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HomeMy WebLinkAboutCouncil Actions 10-07-13 TRINKLE 39764-100713 ,i ROANOKE CITY COUNCIL INFORMAL SESSION OCTOBER 7, 2013 9:00 A.M. CITY COUNCIL CHAMBER ROOM 450 AGENDA Call to Order -- Roll Call — All present. Council Member Lea arrived late. Welcome. Mayor David A. Bowers. The Mayor advised that he and three members of Council would be in attendance at the Virginia Municipal League Conference in Arlington, Virginia on October 13 — 16, 2013. At this point, Council Member Lea entered the meeting. (9:06 a.m.) NOTICE Today's briefings will be televised live and replayed on RVTV Channel 3 on Thursday, October 10 immediately following the 2:00 p.m. session at 7:00 p.m.; and Saturday, October 12 at 4:00 p.m. Council Meetings are offered with closed captioning for the hearing impaired. 1 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 Mayor David A. Bowers requesting that Council convene in a Closed Meeting to discuss the 2013 Citizen of the Year Award, pursuant to Section 2.2- 3711 (A)(10), Code of Virginia (1950), as amended. (7-0) 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 performance of a Council-Appointed Officer, pursuant to Section 2.2- 3711 (A)(1), Code of Virginia (1950), as amended. (7-0) ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRING DISCUSSION/CLARIFICATION AND ADDITIONS/DELETIONS TO THE 2:00 P.M. AGENDA. NONE. TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL. The Mayor asked the City Manager to provide information with regard to the government shutdown and announced that City employees have donated 77% of the goal and over$58,000.00 to the United Way program. BRIEFINGS: • Market Building Foundation - 60 minutes Annual Presentation At this point, Vice-Mayor Rosen left the meeting. (9:27 a.m.) At this point, Council Member Ferris left the meeting (9:41 a.m.) At 10:00 a.m., the meeting was recessed for a Legislative Committee Meeting; and thereafter reconvened for continuation of briefings, as set forth below: 2 At 10:30 a.m., the meeting reconvened to receive the following briefings: • 2012 Municipal Carbon Emissions - 30 minutes and Energy Summary At this point, the Mayor relinquished the Chair to Council Member Trinkle. (11:20 a.m.) At this point, the Mayor and Council Member Ferris entered the meeting. (11:33 a.m.) • Dance Hall Permit Proposal - 30 minutes AT 11:46 A.M. THE COUNCIL MEETING WAS RECESSED UNTIL 2:00 P.M., FOR CLOSED MEETING IN COUNCIL'S CONFERENCE ROOM, ROOM 451, FOURTH FLOOR, NOEL C. TAYLOR MUNICIPAL BUILDING. 3 ROANOKE CITY COUNCIL REGULAR SESSION OCTOBER 7, 2013 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order--Roll Call. All present. Vice-Mayor Rosen arrived late. The Invocation was delivered by Mayor David A. Bowers. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Bowers. Welcome. Mayor Bowers. At this point, Vice-Mayor Rosen entered the meeting. (2:07 p.m.) NOTICE Today's Council meeting will be televised live and replayed on RVTV Channel 3 on Thursday, October 10 at 7:00 p.m., and Saturday, October 12 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. 4 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 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: ARCHITECTURAL REVIEW BOARD (TWO FOUR-YEAR TERMS OF OFFICE (KNOWLEDGE OF HISTORIC PRESERVATION) BUILDING AND FIRE CODE BOARD OF APPEALS (ONE UNEXPIRED TERM ENDING JUNE 30, 2015) ECONOMIC DEVELOPMENT AUTHORITY (TWO FOUR-YEAR TERMS OF OFFICE) HUMAN SERVICES ADVISORY BOARD (ONE THREE-YEAR TERM OF OFFICE ONE UNEXPIRED TERM ENDING NOVEMBER 30, 2014) 5 ROANOKE NEIGHBORHOOD ADVOCATES (ONE THREE-YEAR TERM OF OFFICE) TOWING ADVISORY BOARD (TWO THREE-YEAR TERMS OF OFFICE TOW ENFORCERS ONLY) THE MAYOR ANNOUNCED THAT THE TASTE OF CULTURES EVENT, SPONSORED BY LOCAL COLORS, WILL BE HELD ON OCTOBER 11, 11:00 A.M. - 1:30 P.M., IN THE WELLS FARGO PLAZA AND WILL FEATURE FOOD FROM GERMANY. 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: A Proclamation declaring October 2013 as Domestic Violence Awareness Month. The Mayor and Council Member Lea presented the proclamation to Sammi Rader, Chair, Family Violence Coordinating Council. A Proclamation declaring October 7 - 11, 2013 as National Customer Service Week. The Mayor presented the proclamation to the City Manager. A Proclamation declaring Monday, October 7, 2013 as Clean & Green Business Coalition Day. The Mayor presented proclamation to Nell Boyle, Sustainability Outreach Coordinator and local business leaders involved in the project. 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. Owaiian Jones appeared before the Council. 6 4. CONSENT AGENDA (APPROVED 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. The Mayor called attention to one request for public hearing from the City Manager. C-1 A communication from the City Manager requesting that Council schedule a public hearing for Monday, November 18, 2013, at 7:00 p.m., or as soon thereafter as the matter may be heard, to consider amendments to Enterprise Zone One A and Enterprise Zone Two boundaries. RECOMMENDED ACTION: Concurred in the request. C-2 Annual report of the Economic Development Authority for the Fiscal Year ending June 30, 2013. RECOMMENDED ACTION: Received and filed. C-3 Annual report of the City of Roanoke Pension Plan, Board of Trustees, for the Fiscal Year ending June 30, 2013. RECOMMENDED ACTION: Received and filed. C-4 Annual report of the City of Roanoke Finance Board (OPEB) for the Fiscal Year ending June 30, 2013. RECOMMENDED ACTION: Received and filed. C-5 Annual report of the Defined Contribution Board for the Fiscal Year ending June 30, 2013. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA 5. PUBLIC HEARINGS: NONE. 6. PETITIONS AND COMMUNICATIONS: NONE. 7 7. REPORTS OF CITY OFFICERS AND COMMENTS OF CITY MANAGER: a. CITY MANAGER: BRIEFINGS: • 2012 Community Carbon Emissions - 15 minutes and Energy Summary Briefing was held following the City Manager comments Received and filed ITEMS RECOMMENDED FOR ACTION: 1. Acceptance and appropriation of an Office on Violence Against Women Safe Havens Supervised Visitation and Safe Exchange Continuation Grant from the Department of Justice; and authorization to execute the sub-grant agreement with Total Action for Progress (TAP) to continue to provide the services required by the terms of the grant. Adopted Resolution No. 39764-100713 and Budget Ordinance No. 39765-100713 (7-0). 2. Acceptance and appropriation of the Fiscal Year 2014 Fire Programs grant to be used by the Roanoke Fire-EMS Department. Adopted Resolution No 39766-100713 and Budget Ordinance No. 39767-100713 (7-0). 3. Acceptance and appropriation of Regional Surface Transportation Program (RSTP) funding to conduct the Downtown Roanoke Intermodal Transportation Study; and execution of an agreement in connection therewith. Adopted Resolution No. 39768-100713 and Budget Ordinance No. 39769-100713 (7-0). At this point, Item 8. a. under Reports of Committees was heard. (See page 11). 4. Authorization to request FY 2015 MAP-21, the Moving Ahead for Progress in the 21s' Century Act, transportation alternatives program funds to expand travel choices, strengthen the local economy, improve quality of life, and protect the environment by improving transportation infrastructure. Adopted Resolution No. 39771-100713 (7-0). 8 5. Authorization to acquire real property rights in connection with the Ohio Street Drainage Improvement Project in the vicinity of Ohio Street, Bradford Street and Old Mountain Road. Adopted Ordinance No. 39772-100713 (7-0). 6. Authorization to acquire real property rights in connection with the Salem Turnpike Drainage Improvement Project in the general vicinity of Salem Turnpike between 29th Street and 31s` Street, N. W. Adopted Ordinance No. 39773-100713 (7-0). 7. Authorization to acquire real property rights in connection with the Court Street Drainage Improvement Project in the general vicinity of Court Street from Interstate 581 to Rockland Avenue in northwest Roanoke. Adopted Ordinance No. 39774-100713 (7-0). 8. Authorization for waiver of the City's sovereign immunity and execution of a Hold Harmless agreement with Carilion Property Management relating to the City's use of the 6 Riverside Parking Garage, in connection with the Roanoke GO Outside Festival on held October 18 - 20, 2013, at Rivers Edge Sports Complex North (Reserve Avenue), an annual event sponsored by the City. Adopted Resolution No. 39775-100713 (6-0, Council Member Trinkle abstained from the vote). COMMENTS OF CITY MANAGER. The City Manager shared the following comments: GO Outside Festival • An annual event to encourage healthy, active outdoor recreation. • October 18 —20, at Rivers Edge Sports Complex • Friday (5:00 p.m. - 10:00 p.m.), Saturday (10:00 a.m. - 10:00 p.m.), Sunday (10:00 a.m. - 5:00 p.m.) • Free admission • Presented by Anthem Blue Cross and Blue Shield — GO Fest is a celebration of everything outdoors. • More info: http://www.roanokegofest.com/ Elmwood Park Reopening/Parks and Arts Program • Saturday, October 19 • Free admission and open to the public • Ribbon-cutting ceremony begins at 1:30 p.m. in the new Amphitheatre, followed by recognition of the volunteers serving on 9 Council authorities, boards, commissions and committees, and the Mayor's announcement of the 2013 Citizen of the Year. • Parks and Arts Program includes performances by the Roanoke Symphony Orchestra—presenting "Peter and the Wolf' with the Southwest Virginia Ballet; Randolph Walker(Green Eggs and Ham); and Lamell Starkey & Spiritual 7. Federal Government Shutdown -- Concerns Regarding Effects on City of Roanoke Government Operations • Police: Delay in the city receiving approximately $250,000.00 in Federal Asset Forfeiture Funds (furloughed federal staff unable to process payment). Also, government shutdown has limited the city's ability to make timely quarterly grant reports, but should not have an impact on city's grant compliance status. • Social Services: No direct immediate effects. However, if impasse is prolonged, some programs funded federally and passed through the state will run out of money. These programs include TANF (Temporary Assistance to Needy Families). SNAP (food stamp) There will be no funding during the budget impasse for the WIC program (Women Infants and Children), unless states have unspent money prior fiscal year funds to carryover into October. Funding for continued support to MEDICAID and CHIP is available to states. Head Start programs that receive new funding October 1 have been affected by the appropriations lapse, and therefore will receive no funding until the budget impasse has been settled. b. DIRECTOR OF FINANCE: 1. Presentation of the Fiscal Year 2013 Unaudited Financial Report for the City of Roanoke and Roanoke City Public Schools. Received and filed. 2. Adoption of a resolution to repeal Resolution No. 26207 adopted on September 7, 1982, and to authorize the closing of the Roanoke Valley War Memorial Special Account onto the City's General Ledger and Consolidated Bank Account. Adopted Resolution No. 39776-100713 and Budget Ordinance No. 39777-100713 (7-0). 10 8. REPORTS OF COMMITTEES: a. A report of the Economic Development Authority recommending issuance of revenue bonds, not to exceed $8.6 million, for Virginia Lutheran Homes, Inc., in connection with the expansion of Brandon Oaks located at 3804 Brandon Avenue, S. W. Harwell M. Darby, Jr., Counsel to the Economic Development Authority. Adopted Resolution No. 39770-100713 (7-0). 9. UNFINISHED BUSINESS: NONE. 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: a. A resolution designating a Voting Delegate and an Alternate Voting Delegate for the Business Session and a Staff Assistant for the Annual Virginia Municipal League Business Meeting to be held on Tuesday, October 15, 2013, in Arlington, Virginia. Adopted Resolution No. 39778-100713 (7-0). 11 . MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and/or comments by the Mayor and Members of City Council. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. Reappointed Aaron Copeland as a member of the Architectural Review Board for a four-year term of office ending October 1, 2017. Reappointed Vickie Bibee and Brian Redd as Directors of the Economic Development Authority for four-year terms of office, each, ending October 20, 2017. Reappointed Hollie Young as a member of the Human Services Advisory Board for a four-year term of office ending November 30, 2017. At 4:27 p.m., the Council meeting recessed for continuation of Closed Meeting in the Council's Conference Room, Room 451, Noel C. Taylor Municipal Building. 11 At 5:19 p.m., the meeting reconvened in the Council Chamber. CERTIFICATION OF CLOSED MEETING. (7-0) 12. ADJOURNED - 5:20 P.M. 12 CITY OF ROANOKE '- OFFICE OF THE MAYOR 215 CHURCH AVENUE,S.W.,SUITE 452 ROANOKE,VIRGINIA 24011-1594 -- TELEPHONE. (540)853-2444 FAX. (540)85}1145 DAVID A.BOWERS Mayor October 7, 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 October 7, 2013 VACANCIES: Three-year term of office of Braxton Naff as a member of the Roanoke Neighborhood Advocates ending June 30, 2016. Unexpired term of Barry Baird as a member of the Building and Fire Code Board of Appeals ending June 30, 2015. Unexpired term of Valerie N. Hale as a member of the Fair Housing Board ending March 31, 2016. Four-year terms of office of Alison S. Blanton and Aaron M. Copeland (knowledge in historic preservation)as members of the Architectural Review Board ending October 1, 2013. Inasmuch as Ms. Blanton has served three consecutive terms of office, she is ineligible to serve another term. Three-year term of office of Hollie C. Young as a member of the Human Services Advisory Board ending November 30, 2013. Four-year terms of office of Vickie H. Bibee and Brian Redd as Directors of the Economic Development Authority ending October 20, 2013. Three-year terms of office of J. A. Robertson (Tower) and Timothy P. Meadows (Tower) as members of the Towing Advisory Board ending October 31, 2013. CITY OF ROANOKE OFFICE OF THE MAYOR icy - 215 CHURCH AVENUE,S.W..SUITE 452 ROANOKE,VIRGINIA 24011-1594 -_-- TELEPHONE_ (540)853-2444 FAX (540)851-1145 DAVID A.BOWERS Mayor October 7, 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 the 2013 Citizen of the Year Award, pursuant to Section 2.2-3711 (A)(10), Code of Virginia (1950), as amended. Sincerely . David A. Bowers Mayor DAB:ctw CITY OF ROANOKE I. 114 CITY COUNCIL 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 COUNCIL MEMBERS DAVID h BOWERS William D.Besmirch Mayor Raphael'Ray"Ferris Sherman P.Ina Anita I Price Court G.Rosen David B.Tnnkle October 7, 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 performance of a Council-Appointed Officer, pursuant to Section 2.2-3711 (A) (1), Code of Virginia (1950), as amended. Sincerely, � Anita J. Price, Chair City Council Personnel Committee AJ P:ctw 'onc.Pi nq J # I • J ' t MIARKU�� 2011 - 2013 • _° Q 0 . :4hr5i6■a.nI I • ______________ _ ._ . .. _... Preservin g History ...._.......... 0 , . .:. ' . ... .. .... . ,,,---_-- __ .,,:r... . ,i IL iti L s • . 11 1 1111 _ _ � _ .. . 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' '' ' facilitated securing $4.4m in tax credits Provided for furniture, fixtures and equipment Build out of Charter Hall event space Contribution to tenant oil: :, improvements . Operating and capital r•� . ,�, ,., OM II% -411F -- 7:: reserves - 1 , , \ i , . r1 .. _ _ . ___ ___ __ ___ __ _ Interior Modifications __ 0 F r I Wooden planters ✓ 1 s + and decorative • landscaping P, III T or:, ,I boul 1 Moveable stage _ F Provided for two ii., r.,-.,„ : � �� additional kitchens Y _ ' Y T '�s,.,..44,,1 ' '4'14`', ,, - - --.-•;ri\T` ,,.., ...,. ,. ,, ,. , '',--,.. -'; .. _ Tenants — Inside and Out • .... ., ..._ .. .:, . , •,. . .. , . El _ ,• ,__.,_ . . „...„...,, - - .....„ lb. . . 4 • :1:14 ' 7, lif, i. • --_,_. ,4.• ' - ., : .„ '4 I-, -Ir:- i •_ , . ''. ' , t4 11 . I• .--- , ... ....4.4, „i.,..i, ,';:t. s..,•., ,_.-1' !;vir .- .....7rit- ED .• .... „ lob 41E1 - ;.. :. ■ '''''' - ' Nnizkvviihr. ..: '- / ,1, '-., j • . -- .. r / \ r _ _,, ....4.,,i•-,.:- 1111 . . , ...... .. . I ... ......_. .. _ . .. . . .. , ... _. . ... •_. . .... ........ - - Tenant Modifications (---- )) , ....„ _. . Habana Cafe V Added 2 bathrooms '`, ': - � =� Expanded guest seating area-1 i N, I I i Decorative bar I , i Wilk t ' - 1. Fork In the Market v Added 2 bathrooms Wrap around bar �'iIt Brick pizza oven Azar's Jewelry Combined 2 retail spaces Operations in New building hours started September 1 New tenant hours — actively working with tenants Marketing and advertising for both the City Market Building and Charter Hall U N N P t: -s. ,• >,,,k4L.ntJ, ,r,.., f:. ,\,eoc r. t ulr.■r •k 4... ----- PFE (*SO „ 1 K - 4 . 7- 1PAY!!1 , . _.,..... , -.my, • , _ , 4 _ _. i #e-- ... 40 it 1 -- ---------------------------------- _ _ Charter Hall .=1110_ ____ .i , ... , 0 _ n Generates new revenue e s , 1 iiii 9r Iconic downtown event ttik R 4 ' II 0111 venue , , t, , . . , . `4 Provides partnership -4 11.i14,. • • • ,.,.:, opportunities with ..„. , . It' ` `�' other downtown Y ,� ,. ..-.„. -,:-. institutions .... . s ��� , �, Booked into 2015 ,.... ,,,r 1ft6 '' , 1$ 1 y ______ _ Charter Hall Marketing _ _ _ _ 0 Charter Hall Marketing the leasing of Charter Hall for weekday business events o Conventions o Meetings Revamped rental rates creating more all-inclusive packages www citymarkettbuilding.com The City Market Building's top floor ino��citymnrketbuilding.com 540-986-5992 cHARTER HALL ,--,---_. - - Now available for your meeting., ?# i or holiday party! i iii It ` M i _ ,-1.444:,.� K, -1/ r w 'i� i �, - - '�. LL iii Operating Revenues 0 $400,000 Revenues in $350,000 2012-2013 trending slightly $300,000 above budget $250,000 $200,000 8 restaurant spaces leased in $150,000 $00,000 1st operating $50,000 year $o — 2011 2012 2013 Projected Operating Expenses 0 Operating hours $700,000 have more than $6o0,000 doubled following $500,000 renovation $400,000 - 1 $300,000 Charter Hall operating costs $200,000 p g $100,000 Working to 2011 2012 2013 Projected mitigate expenses g p _________________ New 201 3 Tenants ___ 0 Fp , „ ,... .A. ' - Two "vestibule" spaces , .. . sor rented to local companies Azar's Jewelry returning ,,Y,,, _ _ _ to the Market Building . , Marco and Luca noodle & dumpling shop Currently at 92% ' occupancy - 1 retail space ., remaining Marco and Luca ihmiamoim. Dumpling Shop Community Partnerships in , DRI -Party in Elmwood and Harvest Festival The Taubman for wedding ceremony and reception package Local schools for downtown field trip packages CVB to create Information Kiosk Taubman, Transportation Museum, Center in the Square, DRI, Jefferson Center, First and Third Fridays lip , , fr I till .. _ , , . ..li i i .t., . . , ll 1 I _ j,� I ' __ . I -it)ilk ,. ` ' , ' .4 X ,_ ,., , It OBill Deal&Rhondels RC 2013 ° Will Deal&Rhondels RC 2013 • Community 0 . . . • ..._. , .... I •,.. . 41 *wow 4,, rr" • . . ;AL • .,-. -,...., tf„,„iiW.:,. I 4: letillii - , .V ' I ii_ _. ..... i. ... .7, ,.... .;.,. ....._. , , , ii. 10 ..... .,, i• . .,,• • • scsizzuz. ....... .. i tx-ii n, p t p .,,, • •' ....I'''. • ."'''''.. ,, NO.T ' . ''''''.•P'r ■k . " ' 1111k - ...." • - _ - . i'...4 4-, ._ ,,, ,....._ , _ .• _,.. , _. _. .. , ... .4 • ' .••• Z _ 4,.. 3 ' 110 1116.1 i 1 i .:. '4...1 1, 1 .. ....1. ., , „Mr ... 4 . itt irk • itilt , 1 a . f.\ " . • ' 4 .., ______________ Community CD Ail■ . . _ a ii. 1a �� ,1,1 �- T : , ,r fir_ 44'1 :,w come.unners e -.�/ uir4, .-. it •,. IP it io • f ‘.7. .•04 Nt,, k. lil — . 7 4 Thank you ! 0 Douglas Waters-) MBFI Chair RifIV CITY � J Lt. G and J Michelle Dykstra City Market Building Sales and Marketing Director CITIZENS FOR CLEAN ROANOKE GREEN City of Roanoke 2012 Municipal Greenhouse Gas ( GHG ) Emissions And Energy Summary Roanoke City Council Meeting October 7, 2013 Sean McGinnis, PhD, LEED AP Director - VT Green Engineering Program Roanoke Citizens for Clean & Green Committee VirginiaTech Invent the Future y CITIZENS FOR lia 5 Step Process For GHG Reduction F1 CLEAN ROANOKE GREEN City Council Resolution Sept. 18, 2006 STEP 2005 Baseline Report Dec. 27, 2007 Baseline 1 emissions City Council Resolution Sept. 2, 2008 inventory & 12.5% municipal reduction (Jan. 2009 - Dec. 2014) t Emissions 2 reduction targets 3 Develop Local Government Action Plan . > 4 Implement focal Adition Plan 5 Monitor and verify results 1 I { 1 I I I I > 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 �VVirginiaTech Invent the Future CITIZENS FOR *PT City of Roanoke Municipal Buildings 11115M—„a,R CLEAN tGREEN Year Area (ft2) Electricity (kWh) Electricity ($) Gas (Therms) Gas ($) 2005 2,264,631 31,268,132 $1,319,251 580,656 $682,461 2012 2,390,031 27,088,890 $2,022,193 516,718 $385,739 Difference 125,400 -4,179,242 . $ 702,942 . -63,938 -$296,722 %Change 5.5% -13.4% 53.3% -11.0% -43.5% 2005 2012 Electricity Electricity Electricity Electricity Cost % Electricity Building Area (ft2) (kWh) Cost ($) Area (ft2) (kWh) ($) Change Civic Center 274,800 6,843,441 270,326 391,300 6,790,877 510,735 -0.8% Main Jail 83,460 3,717,000 164,363 83,460 4,257,000 281,372 14.5% Municipal South 70,000 3,242,000 131,946 70,000 1,849,000 149,854 -43.0% Courthouse/Jail 109,100 2,151,600 87,438 109,100 1,410,800 111,823 -34.4% City Market 29,400 1,259,700 56,960 29,400 1,406,700 123,754 11.7% ®VirginiaTech Invent the Future CITIZENS FOR �1 City of Roanoke Municipal Lights � CLEAN ROANOKE <GREEN' 2.005 2012 Electricity Electricity Energy Use Lighting (kWh) Cost (kWh) Cost Reduction (%) Athletic Field Lights 387,909 $ 30,360 678,360 $ 91,379 74.9% Street Lights 9,493,334 $ 907,551 9,240,119 $1,102,936 -2.7% Traffic Signals 1,703,276 $ 99,433 365,321 $ 53,058 -78.6% Totals 11,584,519 $ 1,037,344 10,283,800 $1,247,373 -11.2% I®VirginiaTech Invent the Future CITIZENS FOR City of Roanoke Municipal Fleet � \IN i ROANOKE CLEAN 2005 Vehicles Vehicle Type Gasoline Gasoline Diesel Diesel Cost (gallons) Cost ($) (gallons) ($) Fire/ EMS Heavy Truck 37,888 $ 51,249 Vehicle Fleet Passenger 369,885 $ 638,918 226,743 $ 402,537 369,885 $ 638,918 264,631 $ 453,786 $ 1.73 $ 1.84 2012 Vehicles Vehicle Type Gasoline Gasoline Diesel Diesel Cost (gallons) Cost (gallons) Fire/ EMS Heavy Truck -- -- 23,962 $ 80,752 Vehicle Fleet Passenger 339,400 $1,028,382 250,205 $ 843,191 339,400 $1,028,382 274,167 $ 923,943 $ 3.03 $ 3.37 I®VirginiaTech Invent the Future I CITIZENS FOR City of Roanoke GHG Emissions � � ICLEAN ROANOKE IGREEN GHG emissions (tons CO2iequi„) Municipal Sector 2005 2012 % Difference 2005% 2012% Buildings 29,480 24,590 -16.6% 64.4% 63.5% Lighting 9,661 8,186 -15.3% 21.1% 21.1% Fleet Vehicles 6,648 5,969 -10.2% 14.5% 15.4% Total 45,789 38,745 -15.4% 100.0% 100.0% 8% Electricity Gasoline/Diesel Fuel Natural Gas «e17 VirginiaTech ix Invent the Future CITIZENS FOR City of Roanoke Municipal Energy Costs iiil R AN KE CLEAN O O <GREEN I Costs ($) Municipal Sector 2005 2012 % Change 2005% 2012% Buildings $ 1,319,251 $ 2,022,193 +53.3% 38.2% 38.7% Lighting $ 1,037,344 $ 1,247,373 +20.2% 30.1% 23.9% Fleet Vehicles $ 1,092,704 $ 1,952,325 +78.7% 31.7% 37.4% Total $ 3,449,299 $ 5,221,891 +51.4% 100.0% 100.0% Fuel Cost Estimated Municipal ($/fuel Cost Sector Fuel Source 2005 2012 Difference unit) Difference ($) Buildings Electricity (kWh) 31,268,132 27,088,890 -4,179,242 0.075 $ -313,443 Buildings Natural Gas (therm) 580,656 516,718 -63,938 0.75 $ -47,954 Lighting Electricity (kWh) 11,584,519 10,283,800 -1,300,719 0.12 $ -156,086 Vehicle Fleet Gasoline (gallons) 369,885 339,400 -30,485 3.03 $ -92,370 Vehicle Fleet Diesel Fuel (gallons) 264,631 274,167 9,536 3.37 $ 32,136 Total $ -577,716 I®VirginiaTech Invent the Future d CITIZENS FOR Recognition of City Staff CLEAN ROANOKE tGREEN' • Nell Boyle - Sustainability and Outreach Coordinator • Dave Champagne - Fleet Maintenance Superintendent • Mike Cosby - Fleet Manager • Dwayne D'Ardenne - Street & Landscape Superintendent • P.J. Grubb - Maintenance Technician III • John Hamilton - HVAC Supervisor • Mark Jamison - Transportation Manager • Hong Liu - City Traffic Engineer • John McGhee - Facilities Manager • Tom Schaaff - Facilities Superintendent 14J VirginiaTech Invent the Future r CITIZENS FOR h� 1! Future Sustainability Actions ROANOKE CLEAN GREEN • Use of compressed natural gas (CNG), propane, hybrid, and all-electric vehicles • Additional improvements in lighting efficiency • Movement toward renewable energy sources, for example wind at the Public Works Service Center and photovoltaic (solar) demonstration projects • Increased emphasis on conservation and reuse of water • Improving employee behaviors related to driving habits, use of energy • Increased consideration of life cycle costs when purchasing new assets Iti VirginiaTech Invent the Future CITIZENS FOR 111111 WWI CLEAN ROANOKE !GREEN' Questions? �®VirginiaTech Invent the Future smDI iad suNJ ) aiyJ iesodoia suawaiunbaj AlianDas SlIH aDLIPa ) ! ICIfld E , G f _' V _ , Qmss;_ E El!EP yfit, l Fr ( . .aL Li, e s. Ne -e RP Public Dance Halls • What is a Dance Hall : - Is any place open to the general public where dancing is permitted, to which an admission fee is charged, or for which compensation is in any manner received, either directly or indirectly, by cover charge or otherwise, or where refreshment or food or any form of merchandise is served for compensation before, during or after dancing. - Exempt - Dances held for benevolent or charitable purposes and dances conducted under the auspices of religious, educational, civic or military organizations. - Currently, approximatelyl 0 permanent venues/businesses meet definition • The Goal of this Proposed Legislation : - The Goal of this proposed legislation is to encourage better business practices that will enhance public safety for residents and visitors to the City of Roanoke. e L! + i a JK:=. ruLkLL ur ARl MMie=NT 5 Virginia Localities and Roanoke • What are other localities doing : — Richmond and Norfolk have security requirements that are placed upon entertainment focused businesses and public dance halls. Richmond requires 3 uniformed security officers for any gathering of over 100 individuals. Norfolk requires 1 uniformed security guard for every 1 00 individuals and a minimum of 5 security guards for gatherings of over 300 individuals. • Local Support : — Local businesses that will be affected by this proposed legislation support this proposal as evident through personal visits. At IF4 "_ ii_,eKE PO��� JI_ [ EP, \PI-M ENf7 2:' , ,. . Public Dance Hall Proposal • Security Requirements : — 49 or fewer patrons: No Security Required — 50-99: Two DCJS Certified Security employees or contractors. — 100- 149. Three DCJS Certified Security employees (at least one LEO). — 150- 199: Four DCJS Certified Security employees (at least two LEDs). — 200+ : One DCJS Certified Security employee per 50 patrons (at least two LEDs). — No Intoxicated or Disorderly persons allowed on premises. — Minors shall not be permitted on the property during business hours. — Manager must be present during operation. Public Dance Hall Proposal • Permitting Process : — Application must be made to the Chief of Police. • Must be endorsed by Fire Marshall. Conform with best practices and uniform fire prevention code. — Permits will be valid for one year. — Permits will be issued at no cost to the business. — Can be refused if. • Any officer, director, manager or shareholder has been convicted of a felony or crime of moral turpitude. • Has maintained a noisy, lewd, disorderly or unsanitary establishment. • Has demonstrated by his/her criminal history a lack of respect for law and order. • Is a person to whom alcoholic beverages may not be sold. • Has misrepresented a material fact in the license application. — Permits may be renewed by the Chief of Police — Permits may be suspended or revoked by the Chief of Police • Appeals to suspension shall be made to City Manager. a. Next Steps • Final draft of ordinance • Scheduling of ordinance for an upcoming City Council meeting • Effective date of ordinance will be 60 days after adoption to allow time for permitting process Office of the Mayor CITY OF , .$ ROANOKE • todaivatiou WHEREAS, the Family Violence Coordinating Council is committed to eduting the public on domestic violence for the enhanced safety atolcal citizens; WHEREAS, domestic violence can affect anyone regardless of age, race, gender or socio-economic status; WHEREAS, many victims are ashamed to seek help, thus continuing to suffer through years of terrfying and dangerous abuse; children often witness domestic violence, while feeling helpless to stop the abuse of the victim; WHEREAS, domestic violence can change from day to day, but seldom changes for the better unless someone intervenes; dealing effectively with domestic violence requires a coordinated and integrated response from many different groups and social agencies;and WHEREAS, the Family Violence Coordinating Council works continuously and cooperatively to improve and increase the resources available to victims of family violence in the Roanoke Valley. NOW, THEREFORE, I, David A. Bowers, Mayor of the City of Roanoke, Virginia, urge all citizens to work in conjunction with the Family Violence Coordinating Council to recognize domestic violence in our community and encourage victims to seek help, and do hereby proclaim October 2013 throughout• this great,six-time All-America City, as DOMESTIC VIOLENCE AWARENESS MONTH Given under our hands and the Seal of the City of Roanoke this seventh day of October in the year two thousand and thirteen. .�Q�,{AATTEST: / - Stephan Mo _ David A.Bowers City Clerk • Mayor Sherman P.Lea Council Member Office of the Mayor CITY OF 1 ROANOKE ■ • toclaivatiou F REAS, in 1992, the United States Congress proclaimed that National mer Service Week be recognized as an annual event and celebrated the first eek in October; REAS, National Customer Service Week is set aside to recognize the tance of service excellence and to honor those who demonstrate outstanding mer service and consistently perform their duties with the highest level of sionalism; WHEREAS, the City of Roanoke employees and City Administration value their customers and wish to formally declare that the City is dedicated to demonstrating its commitment to service and works collaboratively to achieve superior customer service through the application of its five core values - honesty, respect, responsibility, teamwork, and diversity and inclusion; WHEREAS, City employees understand the vital role that customer service plays in providing a positive image for the organization and recognizes that excellence in service delivery is an important goal for all employees who deliver City programs and services; WHEREAS, City employees appreciate the opportunity to serve the public and acknowledge that every ems in the organization is responsible for exemplary customer service every day;and WHEREAS, by recognizing National Customer Service Week, City employees can provide an opportunity to generate an even stronger commitment to customer service excellence through motivation and teamwork that will last all year long. NOW, THEREFORE,I,David A. Bowers,Mayor of the City of Roanoke, Virginia, do hereby honor those City employees whose commitment to customer service leads to a standard of service expected and deserved by the citizens of the City of Roanoke and do proclaim the week of October 7th - Ock ber 1ltethroughout this great,six-time All America City, as NATIONAL CUSTOMER SERVICE WEER. Given under our hands and the Seal of the City of Roanoke this seventh day of October in the year two thousand and thirteen. ATTEST: ear Stephanie Al.Mo David A.Bowers City Clerk \ Mayor Office of the Mayor CITY OF "� ROANOKE F EAS, the City of Roanoke, as part of its Clean & Green Campaign took cant measures to keep Roanoke clean and healthy while conveying to its s, leaders, businesses, and civic organizations that we all have a vested t in protecting and preserving the beauty and cleanliness of the Star City; EAS, the Clean &Green Campaign created an innovative partnership to e the private sector to Join with local government in a program to educate omote business practices that were financially prudent and enhanced the livability of the community; WHEREAS, the City of Roanoke invited local business leaders to evaluate their business practices and to develop strategies to save energy that enhance and protect Roanoke's environment; WHEREAS, the Clean & Green Business Coalition committed to reduce their energy consumption by 20% over a five year period and to set a precedent for best practices for local businesses to improve business operations while protecting our environment;and WHEREAS,from 2007 through 2012 the Clean & Green Business Coalition • exceeded their goal by achieving a 33% average energy reduction, thereby reducing carbon emissions by 16,300 tons and avoided energy costs by over $2 million dollars. NOW, THEREFORE, I, David A. Bowers, Mayor of the City of Roanoke, Virginia. do hereby proclaim October 7 throughout this great, six-time All- America City,as CLEAN& GREEN BUSINESS COALITION DAY. Given under our hands and the Seal of the City of Roanoke this seventh day of October in the year two thousand and thirteen. ATTEST: Stephanie Mo Stephanie M Ma Bowers City Clerk Mayor • t.Yt.L4a__/1v" / • az/Aiir -v7 44f CITY COUNCIL AGENDA REPORT • To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject Request to Schedule a Public Hearing to Consider Boundary Amendments to Enterprise Zone One A and Enterprise Zone Two Background: Due to the anticipated expiration of Enterprise Zone Two, by the Commonwealth, staff has identified a need to apply for boundary amendments to the City's Enterprise Zone One A and to Enterprise Zone Two. Such amendments, if approved by the Virginia Department of Housing and Community Development, will delete certain areas from these Enterprise Zones and delete all of Subzone A from Enterprise Zone One A. Such amendments will add certain areas to Enterprise Zone One A and its Subzone B, including adding some areas from Enterprise Zone Two and from Subzone A of Enterprise Zone One A . In order to submit these applications, under the State Enterprise Zone regulations, at least one public hearing is required affording citizens or interested parties an opportunity to be heard on such matters. Recommended Action: Authorize the City Clerk to schedule and advertise a public hearing on the above matters to be held on Monday, November 18, 2013, at 7:00 P.M., or as may otherwise be deemed appropriate by the City Manager. /4 C ristopher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Wayne Bowers, Director, Economic Development Brandon S. Turner, Economic Development Specialist .annual Report As of]une 30. 2013 The Economic Development Authority of the City of Roanoke, Virginia To: the Members of Council of the Cite of Roanoke. Virginia Name and Organization: The Economic Development Authority of the City of Roanoke. Virginia was organized pursuant to ordinance adopted br the City Council October 21. 1968. It has been in continuous operation and has assisted the Cites economic development efforts in meeting to approve of small issue manui'acttring and 501(cl(3) industrial development revenue bond financings. .Membership: There are seven members of the 1lDA which are appointed by Council Ibr 4 year terms. For the years of this report. officers and terms of the directors were and are as billows: Name Office Expiration of'fern Charles F. I hunter. III Chairman October 20. 2016 A. Damon Williams Vice-Chairman October 20. 2014 Linda Davis Frith Secretar)/I Measurer October 20. 2(115 F. Gordon Hancock October 20. 2015 Brian K. Redd October 20, 2013 Vikie Holt Bibee October 20, 2( 13 B. Boyd Johnson October 20. 2( 14 Staffing:. the FDA uses the City of Roanoke Economic Development Divisions :Lifland works in close conjunction with the Economic Development Manager. the FDA meets at 8:00 in the morning the third Wednesday of even month. The meetings are held at 8:00 a.m. at the City of Roanoke. Division of Economic Development. 117 Church Avenue, Roanoke. Virginia. Since the fiscal year ended June 30, 2012. the FDA held 9 meetings: its average attendance was 5.7. the attendance of the various memhers was as follows: !Directors 7/18/12 8/15112 9/19/12 OCT 11/20/12 12/19112 1/16/13 FEB 3/20/13 4/17/13 MAY 6/19/2013 Vickie.II. Bike ' Present Present Absent Present Absent Preset Absent Absent Absent P.Gordon p I lancock i Present Prc'en !Present Absent Present 1 Present Present Present Present Linda na is I I -.—. lriIt ' Present Present Present Present I PiCxnI Present Present Absent Present t CIS . 'Pinter. 1111 Present Present n Present l L I Present Present Prescript - - - _-- Present t . n d Jo Inset Present Present Present F Present Present Present I Present }Redd Absent Present Present 1 Absent IP /Shrew I Present I Present t t uL Present _ A. (Williams Absent Present Inset I Absent I Present Present L resent L Present Present The FDA's Activities since the end of the Fiscal Year (June 30,2012): • Rescinded previous facade grant and approved a facade grant in the emount of 518.456.82 to SSM Properties. IFS for a building located at 1026 Rorer Avenue. S.W. • Approved an extension of the facade grant to Jobran & Fils. LLC lot property located at 3824 Williamson Road- • Approved the parking lot gram application in the amount or 525.000 lc Vintage, 1_1 (' for a parking lot. • Approved a grant application Ior Better Building Works in the amount of $2,140 to fund application fees and tuition for two individuals to ii ttend the entrepreneurship program. • Adopted a resolution authorizing an economic development grant of up to 510.000.000 and a Performance Agreement with Roanoke River Associates. 1.1.0 to develop approximately tss entc-two (221 acres locate east of South Jefferson Street and adjacent to the Roanoke River into a mixe J use of commercial, office retail and residential buildings. • Adopted a resolution authorizing the issuance of up to $23.500,000 Residential Care Facility Mortgage Revenue Refunding Bonds (Virginia Lutheran Homes 13randon Oaks Project) Series 2012. • Adopted a resolution authorizing an economic development grant to the Roanoke Valley Cireenwav Commission in the amount of $50.000 to aid in closing the 4.1 mile gap From Bridge Street to Salem's Rotary park. • Adopted a resolution to provide a grant of up to 525.000 and a Performance Agreement with Advance Auto Parts. Inc. • Adopted an inducement resolution and a bond resolution author zing the issuance or up to $12,000,000 bond for Kissito I lealthcare, Inc. Project • Adopted a resolution approving an Economic Development grant to Virginia Western Community College's CLAP program in the amount of$50.000. • Adopted a resolution authorizing the execution and delivery of a Performance Agreement with South Commonwealth Partners, [inf.'. to provide $350,000 for the Market Garage Hotel Project. the FDA looks forward to continuing its close partnership in economic development with the City of Roanoke and stands ready to work as a full economic development partner with other members of the City's team. Respectfully submitted. Date: 96-� x.. ' 4:/7/ lx --- — C. F. I hinter, III. Chairman CITY OF ROANOKE .011/4. DEPARTMENT OF FINANCE 215 Church Avenue, SW,Suite 461 1 PO Box 1220 Roanoke,Virginia 24011-1220 Telephone: (540)853-2821 Fax. (540)853-6142 ANN 11.SHAW VER-CPA ANDREA F TRENT Director of Finance Assistant Director of Finance October 7, 2013 Honorable David A. Bowers, Mayor Honorable Court G. Rosen, Vice-Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable Anita J. Price, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Attached for your review is a summary of the Roanoke Pension Plan Board of Trustees' activities for the time period July 1 , 2012 through June 30, 2013. The written minutes of each Board of Trustees meeting are located in the City of Roanoke Retirement Office. On behalf of the appointed members of the Board of Trustees, we would like to thank City Council for the opportunity to be of service to our City. Sincerely, //`, David C. Key Chairman Attachment c: Stephanie M. Moon, City Clerk Board of Trustees, City of Roanoke Pension Plan Annual Report City of Roanoke Pension Plan Board of Trustees Fiscal Year Ended June 30, 2013 There were four regularly scheduled quarterly meetings. July 18, 2012 Meeting Members present: Carolyn Glover James Grisso Alan Hullette David Key Jeff Rakes Ann Shawver Members absent: Mayor David Bowers Chris Morrill Melvin Sanders The Board approved: • 4 retirements from Employees' Retirement System (ERS); and • 14 retirements from Employees' Supplemental Retirement System (ESRS) The Board recognized the death of 1 retiree and updated the payee to their spousal beneficiary. Becker, Burke Associates, Incorporated's May 31 , 2012 monthly and March 31 , 2012 quarterly investment updates were presented by Mr. Key. It was reported that slight modifications were being made to the allocation targets and ranges in the Statement of Investment Policy. The updated policy is scheduled for presentation and subsequent approval at the next meeting. Assets were transferred from State Street to Comerica at the end of May and a new common trust fund was introduced, Thomas White International Fund and will be reviewed as an alternative to the current investment to reduce management fees. The Board was reminded that the terms of the contract with Becker Burke Associates were renegotiated upon the expiration of the initial contract at the end of June 30, 2011 . There will be no increase in fee for a three-year period. An RFP was issued for actuarial services as the contract we had with Milliman expired in September 2012. A Retirement Benefits Financial Planning update was presented by Ms. Shawver. City Council adopted an ordinance repealing Chapter 22.2 and amending and restating Chapter 22.3, Pensions and Retirement, effective July 16, 2012. Annual Report - City of Roanoke Pension Plan Page 2 Retirement staff, along with the Financial Systems Team and the Department of Technology, are working on an RFP for a new Retirement Benefits Administration System. The goal is to have a new system become effective July 1 , 2014. October 10, 2012 Meeting Members present: Carolyn Glover James Grisso Alan Hullette David Key Jeff Rakes Melvin Sanders Ann Shawver Members Absent: Mayor David Bowers Chris Morrill The results of the June 30, 2012 actuarial valuation and a forecast of 2013 - 2022 were presented by Robert Dezube and MonaJani of Milliman, the plan's actuaries. The Board approved: • 1 retirement from ERS; and • 29 retirements from ESRS. The Board approved: • 1 non-occupational disability. The Board recognized the deaths of 5 retirees and updated the payees to their spousal beneficiaries. Mr. Key and Mr. Harless gave an overview of Becker, Burke Associates, Incorporated's investment update as ofJune 30, 2012 and August 31 , 2012. The modifications to the Statement of Investment Policy discussed at the last meeting were approved by the Board of Trustees. An overview was given on the Asset Allocation Policy Compliance. Ms. Trent, a member of the selection team, reported a Request for Proposals (RFP) was issued for actuarial services and interviews were conducted. Ms. Trent updated the Board on the merits of the top candidate, fielded questions, and Annual Report - City of Roanoke Pension Plan Page 3 solicited a recommendation for approval to contract with the top candidate. The Board requested additional information and deferred approval until the next meeting. Mr. Harless reported on the Disability Earned Income Reporting. The reporting is now complete and two responses are being reviewed. An update will be given at the next Board meeting. January 9, 2013 Meeting Members present: Greg Feldmann Carolyn Glover James Grisso Alan Hullette David Key Chris Morrill Melvin Sanders Ann Shawver Members absent: Mayor David Bowers The Board approved: • 2 retirements from ERS; and • 21 retirements from ESRS. The Board approved: • 4 non-occupational disabilities. The Board recognized the deaths of 6 retirees, 1 non-occupational in-service death and updated the payees to their spousal beneficiaries. Becker, Burke Associates, Incorporated's investment updates for the quarter ended September 30, 2012 and month ended November 30, 2012 were presented by Mr. Key and Mr. Harless. As of September 30, 2012, plan investments were in compliance with all policy portfolio ranges. Additional funds will be added to the International Emerging Markets allocation. Issues regarding the Thomas White International Common Trust Fund limited partnership agreement have been identified and are being addressed. Annual Report - City of Roanoke Pension Plan Page 4 Comerica Bank was recommended by Howard Pohl, our Investment Advisor, to be our provided of securities lending services. This recommendation was approved. Due to the recent vacancy left by Jeff Rakes on the Pension Investment Committee, Greg Feldmann was appointed to fill this position. Cheiron has been selected to serve as actuary for the Pension Plan. A motion was made to enter into a contract with Cheiron for these services and was approved. The two issues with the Disability Earned Incoming Reporting have been cleared and no adjustments are needed. We have received an unqualified opinion from KPMG and this report was given to all trustees. Slight changes to the Actuarial Valuation presented by Milliman in October 2012 were made. A final valuation report was given to the trustees. April 10, 2013 Meeting Members present: Mayor David Bowers Greg Feldmann Carolyn Glover James Grisso Alan Hullette David Key Ann Shawver Members absent: Chris Morrill Melvin Sanders The Board approved: • 1 retirement from ERS • 23 retirements from ESRS. The Board recognized the deaths of 3 retirees and updated the payees to their spousal beneficiaries. Annual Report - City of Roanoke Pension Plan Page 5 Becker, Burke Associates, Incorporated's monthly and quarterly investment updates as of February 28, 2013 and December 31 , 2012, respectively, were presented by Mr. Harless and Mr. Key. An update from the Pension Investment Committee was given regarding the Thomas White International Fund. All investor class shares of the Plan's investment in this fund have been exchanged for Institutional class shares resulting in a reduction in management fees. Upon legal review of the Limited Partnership agreement for commingled investment vehicle of the Thomas White International Fund, the legal issues were addressed; however, Thomas White International was unwilling to modify the agreements. This investment vehicle will not be utilized to further reduce management fees. Comerica Bank was selected as our provider of securities lending services. A motion was made and approved for the securities lending agreement. A motion was made to terminate our agreement with Knight Securities for recovered brokerage services and to approve the execution of an agreement with ConvergEx. This motion was approved. Recently, six retirees were identified whose benefits were paid in error. We are in the process now of correcting these errors. The Investment Advisory Contract with Becker, Burke Associates was renewed for a third year. Interviews were recently conducted to select an investment advisory firm to provide services for the defined contribution plans established by City Council in July 2012. Plans created under the new retirement provisions included a 401 (h) plan effective July 1 , 2013, and a 401 (a) plan effective July 1 , 2014. A Defined Contribution Board has been established for the administration of the 401 (h) plan and to contract with an investment provider for the administration of the 401 (h) plan participant level accounts and investment direction of such accounts. The 401 (h) Health Savings Plan was implemented effective July 1 , 2013. All employees were required to make an election to forego their supplemental eligibility and receive the 1% employer matching contribution or to maintain their current supplement eligibility. Annual Report - City of Roanoke Pension Plan Page 6 Greg Feldman was appointed on December 4, 2012 to fill the unexpired term of Jeff Rakes which would have ended on June 30, 2013. Mr. Feldmann has also indicated his willingness to continue to serve as a Trustee and is anticipated to begin his new term effective July 1 , 2013. CITY OF ROANOKE b'4 DEPARTMENT OF FINANCE 215 Church Avenue, SW,Suite 461 '1 PO Box 1220 Roanoke,Virginia 24011-1220 Telephone'. (540)853-2821 Fax: (54018536142 ANN II.SI IAW V FR.CPA ANDREA F.TRFNT Director of Finance Assistant Director of Finance October 7, 2013 Honorable David A. Bowers, Mayor Honorable Court G. Rosen, Vice-Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable Anita]. Price, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Attached for your review is a summary of the City of Roanoke Finance Board - OPEB Trust activities for the time period July 1 , 2012 through June 30, 2013. The written minutes of each Board meeting are located in the City of Roanoke Department of Finance Office. On behalf of the members of the Finance Board, we would like to thank City Council for the opportunity to be of service to our city. Sincerely, Ann H. Shawver Director of Finance Attachment c: Honorable Evelyn W. Powers, Board Member, Finance Board - OPEB Trust Brian K. Redd, Board Member, Finance Board - OPEB Trust Stephanie M. Moon, City Clerk Annual Report of the Finance Board City of Roanoke OPEB Trust June 30, 2013 October 3, 2012 Meeting Members present: Evelyn Powers Brian Redd Ann Shawver Others: Andrea Trent The VML/VACo June 30, 2012 Quarterly Report for the Pooled Trust Fund had been received. Ms. Trent summarized the report by commenting the portfolio had ended the fiscal year with a return of -1 .0%. She presented copies of the Comerica Custodial Statements reflecting market values for the months ending July and August 2012. The reports displayed gains of approximately 1 .11% for July and 1 .60% for August. Through a Request for Proposal (RFP) selection process conducted by VACo/VML, Asset Consulting Services Group (ACS) was selected as the new investment consultant. The City of Roanoke's valuation report conducted by Milliman for the purpose of identifying the Line of Duty Act (LODA) Annual Required Contribution (ARC) was reviewed. Ms. Trent confirmed the ARC deposits for the FY12 period. It was reported that staff have conducted interviews for the RPF for actuarial services and would soon be making a recommendation on selection and contract. November 28, 2012 Meeting Members present Evelyn Powers Brian Redd Others Andrea Trent The VML/VACo September 30, 2012 Quarterly Report for the Pooled Trust Fund had been received. Ms. Trent summarized the report by commenting on the strong performance for the quarter, 4.7%, and twelve months, 17.7%, ending September 30, 2012. She presented copies of the Comerica Custodial Statements reflecting market value for the month of October 2012 displaying a loss of -.53% for the month. OPEB Trust Annual Report of the Finance Board Page 2 Ms. Trent presented the June 30, 2012 valuation reports conducted by Milliman and discussed the results. Action regarding approving the funding of the Actuarial Required Contribution (ARC) was deferred to the next meeting. Ms. Trent updated the Board on the progress of the actuarial RFP indicating interviews had been completed with the selection committee now considering the responders. March 7, 2013 Meeting (Rescheduled from February 27, 2013) Members present: Evelyn Powers Brian Redd Ann Shawver The VMLNACo Quarterly Statement, dated December 31 , 2012, had been received and forwarded to the Board members prior to this meeting. The portfolio had completed the quarter with a gain of 1 .5%. Ms. Shawver presented information detailing the Comerica Custodial Statement for the month ending January 31 , 2013. The estimated rate of return for the month was 2.7%. Ms. Shawver provided members with copies of the actuarial reports for OPEB and LODA. She clarified that the trust is not utilized for Workers' Compensation claims. The Board approved FY13 contributions of $30,000 to the OPEB Trust and $248,000 to the LODA Trust based on recommended funding derived by the actuary reports. June 10, 2013 Meeting (Rescheduled from May 29, 2013) Members present: Evelyn Powers Brian Redd Ann Shawver Others: Andrea Trent The VML/VACo Trust Statement, dated March 31 , 2013, had been received and forwarded to the Board members prior to the meeting date. Ms. Trent summarized the report by commenting the portfolio had a strong quarter returning 4.7%. Also distributed was the Comerica Custodial Statement reflecting the market value for the month ending April 2013. The report displayed an approximate 1 .0% gain for the month. Ms. Trent confirmed the deposit of contributions into the custodial accounts and also mentioned the discussions regarding the finalization of the contract for actuarial services as a result of the recent RFP. OFFICE OF THE CITY MANAGER Noel C.Taylor Municipal Building al a 215 Church Avenue,SW, Room 364 Roanoke,Virginia eon ROANOKE 5GO.853.2333 www.roanokeva.gov October 7, 2013 Honorable David A. Bowers, Mayor Honorable Court G. Rosen, Vice-Mayor Honorable William D. Bestpitch, Council Member Honorable Raphael E. Ferris, Council Member Honorable Sherman P. Lea, Council Member Honorable Anita]. Price, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Attached for your review is a summary of the Defined Contribution Board's activities for the time period July 1 , 2012 through June 30, 2013. The written minutes of each meeting are located in the City of Roanoke Retirement Office. On behalf of the appointed members of the Board, we would like to thank City Council for the opportunity to be of service to our City. Sincerely, ,linguld ffc. ILA Sherman M. Stovall Chairman, Defined Benefit Contribution Board Attachment c: Stephanie M. Moon, City Clerk Board of Trustees, City of Roanoke Pension Plan Annual Report City of Roanoke Defined Contribution Board Fiscal Year Ended June 30, 2013 As a newly formed board, there was one regularly scheduled quarterly meeting during the above referenced time period. June 24, 2013 Meeting Members present: Carolyn Glover Chris Morrill Ann Shawver Sherman Stovall Andrea Trent Other attendees: Beryl Ball Dan Callaghan Harold Harless John Henry The Fiduciary Training materials were reviewed with the Committee as well as drafts of an Investment Policy statement and Charter template. A training manual was provided to Committee members. Ms. Ball, Vice President and Financial Advisor with CAPTRUST, our Defined Contribution Consultant, provided an overview of CAPTRUST's approach to fund selection and their investment review process. A five (5) step process is used which includes Investment Policy Development, Investment Menu Construction, Investment Selection, Monitoring and Due Diligence, and Proactive New Product Research. Ms. Ball also reviewed the principals of investment menu development, noting general guidelines based on ERISA regulations, modern portfolio theory and the impact of the number of funds included on plan participation rates. The Work Plan which included data collection, vendor analysis, ongoing quarterly meetings, fiduciary process management, investment menu screening and recommendations, vendor benchmark analysis and negotiation, overview of participant education and advice, and quarterly due diligence were reviewed by Ms. Ball. She also reviewed the 5 pillars of fiduciary leadership in which CAPTRUST interacts with the Defined Contribution Board. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39764-100713. A RESOLUTION authorizing acceptance of the Safe Havens:Supervised Visitation and Safe Exchange Grant Program grant from the United States Department of Justice, Office on Violence Against Women, in the amount of$350,000,and authorizing execution of the sub-grant ageement between the City and Total Action Against Poverty in Roanoke Valley("TAP"),dba Total Action for Progress, to continue the services the grant will enable, and any additional documents required to accept the grant. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the Safe Havens: Supervised Visitation and Safe Exchange Grant Program grant from the United States Department of Justice, Office on Violence Against Women,being Grant Number 2013-FL-AX-K016,in the amount of$350,000,for the period commencing October 1,2013,until September 30,2016,to continue the provision of services for the victims of domestic violence, sexual assault, stalking and similar services for their children, as set forth in the City Council Agenda Report dated October 7, 2013. 2. The City Manager is hereby authorized to execute the sub-grant agreement between the City and Total Action Against Poverty in Roanoke Valley, dba Total Action for Progress, to continue the services that the grant will enable,and any and all other requisite documents,upon 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. �SSf rtv Clerk IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39765-100713. AN ORDINANCE to appropriate funding from the Federal government for the Safe Havens Supervised Visitation and Safe Exchange Continuation Grant, amending and reordaining certain sections of the 2013-2014 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 2013-2014 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Fees for Professional Services 35-630-5008-2010 $ 346,240 Training and Development 35-630-5008-2044 3,760 Revenues Safe Havens Visitation & Exchange FY14 35-630-5008-5008 350,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. AT 'ST /{ , City Clerk. CITY COUNCIL AGENDA REPORT i To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject: Safe Havens: Supervised Visitation and Safe Exchange Grant Background: In January 2006, the City of Roanoke Department of Human Services and Total Action Against Poverty in Roanoke Valley dba Total Action for Progress ("TAP") filed a successful application with the Department of Justice, Office on Violence Against Women (OVW) Grant Program for a grant to be administered through the City of Roanoke. The Safe Haven: Supervised Visitation and Safe Exchange Grant Program (Supervised Visitation) was authorized under the Violence Against Women Act of 2000 to increase supervised visitation and exchange options for families with a history of domestic violence, child abuse, sexual assault or stalking. This is the third successful application submitted by the City for continuation funding. On September 18, 2013, the City received notification of a continuation award for a three year period (2013 - 2016) in the amount of $350,000. Consideration: These continuation funds will allow the City to improve the variety and accessibility of supervised visitation and exchange services for victims of domestic violence, sexual assault, and stalking; and similar services for their children. TAP will provide the services required by the terms of the grant. Recommended Actions: Adopt a resolution accepting grant funding from the U. S. Department of Justice OVW - grant number 2013-FL-AX-K016 and authorize the City Manager to execute the grant agreements along with any related documents, approved as to form by the City Attorney. Authorize the City Manager to continue (execute) the sub-grant agreement with TAP, substantially similar in form to the agreement attached to this report, for TAP to provide the services required by the grant. Adopt the accompanying budget ordinance to establish a revenue estimate in the am. nt •f $350,000 and to appropriate the same amount in accounts to be ta�/e/ in the Grant Fund by the Director of Finance. ristopher P. Morrill City Manager Distribution:Council Appointed Officers Brian Townsend, Assistant City Manager for Community Development Jane R. Conlin, Director of Human and Social Services Carol Tuning, Human Services Administrator AGREEMENT This Agreement is made and entered into this 1st day of October 2013, by and between the City of Roanoke, Virginia (a municipal corporation organized under the laws of the Commonwealth of Virginia) ("City") and Total Action Against Poverty in the Roanoke Valley, Inc. doing business as Total Action for Progress ("TAP"), WITNESSETH: WHEREAS, in September 2013, the City and TAP were awarded a continuation grant from The Safe Havens Supervised Visitation and Safe Exchange Grant Program ("Grant")" from the United States Department of Justice, Office on Violence Against Women, WHEREAS, the Grant requires its funding to be administered through the City. WHEREAS, the purpose of the Grant is to increase supervised visitation and exchange options for families with a history of domestic violence, child abuse, sexual assault or stalking, WHEREAS, the Grant will allow the City, in collaboration with TAP, to improve the variety and accessibility of supervised visitation and exchange services for victims of domestic violence, sexual assault, child abuse and stalking and their children and to provide the opportunity for Grant recipients to develop and strengthen effective responses to violence against women, and WHEREAS, the City has been authorized by its City Council pursuant to Resolution No. adopted to accept the Grant and to appropriate $350,000 for TAP to provide services in connection with the Grant. NOW, THEREFORE, in consideration of the covenants and conditions contained herein, the parties hereto mutually agree as follows: 1. SCOPE OF SERVICES: TAP acknowledges and agrees that in addition to meeting all goals and objectives as outlined in the project proposal, TAP shall: a) Provide co-leadership with the City of Roanoke for the administration and management of the program. b) Provide direct program management and supervisory oversight of ongoing operation of the program. c) Provide fiscal, service and program utilization data to City of Roanoke as needed for fiscal and programmatic accountability. d) Provide and accept referrals, case information, ongoing case developments and confidentiality agreements as necessary for program operation. e) Promote program availability and services throughout the human service, legal, health and educational communities, and spearhead public education campaigns through media contacts. f) Promote, participate and attend partner activities, including case staffing meetings, fiscal management, program services and other training opportunities as available. g) Provide supplementary referrals and facilitate parent's participation in TAP's wide array of supplementary services, particularly emphasizing TAP Domestic Violence Services' complete array of victim advocacy services and resources, but also including additional powerful allies such as the Transitional Living Center's supportive casework and housing, This Valley Works education and job placement programs, Families First case management and support, the supportive casework available through our Healthy Parents/Healthy Families program, Housing and Community Development programs, and many others. 2. PERIOD OF PERFORMANCE The term of this Agreement shall be for the period October 1, 2013 through September 30, 2016. 3. BUDGET The total amount of funds to be provided by the City to TAP shall not exceed $350,000. Only those categories as approved in the Grant referenced as 2013-FL-AX-K016, attached to this Agreement as Exhibit A and incorporated herein, shall be reimbursed to TAP by City. 4. PAYMENT SCHEDULE AND PROCEDURES On a monthly basis, the City will pay TAP subject to the terms of this Agreement for the services provided. Monthly payments will each be made subject to the terms of this Agreement within thirty (30) days of receipt of the payment request. Requests for payment from TAP must be accompanied by the approved performance report. Objectives and Quarterly Outcomes must be completed for each appropriate reporting period. Documentation regarding participant eligibility, program activities, and quantified outcomes will be maintained at the offices of each of the TAP programs included herein, and shall be available for inspection and review at the City's convenience. Payment requests, reports and other information must be submitted to Carol Tuning, Human Services Coordinator, for initial review. TAP shall submit requests, reports, and other information in accordance with guidelines as established in the grant award notification. Approval for payment will be made by the City's Director of Human/Social Services with the assistance of other City Departments. If in the opinion of the City's Director of Human/Social Services, all performance measures are being met and all the information and reports submitted by TAP meet with the approval of the City's Director of Human/Social Services, payment for all reporting periods will be made to TAP within 30 working days from the date the City receives the payment request. The City reserves the right to refuse payment to TAP in the event that the Director of Human/Social Services is not satisfied that TAP has met the performance measures or provided the appropriate information or reports. The City reserves the right to refuse payment to TAP in the event that TAP submits the request for payment after 90 calendar days from September 30, 2016, the contract expiration date. • 5. INDEMNIFICATION: TAP shall indemnify and hold harmless the City, its officers, agents, consultants and employees, against any and all loss, cost, or expense, including reasonable attorney's fees and costs of defense, resulting from any claim, whether or not reduced to a judgment, and for any liability of any nature whatsoever, that may arise out of or result from TAP's intentional or negligent acts or omissions in providing the services under this Agreement, including without limitation, fines and penalties, violation of federal, state or local laws, or regulations promulgated thereunder, personal injury, wrongful death or property damage claims or any third party contracts that TAP may enter into in the performance of this Agreement. 6. COMPLIANCE WITH LAWS, RULES AND REGULATIONS: TAP agrees to abide by and comply with all applicable federal, state and local laws, rules and regulations relating to specific programs performed hereunder. The City reserves the right to withhold payment if TAP fails to comply with the terms and procedures outlined in this agreement. 7. RECORDS AND REPORTS TAP shall maintain full and accurate records with respect to all matters covered under this Agreement. All records pertaining to this Agreement and the services performed pursuant to it shall be retained for a period of three (3) years after the expiration date of the Agreement or its amendments. Appropriate City personnel shall have free and open access to those records during the term of the Agreement and the following three-year time period. 8. CLIENT DATA TAP shall maintain client data as outlined in the program guidelines, demonstrating client eligibility for services provided. Such data shall include but not be limited to, client name, address, income level or other basis for determining eligibility, and description of services provided. Unless otherwise provided by applicable federal, state or local law, such information shall be made available to the Director of Human Services or her designee for review upon request. 9. NON-DISCRIMINATION: During the performance of this agreement, TAP agrees to not discriminate against any client, applicant for service, subcontractor, employee, or applicant for employment because of race, religion, color, sex, or national origin. TAP agrees to post in conspicuous places, notice of selling forth the provisions of this non-discrimination clause. TAP, in all solicitations or advertisements for employees placed by or on behalf of TAP, will state that TAP is an equal opportunity employer. 10. SECTION 504 TAP agrees to comply with any federal regulation issued pursuant to compliance with the Section 504 of the Rehabilitation Act of 1973, as amended, which prohibit discrimination against the disabled. 11. RELIGIOUS AND POLITICAL ACTIVITIES TAP agrees that the funds provided under this Agreement will not be utilized for religious activities, to promote religious interests, or for the benefit of a religious organization in accordance with the federal regulations specified in 24 CFR 570.2000). TAP agrees that no funds provided pursuant to this Agreement shall be used to pay, lend, or to allow anything of value to be contributed to a party, committee, organization, agency, or person for political purposes. TAP further agrees that no funds provided pursuant to this Agreement shall be used directly or indirectly to coerce, attempt to coerce, command or advise any person, party, committee, organization, or agency to pay, lend, or contribute anything of value to a party, committee, organization, agency or person for political purposes. 12. FORMAL PROCESS FOR TERMINATION OF SERVICES: If it is necessary for TAP to terminate service to any individual or family because such individual or family violates program requirements, TAP may terminate assistance in accordance with a formal process established by TAP, and satisfactory to the City, that recognizes the rights of the individuals affected. This process may include a hearing. 13. CONFIDENTIALITY OF CLIENTS TAP acknowledges and agrees that it will establish procedures satisfactory to the City which ensure the confidentiality of clients and client data as required by federal, state and local laws, policies and procedures. 14. SUSPENSION AND TERMINATION: This Agreement may be terminated or suspended for any reason by the City or TAP upon thirty (30) days written notification to the other party, setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. No payment will be made for services provided or expenses incurred after TAP's receipt of notice of termination, except those expenses incurred prior to the date of notice that are necessary to curtailment of operations under this Agreement. In the event that sufficient funds are not appropriated by the local, state or federal government, at the sole discretion of the City, this agreement may be terminated in whole or in part by City. 15. REVERSION OF ASSETS Upon expiration of this Agreement, or amendments thereto, TAP shall transfer to the City any funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of funds provided by the City. "Program income" means gross income received by TAP directly generated by the use of City funds. 16. ANNUAL AUDIT AND MONITORING: TAP shall provide for an annual independent audit of all expenditures incurred in providing the services pursuant to this Agreement. Copies of said audit report shall be furnished to the City's Director of Human/Social Services and Director of Finance within thirty (30) days of completion of the audit, no later than eight month following the year-end. 17. THIRD PARTY CONTRACTS: TAP acknowledges and agrees that if it contracts with a third party in the provision of services under this Agreement, it shall not obligate City in many towards such third party and in the event such third party brings any claim against City arising out of such contract, TAP shall indemnify and Hold harmless City against such claim as further provided by this Agreement. 18. NOTICES: Any notices required by the terms of this Agreement shall be deemed to have been given when delivered in person to or deposited in the U.S. mail, postage pre-paid, registered or certified, return receipt requested, and addressed to: (a) If to the City: Christopher P. Morrill, City Manager City of Roanoke Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (b) If to TAP: Theodore Edlich, President 302 2nd St. Roanoke, Virginia 24011 or at any such other address as each party may designate for itself by notice given in accordance with this Section. 19. ENTIRE AGREEMENT: This Agreement, including all of its attachments, represents the entire Agreement between the parties, and this Agreement shall not be modified, amended, altered or changed, except by written Agreement executed by the parties. 20. GOVERNING LAW: This Agreement shall be governed by laws of the Commonwealth of Virginia and both parties submit themselves to a court of competent jurisdiction in the City of Roanoke, Virginia. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year hereinabove written: ATTEST: CITY OF ROANOKE: By By Stephanie Moon, City Clerk Christopher P. Morrill, City Manager TOTAL ACTION AGAINST POVERTY IN THE ROANOKE VALLEY: By Theodore J. Edlich, Ill, President Attachment "A" HI. BUDGET AND BUDGET NARRATIVE 36 Month Budget A. Personnel: 0 B. Fringe Benefits: 0 C. Travel: Local Government will attend various OVW sponsored training Per diem is based upon local government approved rates. Purpose of Travel Location Item Computation Cost OVW Technical OVW Technical 2 trips x 2 Local $3,760 Assistance Identified Assistance Government and staffx $350 Capacity airfare x $150 Building per night x 3 Activities nights + $35 per diem x 4 days travel Total $3,760 D. Equipment: 0 E. Supplies: 0 F. Construction: 0 C. Contracts: Total Action Against Poverty will manage Sabrina's Place, the supervised visitation and safe exchange program. The contract will include the following expenses. 1. Personnel: One full-time staff member, the Program Manager, will coordinate all day-to-day operations of the program. Security will provide coverage as needed. Name/Position Computation Cost Program Manager 19.20 x 40 hours p/wk x 52 wks $79,872 per year x 2 years 19.80 x 40 hours p/wk x 52 wks x $41,184 1 yr. Security(6 at 1 per week) 20 x 20 hours p/wk x 30 wks per $36,000 year x 3 years Total $157,056 2. Fringe Benefits: Benefits are based upon TAP Sabrina's Place standard policies. Category Computation Cost FICA $157,056 (salary) 7.65% $12,015 Health Insurance $121,056.00 x 13.1% $15,803 Retirement $121,056.00 x 4% $4,842 Worker's Comp $157,056 x 2.50% $3,926 Long term/Short term Disability $121,056.00 x .26% $315 VUTA $60,000 x 5.44% $3264 Employee Assistance Program 16 x7x3 $336 General Insurance $157,056 x 2.25% $3926 Total $44,427 3. Travel: TAP Sabrina's Place staff and partners will attend various OVW sponsored training. It is estimated 2 training sessions will be attended. Additionally, local government representative will attend trainings as needed. I Purpose of Location Item Computation Cost Travel OVW OVW Technical Estimated 2 trips with 3 $6,240 Technical Identified Assistance staff/partners attending & l Assistance and local government rep x 2 Capacity trips x $350 airfare ]+ [4 Building hotels x S150 x 3 nights] + Activities [2 trips x 4 days travel @ $35 per diem] + [4 trips x $78 cab/shuttle travel to _ and from airport] Total $6,240 4. Supplies: Basic supplies needed to operate program. Item Cost Office Supplies (est. 5600.00 per year x 3 years) $1,800 Copy Expenses (est. $48.66 per year x 3 years) $ 146 Educational/Marketing Material(est. $166.66 per year x 3 years) $ 500 Computer Repair(est. S66.66 per year x 3 years) $ 200 Postage(est.$192.33 per year x 3 years) S 577 Total $3,233 5. Contracts: Monitors and interpreters are paid based upon contract agreements. Monitors respond to ajob advertisement and are screened for eligibility. Currently there is a total of 5 monitors that fulfill the supervision and exchange duties on a rotational basis. Item Cost Monitors (3 x $15 p/hr x avg. of20 hrs p/wk x 30 wks x 3 years x $58,563 72.3%) Interpreter Services (as needed; the cost ranges from a minimum of $274 $35 to $100 p/hr) Total $58,837 6. Other Cost: Space, utilities, telephone needed for the program. Description Computation Cost Rent/Utilities $16,398 x3 years $49,194 Telephone $833.67 x 3 years $2,501 Total $51,695 7. Indirect Cost: TAP Sabrina's Place approved indirect cost rate is 17.8%; however, only 7.7% is being charged to the grant. Description Computation Cost Indirect Cost $321,488 x 7.7% $24,754 Total $24,754 H. Other Costs: SO I. Indirect Cost: $0 BUDGET SUMMARY Budget Category Amount A. Personnel $0 B. Fringe Benefits $0 C. Travel $3,760 (See contract for additional travel expense for $6,240 for total ofS10,000) D. Equipment $0 E. Supplies SO F. Construction SO G. Contracts $346,240 H. Other Cost $0 I. Indirect Cost $0 Total Federal Amount $350,000 c IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39766-100713. A RESOLUTION authorizing acceptance of the FY2014 Fire Programs Fund Grant made to the City of Roanoke by the Virginia Department of Fire Programs,and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager is hereby authorized on behalf of the City to accept from the Virginia Department of Fire Programs, the FY2014 Fire Programs Fund Grant in the amount of $272,601,with no local match,to be used to supplement the Fire-EMS budget in the General Fund, as more particularly described in the City Council Agenda Report dated October 7, 2013. 2. The City Manager is hereby authorized to execute and file,on behalf of the City,any documents setting forth the conditions of the grant in a form approved by the City Attorney. 3. The City Manager is further directed to famish such additional information as may be required by the Department of Fire Programs in connection with the acceptance of the foregoing grant. T T: J �/ / 1 ' Ash tiprity Clerk. 0S IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39767-100713. AN ORDINANCE appropriating funding from the Commonwealth of Virginia Department of Fire Programs, amending and reordaining certain sections of the 2013- 2014 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 2013-2014 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Expendable Equipment <$5,000 35-520-3344-2035 $ 60,301 Training and Development 35-520-3344-2044 60,300 Wearing Apparel 35-520-3344-2064 82,000 Recruiting 35-520-3344-2065 10,000 Regional Fire Training Academy 35-520-3344-9073 60,000 Revenues Fire Program FY14 35-520-3344-3344 272,601 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. AT T: As{, Ihr 4 .City Clerk. IOW tikert j. CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject Department of Fire Programs Grant - FY14 Background: The Fire Programs Fund was established by the General Assembly in the mid- 1980s. Program guidelines require that funds received are non-supplanting and may not be used to replace existing local funding. Program funds are used to supplement the Fire-EMS budget in the General Fund. For FY 2014, the City of Roanoke will receive $272,601 from the Fire Programs Fund. The Roanoke Fire-EMS Department will be using these funds for the following items: Expendable Equipment < $5,000 $ 60,301 Training and Development $ 60,300 Wearing Apparel $ 82,000 Recruiting $ 10,000 Regional Fire Training Academy $ 60,000 Total: $272,601 Considerations: Council acceptance of the funds is required. Recommended Action: Authorize the City Manager to accept the grant and file any documents, approved as to form by the City Attorney, setting forth the conditions of the FY2014 Fire Programs Funds Grant, and to furnish such additional information as may be required. Adopt the accompanying budget ordinance to establish a revenue estimate for Fire Program FY14 - and to appropriate funding in the amount of $272,601 . 2/14 1st. 'her P. Morrill City Manager Distribution: Council Appointed Officers IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39768-100713. A RESOLUTION accepting an award of Regional Surface Transportation Program funding from the Virginia Department of Transportation in an amount of up to $300,000; and authorizing the City Manager to execute any documents and take any actions in connection with such award. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke hereby accepts the Virginia Department of Transportation (VDOT) award of Regional Surface Transportation Program (RSTP) funds in an amount of up to $300,000 for a Downtown Roanoke Intermodal Transportation Study, which funds do not require any City matching funds, all of which is set forth in the City Manager's City Council Agenda Report dated October 7,2013, to this Council. 2. The City Manager is hereby authorized to execute a VDOT Standard Project Administration Agreement- Federal-Aid Projects, substantially similar in form to the Agreement attached to the above-referenced Agenda Report, and other documents required for the City to accept such funding, all of such documents to be approved as to form by the City Attorney. 3. The City Manager is hereby authorized to take such further actions and execute such additional documents as may be necessary to obtain, accept, implement, administer, and use the above RSTP Funds in an amount of up to $300,000 for the 1 Downtown Roanoke Intermodal Transportation Study Project, which funds do not require any City matching funds, with any such documents to be approved as to form by the City Attorney. /4554. • 4 City Clerk. R-Accept RSTR funds for Downtown Roanoke Intennodal Transportation Study.doc 2 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39769-100713. AN ORDINANCE to appropriate funding from the Federal government and the Commonwealth of Virginia for the Regional Surface Transportation Program (RSTP), amending and reordaining certain sections of the 2013-2014 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 2013-2014 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Fees for Professional Services 35-610-8171-2010 $ 300,000 Revenues Regional Surface Transportation Program FY14 35-610-8171-8171 300,000 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: Ai , Qp 5City Clerk. ' CITY COUNCIL AGENDA REPORT • To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject Acceptance of Regional Surface Transportation Program (RSTP) funding through VDOT for the Downtown Roanoke Intermodal Transportation Study Background: The City of Roanoke, with input from the Greater Roanoke Transit Company (GRTC), will undertake a project to study opportunities and make recommendations related to multimodal transportation in Downtown Roanoke. Two recent developments have led to the need for this coordinated study. First is the announcement that Roanoke will be the next locality to which passenger rail service will be extended and the project is noted as the highest priority for extension by the Virginia Department of Rail and Public Transit. Second is that GRTC will be transitioning its fleet to new buses that are 8% feet wide, which will require some change to the current allocation of space at Campbell Court. There is an opportunity for a multimodal transportation facility that arises from the proximity of the selected location of the future rail platform, GRTC's current transit hub at Campbell Court, and the relationship of both to other transportation modes. The project is entitled "Downtown Roanoke Intermodal Transportation Study." Earlier this year, much of the Roanoke Valley was designated as a Transportation Management Area and became eligible for Regional Surface Transportation Program (RSTP) funding, through the Virginia Department of Transportation (VDOT). The program makes over $28 million available to the region over six years. The funding is a combination of federal and state funding; no local match by the City of Roanoke is required. The City and GRTC submitted a joint application to the Roanoke Valley- Alleghany Metropolitan Planning Organization (RVAMPO) in response to its call for nominations of regional transportation projects for funding. The RVAMPO approved the project and submitted it to the Commonwealth Transportation Board (CTB) for final approval. Funding up to $300,000 was approved by the CTB and an award was made to the City for the Downtown Roanoke Intermodal Transportation Study. VDOT has approved a "Request to Administer Project," which will provide for administration of the project by the City under a VDOT Standard Project Administration Agreement-Federal-Aid Projects, a copy of which is attached to this report. Considerations: The intent of the study is to look comprehensively at the relationship of various transportation modes—which will now include passenger rail—and potential opportunities that arise from the proximity of the existing Campbell Court facility to the proposed passenger rail platform. Ultimately, the study will help determine if and how existing facilities should be modified or if some new facility is warranted. All of the funding will be used for consultant services. A consultant with expertise in multimodal transportation facilities will be engaged to perform the study. Though the City is administering the project and funds, GRTC and the City will work together on the project. RSTP funding is reimbursed to the City based on actual funds expended. Staff anticipates a relatively short project time frame of six months from the notice to proceed to having an initial draft of the study. Recommended Actions: Accept the RSTP funding and award from VDOT in an amount not to exceed $300,000, and authorize the City Manager to execute the above mentioned agreement associated with this funding. All documents shall be approved as to form by the City Attorney. Authorize the City Manager to take such further actions and execute such additional documents as may be necessary to obtain, accept, implement, administer, and use the above RSTP Funds from VDOT in an amount of up to $300,000 for the Downtown Roanoke Intermodal Transportation Study Project. Adopt the accompanying budget ordinance to establish a revenue estimate in the amount of $300,000 and to appropriate the same amount to Fees for Professional Services in an account to be established by the Director of Finance in the Grant Fund. ristopher P. Morrill City Manager Distribution: Council Appointed Officers Brian Townsend, Assistant City Manager for Community Development Sherman Stovall, Assistant City Manager for Operations Mark Jamison, Manager of Transportation Chris Chittum, Director of Planning, Building, and Development 2 STANDARD PROJECT ADMINISTRATION AGREEMENT Federal-aid Projects Project Number UPC Local Government MMTS-128-338 105015 City of Roanoke THIS AGREEMENT, made and executed in triplicate this day of , 20 , by and between the City of Roanoke, Virginia, hereinafter referred to as the LOCALITY and the Commonwealth of Virginia, Department of Transportation, hereinafter referred to as the DEPARTMENT. WHEREAS, the LOCALITY has expressed its desire to administer the work described in Appendix A, and such work for each improvement shown is hereinafter referred to as the Project; and WHEREAS, the funds shown in Appendix A have been allocated to finance each Project; and WHEREAS, the LOCALITY is committed to the development and delivery of each Project described in Appendix A in an expeditious manner; and; WHEREAS, both parties have concurred in the LOCALITY's administration of the phase(s) of work for the respective Project(s) listed in Appendix A in accordance with applicable federal, state, and local law and regulations. NOW THEREFORE, in consideration of the mutual premises contained herein, the parties hereto agree as follows: 1. The LOCALITY shall: a. Be responsible for all activities necessary to complete the noted phase(s) of each Project shown in Appendix A, except for activities, decisions, and approvals which are the responsibility of the DEPARTMENT, as required by federal or state laws and regulations or as otherwise agreed to, in writing, between the parties. Each Project will be designed and constructed to meet or exceed current American Association of State Highway and Transportation Officials standards or supplementary standards approved by the DEPARTMENT b. Meet all funding obligation and expenditure timeline requirements in accordance with all applicable federal and state laws and regulations, and Commonwealth Transportation Board and DEPARTMENT policies and as identified in Appendix A to this Agreement. Noncompliance with this requirement can result in deallocation of the funding, rescinding of state funding match, termination of this Agreement, or DEPARTMENT denial of future requests to administer projects by the LOCALITY. UPC 105015: Project#MMTS-128-338 Locality: City of Roanoke c. Receive prior written authorization from the DEPARTMENT to proceed with preliminary engineering, right-of-way acquisition and utility relocation, and construction phases of each Project. d. Administer the project(s) in accordance with guidelines applicable to Locally Administered Projects as published by the DEPARTMENT. e. Maintain accurate and complete records of each Project's development and documentation of all expenditures and make such information available for inspection or auditing by the DEPARTMENT. Records and documentation for items for which reimbursement will be requested shall be maintained for no less than three (3) years following acceptance of the final voucher on each Project. f. No more frequently than monthly, submit invoices with supporting documentation to the DEPARTMENT in the form prescribed by the DEPARTMENT. The supporting documentation shall include copies of related vendor invoices paid by the LOCALITY and an up-to-date project summary and schedule tracking payment requests and adjustments. A request for reimbursement shall be made within 90 days after any eligible project expenses are incurred by the Locality. For federally funded projects and pursuant to the Code of Federal Regulations, Title 49, Section 18.43, violations of the provision may result in the imposition of sanctions including but not limited to possible denial or delay of payment of all or a part of the costs associated with the activity or action not in compliance. g. Reimburse the DEPARTMENT all Project expenses incurred by the DEPARTMENT if, due to action or inaction solely by the LOCALITY, federally funded Project expenditures incurred are not reimbursed by the Federal Highway Administration (FHWA), or reimbursements are required to be returned to the FHWA, or in the event the reimbursement provisions of Section 33.1-44 or Section 33.1-70.01 of the Code of Virginia, 1950, as amended, or other applicable provisions of federal, state, or local law or regulations require such reimbursement. h. On Projects that the LOCALITY is providing the required match to state or federal funds, pay the DEPARTMENT the LOCALITY's match for eligible Project expenses incurred by the DEPARTMENT in the performance of activities set forth in paragraph 2.a. i. Administer the Project in accordance with all applicable federal, state, or local laws and regulations. Failure to fulfill legal obligations associated with the project may result in forfeiture of federal or state-aid reimbursements j. Provide certification by a LOCALITY official that all LOCALITY administered Project activities have been performed in accordance with all OAG Approved 6/18/2012 2 UPC 105015; Project #MMTS-128-338 Locality: City of Roanoke federal, state, and local laws and regulations. If the locality expends over $500,000 annually in federal funding, such certification shall include a copy of the LOCALITY's single program audit in accordance with Office of Management and Budget Circular A-133. k. If legal services other than that provided by staff counsel are required in connection with condemnation proceedings associated with the acquisition of Right-of-Way, the LOCALITY will consult the DEPARTMENT to obtain an attorney from the list of outside counsel approved by the Office of the Attorney General. Costs associated with outside counsel services shall be reimbursable expenses of the project. 1. For Projects on facilities not maintained by the DEPARTMENT, provide, or have others provide, maintenance of the Project upon completion, unless otherwise agreed to by the DEPARTMENT. m. Ensure compliance with the provisions of Title VI of the Civil Rights Act of 1964, regulations of the United States Department of Transportation (USDOT), Presidential Executive Orders and the Code of Virginia relative to nondiscrimination. 2. The DEPARTMENT shall: a. Perform any actions and provide any decisions and approvals which are the responsibility of the DEPARTMENT, as required by federal and state laws and regulations or as otherwise agreed to, in writing, between the parties and provide necessary coordination with the FHWA as determined to be necessary by the DEPARTMENT. b. Upon receipt of the LOCALITY's invoices pursuant to paragraphl.f., reimburse the LOCALITY the cost of eligible Project expenses, as described in Appendix A. Such reimbursements shall be payable by the DEPARTMENT within 30 days of an acceptable submission by the LOCALITY. c. If appropriate, submit invoices to the LOCALITY for the LOCALITY's share of eligible project expenses incurred by the DEPARTMENT in the performance of activities pursuant to paragraph 2.a d. Audit the LOCALITY's Project records and documentation as may be required to verify LOCALITY compliance with federal and state laws and regulations. • e. Make available to the LOCALITY guidelines to assist the parties in carrying out responsibilities under this Agreement. OAG Approved 6/18/2012 3 UPC 105015: Project#MMTS-128-338 Locality: City of Roanoke 3. Appendix A identifies the funding sources for the project, phases of work to be administered by the LOCALITY, and additional project-specific requirements agreed to by the parties. There may be additional elements that, once identified, shall be addressed by the parties hereto in writing, which may require an amendment to this Agreement. 4. If designated by the DEPARTMENT, the LOCALITY is authorized to act as the DEPARTMENT's agent for the purposc of conducting survey work pursuant to Section 33.1-94 of the Code of Virginia, 1950, as amended. 5. Nothing in this Agreement shall obligate the parties hereto to expend or provide any funds in excess of funds agreed upon in this Agreement or as shall have been included in an annual or other lawful appropriation. In the event the cost of a Project is anticipated to exceed the allocation shown for such respective Project on Appendix A, both parties agree to cooperate in providing additional funding for the Project or to terminate the Project before its costs exceed the allocated amount, however the DEPARTMENT and the LOCALITY shall not be obligated to provide additional funds beyond those appropriated pursuant to an annual or other lawful appropriation. 6. Nothing in this Agreement shall be construed as a waiver of the LOCALITY's or the Commonwealth of Virginia's sovereign immunity. 7. The Parties mutually agree and acknowledge, in entering this Agreement, that the individuals acting on behalf of the Parties are acting within the scope of their official authority and the Parties agree that neither Party will bring a suit or assert a claim against any official, officer, or employee of either party, in their individual or personal capacity for a breach or violation of the terms of this Agreement or to otherwise enforce the terms and conditions of this Agreement The foregoing notwithstanding, nothing in this subparagraph shall prevent the enforcement of the terms and conditions of this Agreement by or against either Party in a competent court of law. 8. The Parties mutually agree that no provision of this Agreement shall create in the public, or in any person or entity other than the Parties, rights as a third party beneficiary hereunder, or authorize any person or entity, not a party hereto, to maintain any action for, without limitation, personal injury, property damage, breach of contract, or return of money, or property, deposit(s), cancellation or forfeiture of bonds, financial instruments, pursuant to the terms of this Agreement or otherwise. Notwithstanding any other provision of this Agreement to the contrary, unless otherwise provided, the Parties agree that the LOCALITY or the DEPARTMENT shall not be bound by any agreements between the either party and other persons or entities concerning any matter which is the subject of this Agreement, unless and until the LOCALITY or the DEPARTMENT has, in writing, receive a true copy of such agreement(s) and has affirmatively agreed, in writing, to be bound by such Agreement. OAG Approved 6/18/2012 4 UPC 105015; Project#MMTS-128-338 Locality:City of Roanoke 9 This Agreement may be terminated by either party upon 30 days advance written notice. Eligible Project expenses incurred through the date of termination shall be reimbursed in accordance with paragraphs I.f, l.g., and 2.b, subject to the limitations established in this Agreement and Appendix A. Upon termination, the DEPARTMENT shall retain ownership of plans, specifications, and right of way, unless all state and federal funds provided for the Project have been reimbursed to the DEPARTMENT by the LOCALITY, in which case the LOCALITY will have ownership of the plans, specifications, and right of way, unless otherwise mutually agreed upon in writing. 10. Prior to any action pursuant to paragraphs l.b or l.g of this Agreement, the DEPARTMENT shall provide notice to the LOCALITY with a specific description of the breach of agreement provisions. Upon receipt of a notice of breach, the LOCALITY will be provided the opportunity to cure such breach or to provide a plan to cure to the satisfaction to the DEPARTMENT. If, within sixty (60) days after receipt of the written notice of breach, the LOCALITY has neither cured the breach, nor is diligently pursuing a cure of the breach to the satisfaction of the DEPARTMENT, then upon receipt by the LOCALITY of a written notice from the DEPARTMENT stating that the breach has neither been cured, nor is the LOCALITY diligently pursuing a cure, the DEPARTMENT may exercise any remedies it may have under this Agreement. THE LOCALITY and DEPARTMENT acknowledge and agree that this Agreement has been prepared jointly by the parties and shall be construed simply and in accordance with its fair meaning and not strictly for or against any party. THIS AGREEMENT, when properly executed, shall be binding upon both parties, their successors, and assigns. THIS AGREEMENT may be modified in writing by mutual agreement of both parties. 0AG Approved 5/18/2012 5 UPC 105015; Project#MMTS-128-338 locality: City of Roanoke IN WITNESS WHEREOF, each party hereto has caused this Agreement to be executed as of the day, month, and year first herein written. CITY OF ROANOKE, VIRGINIA: Typed or printed name of signatory Date Title Signature of Witness Date NOTE: The official signing for the LOCALITY must attach a certified copy of his or her authority to execute this Agreement. COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION: Commissioner of Highways Date Commonwealth of Virginia Department of Transportation Signature of Witness Date Attachments Appendix A UPC 105015 OAG Approved 6/18/2012 6 Date: 8/30/2013 Project Number: MMTS-128-338 UPC' 105015 Locality: City of Roanoke Project Location ZIP+4'. Locality DUNS# 006704316 Locality Address(loci ZIP+4)'. 24011-1520 215 Church Avenue,SW, Roanoke,VA 2 4011-15 20 Scope: Study 8 recommend opportunities for facilities related to a new passenger rail stop in Downtown Roanoke and potential modifications to Valley Metros Campbell Court facility. From' Downtown Roanoke Tv. Downtown Roanoke Locality Project Manager Contact info: Chris Chittum 540-853-2356 chris.Chittum(g)roanokeva.gDV Department Project Coordinator Contact Info' Michael Gray 540-375-3565 mi0hael.grayfdvdOLVirginia.QOv Estimated Locality Project Expenses $295,000 $295,000 Estimated VDOT Project Expenses $5,000 $5,000 i Estimated Total Project Costs $304000 $300,000 • • eat Cost and RYIr11bunsemel11 Maximum Reimbur ant Estimated Remburscnmt to Phase Estimated Project Costs Local%Participation for Local Share Amount (Estimated Cost Reimbursement Locality Funds type p (Mm.VDOT Expenses) Preliminary Est. (Choose rim drop down box) Funds Type Share) VDOT Expenses) Preliminary Engineering $300,000 RSTP 0% $0 $300,000 $0 $0 $0 $0 $0 $0 Total PE $300,000 $0 $300,000 $295,000 Right of Way&Utilities • Total RW $0 onstruction li Total CN $0 III otal Estimated Cost $300,000 $0 $300,000 $295,000 Total Maximum Reimbursement by VDOT to Locality(Less Local Share) $300,000 Estimated Total Reimbursement by VDOT to Locality(Less Local Share and VDOT Expenses) $295,000 Protect Financing Aggregate Allocations RSTP (A+R+C+D+E+F) $300,000 $300,000 Program and protect Specl0c Funding Requirements •This project shall be administered in accordance with VOOTS Locally Administered Projects Manual • accordance with Chapter 12.1.3(Cooping Process Requirements)of the LAP Manual,the locality shall complete project scoping on or before 03/30/2014. • This project is funded with federal-aid Regional Surface Transportation Program(RSTP)funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. c FY14 $300,000 Allocation by the CT6,Obligation deadline 06/30/2014,Expenditure deadline 06/30/2017 • This is a limited funds project The Locality shall be responsible for any additional funding in excess of $300,000 Of applicable) • Total project allocation: $300,000 Authorized Locality Official and date Authorized VDOT Official Recommendation and Date Anthony Ford,P.E., Program Manager Typed or printed name of person signing Typed or printed name of person signing Version 8/19/11 Airport Access Urban Manual ARRA Revenue Sharing Manual Betterment Enhancement Manual CMAO Locally Adminsitered Projects Manual Economic Development Access Enhancement Federal BR Funds Federal Demo Funds Federal Formula Federal Interstate HSIP Local Match Local Funds Minimum Guarenlee Equity Bonus NHS PTF Public Lands Recreational Access Residue Parcel Revenue Sharing RSTP Secondary Scenic Byways Soft match State Match State Funds TEA 21 High Priority Urban Other Standard Bullets for Agreements (copy&paste as necessary) • This project is funded with federal-aid Congestion Mitigation and Air Quality Program(CMAC1)funds. These funds must be obligated within 24 months of allocation and expended within 48 months of the obligation. s FY $ Allocation by the CTB.Obligation deadline Expenditure deadline • This project is funded with federal-aid Highway Safety Improvement Program(HSIP)funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. c FY $ Allocation by the CTB,Obligation deadline ,Expenditure deadline • This project Is funded with federal-aid Regional Surface Transportation Program(RSTP)funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. o FY_ $ Allocation by the CTB,Obligation deadline ,Expenditure deadline I. The project will be constructed and maintained in accordance with (List Appropriate Guide or Manual) II • The Locality will continue to operate and maintain the facility as constructed. Should the design features of the project be altered by the Locality subsequent to project completion without approval of the Department, the locality inherently agrees, by execution of this agreement, to make restitution,either physically or • This project is a Revenue Sharing project and must follow the procedures set forth in the Guide to the Revenue Sharing Program. • In accordance with §33.1-23.05 of the Code of Virginia,this project must be initiated and at least a portion of the funds expended by(date)or the project may be subject to deallocation • This project is a Safe Routes to Schools Project. The Project must be completed and allocated funds expended within three years of the agreement having been signed I• VDOT has billed $ $ - (dollar amount)the locality for this project as of (date) • VDOT has received - (dollar amount)from the locality for this project as of (date) •The Locality shall reimburse the Department$ received as an overpayment in excess of eligible project costs. II• The project will be constructed and maintained in accordance with VDOTS: (List Appropriate Guide or Manual) II CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Suite 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fez: (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 October 8, 2013 Harwell M. Darby, Jr. Glenn, Feldmann, Darby & Goodlatte 37 Campbell Avenue, S. W. Roanoke, Virginia 24011-1301 Dear Mr. Darby: I am enclosing copy of Resolution No. 39770-100713 approving the issuance of an amount not to exceed $8,600,000.00 in revenue bonds to be issued by the Economic Development Authority of the City of Roanoke, Virginia for the benefit of Virginia Lutheran Homes, Inc., for the financing of certain improvements to its existing continuing care retirement community known as Brandon Oaks, effective October 7, 2013. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, October 7, 2013. S r ecelia T. Webb, CMC Assistant Deputy City Clerk Enclosure pc: Heather Neff, Chief Executive Officer, Virginia Lutheran Homes, Inc., 3804 Brandon Avenue, S. W., Roanoke Virginia 24018 Lisa M. Williams, Esquire, McGuireWoods LLP, One James Center, 901 East Cary Street, Richmond, Virginia 23219-4030 Christopher P. Morrill, City Manager Daniel J. Callaghan, City Attorney Ann H. Shawver, Director of Finance IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39770-100713. A RESOLUTION approving the issuance of an amount not to exceed $8,600,000 in revenue bonds to be issued by the Economic Development Authority of the City of Roanoke, Virginia for the benefit of Virginia Lutheran Homes, Inc., for the financing of certain improvements to its existing continuing care retirement community known as Brandon Oaks, located at 3804 Brandon Avenue, S.W., in the City of Roanoke, Virginia ("Brandon Oaks"), including the renovation and expansion of the nursing and rehabilitation center located at 3837 Brandon Avenue, S.W., in the City of Roanoke, Virginia which is a part of Brandon Oaks. WHEREAS, the Economic Development Authority of the City of Roanoke, Virginia (the "Authority") has considered the application of Virginia Lutheran Homes, Inc., a Virginia non- stock, non-profit corporation (the "Borrower"), requesting the issuance of the Authority's revenue bonds in an amount not to exceed $8,600,000 (the "Bonds") to be issued at one time or from time to time to assist the Borrower in financing (collectively, the "Plan of Financing"): (1) the construction and equipping of the renovation and expansion of the Borrower's nursing and rehabilitation center located at 3837 Brandon Avenue, S.W., in the City of Roanoke, Virginia, which is part of the Borrower's existing continuing care retirement community known as Brandon Oaks, located at 3804 Brandon Avenue, S.W., in the City of Roanoke, Virginia ("Brandon Oaks"), including, but not limited to, the addition of approximately 33,900 square feet, the renovation of approximately 2,000 square feet of the existing nursing facilities, the renovation of the kitchen and dining facilities and the addition of administrative space (the "Project"), (2) other capital expenditures at Brandon Oaks, working capital and funded interest, K\Mieasures\EDA Virginia Lutheran Home 10 13-docx 9/19/13 and (3) amounts required to fund a debt service reserve fund and to pay costs of issuance and other expenses incurred in connection with the issuance of the Bonds; WHEREAS, the Authority held a public hearing on the Borrower's application on September 18, 2013, as required by Section 147(f) of the Internal Revenue Code of 1986, as amended (the "Code"), and Section 152-4906 of the Code of Virginia of 1950, as amended (the "Virginia Code"). Section 147(f) of the Code also provides that the governmental unit having jurisdiction over the issuer of private activity bonds and over the area in which any facility financed with the proceeds of private activity bonds is located must approve the issuance of the bonds; WHEREAS, the Authority issues its bonds on behalf of the City of Roanoke, Virginia (the "City"); the Project is located in the City; and the City Council of the City of Roanoke, Virginia(the "Council") constitutes the highest elected governmental unit of the City; WHEREAS, the Authority has recommended that the Council approve the issuance of the Bonds; and WHEREAS, a copy of the Authority's resolution approving the issuance of the Bonds, subject to the terms to be agreed upon, a certificate of the public hearing and a Fiscal Impact Statement have been filed with the Council. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA as follows: 1. The Council approves the issuance of the Bonds pursuant thereto by the Authority for the benefit of the Borrower, as required by Section 147(f) of the Code and Section 15.2-4906 of the Virginia Code to permit the Authority to assist the Borrower in financing the Project. K'\Measures\EDA Virginia Lutheran Home 10 13 doer 9/19/13 2. The approval of the issuance of the Bonds does not constitute an endorsement to a prospective purchaser of the Bonds of the creditworthiness of the Projector the Borrower. 3. This resolution shall take effect immediately upon its adoption. ATTEST: City Clerk. K:3Measures\EDA Virginia Lutheran Home 10 13.docx 9/19/13 GLENN FELDMANN HARWELL M. DARBY,JR. Direct Dial(540)221-8006 GLENN FELDMANN DARBY&GOODLATTE E-mail hdarhy©glumfeldmannDoal September 18, 2013 HAND DELIVERED Ms. Stephanie Moon, CMC, City Clerk City of Roanoke 215 Church Avenue, S.W., Suite 456 Roanoke, Virginia 24011-1536 Re: Economic Development Authority of the City of Roanoke, Virginia Dear Stephanie: I am delivering with this letter one original and ten (10) copies of a Certificate of Public Hearing with Exhibit A — Publisher's Certificate, Exhibit B — Summary of Statements and Exhibit C— a certified copy of the inducement resolution along with a letter to City Council signed by the Secretary of the Economic Development Authority recommending that the City Council approve the captioned bond issue. We want to have this matter on the agenda for the October 7, 2013 meeting. In addition, I am filing a fiscal impact statement signed by the Chairman and am submitting the Form of Resolution to be considered by the City Council with Form of Certification. The Form of Certification should be completed and forwarded to Lisa Williams, Esq. Her address is McGuireWoods LLP, One James Center, 901 East Cary Street, Richmond, VA 23219-4030. Please call me if you have any questions. Cordially yours, Harwell M. Darby, Jr. HMDJR:wmj:0042123 Enclosures c: Dan Callaghan, Esq. (w/enclosures) Lisa Williams, Esq. (w/o enclosures) 37 Campbell Avenue S.W. P.O.Box 2887(24001) Roanoke,Virginia 24011 I man 590 224 8000 r:Ax 540 224 8050 www.glerinfeldmann.com TR MERITAS' September 18, 2013 City Council City of Roanoke, Virginia 215 Church Avenue, S.W., Suite 456 Roanoke, Virginia 24011 Economic Development Authority of the City of Roanoke,Virginia Proposed Financing for Virginia Lutheran Homes, Inc. Virginia Lutheran Homes, Inc. (the "Borrower") has requested that the Economic Development Authority of the City of Roanoke, Virginia (the "Authority"), issue its revenue bonds. in one or more series from time to time, in an amount not to exceed $8,600,000 (the "Bonds") to assist the Borrower in financing (1) the construction and equipping of the renovation and expansion of the Borrower's nursing and rehabilitation center located at 3837 Brandon Avenue, S.W., in the City of Roanoke, Virginia, which is part of the Borrower's existing continuing care retirement community known as Brandon Oaks, located at 3804 Brandon Avenue, S.W., in the City of Roanoke, Virginia ("Brandon Oaks"), including, but not limited to, the addition of approximately 33,900 square feet, the renovation of approximately 2,000 square feet of the existing nursing facilities, the renovation of the kitchen and dining facilities and the addition of administrative space (the "Project"), (2) other capital expenditures at Brandon Oaks, working capital and funded interest, and (3) amounts required to fund a debt service reserve fund and to pay costs of issuance and other expenses incurred in connection with the issuance of the bonds (the "Plan of Finance"). As set forth in the resolution of the Authority attached hereto (the "Resolution"), the Authority has agreed to issue its Bonds as requested. The Authority has conducted a public hearing on the issuance of its revenue bonds for the purpose of undertaking the Plan of Finance and has recommended that you approve the issuance of the Bonds as required by Section 147(0 of the Internal Revenue Code of 1986, as amended, and Section 15.2-4906 of the Code of Virginia of 1950, as amended. Attached hereto is (1) a certificate evidencing the conduct of the public hearing and the action taken by the Authority, (2) the Fiscal Impact Statement required pursuant to Virginia Code Section 15.2-4907, and (3) the form of resolution suggested by counsel to evidence your approval. • , . . Secretary, Economic Development • uthority of the City of Roanoke, Virginia CERTIFICATE The undersigned Secretary of the Economic Development Authority of the City of Roanoke, Virginia(the "Authority") certifies as follows: 1. A meeting of the Authority was duly called and held on Wednesday, September 18, 2013, at 8:00 o'clock a.m. in the Economic Development Conference Room in the Office of Economic Development of the City of Roanoke located at 117 Church Avenue, S.W., Roanoke, Virginia 24011, pursuant to proper notice given to each Director of the Authority before such meeting. The meeting was open to the public. The time of the meeting and the place at which the meeting was held provided a reasonable opportunity for persons of differing views to appear and be heard. 2. The Chairman announced the commencement of a public hearing on the application of Virginia Lutheran Homes, Inc. and that a notice of the hearing was published once a week for two successive weeks in a newspaper having general circulation in the City of Roanoke, Virginia (the "Notice"), with the second publication appearing not less than six days nor more than twenty-one days prior to the hearing date. A copy of the Notice has been filed with the minutes of the Authority and is attached as Exhibit A. 3. A summary of the statements made at the public hearing is attached as Exhibit B. 4. Attached as Exhibit C is a true, correct and complete copy of a resolution (the "Resolution") adopted at such meeting of the Authority by a majority of the Directors present at such meeting. The Resolution constitutes all formal action taken by the Authority at such meeting relating to matters referred to in the Resolution. The Resolution has not been repealed, revoked, rescinded or amended and is in full force and effect on this date. 50055537.5 WITNESS my hand and the seal of the Authority,this 186 day of September, 2013. Q �\%S • i u „oh' c / e, i i 4`L.E1L - Secretary, Economic Dev-lopment Authority of the City of Roanoke, Virginia Extri8ir.. 0•a` A - Copy of Certified Notice from Newspaper B - Summary of Statements C- Public Hearing Resolution -2- EXHIBIT A The Roanoke Times Roanoke, Virginia Affidavit of Publication The Roanoke Times NOTICE OF PUBLIC REARING DN ——The Se requested revenue the PROPOSED Borrower will notconstitute. a debt or pledge of the faith MCGUIREWOODS LLP REVENUEBOND and L1edit of the Commonwealth of Virginia 901 EAST CARY ST. FINANCING BY or the City ol Roanoke, ECONOMIC faith an and neither nor the ONE JAMES CENTER .fiun and credit nor the RICHMOND VA 23219 DEVELOPMENT taxing ppNe1 of the. ormmyoniitical sufbdivision AUTNORIIYOF ''m`eofwillibepledgedE0 THE CID OF The Authority bee no taxing REFERENCE: 80150056 ROANOKE VIRGINIA ppWpr 13417353 NOTICE OF PUBLIC HEA The public nearing,which FOR VIRGINIA may y be continued OF adjourned,will be held al LUTHERAN HOMES, 8:00 o'clock a.m. n State of Virginia INC 'September 18. 301st, before the Authority,In the' City of Roanoke Economic Development xmme is hereby given that Conference Room in the the Economic Development Office of Economic, . I, (the undersigned) an authorized representative Authority of the DU the Roanokmematedet City r 9 AuanAe, f them y of Roanoke,located a1 1171 of of the Times-World Corporation, which corporation ^uthom(i will hold/. Church Avnue. S.W. ppplicationtl nfgVirginia Niyperson Virginia in they is publisher of the Roanoke Times, a daily Lutheran Homer.Inc.,a Issuance of he bonds of newspaper published in Roanoke, in the State of nrfn or-profit Virginia lyo_lounnarnemreOftH nonstock corporation t the proposed 'velvet may Virginia, do certify that the annexed notice was 'Borrower),whose address appear at the hearing end is 117 Sheraton Drive. present his or her views. published in said newspapers on the following Salem.Virginia 24153. Information regarding the requesting that the Borrowese rppnaationlson dates : uthority Issue oo to file nd is open for ige,e00.000 of its revenue Inspection at the Authority's bonds, in one or more office 117 Church Avenue, henseries from time to time,to .W .. Roanoke Virginia used to financeµf the 34011.during business ofconstruction and eeaipping haurs. the renovation and erpansln of the Borrower's Economic Development 1 c 1 nursing and rehabilitation Authority of the Clly of City/County of Roanoke, Commonwealth/State of canner located et 3837 Roanoke,Virginia Brandon Avenue,S.W..In i Virginia. Sworn and subscribed before me this the City of Roanoke. (13 417 3 5 3) 1�'Yh day of Sept .2013 . Witness my hand and Borrrlo'we.r'siaexilstfing continuing care retirement official seal. n ty known as Bread n Oaks,located at 1 3804 Brandon Avenue. Notary Public Roe okel,In ferrendon a. no.. ( . , Y ' .* oaks').includ mg,but not limited to.the addition of oppmelmately 33,900 - square feet,the renovation of approsimmmy 2,000 square feet of existing nursing faciuHes, the ovation of the kitchen t ll,ll, renovation facilities and the PUBLISHED ON: 09/03 09 10 tea LAY • addition a Wdmimsuauve / / P M other one lrrenmt,expenditures S. y • �/�a% nine capita Oaks.working _\O P, " . :e atetan and Oaks.working Q.:C o. tO $ J capital( anmounntsueqmredtto CC • pU''' 90930 fund a debt service reserve = m 870 c)Oy <} fund and to paruaeais of Ei"V,Mry \S ��yyr�.- pp issuance incurred in :-k �M�L-,p FE�6 )" -d connection with the• y"� ere of the bonds. TOTAL COST: 872 .40 t p�' — --''.f I n FILED ON: 09/10/13 '•• 4/ S �Ge (VS� o _ _' Authorized � L/4� ,ln� Signature: 4 / 1 O , Billing Services Representative EXHIBIT B Summary of Statements Representatives of Virginia Lutheran Homes, Inc. and McGuireWoods LLP appeared before the Authority to explain the project and the financing. No one appeared in opposition to the proposed bond issue. EXHIBIT C RESOLUTION OF THE ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF ROANOKE, VIRGINIA AUTHORIZING THE ISSUANCE OF UP TO $8,600,000 REVENUE BONDS FOR THE BENEFIT OF VIRGINIA LUTHERAN HOMES, INC. WHEREAS, the Economic Development Authority of the City of Roanoke, Virginia, a political subdivision of the Commonwealth of Virginia (the "Authority"), is empowered by the Industrial Development and Revenue Bond Act, Chapter 49, Title 152, Code of Virginia of 1950, as amended (the "Act"), to issue its revenue bonds to protect and promote the health and welfare of the inhabitants of the Commonwealth of Virginia by assisting in the financing of medical facilities and facilities for the residence or care of the aged owned and operated by organizations which are exempt from taxation pursuant to Section 501(c)(3) of the Internal Revenue Code, as amended; WHEREAS, the Authority has received a request from Virginia Lutheran I Tomes, Inc., a Virginia non-stock, not-for-profit corporation (the "Borrower"), requesting that the Authority issue its revenue bonds to assist in financing (1) the construction and equipping of the renovation and expansion of the Borrower's nursing and rehabilitation center located at 3837 Brandon Avenue, S.W., in the City of Roanoke, Virginia, which is part of the Borrower's existing continuing care retirement community known as Brandon Oaks, located at 3804 Brandon Avenue, S.W., in the City of Roanoke, Virginia ("Brandon Oaks"), including, but not limited to, the addition of approximately 33,900 square feet, the renovation of approximately 2,000 square feet of the existing nursing facilities, the renovation of the kitchen and dining facilities and the addition of administrative space (the "Project"), (2) other capital expenditures at Brandon Oaks, working capital and funded interest, and (3) amounts required to fund a debt service reserve fund and to pay costs of issuance and other expenses incurred in connection with the issuance of the bonds (the "Plan of Finance"); WHEREAS, such assistance will benefit the inhabitants of the City of Roanoke, Virginia and the Commonwealth of Virginia, either through the increase of their commerce or through the promotion of their safety, health, welfare, convenience or prosperity; WHEREAS, preliminary plans for the Plan of Finance have been described to the Authority and a public hearing has been held as required by Section 147(t) of the Internal Revenue Code of 1986, as amended (the "Code") and Section 15.2-4906 of the Act; WHEREAS, the Borrower has represented that the estimated cost of undertaking of the Plan of Finance will require an issue of revenue bonds in the aggregate principal amount not to exceed $8,600,000; WHEREAS, (a) no member of the Board of Directors of the Authority is an officer or employee of the City of Roanoke, Virginia, (b) each member has, before entering upon his duties during his or her present term of office, taken and subscribed to the oath prescribed by Section 49-1 of the Code of Virginia of 1950, as amended and (c) at the time of their appointments and at all times thereafter, including the date hereof, all of the members of the Board of Directors of the Authority have satisfied the residency requirements of the Act;and WHEREAS, no member of the Board of Directors of the Authority has any personal interest or business interest in the Borrower or the bonds or has otherwise engaged in conduct prohibited under the Conflict of Interests Act, Chapter 31, Title 2.2 of the Code of Virginia of 1950, as amended (the "Conflict of Interests Act") in connection with this resolution or any other official action of the Authority in connection therewith. NOW, THEREFORE, BE IT RESOLVED BY THE ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF ROANOKE, VIRGINIA: 1. It is hereby found and determined that the construction and equipping of the Project will be in the public interest and will promote the commerce, safety, health, welfare, convenience or prosperity of the Commonwealth of Virginia, the City of Roanoke, Virginia and their citizens and in particular will promote the providing of health care facilities and other facilities for the residence and care of the aged in accordance with their special needs. 2. The Authority hereby agrees to assist the Borrower in undertaking the Plan of Finance by issuing its revenue bonds in an aggregate principal amount not to exceed $8,600,000 upon terms and conditions mutually agreeable to the Authority and the Borrower. The bonds will be issued pursuant to documents satisfactory to the Authority. The bonds may be issued in one or more series at one time or from time to time. 3. It having been represented to the Authority that it is necessary to proceed immediately with the Plan of Finance, and the planning therefor, the Authority agrees that the Borrower may proceed with plans for the Plan of Finance, enter into contracts for land, construction, materials and equipment for the Project, and take such other steps as it may deem appropriate in connection with the Plan of Finance, provided, however, that nothing in this resolution shall be deemed to authorize the Borrower to obligate the Authority without its consent in each instance to the payment of any moneys or the performance of any acts in connection with the Plan of Finance. The Authority agrees that the Borrower may be reimbursed from the proceeds of the bonds for all expenditures and costs so incurred by it, provided such expenditures and costs are properly reimbursable under the Act and applicable federal laws. 4. At the request of the Borrower, the Authority approves McGuireWoods LLP, Richmond, Virginia, as Bond Counsel in connection with the issuance of the bonds. 5. All costs and expenses in connection with the undertaking of the Plan of Finance and the construction and equipping of the Project, including the fees and expenses of Bond Counsel and Authority Counsel, shall be paid by the Borrower or, to the extent permitted by applicable law, from the proceeds of the bonds. If for any reason such bonds are not issued, it is understood that all such expenses shall be paid by the Borrower and that the Authority shall have no responsibility therefor. 6. In adopting this resolution the Authority intends to take "official action" toward the issuance of the bonds and to evidence its "official intent" to reimburse from the proceeds of the bonds any expenditures paid by the Borrower to finance or refinance the construction and equipping of the Project and the planning therefor before the issuance of the bonds, all within the _y meaning of regulations issued by the Internal Revenue Service pursuant to Sections 103 and 141 through 150 and related sections of the Code. 7. The Authority recommends that the City Council of the City of Roanoke, Virginia, approve the issuance of the bonds for the purpose of financing the Project. 8. No bonds may be issued pursuant to this resolution until such time as the issuance of the bonds has been approved by the City Council of the City of Roanoke, Virginia. 9. This resolution shall take effect immediately upon its adoption. CERTIFICATE The undersigned Secretary of the Economic Development Authority of the City of Roanoke, Virginia (the "Authority") certifies that the foregoing is a true, correct and complete copy of a resolution adopted by a majority of the Directors of the Authority present and voting at a meeting duly called and held on September 18, 2013, in accordance with law, and that such resolution has not been repealed, revoked, rescinded or amended but is in full force and effect on this date. WITNESS the following signature and seal of the Authority,this 4112 day of September, 2013. ya Secretary of the Econ. is Development Authority h/It kti4,f'in."' of the City of Roanoke, Virginia J 411 • ye Or 3 SQL: Est >0 >0, ' ',011 o 0T FISCAL IMPACT STATEMENT FOR PROPOSED BOND FINANCING Date: September 18, 2013 To the City Council City of Roanoke, Virginia Applicant: Virginia Lutheran Homes, Inc. Facility: Financing renovation of and expansion to an existing residential care facility for the aged' I. Maximum amount of financing sought. $ 8,600,000 2. Estimated taxable value of the facility's real property to be constructed in the locality. $ 7,000,000 (approximately) 3. Estimated real property tax per year using present tax rates. $ 10,0002 4. Estimated personal property tax per year using present tax rates. N/A 5. Estimated merchants' capital tax per year using present N/A tax rates. 6. (a) Estimated dollar value per year of goods that will be purchased from Virginia companies within the locality. $ See footnote'. (b) Estimated dollar value per year of goods that will be purchased from non-Virginia companies within the $ See footnote. locality. (c) Estimated dollar value per year of services that will be purchased from Virginia companies within the locality. $ See footnote (d) Estimated dollar value per year of services that will be purchased from non-Virginia companies within the $ See footnote. locality. 7. Estimated number of regular employees on year round 14.3 FTEs4 basis. 8. Average annual salary per employee. $ 38,535 Chairman, Economic Development Authority of the City of Roanoke, Virginia Note,this statement relates only to the 2013 Project to be financed.not to the Applicant's full continuing care retirement facility. ''he Applicant pays the City of Roanoke,Virginia approximately$29,000 annually as payment in lieu of taxes.It is estimated that with the expansion and renovation that the payments in lieu of taxes may increase approximately$10,000 annually. The Applicant spent over$15.8 million in goods,services,wages and benefits in the previous fiscal year. Management expects that the Project will result in the purchase of goods,services,wages and benefits of about$790,000 per year. 'The Applicant currently employs 230 employees(part time and full time). At a regular meeting of the City Council of the City of Roanoke, Virginia, held on the 7th day of October, 2013,the following members were recorded as present: PRESENT: Council Members William D. Bestpitch, Raphael E. Ferris, Sherman P. Lea, Anita J. Price, Court G. Rosen, David B. Trinkle and Mayor David A. Bowers. On motion by Council Member dd by Council Member Y Farric seconded Roc+nil-rh the attached Resolution was adopted by a majority of the members of the City Council of the City of Roanoke,Virginia by a roll call vote,the votes being recorded as follows: MEMBER VOTE William D. Bestpitch Aye Raphael E. Ferris Aye Sherman P. Lea Aye Anita J. Price Aye Vice-Mayor Court G. Rosen Aye David B. Trinkle Aye Mayor David A. Bowers Aye AA5b. ttprity Clerk P IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39771-100713. A RESOLUTION supporting applications and authorizing the City Manager to submit such applications to the Virginia Department of Transportation (VDOT)for MAP-21 Transportation Alternatives Grant Funds for the Melrose Avenue Pedestrian and Bus Stop Improvements Project and for Phase II of the Garden City Boulevard Greenway Trail Project; and authorizing the City Manager to take certain actions in connection with such Projects. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. City Council hereby supports an application to VDOT for$200,000 to support the Melrose Avenue Pedestrian and Bus Stop Improvements Project. The City acknowledges that the required 20% local match is $40,000, and that the match is being provided by the Greater Roanoke Transit Company, d/b/a Valley Metro. 2. City Council hereby supports an application to VDOT for $1,000,000 to support the construction of the remaining segment of the Garden City Boulevard Greenway Trail Project. The City acknowledges that the required 20%local match is $200,000, and that the funds are being provided from the City's planned FY 2015 capital projects funds. 3. The City Manager is hereby authorized to submit an application to VDOT for each of the above Projects to obtain the above funds from the MAP-21 Transportation Alternatives Program, with such applications being approved as to form by the City Attorney. 4. The City Manager is further authorized to take any such further actions and execute such further documents, approved as to form by the City Attorney, as may be necessary to submit the above applications and to furnish such additional information as may be required for such applications. ,. )n • City Clerk idr �" CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject: Authorizing Request for FY 15 Transportation Alternatives Program Funds Background: MAP-21 , the Moving Ahead for Progress in the 21 Century Act (Act) provides federal funds for surface transportation. This Act funds the Transportation Alternatives Program which redefines the former Transportation Enhancement Grant Program and consolidates that former program with the Safe Routes to School and Recreational Trails Programs, for which the City has submitted applications and received funding in prior years. The current program provides funding to expand travel choices, strengthen the local economy, improve quality of life, and protect the environment by improving transportation infrastructure. These funds are matching funds through the Virginia Department of Transportation (VDOT) in the following percentages: 80% Federal / 20% Local. Considerations: For the FY 2015 application, staff identified two projects: 1 . Melrose Avenue Pedestrian and Bus Stop Improvements. This project improves mobility along Melrose Avenue, particularly for people with disabilities, by providing curb ramps, pedestrian crossings, and enhanced bus stops, including shelters, benches, landing pads, and other related amenities. The City will make application to VDOT for a total of $200,000 in grant funding ($160,000 in federal funds, with the Greater Roanoke Transit Company, d/b/a Valley Metro to provide the local match of $40,000 from funds previously received from the City.) The City of Roanoke will administer the contract for these improvements. 2. Phase II of the Garden City Boulevard Greenway Trail. This project continues the shared use path beginning from Yellow Mountain Road to Davenport/Ivywood Road in southeast Roanoke. This second phase will complete the trail to its terminus at Riverland Road to connect to the Roanoke River Greenway and Star Trail. The City will request a total of $1 ,000,000 in grant funds ($800,000 in federal funds to be matched with $200,000 in local funds.) The City match funding will be provided from the City's planned FY 2015 capital project funds through the planned issuance of bonds. Recommended Action: Express City Council's support for the above projects and authorize the City Manager to submit an application to VDOT for each of the above projects to obtain the above funds from the MAP-21 Transportation Alternatives Program. Authorize the City Manager to take such further actions and execute such documents, approved as to form by the City Attorney, as necessary to submit the above applications and to furnish such additional information and/or documents as may be required for such application. a P. � Christopher P. Morrill City Manager Distribution: Council Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations Carl Palmer, General Manager, Valley Metro Robert K. Bengtson, P.E., Director of Public Works Steven C. Buschor, Director of Parks and Recreation Philip C. Schirmer, P.E., L.S., City Engineer Mark D. Jamison, P.E., PTOE, Transportation Division Manager Priscilla Cygielnik, P.E., Project Manager B.T. Fitzpatrick, Ill, Application Coordinator 2 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39772-100713. An ORDINANCE providing for the acquisition of real property rights needed by the City in connection with the Ohio Street Drainage Improvement Project; authorizing City staff to acquire such property rights by negotiation; authorizing the City Manager to execute appropriate acquisition documents; 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 Ohio Street Drainage Improvement Project,in the general vicinity of Ohio Street, Bradford Street, and Old Mountain Road and surrounding streets, the City wants and needs certain real property rights, to include a permanent drainage easement, rights of ingress and egress, and such other real property interests as needed, as set forth in the Agenda Report to this Council dated October 7, 2013. The proper City officials and City staff are hereby authorized to acquire by negotiation the necessary real property interests and appropriate ancillary rights with respect to the real property parcel referred to in the above mentioned Agenda Report and any other real property parcels needed for the Project for such consideration as the City Manager may deem appropriate. All requisite documents shall be approved as to form by the City Attorney. 2. The City Manager is further authorized to execute appropriate acquisition documents for the above mentioned parcel(s) for such consideration as deemed appropriate for the necessary interests, provided, however, the total consideration offered or expended, including costs, title search fees, appraisal costs, recordation fees, and other related costs shall not exceed the funds available in the Project account for such purposes, without further authorization of Council. Upon the acceptance of any offer and upon delivery to the City of appropriate Ord-authorize acquis of prop rights-Ohio Street Drainage Improvement Project doe 1 acquisition documents, approved as to form by the City Attorney, the Director of Finance is authorized to pay the respective consideration to the owners of the real property interest conveyed, certified by the City Attorney to be entitled to the same. 3. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this Ordinance by title is hereby dispensed with. ytiek. AT 7p�rT y Clerk. Ord-authorize acquis of prop rights-Ohio Street Drainage Improvement Project doc 2 iiii CITY COUNCIL AGENDA REPORT 1 To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject Ohio Street Drainage Improvement Project - Acquisition of Real Property Rights Background: As part of the FY2013 Capital Improvement Program, City Council appropriated $1 .12 million for storm drain improvement projects. This will be matched with $1 .12 million in Virginia Department of Transportation Revenue Sharing funds. One such project is the installation of storm drains for the Ohio Street Drainage Improvement Project in the general vicinity of Ohio Street, Bradford Street, and Old Mountain Road. The City will need to acquire real property rights from a private owner in order to construct, operate, and maintain the proposed storm drainage system. Considerations: City Council action is necessary to authorize the acquisition of real property rights needed for the Ohio Street Drainage Improvement Project. The real property rights needed are outlined below, but are subject to minor variation of location and extent pending final engineering design details. Funding for acquisition of the real property rights is available in project account 08-530-9734, Neighborhood Storm Drain Projects. A permanent drainage easement approximately 400 feet in length and 20 feet in width is required to accommodate construction activities and will affect the property listed below. There could also be the need to acquire for this Project various property rights involving other properties which have not yet been identified. The property that has been identified so far is as follows: Tax map Address Owner Parcel Number 7370808 4507 Old Mountain Road Daniel E. Melki Recommended Action: Authorize the acquisition of any real property rights needed to construct the proposed Ohio Street Drainage Improvement Project by negotiation and execution of the appropriate acquisition documents by the City Manager, such documents to be approved as to form by the City Attorney. ristopher P. Morrill City Manager Distribution: Council Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations Robert K. Bengtson, P.E., Director of Public Works Philip C. Schirmer, P.E., L.S., City Engineer 2 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39773-100713. An ORDINANCE providing for the acquisition of real property rights needed by the City in connection with the Salem Turnpike Drainage Improvement Project; authorizing City staff to acquire such property rights by negotiation; authorizing the City Manager to execute appropriate acquisition documents; 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 Salem Turnpike Drainage Improvement Project, in the general vicinity of the Salem Turnpike between 29th Street and 31`t Street and surrounding streets, the City wants and needs certain real property rights, to include temporary construction easements, permanent easements, rights of ingress and egress, licenses or permits, fee simple interests, and such other real property interests as needed, as set forth in the Agenda Report to this Council dated October 7, 2013. The proper City officials and City staff are hereby authorized to acquire by negotiation the necessary real property interests and appropriate ancillary rights with respect to the real property parcels referred to in the above mentioned Agenda Report and any other real property parcels needed for the Project for such consideration as the City Manager may deem appropriate. All requisite documents shall be approved as to form by the City Attorney. 2. The City Manager is further authorized to execute appropriate acquisition documents for the above mentioned parcels for such consideration as deemed appropriate for the necessary interests, provided, however, the total consideration offered or expended, including costs, title search fees, appraisal costs, recordation fees, and other related costs shall not exceed the funds available in the Project account for such purposes, without further authorization of Council. Upon the acceptance of any offer and upon delivery to the City of appropriate Ord-authorize acquis of prop rights-Salem Turnpike Drainage Improvement Project doe 1 acquisition documents, approved as to form by the City Attorney, the Director of Finance is authorized to pay the respective consideration to the owners of the real property interest conveyed, certified by the City Attorney to be entitled to the same. 3. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this Ordinance by title is hereby dispensed with. ATTE,/ 4256, ♦>- � ity Clerk. Ord-authorize acquis of prop rights-Salem Turnpike Drainage Improvement Project.doc 2 -r ' � CITY COUNCIL AGENDA REPORT <! To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject: Salem Turnpike Drainage Improvement Project - Acquisition of Real Property Rights Background: As part of the FY2013 Capital Improvement Program, City Council appropriated $1 .12 million for storm drain improvement projects. This will be matched with $1 .12 million in Virginia Department of Transportation Revenue Sharing funds. One such project is the installation of storm drains for the Salem Turnpike Drainage Improvement Project in the general vicinity of Salem Turnpike between 29th Street and 31 " Street. The City will need to acquire real property rights from private property owners in order to construct, operate, and maintain the proposed storm drainage system. Considerations: City Council action is necessary to authorize the acquisition of real property rights needed for the Salem Turnpike Drainage Improvement Project. The real property rights needed are outlined below, but are subject to minor variation of location and extent pending final engineering design details. Funding for acquisition of the real property rights is available in project account 08-530-9734, Neighborhood Storm Drain Projects. Temporary construction, permanent easements, and/or fee simple acquisitions of variable length and width, are required to accommodate construction activities and will affect fourteen (14) properties in the general vicinity identified above. There could also be the need to acquire for this Project various property rights involving other properties which have not yet been identified. The properties that have been identified so far are as follows: Tax Map Address Owner Parcel Number 2520116 3050 Salem Turnpike Valley Real Estate Investments 2520107 0 Salem Turnpike (Vacant Parcel) Brian and Karen Munsey 2520108 0 Salem Turnpike (Vacant Parcel) Brian and Karen Munsey 2520109 3006 Salem Turnpike Brian and Karen Munsey 2520110 0 Salem Turnpike (Vacant Parcel) Brian and Karen Munsey 2510208 3002 Shenandoah Avenue TISA Leasing, LLC 2530114 3125 Salem Turnpike MCD Properties, LLC 2520103 3105 Shenandoah Avenue Meyer Co., LLC 2520118 3028 Salem Turnpike Larry and Gloria Poff 2520105 3024 Salem Turnpike Larry and Gloria Poff 2520106 3024 Salem Turnpike Larry Poff 2520102 3118 Salem Turnpike DJN Investments, LLC 2520114 502 30th Street Edgar Mullins and Vergie Mullins 2520115 3112 Salem Turnpike P &J1 , LLC Recommended Action: Authorize the acquisition of any real property rights needed to construct the proposed Salem Turnpike Drainage Improvement Project by negotiation and execution of the appropriate acquisition documents by the City Manager, such documents to be approved as to form by the City Attorney. ristopher P. Morrill City Manager Distribution: Council Appointed Officers Robert K. Bengtson, P.E., Director of Public Works Philip C. Schirmer, P.E., L.S., City Engineer Sherman M. Stovall, Assistant City Manager for Operations 2 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39774-100713. An ORDINANCE providing for the acquisition of real property rights needed by the City in connection with the Court Street Drainage Improvement Project; authorizing City staff to acquire such property rights by negotiation; authorizing the City Manager to execute appropriate acquisition documents; 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 Court Street Drainage Improvement Project, in the general vicinity of Court Street from Interstate 581 to Rockland Avenue, N.W., and surrounding streets, the City wants and needs certain real property rights, to include a permanent drainage easement, rights of ingress and egress, and such other real property interests as needed, as set forth in the Agenda Report to this Council dated October 7, 2013. The proper City officials and City staff are hereby authorized to acquire by negotiation the necessary real property interests and appropriate ancillary rights with respect to the real property parcel referred to in the above mentioned Agenda Report and any other real property parcels needed for the Project for such consideration as the City Manager may deem appropriate. All requisite documents shall be approved as to form by the City Attorney. 2. The City Manager is further authorized to execute appropriate acquisition documents for the above mentioned parcel(s) for such consideration as deemed appropriate for the necessary interests, provided, however,the total consideration offered or expended, including costs, title search fees, appraisal costs, recordation fees, and other related costs shall not exceed the funds available in the Project account for such purposes, without further authorization of Council. Upon the acceptance of any offer and upon delivery to the City of appropriate 1 �� CITY COUNCIL AGENDA REPORT sl To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject: Court Street, N.W. Drainage Improvement Project - Acquisition of Real Property Rights Background: As part of the FY201 3 Capital Improvement Program, City Council appropriated $1 .12 million for storm drain improvement projects. This will be matched with $1 .12 million in Virginia Department of Transportation Revenue Sharing funds. One such project is the installation of an improved drainage system for the Court Street Drainage Improvement Project in the general vicinity of Court Street from Interstate 581 to Rockland Avenue in northwest Roanoke. The City will need to acquire real property rights from a private owner in order to construct, operate, and maintain the proposed storm drainage system. Considerations: City Council action is necessary to authorize the acquisition of real property rights needed for the Court Street Drainage Improvement Project. The real property rights needed are outlined below, but are subject to minor variation of location and extent pending final engineering design details. Funding for acquisition of the real property rights is available in the project account 08-530-9734, Neighborhood Storm Drain Projects. A permanent drainage easement approximately 450 feet in length and 20 feet in width is required to accommodate construction activities. This property is identified below. The City may also need to acquire various property rights involving other properties which have not yet been identified for this Project. Tax Map Address Owner Parcel Number 2130802 0 Rockland Avenue, NW Blue Ridge Copiers, Inc. (Vacant Parcel) Recommended Action: Authorize the acquisition of any real property rights needed to construct the proposed Court Street Drainage Improvement Project, including but not limited to the specific property rights identified in this Agenda Report, by negotiation and execution of the appropriate acquisition documents by the City Manager, such documents to be approved as to form by the City Attorney. ge Christopher P. Morrill City Manager Distribution: Council Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations Robert K. Bengtson, P.E., Director of Public Works Philip C. Schirmer, P.E., L.S., City Engineer 2 Mkt A IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39775-100713. A RESOLUTION waiving the City of Roanoke's sovereign immunity and authorizing execution of a Hold Harmless Agreement with Carilion Property Management in connection with the use of 6 Riverside Parking Garage during the 2013 Roanoke GO Outside Festival. WHEREAS,the City of Roanoke is using property owned and managed by Carilion Property Management in connection with the Roanoke GO Outside Festival from October 18, through October 20,2013; and WHEREAS, Carilion Property Management requires the City of Roanoke to execute an agreement, waiving the City of Roanoke's Sovereign Immunity and agreeing to indemnify Carillon Property Management and others under certain circumstances. BE IT RESOLVED for the reasons set forth in the City Council Agenda Report dated October 7,2013,to this Council,this Council hereby authorizes the City Manager to execute,for and on behalf of the City, upon form approved by the City Attorney, the Hold Harmless Agreement attached to the City Council Agenda Report dated October 7, 2013, with Carilion Property Management, such Hold Harmless Agreement relating to the City's use of the 6 Riverside Parking Garage, from 5:00 p.m. on Friday, October 18, 2013,until 5:00 p.m.,Sunday,October 20,2013,in connection with the Roanoke GO Outside Festival. ATT..... de r./ ity Clerk. STATEMENT OF CONFLICT OF INTEREST I t l4Vib $, 7k,NgtE state that I have a personal interest in agenda iteml.a.&. regarding 6/va7) hiselkLt . ,4 gegnfur wir4 an/ran P(dpor{y 411AHA«" because busin,sc /e( joni%i)S ev,>4s 69'160n • 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 7i* day of Oefo6e r , 2013. fad p (SEAL) -Am/-d 3. leinele CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject Agreement Requiring City to Indemnify and Hold Harmless Carilion Property Management Background: The City of Roanoke is hosting the Roanoke GO Outside Festival on Friday, October 18, 2013, from 5:00 p.m. until Sunday, October 20, 2013, at 5:00 p.m., at River's Edge Sports Complex. This annual event draws nearly 10,000 people and encourages healthy, active outdoor recreation. By combining the things outdoor enthusiasts love - camping, music, gear, races and demos, the Roanoke GO Outside Festival is a celebration of everything outdoors. While various events and races will take place throughout the region, River's Edge Sports Complex North (Reserve Avenue) will serve as the festival headquarters. There will be something to keep the citizens of all ages and interests engaged and entertained In order to have adequate parking for this event at River's Edge Sports Complex, Carilion Property Management, owner of 6 Riverside Parking Garage, is requiring the City of Roanoke to sign an Agreement for this purpose. The agreement contains a provision requiring the City of Roanoke to indemnify and hold Carilion Property Management harmless, and to defend it in the event Carilion Property Management incurs any damages, or anything is damaged during the City of Roanoke's use of the premises. An indemnification and hold harmless provision constitutes a waiver of sovereign immunity, and any contract containing such a provision must be authorized by City Council. The City has requested that Carilion Property Management delete this provision; however, Carilion Property Management has declined to do so. Attached is a resolution which authorizes City Council to waive the City of Roanoke's sovereign immunity for this purpose and to authorize the City Manager to enter into an Agreement, such agreement to be approved as to form by the City Attorney. Considerations: This Agreement would require the City of Roanoke to waive its sovereign immunity for the purpose of and during the time of parking for the event at River's Edge Sports Complex. Recommended Action: Approve the attached resolution and authorize the City Manager to execute the Agreement. Christopher P. Morrill City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Steve Buschor, Director of Parks and Recreation 2 CARILION PROPERTY MANAGEMENT HOLD HARMLESS AGREEMENT Carillon Property Management agrees to allow the City of Roanoke use of the 6 Riverside Parking Garage for parking of patrons attending The Roanoke GO Outside Festival starting Friday, October 18, 2013 at 5p.m. until Sunday, October 20, 2013 at 5p.m. This agreement may be rescinded or amended at any time by Carilion Property Management. The City of Roanoke agrees to indemnify and hold harmless Carilion Health System and all its affiliated companies, including Carilion Property Management, from any and all liabilities arising out of the use of the said parking garage. They also agree to leave the parking garage in the same manner, as before occupancy and if need arises to have parking garage cleaned due to their use, they will be responsible for this cost. Security services will also be provided at these locations during the event. Carilion representative: Title: Date: City of Roanoke: Title: Date: apm CITIZENS FOR IMO CLEAN ROA N OKE <G City of Roanoke 2012 Greenhouse Gas ( GHG ) Emissions And Energy Summary Roanoke City Council Meeting October 7, 2013 Sean McGinnis, PhD Director - VT Green Engineering Program Roanoke Citizens for Clean & Green Committee VirginiaTech Invent the Future I CITIZENS FOR '.�1 _ � CL.EAN 5 Step Process For GHG Reduction ROAOKE IGREEN City Council Resolution Sept. 18, 2006 .wAv STEP 2005 Baseline Report Dec. 27, 2007 1 emissions City Council Resolution Sept. 2, 2008 inventory & 10% community reduction (Jan. 2009 Dec. 2014) Emissions 2 reduction targets,! 3 Develop Local Government Action Plan 4 Implement local A'tion Plan 5 Monitor and verify results 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 ®VirginiaTech Invent the Future CITIZENS FOR Committee City Clea n & ∎w I ROANOKE • Citizens for Clean & Green Committee formed in December 2008 to consider options for carbon and energy reduction in the community • 2013 Committee Members 1. Nell Boyle — City of Roanoke Staff 2. Mark Ching — Robertson Marketing 3. Ken Cronin — City of Roanoke Staff 4. Tom Fitzpatrick — Roanoke City Public Schools 5. Sean McGinnis — Virginia Tech Green Engineering Program 6. Cristina Siegel — Clean Valley Council 7. Katie Wallace — The Wallace Agency 8. Laura Waskon — Better Building Works ®VirginiaTech Invent the Future CITIZENS FOR iil ' Roanoke GHG Emissions — i Scale of Reduction CLEAN ROA N OKE tGREEN, • Greenhouse gas emissions are measured using carbon dioxide as the reference, though they include other gases • 10% Carbon Dioxide Reduction = 230,000 tons • City of Roanoke ^' 45,000 households • 1 ton per household savings — "Save a Ton" Regional Campaign < > 1 ton CO2 "° 'lb. `�� .. :I. • ' C3 2.3 ' A s ; vim+ r ;` ' , • �� million , ,.•.•;*' c- �. ". . : �. .r` '-:�: 3 tons of �t 26 feet '' r 4 t > rt,' 1,500 cubes ,fixy,-;*.t "cis ',:f -1' r CO,2 „. ' i.- � x 1. E.;jy `v ,%" 26 feet J ,, < > cr..Sorry 26 feet _ ® C 1,500 cubes = 7.5 miles ®VirginiaTech Invent the Future CITIZENS FOR "ill IIVIIII__. .,AllitM1 kCLEAN ROANOKE ,%GREEN Illity�ss"E rSAVEA N_.,. , _ , TO N save a. , on . Why a ton" Higher electric bills. Sticker shock at the gas pump. Fuel surcharges. LIGHT 1 t•1 Energy can cost a ton. Fortunately, its easy to save money and give your strapped budget a boost. You can save hundreds of dollars in energy costs every year by doing just a little. Things like swapping out conventional light bulbs with compact fluorescent lamps(CFLs) Keeping your car's tires properly E`le2- y Coa5EQVATIt .. inflated. Using programmable thermostats. • There, that was easy. But its just the beginning The links, ideas and resources on this site can help you save �� money. There's even an energy-saving calculator to keep track of your results. But its not just about putting more green in your pocket. By making simple changes in , how you live and work,you'll help to maintain the high quality of life we enjoy in the Roanoke Valley. So. go ahead. save a ton. Then share your successes and hints on our Facebook page. CZESoA3GZCES miiimmaliews Release (PDF 128 KB). , . . MI WI VirginiaTech Invent the Future • CITIZENS FOR 114 Clean & Coalition Business ■Mi/� CLEAN ROA N OKE <GREEN 2012 Participants: AECOM Orvis Berglund Roanoke Gas Carillon Steel Dynamics* Coca Cola* Sun Trust Gentry Locke Rakes Moore The Roanoke Times Hotel Roanoke Virginia Western CC Lanford Brothers *Data not included in 2012 analysis • This group committed to a 20% average reduction per company - double the commitment of the community City Council goal. • In 2012, the average reduction of these companies was over 30% with an absolute reduction of 20%. ®VirginiaTech Invent the Future • CITIZENS FOR 41,1' Roanoke Energy a n d GHGInventory AnaIysisE CLEA ROA N O K E GREEN, • Scope 1. City limits and physical boundaries 2. Residential, commercial, industrial, and municipal activities 3. Electricity, natural gas, transportation fuels, and waste • Data Sources 1. Utility billing records for electricity and natural gas use by sector 2. VDOT Vehicle miles travelled (VMT) data • Emission Analysis 1. ICLEI Clean Air and Climate Protection (CACP) software estimates emissions of: — Greenhouse Gases (GHGs) including carbon dioxide, methane, nitrous oxides — EPA Criteria Air Pollutants (CAPs) including nitrogen oxides, sulfur oxides, carbon monoxide, volatile organic compounds (VOCs) and 10 micron particulate matter (PM10) LitiVirginiaTeCh Invent the Future CITIZENS FOR '1,1 City of Roanoke Electricity Usage Mr. CLEAN ROANOKE 1GREFN Sector 2005 (kWh) 2008 (kWh) 2009 (kWh) 2010 (kWh) 2011 (kWh) 2012 (kWh) Residential 502,467,666 502,356,265 491,080,493 512,832,208 502,125,958 467,826,813 Commercial 616,360,103 620,738,676 602,960,432 642,436,170 608,010,206 617,078,342 Industrial 487,843,077 423,724,837 323,468,495 426,408,649 463,452,712 444,699,822 Other 145,349,802 144,533,915 140,517,611 119,673,159 140,391,348 117,843,344 Totals 1,752,020,648 1,691,353,693 1,558,027,031 1,701,350,186 1,713,980,224 1,647,448,321 Year-to-Year Change -3.5% -7.9% 9.2% 0.7% -3.9% Year-to-Baseline Change (2005) -3.5% -11.1% -2.9% -2.2% -6.0% Electricity Usage - City of Roanoke 2012 Roanoke Electrical Usage(kWh) 2,000,000,000 1,800,000,000 12005 Electricity Other y 7..2°r°2% 1,600,000,000 -- ■2008 Electricity Residential i 28.4% 1,400,000,000 -- ■2009 Electricity Industrial Y 1,200,000,000 ■2010 Electricity d F 1,000,000,000 _ •2011 Electricity p 800,000,000 2012 Electricity r600,000,000 t 400,000,000 W 200,000,000 0 - = Residential Commercial Industrial Other Totals Ill VirginiaTech Invent the Future J . CITIZENS FOR li!1, City of Roanoke Natural Gas Usage ICLE N �►� ROANOKE 1,;GREEN 2005 2006 2007 2008 2009 2010 2011 2012 Sector (therms) (therms) (therms) (therms) (therms) (therms) (therms) (therms) Residential 19,967,493 17,530,390 17,555,052 18,066,905 17,696,938 19,747,112 18,547,190 15,746,502 Commercial 13,087,409 12,223,436 12,071,818 12,532,208 12,038,571 11,741,128 13,145,102 12,870,640 Industrial 15,435,141 15,418,465 14,909,238 16,262,069 13,989,730 15,108,375 14,588,327 13,008,763 Totals 48,490,043 45,172,291 44,536,108 46,861,182 43,725,239 46,596,615 46,280,619 41,625,905 Year-to-Year Change -6.8% -1.4% 5.2% -6.7% 6.6% -0.7% -10.1% Year-to-Baseline Change (2005) -6.8% -8.2% -3.4% -9.8% -3.9% -4.6% -14.2% 2012 Roanoke Natural Gas Usage Natural Gas Usage - City of Roanoke (therms) 60,000,000 •2005 Natural Gas 50,000,000 •2008 Natural Gas •2009 Natural Gas Residential r 40,000,000 •2010 Natural Gas Industrial Re37.8% r- •2011 Natural Gas 31.3`%o v °D ■2012 Natural Gas 30,000,000 f0 20,000,000 - N t0 10,000,000 0 Residential Commercial Industrial Totals I®VirginiaTech Invent the Future I CITIZENS FOR I City of Roanoke VDOT Transportation AnaIysi M i CLEAN ROANOKE <GREEN Change from • While most of the road miles in the Year VMT Baseline (2005) City of Roanoke are secondary, the 2005 736,548,004 na 2008 744,814,259 +1.1% relative percentage of miles travelled 2009 792,675,391 +7.6% on the primary and interstate roads is 2010 816,696,781 +10.9% much higher due to traffic volume. 2011 776,822,009 +5.5% _ 2012 751,636,835 +2.0% Roanoke City VMT By Road Type (2012) Roanoke City Road Miles By Category Interstate 1.2% Secondary Primary 37.2% 10.9% OPP IP etterstate 17.7% Primary Secondary 87.9% Ili!VirginiaTech Invent the Future CITIZENS FOR City of Roanoke Community G H G Emissions ffsifilla CLE►N N ROANOKE CGRE Tons of CO2, (Carbon Dioxide Equivalent) Sector 2005 2008 2009 2010 2011 2012 % Change Residential 536,056 541,154 551,805 548,538 525,190 464,656 -13.3 Commercial 711,951 736,540 748,963 729,503 697,822 660,412 -7.2 Industrial 497,160 462,294 377,008 448,276 469,778 430,085 -13.5 Transportation 489,149 484,248 512,644 525,507 497,440 479,091 -2.1 Waste 42,027 44,816 44,720 43,392 42,549 42,456 1.0 Totals 2,276,343 2,269,052 2,235,140 2,295,216 2,232,779 2,076,700 -8.8 COZ Emissions - City of Roanoke 2,500,000 2005 ow 2008 2,000,000 di 2009 2010 0 4-' No 2011 1,500,000 I.2012 0 .E 1,000,000 - N 500,000 111111 ■INI■ Residential Commercial Industrial Transportation Waste Totals VirginiaTech Invent the Future I CITIZENS FOR Wit Cit of Roanoke Community GHG Emissions 11/112 CLEAN ROAN O K E OGREEN Roanoke City CACP Carbon Emissions By Sector (2012) Waste 2.0% Roanoke City CACP Carbon Emissions By Transportation Residential 23.1% ,_22.4% Source (2012) Diesel All Others 39% 2.0% Natural Gas 11.7% Commercial& Government Industrial 31.8% 20.7% gap VirginiaTech Invent the Future CITIZENS FOR Conclusions (CLEAN' ROANOKE <GR • 2012 showed a decrease in community greenhouse gas emissions of almost 9%. The City is currently on track to meet its City Council Resolution targets at the end of 2014. • Much of 2012 decrease is a result of milder temperatures (15% fewer heating days in the winter) and a reduction in the carbon emissions factor (5% decrease) from APCO electricity plants due to fuel shifting from coal to natural gas. • These GHG reductions also correspond to economic savings from decreased fuel usage (7% reduction in energy) and reduced environmental and health effects related to air and water quality. • Sustainability requires leadership and initiatives today in order to improve quality of life for the future. This is hard work in a world of competing short-term perspectives. We all still have work to do despite the excellent results from 2012. �ti VirginiaTech Invent the Future Ro CITY OF ROANOKE 6f, .,OS DEPARTMENT OF FINANCE 215 Church Avenue,SW, Suite 461 PO Box 1220 VCCttat Roanoke, Virginia 24011-1220 Telephone (540)853-2821 Fax: (540)853-6142 ANDRIIA F.TRFN 1 ANN H.SI LAW VFR,CPA Assistant Director of Finance Director of Finance October 7, 2013 Dear Mayor Bowers and Members of City Council: Subject: FY13 Financial Report (Unaudited) - City of Roanoke June FY13 Financial Report (Unaudited) - Roanoke City Public Schools The following financial report provides commentary on the City's financial results for the year ended June 30, 2013. FY13 Performance Summary Fiscal year 2013 was once again very positive for the City of Roanoke in terms of local tax performance and expenditure control. It was the third consecutive year of growth in local taxes, an important source of funding for both the City and Roanoke City Public Schools. The City continues to improve its management of the Comprehensive Services Act program, reducing costs and reliance on State funding. All financial results presented here are adjusted for the impacts of the loss of revenue from the Eat for Education program meals tax, the change in how the Commonwealth handles funding for Daycare, and for the corresponding reduction of expenses for those programs. The revenue results are also adjusted to remove the 1% increase in Transient Occupancy Tax which took effect on January 1 , 2013. Total FY13 revenues increased 1 .1% or $2.7 million from last year as presented in the accompanying financial statements. The expenditures in FY13 have increased 1 .2% from the prior year. The City met its overall expenditure budget for FY13 by carefully managing the budget to ensure obligations were met. Expenditure variances are described in further detail in the expenditure section of this report. Revenues: Commentary on the significant categories of revenues and/or significant revenue variances is provided as follows: General Property Taxes fell by 0.4% or $371 ,000 when compared to FY12 actual collections. However, collections were $941 ,000 or 0.9% above the FY13 revenue estimate. Roanoke Honorable Mayor and Members of Council October 7, 2013 Page 2 has experienced stable performance in real estate assessments, particularly when compared to other Virginia localities. Current Personal Property taxes increased 2.5% from prior year and exceeded the budget estimate for FY13 by $678,000 or 3.7%. This reflects continued strong growth in an important component of Roanoke's local tax base. Other Local Tax revenues increased 2.4% or $1 .7 million compared to FY12 when adjusted for non-recurring revenues. Sales tax increased by 1 .5%, marking a third year of strong performance. Current Business License taxes increased 2.8% related to an increased number of collections and higher gross receipts values. The Transient Occupancy tax increased with growth of 7.5% as a result of increased travel into the City, improved amenities (dining areas and meeting rooms) and renovated facilities. Food and Beverage taxes increased 4.7%, continuing the multi-year trend of strong growth in this category. The growth of local tax revenues overall are indicative of the health of Roanoke's local economy. Permits, Fees and Licenses increased 12.8% or $109,000 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 project. Revenue from the Use of Money and Property declined by 29.1% compared to the same period in FY12, primarily a result of lower interest earnings due to reduced rates of return on investments used by the City. Intergovernmental revenues, adjusted for the change in Daycare, increased 1 .0% or $630,000. Local Aid to the Commonwealth was favorable due to a reduction in the City's required 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. Offsetting these increases was a payment to the County of Roanoke for Rental Car tax in the amount of $300,000 that was erroneously remitted to the City by the Commonwealth in prior fiscal years (2007-2012). Comprehensive Services Act (CSA) reimbursements decreased, corresponding with decreased expenditures for this program. Expenditures: The fiscal year 2013 adopted General Fund expenditure budget totaled $253.0 million and was increased to include 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. Compared to the prior year, expenditures increased 1 .2% or approximately $3 million. Most all categories of expenditures increased moderately from FY12 and all fell within final budgeted amounts. Comments on select expenditure categories are as follows: Transfers to School Board, when adjusted to remove the $4.9 million FYI 2 additional meals tax component, increased .6% or $438,000 from FY12 to FY13. Funding was approximately $1 .1 million or 1 .6% above the adopted budget. The significant amount of funding above the adopted was the result of growth in local tax revenues. Honorable Mayor and Members of Council October 7, 2013 Page 3 Nondepartmental expenditures increased 6.4% or $552,000 from FY12. This category primarily consists of transfers to other funds which can vary significantly from year to year. Civic Facilities Fund There were 276 events held at the Civic Center during FY13. Attendance was 251 ,056. This was an increase of 3.8% or ten events and 3.0% or 7,407 attendees more than the FY13 budget. This is an increase of 4.9%, or thirteen more events, and 9.3%, or 21 ,249 more attendees, compared with FY12 results. The .programming at the Civic Center covers a wide variety of entertainment events which causes comparisons between years to vary. The FY13 year-to-date Operating Loss for the Civic Center was $1 .4 million, a decline of 3.2% or $44,000, from FY12. Revenues decreased by $861 ,000, or 10.1% but expenses only decreased by $817,000 or 8.2%. The Change in Net Assets for FY13 was an increase of $109,000, compared to an FY12 increase of $135,000, a decline of 19.1% or $26,000. Global Spectrum, which manages the Civic facilities, completed FY13 $57,000 better than their original FY13 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 operating revenues decreased 0.9% or $29,000 compared to FY12. Facility revenues decreased about 2.9% or $86,000, with the revenue due to the on-street parking program increasing 14.1% or $56,000. Results for parking facilities were mixed, with six facilities improving from FY12 and six declining. Tower Garage revenue is up, rebounding from a disappointing FY12. Campbell Garage continues to improve due to reduced monthly rates and development along Salem and Campbell Avenues. Center in the Square Garage continues to improve to its pre-downtown renovation levels. Church Avenue Garage, while down for the year due to the loss of a major customer, is showing signs of a rebound. On the expense side, spending levels for FY13 are up 15.0%, or $238,000, compared to FY12. This is due to a variety of items. FY13 has $79,000 of expense for the Parking Coordinator position. In FY12, this was a General Fund position. Utilities were up by nearly $36,000. Management Fees increased by $22,000 and Maintenance expense grew by $25,000. Honorable Mayor and Members of Council October 7, 2013 Page 4 City of Roanoke Pension Plan The Pension Trust Fund experienced an investment return of 15.7% for the fiscal year ending June 30, 2013, which reflect gains in the domestic equity, international equity, real estate, convertible bond, and infrastructure categories of investments. Investment performance for this period was above the Policy Portfolio benchmark performance of 15.0%. Pension Plan investment decisions are made with a long-term view, and the Roanoke Plan has outperformed its benchmark on a three and five year measure. The fair market value of investments held within the Plan was $351 .3 million as of June 30, 2013. For the fiscal year ending June 30, 2013, Plan Net Assets increased $26.6 million. The net increase is a result of $10.8 million in employer contributions and $46.7 million in net investment gains offset by $30.9 million in benefit payments and Plan administrative expenses. Benefits Paid to Participants increased 3.7% due to higher retirement allowances having been earned by more recent retirees, while Administrative expenses increased modestly. Roanoke City Public Schools This report includes results of Roanoke City Public Schools (RCPS) through June, and significant year end accruals remain before final results of both FY12 and FY13. The School Fund amounts as presented in this report correspond with amounts reported to the School Board on August 13, 2013. Revenues: School Fund revenues increased 3.0% or $4.3 million compared to FY12 as adjusted for the decrease in funding from the City which occurred in FY13 when the Meals Tax rate returned to 5%. State Sales Tax increased 8.0% or $953,000 due to an increase in retail activity. Federal Revenue decreased 68.7% or $232,000 due to medical payments received in prior year which in FY13 are now included in the School Grant Fund. Other Revenue increased 8.9% or 5519,000 primarily related to medical insurance claim reimbursements. RCPS had several employees in prior years with medical expenses exceeding the stop loss policy limit which increased reimbursement from the insurance company. Expenditures: School Fund expenditures increased 9.2% or $12.7 million compared to FY12. Instruction expenditures increased 10.9% or $9.8 million primarily related to increased salary costs and the Virginia Retirement System (VRS) contribution rate changes. Honorable Mayor and Members of Council October 7, 2013 Page 5 Administration, Attendance & Health expenditures increased 23.7% or $2.3 million also related to increased salary costs and the Virginia Retirement System (VRS) contribution rate changes. Transfer to Athletics Fund expenditures increased 36.4% or $400,000 due to higher participation in sports which requires more staffing, transportation, supplies and uniforms. Closing In closing, the economy has continued to expand at a moderate pace, and City local tax performance was quite strong in FY13 though various funding sources for both the City and Schools remain at pre-recessionary levels. Strains in domestic and global financial markets continue to pose significant concerns. Growth in employment has been slow. The unemployment rate as of June 2013 increased at the local, state and national levels. Federal budget issues create concerns for the economy as does the status of Health Care Reform. The Federal Reserve is continuing its policy to hold interest rates at all-time lows and predicts this to continue through mid-2015. Please contact me with any questions you have on these financial statements. 7:r.%Sincerelly, 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 Twelve Months Ended June 30,2013 (Unaudited) Transfer Number Date Explanation From To Amount CMT12-00108 07/09/12 Impound Lot Improvements General Fund Contingency Capital Fund Contingency $ 46000 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 8 Affiliations Economic Development 10000 Center Support CMT12-00152 09/05/12 Automated Container General Fund Contingency Solid Waste Management 56000 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 27864 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 16,900 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 10,065 Spending Maintenance CMT13-00031 02/13/13 Reduction in FY13 Departmental Fire General Fund Contingency 26606 Spending CMT13-00038 02/13/13 Reduction in FY13 Departmental Engineering General Fund Contingency 10,309 Spending CMT13-00048 03/05/13 Historic Review Services for Housing FY12 Planning FY13 15,000 Melrose-Rugby and Riverland CMT13-00052 04/01/13 HR Executive Search Expenses. General Fund Contingency Human Resources 84,000 LEAN Training CMT13-00052 04/01/13 Registrar Election Expenses General Fund Contingency Electoral Board 40,000 GMT13-00057 04/19/13 Three Vehicles Housing FY12 Code Enforcement FY13 58,533 1 City of Roanoke,Virginia Report of City Manager Transfers Twelve Months Ended June 30,2013 (Unaudited) Transfer Number Date Explanation From To Amount CMT13-00059 04/30/13 Correct Adopted Budget for General Fund Contingency Transfer to Technology Fund $559,024 FY13 CIP CMT13-00062 05/02/13 Transfer of Donations and General Fund Contingency Police-Services 14,967 Animal Friendly License Plate Funds to Expense Accounts CMT13-00068 05/08/13 Planning Department Office Capital Fund Contingency Planning Dept Office Suite 31,390 Renovation Renovation Project CMT13-00071 05/14/13 Advance Funding for 5th Capital Fund Contingency Science Museum-Capital 100,000 Installment of the Science Contribution Museum Capital Contribution CMT13-00072 05/16/13 E-911 Regional Study Capital Fund Contingency Consulting for E911 Merger 25.000 Study Project CMT13-00077 06/06/13 Alternate Addition for Capital Fund Contingency Elmwood Park Improvements 75.000 Landscaping For Elmwood Park Improvement Project CMT13-00092 06/20/13 Legal Expenses,Travel General Fund Contingency City Attorney 25,000 Expenses.Dues 8 Memberships CMT13-00092 06/20/13 Teacher Wage Expense for 21st General Fund Contingency Libraries 70,000 Century Grant Program CMT13-00092 06/20/13 DRI Special Event Contract General Fund Contingency Parks&Recreation 27,670 CMT13-00092 06/20/13 Snow Removal Overtime General Fund Contingency Transportation-Snow 30500 CMT13-00125 08/09/13 Remove Remaining Funds from Roanoke River Flood Neighborhood Storm Drains 87.507 Completed Capital Project Reduction CMT13-00134 08/26/13 Transfer Unused Funds for FY13 Comprehensive Services Act, General Fund Contingency 2,442.000 Social Services CMT13-00137 08/26/13 Remove Remaining Funds from Market Garage Retail Capital Fund Contingency 11,280 Completed Capital Project Development CMT13-00153 09/09/13 Move Xerox Lease Principal 8 Jail Principal Retirement, Interest 16,845 Interest to Debt Service Fund Expense CMT13-00157 09/09/13 Move Xerox Lease Principal& Police-Services Principal Retirement;Interest 24,288 Interest to Debt Service Fund Expense CMT13-00158 09/09/13 Move Xerox Lease Principal& Libraries Principal Retirement;Interest 10.428 Interest to Debt Service Fund Expense CMT13.00164 09/09/13 Move Xerox Lease Principal 8 Information Technology Principal Retirement; Interest 83.894 Interest to Debt Service Fund Expense CMT13-00166 09/09/13 Move Xerox Lease Principal& City Clerk Principal Retirement, Interest 12,835 Interest to Debt Service Fund Expense CMT13-00179 09/18/13 Transfer Unused Funds for FY13 Residual Fringe Benefits General Fund Contingency 220,794 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. 2 City of Roanoke,Virginia Report of City Manager Contingency Twelve Months Ended June 30,2013 (Unaudited) Transfer Number Date Explanation To Amount Balance of Contingency at July 1,2013 $ 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,&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) CMT13-00052 04/01/13 Executive Search Expenses.LEAN Human Resources, Electoral Board (124000) Training:Registrar Election Expenses CMT13-00055 04/09/13 Closed Captioning for RV TV and City Clerk (8,000) Sound Technician Expenses CMT13-00069 05/09/13 City Manager Intern, United Way City Manager;Dept of Management (19,651) Picnic.Travel Expenses,and United &Budget Way E-Compact Application BO 39687 06/17/13 City Share of Increase in Revenue Contingency 284,000 Estimates for Real Estate and Sales Tax CMT13-00092 06/20/13 DRI Special Event Contract;City Parks&Recreation; City Attorney; (162,615) Attorneys Legal Expenses,Travel Libraries:General Services; Expenses,and Dues& Transportation-Snow Removal; Memberships;21st Century Grant: City Council Civic Center Rental;Snow Removal Overtime,City Council's Special Events CMT13-00186 10/03/13 Allocation to Risk Management Transfer to Risk Management Fund (376.031) Reserve CMT13-00188 10/03/13 Comprehensive Services Act Social Services (156,300) CMT13-00190 10/03/13 Allocation to Capital Projects Transfer to Capital Projects Fund (544,000) Available Contingency at June 30,2013 $ 3 CITY OF ROANOKE,VIRGINIA GENERAL FUND FOR THE TWELVE MONTHS ENDED JUNE 30,2013 STATEMENT OF REVENUE (UNAUDITED) Current Revenue Actual Actual Percent of Revenue Budget July 1-June30 July 1-June 30 FY13 vs FY12 Budget Revenue Source Budget Valiance 2012-2013 2011 2012 Variance Received General Property Taxes $ 104,539000 $ 940096 $ 103475896 $ 105,846,418 (04%) 1009% Other Local Taxes 71]64,667 649360 ]2413,02] 70691386 2.4% 100.9% Permits,Fees and Licenses 1013000 (46,097) 966903 857,561 12.8% 954% Fines and Forfeitures 1392,000 47961 1439.961 1531,145 (60%) 103.4% Revenue from Use of Money and Property 210,000 (59,695) 150.305 212,141 (29.1%) 71 6% Intergovernmental 63102,287 (2,638,106) 62464,181 61,839494 1 0% 95.9% Charges for Services 7.822,800 343688 8,166,488 7,649212 6.8% 104.4% Internal Services 2632,000 150916 2789916 2612,980 67% 106.0% Transfers From Other Funds 81.916 - 61,916 7,752 956.7% 1000% Miscellaneous Revenue 471 000 71,181 549181_ 587 977 (78%) 115.1% Subtotal(Adjusted) $ 255,024,670 $ (534,896) $ 254,489,774 $ 251,831,066 1.1% 99.8% 2 Cents Meals Tax Component - 4,918,966 Daycare 1,770.790 Lodging Tax Rate Change 184,533 - 184,533 - Total $ 255,209,203 $ 1534,896) S.25 $ 258,520,822 STATEMENT OF E XPENDITURES AND ENCUMBRANCES (UNAUDITED) Current Actual Actual Percent of Expenditure Uncommitted July 1-June 30 July 1-June 30 FY13 vs FY12 Budget Expenditures Budget Balance 2012-2013 2011 2012 Variance Obligated General Government $ 13,390,691 $ 102.710 $ 13,287,961 $ 13,230.881 0.4% 99.2% Judicial Administration 8,147,790 38,720 8.109070 7,728,017 4.9% 99.5% Public Safety 62,054,071 105.749 61.948.322 60759570 20% 99.8% Public Works 24762,894 116,705 24,646,189 24215517 1 8% 99.5% Health and Welfare 35.051,226 70,610 34,980,616 35,131269 (04%) 99.8% Parks,Recreation and Cultural 9514,619 59,855 9454164 9,246,397 23% 99.4% Community Development 9303,365 82,043 6,221.322 5,954,114 4.5% 98.7% Transfer to Debt Service Fund 14,011,055 2,116 14.008,939 14,394,942 (2.7%) 100.0% Transfer to School Fund 73,870,214 - 73,870,214 73,432,439 0.6% 100.0% Nondepartmental 9 187 639 17,081 9 170 558 8 618 170 6.4% 998% Subtotal(Adjusted) 258,293.564 $ 695,689 $ 255,697,975 $ 252,713,316 1.2% 99.8% Transfer to School-Eat for Education - - 4919966 Daycare - - - 1002,934 Total $ 256,293.564 $ 595,689 $ 255,697,975 $ 269,435,216 4 CITY OF ROANOKE,VIRGINIA CIVIC FACILITIES FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE TWELVE MONTHS ENDED JUNE 30, 2013 (2013 UNAUDITED) FY 2013 FY 2012 Operating Revenues Rentals $ 4,072,268 $ 5,159,885 Event Expenses 1,811,418 1,733,875 Advertising 146,984 151,019 Admissions Tax 497,469 564,904 Facility Surcharge/Ticket Rebate 531.970 571.517 Commissions 330,772 124,131 Ancillary 120,694 87,059 Miscellaneous 154,210 133,979 Total Operating Revenues 7,665,785 8,526,369 Operating Expenses Personal Services 1,256,314 1,221,552 Operating Expenses 6,492,563 7,401,144 Management Fees 426,151 391,451 Depreciation 932,688 910,086 Total Operating Expenses 9,107,716 9,924,233 Operating Loss (1,441,931) (1,397,864) Nonoperatinq Revenues/(Expenses) Investment Income 71,829 95,602 Interest Expense (505,812) (552,063) Net Nonoperating Expenses (433,983) (456,461) Loss Before Transfers and Contributions (1,875,914) (1,854,325) Transfers and Contributions Transfer from General Fund 2,026,136 2,032,022 Transfer to Debt Service Fund (40,825) (42,450) Net Transfers and Contributions 1,985,311 1,989,572 Change in Net Assets $ 109,397 $ 135,247 5 CITY OF ROANOKE, VIRGINIA PARKING FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE TWELVE MONTHS ENDED JUNE 30, 2013 (2013 UNAUDITED) FY 2013 FY 2012 Operating Revenues Market Garage $ 467,386 $ 500,742 Elmwood Park Garage 534,551 568,316 Center in the Square Garage 314,280 293,337 Church Avenue Garage 585,309 643,037 Tower Garage 370,387 353,061 Gainsboro Garage 130,199 158,998 Campbell Garage 93,109 68,149 Williamson Lot 86,995 91,990 Higher Ed Center Lot 54,553 59,407 Market Lot 24,986 19,273 Elmwood Lot 86,331 81,327 Warehouse Row Lot 39,855 34,965 West Church/YMCA Lots 26,270 26,270 Off Street Parking Violations (All Locations) 15,328 16,318 On Street Parking Violations 457,596 401,087 Total Operating Revenues 3,287,135 3,316,277 Operating Expenses Operating Expenses 1,828,393 1,590,215 Depreciation 969,629 1,153,121 Total Operating Expenses 2,798,022 2,743,336 Operating Income 489,113 572,941 Nonoperating Revenues/IExpensesi Investment Income 61,340 75,300 Miscellaneous 17,455 - Interest Expense (655,999) (740,322) Net Nonoperating Expenses (577,204) (665,022) Income Before Transfers and Contributions (88,091) (92,081) 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 $ (88,091) $ (103,427) 6 CITY OF ROANOKE,VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED JUNE 30,2013 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 JUNE 30,2013 BALANCE AT BALANCE AT BALANCE AT MAY 31,2013 RECEIPTS DISBURSEMENTS JUNE 30,2013 June 30,2012 CONSOLIDATED FUNDS 81,526,368.06 23,924,511.61 $23574,064.54 $81,876,815.13 571,258,386.95 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING IS ATRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE,VIRGINIA,FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDING JUNE 30,2013.THAT SAID FOREGOING: CASH CASH IN HAND $5,403/6 CASH IN WELLS FARGO BANK 1,904,527.32 CASH IN VALLEY BANK 2,947.38 CASH IN HOMETOWN BANK 100.00 INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOL 19,751,217.32 SMITH BARNEY GOVERNMENT MONEY MARKET FUND 1,804,325.55 CERTIFICATES OF DEPOSIT 15,008,512.75 U.S.AGENCIES 5,000,000.00 VIRGINIA SNAP PROGRAM(U.S.SECURITIES) 13,380,460.71 VALLEY BANK MONEY MARKET 25,019,320.34 TOTAL $81,876,815.13 July 22,2013 40. — i it • leiu ' VELYN W. 4 W ERS,TREASURER 7 CITY OF ROANOKE PENSION PLAN STATEMENT OF CHANGES IN PLAN NET ASSETS FOR THE TWELVE MONTHS ENDED JUNE 30, 2013 (UNAUDITED) FY2013 FY2012 Additions: Employer Contributions $ 10,750,822 $ 12,211,223 Investment Income Net Appreciation in Fair Value of Investments 40,859,377 1,774,315 Interest 962,861 1,330,999 Dividends 6,204,069 5,531,203 Other 5,811 7,828 Total Investment Gain 48,032,118 8,644,345 Less Investment Expense 1,302,606 932,187 Net Investment Gain 46,729,512 7,712,158 Securities Lending Income Securities Lending Income 3,074 68,853 Less Securities Lending Expense 1,731 - 1,343 68,853 Total Additions $ 57,481,677 $ 19,992,234 Deductions Benefits Paid to Participants $ 30,535,459 $ 29,426,310 Administrative Expenses 365,603 354,394 Total Deductions 30,901,062 29,780,704 Net Increase/(Decrease) 26,580,615 (9,788,470) Net Assets Held in Trust for Pension Benefits: Fund Balance July 1 320,545,500 330,416,109 Fund Balance June 30 $ 347,126,115 $ 320,627,639 8 CITY OF ROANOKE PENSION PLAN STATEMENT OF PLAN NET ASSETS JUNE 30, 2013 (UNAUDITED) FY 2013 FY 2012 Assets Cash $ 936,105 $ 1,062,668 Investments, at Fair Value 351,257,906 319,344,832 Employer Contributions Receivable 188,095 34,678 Accrued Investment Income 492,916 360,963 Total Assets $ 352,875,022 $ 320,803,141 Liabilities and Net Assets Liabilities: Due to Other Funds $ - $ 21,837 Accounts Payable 302,012 153,665 • Payable for Cash Collateral on Loaned Securities 5,446,895 - Total Liabilities 5,748,907 175,502 Net Assets Held in Trust For Pension Benefits $ 347,126,115 $ 320,627,639 9 CITY OF ROANOKE,VIRGINIA SCHOOL GENERAL FUND FOR THE TWELVE MONTHS ENDED JUNE 30,2013 STATEMENT OF REVENUE (UNAUDITED) Current Actual Actual Percent of Revenue July 1-June 30 July 1 -June 30 Budget FY13 vs FY12 Revenue Source Budget 2012-2013 2011-2012 Received Variance State,Excluding Sales Tax $ 54,337695 $ 55,884,412 $ 53,838,451 102.8% 38% State Sales Tax 12,200,000 12.810,355 11,856,475 105.0% 80% Federal Revenue 100,000 105.397 337,095 105.4% (68.7%) Other Revenue 4,800,000 6,324,398 5805,090 131.8% 8.9% Transfer from the City of Roanoke 72,770,400 73.555,711 72,444,017 101.1% 1.5% Transfer from Food Service Fund 300,000 300,000 300,000 100.0% 0.0% Subtotal $ 144,508,095 $ 148,980,273 $ 144,581,128 103.1% 3.0% 2 Cents Meals Tax Component 4,918,966 Total $ 149,500,094 STATEMENT OF EXPENDITURES AND ENCUMBRANCES (UNAUDITED) Current Actual Actual Percent of Expenditure July 1 -June30 July 1 -June30 Budget FY13 vs FY12 Expenditures Budget 2012-2013 2011-2012 Obligated Variance Instruction 96,295,337 100,156,535 90,296,553 104.0% 10.9% Administration.Attendance and Health 11,665,525 11,862,675 9,589,293 101.7% 23.7% Transportation 9,373,460 9,506,363 9,350,051 101.4% 1.7% Operations and Facilities 14,180,119 12.995,104 12,523,300 91.6% 3.8% Debt Service 16,003,945 15,954,153 16,348,972 99.7% (2.4%) Transfer to Athletics Fund 1,500,000 1.500,000 1,100,000 100.0% 36.4% Total 149,018,386 151,974,830 139,208,169 102.0% 9.2% Note: The Food Services and Athletics Funds are not included in this financial statement. Actual amounts as of June 30 before significant adjsuments will occur with end of year closing. 10 7.b.1. Roanoke City Council FY13 Financial Report (Unaudited ) City of Roanoke Roanoke City Public Schools October 7, 2013 Key Themes of Fiscal 2013 o Strong local tax performance o Disciplined expenditure management o Increased funding of Roanoke City Public Schools o Additional funding of reserves o Roanoke Pension Plan performance exceeded policy indices at 1 , 3 and 5 year measurements 2 r f . Total Local Taxes Increased for Third Year (Includes General Property and Other Local Taxes) 185 0.8% 1.6% 0.4% 1.5% 175 (1.3%) U) 0 165 c N 0 155 145 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) To enhance comparability, data excludes 24 meals tax in FY11 and FY12 and the 1c increase in the Lodging tax in FY13. Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 3 State Fundin g of Schools Between FY06 and FY07 Levels 80 .. 75 H C O g 70 C R 65 0 60 55 - - - -- 50 — FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY2013 (Unaudited) Source: School CAFR FY 2005 — FY 2012 and Unaudited FY 2013 Financial Statements 15 Real Estate Tax Revenues Remain Stable 90 80 2.0% 0.9% 0.8% (1.3%) 4.8% y C 0 E 70 C N 3 O 60 50 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 4 Modest Sales Tax Growth in FY13 25 11111. E (5.2%) 1.5% 20 2.9% 2.8% (11.5%) •0 E c N f0 15 10 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 5 FYI3 the Third Year of Personal Property Tax Growth 20 19 18 -- (2.5%) 1.4% 5.7% 2.5%-- (6.1%) E c 17 - N i cC O 16 -- 15 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 6 I y I Meals Tax Continues Strong Growth Pattern 14 4.7% 13 y 7.4% c 0 c 12 'N (0.6%) 2.6% cu o (2.9%) 11 10 9 FY 2013 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 (Unaudited) To enhance comparability, data excludes 2( meals tax component of FY11 and FY12. Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 7 Modest Business License Tax Growth III 14 3.3% 0.8% (0.8%) 2.8% 12 4.1% Tii (7.3%) 1.9% E C c. 0 0 10 - - - • 8 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2013 FY 2012 (Unaudited) Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 8 Strong Lodging Tax Growth Indicative of Roanoke Tourism Gains 4 7.5% 0 2.2% 3 - (2.1%) (4.3%) cn 3 O E N cC 2 O 0 2 1 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) To enhance comparability, FY13 was adjusted to remove the 14 increase effective January 1, 2013. Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 9 Commonwealth Fundin g at FY 07 Level 70 - - 8.9% 65 (4.0%) 0.2% (4.0%) (1.0%) 1.1% N 60 0 55 N 50 0 45 -- - 40 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) To enhance comparability, data excludes Daycare revenues in all fiscal years. Effective in January 2012, the Commonwealth began paying daycare services directly. 10 Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements Total General Fund Revenues Relatively Stable ; Still Below FY08 Level 260 258 0.4% 256 1.1% 254 (2.2%) 0.6% 252 (0.5%) 0 250 - c -7. 248 0 246 244 242 240 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) To enhance comparability, data excludes 2( meals tax in FY11 and FY12 and Daycare revenues in all fiscal years. The 14 increase in Lodging tax was excluded from FY13. Source: City of Roanoke CAFR FY 2008-FY 2012 and Unaudited FY 2013 Financial Statements 11 14 Disciplined Expenditure Management o Health and welfare expenditures contained ; Comprehensive Services Act (CSA) costs reduced r: o Motor fuel expenses below budget o Detailed review of eligible derecho storm expenses for reimbursement from FEMA and VDEM o Prudent management of contingency funding o Strong expenditure control enabled additional funding of reserves and capital . . $28M in Cumulative Budget Reductions FY 2007 — FY 2014 30 25 FY14 Reductions 20 FY13 Reductions 15 FY12 Reductions 10 FY11 Reductions • FY10 Reductions 5 • FY09 Reductions 0 • FY08 Reductions a�' > �e ��� aiec ao,o`ic e • FY07 Red u ct i o n s SAO �yO �Jti �Jti �Jti �yti -0 Source: Department of Management and Budget 13 Increase in City Funding of Schools $ 1 . 1 M in Excess of FY13 Adopted Budget 80 78 76 — 74 0 F 72 70 ca 68 66 64 62 60 --- FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) • Funding based on formula Debt Service Funding 2C Meals Tax Funding Source: School CAFR FY 2009 - FY 2012 and Unaudited FY 2013 Financial Statements 14 :05 Total School y neral Fund nues Relative ) Stable - - - N 0 125 N 100 O I 0 75 50 25 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) To enhance comparability, data excludes funding provided by 2( meals tax in FY 2011 and FY 2012. FY 2012 and FY 2013 has been adjusted to remove the debt now funded by Schools in order to provide appropriate comparability to other years. Source: School CAFR FY 2008 - FY 2012 and Unaudited FY 2013 Financial Statements 16 Schools General Fund Reserve 40 35 30 U, — 25 •Total Fund Balance r • Undesignated 1., 20 — Textbooks •Transportation 15 ■OPEB • Uninsured Claims 10 — •Capital 5 • •Workers' Comp 0 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) Excludes deficits, encumbrances, non-spendable balances. Source: School CAFR FY 2007 - FY 2012 and Unaudited FY 2013 Financial Statements 17 30 City Unassigned General Fund Balance Exceeds Policy Target of 10% - - 9.5% 10.0% 10.1% 10.2% 25 - - - 20 N c O c 15 - N m 0 0 10 5 0 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) Source: City of Roanoke CAFR FY 2010-FY 2012 and Unaudited FY 2013 Financial Statements 18 , 5 Economic & Community Development Reserve Remains Well Above Floor - $4.23 4 $3.70 $3.43 $3.49 U, 0 3 e. ca 0 2 Floor of 1 $1 Million 0 FY 2010 FY 2011 FY 2012 FY 2013 (Unaudited) Council-adopted policy supports the reserve. Funded by proceeds from sale of property and interest income on the unspent capital funds. Source: City of Roanoke CAFR FY 2010-FY 2012 and Unaudited FY 2013 Financial Statements 19 Roanoke Pension Plan Volatile Investment Performance 15 . 7% Return in FY 13 30.00% - 25.0 0% 20.00% 15.00% 10.00% 5.00% 0.00% -5.00% -10.00% -15.00% -20.00% I 1 I I I I 1 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 S Investment Return - Market Value • Assumend Rate of Return - 7.75% Source: Milliman Consultants and Actuaries, Annual Pension Actuarial Valuations 20 Pension Plan Performance Outperforms Policy Index at All Measurement Intervals 16% 14% 12% ■ City of Roanoke '5 10% Policy o 8% m ca 6% 4% 2% 0% - 1 Year 3 Years 5 Years Source: Becker, Burke Associates 21 w Pension Plan Funded Status Remains Above 80 % 450 400 84.8% 88.7% 86.2% 82.3% 86.3% 81.4%I r iiiii.„, , V 1 350 2 300 E 250 II 11111 FY2007 FY2008 FY2009 FY2010 FY2011 FY2012 •Accrued Liability °Actuarial Value of Assets Source: Milliman Consultants and Actuaries, Annual Pension Actuarial Valuations 22 In Conclusion FY13 another positive year * o Yet some revenues remain below pre - recession pv levels o Strong expenditure control essential o Progress in reserve funding o Excellent Pension Plan performance o Economic climate necessitates continued diligence , conservatism 23 liqUIPIr CD Q X General Fund Revenues Amended Budget FY 2013 FY 2013 Actual FY13 vs. FY12 FY13 vs. FY12 Budget (Unaudited) FY 2012 Actual $Variance %Variance Variance eneral Property Tax $ 104,535,000 $105,475,896 $ 105,846,418 $ (370,522) -0.40/0 0.90/0 Other Local Tax* 71,764,667 72,413,027 70,691,386 1,721,641 2.40/0 0.9% Permits, Fees & Licenses 1,013,000 966,903 857,561 109,342 12.80/0 -4.6% r Fines & Forfeitures 1,392,000 1,439,961 1,531,145 (91,184) -6.0% 3.40/0 Investment and Rental Income 210,000 150,305 212,141 (61,836) -29.1% -28.4% Grants-in-Aid Commonwealth + Fed** 65,102,287 62,464,181 61,834,494 629,687 1.0% -4.1% Charges for Services 7,822,800 8,166,488 7,649,212 517,276 6.80/0 4.4% Internal Services 2,632,000 2,788,916 2,612,980 175,936 6.7% 6.0% Transfers from Other Funds 81,916 81,916 7,752 74,164 956.7% 0.00/0 Miscellaneous 471,000 542,181 587,977 (45,796) -7.80/0 15.1% Total $ 255,024,670 $ 254,489,774 $ 251,831,066 $ 2,658,709 1.10/0 -0.2% * To enhance comparability, data excludes 2¢ meals tax in FY12 and the 1 ¢ increase in the Lodging tax in FY13. ** To enhance comparability, Daycare revenues were excluded from FY12. 25 I, General Fund Local Tax Revenues Amended FY 2013 Actual FY13 vs. FY12 FY13 vs. FY12 FY 2013 Budget (Unaudited) FY 2012 Actual $ Variance % Variance Rea Estate Tax $ 79,550,000 $ 79,537,274 $ 80,380,584 $ (843,310) -1.0% Sales Tax 19,281,000 19,437,336 19,147,211 290,125 1.5% Personal Property Tax 18,695,000 18,949,151 19,227,482 (278,331) -1.4% Business License Tax 12,626,000 12,550,814 12,238,455 312,359 2.6% Prepared Food Tax * 12,502,000 12,874,902 12,297,000 577,902 4.7% Transient Room Tax ** 3,193,667 3,206,870 2,983,586 223,284 7.5% Public Service Tax 4,192,000 4,915,924 4,274,940 640,984 15.0% All Other Local Taxes 26,260,000 26,416,652 25,988,546 428,106 1.6% Total $ 176,299,667 $177,888,923 $ 176,537,804 $ 1,351,119 0.8% Note: As shown here,some categories include delinquent collections, interest paid on refunds and other accounts associated with tax. Some earlier slides portray only current portion of major local taxes. *To enhance comparability,the Meals Tax for FY 2012 was adjusted to remove the 2¢ Eat for Education component. ** To enhance comparability,the Transient Room Tax for FY 2013 was adjusted to remove the 1¢ rate increase effective January 1, 2013. 26 General Fund Expenditures and Encumbrances Amended FY 2013 FY 2013 Actual FY 2012 FY13 vs. FY12 FY13 vs. FY12 Budget (Unaudited) Actual $ Variance % Variance General Government $ 13,390,691 $ 13,287,981 $ 13,230,881 $ 57,100 0.4% Judicial Administration 8,147,790 8,109,070 7,728,017 381,053 4.9% Public Safety 62,054,071 61,948,322 60,759,570 1,188,752 2.0% Public Works 24,762,894 24,646,189 24,215,517 430,672 1.8% Health and Welfare 35,051,226 34,980,616 35,133,269 (152,653) -0.4% Parks and Recreation 9,514,619 9,454,764 9,246,397 208,367 2.3% Community Development 6,303,365 6,221,322 5,954,114 267,208 4.5% Transfer to Debt Service Fund 14,011,055 14,008,939 14,394,942 (386,003) -2.7% Transfer to School Funds 73,870,214 73,870,214 73,432,439 437,775 0.6% Nondepartmental 9,187,639 9,170,558 8,618,170 552,388 6.4% Total $ 256,293,564 $ 255,697,975 $ 252,713,316 $ 2,984,659 1.2% To enhance comparability, FY12 data excludes the 2¢ meals tax component and Daycare expenditures that did not occur in FY12. 27 I IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39776-100713. A RESOLUTION transferring all finds in the Roanoke Valley War Memorial Special Account into the City's general ledger and consolidated bank account; repealing Resolution No. 26207-090782, adopted September 7, 1982; and closing the Roanoke Valley War Memorial Special Account. WHEREAS, the City adopted Resolution No. 26207-090782 on September 7, 1982 to establish a Roanoke Valley War Memorial Special Account in which the Director of Finance of the City of Roanoke was directed to deposit all funds distributed to the City of Roanoke by the Roanoke Valley War Memorial Committee; WHEREAS, pursuant to the recitals set forth in Resolution 26207-090782, the Roanoke Valley War Memorial Committee had completed its work and had a surplus of funds in the approximate amount of $14,575.56, with the possibility of additional funds in the amount of $2,753.83 on account of a postage refund from the United States Postal Service; WHEREAS, The Roanoke Valley War Memorial Committee and the Roanoke Valley Veteran's Council agreed that $5,000.00 of the surplus funds should be turned over to the Roanoke Valley Veteran's Council and the balance of the surplus funds distributed to the City and deposited in the Roanoke Valley War Memorial Special Account; WHEREAS, pursuant to Resolution No.26207-090782, the Director of Finance created the Roanoke Valley War Memorial Special Account with the Roanoke Valley Community Credit Union; K.AMeasures\War Memorial Transfer of Funds 8 2013.doex 927/13 WHEREAS, pursuant to Resolution No. 26207-090782, funds held in the Roanoke Valley War Memorial Special Account would be supervised by, and expenditures authorized by, a permanent War Memorial Committee; WHEREAS, pursuant to Resolution 26207-090782, City Council directed that funds in the Roanoke Valley War Memorial Special Account "shall not be used for normal maintenance, cleaning and upkeep or for flowers or shrubbery, but shall be used for improvements or additions to the Memorial, replacement of flags and lights, unexpected repairs or replacements, unusual beautification projects, expenses associated with War Memorial programs and for other uses that such Committee may authorize;" WHEREAS, City Council adopted Resolution No. 26234-092782 on September 27, 1982 that established the permanent War Memorial Committee to supervise and direct expenditures from the Roanoke Valley War Memorial Special Account; WHEREAS, City Council adopted Resolution No. 39335-031912 on March 19, 2012 to repeal Resolution No. 26234-092782 and abolish the permanent War Memorial Committee; WHEREAS, the Director of Finance advises that the sum of approximately $5,150.00 is held in the Roanoke Valley War Memorial Special Account pursuant to Resolution No. 26207- 090782; WHEREAS, the Director of Finance recommends that the funds held in the Roanoke Valley War Memorial Special Account be transferred to the City's general ledger and consolidated bank account and those funds so held shall be expended solely for the purposes set forth in Resolution No. 26207-090782; and K VMeasuresAWar Memorial Transfer of Funds 8 201 docx 9/27/13 \\V 9 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of.October, 2013. No. 39777-100713. AN ORDINANCE to appropriate funding from the War Memorial Special Account to the War Memorial Preservation 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: Capital Protects Fund Appropriations Appropriated from Third Party 08-440-9604-9004 5,150 Revenues War Memorial Special Account 08-440-9604-9604 5,150 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTES AS. rapes ,City Clerk. CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 7, 2013 Subject: Closure of Roanoke Valley War Memorial Special Account to the City's General Ledger and Bank Account Background The Roanoke Valley War Memorial Committee (Committee) was established by Roanoke City Council in December 1980. Through the work of the Committee, the war memorial at Lee Plaza was dedicated on Memorial Day, 1982. In September 1982, after the Committee had completed its work and had surplus funds remaining, City Council took action to establish a Roanoke Valley War Memorial Special Account (Account). Council also took action to appoint a permanent War Memorial Committee (Permanent Committee) to oversee expenditures in the Account. The resolution (Resolution No. 26207-090782) stipulated that the Account shall not be used for normal maintenance, cleaning and upkeep or for flowers or shrubbery, but shall be used for improvements or additions to the Memorial, replacement of flags and lights, unexpected repairs or replacements, unusual beautification projects, expenses associated with War Memorial programs and for other uses that the Permanent Committee may authorize. In March 2012, after a number of years of inactivity, City Council abolished the Permanent Committee. Current Situation At this time, with an account balance of approximately $5,150, we recommend that City Council take action to close the Account into the City's general ledger and consolidated bank account. Doing so enhances efficiency by enabling the funds to be spent using the City's normal processes for purchase transactions. Funds will continue to be used as set forth in the resolution adopted in September 1982. To promote transparency and accountability, budgetary entries are recommended in the City's Capital Projects Fund where the funding source and uses can be accounted for in their own separate project account. Recommendation Adopt the accompanying resolution to authorize closure of the Account with transfer of funds to the City's general ledger and consolidated bank account for continued use as outlined in the resolution that originally established the Account. Adopt the accompanying budget ordinance to establish the War Memorial Project Account in the Capital Projects Fund. ANN . ' � R Director of Finance Distribution: Honorable Evelyn W. Powers, Treasurer Council Appointed Officers 2 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 STEPHANIE M.MOON,MMC E-mail: elerk®roanokeva.gev JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC Assistant Deputy City Clerk October 8, 2013 R. Michael Amyx, Executive Director Virginia Municipal League P. O. Box 12164 Richmond, Virginia 23241 Dear Mr. Amyx: I am enclosing a copy of Resolution No. 39778-100713 designating the Honorable William D. Bestpitch, as Voting Delegate and the Honorable Anita J. Price, as Alternate Voting Delegate for the Annual Business Session and meetings of the Urban Section of the Virginia Municipal League and designating Christopher P. Morrill, City Manager, as Staff Assistant for any meetings of the Urban Section of the Virginia Municipal League to be held on Tuesday, October 15, 2013, in Arlington, Virginia. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, October 7, 2013. Sin Cecelia T. Webb, CMC Assistant Deputy City Clerk Enclosure pc: The Honorable William D. Bestpitch, Council Member The Honorable Anita J. Price, Council Member Christopher P. Morrill, City Manager IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 7th day of October, 2013. No. 39778-100713. A RESOLUTION designating a Voting Delegate and Alternate Voting Delegate for the Annual Business Session and meetings of the Urban Section of the Virginia Municipal League and designating a Staff Assistant for any meetings of the Urban Section. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. For the Annual Business Session of the Virginia Municipal League to be held during the League's 2013 Annual Conference scheduled for October 13-15,2013, and for any meetings of the Urban Section held in conjunction with the Annual Conference of the League, The Honorable William Bestpitch is hereby designated Voting Delegate, and The Honorable Anita Price is hereby designated Alternate Voting Delegate. 2. For any meetings of the Urban Section ofthe Virginia Municipal League to be held in conjunction with the League's 2013 Annual Conference, Christopher Morrill, City Manager, shall be designated Staff Assistant. 3. The City Clerk is directed to complete any forms required by the Virginia Municipal League for designation of Voting Delegate, Alternate Voting Delegate, and Staff Assistant and to forward such forms to the League. ATTEST: 01, 444. • City Clerk. ATTACHMENT A CERTIFICATION OF VOTING DELEGATE AND ALTERNATE BUSINESS SESSION Virginia Municipal League Annual Conference Arlington County, Virginia Tuesday, October 15, 2013 Voting Delegate: Name William D. Bestpitch Title Council Member Locality City of Roanoke Alternate Voting Delegate: Name Anita J. Price Title Council Member Locality City of Roanoke Certified by: Name Cecelia T. Webb Title Assistant Deputy City Clerk Locality City of Roanoke Return by September 30, 2013 to: Virginia Municipal League P.O. Box 12164 Richmond, Virginia 23241 FAX: (804) 343-3758 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 T.WEBB,CMC October 8, 2013 Assistant Deputy City Clerk Aaron M. Copeland 606 Walnut Avenue, S. W Roanoke, Virginia 24016 Dear Mr. Copeland: At a regular meeting of the Council of the City of Roanoke which was held on Monday, October 7, 2013, you were reappointed as a member of the Architectural Review Board for a four-year term of office ending October 1, 2017. Enclosed you will find a Certificate of your reappointment 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 reappointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Architectural Review Board. Sin reli ece is . Webb, CMC Assistant Deputy City Clerk Enclosures pc: Candace R. Martin, Secretary, Architectural Review Board 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 October 2013, Aaron M. Copeland was reappointed as a member of the Architectural Review Board for a four-year term of office ending October 1, 2017. Given under my hand and the Seal of the City of Roanoke this eighth day of October 2013. dill X{{—, yCity Clerk • am 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: elerk®roanokeva.gov JONATHAN E.CRAFT,CMC City Clerk Deputy City Clerk CECELIA T.WEBB,CMC October 8, 2013 Assistant Deputy City Clerk Hollie C. Young 2036 Mountain View Terrace, S. W. Roanoke, Virginia 24015 Dear Ms. Young: At a regular meeting of the Council of the City of Roanoke which was held on Monday, October 7, 2013, you were reappointed as a member of the Human Services Advisory Board for a four-year term of office ending November 30, 2017. Enclosed you will find a Certificate of your reappointment 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 reappointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act. The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Human Services Advisory Board. Sincerely, Cecelia T. Webb, CMC Assistant Deputy City Clerk Enclosures pc: Teresa I. McDaniel, Secretary, Human Services Advisory Board 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 October 2013, Hollie C. Young was reappointed as a member of the Human Services Advisory Board for a four-year term of office ending November 30, 2017. Given under my hand and the Seal of the City of Roanoke this eighth day of October 2013. I ,t ; City Clerk