amount. Pursuant to the authority contained in sSection 58.1-1718 58 67.1 of the Code of Virginia (1950) as amended, a city tax is hereby imposed on the probate of every will or grant of administration in the city in an amount equal to one-third of the amount of the state tax on such probate of a will or grant of administration. Sec. 32.-273.1 Tax in lieu ofprobate tax. Pursuant to the authority contained in Section 58.1-1718 of the Code of Virginia (1950) as amended, a $25.00 fee is hereby charged on the recordation of a list of heirs, pursuant to Section 64.2-509 Code of Virginia (1950) as amended, or an affidavit, pursuant to Section 64.2-510 Code of Virginia (1950) as amended, unless a will has been probated for the decedent or there has been a grant of administration on the decedent's estate. Sec. 32-274 Collection. The Clerk of the courts of record shall collect the tax imposed or the fee charged by this article of the benefit of the city. 2. This ordinance shall in full force and effect on and after July 1, 2013. 3. Pursuant to Section 12 of the Roanoke City Charter,the second reading by title of this ordinance is hereby dispensed with. A l !EST: r City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39656-051313. A RESOLUTION amending and reordaining Resolution No. 39104-050911 in order to amend the parking fees charged at Market Garage and the hours of operation; authorizing the City Manager to determine an appropriate date and time such amended parking fees and amended hours at Market Garage shall be effective; authorizing the City Manager to direct amendment of the Fee Compendium to reflect such new parking rates and hours at Market Garage; and authorizing the City Manager to take such further actions and execute such further documents as may be necessary to accomplish all such matters. WHEREAS, by Resolution 39104-050911, adopted on May 9, 2011, City Council established certain parking fees to be charged at all City owned and/or controlled parking facilities, including, but not limited to, the Market Garage, and amended the Fee Compendium to reflect such revised parking fees, effective July 1, 2011; and WHEREAS, in order to provide for the operation of Market Garage on a twenty-four hour, every day basis City staff has recommended rate and hour changes for Market Garage that will allow for rate changes for Market Garage that will allow for overnight parking in such Garage and support the operation of Market Garage as a twenty-four hour every day operational parking garage, all as further set forth in the City Council Agenda Report dated May 13, 2013. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That paragraph No. 6 of Resolution No. 39104-050911 is hereby amended by deleting the current paragraph No. 6 and replacing it with the following paragraph No. 6: 1 6. In order to allow for overnight parking in the Market Garage and support the operation of Market Garage as a twenty-four hour every day operational parking garage, the parking fees and hours of operation for Market Garage shall be in accordance with the fee schedule as set forth in the chart below: The parking fees, charges, and hours in Column 1 below shall remain in effect until the City Manager, or the City Council, directs that such items be changed to those set forth in Column 2 below, or as the City Council may direct otherwise. Market Garage Column I Column 2 Fee Schedule Current Market Garage Parking Market Garage New Parking Fees and Charges. Fees and Charges are to be implemented and noted in the Fee Compendium at such time as deemed appropriate and as directed by the City Manager Monthly reserved $85/mo. $85/mo. Monthly unreserved $65/mo. $65/mo. Monthly Residential $16.25/mo. 16.25/mo. Short term weekdays 8 am to 4 pm Per .5 hr. $1.00 $1.00 Over 2.5 hrs. $6.00 $6.00 Short term weeknights 4 pm to 9 pm $2.00 flat rate N/A Evening Rate(4 pm to 2 am) FREE $3.00 flat rate Overnight Rate(2 am to 8 am) FREE $6.00 flat rate Saturday FREE 8 am to 2 am $3.00 flat rate 2 am to 8 am $6.00 flat rate Sunday FREE 8 am to 2 am $3.00 flat rate 2 am to 8 am $6.00 flat rate 2. The effective date of this Resolution shall be July 1, 2013. 3. That Council hereby authorizes the City Manager to determine and direct when the Market Garage new parking fees, charges, and hours as set forth in Column 2 above will take effect and such items shall be activated as of the date and time the City Manager deems 2 dppYopriate and directs them be effective. The City Manager may further direct that the Fee Compendium be amended at that time to reflect such new parking fees, charges, and hours. 4. The City Manager is further authorized to take any further actions, and to execute any further documents needed to implement, administer, and enforce the parking fees, charges, and hours as set forth above. 5. Except as amended in this Resolution, the provisions of Resolution 39104- 050911, shall remain in full force and effect and such resolution is hereby reordained as of July 1, 2013. 6. The Fee Compendium of the City, maintained by the Director of Finance and authorized and approved by the City Council by Resolution No. 32412-032795, adopted March 27, 1995, effective as of that date, shall be amended as and when the City Manager may direct to reflect the new fees, charges, and hours for Market Garage. ATTEST: .1° City Clerk. REV 05 03[3 K-Amend Fee Compendium-Market a■ ge 2013 doc 3 6a R'nl� tI Q 7 . i, r` CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 13, 2013 Subject: Amendment of Fee Schedule Background: The recommended Fiscal Year 2013-14 budget includes proposed fee and rate changes for the following: court costs to support the local criminal justice academy, copy fees, real estate affidavit and list of heirs fee, and Market Garage overnight rate. Considerations: 1. Court Costs to Support Local Criminal Justice Academy It is recommended to adjust the current court cost fees of $3 to support the local criminal justice academy to $5. This fee is assessed for convictions of applicable traffic or criminal charges. The incremental revenue associated with this fee adjustment is $30,000. 2. Copy Fee - Prints Based on a local benchmark of copy charges, it is recommended to adjust the fee for color prints from $.25 per page to $.50 per page. The projected incremental revenue for this adjustment is less than $500. 3. Real Estate Affidavit and List of Heirs Fee The Clerk of the Circuit Court occasionally must record real estate affidavits and listings of heirs. It is recommended a fee of $25 per recording be charged to recoup the administrative costs for processing such requests. The incremental revenue projected for this new fee is $1 ,700. 4. Market Garage Overnight Rate Resolution No. 39104-050911 , adopted by City Council on May 9, 2011 , established parking fees to be charged at all City owned and/or controlled parking facilities, including, but not limited to, the Market Garage, and amended the Fee Compendium to reflect such parking fees, effective July 1 , 2011 . Public parking fees at the Market Garage are proposed to be amended to allow for the creation of a new overnight parking fee, increased time allowances for weekday evening parking, new weekend daily and overnight parking rates, and changes to times of operation for this Garage. The creation of the overnight parking rate, other rates changes, and hours of operation will allow for overnight parking in the Market Garage and support the operation of such Garage as a 24 hour operational parking Garage. The 24 hour operation of Market Garage is a requirement to implement the full automation of payment, access, and exit functions at this location. The proposed rate changes and other changes will take effect and be activated at a time as may be deemed appropriate by the City Manager, and at which time the City Manager may direct that the Fee Compendium be amended to reflect such new rates and hours. However, the current rates and hours at the Market Garage will remain in effect until the City Manager, or the City Council, directs that rates and/or hours be changed. Recommendation: Adopt the attached resolutions amending the City's Fee Compendium (fee and rate schedule) to reflect the aforementioned fees, effective July 1 , 2013. C ristopher P. Morrill City Manager Distribution: The Honorable Brenda Hamilton, Clerk of Circuit Court Council Appointed Officers It Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Assistant City Manager for Operations Amelia C. Merchant, Director of Management and Budget Chris Perkins, Chief of Police Debbie Moses, Parking Coordinator 2 t s a 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: clerk@roanokeva.gov JONATHAN E.CRAFT.CMC City Clerk Deputy City Clerk CECELIA 1 WEBB,CMC May 21, 2013 Assistant Deputy City Clerk Municipal Code Corporation P. O. Box 2235 Tallahassee, Florida 32316 Ladies and Gentleman: I am enclosing copy of Ordinance No. 39657-051313 amending and reordaining Section 22.3-24, Custodian of assets; payments from funds, Article III, Trust Fund and Investments, Chapter 22.3, Pensions and Retirement, Code of the City of Roanoke (1979) as amended, Section 22.3-26.1, Establishment of 401(h) account, contributions, investment and use, Article Ill, Trust Fund and Investments, Chapter 22.3, Pensions and Retirement; Code of the City of Roanoke (1979) as amended, Section 22.3-61, Retirement supplement, Division 1, General, of Article IX, Payment of Benefits, Chapter 22.3, Pensions and Retirement, Code of the City of Roanoke (1979) as amended, and Section 22.3-78, Administration and Investment, Article XIV, Defined Contribution Plan, Chapter 22.3 Pensions and Retirement, Code of the City of Roanoke (1979) as amended, for the purpose of making technical corrections to Chapter 22.3. The abovementioned measure was adopted by the Council of the City of Roanoke at a recessed meeting held on Monday, May 13, 2013, and is in full force and effect upon its passage. Sincerely, onathan E. Craft MC Deputy City Clerk Enclosure pc: The Honorable Brenda S. Hamilton, Clerk, Circuit Court Rick S. Kahl, Clerk, General District Court David C. Wells, Clerk, Juvenile and Domestic Relations District Court Chief Magistrate, Office of the Magistrate Joey Klein, Law Librarian Christopher P. Morrill, City Manager Municipal Code Corporation May 21, 2013 Page 2 pc: Daniel J. Callaghan, City Attorney Ann H. Shawver, Director of Finance Andrea Trent, Assistant Director of Finance Amelia Merchant, Director, Management and Budget Carolyn Glover, Director of Human Resources IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 13th day of May, 2013. No. 39657-051313. AN ORDINANCE amending and reordaining Section 22.3-24, Custodian of assets; payments from funds, Article III, Trust Fund and Investments, Chapter 22.3, Pensions and Retirement, Code of the City of Roanoke (1979) as amended, Section 22.3-26.1, Establishment of 401(h) account, contributions, investment and use, Article III, Trust Fund and Investments. Chapter 22.3, Pensions and Retirement; Code of the City of Roanoke (1979) as amended, Section 22.3-61, Retirement supplement, Division I, General, of Article IX, Payment of Benefits, Chapter 22.3, Pensions and Retirement, Code of the City of Roanoke (1979) as amended, and Section 22.3-78, Administration and Investment, Article XIV, Defined Contribution Plan, Chapter 22.3 Pensions and Retirement, Code of the City of Roanoke (1979) as amended, for the purpose of making technical corrections to Chapter 22.3; providing for an effective date ; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Section 22.3-24, Custodian of assets;payment from funds, Article III, Trust Fund and Investments, Chapter 22.3, Pensions and Retirement,Code of the City of Roanoke (1979) as amended, Section 22.3-26.1, Establishment of 401(h)account,contributions, investment and use, Article III, Trust Fund and Investments, Chapter 22.3, Pensions and Retirement, Code of the City of Roanoke (1979) as amended, Section 22.3-61, Retirement supplement, Division I, General, of Article IX, Payment of Benefits, Chapter 22.3 Pensions and Retirement Code of the City of Roanoke (1979) as amended, and Section 22.3-78, Administration and Investment, I Article XIV, Defined Contribution Plan, Chapter 22.3, Code of the City of Roanoke (1979) as amended, are hereby amended and reordained to read and provide as follows: sx * Sec. 22.3-24. Custodian of assets; payments from funds. (a) The board shall designate a bank or trust company to be the custodian of the assets of the city plan. (b) When the board shall have designated a bank or trust company to be custodian of certain or all of the assets of the city plan, the board may, by resolution adopted by the board, authorize such bank or trust company to hold all or any of the stock or registered securities of the city plan entrusted to the custody of such bank or trust company in the name of a nominee of such bank or trust company as provided in the first paragraph of section 6.1 31 Title 6.2, Code of Virginia, (1950), as amended, and the resolution of the board providing such authorization may further designate the nominee of such bank in whose name such stock and securities may be so held by the bank. tta Sec. 22.3-26.1. Establishment of 401(h)account,contributions, investment and use. (a) There is hereby established a 401(h) account which shall be a separate account within the trust fund of the plan and which is established pursuant to Section 401(h) of the {Internal Rex,..ac] Internal Revenue Code of 1986, as amended. The system shall separately account for the funds contributed to the 401(h) account by members and by each participating employer and the earnings and expenses relating to the investment and administration of those funds. The trustees shall not be obligated to commingle the 401(h) account assets for investment but instead may shall segregate such funds into a subtrust and accounted for such assets on a member account level. N.. - . . • . . . Mmembers shall be permitted to direct the investment of the member level account in accordance with procedures and within the parameters established by the board. The ::.. : ' . . .. . :- - •- •- --: -- - -,: . ': - ::.. : : - authority to contract on behalf of the board with an investment provider to administer the participant level accounts and investment direction is delegated to the defined contribution board (b) Effective July 1, 2013, each member who is employed by the city or any participating employer that elects pursuant to subsection 0) to participate in the 401(h) account, including a police officer, a firefighter and a hybrid member, shall contribute one (I)percent of his eatnable compensation each pay period to the 401(h) account. Such contribution shall be credited to the 401(h) account and accounted for 2 in a separate member level account. The member contributions, although designated as employee contributions hereunder, will be paid by the participating employers and shall be treated as employer contributions pursuant to Section 414(h) of the Internal Revenue Code of 1986, as amended, and shall not be included as gross income of the employee until such time as they are distributed or made available to the employee. The city shall "pick-up" the employee contributions by reducing the amount payable to each employee by the amount of his required employee contribution on a salary reduction basis. Any other participating employer shall "pick-up" the employee contributions either in lieu of future salary increases or by reducing the amount payable to each employee by the amount of his required employee contribution on a salary reduction basis, as indicated by such participating employer in the authorization passed by its governing body. (c) Effective July 1, 2013, each participating employer that elects pursuant to subsection 6) to participate in the 401(h) account shall contribute one (1) percent of eamable compensation on behalf of each person who becomes a member after June 30, 2013 and each other member who elects pursuant to section 22.3-61 to forego the supplement described therein. Such contribution shall be credited to the 401(h) account and accounted for in a separate member level account. If the member ceases to be an employee prior to accumulating at least 5 years of creditable service, the funds held in the member level 401(h) account attributable to the employer contribution and the earnings thereon shall be forfeited. Forfeitures of the employer contributions and the earnings thereon shall be used to pay expenses of the 401(h) account or to reduce future contributions required by the employer, as determine by the defined contribution board. (d) Contributions to the 401(h) account must be subordinated to the contributions to the plan for retirement benefits. Accordingly at all times the aggregate contribution by the participating employer (made after June 30, 2013) to fund the 401(h) account and to furnish any life insurance protections shall not exceed twenty-five (25) percent of the total aggregate actual contribution made by the participating employer (made after June 30, 2013) to the plan (excluding any contributions to fund the purchase of past service credited). For this purpose: life insurance protection includes benefits paid under the plan on behalf of members as a result of such member's death to the extent the payment exceeds the amount of the reserve to provide retirement benefits for the member existing at his death; and 2) contributions made by participating employers to the plan include contributions that have been properly picked up under section 414(h) of the Internal Revenue Code. The board shall determine annually whether the twenty-five (25)percent test has been met. If at any time the 401(h) account contributions exceed the limitation that participant employer will be notified immediately and the excess amount not accepted. Any affected participating employer shall immediately give the board direction as to the disposition of the excess contributions. (e) After a member : :- - .: - -: :> : -- .:- .:- 1, ds 2013-has-cease to be any employee, .-- : ..- •-- • -- ---- --- -- -- such member 3 may request reimbursement from his separate account in the 401(h) account for medical care expenses as defined in section 213(d) of the Internal Revenue Code (to the extent such expenses are not otherwise reimbursed by insurance) after proper substantiation has been provided, first from the portion of the member account attributable to the member contributions and the investment earnings thereon and only after that has been exhausted, from the portion of the account attributable to the participating employer's contributions and the investment earnings thereon. (f) Such member's spouse and dependent children may continue to request reimbursement for such medical care expenses after the member's death. (g) Following the death of such member's spouse and after the death of all dependent children of the members or, if earlier, the last dependent ceasing to be a dependent, any remaining funds in the 401(h) account of such member shall be forfeited. The forfeiture shall apply to reduce the future contributions by the participating employer to fund the 401(h)account. (h) The defined contribution board is authorized to contract with a third party to provide recordkeeping services to the plan for the member level 401(h) accounts and to provide claims processing services in connection with the payment of reimbursements for the 401(h)account. (i) The board and defined contribution board shall establish more detailed guidelines for the maintenance and use of the 401(h) account consistent with the requirements of Section 401(h) of the Internal Revenue Code and consistent with the provisions of this section. O For purposes of this section a person who becomes a member after June 30, 2013 means a person who is hired or rehired after June 30, 2013 as an - - - - ---- - --- -. Prior to July I, 2013, a participating employer may elect to participate in the 401(h) account by action of its governing body which action shall include the approval of the `pick-up" arrangements and shall be effective as of a July 1, 2013 on a prospective basis. Sec. 22.3-61. Retirement supplement. Any member of the city plan who is an employee of a participating employer (not including employees of the City of Roanoke School Board), and who retires or who has retired after earning twenty(20)or more years of creditable service,but prior to attaining the age of sixty-five (65), shall be paid a monthly supplement of the greater of one hundred fifty-nine ($159.00) or an amount equal to seventy-five percent(75%)of the amount the City of Roanoke contributes monthly toward the cost of a single active employee's health insurance, as such contribution may be changed 4 from time to time, commencing with the first month of retirement and terminating with the month in which the member attains age sixty-five (65). This supplement shall not be subject to any cost of living adjustment which may be provided under the city plan. This supplement shall be a personal benefit applicable to an eligible member only without any right of survivorship. Upon the death of a member who is receiving such benefit, the monthly payment shall be made for the month of such member's death and shall terminate with the next succeeding month. This benefit shall not be applicable to retirees receiving the early retirement incentive plan supplement granted in 1991. Notwithstanding, the retirement supplement shall not be paid to a person who became a-mean—°—`°_ is hired or rehired as an eligible employee after June 30, 2013, : _-_, . . unless such person had twenty (20) or more years of service prior to termination of employment that occurred prior to July 1, 2013. In addition, the board shall permit other members (including those who had twenty (20) or more years of service prior to termination of employment that occurred prior to July 1, 2013) employed by a participating employer that elects to participate in the 401(h) account to make an irrevocable election to forego entitled to the supplement under procedures established by the board. • • • Sec. 22.3-78. Administration and Investment. • • • (b) The defined contribution board shall be appointed by city council and shall consist of five (5) members as follows: the city manager, ex-officio; a member designated by the city manager; the director of finance ex-officio, a member designated by the director of finance; and the director of human resources ex-officio. The members designated by the city manager and director of finance shall serve terms of 4 years. • • • 2. This ordinance shall become effective on and after May 13,2013. 3. Pursuant to Section 12 of the Roanoke City Charter, the second reading by title of this ordinance is hereby dispensed with. Al IEST: Mnaskg—)\�,� City Clerk. 5 0am, j1 A . y 64 )> _F CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 13, 2013 Subject: Retirement Benefits for Roanoke Employees Background: On July 16, 2012, City Council approved Ordinance number 3945 0-071 61 2 repealing Chapter 22.2, Pensions and Retirement, and enacting Chapter 22.3, Pensions and Retirement. This ordinance provided for modifications to the Employees' Supplemental Retirement System (ESRS), a new benefit in the form of a retirement health savings plan to become effective July 1 , 2013, and the establishment of a Hybrid Program to become effective July 1 , 2014. Upon working through implementation elements of the Health Savings Plan and other retirement benefit changes, City staff and the City's Pension Plan counsel determined some additional changes that should be made to the Pension Plan Code. These are summarized as follows: • Modify language to establish responsibilities of the Defined Contribution Board • Provide for affirmative election for participation in the Health Savings Account by the Pension Plan's other participating employers • Require election by supplement-eligible rehires • Establish terms of certain Defined Contribution Board members, similar to those established for members of the Board of Trustees of the Pension Plan Recommended Action: Adopt the accompanying ordinance amending and reordaining sections 22.3-24, 22.3- 26.1 , 22.3-61 and 22.3-78 of Chapter 22.3, Pensions and Retirement, Code of the City of Roanokee (1979), as amended. Director of Finance Distribution: Council Appointed Officers CITY OF ROANOKE 1 OFFICE OF THE CITY CLERK -��;, 215 Church Avenue,S.W., Suite 456 Roanoke,Virginia 24011-1536 • -I Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail: derk@roanokeva.gov JONATHAN E.CRAFT-CMC City Clerk Deputy City Clerk CECEJIA T.W EBB,CMC May 21, 2013 Assistant Deputy City Clerk Municipal Code Corporation P. O. Box 2235 Tallahassee, Florida 32316 Ladies and Gentleman: I am enclosing copy of Ordinance No. 39658-051313 amending and reordaining Section 2-178.2, Deferred payment program, Article VIII, Finance Generally, Chapter 2, Administration, Section 4-7, Same-Parking Violations, Article I, In General, Chapter 4, Airport, Section 19-20, When application due; when tax payable; extensions; penalty and interest for late payment; report and collection of delinquencies, Article I, In General, Chapter 19, License Tax Code, Section 19-22, Assessment of tax; issuance form and contents of license, Article I, In General, Chapter 19, License Tax Code, Section 19-25, Refund of tax when business discontinued, Article I, In General, Chapter 19, License Tax Code, Section 19-30, Taxpayer's records and audits, Article I, In General, Chapter 19, License Tax Code, Section 19-31, Commissioner's records and reports, Article I, In General, Chapter 19, License Tax Code, Section 19.32.1, Appeals and rulings, Article I, In General, Chapter 19, License Tax Code, Section 20-33.1, Requirements; payment of tax a condition precedent to discharge of violations, Article II, Vehicle Licenses, Chapter 20, Motor Vehicles and Traffic, Section 20-33.2, Requirements for operation; payment of license tax a condition precedent to discharge of violations, Article II, Vehicle Licenses, Chapter 20, Motor Vehicles and Traffic, Section 20-89, Penalties for unlawful parking, Division 3, Duties of Police Officers; Penalties for Unlawful Parking, Article IV, Stopping Standing, and Parking, Chapter 20, Motor Vehicles and Traffic, Section 32-25, Duty to collect, Division 1, Generally, Article II, Real Estate Taxes Generally, Chapter 32, Taxation, Section 32-111, Duty to collect, Article III, Tax on Tangible Personal Property Generally, Chapter 32, Taxation, Section 33-22, Accounting for abatement costs, Article II, Weed and Trash Abatement, Chapter 33, Vegetation and Trash, Section 33-23, Notice to owner on abatement costs, Article II, Weed and Trash Abatement, Chapter 33, Vegetation and Trash, Code of the City of Roanoke (1979) as amended, such amendments to provide for the transfer of certain duties, including the collection of delinquent real estate, personal property, and business license taxes to the City Treasurer, because the City of Roanoke's Department of Billings and Collections is being eliminated as a separate department under the City's Director of Finance; effective July 1, 2013. The abovementioned measure was adopted by the Council of the City of Roanoke at a recessed meeting held on Monday, May 13, 2013, and is in full force and effect beginning July 1, 2013. Sincerel , onahanE. Cr. • , C C Deputy City Clerk Enclosure pc: The Honorable Brenda S. Hamilton, Clerk, Circuit Court The Honorable Evelyn Powers, Treasurer Rick S. Kahl, Clerk, General District Court David C. Wells, Clerk, Juvenile and Domestic Relations District Court Chief Magistrate, Office of the Magistrate Joey Klein, Law Librarian Christopher P. Morrill, City Manager Daniel J. Callaghan, City Attorney Ann H. Shawver, Director of Finance Andrea Trent, Assistant Director of Finance Amelia Merchant, Director, Management and Budget Carolyn Glover, Director of Human Resources CITY OF ROANOKE t OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 ".% Roanoke,Virginia 24011-1536 1 Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail: clerk ronookeva.gav JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC -June 6, 2013 Assistant Deputy City Clerk Andrea Trent Sherman M. Stovall Assistant Director of Finance Assistant City Manager for Operations Roanoke, Virginia Roanoke, Virginia Dear Ms. Trent and Mr. Stovall: I am enclosing copy of Ordinance No. 39657-051313 amending and reordaining Section 22.3-24, Custodian of assets; payments from funds, Article III, Trust Fund and Investments, Chapter 22.3, Pensions and Retirement, Code of the City of Roanoke (1979) as amended, Section 22.3-26.1, Establishment of 401(h) account, contributions. investment and use, Article Ill, Trust Fund and Investments, Chapter 22.3, Pensions and Retirement; Code of the City of Roanoke (1979) as amended, Section 22.3-61, Retirement supplement, Division 1, General, of Article IX, Payment of Benefits, Chapter22.3, Pensions and Retirement, Code of the City of Roanoke (1979) as amended, and Section 22.3-78, Administration and Investment, Article XIV, Defined Contribution Plan, Chapter 22.3 Pensions and Retirement, Code of the City of Roanoke (1979) as amended, for the purpose of making technical corrections to Chapter 22.3. The abovementioned measure was adopted by the Council of the City of Roanoke at a recessed meeting held on Monday, May 13, 2013, and is in full force and effect upon its passage. Furthermore, at the regular meeting of the Council held on Monday, January 7, 2013, you were appointed to the Defined Compensation Board to serve as the Director of Finance and City Manager designees, respectively; and pursuant to Ordinance No. 39657-05131, Section 22.3-78(b), Administration and Investment, you are designated to serve terms of four-years, each. The four-year term shall commence on July 1, 2013 and end on June 30, 2017. 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. Andrea Trent Sherman Stovall June 6, 2013 Page 2 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 copies 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 designees of the Defined Compensation Board. Sincerely, �^ i ^ 1 •Stephanie M. Moon, MMC City Clerk Enclosure • 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 seventh day of January 2013, ANDREA TRENT was appointed as the Director of Finance designee of the Defined Compensation Board, for a term of four-years commencing July 1, 2013 and ending June 30, 2017. Given under my hand and the Seal of the City of Roanoke this sixth day of June, 2013. f o City Clerk 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 seventh day of January 2013, SHERMAN STOVALL was appointed as the City Manager designee of the Defined Compensation Board, for a term of four-years commencing July 1, 2013 and ending June 30, 2017. Given under my hand and the Seal of the City of Roanoke this sixth day of June, 2013. /9 T ( 1-sitd Inel• 1 eIUOwo City Clerk IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39658-051313. AN ORDINANCE amending and reordaining Section 2-178.2, Deferred payment program, Article VIII, Finance Generally, Chapter 2, Administration, Section 4-7, Same- Parking Violations, Article I, In General, Chapter 4, Airport, Section 19-20, When application due; when tax payable; extensions; penalty and interest for late payment; report and collection of delinquencies, Article I, In General, Chapter 19, License Tax Code, Section 19-22, Assessment of tax; issuance, form and contents of license, Article I, In General, Chapter 19, License Tax Code, Section 19-25, Refund of tax when business discontinued, Article I, In General, Chapter 19, License Tax Code, Section 19-30, Taxpayer's records and audits, Article I, In General, Chapter 19, License Tax Code, Section 19-31, Commissioner's records and reports, Article I, In General, Chapter 19, License Tax Code, Section 19.32.1, Appeals and rulings, Article I, In General, Chapter 19, License Tax Code, Section 20-33.1, Requirements; payment of tax a condition precedent to discharge of violations, Article II, Vehicle Licenses, Chapter 20, Motor Vehicles and Traffic, Section 20-33.2, Requirements for operation; payment of license tax a condition precedent to discharge of violations, Article II, Vehicle Licenses, Chapter 20, Motor Vehicles and Traffic, Section 20-89, Penalties for unlawful parking, Division 3, Duties of Police Officers; Penalties for Unlawful Parking, Article IV, Stop�Q Standing, and Parking, Chapter 20, Motor Vehicles and Traffic, Section 32-25, Duty to collect, Division 1, Generally, Article H, Real Estate Taxes Generally, Chapter 32, Taxation, Section 32-111, Duty to collect, Article III, Tax on Tangible Personal Property Generally, Chapter 32, Taxation, Section 33-22, Accounting for abatement costs, Article II, Weed and Trash Abatement, Chapter 33, Vegetation and Trash, Section 33-23, Notice to owner on abatement costs, Article II, Weed and Trash Abatement, Chapter 33, Vegetation and Trash, Code of the City of Roanoke (1979) as amended, such amendments to provide for the transfer of certain duties, including the collection of delinquent real estate, personal property, and business license taxes to the City Treasurer, because the City of Roanoke's Department of Billings and Collections is being eliminated as a separate department under the City's Director of Finance; providing for an effective date; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that: 1. Section 2-178.2, Deferred payment program, Article VIII, Finance Generally, Chapter 2, Administration, Section 4-7, Same-Parking Violations, Article I, In General, Chapter 4, Airport, Section 19-20, When application due; when tax payable; extensions; penalty and interest for late payment; report and collection of delinquencies, Article I, In General, Chapter 19, License Tax Code, Section 19-22, Assessment of tax; issuance, form and contents of license, Article I, In General, Chapter 19, License Tax Code, Section 19-25, Refund of tax when business discontinued, Article I, In General, Chapter 19, License Tax Code, Section 19-30, Taxpayer's records and audits, Article I, In General, Chapter 19, License Tax Code, Section 19-31, Commissioner's records and reports, Article I, In General, Chapter 19, License Tax Code, Section 19.32.1, Appeals and rulings, Article I, In General, Chapter 19, License Tax Code, Section 20-33.1, Requirements; payment of tax a condition precedent to discharge of violations, Article II, Vehicle Licenses, Chapter 20, Motor Vehicles and Traffic, Section 20-332, Requirements for operation; payment of license tax a condition precedent to discharge of violations, Article II, Vehicle Licenses, Chapter 20, Motor Vehicles and Traffic, Section 20-89, Penalties for unlawful parking, Division 3, Duties of Police Officers; Penalties for Unlawful Parking, Article IV, Stopping Standing, and Parking, Chapter 20, Motor 2 Vehicles and Traffic, Section 32-25, Duty to collect, Division 1, Generally, Article II, Real Estate Taxes Generally, Chapter 32, Taxation, Section 32-111, Duty to collect, Article III, Tax on Tangible Personal Property Generally, Chapter 32, Taxation, Section 33-22, Accounting for abatement costs, Article II, Weed and Trash Abatement, Chapter 33, Vegetation and Trash, Section 33-23, Notice to owner on abatement costs, Article II, Weed and Trash Abatement, Chapter 33, Vegetation and Trash, Code of the City of Roanoke (1979) as amended, are hereby amended and reordained to read and provide as follows: CHAPTER 2. ADMINISTRATION * * * Article VIII. Finance Generally * * * Sec. 2-178.2.-Deferred payment program. * * * (c) The : '• .. : : .. . .. - :. director of finance for the city shall bill the participants of this program on a monthly basis for the amounts charged to their deferred payment account. Within thirty(30) days of the date of such a bill, the participant shall pay the amount indicated on the bill to the city treasurer. Any amounts which have been billed but not paid within thirty (30) days shall be overdue. In addition to the interest assessed pursuant to section 2-178.1 of this chapter, a ten (10) percent late payment penalty shall be imposed on all overdue amounts. * * * CHAPTER 4. AIRPORT Article I. In General * * * 3 Sec. 4-7. - Same—Parking violations. * * r (c) Any vehicle that is parked in violation of this section shall have a notice of such violation attached to the vehicle or delivered to the owner or operator stating that such vehicle is parked in violation of a provision of this section. Every person receiving such notice may waive his right to appear and be formally tried for the violation set forth in the notice upon the voluntary payment, as penalty and in full satisfaction of such violation, of the penalty set forth below. Such penalty shall be paid to the city treasurer during the regular working hours of the treasurer's office or through any other method established by city council for the routine payment of such penalties. For purposes of this subsection, penalties shall be deemed to have been "paid" when full payment therefor has been received by the city treasurer, regardless of whether such penalty is paid in person or is mailed. The city treasurer shall not be authorized to'accept partial payment of penalties due. Penalties for parking violations shall be as follows: (I) A penalty of twenty dollars ($20.00) may be paid for a violation of section 4-7(a), if paid within ten (10) days of the issuance by an officer of a notice of a violation thereof; if paid thereafter, the penalty shall be thirty-five dollars ($35.00). If not paid within ten (10) days, a notice pursuant to section 46.2-941, Code of Virginia (1950), as amended, shall be sent by the city's office of billings and collections– director of finance to the violator. Any violator to whom such notice is sent may pay such penalty of thirty-five dollars ($35.00)within five (5) days of receipt of such notice. (2) A penalty of one hundred twenty-five dollars ($125.00) may be paid for a violation of section 4-7(b) if paid within ten(10) days of the issuance by an officer of a notice of a violation thereof; if paid thereafter, the penalty shall be one hundred forty dollars ($140.00). If not paid within ten (10) days, a notice pursuant to section 46.2- 941, Code of Virginia (1950), as amended, shall be sent by the city's office of billings and collectionsdirector of finance to the violator. Any violator to whom such notice is sent may pay such penalty of one hundred forty dollars ($140.00) within five (5) days of receipt of such notice. » + x 4 CHAPTER 19. LICENSE TAX CODE Article I. In General * * * Sec. 19-20. -When application due; when tax payable; extensions; penalty and interest for late payment; report and collection of delinquencies. * * * (I) e. -.., '-The city —treasurer make written report to the director of finance of ch unpaid license issuance fee : - •• : •' _ - . .. shall collect each unpaid license issuance fee and license tax, and any interest and penalty thereon. * * * Sec. 19-22. - Assessment of tax; issuance, form and contents of license. Upon receipt of an application for a license in proper form, the commissioner, if satisfied of its correctness, shall compute and assess the tax prescribed by this chapter and issue a license to the applicant to prosecute the business, occupation, vocation, trade, pursuit, calling, profession or thing for which the license is required, as named in the application, unless it is such that a license can be granted only upon the certificate of a court, in which case the applicant, upon obtaining such certificate, shall be entitled to the license. The form of every license issuable by the commissioner shall be prescribed by the director of €inancecity treasurer. The application and statement under oath required by section 19-11 shall form a part of the license issued. * * * Sec. 19-25. - Refund of tax when business discontinued. * * * (2) Written application by or on behalf of the licensee is made to the commissioner no later than the thirty-first day of January of the year next following the tax year for which any such license was issued, on forms prescribed by the director of finance city treasurer; and 5 Sec. 19-30. -Taxpayer's records and audits. (a) Every person who is assessable with a local license issuance fee and license tax shall keep sufficient records to enable the commissioner to verify the correctness of the tax paid for the license years assessable and to enable the commissioner to ascertain what is the correct amount of tax that was assessable for each of those years. These records shall include, but not be limited to, all invoices, records of all purchases and from whom made, records of all sales, records of all commissions, gross receipts, contracts and orders accepted and from whom received and with whom made, records of all sales, commissions, costs, receipts, contracts or orders accepted, and general books of account. All such records, books of accounts and other information shall be open to inspection and examination by the commissioner, license inspector, and deputy license inspector, to ascertain what is the correct amount of the tax that was assessable for each of those years. All such records, books of accounts and other information shall be open to inspection and examination by the commissioner in order to allow the commissioner to establish whether a particular receipt is directly attributable to the taxable privilege exercised within the city. These records shall also be open to inspection and examination by the director of finance, city treasurer, and any officer of the city charged in any manner with the duty of collecting license taxes. Sec. 19-31. - Commissioner's records and reports. It shall be the duty of the commissioner to keep a record in which he shall classify all the branches of businesses and occupations upon which a license tax is imposed by this chapter, and show the amount of assessment made upon each license, the name of the person assessed and the period for which such license was issued. At the close of each month, he shall deliver to the city manager, and the director of finance, and the city treasurer, a statement reporting the number of licenses issued and the amount of taxes paid under each classification, together with accumulative totals for the fiscal year ending December 31June 30, comparative with the previous year. 6 Sec. 19-32.1. -Appeals and rulings. * * * (d) On receipt of a notice of intent to file an appeal to the tax commissioner under subsection (c) of this section, the assessing official shall notify the treasurer and the director of finance of appeal. The treasurer and-the director of finance shall suspend collection activity until a final determination is issued by the tax commissioner, unless the commissioner determines that collection would be jeopardized by delay or that the taxpayer has not responded to a request for relevant information after a reasonable time. Interest shall accrue in accordance with the provisions of section 19-20(g) of this chapter, but no further penalty shall be imposed while collection action is suspended. The term "jeopardized by delay" shall have the same meaning as set forth in subsection (b) above. * * * CHAPTER 20. MOTOR VEHICLES AND LICENSES Article II. Vehicle Licenses * * * Sec. 20-33.1. -Requirements; payment of tax a condition precedent to discharge of violations. * * * (e) If this penalty is not paid within fifteen (15) days of the issuance by an officer of a notice of violation, then a penalty of fifty-eight dollars ($58.00) shall apply. A late notice shall be sent by the eity's department of billings and collections city treasurer to the violator. Any violator to whom such late notice is sent may pay the penalty of fifty-eight dollars ($58.00) within fifteen (15) days of the date of such late notice. If the violator does not pay the penalty pursuant to such late notice, a law enforcement notice pursuant to § 46.2-941, Code of Virginia (1950), as amended, shall be sent by the e-ity=s department of billings and collectionscity treasurer to the violator. The city treasurer shall not accept payment of this penalty except upon presentation of satisfactory evidence that the required tax has been paid. The city treasurer shall be authorized to accept partial payment of the penalty due. * * * 7 (g) In the event the commissioner of revenue or the city treasurer is advised that any person desires to contest a violation of this section, the commissioner of revenue or the city treasurer shall transmit notice of such fact as soon as possible to the city's department of billings and collectionscity treasurer which shall certify such fact in writing in an appropriate form to the clerk of the general district court. * * * Sec. 20-33.2. - Requirements for operation; payment of license tax a condition precedent to discharge of violations. * * * (e) If this penalty is not paid within fifteen (15) days of the issuance by an officer of a notice of violation, then a penalty of fifty-eight dollars ($58.00) shall apply. A late notice shall be sent by the eity's : -:..- ---- collectionscity treasurer to the violator. Any violator to whom such late notice is sent may pay the penalty of fifty-eight dollars ($58.00) within fifteen (15) days of the date of such late notice. If the violator does not pay the penalty pursuant to such late notice, a law enforcement notice pursuant to § 46.2-941, Code of Virginia (1950), as amended, shall be sent by the eity!s .city treasurer to the violator. The city treasurer shall not accept payment of this penalty except upon presentation of satisfactory evidence that the required license tax has been paid or a required decal has been obtained. The city treasurer shall be authorized to accept partial payment of the penalty due. * * * (g) In the event the commissioner of revenue or the city treasurer is advised that any person desires to contest a violation of this section, the commissioner of revenue or the city treasurer shall transmit notice of such fact as soon as possible to the city's department of billings and collcetionscity treasurer, which shall certify such fact in writing in an appropriate form, to the clerk of the general district court. * * * Article IV. Stopping Standing, and Parking, * * * Division 3. Duties of Police Officers- Penalties for Unlawful Parkin., * * * 8 Sec. 20-89. - Penalties for unlawful parking. * * * (b) Written notice from a police officer or such other city employees that the city manager may designate, for violation of division 1 of this article and penalties. * * * (2) If the applicable penalty listed in Column 2 is not paid within fifteen (15) days of the issuance by an officer, or such other city employees as the city manager may designate, of a notice of violation, then the applicable penalty listed in Column 3 shall apply. A late notice shall be sent by the city's :-:..-.-- -- - '-_ .:: > =:- director of finance to the violator. Any violator to whom such late notice is sent may pay the applicable penalty listed in Column 3 above within fifteen (15) days of the date of such late notice. If the violator does not the penalty pursuant to such late notice and if the city elects to pursue enforcement of the unsettled parking violation notices through the courts, a law enforcement notice pursuant to § 46.2-941, Code of Virginia (1950), as amended, shall be sent by the city's : .:.:. -. . . . . ". tion°director of finance to the violator. * * * (d) In the event that the city treasurer is advised that any person desires to contest any parking citation, the city treasurer shall transmit notice of such fact as soon as possible to the c i t y's -: -- - - -• - :irector of finance, which shall certify such fact in writing, in an appropriate form, to the clerk of the general district court. * * * CHAPTER 32. TAXATION * * * Article II. Real Estate Taxes Generally, * * * Division 1. Generally * * * Sec. 32-25.-Duty to collect. The treasurer shall be charged with the duty of collecting the taxes levied and imposed by this article, : - . . • . . . , , . . • . • 9 Article III. Tax on Tangible Personal Property Generally, r • x Sec. 32-111. -Duty to collect. The treasurer shall be charged with the duty of collecting the taxes levied and imposed by this article, :. :.y The director of finance shall be charged with the duty of collecting all first day of December of the tax year in which the taxes were asse-seder CHAPTER 33. VEGETATION AND TRASH * s • Article II. Weed and Trash Abatement Sec. 33-22.- Accounting for abatement costs. The city manager shall keep an account of the cost of abating public nuisances and embody such account in periodic reports with assessment lists which shall be transmitted to the city clerk and the manager of billings and collections director of finance at convenient intervals. The copy retained by the city clerk shall be available for public inspection. The reports shall refer to each parcel as to which public nuisance was abated by description sufficient to identify the parcel, and specify and include an additional administrative fee as specified in section 2-178.4 of this Code, to be assessed against the owner; the cost of abatement including but not limited to a minimum of two (2) hours labor as well as other reasonable charges for equipment; and interest authorized by this article. xr * 10 Sec. 33-23. - Notice to owner on abatement costs. (c) The director of finance and the city treasurer, when in theirhis discretion it is just and proper to do so, may waive liens imposed pursuant to this section whenever doing so will facilitate the sale of the property and encourage its productive reuse. Such liens may be waived only as to a purchaser who is unrelated by blood or marriage to the owner and who has no business association with the owner. All such liens shall remain a personal obligation of the owner of the property at the time the liens were imposed. r * * 2. This ordinance shall in full force and effect on and after July 1, 2013. 3. Pursuant to Section 12 of the Roanoke City Charter, the second reading by title of this ordinance is hereby dispensed with. ATTEST: ��0p����) ,54GA*11/44.) \• Wry City Clerk. 11 e �t.`� CITY OF ROANOKE Sa OFFICE OF THE CITY ATTORNEY Timothy R. Spencer U \ t ` 464 Mt BUILDING y p r` - AVENUE, Steven J. Talevi r�inv� 215 CHURCH AVENE, SW ROANOKE, VIRGINIA 24011-1595 Gary E. Tegenkamp David L. Collins Daniel J. Callaghan TELEPHONE 546853,243 I Heather P. Ferguson City Attorney FAX 540-853-1221 Assistant City EMAIL: cityarryOroanokea.gov Attorneys May 13, 2013 The Honorable Mayor and Members of Council Roanoke, VA Re: Billings and Collections Dear Mayor Bowers and Members of City Council: City Code delegates the responsibility of collecting delinquent business license taxes, real estate taxes, and tangible personal property taxes to the Director of Finance. The Director of Finance executes this duty through the office of Billings and Collections. Council has the authority to transfer this responsibility to the City Treasurer. In order to effectuate this transition, Council must amend several sections of City Code, including Section 19.20 (duty to collect delinquent business license taxes), Section 32.25 (duty to collect delinquent real estate taxes), and Section 32.111 (duty to collect delinquent tangible personal property taxes). The enclosed proposed ordinance includes these amendments along with other technical amendments to eliminate references to the office of Billings and Collections. Sincerely yours,yours, Daniel J. Callagh City Attorney DJC/Isc Enclosure c. Christopher Morrill, City Manager Ann Shawver, Director of Finance Jody Lawson, Acting Manager, Billings and Collections Stephanie Moon, City Clerk IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 13th day of May, 2013. No. 39659-051313. A RESOLUTION endorsing the update to the Capital Improvement Program submitted by the City Manager by letter of May 13, 2013. WHEREAS, by letter of May 13, 2013, the City Manager has presented an update to the City's Five-Year Capital Improvement Program for Fiscal Years 2014-2018 in the recommended amount totaling $124,050,332; WHEREAS, the Capital Improvement Program and the funding recommendation for projects is affordable and consistent with previous discussions by City Council and actions taken by City Council; and WHEREAS, this Council is desirous of endorsing the recommended update to the Capital Improvement Program; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that this Council endorses and concurs in the recommendations of the City Manager for a certain update to the Five-year Capital Improvement Program for the City of Roanoke for Fiscal Years 2014- 2018, and the related funding recommendations, as set out in the letter of the City Manager dated May 13, 2013. ATTEST: �^ City Clerk. 1 " K\Measures\Yearly Measures\20I3Vcapital Improvement program 2014-18 doc IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39660-051313. AN ORDINANCE to appropriate funding for the FY 2014-2018 Update to the Capital Improvement Program, amending and reordaining certain sections of the 2013- 2014 General, Capital Projects, Department of Technology, Fleet Management and Grant Funds Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2013-2014 General, Capital Projects, Department of Technology, Fleet Management and Grant Funds Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: General Fund Appropriations Appropriated from One-Time Cash Funding 01-440-4330-9027 $ 150,000 Miscellaneous 01-300-9410-2170 ( 150,000 ) Capital Proiects Fund Appropriations Appropriated from General Revenue 08-300-9552-9003 500,000 VDOT Match 08-300-9575-9210 195,100 Appropriated from General Revenue 08-300-9609-9003 100,000 Appropriated from General Revenue 08-300-9610-9003 100,000 Appropriated from General Revenue 08-300-9612-9003 100,000 Appropriated from General Revenue 08-300-9613-9003 100,000 Appropriated from General Revenue 08-530-9772-9003 327,000 Appropriated from General Revenue 08-530-9792-9003 246,000 Appropriated from General Revenue 08-300-9793-9003 50,000 Appropriated from General Revenue 08-530-9994-9003 333,500 Appropriated from General Revenue 08-610-9929-9003 89,000 Appropriated from General Revenue 08-620-9575-9003 500,000 Appropriated from General Revenue 08-620-9753-9003 200,000 Appropriated from General Revenue 08-620-9757-9003 100,000 Revenues EDA Contribution Agreement -Market Bldg 08-110-1234-0919 630,533 Transfer from General Fund 08-110-1234-1037 1,457,067 Reimbursement for RRFR project 08-110-1234-0909 853,000 Department of Technology Fund Appropriations Appropriated from General Revenue 13-430-9842-9003 $ 30,000 Appropriated from General Revenue 13-430-9987-9003 95,000 Revenues Transfer from General Fund 13-110-1234-0951 125,000 Fleet Management Fund Appropriations Appropriated from One-Time Cash Funding 17-440-2642-9027 75,000 Revenues Transfer from General Fund 17-110-1234-0951 75,000 Grant Fund Appropriations Appropriated from One-Time Cash Funding 35-300-9700-9026 200,000 Revenues Local Match Funding for Grants 35-300-9700-5207 200,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: (� 1 a 'City Clerk. two 11 r, CITY COUNCIL AGENDA REPORT /aa. N-4,- To: Honorable Mayor and Members of City Council Meeting: May 13, 2013 Subject: Capital Improvement Program Update for FY 2014-2018 Background: The Capital Improvement Program (CIP) for Fiscal Years 2014-2018 is a plan recommended for approval by City Council for anticipated capital project expenditures to be incurred over the next five years and is a revision of the Fiscal Years 2013-2017 plan. Considerations: As part of the financial planning/budget development process City Council was briefed on projects to be funded through additional bond issuance and cash. The total Capital Improvement Program for Fiscal Years 2014-2018 is comprised of capital projects with estimated expenditures of $124,050,332 as outlined in Attachment A. Council authorization of debt issuance is required for planned issuance each fiscal year and is requested through a separate report at a Council meeting after the adoption of the OP Update to ensure that the public hearing notices are published in accordance with code requirements. The public hearing will be scheduled at a later date. The CIP anticipates debt issuance each year as outlined below. FY 2014 • School Facility Maintenance and Improvements - $3,000,000* • Bridge Renovation - $1 ,800,000 • Library Master Plan - $2,800,000 • Parks and Recreation Master Plan - $1 ,000,000 • Civic Center Improvements - $1 ,000,000 • Stormwater Management - $1 ,120,000 • Elmwood Park Improvements - $2,800,000 • Curb, Gutter and Sidewalk Program - $750,000 • Streetscapes - $500,000 • Rail Passenger Infrastructure - $600,000 • Roanoke Police Academy Expansion - $250,000 • Broadband - $1 ,000,000 Total: $18,620,000 *The Capital Improvement Program calls for funding of $5 million, but debt of $1 ,014,014 was issued in 2012 through the QZAB program, leaving $3 million to be issued in FY 2014. FY 2015 • School Facility Maintenance and Improvements - $5,000,000 • Bridge Renovation - $3,800,000 • Library Master Plan - $2,600,000 • Parks and Recreation Master Plan - $1 ,000,000 • Civic Center Improvements - $1 ,000,000 • Stormwater Management - $1 ,120,000 • Curb, Gutter and Sidewalk Program - $1 ,000,000 • Fire Facility Master Plan - $750,000 • Rail Passenger Infrastructure - $3,000,000 • Broadband - $1 ,000,000 Total: $20,270,000 FY 2016 • School Facility Maintenance and Improvements - $8,500,000 • Bridge Renovation - $5,650,000 • Library Master Plan - $3,140,000 • Parks and Recreation Master Plan - $1 ,000,000 • Civic Center Improvements - $1 ,000,000 • Stormwater Management - $1 ,120,000 • Curb, Gutter and Sidewalk Program - $1 ,000,000 • Streetscape Improvements - $500,000 • Passenger Rail Infrastructure - $2,500,000 Total: $24,410,000 FY 2017 • School Facility Maintenance and Improvements - $5,000,000 • Bridge Renovation - $6,900,000 • Library Master Plan - $3,000,000 • Parks and Recreation Master Plan - $2,500,000 • Civic Center Improvements - $1 ,000,000 • Stormwater Management - $1 ,120,000 • Curb, Gutter and Sidewalk Program - $1 ,000,000 Total: $20,520,000 FY 2018 • School Facility Maintenance and Improvements - $5,000,000 • Bridge Renovation - $3,100,000 • Library Master Plan - $2,240,000 • Parks and Recreation Master Plan - $2,500,000 • Civic Center Improvements - $1 ,000,000 • Stormwater Management - $1 ,120,000 • Curb, Gutter and Sidewalk Program - $1 ,000,000 • Streetscape Improvements - $500,000 Total: $16,460,000 2 There are three sources of one-time funding that will be available for appropriation. Funding budgeted for debt service is based on the capital project planning model. Budgeted debt service funding not needed until bonds are issued and debt service payments begin is used to cash fund selected projects or for a specific purpose. The amount available for one-time use is $1 ,681 ,304. The Market Building Project has been completed. Project development costs in the amount of $630,533 have been returned to the City of Roanoke and are available for one-time expenses. The Roanoke River project has also been completed. Residual funding in the amount of $853,000 is available for one-time expenses. The total of these three sources is $3,164,837. Funding in the amount of $695,100 is included in the Transfer to Capital Projects Fund for Bridge Maintenance Projects ($500,000) and Virginia Department of Transportation projects ($195,100) and may be appropriated to project accounts for FY 2014. During the budget development process, Council was advised of the recommended use of one time funding for the following: • Science Museum of Western Virginia 100,000 (fifth and final installment of capital contribution) • Harrison Museum of African American Culture 100,000 (fifth and final installment of capital contribution) • YMCA of Roanoke Valley 100,000 (second installment of capital contribution) • Virginia Museum of Transportation 100,000 (first installment of capital contribution • Jefferson Center 100,000 (first installment of capital contribution) • Greenways and Trails 200,000 • Market District Improvements 333,500 • RCIT Drainage Project 327,000 • Capital Project Contingency 500,000 • Grant Cash Match 200,000 • Capital Building Maintenance, Fleet Replacement, Technology Capital, Other Operating One-Time Expenses 1 ,104,337 TOTAL $ 3,164,837 Recommended Action: Approve a resolution endorsing the update to the CIP. Adopt the accompanying budget ordinance to: 3 • Increase the revenue estimate in the Capital Projects fund in the amount of $650,533 for the Market Building Project Refund of Project Development cost return. • Increase the revenue estimate in the Capital Projects fund in the amount of $853,000 for the return of residual funding for the Roanoke River Project. Appropriate $695,100 included in the FY 2014 Transfer to Capital Projects Fund Account and $2,645,500 included in the FY 2014 Transfer to Other Funds unit to the respective accounts established by the Director of Finance for the following projects: • Bridge Maintenance - $500,000 • Local Match for Virginia Department of Transportation Highway projects - $195,100 • Science Museum of Western Virginia - $100,000 • Harrison Museum of African American Culture - $100,000 • YMCA of the Roanoke Valley - $100,000 • Virginia Museum of Transportation - $100,000 • Jefferson Center - $100,000 • Greenways - $200,000 • Market District Improvements - $333,500 • RCIT Drainage project - $327,000 • Capital Project Contingency - $500,000 • Grant Match - $200,000 • Transportation o Traffic Signal Equipment - $246,000 o Sidewalk Maintenance - $50,000 • Fleet Management - Vehicular Purchases - $75,000 • Percent for Art - $89,000 • Technology o Wireless Upgrade - $30,000 o Police Cameras - $95,000 The remaining funding in the amount of $519,337 is budgeted in the Transfer to Other Funds unit and will be transferred to departmental bud•ets during the course of the fiscal year for identified one-time needs. istopher P. Morrill City Manager Distribution: Council Appointed Officers Rita D. Bishop, Superintendent, Roanoke City Public Schools Sherman M. Stovall, Asst. City Manager for Operations Brian Townsend, Asst. City Manager for Community Development 4 te, �; ' w Total Buildings: Fire facility Master Plan $ - $ 750,000 $ 750,000 Library Master Plan $ 3,661,099 $ 10,980,000 $ 14,641099 Roanoke Police Academy Expansion $ 250,000 $ - $ 250,000 TOTAL-Buildings $ 3,911,099 $ 11,730,000 $ 15,641,099 Economic Development Arts and Cultural Capital Contributions $ 795,000 $ 1,100000 $ 1,895,000 TOTAL-Economic Development $ 795,000 $ 1,100,000 $ 1,895,000 Parks: Countryside S 986,584 $ - $ 986,584 Elmwood Park Improvements $ 3,352,472 $ - $ 3,352,472 Greenways and Trails S 1,151,770 $ 1,695,866 $ 2,847,636 Parks and Recreation Master Plan $ 1,500,000 $ 7,000,000 S 8,500,000 TOTAL-Parks $ 6,990,826 $ 8,695,866 $ 15,686,692 Schools: School Improvements $ 5,000,000 S 23,500,000 $ 28,500,000 TOTAL Schools $ 5,000,000 $ 23,500,000 $ 28,500,000 Storm Drains: Neighborhood Storm Drain Program $ 3,547,519 S 4,518,315 S 8,065,834 TOTAL-Storm Drains $ 3,547,519 $ 4,518,315 $ 8,065,834 Streets,Sidewalks and Bridges: Bridge Renovation/Replacement Program $ 7,633,361 $ 22,594,438 S 30,227,799 Curb,Gutter and Sidewalk Program $ 1,581,763 $ 4,000,000 $ 5,581,763 Market Square Improvement $ 693,751 $ - $ 693,751 Rail Passenger Infrastructure $ 3,352,970 $ 2,750,000 $ 6,102,970 Streetscape Project Improvements $ 595,768 S 1,000,000 $ 1,595,768 VDOT Highway Projects $ 742,592 $ 748,014 $ 1,490,606 TOTAL-Streets,Sidewalks and Bridges $ 14,600,205 $ 31,092,452 $ 45,692,657 Civic Center Fund: Civic Center Renovations $ 1,942,000 $ 4,078,785 $ 6,020,785 TOTAL-Civic Center Fund $ 1,942,000 $ 4,078,785 $ 6,020,785 Technology-Fund: Broadband $ 1,000,000 $ 1,000,000 $ 2,000,000 Financial Application Integration $ 89,486 $ 458,779 $ 548,265 TOTAL Technology Fund $ 1,089,486 $ 1,458,779 $ 2,548,265 GRAND TOTAL-All Funds $ 37,876,135 $ 86,174,197 $ 124,050,332 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 13th day of May, 2013. No. 39661-051313. AN ORDINANCE to appropriate funding from the Economic and Community Development Reserve for the Facade Grant Program project, amending and reordaining certain sections of the 2013-2014 Capital Projects Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2013-2014 Capital Projects Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Appropriated from General Revenue 08-310-9736-9003 $ 100,000 Fund Balance Economic and Community Development 08-3365 ( 100,000 ) Reserve - Unappropriated Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: y�^rye MA;LILi n()City Clerk. 11 Ao ttio /Lei CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 13, 2013 Subject Appropriation of FY 14 Funds for Enterprise Zone Program Background: A revised Virginia Enterprise Zone program was established by the General Assembly in 2005 through the Virginia Enterprise Zone Act. An Enterprise Zone is a geographically defined area designated by the Governor. The state and local government enter into a partnership to encourage business expansion and recruitment by offering both state and local incentives. The City of Roanoke has two main zones, Zone 1A and Zone 2. Zone 1A has one sub zone and Zone 2 has two additional sub zones. The main difference between the zones is that the building facade grant is available only in Zone IA and its sub zone which incorporates the older industrial areas in the core of the City and downtown and the maximum caps differ slightly for certain fee rebates and programmatic incentives. There is a Parking Lot grant, which is exclusive to Zone 2. This grant provides incentives to businesses to pave gravel parking lots that have a direct connection to a City storm water detention pond, in order to decrease ongoing, long-term maintenance of these facilities. Considerations: A requirement of designation is that the City of Roanoke offers certain local incentives. These incentives were set forth in the original application and subsequent amendments approved by City Council. In order for the City of Roanoke to continue to offer the local incentives as set forth in the designation application and subsequent amendments, an annual appropriation of funds is needed. Based on funds remaining from previous appropriations, additional funding in the amount of $100,000 has been identified to provide for program grants anticipated for Fiscal Year 2014. The building facade improvement program has become a very popular and useful tool in Enterprise Zone 1A over the past several years. As of April of this fiscal year, $140,359 in facade grant funding leveraged approximately $962,458 in additional estimated private investment in building facade improvements. In many cases, these facade improvements are part of overall building rehabilitation projects which result in additional real property investment. Recommended Action: Adopt the accompanying budget ordinance appropriating $100,000 from the Economic and Community Development Reserve to the Facade Grant Program account number 08- 310-9736-9003. to er P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Sherman M. Stovall, Assistant City Manager for Operations Amelia C. Merchant, Director of Management & Budget Wayne Bowers, Director of Economic Development Robert Ledger, Economic Development Manager 2 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 13th day of May, 2013. No. 39662-051313. A RESOLUTION approving the 2013-2014 Annual Update("Annual Update")to the 2010- 2015 Consolidated Plan and authorizing the City Manager,or the City Manager's designee,to submit the approved Annual Update to the United States Department of Housing and Urban Development ("HUD") for final review and approval, and authorizing the execution of all necessary documents pertaining to such Annual Update. WHEREAS,in order to receive Community Development Block Grant,HOME Investment Partnerships,and Emergency Shelter Grant funding,HUD requires that entitlement localities such as the City of Roanoke submit a 5-year Consolidated Plan and Annual Updates; WHEREAS,opportunities for community input regarding the Annual Update were provided at public meetings held November 15, 2012, and April 4,2013,and at a City Council public hearing on April 25, 2013, by a 30-day public review and comment period beginning April 12, 2013, and ending May 13, 2013, by dissemination of information to all library branches,the Law Library,the Roanoke Redevelopment and Housing Authority main offices, the City Clerk's office and HUD Community Resources Division for public inspection, by letters to a mailing list of interested individuals and organizations,including the Roanoke Neighborhood Advocates,and by publishing information in local print media and on the City's website; and WHEREAS,the Annual Update must be approved by this Council and received by HUD on or about May 13,2013, to ensure timely receipt of new entitlement funds. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the Annual Update is hereby approved; and HUD Plan Approval 2013-14.doc BE IT FURTHER RESOLVED that the City Manager, or the City Manager's designee, is hereby authorized, for and on behalf of the City,to submit the approved 2013-2014 Annual Update to HUD to the 2010-2015 Consolidated Plan for final review and approval, and to execute all necessary documents pertaining to such Annual Update, such documents to be approved as to form by the City Attorney,as more particularly set forth in the City Manager's report dated May 13,2013, to this Council. ATT T: �^ tli`vs—) City Clerk. HUD Plan Approval 2013-14.doc 2 w 0yn1 rQ 9, CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: May 13, 2013 Subject Approval of the 2013-2014 Annual Update to the 2010-2015 Consolidated Plan Background: In order to receive Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME), and Emergency Solutions Grant (ESG) funding, the U.S. Department of Housing and Urban Development (HUD) requires that localities such as the City of Roanoke submit a 5-year Consolidated Plan (CP) and Annual Updates (AU). The City's current, HUD-approved five-year CP covers the period from July 1 , 2010, to June 30, 2015. Public participation in the 2013-2014 AU included public meetings on November 15, 2012 and April 4, 2013 to obtain community input, information disseminated to the Roanoke Neighborhood Advocates (RNA), information made available on the City's website and in the print media and announcements to a mailing list of more than 200 organizations and individuals, and through a 30-day public comment period from April 12-May 13, 2013. Considerations: In a letter dated April 15, 2013, Council Members received a summary version of the draft 2013-2014 AU, which included the tentative CDBG, HOME and ESG funding recommendations for Fiscal Year 2013-2014 and related information. Each agency that submitted a funding request has been notified in writing as to the amount recommended for funding in the AU. Those attending the April 4 public meeting received a summary version of the AU similar to that provided to City Council. The plan has been made available on the City's website. Copies of the complete draft 2013-2014 AU were placed at Law Library, the Roanoke Redevelopment and Housing Authority main offices, and the City Clerk's office for a 30-day public comment period beginning April 12, 2013. The City Council received no comments on the proposed AU at its April 25, 2013 public hearing. As of this date, no comments have been received during the 30-day public comment period. Funding for FY 2013-2014 will be available from the following sources: New HUD Entitlements $1 ,732,138 Estimated New Program Income 450,000 Local Match Funds 25,750 Estimated Prior Year Excess Program Income 300,743 Estimated Prior Year Carry-over 414,750 Total HUD Funds $2,923,381 Expenses for FY 2013-2014 will be distributed under the following categories: Housing Development $2,082,250 Human Development 251 ,750 Homeless Services 123,900 Neighborhood Development 83,997 Planning and Administration 381 ,484 Total HUD Funds $2,923,381 To ensure that the City's HUD fiscal year begins on July 1 , 2013, HUD must receive the Annual Update on or about May 15, 2013. Upon approval by the City Council, the AU will be transmitted to the HUD Richmond Field Office in electronic form. Recommended Action: Approve the 2013-2014 Annual Update, as abstracted in the attached summary, and authorize the City Manager, or the City Manager's designee, to submit the complete Annual Update to HUD for final review and approval, including execution of all necessary documents pertaining thereto, such documents to be approved as to form by the City Attorney. ristopher P. Morrill City Manager Attachment Distribution: Council Appointed Officers Brian Townsend, Assistant City Manager for Community Development Amelia Merchant, Director of Management and Budget Chris Chittum, Director of Planning, Building and Development Keith Holland, HUD Community Resources Program Administrator 2 CITY OF ROANOKE HUD ENTITLEMENT GRANTS FY 2013-2014 ANNUAL PLAN Overview The City of Roanoke anticipates receiving about$1.7 million or more in new funds annually from the U.S.Department of Housing and Urban Development(HUD) in three grants: Community Development Block Grant(CDBG), HOME Investment Partnerships (HOME)and Emergency Solutions Grant(ESG). Roanoke is an entitlement community under these HUD programs. This means that HUD funds are allocated to the City every year using a formula based on population, income levels,and other factors. The amount that the City receives then depends on how much Congress appropriates for the entire nation. HUD entitlement funding is also subject to the 5% reduction due to sequestration for the next Congressional Appropriation,which would be in addition to any cuts to HUD that Congress sees fit. CDBG CDBG funds have been allocated to the City since 1975 and can be used for activities ranging from housing to economic development and from job training to construction projects. For the 2013-2014 program year,the City estimates receiving$1.2 million in new CDBG funds. Preliminary allocations for FY 2013-14 reflect a reduction of current year CDBG funds by$220,481,a 15%decrease. However,with carry-over and program income,the City estimates that a total of$2.0 million in CDBG funds will be available.CDBG funds are primarily intended to benefit low-and moderate-income persons and areas,though a limited amountcan also be used for reducing slums and blight. The amount of funds that can be used for administration,planning and human services is also limited by regulation. HOME The HOME program is exclusively for housing to benefit those of low or moderate income, including rehabilitation,new construction,homeownership assistance and improvementsto rental e,housing. The City has been receiving HOME funds since 1992. For the 2013-2014 program year,the City estimates receiving$352,500 in new HOME funds.This represents a reduction of 20%($88,131)from current year allocations. Including carry-over and program income,the City --a(` estimates that a total of$792,250 in HOME funds will be available. HOME funds require a 7• - 12.5%match. At least 15%of each annual HOME grant must be invested in qualifying projects conducted by Community Housing Development Organizations("CHDOs"). ESG The HUD priorities for the Emergency Solutions Grants have changed from the former Emergency Shelter Grants that the city had previously received. The emphasis for use of these funds has shifted from providing for activities that assist homeless individuals and families to early intervention and prevention of homelessness. HUD has issued new rules for the distribution of these funds by entitlement communities,which are being assessed by city staff and the Roanoke Valley Council of Community Services. Total funding in FY 2013-2014 is expected to decrease to$130,257 from the FY 2011-12 entitlement of$144,729,a decrease of 10%. Available Funding: The total funding anticipated for Fiscal Year2013-2014 from CDBG,HOME and ESG sources is$2,923,381,but relies heavily on prior year uncommitted or available funds of$1.1 million. The estimated amount by category is as follows: Category Description Available Funding CDBG 2013-2014 Entitlement Grant $1,249,381 2013-2014 Program Income 450,000 2013-2014 Local Funds(Administrative Use) 750 2012-2013 Carry-Over 0 2012-2013 Excess Program Income 300,743 Subtotal—CDBG Funds Available $2,000,874 HOME 2013-2014 Entitlement Grants $352,500 2013-2014 Program Income 0 2013-2014 Local Funds(Match Use) 25,000 2012-2013 Carry-over 414,750 2012-2013 Excess Program Income 0 Subtotal—HOME Funds Available $792,250 ESG: 2013-2014 ESG Entitlement Grant $130,257 Total 2013.2014 CDBG, HOME and ESG Funds Available $2,923,381 Allocation of Resources: The City's 2013-2014 Annual Update outlines the use of approximately$2.9 million in CDBG, HOME and ESG funds, including carry-over and anticipated program income. These funds will support an array of housing,homeless prevention,publicservices,and neighborhood and economic development activities,and planning and administrative costs associated with these activities. • Economic Development—No economic development projects were submitted. The Hotel Roanoke Section 108 Loan final payment will be made in April 2013, but one final payment of program income will be generated and applied to available revenue for 2013-2014. • Homeless Services -- $123,900 for homeless prevention and rapid re-housing through Emergency Solutions Grants for programming to be determined by the City's Continuum of Care Committee and HUD staff. • Housing Development--$2,082,250 for new construction and housing rehabilitation for homeownership,downpayment and closing costs assistance, and the rehabilitation of owner-and renter-occupied homes. • Human Services--$251,750 for services such as social services,after-school educational development,and other youth and family programs. • Neighborhood Development—$83,997 which includes $8,997 for grants to two (2) neighborhood organizations for small community improvement projects not otherwise categorized and$75,000 for infrastructure improvements targeted in the West End NRSA. Many neighborhood organizations submitted applications for training and capacity building. These costs will be covered as a planning function and paid from administrative funds to better comply with HUD regulations. • Planning and Administration --$381,484 for historic and other environmental review costs, costs to prepare an Analysis of Impediments to Fair Housing Choice and conduct fair housing outreach and education and staffing and operating costs incurred by the City to administer the CDBG, HOME and ESG funds. Distribution of Housing Funds: For 2013-2014,the City estimates its CDBG and HOME housing funds will be allocated as follows: • $557,500 for activities encouraging and facilitating the repair,maintenance,improvement or re-use of existing owner-occupied or rental housing. • $767,750 for activities encouraging and facilitating new homeownership. Project Locations: While some of the projects in the 2013-14 Annual Plan affect areas throughout the City of Roanoke,the City will be in the second year of a multi-year targeting of HUD resources to projects serving the West End Target Area and designated areas such as the City's Conservation Areas and Rehabilitation Districts. Lead Agencies: The HUD Community Resources Division of the City's Department of Planning,Building and Development is the lead organization for developing and administering the Consolidated Plan and the Annual Updates. Numerous City otficesand departments and other public,nonprofit and community organizations conduct projects funded in whole or in part with CDBG,HOME or ESG funds. The specific projects,agencies and funding recommended for the 2013-2014 period are given in the following section. 2013-2014 Recommended Projects,Agencies and Funding: • African American Studies in Contemporary Issues(TAPI Funds to administer and monitor this program which targets freshman African American male students at William Fleming High School who are at risk of not completing high school. Students remain in the program throughout the school year. Funding provides staffing and program costs associated with thecuniculum to those targeted students. (Requested$25,000. Recommended:$24,000). • Aspire Connect Program—Aspire 2016 Rites of Passage Program(Apple Ridge Farm,Inc.) Funding will provide for staffing to assist 100 students from five elementary schools, and tracked from the third grade, with the academic competencies, interpersonal skills and resources needed to be successful in middle school and achieve graduation from high school in June 2016. (Requested.$26,500 Recommended:$26,250) • Brain Injury Services Case Management(BISSWVAI Funds requested to provide case management services to city residents who have disabling brain injuries. Program seeks to provide support to qualifying individuals for home heath care,rehabilitation services and job skills training. (Requested: $45,000. Recommended:$29,000) • Bridging the Gap to Unemployment(Goodwill Industries of the Roanoke Valley)Program proposed to provide job training and job retention support services to low-moderate income workers within the city.Also provide clinical wrap-around services such as short term child care,work clothing,transportation,emergency housing and utility payments,and financial literacy training to promote family and individual economic stability and self-sufficiency. (Requested$80,000; Recommended$0) • Code Enforcement(Dept.of Planning,Bldg and Dev.) Funds a portion of staff and otheroperating costsforCity enforcementof the building maintenance and other codes in low-to-moderate income neighborhoods. (Current Year Funding $100,000. Recommended: $100,000) • Community Based Prevention Services (Department of Social Services) Funds for staff and out-stationing costs to increasethe accessibility and use of child abuse and neglect prevention services and reduce the necessity of foster care placements. (Current Year Funding: $98,500. Recommended: $98,500) • Community Housing Resource Center(Council of Community Services)Provide homeless prevention services in the form of assistance with rental payments and/or security deposits to extremely low income families to prevent the family from becoming homeless.The CHRC will also provide rapid re-housing services in the form of assistance with first month's rent and/or security deposits targeted for chronically homeless families.(Requested $68,750, Recommended$55,000) • Demolition (Dept. of Planning, Bldq and Dev.) Funds to demolish vacant condemned structures in an advanced state of deterioration.(Current Year Funding: $50,000. Recommended$32,250) • Down Payment Assistance Program(Dept.of Planning,Bldq and Dev.) Funds for staffing and operating costs and project funds to provide 5-year forgivable,0% interest loans of up to$8,000 for down payment and closing costs to assist low/mod-income families to buy homes in the City. Despite success and meeting target goals,proposed funding to be cut due to reduced HUD funds. However, refocus efforts in 2013-2014 to target 25% of funds to West End Target Area as opposed to city-wide. (Current Year Funding$290,000. Recommended:$257,000) • Emergency Home Repair Program(Total Action Against Poverty)Limited and emergency repairs and weathenzabon servicesto low/mod-income owner-occupied single-family homes. Program requests to target 17 owner-occupied homes for emergency repairs,with 10 of these homes also receiving weatherization services. (Requested:$125,000 Recommended: $46,500) • Empowering Individuals with Disabilities(Blue Ridge Independent Living Center)Install special needs home improvements such as ramps and grab bars for 40 extremely low to low income homeowners with disabilities to meet independent living needs. (Requested:$106,000. Recommended: $81,250) • Energy Efficient Home Rehabilitation Program(Dept.of Planning,Bldg and Dev.)Funds for staffing and operating costs and project funds to provide loans of up to $46,000 for owner-occupied housing rehabilitation in West End Target Area. This program will be a market rate initiative with a repayment of 0%loans for rehabilitation. This program will ultimately produce program income and become self-sustainable over time. (Current Year Funding:$250,000. Recommended:$250,000). • Environmental Review Services (Dept. of Planning, Bldq and Dev.) Contracted environmental review services required by federal regulations prior to altering the appearance of housing or other structures with CDBG/HOME assistance. The costs of these services will be incorporated into the delivery services of applicable agency projects orthrough the Community Resources planning and administration account.(Current Year Funding: $10,000. Recommended:$0). • Fair Housing Outreach and Education (Dept. of Planning, Bldg and Deal Funds for fair housing outreach and education activities to build community awareness of the fair housing laws related to home sales, rentals and accommodations. Funds include a percentage of staffing costs to support the Fair Housing Board,but will be incorporated into Community Resources planning and administration account. (Current Year Funding:$15,000. Recommended: $0) • Family Advocates Program(Children's Trust) Funding to provide support services to the non-offending caregivers in cases of alleged child abuse, resulting in the greater protection and support for the alleged child victim. (Requested: $27,000. Recommended$27,000.) • Family Promise of Greater Roanoke (formerly Roanoke Valley Interfaith Hospitality Network) Essential services and maintenance/operation of the shelter; fuel and maintenance of the program's van; purchase of cots and bedding; client assistance funds;and housing security deposits. (Requested:$26,500. Recommended:$22,400) • FHLB Set-Aside Program(Freedom First Credit Union)Funds used to partially fund administrative costs to administer Federal Home Loan Bank of Atlanta(FHLB)Set-aside program for low to moderate income homeowners and homebuyers for down payment assistance, homeowner rehab for energy efficiency or rehabilitation for accessibility. (Requested $75,000; Recommended $0). • Historic Review Services(Dept.of Planning,Bldg and Dev.)Contracted historic review services required by federal regulations prior to altering the appearance of housing or other structures with CDBG/HOME assistance.The costs of these services will be incorporated into the delivery services of applicable agency projects or through the Community Resources planning and administration account.(Current Year Funding:$10,000. Recommended: $0) • Hotel Roanoke Section 108 Loan Repayment(Department of Finance) The City will pay forward the last of the 20 annual payments by close of FY 12-13,reducing our liability in 2013-2014. However, program income generated from the Hotel for debt service will be paid for a final time in 2013-2014 so program income is still available for the year to fund other programs. (Current Year Funding:$502,203. Recommended: $0) • Housing Stabilization for Families in Need(Council of Community Services/Community Housing Resource Center).Funds to partially replace Homelessness Prevention and Rapid Re-Housing Program previously funded with ARRA grants. The program will use the CDBG funds to leverage additional resources to assist with homeless prevention and re-housing activities. (Requested:$50,000. Recommended$47,000) • HUD Administrative Funds (Dept.of Planning, Bldg and Dev.)Staffing and other operating costs associated with the general administration of the City's CDBG, HOME and ESG funds. Limits for each program are 20%for CDBG, 10%for HOME and 7.5%for ESG,although only 5%of administrative costs will be applied in 2013-2014. The maximum allowance is budgeted due to many planning and administrative activities previously separated out will be charged to this account to satisfy HUD repotting requirements(Current Year Funding:$272,000. Recommended:$381,484) • Infrastructure Improvements(City of Roanoke) CDBG funds used for public infrastructure improvements in West End Target Area,such as sidewalks,curb and gutters,storm water management,and streetscape improvements. (Current Year Funding: $0. Recommended$75,000). • Neighborhood Development Grant Program (Dept. of Planning, Bldg and Dev.) Provides for grants of up to $25,000 to neighborhood organizations in predominantly low-mod-income neighborhoods for eligible projects such as housing, crime prevention and public facilities and infrastructure projects.Activities related to training and capacity development of eligible neighborhood associations will be paid from HUD planning and administrative accounts. (Current Year Funding: $45,455. Recommended:$8,987) Applications were received from the following organizations: o Belmont Neighborhood Association o Fairland Civic Association o Loudon-Melrose Neighborhood Organization o Melrose-Rugby Neighborhood Forum o Northwest Neighborhood Environmental Organization o Northwest Neighborhood Improvement Council o Old Southwest Inc. o SE Action Forum • Property and Loan Portfolio Management (Roanoke Redevelopment and Housing Authority) Provides funding for the RRHA staffing,legal and other costs associated with disposing of properties and managing the portfolio of loans made with CDBG, HOME and other public funds received from the City. Services include maintaining vacant lots owned by RRHA intended for home site development(Current Year Funding: $5,000. Recommended: $0) • Roanoke Housing Partners Proposal (Habitat for Humanity. Rebuilding Together Roanoke, RRHA and TAP) Multi-agency collaboration to assist housing in the West End Target Area in first year of a multi-year approach (Requested: $1,805,880. Recommended:$1,067,750;as detailed below) o Owner-Occupied Rehabilitation (RTR) Basic rehabilitation services utilizing volunteer labor to address"safe, warm and dry"homeowner needs for low-income persons. Proposed goal of 10 homes in West End Target Area. (Requested:$85,000. Recommended$85,000) o Targeted Housing Preservation and Beautification Project (TAP) Program designed to assist low-income homeowners in West End Target Area with exterior improvements such as clearing overgrown lots,removal of trash and debris and demolition of dilapidated outbuildings. Intended to lessen adverse effects on surrounding properties,encourage new homeowner investment in target area and improve overall neighborhood appearance. Target of 15 homes. (Requested:$155,148. Recommended$0) o Consortium Outreach and Intake Specialist(TAP) Proposal to support wages for part-time personnel to serve as a liaison between West End Target Area residents and designated service providers of the Partnership,market opportunities to neighborhood groups,and determine eligibility for services. The part-time person would be under the supervision of full-time TAP staff to provide in-kind match. (Requested:$21,007. Recommended$0) o Rental Rehabilitation Loan Project(TAP) Funds to provide rehabilitation assistance to landlords within the West End Target Area,concentration on rental units of 5 or less per property. The program structure requires a 50% match for materials and labor for rehab work in exchange for one-year rent freeze. (Requested $427,725. Recommended:$90,000). in Homeownership Housing Development(Habitat) Funds for developing at least 8 single-family homes for sale through new construction or existing home rehabilitation, which may include lease-purchase. (Requested $1,117,000. Recommended$767,750) o West End Target Area Property Acquisition/Demolition(Habitat) Funds to acquire derelict structures in West End Target Area for rehabilitation by Habitat for new homeowner opportunities (includes 15% CHDO Reserves). (Requested 200,000. Recommended$125,000) • Roanoke Single Family Rehabilitation Program (Community Housing Partners)Acquisition, rehabilitation and resale of 5 foreclosed,abandoned,dilapidated or otherwise distressed homes in targeted neighborhoods,with the goal to convert below standard, vacant or rental housing units into newly renovated, energy efficient owner-occupied residences. (Requested $575,000; Recommended$0). • Strategic and Business Planning(Council of Community Services)Strategic planning services for development of an annual business plan for the Blue Ridge Continuum of Care and Interagency Advisory Council on Homelessness.(Requested$5,000; Recommended$0) • Summer 2013 Youth Rehab Program(Rebuilding Together Roanoke.) Funds for the 2013 summer youth activities,such as but not limited to Wodd Changers,to provide limited repairs to the homes of low-and moderate-income households outside of the target area. (Current Year Funding: $75,000. Recommended: $75,000) • Target Area Enhanced Bike Patrol Program (Roanoke City Police Department) Provides funding to deploy police officers on bicycles to respond to concerns of the residents and add to public safety and quality of life issues within the targeted West End Target Area neighborhoods. (Current Year Funding:$25,000. Recommended: $0) • Transitional Living Center(Total Action Against Poverty)Essential services and maintenance/operation of the shelter;building maintenance;furniture;equipment replacement and repair;transportation;resident healhcare and substance abuse prevention. (Requested$30,000. Recommended:$19,100) • TRUST House(TRUST,Roanoke Valley Trouble Center)Essential services and maintenance/operation of the shelter;property insurance;furnishings;drug testing;food;prescriptions and bus passes.(Requested: $35,000. Recommended:$27,400) • West End Center Youth Program(West End Center)Expansion of current social skills development program offered by West End Center to include counseling,mentoring and service learning. (Requested$25,000; Recommended$0) • West End Energy Efficient Rental Rehabilitation(Community Housing Partners)Program to perform energy auditsand retrofits to improve efficiency and performance of 10 rental units in West End Target Area. (Requested $72,500; Recommended $72,500) • West End Residential Facade Program (Dept. of Planning, Building & Development) Provides 50% match up to$7,500 for facade improvements in West End Target Area. Current year program limits the pilot project to a small portion of target area, but program to be expanded throughout all of West End for 2013-2014. This is a market rate program that is not limited to low- moderate income homeowners, and may be used on rental properties as well with owner match. (Current Year Funding $75,000; Recommended$100,000) 2013-2014 HUD Funding Recommendations Funding by Category: Economic Development $0 Homeless Services $123,900 Housing Development $2082250 Human Development $251,]50 Neighborhood Development $83,997 Planning and Administrative Costs $381 484 Total $2,923,381 Breakout-2013-2014 Funding for West End Target Area Revitalization Initiative: $1,629,500 Project Name Agency Current Requested Recommended African American Studies in Contemporary Issues Total Action Against Poverty $25,000 $25,000 $24,000 Aspire Connect Program Apple Ridge Farm, Inc $26,250 $26,500 $26,250 Case Management-Extended Services Brain Injury Services of Southwest Virginia $29,000 $45,000 $23000 Code Enforcement Dept.of Planning,Bldg&Dev. $100,000 $100,000 $100,000 Community Based Prevention Services Dept.of Social Services $98,500 $98,500 $98,500 Community Housing Resource Center Council of Community Services $0 $68,750 $55,000 Demolition Neighborhood Services 350,000 $50,000 33 2,250 Down Payment Assistance Program Dept.of Planning, Bldg&Dev. $290,000 $290,000 $257,000 Emergency Home Repair Total Action Against Poverty $125,000 $125,000 $46,500 Empowering Individuals w/Disabilities Blue Ridge Independent Living Center $81,250 $106,279 $81,250 Energy Efficient Affordable Home Rehabilitation Dept of Planning,Bldg B Dev. $250,000 $250,000 $250,000 Family Advocate Program Children's Trust $27,000 $21000 $27,000 Family Promise of Greater Roanoke Family Promise of Greater Roanoke $26,500 $26,500 $2 2,400 Housing Stabilization for Families in Need Community Housing Resource Center $50,000 $50,000 $47,000 HUD Admin Funds Dept.of Planning,Bldg&Dev. $272,000 $381,484 $381,484 Infrastructure Improvements Dept.of Engineering $0 $300,000 $75,000 ,Neighborhood Development Grant Program Neighborhood Services $45,455 $29,726 $8,987 Summer 2013 Youth Rehab Program Dept.of Planning,Bldg&Dev. $75,000 $75,000 $75,000 Transitional Living Center Total Action Against Poverty $24,376 $30,000 $19,100 TRUST House TRUST,Roanoke Valley Trouble Center $32,237 $35,000 $21,400 West End Energy Efficient Rental Rehabilitation Community Housing Partners $0 872,500 $72,500 West End Residential Facade Program Dept.of Planning,Bldg.8 Dev. $75,000 $100,000 $100,000 West End Owner-Occupied Limited Rehabilitation Rebuilding Together Roanoke $85,000 $85,000 $85,000 West End Rental Rehabilitation Loan Project Total Action Against Poverty $0 $427,725 $90,000 West End Target Area New Home Ownership Habitat for Humanity $765,996 $1,117,000 $767,750 West End Target Area Property Acquisition Roanoke Redevelopment 8 Housing Authority $125,000 $200,000 $125,000 7 at { CITY OF R OAN OKE CITY COUNCIL 15 Church Avenue,SW. Noel C.Taylor Municipal Building.Suite 456 Roanoke,Virginia 24011-1536 -- Telephone: (540)853-2541 DAVID A.BOWERS Fax: (540)853-1145 Council Members Mayor William D.Bestpitch Raphael E."Ray"Ferris Sherman P. Lea Anita J.Price Court(1 Rosen David B.'Frinkle May 13, 2013 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: I wish to request a Closed Meeting to discuss the annual performance evaluations of five Council-Appointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. cerely, Si Anita J. Price, Chair City Council Personnel Committee AJP:ctw