HomeMy WebLinkAboutCouncil Actions 08-01-16brim
e ROANOKE CITY
PUBLIC SCHOOLS
ROANOKE CITY COUNCIL
ROANOKE CITY SCHOOL BOARD
AUGUST 1, 2016
9:00 A.M.
ROUNDHILL ELEMENTARY SCHOOL
2020 OAKLAND BOULEVARD, N. W.
AGENDA
Call to Order -- Roll Call.
• City Council All Present
• School Board - School Board Trustees Lori Vaught and Richard Willis
were absent. Trustee Lutheria Smith arrived late.
2. Welcome and Opening Remarks.
Mayor Sherman P. Lea, Sr.
Chair Annette Lewis
3. City Council /School Board Items for Discussion and Comments:
• After School Program Update (Council Member Garland)
• Anticipated School Closures (Council Member Garland)
• Attendance Works (School Superintendent)
• Capital Improvements Plan (Council Member Garland /School
Superintendent)
• Graduation Rate (Council Member Garland /School Superintendent)
• Outsourcing Update (Council Member Trinkle)
• Population Trends (School Superintendent)
• RCPS Plus (School Superintendent)
• Recruitment and Retention Efforts of Minorities (Vice -Mayor Price)
• Responses to concerns expressed by parents, including concerns
expressed to the Board at meetings (Council Member Ferris)
• Step Salary Schedule Adjustments (Council Member Trinkle)
• Student Homelessness Update (School Superintendent)
• Teacher Shortages (Council Member Garland /School Superintendent)
4. School Board adjourned - 11:10 a.m.
City Council recessed - 11:10 a.m.
o* DYKSTRA
40588 - 080116
ROANOKE CITY COUNCIL
INFORMAL SESSION
AUGUST 1, 2016
11:42 A.M.
CITY COUNCIL CHAMBER
ROOM 450
AGENDA
Call to Order -- Roll Call — All Present
Welcome. Mayor Sherman P. Lea, Sr.
NOTICE
This morning meeting and briefings will be televised live and replayed on RVTV
Channel 3 on Thursday, August 4 immediately following the 2:00 p.m. session at
7:00 p.m.; and Saturday, August 6 at 4:00 p.m.; and video streamed by Internet through
Rev.Net Technologies, Inc., at htto: / /www.wrev.net. Council Meetings are offered with
closed captioning for the hearing impaired.
ITEMS FOR ACTION:
A communication from Mayor Sherman P. Lea, Sr., 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 Sherman P. Lea, Sr., requesting that Council convene in
a Closed Meeting to discuss the 2016 Citizen of the Year Award, pursuant to Section
2.2 -3711 (A)(10), Code of Virginia (1950), as amended.
(7-0)
A communication from the City Manager requesting that City Council convene in a
Closed Meeting to discuss the disposition of City -owned property located at 1015
Jamison Avenue, S. E., Official Tax Map No. 4120808, where discussion in an open
meeting would adversely affect the bargaining position or negotiating strategy of the
public body, pursuant to Section 2.2 -3711 (A)(3), Code of Virginia (1950), as amended.
(7-0)
A communication from the City Manager requesting that City Council convene in a
Closed Meeting to discuss the disposition of City -owned property located at 13 Church
Avenue, S. E., Official Tax Map No. 4011706, where discussion in an open meeting
would adversely affect the bargaining position or negotiating strategy of the public body,
pursuant to Section 2.2 -3711 (A)(3), Code of Virginia (1950), as amended.
(7-0)
A communication from the City Manager requesting that City Council convene in a
Closed Meeting to discuss a proposal for the disposition of City -owned properties
located at 2750 Hoover Street, N. W., Official Tax Map No. 2430601, and 1201
Prillaman Avenue, N. W., Official Tax Map No. 2440715, where discussion in an open
meeting would adversely affect the bargaining position or negotiating strategy of the
public body, pursuant to Section 2.2 -3711 (A)(3), Code of Virginia (1950), as amended.
(7-0)
A communication from the City Attorney requesting that Council convene in a Closed
Meeting regarding consultation with legal counsel and briefing by staff pertaining to
actual litigation, where such consultation and briefing in an open meeting would
adversely affect the negotiating or litigating position of City Council, pursuant to Section
2.2- 3711(A)(7), Code of Virginia (1950), as amended.
(7-0)
A communication from the City Attorney requesting that Council convene in a Closed
Meeting regarding consultation with legal counsel and briefing by staff pertaining to
actual litigation, where such consultation and briefing in an open meeting would
adversely affect the negotiating or litigating position of City Council, pursuant to Section
2.2- 3711(A)(7), Code of Virginia (1950), as amended.
(7-0)
ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRING
DISCUSSION /CLARIFICATION AND ADDITIONS /DELETIONS TO THE 2:00 P.M.
AGENDA. NONE.
TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL. NONE.
BRIEFINGS:
• Brush Collection - 30 Minutes
AT 12:32 P.M., THE COUNCIL MEETING STOOD IN RECESS UNTIL 2:00 P.M., FOR
A CLOSED MEETING IN THE COUNCIL'S CONFERENCE ROOM, ROOM 451,
NOEL C. TAYLOR MUNICIPAL BUILDING.
ROANOKE CITY COUNCIL
REGULAR SESSION
AUGUST 1, 2016
2:00 P.M.
CITY COUNCIL CHAMBER
AGENDA
1. Cell to Order- -Roll Cell. Council Member Dykstra arrived late.
The Invocation was delivered by Christopher B. Bordeaux, Pastor, Church
of Christ Scientist Roanoke.
At this point, Council Member Dykstra entered the meeting
(2:01 p.m.).
Mayor Lea, Sr. held a Moment of Silence in memory of the late Joel
Richert, resident of Old Southwest and neighborhood activist; and Police
Officer Najee Tynes; and Sylvia Coleman, President, Virginia Baptist
Association Women's Auxiliary Association.
The Pledge of Allegiance to the Flag of the United States of America was
led by Mayor Lea.
Welcome. Mayor Lea.
NOTICE:
Today's Council meeting will be televised live and replayed on RVTV Channel 3
on Thursday, August 4 at 7:00 p.m., and Saturday, August 6 at 4:00 p.m.; and
video streamed by Internet through CivicPlus, at roanokeva.gov /council meetings.
Council meetings are offered with closed captioning for the hearing impaired.
ANNOUNCEMENTS:
PERSONS ADDRESSING CITY COUNCIL. EFFORTS WILL BE MADE TO
PROVIDE ADAPTATIONS OR ACCOMMODATIONS BASED ON INDIVIDUAL
NEEDS OF QUALIFIED INDIVIDUALS WITH DISABILITIES, PROVIDED THAT
REASONABLE ADVANCE NOTIFICATION HAS BEEN RECEIVED BY THE
CITY CLERK'S OFFICE.
PERSONS WISHING TO ADDRESS COUNCIL WILL BE REQUIRED TO
CONTACT THE CITY CLERK'S OFFICE PRIOR TO THE MONDAY COUNCIL
MEETING, OR REGISTER WITH THE STAFF ASSISTANT AT THE
ENTRANCE TO THE COUNCIL CHAMBER PRIOR TO COMMENCEMENT OF
THE COUNCIL MEETING. ONCE THE COUNCIL MEETING HAS CONVENED,
THERE WILL BE NO FURTHER REGISTRATION OF SPEAKERS, EXCEPT
FOR PUBLIC HEARING MATTERS. ON THE SAME AGENDA ITEM, ONE TO
FOUR SPEAKERS WILL BE ALLOTTED FIVE MINUTES EACH; HOWEVER,
IF THERE ARE MORE THAN FOUR SPEAKERS, EACH SPEAKER WILL BE
ALLOTTED THREE MINUTES.
ANY PERSON WHO IS INTERESTED IN SERVING ON A CITY COUNCIL -
APPOINTED AUTHORITY, BOARD, COMMISSION OR COMMITTEE MAY
CONTACT THE CITY CLERK'S OFFICE AT 853 -2541, OR ACCESS THE
CITY'S HOMEPAGE TO COMPLETE AN ONLINE APPLICATION.
THE COUNCIL OF THE CITY OF ROANOKE IS SEEKING APPLICATIONS
FOR THE FOLLOWING CURRENT VACANCIES AND /OR UPCOMING
EXPIRATIONS OF TERMS OF OFFICE:
ARCHITECTURAL REVIEW BOARD
UNEXPIRED TERM OF OFFICE ENDING OCTOER 1, 2016
BUILDING AND FIRE CODE OF APPEALS - TWO VACANCIES
UNEXPIRED TERM OF OFFICE ENDING JUNE 30, 2017
TERM OF OFFICE ENDING JUNE 30, 2018
ECONOMIC DEVELOPMENT AUTHORITY -ONE VACANCY
UNEXPIRED TERM OF OFFICE ENDING OCTOBER 20, 2017
FAIR HOUSING BOARD
UNEXPIRED TERM OF OFFICE ENDING MARCH 31, 2019
PERSONNEL AND EMPLOYMENT PRACTICES COMMISSION
CITY RETIREE - ONE VACANCY
THREE -YEAR TERM OF OFFICE ENDING JUNE 30, 2019
ROANOKE ARTS COMMISSION — ONE VACANCY
THREE -YEAR TERM OF OFFICE ENDING JUNE 30, 2019
ROANOKE PUBLIC LIBRARY BOARD — ONE VACANCY
THREE -YEAR TERM OF OFFICE ENDING JUNE 30, 2019
ROANOKE VALLEY - ALLEGHANY REGIONAL COMMISSION -
ONE VACANCY
UNEXPIRED TERM OF OFFICE ENDING JUNE 30, 2018
YOUTH SERVICES CITIZEN BOARD — TWO VACANCIES
UNEXPIRED TERM OF OFFICE ENDING JUNE 30, 2018
THREE YEAR TERM OF OFFICE ENDING JUNE 30, 2019
2. PRESENTATIONS AND ACKNOWLEDGEMENTS:
City of Roanoke and City of Roanoke Pension Plan - GFOA Certificates of
Achievement for Excellence in Financial Reporting.
The Mayor recognized Barbara A. Dameron, Director of Finance, and staff
and presented Certificates of Achievement for Excellence in Financial
Reporting which is the highest form of recognition in governmental
accounting and financial reporting.
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.
Robert Gravely appeared before Council once again regarding termination
from City employment.
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 two requests for public
hearings by the City Manager.
C -1 Minutes of the regular meetings of City Council held on Monday, April 4,
2016 and Monday, April 18, 2016; and a recessed meeting held on Thursday,
April 28, 2016.
RECOMMENDED ACTION: Dispensed with the reading of the minutes
and approved as recorded.
C -2 A communication from the City Manager requesting that the City Clerk be
authorized to schedule and advertise a public hearing for August 15, 2016 at
7:00 p.m., or at such time as the matter may be heard, or at such date and time
as determined by the City Manager, to consider the lease of property to the Blue
Ridge Zoological Society of Virginia, Inc.
RECOMMENDED ACTION: Concurred in the request.
C -3 A communication from the City Manager requesting that the City Clerk be
authorized to schedule and advertise a public hearing for August 15, 2016 at
7:00 p.m., or at such other date and time as deemed appropriate by the City
Manager or on a proposed lease agreement with Richard E. and Cassie M.
Beverly for property located at 2410 Mason Mill Road, N. E.
RECOMMENDED ACTION: Concurred in the request.
C -4 A communication from the City Clerk advising of the resignation of
Thomas T. Cullen as a member of the Visit Virginia's Blue Ridge, Board of
Directors, effective immediately.
RECOMMENDED ACTION: Accepted the resignation and received and
filed the communication.
C -5 Annual report of the City of Roanoke Pension Plan, Board of Trustees, for
Fiscal Year ended June 30, 2016.
RECOMMENDED ACTION: Received and filed.
C -6 Annual report of the Pension Investment Committee, Subcommittee of the
City of Roanoke Pension Plan, Board of Trustees, for Fiscal Year ended June 30,
2016.
RECOMMENDED ACTION: Received and filed.
C -7 Annual report of the City of Roanoke Pension Plan, Defined Contribution
Board, for Fiscal Year ended June 30, 2016.
RECOMMENDED ACTION: Received and filed.
C -8 Annual report of the Finance Board for Fiscal Year ended June 30, 2016.
RECOMMENDED ACTION: Received and filed.
C -9 A communication from Peggy Bishop, Secretary, Roanoke Valley
Resource Authority, transmitting a certified copy of Resolution RA #2016 -727
adopting a schedule of rates, fees and charges for the use of the Authority's
system, effective July 1, 2016; and Roanoke Valley Resource Authority Waste
Disposal Fees and Charges as of July 1, 2016.
RECOMMENDED ACTION: Received and filed.
C -10 Reports of qualification of the following individuals:
Cari C. Gates as a member of the Roanoke Arts Commission for a
three -year term of office ending June 30, 2019;
Sherman M. Stovall as the Alternate City representative of the
Roanoke Valley Juvenile Detention Center Commission for a four -
year term of office ending June 30, 2020;
Paula Page Williams as a member of the City Planning
Commission to fill the unexpired term of Chad A. Van Hyning
ending December 31, 2016; and
Joyce W. Watkins as a member of the Youth Services Citizen
Board for a three -year term of office ending June 30, 2019.
RECOMMENDED ACTION: Received and filed.
REGULAR AGENDA:
5. PUBLIC HEARINGS:
a. Proposal of the City of Roanoke to convey approximately 0.46 acre of
City -owned vacant land located along Jae Valley Road, Roanoke County,
Virginia, Roanoke County Tax Map No. 089.00- 01 -22, to the
Commonwealth of Virginia Department of Transportation for construction,
maintenance and /or operation of a public transportation facility, in
connection with VDOT's Route 116 Highway Project. Christopher P.
Morrill, City Manager.
Adopted Ordinance No. 40588- 080116. (7 -0)
6. PETITIONS AND COMMUNICATIONS:
a. Progress Report on the Roanoke Cultural Endowment. Shaleen Powell,
Executive Director. (Sponsored by the City Manager)
Received and filed.
REPORTS OF CITY OFFICERS AND COMMENTS OF
CITY MANAGER:
CITY MANAGER:
BRIEFINGS: NONE.
ITEMS RECOMMENDED FOR ACTION:
1. Acceptance of a donation of at least three Automated External
Defibulators from the Firehouse Subs Public Safety Foundation to
the Roanoke Police Department.
Adopted Resolution No. 40589-080116. (7 -0)
2. Acceptance of a donation of Art for the Public Art Collection from
the Estate of William and Mary Jane Burtch.
Adopted Resolution No. 40590-080116. (7 -0)
3. Acceptance and appropriation of Virginia Department of
Transportation (VDOT) funds for the Colonial Avenue Improvement
Project; and execution of the VDOT Standard Project
Administration Agreement.
Adopted Resolution No. 40591- 080116 and Budget Ordinance
No. 40592-080116. (7 -0)
4. Acceptance and appropriation of funds in connection with the FY17
Urban and Community Forestry Grant from the Virginia Department
of Forestry to staff a part-time Urban Forestry Planner.
Adopted Resolution No. 40593 - 080116 and Budget Ordinance
No. 40594-080116. (7 -0)
5. Authorization to enter into an agreement between the City of
Roanoke and the Roanoke - Blacksburg Regional Airport to clarify
criminal investigation responsibilities and extend the Airport Police
Department authority to adjacent highways.
Adopted Ordinance No. 40595-080116. (7 -0)
COMMENTS OF CITY MANAGER.
The City Manager offered the following comments:
Third Annual Roanoke Youth Summit
• The event will be hosted by Vice -Mayor Anita James Price and the
Roanoke Youth Services Citizen Board
• Date: Saturday, August 6
• Location: William Fleming High School
• The event will begin at 10:00 a.m.
• Admission is free and the event is open to youth and parents
• Activities will include a Running Man Challenge, with door prizes for
the winners, music provided by DJ Freddie Mac, an obstacle course,
and lunch. Youth and their parents /guardians will also participate in
separate discussion groups on topics including health and nutrition,
internet use, and financial stability.
Upcoming Events
• Saturday, August 6, Parks & Arts at Mountain View Recreation Center,
noon to 3:00 p.m.
• Sunday, August 7, Budweiser Summer Series: Lee Brice will perform
in the Elmwood Park Amphitheater, 7:00 p.m.
• Saturday, August 27, Parks & Art will conclude in Elmwood Park, noon
to 3:00 p.m.
o That afternoon, the Deschutes Street Pub will take place into the
evening, raising funds for four of our non- profits; also include local
music during event.
Social Media
Our Social Media is receiving national attention. In July 2016, we had
some of our best participation ever — new "Likes" went up 93 %, 254,000
total video views using "Facebook Live," 427,000 posts were liked,
commented, or shared, and a 2.38 million total page reach.
• Timothy Martin was named one of the Top 100 Influencers in Local
Government by an organization known as Emerging Local Government
Leaders; Christopher Morrill was also included in that list. Only two
cities (Roanoke and Las Vegas) in the nation had two staff members
included.
• National Night Out is Tuesday, August 2. Goal is to heighten crime
and drug prevention awareness, generate support for and participation
in local anti -crime programs; strengthen neighborhood spirit; focus on
building stronger ties between neighborhoods, the community, and our
public safety. We ask that residents take advantage of this opportunity.
10
b. CITY ATTORNEY:
Execution of a Service Agreement and the First Amendment to
support agreement in connection with a bond issuance, in the
amount of up to $3 million, by the Roanoke Valley Broadband
Authority through the Virginia Resource Authority.
Adopted Resolution No. 40596 - 080116. (7 -0)
2. Reinstatement of real estate rehabilitation tax exemption; and
request for refund on real estate located at 303 Jefferson
Street, S. W., designated as Official Tax Map No. 1011806.
Adopted Resolution No. 40597- 080116. (7.0)
8. REPORTS OF COMMITTEES:
a. A report of the Roanoke City School Board requesting authorization to
execute temporary loan agreements with Fifth Third Bank for the
purpose of securing one or more credit cards in the name of the School
Board; and a report of the Assistant Director of Finance recommending
that Council concur in the request. Kathleen Jackson, Chief Financial
Officer, Spokesperson.
Adopted Resolution No. 40598- 080116. (7 -0)
9. UNFINISHED BUSINESS: NONE.
10. INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS:
a. Budget Ordinance No. 40587, on its second and final reading,
appropriating funding from the Foundation for Roanoke Valley for a
Bridges Out of Poverty Workshop.
Adopted Budget Ordinance No. 40587- 080116. (7 -0)
11. MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and /or comments by the Mayor and Members of City Council.
Vice -Mayor Price announced the 2016 Youth Summit will be held on
Saturday, August 6, 2016, at William Fleming High School for middle
and high school students beginning at 10:00 a.m., with discussion
groups held regarding issues relevant to students and their parents.
Council Member Bestpitch recognized the tremendous work
performed by the late Joel Richert in transforming Old
Southwest neighborhood, noting her tireless efforts and tenacity in
obtaining the historic district designation for the Old Southwest
neighborhood.
11
Council Member Dykstra announced that the Parks and Arts event
will be held on Saturday, August 6, 2016, at the Mountain View
Recreation Center beginning at 12:00 noon.
b. Vacancies on certain authorities, boards, commissions and committees
appointed by Council.
12. RECESSED AT 3:13 P.M.
Continuation of Closed Meeting in Council's Conference Room.
13. RECONVENED - 5:04 P.M.
CERTIFICATION OF CLOSED MEETING. (7 -0)
Appointed David Perry to replace Dr. Nancy Dye as a member of the Mill
Mountain Advisory Board for a term ending June 30, 2019.
Reappointed Andrew Anguiano, Edward Garner and Duane Smith as
Commissioners of the City of Roanoke Redevelopment and Housing
Authority for terms of four years, each, ending August 31, 2020.
Reappointed Harvey Brookins as a City representative of the Western
Virginia Water Authority for a term of four years ending June 30, 2020.
Waived City residency requirement.
Appointed Courtney Campbell to fill the unexpired term of office of Jerry
Smith as a City representative of the Roanoke Valley - Alleghany Regional
Commission for a term ending June 30, 2018.
Appointed Mark Garland as a Citizen at Large representative of the Building
and Fire Code Board of Appeals for a term ending June 30, 2018.
Appointed John Missell to fill the unexpired term of office of Mary V. H.
Dykstra as a member of the Architectural Review Board ending October 1,
2016; and for an additional four -year term of office ending October 1, 2020.
Appointed Stephen Grammer to fill the unexpired term of office of Alesha
Allen as a member of the Fair Housing Board ending March 31, 2019.
Appointed Lorena Wilson to replace Heidi Schmidt as a Citizen at Large
representative of the Youth Services Citizen Board for a term ending
June 30, 2019.
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12
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ROAN OKE CITY
VUB_E SOIOJ6
21st Century Community Learning Center
Year Two
Garden City
Hurt Park
Round Hill
Westside
Year Three
Addison
Breckinridge
Lincoln Terrace
Roanoke Acade
R
1
ROANOKE CITY
PUBI1C S(II ()Is
New Applications Awarded July 28, 2016
21st Century Community Learning Center Sites
Year One
Fleming
Jackson
Morningside
Woodrow Wilson
FIL
LIM Round Hill Elementary School Update
ROANOKEUry August 1, 2016
PUBLIC SCHOOLS
August 2016 Status
• 33 new or renovated classrooms
0 21 new classrooms
0 12 renovated classrooms
• New cafeteria
• Two music rooms and an art room
• New bus loop
• Main office area renovated
• Two modulars removed (six classrooms)
Round Hill Preschool
• All preschool students will be housed onsite
• Previously all Round Hill preschool classes were located at Northminster Church
(a rented facility)
we:. y
AY
Round Hill Elementary School Update
ROA OKECITY August 1, 2016
PUBLIC SCHOOLS
December 2016 Status
• Library renovated and expanded
• Seven additional classrooms renovated bringing the total to 40
• Modular removed (three classrooms)
December 2016
• Preschool students will be moved from Monterey Elementary to Round Hill
(approximately 76 students)
• Monterey modular moved at end of the school year
Capacity
2015 -16 762
December 2016 792
5
RCPS Professional Salary Scale Comparisons
65 —
RCPS 2016 -17 Scale
Revised as of June 2016
0 60 Fool Average
°40). (As of June 2016; used 2015 -16
55 scales where 2016 -17 were not
yet available)
rn
W
t 50 -
Q Al
ER
RCPS 2015 -16 Scale
,M
RCPS Original
2016 -17 Scale
Years of Service
35
0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 1
CITY OF ROANOKE
OFFICE OF THE MAYOR
/ 215 CHURCH AVENUE, S.W., SUITE. 452
ROANOKE, VIRGINIA 24011 -1594
TELEPHONE'. (540)853 -2444
FAX (540)853 -1145
SHERMAN P. LEA, SR. EMAIL'. MAVO]U�ROANOKEVA.GOV
Mayor
August 1, 2016
The Honorable Vice -Mayor Anita J. Price and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Vice -Mayor Price and 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,
SiC
Sherman P. Lea, Sr.
Mayor
SPL:ctw
COMMITTEE VACANCIES/REAPPOINTMENTS
August 1, 2016
Public
VACANCIES:
Unexpired term of office on the Architectural Review Board ending October 1, 2016.
Four -year term of office on the Building and Fire Code Board of Appeals ending June 30, 2018.
Unexpired term of office on the Building and Fire Code Board of Appeals ending June 30, 2017.
Unexpired term of office on the Economic Development Authority ending October 20, 2017.
Unexpired term of office on the Fair Housing Board ending March 31, 2019.
Three -year term of office on the Personnel and Employment Practices Commission ending June 30,
2019.
Unexpired term of office on the Roanoke Valley- Alleghany Regional Commission ending June 30,
2018.
Unexpired term of office on the Visit Virginia's Blue Ridge, Board of Directors ending June 30, 2017.
Four -year term of office on the Western Virginia Water Authority, Board of Directors ending
June 30, 2020.
Unexpired term of office on the Youth Services Citizen Board ending June 30, 2018.
Three year term of office on the Youth Services Citizen Board ending June 30, 2019.
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., SUITE 452
ROANOKE. VIRGINIA 24011 -1594
G�RG1N� TELEPHONF (5411) 85] -2444
'
FAX (540)8531145
SHERMAN P. LEA, SR. EMAIL. MAYORC'ROANOKEVA.GOV
M.'.'
Augsut 1, 2016
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 2016 Citizen of the Year Award,
pursuant to Section 2.2 -3711 (A)(10), Code of Virginia (1950), as amended.
Since l' V �
h_
Sherman P. Lea, Sr.
Mayor
SPL:ctw
eCITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Request for Closed Meeting
This is to request that City Council convene a closed meeting to discuss the
disposition of City -owned property located at 1015 Jamison Avenue, S.E.
bearing Official Tax Map No. 4120808 where discussion in an open meeting
would adversely affect the bargaining position or negotiating strategy of the
public body, pursuant to §2.2- 3711.A.3, Code of Virginia (1950), as amended.
Christopher P. Morrill
VI City Manager
Distribution: Council Appointed Officers
eCITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Request for Closed Meeting
This is to request that City Council convene a closed meeting to discuss the
disposition of publicly -owned property, located at 13 Church Avenue, S.E. (Tax
Map No. 4011706), where discussion in an open meeting would adversely affect
the bargaining position or negotiating strategy of the public body, pursuant to
X2.2 -3711 .A.3, Code of Virginia (1950), as amended.
h�7 I
- --
L1n.
i �' I��� �LI ✓�
- 6v Christopher P. Morrill
City Manager
Distribution: Council Appointed Officers
eCITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Request for Closed Meeting
This is to request that City Council convene a closed meeting to discuss a
proposal for the disposition of City -owned properties located at 2750 Hoover,
Street, N.W., bearing Official Tax Map No. 2430601, and 1201 Prillaman
Avenue, N.W., bearing Official Tax Map No. 2440715, where discussion in an
open meeting would adversely affect the bargaining position or negotiating
strategy of the public body, pursuant to §2.2- 3711.A.3, Code of Virginia (1950),
as amended.
I
-- - -- - - - - - -- -- - - - - --
C ri top er P. Morrill
City Manager
Distribution: Council Appointed Officers
R. Brian Townsend, Assistant City Manager for Community
Development
Sherman M. Stovall, Assistant City Manager for Operations
Barbara A. Dameron. Director of Finance
Daniel J. Callaghan
City Attorney
CITY OF ROANOKE
OFFICE OF THE CITY ATE ORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKH, VIRGINIA 24011 -1595
TELEPI ION E 540 - 853.2431
FAX 540 -853 -1221
EMAIL ciryatry@roanokcw . so,
August 1, 2016
The Honorable Sherman P. Lea, Sr., Mayor
and Members of City Council
Roanoke, Virginia
Re: Request for Closed Meeting
Dear Mayor Lea and Members of Council:
Timothy R. Spencer
Steven J. Talevi
David L. Collins
Heather P. Ferguson
Laura M. Carini
Assistant City Attorneys
This letter is a request of the City Attorney for a closed meeting with City Council regarding consultation
with the City Attorney and briefing by staff pertaining to actual litigation, where such consultation and
briefing in open meeting would adversely affect the negotiating or litigating position of City Council.
This request is made pursuant to Section 22 -371 L A.7, Code of Virginia (1950), as amended.
Respectfully requested,
Daniel J C laghan
City A rney
DJC /lsc
Daniel J. Callaghan
City Attorney
CITY OF ROANOKE
OFFICE OF THE CITY ATTORNEY
464 MUNICIPAL BU11 DING
215 CHURCH.AWMO , SW
ROANOKE, VIRGINIA 24011 -1595
TELEPHONE 540. 853.2431
FAX 540 - 853 -1221
EMAIL cimp ttt @roanokca.go,
August 1, 2016
The Honorable Sherman P. Lea, Sr., Mayor
and Members of City Council
Roanoke, Virginia
Re: Request for Closed Meeting
Dear Mayor Lea and Members of Council:
Timothy R. Spencer
Steven J. Talevi
David L. Collins
Heather P. Ferguson
Laura M. Carini
Assistant City Attorneys
This letter is a request of the City Attorney for a closed meeting with City Council regarding consultation
with the City Attorney and briefing by staff pertaining to actual litigation. where such consultation and
briefing in open meeting would adversely affect the negotiating or litigating position of City Council.
This request is made pursuant to Section 2.2 -3711. A.7, Code of Virginia (1950), as amended.
Respectfully requested,
E a ghan
City Attorney
DJC /lsc
j3r tcrino No. 1
Bulk and Brush Collection Update
August 1, 2016
Brush Collection Resources
After October 5, 2015
Knucklebooms collect all brush setouts that
meet size criteria
Equipment and Labor
➢ 4 Knuckleboom Trucks
➢ 4 Knuckleboom Drivers
Brush Piles that Meet Criteria
Brush Piles that Meet Criteria
La rge
Small
� S
"4 '
rt itm
AV
•s _
m
t► .!I
Brush Piles - Too Small
Brush Piles - Too Small
Solution
Place Small Pile in Big Blue Trash Can
Intermediate Brush Piles
Intermediate Brush Piles
}4
Impact of Intermediate Brush Set -Outs
On June 6, 2016, in response to increasing
demand, SWM implemented a plan to collect
intermediate brush piles
➢Added an additional temporary laborer to
each bulk packer
➢Additional Cost $1,464 per week
Options
Option A:
Add resources for collection of intermediate brush
piles to be combined with bulk collection
Option B:
Add resources for separate collection of
intermediate brush piles
Option A
➢ Provide collection of intermediate brush piles
by combining with bulk collection
➢ Additional labor required to supplement bulk
collection:
4 Sanitation Workers
$77,626
(Peak season will require added use of reserve
packer fleet and temporary drivers)
Option 6
Provide a separate collection of intermediate
brush piles
Equipment and Labor Requirements
➢ 4 Rear Loading Packers $740,000
➢ 4 Packer Drivers $117,062
➢ 8 Sanitation Workers $155,251
Bulk Collection
Prior to October 51 2015, SWM collected six (6) bulk
items every other week
Bagged and boxed trash collected as bulk item
On October 5, 2015, SWM began collecting three (3)
bulk items every week, but bagged or boxed waste is
not permitted
• Collection of an unlimited number of biodegradable paper bagged leaves during
leaf collection season will continue.
1. Dresser
Acceptable Bulk Set -Out
n l__I:_T..L
ress
Excessive Bulk Set -outs
• Often the result of tenant's "flight ", move
outs, or evictions
• Due to "lock- ins ", eviction issues are not as
prevalent.
Excessive Bulk
Excessive bulk set -outs are investigated by SWM
Collections Inspectors
➢ Initial contact "educate and advise" compliance.
➢ Next Step: Cite for illegal dumping via Notice of Code
Violation (NOV)
➢ Abatements after 72 hours: SWM removes the nuisance
and bills the property owner in accordance with the
City's fee compendium
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 ('Lurch Awnue, S. W., Saito 456
Roanoke, Virginia 241111 -1536
'I elepkone: (541))N53 -3541
Fuv (54(1)953 -1145
.\ I EP I IAN IF M. MOON REV NEEDS, MMC 1?- .nnit: doie,, onnokevn.,,
( ECELIA F. MC('O\'
('it, ('I"k
De,(, ('it, Clerk
('E('ELIA T. W EBB, ('M('
As%istinl Depuh ('it% Clerk
August 2, 2016
Mr. Christopher B. Bordeaux
First Church of Christ Scientist Roanoke
1155 Overland Road, S. W.
Roanoke, Virginia 24015
Dear Mr. Bordeaux:
On behalf of the Mayor and Members of the Roanoke City Council, I would like to
express sincere appreciation to you for delivering the Invocation at the regular meeting
of the Roanoke City Council, which was held on Monday, August 1, 2016.
It was a pleasure meeting you and look forward to having you return to deliver
invocations at future Council meetings.
Sincerely,
Stephanie .IMo n Rey s. \MIJIC
City Clerk
kv. —
eCITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Request for Public Hearing Mill Mountain Zoo Lease and
Agreement (CM 16-00099)
Background:
Pursuant to the requirements of the Virginia Code, the City of Roanoke is
required to hold a public hearing to authorize the leasing of City -owned
property, designated as portions of tax map numbers 4070507, 4070521, and
4060505, to the Blue Ridge Zoological Society of Virginia, Inc. The Blue Ridge
Zoological Society of Virginia, Inc. is a non - profit organization which leases
property on Mill Mountain for the purpose of operating and maintaining the Mill
Mountain Zoo. The initial term of the proposed lease is for one year,
beginning July 1, 2016 and ending June 30, 2017, and may be renewed for up
to four (4) additional one (1) year terms, upon the mutual written agreement of
the parties after the initial one (1) year term ends on June 30, 2017. A City
Council agenda report containing specific information regarding the proposed
lease agreement will be provided to City Council as part of its agenda package
for the public hearing.
Recommended Action:
Authorize the scheduling of a public hearing at City Council's meeting on
Monday, August 15, 2016, at 7:00 p.m., or at such time as the matter may be
heard, or at such other date and time as determined by the City Manager, to
consider the lease of property to the Blue Ridge Zoological Society of Virginia,
Inc.
Christopher P. Morrill
� City Manager
i/
Distribution: Council Appointed Officers
Barbara A. Dameron, Director of Finance
Brian Townsend, Assistant City Manager for Community Development
Michael Clark, Parks and Recreation Manager
E) CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Request Public Hearing to Enter into a Lease with Richard E.
Beverly and Cassie M. Beverly for Tax Map No. 7170509,
located at 2410 Mason Mill Road, N.E., Roanoke, Virginia
(CM 16- 00104)
Background:
The City of Roanoke is in the process of purchasing a residential home and land
consisting of approximately 0.9917 acres, being property designated as
Roanoke Official Tax Map No. 7170509, located at 2410 Mason Mill Road, N.E.,
in the City of Roanoke, Virginia, adjacent to the planned Deschutes Brewery.
Richard E. Beverly and Cassie M. Beverly are the current owners of the property.
Mr. and Mrs. Beverly have expressed their desire to lease the Premises, together
with all improvements situated on the Property, from the City of Roanoke after
Closing for a term not to exceed Eighteen (18) Months from the date the lease
agreement is executed.
Recommended Action:
Authorize the City Clerk to schedule and advertise a public hearing on the
proposed lease agreement with Mr. and Mrs. Beverly to be held on August 15,
2016, at 7:00 p.m., or at such time as the matter may be reached, or such other
date and time as deemed appropriate by the City Manager.
Christopher P. Morrill
City Manager
Distribution: Council Appointed Officers
R. Brian Townsend, Assistant City Manager for Community
Development
Barbara A. Dameron, Director of Finance
Wayne F. Bowers, Director of Economic Development
Susan Lower, Director of Real Estate Valuation
Cassandra L. Turner, Economic Development Specialist
CECELIA T. WEBB, CMC
Assistant Deputy City Clerk
August 5, 2016
Thomas T. Cullen
2802 Wycliffe Avenue, S. W.
Roanoke, Virginia 24014
Dear Mr. Cullen:
A communication from the City Clerk advising of your resignation as a member of the
Visit Virginia's Blue Ridge, Board of Directors was before the Council of the City of
Roanoke at a regular meeting, which was held on Monday, August 1, 2016.
On behalf of the Members of Roanoke City Council, I would like to express appreciation
for your service to the City of Roanoke as a member of the Visit Virginia's Blue Ridge,
Board of Directors from July 1, 2016 to August 1, 2016.
Sincerely,
kA-L) "t- rnt ryr�
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
c: Landon C. Howard, President, Visit Virginia's Blue Ridge, 101 Shenandoah
Avenue, N. E., Roanoke, Virginia 24016 -2044
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
s,
Roanoke, Virginia 24011 -1536
Telephone: (540)853 -2541
Fax: (540)853 -1145
STEPIIANIE M. MOON REYNOLDS, MMC
E -mail elerktn)roanokevn . gov CECELIA F. MCCOV
City Clerk
Deputy City Clerk
CECELIA T. WEBB, CMC
Assistant Deputy City Clerk
August 5, 2016
Thomas T. Cullen
2802 Wycliffe Avenue, S. W.
Roanoke, Virginia 24014
Dear Mr. Cullen:
A communication from the City Clerk advising of your resignation as a member of the
Visit Virginia's Blue Ridge, Board of Directors was before the Council of the City of
Roanoke at a regular meeting, which was held on Monday, August 1, 2016.
On behalf of the Members of Roanoke City Council, I would like to express appreciation
for your service to the City of Roanoke as a member of the Visit Virginia's Blue Ridge,
Board of Directors from July 1, 2016 to August 1, 2016.
Sincerely,
kA-L) "t- rnt ryr�
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
c: Landon C. Howard, President, Visit Virginia's Blue Ridge, 101 Shenandoah
Avenue, N. E., Roanoke, Virginia 24016 -2044
tit CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Suite 456
Roanoke, Virginia 24011 -1536
Telephone: (54U)853 -2541
Fae: (540)853 -1145
S1 FPIIANIF M. MOON BEYNOLDS,MMC E -mail: elerk(a'raana keya.aoc
City Clerk
August 1, 2016
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mayor Lea and Members of Council:
CECELIA F. MCC OY
Deputy City Clerk
CECELIA T. W EBB, CHIC
Assistant Deputy City Clerk
This is to advise that Thomas T. Cullen has tendered his resignation as a member of
the Visit Virginia's Blue Ridge, Board of Directors, effective immediately.
Sincerely,
fk
Stephanie M. Moon Reynol
City Clerk
TIIOA.AS I CI,IJ:>
(x407 983-7602
maven e,, .... d—
July 22, 2016
Ms. Moon Reynolds
Roanoke City Circuit Court
P. 0. Box 2610
315 West Church Avenue
Roanoke, VA 24010 -2610
Dear Ms. Moon Reynolds:
&,�VVOODS ROGERS 'r () n N E Y S A'1 1, A W
As you are aware, I was recently appointed to serve on the Visit Virginia's Blue Ridge
Board of Directors. In advance of my first meeting as a board member. I have become aware of
an issue that will make it difficult for me to serve. I am therefore tendering my resignation,
effective immediately. I apologize for any inconvenience this may cause.
Sincerely,
WOODS ON /GE�RS PLC
l�
Thomas T. Cullen
TTCaaI
Cc: Landon Itoward, Visit Virginia's Blue Ridge
P.O. [lux 14125, Roanoke, Virginia 24038 -4125
10 S. leffersun Street, Suite 1400 - Rourke_ Vi vinia24011
P (540) 983 -7600. P (540) 983 -7711
w w w. µ 0 o d 5 r o P, e r S. C o ru
Chat ettevville. Danville. RmM1inoud. Rnannkc
('Ue43162 -( 001999 0?3 33 W)
Annual Report
City of Roanoke Pension Plan Board of Trustees
Fiscal Year Ended June 30, 2016
The Pension Plan Board of Trustees established pursuant to City Code Chapter 22.3, as amended,
serves as the trustee and administrator of the defined benefit pension plan sponsored by the City.
The City is currently under contract with The Bogdhan Group, a defined benefit consultant, who
provides consultative investment and administrative guidance to the Board. Mr. Howard Pohl represents
The Bogdhan Group. The Bogdhan Group is an acknowledged fiduciary.
The City was under contract with Cheiron, a defined benefit actuary, who provided consultative
technical and administrative guidance to the Board. Mr. Stephen M. McElhaney, FCA, FSA, lead the
actuarial team supporting the City. Cheiron is an acknowledged fiduciary. SageView Consulting Group
has been selected as the defined benefit actuary for the fiscal year ended June 30, 2016. SageView is
an acknowledged fiduciary.
The City is currently under contract with CAPTRUST Financial Advisors, a defined contribution
consultant, who provides consultative investment and administrative guidance to the Board. Ms. Beryl
Ball, Vice President and Financial Advisor, represents CAPTRUST. CAPTRUST is an acknowledged
fiduciary.
The following meetings were held for the fiscal year ending June 30, 2016.
1. July 8, 201 5
2. October 30, 2015
3. January 13, 2016
4. April 13, 2016
Representation
Committee Member
Meetings Attended
4
3
2
1
Participating Employers
Cassandra Altice
J
v
v
Ex- officio, Mayor
David Bowers
v
Member at Large
Glen Combs
v
v
v
Ex- officio, Director of Finance
Barbara Dameron
v
v
v
v
Member at Large
Greg Feldmann
v
v
v
v
_
Retired Employees
lames Grisso
v
v
v
v
Public Safety
Stephen Keatts
v
v
v
Ex- officio, City Manager
Christopher Morrill
v
v
v
v
_
Active Employee
Michael Shockley
v
v
v
v
July 8, 2015 Meeting
The March 31, 2015 quarterly investment update was presented and reported upon by the Chairman.
A report from the Special Committee was reviewed with the Board. The Special Committee's
recommendation included a modification to City Code Section 22.3 requiring an actuarial study for the
evaluation of any benefit change or changes that may impact the Pension Plan liability, either positively
or negatively. The report was to be placed on an upcoming City Council Agenda, subject to review by
outside legal counsel.
Annual Report - City of Roanoke Pension Plan
Page 2
October 30, 2015 Meeting
The results of the June 30, 2015 actuarial valuation and a forecast for 2016 through 2026 were
presented by Stephen McElhaney, Kevin Woodrich and Justin Runkel of Cheiron, the plan's actuaries.
The June 30, 2015 quarterly investment update was presented. The Board also received an update on
investment performance through September 30, 2015. The Board approved minor changes to the
Statement of Investment Policy.
The Director of Finance recommended the issuance of an RFP for Pension Actuarial Services. Following
discussion, the Board agreed to proceed with the issuance of the RFP.
The Board discussed the interest rate applicable to member contributions in the Pension Plan. The
interest rate is initially set at 3% and is to be determined by City Council following the initial year. The
Board requested comparative information for other pension plans in the Commonwealth of Virginia for
review at the next meeting.
January 13, 2016 Meeting
The September 30, 2015 quarterly investment updates were presented and reported upon by the
Chairman and the Assistant Director of Finance. The Board also received an update on investment
performance through February 29, 2016.
As a follow -up to the discussion regarding the interest rate applicable to member contributions, the
Board requested additional information to include 5 -year benchmarks for other pension plans within the
Commonwealth of Virginia.
April 13, 2016 Meeting
The December 31, 2015, quarterly investment update was presented and reported on by the Chairman
and the Assistant Director of Finance. The Board also received an update on investment performance
through February 29, 2016.
The Board was provided benchmark information regarding the applicable interest rate on member
contributions. The Board approved a recommendation to City Council for approval of an interest rate of
2% to be applied to member contributions following the initial year's interest of 3% as defined in City
Code. The Board recommended the application of the 2% interest rate until superseded by future
Council action.
The Board was provided updated information on the recent RFP for Actuarial Services issued by the City.
The Board was informed of the two selected firms. Additional information was being sought from the
firms. The Board members were to be contacted via e-mail to vote on approval of the selected firm
following evaluation of the additional information provided.
The Board was provided information on the Cost of Living Adjustment (COLA) and the calculation
pursuant to the Code definition as based on CPI.
The staff expressed their appreciation for the service of those Board members whose terms expired
effective June 30, 2016.
Annual Report - City of Roanoke Pension Plan
Page 3
Pension Plan retirement applications were presented at each Board meeting and approved as follows:
Meeting Date
ERS
ESRS
Total
Death with Spousal Option
July S, 2015
1
23
24
4
October 30, 2015
3
32
35
5
January 13, 2016
3
12
15
3
April 13, 2016
2
25
27
3
Total
9
92
101
13
The minutes of each meeting of the Pension Plan (Defined Benefit) Board of Trustees have been
filed with the Director of Finance upon approval. All Board minutes and related reports are
available upon request.
Annual Report
Pension Investment Committee
Subcommittee of the
City of Roanoke Pension Plan Board of Trustees
Fiscal Year Ended June 30, 2016
The Pension Investment Committee (PIC) serves as an appointed subcommittee of the City of Roanoke
Pension Plan Board of Trustees. The PIC serves in an advisory capacity to the Board of Trustees in
matters related to the investment administration of the defined benefit pension plan trust fund. The
PIC meets quarterly with additional meetings scheduled as needed to address specific investment
matters.
The City is currently under contract with The Bogdhan Group, a defined benefit investment consultant,
who provides consultative investment and administrative guidance to the Board. Mr. Howard Pohl
represents The Bogdhan Group. The Bogdhan Group is an acknowledged fiduciary.
The following meetings were held for the fiscal year ending June 30, 2016:
1. August 19, 2015
2. November 18, 2015
3. February 17, 2016
4. May 18, 2016
Appointed Committee Member
Meetings Attended
a
T 3
x
t
Glen Combs
v
v
J
Barbara Dameron
v
v
v
Greg Feldmann
v
v
James Grisso
J
v
v
Andrea Trent
J
v
v
Other Attending Board Members
Michael Shockley
v
v
v
August 19, 2015 Quarterly Meeting
The PIC heard a presentation of the broad investment market performance for the quarter ended June
30, 2015, by the plan's investment consultant. The PIC reviewed the investment consultant's report on
the plan's investment performance at the asset class and individual manager levels for the quarter, one,
three, and five -year periods ended June 30, 2015,
The PIC reviewed modifications to the Statement of Investment Policy. The PIC approved
recommendations for changes to the plan's asset allocation policy related to fixed income and the core
fixed income allocation as well as minor updates to the fixed income allocation permissible
investments.
The PIC reviewed information on projected cash flow and cash needs to cover projected benefit
payments for the upcoming fiscal year. The PIC approved the rebalancing of the investment portfolio
for the investment of funds in a balanced mutual fund to provide liquidity needed to cover projected
benefit payments for the current fiscal year.
Annual Report - City of Roanoke Pension Plan Pension Investment Committee
Page 2
November 18, 2015 Quarterly Meeting
The PIC heard a presentation of the broad investment market performance for the quarter ended
September 30, 2015, by the plan's investment consultant. The PIC reviewed the investment
consultant's report on the plan's investment performance at the asset class and individual manager
level for the quarter, one, three, and five -year periods ended September 30, 201 S.
The PIC discussed other potential investment strategies and the impact on the risk profile of the plan's
investment portfolio. There were no recommended changes to the asset allocation.
February 17, 2016 Quarterly Meeting
The PIC held a conference call with Wells Capital Management Relationship and Portfolio Managers of
the plan's High Yield Fund. The Portfolio Managers reviewed the investment strategy and process of the
fund. At the conclusion of the call, the PIC discussed the presentation and the investment advisor's
assessment of the fund. Noting the advisor's comfort with the fund and their assessment of the fund as
a positive choice within its investment strategy, there were no recommended changes.
The PIC heard a presentation of the broad investment market performance for the quarter ended
December 31, 2015, by the plan's investment consultant. The PIC reviewed the investment consultant's
report on the plan's investment performance at the asset class and individual manager level for the
quarter, one, three, and five -year periods ended December 31, 2015, with the consultant.
The investment advisor and the PIC discussed a possible increase in the real estate allocation. The PIC
will continue their assessment of a possible increase in this asset class.
The PIC discussed the rate of interest to be applied to employee contributions in the pension plan. The
discussion centered around current market rates of interest and providing a reasonable return on
employee contributions, as well as the application of a indexed interest rate. The plan's investment
consultant indicated a 0% rate would not be unreasonable in the current market environment.
May 18, 2016 Quarterly Meeting
The PIC heard a presentation of the broad investment market performance for the quarter ended March
31, 2016, by the plan's investment consultant. The PIC reviewed the investment consultant's report on
the plan's investment performance at the asset class and individual manager level for the quarter, one,
three, and five -year periods ended March 31, 2016,
The PIC was updated on the investment team for the plan's international emerging markets equity
manager following the departure of the fund's portfolio manager. The investment advisor's research
indicates the team remains substantially intact despite the departure of the portfolio manager. Further,
the team was actively involved in the investment process. The advisor will continue to monitor the
fund's investment performance and the portfolio management team's continuity. There was currently
no recommendation for changes within this asset allocation.
The PIC next discussed the real estate allocation. The investment advisor will provide additional
information on real estate investment alternatives for the PIC's consideration at the next meeting.
The minutes of each meeting of the Pension Investment Committee have been filed with the
Director of Finance upon approval. All Committee minutes and related reports are available upon
request.
Annual Report
City of Roanoke Pension Plan Defined Contribution Board
Fiscal Year Ended June 30, 2016
The Pension Plan Defined Contribution Board established pursuant to City Code Chapter 22.3, as
amended, serves as the trustee and administrator of the defined contribution plan component of the
Hybrid Program sponsored by the City. In addition, the Board serves as trustee and administrator of the
City's internal Revenue Code Section 457 Deferred Compensation Plan and, by authority delegated by
the City of Roanoke Pension Plan Board of Trustees, the City's Internal Revenue Code Section 401(h)
Retirement Health Savings Account.
The City is currently under contract with CAPTRUST Financial Advisors, a defined benefit consultant,
who provides consultative investment and administrative guidance to the Board. Ms. Beryl Ball
represents CAPTRUST. CAPTRUST is an acknowledged fiduciary.
The City is currently under contract with ICMA Retirement Corporation (ICMA -RC), who serves as the
administrative record keeper and the investment provider for the defined contribution plan, the Internal
Revenue Code Section 457 Deferred Compensation Plan, and the Internal Revenue Code 401(h)
Retirement Health Savings Account, included as a component of the Pension Plan, as well as the
Executive 401(a) and Hybrid 401(a) plans.
The following meetings were held for the fiscal year ending June 30, 2016:
1. August 5, 2015
2. November 10, 2015
3. February 25, 2016
4. May 10, 2016
Representation
committee Member
Meetings Attended
4
3
2
1
Ex- officio, Director of Finance
Barbara Dameron
J
J
Y
V
Ex- officio, City Manager
Christopher Morrill
v
v
v
City Manager Designee
Sherman Stovall
V
V
V
J
Dirertor of Finance Designee
Andrea Trent
V
V
4
V
Ex officio, Director of Human Resources
Michele Vineyard
J
V
J
August 5, 2015 Meeting
The Board was provided a quarterly investment update. The Board reviewed employee participation and
fund utilization of the 457 and 401 IN plans for the quarter ended June 30, 2015.
The Board was provided an overview and scoring matrix of the investment funds approved for the 457
and 401(h) plans. Information was provided on the total assets held in each of the respective plans.
The Board reviewed information on one investment fund identified for evaluation due to performance.
No change in the fund line -up was recommended.
November 10, 2015 Meeting
The Board was provided a quarterly investment update. The Board reviewed employee participation and
fund utilization of the 457 and 401(h) plans for the quarter ended September 30, 2015.
Annual Report - City of Roanoke Pension Plan Defined Contribution Board
Page 2
The Board was provided an overview and scoring matrix of the investment funds approved for the 457
and 401(h) plans. Three funds were marked for review or under consideration for replacement, based
upon the CAPTRUST scoring matrix. The Board agreed with CAPTRUST's current recommendation to
retain each of the funds. Information was provided on the total assets held in each of the respective
plans.
The Board was presented and reviewed information on the ICMA -RC Retirement Income Fund. The fund
provides an option for members to annuitize their accounts. Following a careful and thorough
discussion, the Committee voted not to add the fund as an investment option with the plans at this
time.
February 25, 2016 Meeting
The Board was provided a quarterly investment update. The Board reviewed employee participation and
fund utilization of the 457 and 401(h) plans for the quarter ended December 31, 2015.
The Board was provided an update on three funds reviewed at the November 10 meeting. Following a
thorough review of each of the funds as well as alternative replacement funds, the Board elected to
retain one of the funds and approved the replacement of two the funds with the recommended
alternatives. CAPTRUST will coordinate the fund replacements with ICMA -RC.
May 11, 2016 Meeting
The Board reviewed employee participation and fund utilization of the 457 and 401(h) plans for the
quarter ended March 31, 2016. The Board was provided a quarterly investment update.
The Board was provided an update on the replacement of the fund approved at the February 25, 2016
meeting. The replacement is tentatively scheduled for June 17, 2016.
Effective June 20, 2016, City Council adopted ordinance no. 40572-062016, amending City Code to
replace the City Manager's ex- officio position with the Assistant City Manager of Operations and
providing the Assistant City Manager of Operations two member designees, neither of whom shall be
the Director of Finance.
The minutes of each meeting of the Pension Plan Defined Contribution Board have been filed with
the Director of Finance upon approval. All Board minutes and related reports are available upon
request.
Annual Report of the Finance Board
For Fiscal Year ending June 30, 2016
The Finance Board, created by ordinance No. 38117- 060208, adopted June 2, 2008, serves as trustee of funds
designated by the City to be held, accumulated and invested by the Board for the purposes of funding Other
Post - Employment Benefits (OPEB). The following meetings were held for the fiscal year ending June 30, 2016:
I. August 26, 201 5
2. January 6, 2016
3. February 24, 2016
4. May 25, 2016
Committee Member
Meetings Attended
4
3
2
1
Barbara Dameron
v
,
v
v
Evelyn Powers
v
v
v
v
Brian Redd, Citizen -at -Large member of the Finance Board, resigned effective August 25, 2016, due to his job
relocation and subsequent move outside of the state of Virginia.
August 26, 2015 Meeting
The VML /VACo June 30, 2015 Quarterly and Year -end Report for the Pooled Trust Fund was reviewed with
commentary on the fiscal year's return of 2.14 %.
Confirmation was provided of updates to the Investment Policy Statement approved by the VML /VACo OPEB
Board.
January 6, 2016 Meeting
The VML /VACo September 30, 2015 Quarterly Report for the Pooled Trust Fund was reviewed with
commentary on the return for the quarter of - 5.13 %,
The Board approved the issuance of an RFP for actuarial services related to OPEB to run concurrent with the
pension RFP for actuarial services. This RFP is in conjunction with the expiration of the current contract.
February 24, 2016 Meeting
The VML /VACo December 31 , 2015 Quarterly Report for the Pooled Trust Fund was reviewed with commentary
on the return for the quarter of 2.96 %.
The annual actuarial valuation reports for the OPEB and LODA plans were presented. A recommendation for
the deferral of the funding of the FYI contribution of $721.5K until May, to ensure proper liquidity of the
City's cash reserves, was approved.
May 25, 2016 Meeting
The VML /VACo March 31 , 2016 Quarterly Report for the Pooled Trust Fund was reviewed with commentary on
the return for the quarter return of - 0.02 %.
Staff reported the results of the RFP for actuarial services for the OPEB plans and the selection of SageView
Consulting. Funding for the FYI actuarial required contribution was wired on May 24.
OPEB Trust Annual Report of the Finance Board
Page 2
Staff reported that Ken Cronin has been appointed April 6, 2016, as the Citizen -at -Large member to fill the
unexpired term of Brian Redd ending June 30, 2016, and thereafter, an appointment for an additional two -year
term ending June 30, 2018.
The minutes of each meeting of the Finance Board have been filed with the Director of Finance upon approval.
All Board minutes and related reports are available upon request.
A&
ROANOKE VALLEY RESOURCE AUTHORrFY
July 12, 2016
Stephanie M. Moon Reynolds, MMC
City Clerk, City of Roanoke
Municipal Building Room 456
215 Church Avenue, SW
Roanoke, VA 24011-1536
Re: Roanoke Valley Resource Authority Resolution RA #2016 -727
Dear Ms. Reynolds:
Enclosed please find a copy of RVRA's Resolution RA #2016 -727 together with the Waste
Disposal Fees & Charges effective July 1, 2016.
Sincerely,
Bishop
RVRA Board Secretary
plb
Enclosure
1020 Hotbox Road, NE Roanoke, Virginia 24012 -8011 (540) 857 -5050 Fax (540) 857 -5056
Web Site: www.rvra.net
RESOLUTION OF THE ROANOKE VALLEY RESOURCE AUTHORITY
Adopted this 22nd day of June, 2016
RA 92016 - 727
A RESOLUTION adopting a schedule of rates, fees and charges for the use of the
Authority's system effective July 1, 2016.
BE IT RESOLVED by the Roanoke Valley Resource Authority that:
1. The preliminary Rate Schedule previously established by the Authority by
resolution dated March 23, 2016, of rates, fees and charges to be charged by the
Authority effective July 1, 2016 for the use of the system set forth on Exhibit "A ",
which is attached to and incorporated in this resolution, is hereby ADOPTED in
final and put into effect, as more particularly set forth in the report from the Chief
Executive Officer to this Authority, dated June 22, 2016.
2. The Authority Secretary is authorized and directed to transmit a certified copy of
this resolution with the final adopted schedule of rates, fees, and charges effective
July 1, 2016 to the Office of the Clerk for Roanoke City Council, the Office of the
Clerk for the Roanoke County Board of Supervisors, and the Office of the Clerk
for the Vinton Town Council, to be kept on file and open to inspection by all
parties interested.
On motion of Ms. Owens to approve the resolution, seconded by Mr. Nalley, and carried
by the following role call and recorded voice vote:
AYES: Anne Marie Green, Joey Hiner, Dennis Nalley, Rebecca Owens, Mike Shockley
NAYS: None
ABSENT: Bobby Edwards, Keith Garman
A COPY TESL
Bishop
Roanoke Valley Resource Authority
I hereby certify that the foregoing is a true and correct copy of Resolution RA #2016 -727
adopted by the Roanoke Valley Resource Authority on ute 22, 2016
A COPY TES
Pe
&W Bishop
Roanoke Valley Resource Authority
ROANOKE VALLEY RESOURCE AUTHORITY
WASTE DISPOSAL FEES & CHARGES
AS OF: JULY 1, 2016
MUNICIPAL WASTE
$49.50
PER TON
COMMERCIAL WASTE
$59.50
PER TON
CONTRACT MUNICIPAL WASTE
$53.00
PER TON
CONSTRUCTION AND DEMOLITION WASTE
$59.50
PER TON
WOOD WASTE
CLEAN LOADS OF UNTREATED BRUSH OR WOOD SUITABLE
FOR TUB GRINDING $35.00 PER TON
TIRES $120.00 PER TON
TIRES MIXED WITH OTHER WASTE PREVAILING RATE PLUS $5.00 PER TIRE
SPECIAL WASTES (ACCEPTED ONLY WITH PRIOR APPROVAL & NOTIFICATION.)
ASBESTOS (NON FRIABLE)
$ 59.50 PER TON
ASBESTOS (FRIABLE)
$ 100.00 PER TON
DEAD ANIMALS
$ 59.50 PER TON
OTHERS (As DETERMINED BY RESOURCE AUTHORITY)
$ 59.50 - $100.00 PER TON
UNCOVERED VEHICLES
ADDITIONAL $25.00
MINIMUM CHARGE FOR PER TON FEES $10.00
WOOD MULCH SALES (WHEN AVAILABLE)
PICK UP TRUCKS AND SMALL TRAILERS (1 Bucket) NO CHARGE
ALTERNATE DAILY COVER $25.00 PER TON
(ACCEPTED ONLY @ SMITH GAP LANDFILL WITH PRIOR NOTIFICATION & APPROVAL.)
VEHICLE WEIGH FEE (NON - MEMBER VEHICLES) $25.00
UNACCEPTABLE WASTE CHARGES $100.00 PER TON @ MINIMUM ONE TON + HANDLING COSTS,
RELATED DAMAGES, AND LOST REVENUE
LATE ACCOUNT PENALTY 10% OF AMOUNT PLUS INTEREST AT THE LEGAL RATE ON THE PRINCIPAL
NOTE:
THE ROANOKE VALLEY RESOURCE AUTHORITY RESERVES THE RIGHT TO ESTABLISH FEES AND
CHARGES AS IT DEEMS NECESSARY AND APPROPRIATE FOR WASTES NOT LISTED HEREIN AND
TO REFUSE TO ACCEPT ANY MATERIAL DEEMED BY THE AUTHORITY TO BE UNACCEPTABLE.
a"
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telepkonec (540)953 -2541
Fnx: (540)953 -1145
STEPHANIE M. MOON REYNOLDS, MMC
F nniil cicrk(yronnokrvn . g14
CECELIA F. MCCOY
CIO Clerk
Deputy City Clerk
CECELIA T. W EBB, CMC
Assistnnt Deputy Cliv Clerk
August 2, 2016
Melissa Murray, Secretary
Roanoke Arts Commission
Roanoke, Virginia
Dear Ms. Murray:
This is to advise you that Carl C. Gates has qualified as a member of the Roanoke Arts
Commission for a three -year term of office ending June 30, 2019.
Sincerely, `-,
n L) „ 1 N Qr q1TOUA/
Stephanie M. Moon Reynolds, MMC
City Clerk
pc: Susan Jennings, Arts and Culture Coordinator
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Carl C. Gates, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia,
and that I will faithfully and impartially discharge and perform all the duties incumbent
upon me as a member of the Roanoke Arts Commission for a three -year term of office
ending June 30, 2019, according to the best of my ability. (So help me God.)
0 /� Zzu
CART C. GATES
The foregoing oath
, �
of officcewas taken, sworn to, and subscribed before me by Cad C.
Gates this Z -day of 2016.
Brenda S. Hamilton, Clerk of the Circuit Court
Clerk
Alan Hullette, Superintendent
Roanoke Valley Juvenile Detention Center Commission
498 Coyner Springs Road, N. E.
Roanoke, Virginia 24012
Dear Mr. Hullette:
This is to advise you that Sherman M. Stovall has qualified as the Alternate City
representative of the Roanoke Valley Juvenile Detention Center Commission for a four -
year term of office ending June 30, 2020.
Sincerely,
#,'Cn. r�Tlo 14'
Stephanie M. Moon Reyn s, MMC
City Clerk
c5
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Boom 456
-`
Roanoke, Virginia 24011 -1536
Telephone: (540)853 -2541
Fos: (540)953 -1145
STEPHANIE M. MOON REYNOLDS, MM('
mil: cicrk(n)ronnokevu...V
CECELIA F. M( COY
('it, ('lurk
Deputy City Clerk
CECELIA T. W EBB, CHIC
ASsk Wlit Deputy City Clerk
August 2, 2016
Alan Hullette, Superintendent
Roanoke Valley Juvenile Detention Center Commission
498 Coyner Springs Road, N. E.
Roanoke, Virginia 24012
Dear Mr. Hullette:
This is to advise you that Sherman M. Stovall has qualified as the Alternate City
representative of the Roanoke Valley Juvenile Detention Center Commission for a four -
year term of office ending June 30, 2020.
Sincerely,
#,'Cn. r�Tlo 14'
Stephanie M. Moon Reyn s, MMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Sherman M. Stovall, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as the Alternate City representative of the Roanoke Valley Juvenile
Detention Center Commission for a four -year term of office ending June 30, 2020,
according to the best of my ability. (So help me God.)
W II ,'��1� J�
The foregoing oath of
office was taken, sworn
to, and subscribed
before me by
Sherman M. Stovall this
i ?r day of
2016.
Brenda S. Hamilton, Clerk of the Circuit Court
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Chnrch At, nne, S. W., R 456
-' Roanoke, Virginia 24011 -1536
'I'eieplmne: (540)853 -2541
fax: (540)853 -1145
11LPIIANC'hI.N100NIik:N'N01 DS,NTNR k:nmil: rlcrkGl ro,o,okcva.gp4 C'E(ELIAI(h1CCOV
City (jerk Depnly City ('jerk
('EC [AAA 1. Wk1111, ('M('
A.r.{ixhmt Delluly Cily Clerk
August 3, 2016
Paula Page Williams
1515 Cove Road, N. W.
Roanoke, Virginia 24017
Dear Ms. Williams:
Pursuant to Section 2.2 -3115, Code of Virginia (1950), as amended, I am required to
furnish members of the City Planning Commission with a form for Disclosure of Real
Estate Holdings prior to assume the duties as a member of the Planning Commission.
State Code provisions further provide that all disclosures must be fled and maintained
as a matter of public record for a period of five years in the Office of the Clerk of the
governing body. Please complete and return the enclosed form to the undersigned by
Monday, August 8, 2016.
If I may be of assistance, please do not hesitate to call me.
Sincerely, M �trovL
o
Stephanie M. Moon Rey
City Clerk
Enclosure
PC: Tina Carr, Secretary, City Planning Commission
STEPHANIE M. MOON REVNOLD.v, MM('
('ilk ('lerk
CI'T'Y OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Ronnoku, Viiginin 24011 -1536
'1'e1ep1 .unu: (540) 853 -2541
F.,,: (540)X53 -1145
L -mail: do k(.......... n.unv
August 2, 2016
Tina Carr, Secretary
City Planning Commission
Roanoke, Virginia
Dear Ms. Carr-
F( FLIA F. MCCOV
Depnly ('ily Clerk
('ECELIA T. W FDD, CM('
AW,fi nl DeOnD,' C1tp Clerk
This is to advise you that Paula Page Williams has qualified as a member of the City
Planning Commission to fill the unexpired term of Chad A. Van Hyning ending
December 31, 2016.
Sincerely,
n
Stephanie M. MoonReynolds, MMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Paula Page Williams, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the City Planning Commission to fill the unexpired
term of Chad A. Van Hyning ending December 31, 2016, according to the best of my
ability. (So help me God.)
U PAULA PAGE WILLIAMS
The foregoing oath of office was taken, sworn to, and subscribed before me by Paula P.
Williams this c�/'S day of , 2016.
Brenda S. Hamilton, Clerk of the Circuit Court
By /lJ¢41L r4 Clerk
August 2, 2016
Aisha Johnson
Assistant to the City Manager
Roanoke, Virginia
Dear Ms. Johnson:
This is to advise you that Joyce W. Watkins has qualified as a member of the Youth
Services Citizen Board for a three -year term of office ending June 30, 2019.
Sincerely,
km.q7o�
o ,
Stephanie M. Moon Reyn MMC
City Clerk
o5:2-
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
-
Rmmokc, Virginla 24011 4536
'1 elepanoe: (540)953 -2541
Fn.r: (540)853 -1145
STEPHANIE M. MOON REYNOLDS, MM(
E.nmil: elet k(arnnnekeve.kov
CECELIA F. MCCOV
Cif ' (let k
DePnly Cily Clerk
CECELIAT. WERR,CM('
Assistant Deputy CITY Clerk
August 2, 2016
Aisha Johnson
Assistant to the City Manager
Roanoke, Virginia
Dear Ms. Johnson:
This is to advise you that Joyce W. Watkins has qualified as a member of the Youth
Services Citizen Board for a three -year term of office ending June 30, 2019.
Sincerely,
km.q7o�
o ,
Stephanie M. Moon Reyn MMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Joyce W. Watkins, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Youth Services Citizen Board for a three -year
term of office ending June 30, 2019, according to the best of my ability. (So help me
God.)
YCE W. WgTKINS
The foregoing oath of office was taken, sworn t and subscribed before me by
Joyce W. Watkins this,�.J' day o 2016.
Brenda S. Hamilton, Clerk of the Circuit Court
CI rk
MOFFICE
a
CITY OF ROANOKE
OF THE CITY CLERK
215 Church Avenao, S. W., Room 456
_
Roanoke, Virginia 24011 -1536
Telephone: (540)853 -2541
Fux: (540)853 -1145
STEPHANIE M. MOON REYNOLDS, MMC
E -until: clerkQJro4noknvag °v
CECELIA F. MCCOY
City Clerk
Deputy City Clerk
August 2, 2016
CECELIA T. WEBB, CMC
Assists ut Deputy City Clerk
Todd Zion, Right of Way Agent
Virginia Department of Transportation
731 Harrison Avenue
Salem, Virginia 24153
Dear Mr. Zion:
I am enclosing copy of Ordinance No. 40588 - 080116 authorizing the City Manager to
execute the necessary documents providing for the conveyance of a parcel of City -
owned property, being approximately 0.46 acres, located along Jae Valley Road, in
Roanoke County, Virginia, designated as Roanoke County Tax Map No. 089.00- 01 -22,
to be used by VDOT for the construction, maintenance and /or operation of the Route
116 public transportation facility to be located in Roanoke County, Virginia, for the
purchase price of $6,300.00 to the Commonwealth of Virginia Department of
Transportation (VDOT).
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely,
Stephanie M. Moon Reyno s, M C
City Clerk
Enclosure
C! Virginia Department of Transportation, Office of Public Affairs, Attention: Office
of Communications, 1401 East Broad Street, Richmond, Virginia 23219
William E. Driver, Director, Real Estate Valuation, Roanoke County,
5204 Bernard Drive, Suite 200 -D, Roanoke, Virginia 24018 -0798
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
David L. Collins, Assistant City Attorney
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Wayne F. Bowers, Director of Economic Development
Cassandra Turner Economic Development Specialist
IN THE COUNCIL OE TILE CITY OE ROANOKE, VIIW NIA
The 1st day of August, 2016.
No. 40588- 080116,
AN ORDINANCE authorizing the City Manager to execute the necessary documents
Providing hn the conveyance of a parcel of City - uwned property, being approximately 0.46
acics, located along Jae Valley Road, in Roanoke County, Virginia, designated as Roanoke
County Tax Map No. 089.00- 01 -22, to the Commonwealth of Virginia Department of
Transportation (VDOT), upon certain terms and conditions; and dispensing with the second
reading of this Ordinance by title.
WHEREAS, a public hearing was held on August 1, 2016, pursuant to § §15.2 -1800 and
15.2 -1813, Code of Virginia (1950), as amended, at which hearing all parties in interest and
citizens were afforded an opportunity to be heard on such conveyance.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that:
I. The City Manager is hereby authorized, for and on behalf of the City, to execute
the necessary documents providing for the conveyance of a parcel of City -owned property, being
approximately 0.46 acres, located along Jae Valley Road, in Roanoke County, Virginia, and
designated as Roanoke County Tax Map No. 089.00- 01 -22, to VDOT, to be used by VDOT for
the construction, maintenance and /or operation of the Route 116 public transportation facility to
be located in Roanoke County, Virginia, for the purchase price of $6,300.00, upon certain terms
and conditions, and as more particularly stated in the City Council Agenda Report dated August
I, 2016.
2. All documents necessary for this conveyance shall be in form approved by the
City Attomey.
0 Convny toe Valley Rd Rke Ca TM(09.00 -01 -221a VDOT
3. Pwsuant to the provisieus of Sariion I, of tb, City charter, the second reading of
this Ordinanec by title is hereby dispcaval with,
n"f'FFST
�.
city C'Icrk.
0 'anv, l'Ic Vulloy Rd Rk, ( (, M118') 1, III ?? w VU01 IN 1 IGI
x AGENDA REPORT
t=
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Conveyance of an Approximate 0.46 Acre of City -Owned Vacant
Land Located along Jae Valley Road in Roanoke County, Virginia
to the Commonwealth of Virginia Department of Transportation
in Support of the Rt. 116 Highway Project 0116- 080 -101, RW -
201(CM 16- 00098)
Background
The Commonwealth of Virginia Department of Transportation (VDOT) is in the
process of acquiring rights of way for the Commonwealth of Virginia for the
construction, maintenance and /or operation of a public transportation facility,
specifically, Route 116 in Roanoke County, Virginia. VDOT seeks to acquire Tax
Map #089.00- 01 -22, an approximate 0.46 acre portion of city -owned land
located along Jae Valley Road in Roanoke County, Virginia, in connection with
VDOT's Rt. 116 Highway Project, 0116- 080 -101, RW -201. VDOT seeks to
acquire the property to use for the construction, maintenance and /or operation
of the referenced public transportation facility including any components
thereof such as, but not limited to, storm water management systems, drainage
systems, traffic control equipment, curbs, gutters, sidewalks and bike trails.
This land is not currently being used by the City.
Considerations:
The subject property will be impacted by a highway improvement project for
Route 116, Jae Valley Road, located in the Big Lick Magisterial District of
Roanoke County, Virginia. The project's primary function is for the bridge
replacement over Back Creek. This highway project is approximately 3.3 acres
long and affects 9 properties on both sides of Route 116. The land value of the
City parcel is currently assessed at $5,000. VDOT's offer to acquire the
property is $6,300.
Recommended Action:
Absent comments at the public hearing to the contrary, adopt the attached
ordinance authorizing the City Manager to execute a Contract substantially
similar to the one attached to this report, and to execute such other documents
and to take such further actions as may be necessary to implement, administer,
and enforce such Contract. All documents are subject to approval as to form by
the City Attorney.
� ---✓�! ------ ,-- � --�� ^�
i
w Christopher P. Morrill
City Manager
Distribution: Council Appointed Officers
R. Brian Townsend, Asst. City Mgr. for Community Dev.
Barbara A. Dameron, Director of Finance
Wayne F. Bowers, Director Economic Development
Cassandra L. Turner, Economic Development Specialist
The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
VA DEPT OF TRANS - OFFC OF PUBLIC AFFAIRS
Axn OFFICE OF COMMUNICATIONS
1401 EAST BROAD ST
RICHMOND, VA 23219
Account Number
6012547
Date
July 1 S, 2016
Date Category Description Ad Size Total Cost
07121/2016 Municipal Notices NOTICE OF PUBLIC HEARING The City of Roanoke propose 1 JI 56 L 325.36
NOTICE OF PUBLIC HEARING
The Oily of connote, ero0pase5 1.
ieed
III or ydrey etl Property tlRoanoke
counts. iae .gmr. R
° me c aim afrrvna nia
22. to Of Commonwealth (vooT>,
anrmp narf°aio morn
d/,, °6f ° m.nim
farnicr in connection
'eld, V Highway Project
01160e0- 101RRW 3016
me renuirements of
sections S li -la0o ana ls.zaelz. Code
a ¢sso), ended nor(
ne:anr a er o
the City or Roanoke `Will hma a°public
hear 11 the above ma r a
gularrm to be Feld °
August 1 o o. at
III or th —.11.1 2the
y bee n the Councr
Chamber. JIth Floor. Il 41.. Real C
TO or Municipal Building, 215 Church
e of —punen kiI, ,,liable rll2 from
Furth— e Olrre of Me City Clerk for the City
of R °an °ke at (540) 053.2541.
be IM1car. fruit
a .press tnmr cuppee s on
:em mate .
wiM a disability
1. needs CcOroppollatiOnS to, apt the City Clarks
Om¢e nc n(AOtl contact the before 1200
noon°nT Thursday, July 28. 211
CIV
Jone. ... my hand this 29th dm of
M. Moon Reynolds,
City Cirri:
Publisher of the
Roanoke Times
I, (the undersigned) an authorized representative of the
Roanoke Times, a daily newspaper published in Roanoke, in the
State of Virginia, do certify that the annexed notice NOTICE OF
PUBLIC HEARING was published in said newspapers on the
following dates:
0 711 512 01 6
The First insertion being given ... 07/15/2016
Newspaper 1 //1reference: 0000347029
Billing hepresentativer
Sworn to and subscribed before me this Friday, July 15, 2016
F r
Notary ubli
State fVirginia �F.•'I., 'Fi
City/County of Roanoke rU tlO ('
My Commission expires���� i�� * '_G
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
`r n'nlvvl
(�
NOTICE OF PUBLIC HEARING
The City of Roanoke proposes to convey an approximate 0.46 acre parcel of City-owned
property located along Jae Valley Road in Roanoke County, Virginia, designated as Roanoke County
Tax Map No. 089.00- 01 -22, to the Commonwealth of Virginia Department of Transportation
(VDOT), for the construction, maintenance and/or operation of a public transportation facility in
connection with VDOT's Route 116 Highway Project 0116- 080 -I01, RW -201.
Pursuant to the requirements of Sections 15.2 -1800 and 15.2 -1813, Code of Virginia (1950),
as amended, notice is hereby given that the City Council of the City of Roanoke will hold a public
hearing on the above matter at its regular meeting to be held on Monday, August 1 2016,
commencing at 2:00 p.m., or as soon thereafter as the matter maybe heard, in the Council Chamber,
44, Floor, Room 450, Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke,
Virginia, 24011. Further information is available from the Office of the City Clerk for the City of
Roanoke at (540) 853 -2541.
Citizens shall have the opportunity to be heard and express their opinions on said matter.
If you are a person with a disability who needs accommodations for this hearing, please
contact the City Clerk's Office at (540) 853 -2541, before 12:00 noon on Thursday, July 28, 2016.
GIVEN under my hand this 29tHlay of ,Tune , 2016.
Stephanie M. Moon Reynolds,
City Clerk
Pn -1, itchy pmprny Jn VA, Rod Rannnke('u .t, IN -1 -16)
Note to Publisher:
Please publish in full once in the Legal Section of the Roanoke Times, on Friday, July 15, 2016.
Please send affidavit of publication to:
Stephanie M. Moon Reynolds, City Clerk
City of Roanoke
4' Floor, Noel C. Taylor Municipal Building
215 Church Avenue, S.W., Room 456
Roanoke, Virginia, 24011
540- 853 -2541
Please bill to:
Virginia Department of Transportation
Office of Public Affairs
Attn: Office of Communications
1401 East Broad Street
Richmond, Virginia 23219
Local Contact:
Todd Zion, Right of Way Agent
731 Harrison Avenue
Salem, VA 24153
Phone: (540) 375 -9504.
PH —sale of c,(, pmperty —Jae Valley Ruud -R— ,Ike foamy (8 1 -16)
o CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Presentation Regarding the Roanoke Cultural Endowment
I would like to sponsor a presentation by Shaleen Powell, Executive Director of
the Roanoke Cultural Endowment, to provide a progress report regarding the
start -up efforts of the Endowment since City Council's previous briefing in April,
201 S.
l
Christoph Iil "�;fJ v
City Manager
V
Distribution: Council Appointed Officers
ROAN
J
TURAL
END *WMENT
August 1, 2016
Rp C'IpIIf --J 7 IA
• Hired part -time Executive Director
• Defined Endowment details (i.e. the weeds)
• Adopted Best Practices pertaining to board operations, governance, legal,
ethical & accountability practices
• Created graphic identity, website, donor brochure
• Engaged with various stakeholders in community
ROANOKRAL
ENDOWMENT
Our Mission:
To cultivate a legacy of stability, engagement
and vitality for arts and culture in the City of
Roanoke through grant making.
Our vision:
Fostering the growth vitality, and future of a
vibrant community where arts and culture
are accessible to all and valued as a critical
component of a healthy region.
Values
• Sustainability
• Collaboration
• Advocacy
• Education
• Engagement
ROA NO KPAL
E D *V/MEN?
GOAL: We do not plan to grant any funding until our endowment reaches $20
million. We hope to achieve this goal through public and private contributions
within ten years.
SPENDING POLICY: Our spending policy allows us to give up to 5% from a 3 -year
rolling average. We envision giving away 4% each year.
GRANT CYCLE: We envision a 3 -year grant cycle to allow organizations
predictable and sustainable funds.
ELIGIBILITY. RCE grants are institutionally oriented, operational grants for
organizations that present or produce a season of programs. Organizations
must meet minimum eligibility requirements for funding consideration.
ROAN OKRAL
END *WMENT
RCE provides annual operational grants for art
and cultural organizations. Organizations must
meet minimum eligibility requirements for
funding consideration including the following:
• Must be a registered 501(c)(3) organization
• Must be an arts and /or cultural organization
• Must be located in Roanoke City
• Applicants must not discriminate
• Applicants must be in good standing in accordance
with the RCE's grant and application requirements
• Must have a minimum 3 -year record of continuous
operation in the City of Roanoke
ROA NOKRAL
ENDOWMENT
• Sustainable and predictable operational support for non - profit arts and
cultural organizations
• Engaging Roanoke in a shared vision for the City and driving support for
arts and culture
• Creating a community where arts and culture are accessible to all
• Positioning Roanoke as the cultural destination, and as a vibrant,
energetic city that attracts business and young people to live work and
play
• Fostering more collaboration, dialogue and engagement among the city,
private sector and arts and cultural organizations
4FCU ROAN OR FND MEN' AI.
E N�*NIMEN?
• August 2016 — Approach major donors for lead gifts (Silent Phase)
• August /September 2016 — Interviews with Executive Directors
• Fall 2016— Hold strategic meetings with stakeholders /local partners
• Spring 2017— Potential Cultural Summit Part II
• Fall 2017 — Launch RCE's Public Community Campaign
• 2025 or earlier — $20M Goal reached
N04NQY =f-U T>9A'_
E',C•�S 1d G 147
• Silent Phase Major Gift Fundraising
• City Funding for 2016 -17
• Economic Impact Data
• Continue to meet with Stakeholders
• Plan for Fall 2017 Public Campaign Launch
• Report back to Council yearly
ROAN
TURAL
ENDS: WMENT
trF "3 CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215
Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (541)) 853 -2541
rnx: (5410859 -1145
STEPHANIE M. MOON REYNOLDS, MM( E -nni): dcrk(n'romlokeen'EO° (Ef ELIAR.M('('OY
01, ('lerk Depoly (vy Clerk
August 2, 2016 CECELIA T. WEBD, CM(
Assislnnt DePmy Cite Clerk
Chris Sorensen and Robin Sorensen, Co- Founders
The Firehouse Subs Public Safety Foundation
3400 -8 Kori Road
Jacksonville, Florida 32257
Gentlemen:
I am enclosing copy of Resolution No. 40589- 080116 authorizing acceptance of a
donation from Firehouse Subs Public Safety Foundation, to the Roanoke City Police
Department for at least three Automated External Defibulators, valued at approximately
$1,700 each.
On behalf of the Mayor and Members of the Roanoke City Council and the citizens of
the City of Roanoke, I wish to express sincere appreciation to Firehouse Subs Public
Safety Foundation for your generous donation to the Roanoke City Police Department.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely,
Stephanie M. Moon Reynolds, C
City Clerk
Enclosure
pc: Christian Meek, Manager, Firehouse Subs, 2019 Colonial Avenue, S. W.,
Roanoke, Virginia 24015
Carla Wisemann, Firehouse Subs, 5050 Rutgers Street, N. W., Roanoke, Virginia
24012
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Timothy S. Jones, Chief of Police
Amelia C. Merchant, Director of Management and Budget
IN'I'I II? COl1NC1[. OI Jill; ('I 'I Y OF ROANOKI'., V11MINIA
Tho
St day cf Augoet, 2016.
No. 40589- 080116.
A 0:SOLU'IION uuthmizing acceptance ofa donation from Firehouse Subs Public Selcty
Foundation, lu the Roanoke ('try Police Deparlmco( for at (east three Automated llxternal
DC(ibublors, and authorising execution ofany and all necess ly documents to accept file donation.
131i IT RESOLVED by the Council of the City of Roanoke that
I.
Tile 01Y Manager is herebyauthoiizedon behalfofthe City to accept from Firehouse
Subs Public Safety Foundation, a donation to the Roanoke City Police Department for (east three
Au(Ouluted 1 xternal Defibulators, valued at approximately S1,700 each, as more particularly set forth
in the City Council Agenda Report dated August 1, 2016.
2. 'rile City Manager and the City Clerk are hereby authorized to execute and attest,
respectively, for and on behalf of the City, any and all requisite documents pertaining to the City's
acceptance of the donation, such documents to be approved as to form by the City Attorney,
3. This Council wishes to express its appreciation and that of the citizens of the City of
Roanoke to Firehouse Subs Public Safety Foundation, for their generous donation to the Roanoke
City Police Department as described above.
4. The City Clerk is directed to transmit a copy of this Resolution to Firehouse Subs
Public Safety Foundation, expressing the City's appreciation for its donation.
ATTEST:
City Clerk.
R- duo0im orAF.n, lmm Pirehanse 9.h, 8.1.16doe
CITY COUNCIL AGENDA REPORQ
$e rsT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Firehouse Subs AED Donation (CM16- 00101)
Background
The Firehouse Subs Public Safety Foundation would like to donate at least three
Automated External Defibulators (AEDs) to the Roanoke Police Department. The
Firehouse Subs restaurants at 2019 Colonial Ave S.W., 5050 Rutgers St N.W.,
and 5044 Keagey Rd have all requested that the foundation donate AEDs to the
Roanoke Police Department.
The AEDs are being purchased by the Firehouse Subs Public Safety Foundation.
The foundation was established in 2005 in the aftermath of Hurricane Katrina
by firefighting brothers, and restaurateurs, Chris Sorensen and Robin Sorensen.
The foundation has a commitment to providing first responders with life- saving
equipment and resources. The Foundation has awarded more than $20 million
to public safety organizations throughout the country and to more than 1,450
fire, police and EMS departments.
To celebrate the opening of their 1 ,000t' restaurant, Chris Sorensen and Robin
Sorensen have committed one million dollars to provide police departments
with AEDs. Firehouse Subs Public Safety Foundation is a 501(c)(3) nonprofit.
To match current police AEDs, the police department is requesting the Zoll AED
Plus with AED Cover with Public Safety PASS Cover, Batteries, CPR -D Padz,
Softcase. The fair market value of each unit, with its accessories, is
approximately $1,700. No local match funding or grant account transactions
are required for this donation.
Recommended Action:
Accept the donation described above and any additional AEDs offered by the
Firehouse Subs Public Safety Foundation.
CHR STOPHER P.IMORRILL
City Manager
Distribution: Council Appointed Officers
R. Brian Townsend, Assistant City Manager
Barbara A. Dameron, Director of Finance
Timothy S. Jones, Chief of Police
Amelia C. Merchant, Director of Management and Budget
James A. Burtch
c/o The Estate of William and Mary Jane Burtch
3296 Somerset Street, S. W.
Roanoke, Virginia 24014
Dear Mr. Burtch:
I am enclosing copy of Resolution No. 40590 - 080116 authorizing acceptance of a
donation of fourteen works of art from the Estate of William and Mary Jane Burtch to the
City of Roanoke.
Donating your mother's artwork will allow the public access to it and will preserve her
work for future generations to enjoy. On behalf of the Mayor and Members of City
Council, I express sincere appreciation for your generous donation to the City of
Roanoke.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely, 04",
Stephanie M. Moon Reyno s, MMC
City Clerk
Enclosure
c: Greg Webster, Chair, Roanoke Arts Commission, 1835 Arlington Road, S. W.,
Roanoke, Virginia 24015
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Susan Jennings, Arts and Culture Coordinator
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
'mu
Rounoke,Vhginii 24011 -1536
Tel,h.,,e: (540)853 -2541
Fn.v: (540)853 -1145
STEPHANIE M. MOON REYNOLDS, MM(
E -null: cimk(nlronnokevn . g °v
CECELIA F. MCCOY
City Clerk
Deputy City Clerk
August 2, 2016
CECELIAT. WEDD,CMC
M,kwn Depm,y City Clerk
James A. Burtch
c/o The Estate of William and Mary Jane Burtch
3296 Somerset Street, S. W.
Roanoke, Virginia 24014
Dear Mr. Burtch:
I am enclosing copy of Resolution No. 40590 - 080116 authorizing acceptance of a
donation of fourteen works of art from the Estate of William and Mary Jane Burtch to the
City of Roanoke.
Donating your mother's artwork will allow the public access to it and will preserve her
work for future generations to enjoy. On behalf of the Mayor and Members of City
Council, I express sincere appreciation for your generous donation to the City of
Roanoke.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely, 04",
Stephanie M. Moon Reyno s, MMC
City Clerk
Enclosure
c: Greg Webster, Chair, Roanoke Arts Commission, 1835 Arlington Road, S. W.,
Roanoke, Virginia 24015
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Susan Jennings, Arts and Culture Coordinator
U
IN THE C'OUNC'IL OFI I l) C'I'I'y OF ROANOIUf, VIRUINIA
The 1st day of August, 2016.
No. 40590 - 080116.
A RESOLUTION authorizing acceptanccofa donation 01 tburlcen (14) works ()fart from the
Estatc of William and Mary Jane Burtch to [Ile City ofRoanokc and aathoriiingcxcxmtlon ofany and
all necessai y documents to accept the donations.
BE IT RESOLVED by the Council of the City of Roanoke that
The City Manager is hereby authorized on behalfofthe City to accept from the Estate
of William and Mary Jane Burtch the donation to the City of Roanoke of fourteen (14) works of art
created by Mrs. Burtch, valued at approximately $15,000, as more particularly set forth in the City
Council Agenda Report dated August 1, 2016.
2. The City Manager is hereby authorized to execute for and on behalf of the City any
and all requisite documents pertaining to the City's acceptance of the donation, such documents to be
approved as to form by the City Attorney.
3. This Council wishes to express its appreciation to the Estate of William and Mary
Jane Burtch for their generous donation to the City of Roanoke as described above.
4. The City Clerk is directed to transmit a copy of this Resolution to the Estate of
William and Mary Jane Burtch, expressing the City's appreciation for its donation.
R- donation ofan film Ella[, of William and M,,,, aurmh (8 -I -I6,
ATTEST:
City Clerk. �--
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Donation of Art for the Public Art Collection from the Estate of
William and Mary Jane Burtch (CM16- 00107)
Background:
Jim Burtch, son of recently deceased artist Mary Jane Burtch, generously approached
the Roanoke Arts Commission (RAC) about donating 14 works of art created by Ms.
Burtch to the City of Roanoke. The work includes oils, monoprints, watercolors, and
assemblages as Ms. Burtch was a master of many techniques. The Collections
Committee of the RAC recommended the works be accepted into the City of Roanoke
Art Collection and the RAC concurred.
Ms. Burtch started formal training at age nine, and continued her studies as a Fine
Arts Major at the Ringling School of Art in Sarasota, Florida where she won the
Outstanding Student Award for three years. A City of Roanoke resident and art
instructor, she was one of the founding members of the Open Studios Tour. Her work
is in corporate and private collections throughout the U.S. and in European countries.
Considerations:
The works are currently valued at $15,000. Pursuant to City Code, when the value of a
gift, grant, devise or bequest is more than five thousand dollars ($5,000.00),
acceptance or rejection shall be by ordinance or resolution of the council.
Recommended Action:
t -
Accept the donation o I of the art work from the Estate of William and Mary Jane Burtch.
�.� CHRISTOPHER P. MORRILL
City Manager
v'
Distribution: Council Appointed Officers
Brian Townsend, Asst. City Manager for Community Development
Barbara A. Dameron, Director of Finance
Greg Webster, Chair Roanoke Arts Commission
Susan Jennings, Arts and Culture Coordinator
CECELIA T. W EDU, CMC
August 2, 2016 nu
Assisrt DeViny ('try Clerk
Richard L. Walton, Jr.
Chief of Policy
Commonwealth of Virginia
Virginia Department of Transportation
1401 E. Broad Street
Richmond, Virginia 23219
Dear Mr. Walton:
I am enclosing copy of Resolution No. 40591 - 080116 accepting the Virginia Department
of Transportation's award to the City in the total amount of $4,176,624.00 for the
Colonial Avenue Improvements project; authorizing the City Manager to execute a
VDOT Standard Project Administration Agreement for Federal -aid Projects and
Appendix A for the Highway Safety Improvement Program.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely,
"'`,'C�
Stephanie M. Moon Reynolds, M
City Clerk
Enclosure
c: Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
Robert K. Bengtson, P.E., Director of Public Works
Philip C. Schirmer, P.E., L.S., City Engineer
Mark D. Jamison, P.E., PTOE, Transportation Division Manager
tr�
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Chinch Avenue, S. W., Boom 456
Roanoke, Virginia 24011 -1536
Telephone: (5411)X53 -2541
F.— (541))853-1145
STEPHANIE M. MOON REYNOLDS, MM(
E-nmil: dcrk(Oromioke...... CECELIA F. MCCOY
Ci1p Clerk
Ueyaly CIQ' Clerk
CECELIA T. W EDU, CMC
August 2, 2016 nu
Assisrt DeViny ('try Clerk
Richard L. Walton, Jr.
Chief of Policy
Commonwealth of Virginia
Virginia Department of Transportation
1401 E. Broad Street
Richmond, Virginia 23219
Dear Mr. Walton:
I am enclosing copy of Resolution No. 40591 - 080116 accepting the Virginia Department
of Transportation's award to the City in the total amount of $4,176,624.00 for the
Colonial Avenue Improvements project; authorizing the City Manager to execute a
VDOT Standard Project Administration Agreement for Federal -aid Projects and
Appendix A for the Highway Safety Improvement Program.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely,
"'`,'C�
Stephanie M. Moon Reynolds, M
City Clerk
Enclosure
c: Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
Robert K. Bengtson, P.E., Director of Public Works
Philip C. Schirmer, P.E., L.S., City Engineer
Mark D. Jamison, P.E., PTOE, Transportation Division Manager
1, AJ
U
IN'I'IIF COIINUIL OI 'I I11' CPI'1' OI; ROANOKE, VIRGINIA
The 1sL day of Aug,usL, 2016.
Nu. 40591 - 080116.
A RESOLII "PION accepling the Virginia Department of Transportation's
(VDOT) award to the City in the total amount of.$4,176,624 Iix the Colonial Avenue
hmp'"CluCnts project; authorizing the City Manager to execute a VDOT Standard
Project Administration Agreement for Federal -aid Pmjccts and Appendix A for the
Highway Salbty Improvement Program (" HSIP "); and authorizing the City Manager to
take certain other actions in connection with the above matters and project.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
The City of Roanoke hereby accepts the VDOT award it, the total
amount of $4,176,624 for the Colonial Avenue Improvements project, with a required
local match of $1,037,514 from the City, for the sh-eetscape improvements consisting of
new bicycle and pedestrian infrastructure, as well as intersection improvements in the
vicinity of Fishburn Park Elementary School and Virginia Western Community College
on Colonial Avenue from Overland Road to Winding Way Road, all as more fully set
forth in the City Council Agenda Report dated August I, 2016.
2. The City Manage- is hereby authorized to execute a VDOT Standard
Project Administration Agreement for Federal -aid Projects and Appendix A,
substantially similar to the one attached to the above mentioned City Council Agenda
Report, as further set forth in such Agenda Report, Such Agreement shall be approved
as to form by the City Attorney.
R- ACCepr VDOT Pond- Clbllvl Ave Lmpmveine�¢s Pmgrom (8 -1 -16)
1
The City Menage- IS hereby autIIo, irul to take such further actions it
CXCC.utc such lurlher documents as may be nuccssm'y to obtain, accept, implement,
admioiaha, and use such funds in the total amount 01'$4,170,624 from VDOT, together
with $1,037,514 in City matching funds, fm -the ¢ibove mentioned project, with any Such
deellmenlS to be approved aS to form by the City Attorney.
ATTEST:
v �Y)- g
City clerk.
R- Accept VeOI Lind- Calani��l Ave Inipinveinents Pmgrem (8 -kill
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st clay of August, 2016.
No. 40592- 080116.
AN ORDINANCE to appropriate funding from the Virginia Department of
Transportation Funds to the Colonial Avenue Improvements project, amending and
reordaining certain sections of the 2016 -2017 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 2016 -2017 Capital Projects Fund Appropriations be, and the same are
hereby, amended and reordained to read and provide as follows:
Appropriations
Appropriated from Federal Grant Funds
Appropriated from Federal Grant Funds
Appropriated from State Grant Funds
Appropriated from Federal Grant Funds
Revenues
HSIP— Colonial Ave Improvements
TA — Colonial Ave Improvements
VDOT— Colonial Ave Improvements
SS — Colonial Ave Improvements
08- 530 - 9458 -9002 $ 250,000
08
-530-
9458 -9002
458,814
08-
530
- 9458 -9007
922,810
08-
530
- 9458 -9002
2,545,000
08
-530-
9458 -9459
250,000
08-
530-
9458 -9460
458,814
08-
530
- 9458 -9458
922,810
08-
530
- 9458 -9461
2,545,000
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
W v \4. "0 U
City Clerk.
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Acceptance and Appropriation of Virginia Department of
Transportation (VDOT) Funds and Authorization of VDOT
Agreement for the Colonial Avenue Improvements Project
(CM 16- 00102)
Background
The Commonwealth Transportation Board (CTB) approved the latest Six -Year
Improvement Program (SYIP) on June 14, 2016, which included projects that
were scored and approved for full funding under the prioritization process.
This new prioritization process formerly referred to as H132, is now called
SMART SCALE. A total of 163 transportation projects totaling $1.7 billion
statewide were approved. The approved SYIP includes $4,176,624 for the
Colonial Avenue Improvements project. This amount includes Federal and State
funding sources such as Highway Safety Improvement Program (HSIP),
Transportation Alternatives (TA), Revenue Sharing, and SMART SCALE.
The Colonial Avenue Improvements project is anticipated to cost $6,500,000
and includes streetscape improvements consisting of new bicycle and
pedestrian infrastructure as well as intersection improvements in the vicinity of
Fishburn Park Elementary School and Virginia Western Community College on
Colonial Avenue from Overland Road to Winding Way Road. Improvements
consist of installation of in -road bike lanes, addition of sidewalk to both sides
of the street, improved pedestrian crossings, and intersection improvements at
Overland Road, McNeil Road, and Winding Way. These roadway improvements
coincide with changes proposed at Virginia Western Community College to
include a new 1,000 space parking garage on the southeast side of Colonial
Avenue with a net increase of 600 parking spaces and a new Science,
Technology, Engineering and Mathematics (STEM) building.
Considerations:
Per VDOT's Standard Project Administration Agreement - Federal -aid Projects, a
copy of which is attached, funding is allocated as follows: $250,000 received
through HSIP - requires no local match, $458,814 through TA - requires a 20%
local match of $114,704, $922,810 from Revenue Sharing - requires 50% local
match of $922,810, and $2,545,000 from SMART SCALE - requires no local
match. In addition to the local match requirements noted, the City will be
responsible for additional funding needed to complete the project. Funding in
the amount of $2,500,000 is available in account 08 -530 -9458, Colonial
Avenue Improvements.
Recommended Action:
Accept VDOT's award of funds in the total amount of $4,176,624 for the
Colonial Avenue Improvement project as set forth above; with the City
providing the required local match in the amount of $1,037,514 plus additional
funds as needed to complete the project.
Authorize the City Manager to execute the VDOT Standard Project
Administration Agreement and Appendix A similar to the one attached to this
report dated August 1, 2016. Such Agreement and Appendix A shall be in a
form approved by the City Attorney.
Authorize the City Manager to take such further actions and execute such
further documents as may be necessary to obtain, accept, implement,
administer, and use such funds in the total amount of $4,176,624 together
with City funds.
Adopt the accompanying Budget Ordinance to establish revenue estimates for
the multiple VDOT funding sources and appropriate funding in the same
amount into the expenditure account 08 -530 -9458, Colonial Avenue
Improvements.
F,',CHRISTOPHER P. MORRILL
City Manager
Distribution: Council Appointed Officers
Sherman M. Stovall, Assistant City Manager for Operations
Barbara A. Dameron, Director of Finance
Robert K. Bengtson, P.E., Director of Public Works
Philip C. Schirmer, P.E., L.S., City Engineer
Mark D. Jamison, P.E., PTOE, Transportation Division Manager
STANDARD PROJECT ADMINISTRATION AGREEMENT
Federal -aid Projects
Rroject Number
UPC
Local Government
UMD- 128 -R92
1 108898
1 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
Pmjecq 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:
The LOCALITY shall:
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 slate 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 timetine 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 108896 Project N 0000- 128 -R92
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.
I. 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 -lo -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 2 CFR 200.338, Remedies for Noncompliance, 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 332 -348 or Section 33.1 -331 of the Code of Virginia, 1950, as
amended, or other applicable provisions of federal, state, or local law or
regulations require such reimbursement.
It. 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
federal, state, and local laws and regulations. If the locality expends over
OAG Appmve0611812m2: neyieea 2/512015 2
UPC 108896 Project # 0000.128 -R92
Locality City of Roanoke
$750,000 annually in federal funding, such certification shall include a copy
of the LOCALITY's single program audit in accordance with 2 CFR 200.501,
Audit Requirements.
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.
I. 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.
?. 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 pamgmph LC,
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.
3. Appendix A identifies the funding sources for the project, phases of work to be
administered by the LOCALITY, and additional project - specific requirements
GAG ApproveE 611W2012, Re Isid 2/512015 3
UPC 108896 Project q 0000- 128 -R92
Locality City of Roanoke
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 purpose of conducting survey work pursuant to
Section 33.2-1011 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.
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 parry, 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.
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.
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
GAG Aparaveal 611=012: Rayisea 2/512015
UPC 108896 Project4 0000- 126 -R92
Locality City of Roanoke
reimbursed in accordance with paragraphs 11, 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 Lb or Lg 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.
OAG APpm 81187012. R. cal NW2015
UPC 108896 Project R 0000- 128 -R92
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:
Chief of Policy Date
Commonwealth of Virginia
Department of Transportation
Signature of Witness Date
Attachments
Appendix A (UPC 108896)
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Barbara White, Program Contact
Virginia Department of Forestry
900 Natural Resource Drive
Charlottesville, Virginia 22903
Dear Ms. White:
I am enclosing a copy of Resolution No. 40593 - 080116 accepting a FY 2017 Urban and
Community Forestry Grant in the amount of $16,000.00 to fund a part-time Urban
Forestry Planner to work under the Urban Forester, and authorizing the execution of
any required documents in connection therewith.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely, (K� �ey�
Stephanie M. Moon Reynolds, M
City Clerk
Enclosure
Pam Romanello, Administrative Contact, Virginia Department of Forestry,
900 Natural Resource Drive, Charlottesville, Virginia 22903
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Michael Clark, Parks and Recreation Manager
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Rarlm 456
Roanoke, Virginia 24011 -1536
Telephone: (540)853 -2541
Fax: (540) 853 -1145
STEPHANIE M. MOON REYNOLDS, MMC
E -.61: elerkQdrom,oke.'e.g °v
CECELIA N. MCCOY
CrO Clerk
Depot CiO Clerk
August 2, 2016
CECELIA'r. ALDD, C'MC
AesieM1ml Drpn1Y City Clerk
Barbara White, Program Contact
Virginia Department of Forestry
900 Natural Resource Drive
Charlottesville, Virginia 22903
Dear Ms. White:
I am enclosing a copy of Resolution No. 40593 - 080116 accepting a FY 2017 Urban and
Community Forestry Grant in the amount of $16,000.00 to fund a part-time Urban
Forestry Planner to work under the Urban Forester, and authorizing the execution of
any required documents in connection therewith.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely, (K� �ey�
Stephanie M. Moon Reynolds, M
City Clerk
Enclosure
Pam Romanello, Administrative Contact, Virginia Department of Forestry,
900 Natural Resource Drive, Charlottesville, Virginia 22903
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Michael Clark, Parks and Recreation Manager
1` S \mil
IN'IIIJ:COIIN('II,OI'' I'Illi('II'YUI :ROANOIU VIR(iINIA
11i" St daY of Augrist, 20tb.
No. 40593 -080116.
A b l!SOLI1'I'JON ucucpling a I Y 2017 Urban and Cnnununity Poresuy Gran( to fund n parf
time Urban forestry Planner (o work under (he llrhan IoIC5IC, and authorising the cxccu( 011 ofany
required d0CLlmen(5 in connection (herewith, upon certain terms and conditions.
Ill: fl" RIiSOI,Vlq) by the Council Ill tile City of Roanoke that:
'fhc City of Roanoke hereby accepts (hc FY 2017 Urban and Community Forestry
Grant in the amount of $16,000, with a $14,302 local match G-om the City, and 750 hours of in -kind
volunteer work by the Roanoke'litee Stewards, to fetid various projects, as more particultu ly set forth
in the City Council Agenda Report dated August 1, 2016.
2. 'I "he Cily Manager is hercbyaithmized toexecute,and the City Clerk is authorized to
attest, a Memorandum of Understanding attached to the City Council Agenda Reportdated August 1,
2016, and any other documents necessary to accept and implement such grant, as more particularly
set forth in the City Council Agenda Report dated August 1, 2016, such documents to be approved as
W form by the City Attorney, and to Furnish such additional information as may be required in
connection with the City's acceptance of this grant.
Ib Urban end Comnuunry Poruny Grnnis FV]OlZdoc
(A�TTE�SjT:
I nI
City Clerk.
(5(
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of August, 2016.
No. 40594- 080116.
AN ORDINANCE to appropriate funding from the Commonwealth of Virginia
for the Urban and Community Forestry Grant, amending and reordaining certain
sections of the 2016 -2017 General and Grant Funds Appropriations, and dispensing
with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2016 -2017 General and Grant Funds Appropriations be, and the same
are hereby, amended and reordained to read and provide as follows:
General Fund
Appropriations
Temporary Wages
01- 620 - 4340 -1004
($13,286)
FICA
01- 620- 4340 -1120
(1,016)
Transfer to Grant Fund
01- 250 - 9310 -9535
14,302
Grant Fund
Appropriations
Regular Employee Salaries
35- 620- 4380 -1002
21,414
City Retirement
35- 620 - 4380 -1105
3,385
401 Health Savings Match
35- 620- 4380 -1117
209
FICA
35- 620 - 4380 -1120
1,638
Medical Insurance
35- 620 - 4380 -1125
3,024
Dental Insurance
35- 620 - 4380 -1126
351
Life Insurance
35- 620 - 4380 -1130
281
Revenues
Urban Forestry Grant FY17 - Federal
35- 620- 4380 -4380
16,000
Urban Forestry Grant FY17 — Local Match
35- 620 - 4381 -4381
14,302
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
-tyCi
v
City Clerk.
V CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: FYI Urban and Community Forestry Grant Acceptance
Background:
For the fifteenth year, the Virginia Department of Forestry (VDOF) has awarded
Parks and Recreation funding to staff a part -time Urban Forestry Planner to
work under the Urban Forestry Coordinator. A letter was received on 6/21/16
notifying the Urban Forestry Coordinator that $16,000 would be awarded upon
completion of the Memorandum of Agreement (MOA). These funds require a
match of $12,931 from the City and 750 hours of in -kind volunteer work by the
Roanoke Tree Stewards (for a value of $17,303). To maintain the Urban Forestry
Planner position at current salary and benefit levels, the City of Roanoke must
provide an additional $1,371 in match funding, for a total match of $14,302.
The grant will be used to (1) revise the Parks Maintenance & Operations Plan, (2)
select riparian planting sites, (3) examine the benefits of tree canopy planted or
preserved for stormwater fee credits, (4) manage the Commemorative Tree
Program, and (5) coordinate the Roanoke Tree Steward Program. The activities
are consistent with the Urban Forestry Plan adopted as an element of Vision
2001 -2020.
Considerations:
City Council action is needed to accept this grant and authorize the City
Manager to execute the MOA between the VDOF and the City. A copy of the
MOA is attached to this letter.
Recommended Action:
Accept the grant as described above and authorize the City Manager to execute
any required grant agreements to be approved as to form by the City Attorney.
Adopt the accompanying budget ordinance to establish a revenue estimate in
the amount of $16,000, transfer local match funding of $14,302 from the Parks
and Recreation budget, and appropriate 530,302 into accounts to be
established in the Grant Fund by the Director of Finance.
- -- -- N r11J t I
Christopher Morrill
City Manager
Attachment
Distribution: Council Appointed Officers
Brian Townsend, Assistant City Manager
Barbara Dameron, Director of Finance
Michael Clark, Parks and Recreation Manager
U &CF Assistance Grant Program
Memorandum of Agreement
Grant # 16UCF05
This agreement made this 21' day of June, 2016 by and between the Virginia Department of Forestry, herein referred
to as "Party of the First Part", and City of Roanoke herein referred to as "Party of the Second Part ".
The parties of this agreement, in consideration of the mutual covenants and stipulations set out herein in order to
promote, support and participate in the federal grant program, sponsored by the U.S.D.A Forest Service (Catalog of
Federal Domestic Assistance #10 -664) agree as follows:
(1) PURPOSE:
Now therefore, in consideration of the above premises the parties of the first and second agree to the following
terms listed below.
(2) SCOPE OF SERVICES
The Party of the Second Part shall provide the service to the Party of the First Part as set forth in the grant
application, narrative and budget form as revised if revisions were done.
(3) TIME OF PERFORMANCE:
The services of the Party of the Second Part shall commence on June 21, 2016 and shall terminate on June
15, 2017. In the event of breach by the Party of the Second Part of this agreement, the Party of the First
Part will give written notice to the Party of the Second Part specifying the manner in which the agreement
has been breached.
All time limits stated are of the essence of this agreement
(4) COMPENSATION:
The Party of the Second Part shall be paid $16,000.00 by the Party of the First Part according to the
schedule on page 4, in accordance with the rules and regulations in Attachment A: The funds awarded
under the grant are available on a reimbursement basis after verification of match and in accordance with
the payment schedule on page 4. Minor shifts of the funds among categories not to exceed 10 percent
may be permitted, but in no case can the total expenditures exceed the amount provided by this contract.
Shifts of funds between budget categories exceeding 10 percent must be approved in writing by the Party
of The First Part.
Source documentation including canceled checks, copies of invoices, time and attendance records, and /or
detailed printouts will be submitted with the "Request for Funds ". Invoices will be marked "PAID" and
referenced as to how payment was made (i.e. check number).
(5) MATCHING /COST SHARE REQUIREMENTS
The funding listed above will require a 50 /50 match /cost share requirements.
Indirect Cost Rates- Pursuant to OMB Guidance 2 CFR 200.414 allows for Recipients without a negotiated
indirect cost rate to accept a de minimis indirect cost rate of 10% of Modified Total Direct Cost. Recipients with a
federally negotiated indirect cost rate must be identified in the proposal and subaward. A copy of the Recipient's
approved indirect cost rate agreement must accompany their application. All federal and recipient matching/cost-
share contributions are subject to all relevant OMB Circulars and Code of Federal Regulations.
Funds under this grant are not to be allocated for research; the funds are for project expenses only.
(6) PRE -AWARD COST:
Pursuant to OMB Guidance, 2 CFR 200.458 are hereby authorized where such costs are necessary for efficient and
timely performance of the scope of work. Such costs are allowable only to the extent that they would have been
allowable if incurred after the date of the award and only with the written approval of awarding agency.
(7) ASSISTANCE
The Parry of the First Pan agrees upon request of the Party of the Second Part to furnish, or otherwise make
available to the Party of the Second Part, copies of existing non - proprietary materials in the possession of the Party
of the First Part that are reasonably related to the subject matter of this agreement and are necessary to the Party of
the Second Part for completion of his performance under this agreement.
(8) GENERAL PROVISIONS:
Nothing in this agreement shall be construed as authority for either party to make commitments which will bind the
other party beyond the Scope of Service contained herein. Furthermore, the Party of the Second Part shall not
assign, sublet or subcontract any work related to this agreement or any interest it may have herein without the prior
written consent of the Party of the First Part. This contract is subject to appropriations by the Virginia General
Assembly.
(9) LAW APPLICABLE:
This Memorandum of Agreement shall be governed by the laws of the Commonwealth of Virginia.
(10) INTEGRATION AND MODIFICATION:
This contract constitutes the entire agreement between the Party of the Second Part and the Party of the First Part.
No alteration, amendment or modification in the provisions of this agreement shall be effective unless it is reduced
to writing, signed by the parties and attached hereto.
This award is executed as of the date of the last signature and is effective through June 15. 2017 at which time it
will expire, unless extended by an executed modification, signed and dated by all properly authorized, signatory
individuals. Any request for extension must be in writing a minimum of 30 days prior to the end of the stated grant
period. Extensions will not be guaranteed.
(1l) TERMINATION•
The Party of the First Pan may terminate this agreement for its convenience upon 60 days written notice to the
other party. The Party of the Second Part shall be paid for no service rendered or expense incurred after receipt of
such notice except such fees and expenses incurred prior to the effective date of termination that are necessary for
curtailment of its /his work under this agreement.
In the event of breach by the Party of the Second Part of this agreement, the Party of the First Part shall have the
right immediately to rescind, revoke or terminate the agreement. In the alternative the Party of the First Part will
give written notice to the Party of the Second Part specifying the manner in which the Agreement has been
breached. If a notice of breach is given and the Party of the Second Part has not substantially corrected the breach
within the sixty 60 days of receipt of the written notice, the Parry of the First Part shall have the right to terminate
this Agreement.
In the event of rescission, revocation or termination, all documents and other materials related to the performance
of this Agreement shall become the property of the Department of Forestry.
(12) COLLATERAL CONTRACTS:
Where there exists any inconsistency between this Agreement, Attachment A and other provisions of collateral
contractual agreements which are made a part of this Agreement by reference or otherwise, the provisions of this
Agreement shall control.
(13) ANTI - DISCRIMINATION:
During the performance of this contract, the Party of the Second Part agrees as follows;
The Party of the Second Part will not discriminate against any employee or applicant for employment because of
race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide
occupational qualification reasonable necessary to the normal operation of the Party of the Second Part. The
Party of the Second Part agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this non - discrimination clause.
The Party of the Second Part, in all solicitations or advertisement for employees placed by or on behalf of the Party
of the Second Part, will slate that such Party of the Second Part is an equal opportunity employer.
Notices, advertisements and solicitations in accordance with federal law, rules or regulations shall be deemed
sufficient for the purpose of meeting the requirements of the Section.
The Party of the Second Part will include the above provisions in every subcontract or purchase order of over
$10,000, so that the provisions will be binding upon each subcontractor or vendor.
(14) APPLICATIONS:
This agreement shall be governed in all respects, whether as to validity, construction, capacity, performance or
otherwise, by the laws of the Commonwealth of Virginia.
(15) SEVERABILITY:
Each paragraph and provision of the Agreement is severable from the entire Agreement and if any provision is
declared invalid, the remaining provisions shall nevertheless remain in effect.
(16) CONTINGENT FEE WARRANTY:
The Party of the Second Part warrants that he/it has not employed or retained any person or persons for the purpose
of soliciting or securing this Agreement. The Party of the Second Part further warrants that he /it has not paid or
agreed to pay any company or person any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon the award or making of this Agreement. For breach of one or both of the foregoing
warranties, the Agency shall have the right to terminate this agreement without liability, or, in its discretion or
otherwise recover, the full amount of said prohibition fee, commission, percentage, brokerage fee, gift or
contingent fee.
(17) CONFLICT OF INTEREST:
The Party of the Second Part warrants that he has fully complied with the Virginia Conflict of Interest Act.
(18) FINANCIAL RECORDS AVAILABILITY:
The Party of the Second Part agrees to retain all books, records and other documents relative to this Agreement for
five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The
Party of the First Part, its authorized agents and /or State auditors shall have full access to and the right to examine
any of said materials during said period.
The Party of the Second Part agrees to comply with the Federal cost and administrative regulations found in the
OMB Uniform Guidance published December 26, 2014.
Administrative Regulations can be located at: http : / /whitehouse.gov /omb /araiits default/
Cost Principles can be located at: h>h> p : / /sooaccess.eov /efr /index.himl.
Forms can be found at htto' / /www ocio usda ( =ov /forms /ocio forms html or htto: / /seareh.usda.eov
(19) PERFORMANCE REPORTS:
The Parry of the Second Part agrees to provide the Party of the First Part performance reports on all activities
identified in the proposals as they occur. The performance reports will contain a summary of progress and
activities for each activity within the proposal; indicate any problems and solutions in meeting requirements, and
provide financial funds expenditure information for reimbursement as appropriate. Please see the Performance
Report Form
Grantees may request reimbursement as frequently as needed (within reason) but no more than 4 times per grant
cycle
The schedule for submittal of the periodic performance reports shall be as follows:
PERIOD COVERED SUBMITTAL DATE
(20) PRINCIPAL CONTACTS:
In witness whereof the parties have caused this agreement to be executed by the following duly authorized
officials:
PARTY OF THE SECOND PART PARTY OF THE FIRST PART
This contract has been reviewed by the staff of the Party
of the First Part. Its substantive terms are appropriate, and
sufficient funds have been obligated for its performance.
BY (Print Name): Christopher P. Morrill
Program Contact
(Signature):
Administrative Contact
Name
Barbara White
Name
Pam Romanello
Address
900 Natural Resource Drive
Address
900 Natural Resource Drive
City, State, Zi.p
Charlottesville, VA 22903
City, State, Zip
Charlottesville, VA 22903
Phone
434 - 220 -9041
Phone
434 - 220 -9050
Email
Barbara.white dofvir inia. ov
Email
Pam.romaello dof.vir inia. ov
In witness whereof the parties have caused this agreement to be executed by the following duly authorized
officials:
PARTY OF THE SECOND PART PARTY OF THE FIRST PART
This contract has been reviewed by the staff of the Party
of the First Part. Its substantive terms are appropriate, and
sufficient funds have been obligated for its performance.
BY (Print Name): Christopher P. Morrill
BY (Print Name):
(Signature):
(Signature):
TITLE: City Manager
TITLE:
ORGANIZATION: City of Roanoke, Virginia
AGENCY: Virginia Department of Forestry
DATE:
DATE:
Attachment A
A. Collaborative Arrangements: Where permitted by terms of the award, may enter into collaborative
arrangements with other organizations to jointly carry out activities with grant funds.
B. Non - Liability: The Virginia Department of Forestry does not assume liability for any third party
damages arising out of this award.
C. Metric System of Measurement: Wherever measurements are required or authorized, they shall also
be made, computed and recorded in metric system units of measurement, unless otherwise authorized
in writing.
D. Trafficking in Persons: Human Trafficking is prohibited; additional information can be found under
the Trafficking Victims Protection Act (TVPA) of 2000, as amended (22 U.S.C. 7104 (g)).
E. Eligible Workers: All sub - recipients shall ensure that all employees complete the 1 -9 form and
certify that they are eligible for lawful employment under the Immigration and Nationality Act (8
U.C.S. 1324a).
F. Program Income: If any program income is generated as a result of an award, costs incidents due to
the generation of program income can be deducted from the gross income to determine the program
income amount, provided these costs have not been charged to the award and comply with the
applicable Cost Principles.
G. Grants may not be used for entertainment purposes. This means food, recreational type items,
entertainment such as music, alcohol, plays movies, etc. These items also may not be used as match to
the grant funding. Land may not be used as match. Rule of thumb — if you can't purchase it directly
with grant dollars then most likely one cannot use it as match.
H. Award Closeout: Award will be closed out either on the expiration date or with the notice of
termination. Any unobligated funding at that time will be reverted to the Department of Forestry.
1. Program Performance Reports: Shall be submitted in order to monitor performance of grant
activities to ensure that performance goals are being achieved. Performance Reports will include: A
comparison of actual accomplishments to the goals achieved for the period; reason(s) for delay if
established goals were not met; additional pertinent information pertaining to the grant.
J. Notification: Program Manager should be notified immediately of developments that have a
significant impact on the activities supported under this grant.
K. Changes in Key Positions and Personnel: Revisions to key positions and personnel identified in the
application for this award require prior, written approval from the Department of Forestry. Failure to
obtain prior, written approval when required may result in the disallowance of costs.
L. Freedom of Information Act (FOIA): Public access to grant or agreement records shall not be
limited, except when such records must be kept confidential and would have exempted from
disclosure pursuant to "Freedom of Information" regulations (5 U.S.C. 552).
M. Text Messaging while driving: In accordance with Executive Order (ED) 13513, "Federal
Leadership on Reducing Text Messaging while driving" any and all text messaging by Federal
Employees is banned. All sub recipients are encouraged to adopt and enforce policies that ban text
messaging while driving while on government business.
N. Public Notices /Acknowledgement: It is the U.S. Forest Service's policy to inform the public as fully
as possible of its programs and activities. It is encouraged to give public notice of the receipt of this
award from time to time, to announce progress and accomplishments. Acknowledge the U.S. Forest
Service as well as the Virginia Department of Forestry support in publications, audiovisuals and
electronic media developed as a result of this award. A mandatory provision if development of
publications or production of audiovisuals, or if information is shared via electronic format (including
websites).
O. Nondiscrimination Statement- Printed, Electronic or Audiovisual Materials: the following
statement, in full, in any printed audiovisual material or electronic media for public distribution
developed or printed with any federal funding.
'In accordance with Federal law and U.S. Department afAgriculture policy, this institution is
prohibitedfrom discriminating on the basis of race, color, national origin, sex, age or disability."
If the material is too small to permit the full statement to be included, the material must, at a
minimum, include the following statement, in print size no smaller than the text:
"This institution is an equal opportunity provider."
P. Debarment and Suspension: Grantees must certify if any principals are presently excluded, debarred
or suspended from entering into covered transactions with the federal government in according to the
terms of 2 CFR Part 180.
Q. Drug Free Workplace: Agrees to provide a drug -free workplace form AD -1049 to the Department of
Forestry. This will verify that each employee who will be engaged in the performance of any
project/program receiving federal funding will follow drug -free regulations as stated in the
Rehabilitation Act of 1973 (29 U.S.C. 794).
R. Copyrighting: Virginia Department of Forestry has the sole and exclusive right to copyright any
publications developed as a result of this award. This includes the right to publish and vend
throughout the world in any language and in all media and forms, in whole or in part, for the full term
of copyright and all renewals thereof in accordance with this award. No original text or graphics
produced and submitted by the USES shall be copyrighted.
S. Central Contractor Registration and Universal Identifier Requirements:
(i) Requirement of Central Contractor Registration (CCR)- unless exempted from 2CFR 25.110, as a
recipient you must be registered and maintain information updated at CCR internet site:
http: / /www.cer.gov.
(ii) Requirement ofData Universal Numbering System (DUNS) Number- no entity may receive a sub -
award unless the entity can provide a DUNS number. (DUNS current internet site:
http: / /fedgov.dnb.coin /webform)
T. Members of Congress: Pursuant to 41 U.S.C. 22, no United States member of, or United States
delegate to, Congress shall be admitted to any share or part of this award, or benefits that may arise
there from, either directly or indirectly.
U. Disclosure of Lobbying Activities: Agrees to disclose lobbying activities pursuant to 31 U.S.C. 1352;
the completion of Standard Form LLL, is mandatory.
V. Federal Funding Accountability and Transparency Act (Sub -award Reporting System):
Effective October I, 2010 all sub - awards that receives $25,000 or more from a federal award will need
to be reported. The sub -award is responsible for providing DOF with the following information for
timely reporting: Name, Address, Federal Tax Identification Number, DUNS Number, Principal place
of performance and names of Highly Compensated Officers.
W. International Travel: Funding for international travel is not approved from this grant.
Attachment B
Check list
The following information must be submitted with the Memorandum of Agreement:
I. Application for Federal Assistance SF424
2. Revised Budget Detail — if not receiving full funding
3. Assurances SF424B
4. Debarment AD 1048
5. Drug Free Form
6. W -9
7. Legislative Information form
The following forms must be used when requesting reimbursement
I. Reimbursement form
2. Itemized Expense form
3. Volunteer Log if volunteer time is part of the match
4. Volunteer log used for documentation of staff time, or organization equivalent
2016 Urban and Community Forestry Assistance Grants
Revised BUDGET WORKSHEET
of Roanoke
Project Name: Revision of Parks Maintenance & Operations Plan; Water Quality Efforts
Grant Number: 16UCF05
ITEM
Itemize Expenses Below
Grant Share
Direct
Expenses
or Cash
Purchases
Applicant
Direct
Expenses or
Cash Purchases
Applicant
In -Kind*
Personnel
Services:
Volunteer&
Staff hrs.
Applicant
In -Kind
Donated:
Services,
Supplies or
Equipment use
Total
Personnel: Urban Forestry
Planner, 1040 hrs @ $20.59/hr
11,305.00
10,105.00
21,410.00
Urban Forestry Planner - Fringe
Benefits: 41.53%
4,695.00
1 4,197.00
8,892.00
Volunteer Tree Stewards:
750 hrs @ $23.07/hr
17,303.00
17,303.00
TOTAL
1 16,000.00
14,302.00
17,303.00
-
47,605.00
NOTE: Total of Applicant Share Column, In -Kind and Cash Donation Column must equal or exceed Grant Share Column
All grantees are required to maintain and submit written records that fully document all expenses.
For the 2016 -2017 grants, $23.56 is the federally accepted base rate for volunteers. You may use a higher value for a
professional who volunteers his /her professional services. Children should generally be at the minimum wage rate.
OMB Approval No. 0340 -0043
APPLICATION FOR
2. DATE SUBMITTED
Applicant Identifier
PROPOSALp
FEDERAL ASSISTANCE
1. TYPE OF SUBMISSION
1
3. DATE RECEIVED BY
State Application Identifier
Application
Pre- application
STATE
16UCFOS
❑Construction
❑Construction
4. DATE RECEIVED BY FEDERAL AGENCY
Federal Identifier
x Non - Construction
x Non - Construction
5.
Legal Name. City of Roanoke, Virginia
Organizational Unit:
Address (give city, county, state, and zip code)
215 Church Avenue, Room 303, Roanoke, VA 24011
Name and telephone number of the person to be contacted on matters
involving this application (give area code) Daniel J. Henry 540-853 -1994
EMPLOYER IDENTIFICATION NUMBER (Eli
7. TYPE OF APPLICANT: C
(enter appropriate letter in box)
A. State H. Independent School Dist
B. County 1. State Controlled Inst of Higher
5 1 4 6 1 0 1 0 1 5
6 9
Learning
C. Municipal J. Private University
8, TYPE OF APPLICATION.
�X New ❑ Continuation
❑ Revision
0. Township K. Indian Tribe
E. Interstate L. Individual
If Revision, enter appropriate letters) in box(es).
❑ 1-1
F. Intermunicipal M. Profit Organization
G. Special District N. Other (Specify):
A. Increase Award B. Decrease Award O Increase Duration
9. NAME OF FEDERAL AGENCY:
D. Decrease Duration Other (specify):
USDA Forest Service
10. CATALOG OF FEDERAL 1 0 •
6 6 4
11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:
DOMESTIC ASSISTANCE NO.
TITLE: Cooperative Forestry
Revision of Parks Maintenance & Operations Plan;
Water Quality Efforts
12. AREAS AFFECTED BY PROJECT (cities, counties,
states, etc.)
City of Roanoke, Virginia
13. PROPOSED PROJECT:
14.
CONGRESSIONAL DISTRICTS OF:
Start Date Ending Date
a. Applicant 6 b. Priced
June 21, 2016 June 15, 2017
15. ESTIMATED FUNDING:
16. ISAPPLIGIT SLWCrTO�WB AME)G VCUMORDERIMPROCE.SS'I
it YES TLSPREAFRaIICN'PFPJCATICNW/SM AVALABETOTFE
STATEElEQ1M ECFDERIMPRCCESSFORREVEVJCN
DATE
a. Federal
$ 16,000 .00
b. Applicant
$ 14,302 .00
c. State
$ .00
b. NO PROGRAv16NDTOCIvEEDWED 1M
d. Local
$ 00
e. Other (volunteer
$ 17,303 .00
hours
❑ CRPR0G RM4WSNO1F ¢8JSElECI®BYSTATi
17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
OYes If "Yes , "started an explanation O No
f. Program Income
$ _00
g. TOTAL
$ 47,605 .00
18. TOIIEBESr CFMY1010iyLEDCE MDBEI U,,AI TAWTiSAPRJCATIGiPFE0PPL1G1110
TfiEADOUR ..THE DOQh HAS BEEN DILLY
AIMIDFWMEYTFEGO43 NNGBODYIJ AFRJ(JMMDTFEAPPl1COMWILCQh YVMTFEATTAf ASSI.NONCFSFTIEASSSTMI ISMAfmFA
a. Typed Name of Authorized Representative:
b. Title: City Manager
c. Telephone Number:
540- 853 -2333
Christopher P. Monili
e. Date Signed'.
d. Signature of Authorized Representative'.
Previous Editions Not Usable
Authorized for Local Reproduction
Standard Form 424 (REV 7 -97)
Prascribed by OMB Circular A -102
OMB Approval No. 0368 4003
Authorized for Local Reproduction
OMB Approval No. 034"040
ASSURANCES -- NON - CONSTRUCTION PROGRAMS
Note: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the
awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If
such is the case, you will be notified.
As the dulv authorized representative of the applicant I certify that the applicant
(e) the Drug Abuse Office and Treatment Act of 1972
I. Has the legal authority to apply for Federal assistance, (P.L. 92 -255), as amended, relating to nondiscrimination
and the institutional, managerial and financial capability on the basis of drug abuse; (t) the Comprehensive
(including funds sufficient to pay the non - Federal share Alcohol Abuse and Alcoholism Prevention, Treatment
of project costs) to ensure proper planning, management and Rehabilitation Act of 1970 (P.L. 91 -616), as
and completion of the project described in this amended, relating to nondiscrimination on the basis of
application. alcohol abuse or alcoholism; (g) §§ 523 and 527 of the
Public Health Service Act of 1912 (42 U.S.C. 290 -dd -3
1 Will give the awarding agency, the Comptroller General and 290 ee -3), as amended, relating to confidentiality of
of the United States, and if appropriate, the State, alcohol and drug abuse patient records; (h) Title VIII of
through any authorized representative, access to and the the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.),
right to examine all records, books, papers, or documents as amended, relating to nondiscrimination in the sale,
related to the award; and will establish a proper rental or financing of housing; (I) any other
accounting system in accordance with generally accepted nondiscrimination provisions in the specific staime(s)
accounting standards or agency directives. under which application for Federal assistance is being
made; and Q) the requirements of any other
3. Will establish safeguards to prohibit employees from nondiscrimination statme(s) which may apply to the
using their positions for a purpose that constitutes or application.
presents the appearance of personal or organizational
conflict of interest, or personal gain.
4. Will initiate and complete the work within the applicable
time frame after receipt of approval of the awarding
agency.
5. Will comply with the Intergovernmental Personnel Act of
1970 (42 UB.C. §§ 4728 -4763) relating to prescribed
standards for merit systems for programs funded under
one of the nineteen statutes or regulations specified in
Appendix A of OPM's Standards for a Merit System of
Personnel Administration 15 C.F.R. 900, Subpart U.
6. Will comply with all Federal statutes relating to
nondiscrimination. These include but are not limited to:
(a)Title VI ofthe Civil Rights Act of 1964 (P.L. 88 -352)
which prohibits discrimination on the basis of race, color
or national origin; (b) Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. §§ 1681-
1683, and 1685- 1686), which prohibits discrimination on
the basis of sex; (c) Section 504 of the Rehabilitation Act
of 1973, as amended (29 U.S.C. § 794), which prohibits
discrimination on the basis of handicaps; (d) the Age
Discrimination Act of 1975, as amended (42 U.S.C. §§
6101 - 6107), which prohibits discrimination on the basis
of age;
Will comply, or has already complied, with the
requirements of Titles II and III of the Uniform
Relocation Assistance and Real Property Acquisition
Policies Act of 1970 (P.L. 961 -646) which provide for
fair and equitable treatment of persons displaced or
whose property is acquired as a result of Federal or
federally assisted programs. These requirements apply to
all interests in real property acquired for project purposes
regardless of Federal participation in purchases.
Will comply with the provisions of the Health Act (5
U.S.C. §§ 1501 -1508 and 7324 -7328) which limit the
political activities of employees whose principal
employment activities me funded in whole or in part with
State funds.
Will comply, as applicable, with the provisions of the
Davis -Bacon Act (40 U.S.C. §§ 276a to 276a -7), the
Copeland Act (40 U.S.C. § 276c and 18 U.S.C. §§ 874),
and the Contract Work Hours and Safety Standards Act
(40 U.S.C. §§ 327 -333), regarding labor standards for
federally assisted construction subagreements.
10. Will comply, if applicable, with Flood insurance purchase
requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (P.L. 93 -234) which requires
recipients in a special flood hazsrd area to participate in
Standard Form 4248 (7 -07)
Prescribed by OMB Cn alorA -102
Authorized for Local Reproduction
the program and to purchase flood insurance if the total
cost of insurable construction and acquisition of S 10,000
or more.
Will comply with environmental standards which may be
prescribed pursuant to the following: (a) institution of
environmental quality control measures under the
National Environmental Policy Act of 1969 (P.L. 91-
190) and Executive Order (EO) 1 1514; (b) notification of
violating facilities pursuant to EO 11738; (c) protection
of wetlands pursuant to EO 11990; (d) evaluation of
flood harards in floodplains in accordance with TO
11988; (e) assurance of project consistency with the
approved State management program developed under
the Coastal Zone Management Act of 1972 (16 U.S.C. §§
1451 at seq.); (f) conformity of Federal actions to State
(Clear Air) Implementation Plans under Section 176(c)
of the Clear Air Act of 1955, as amended (42 U.S.C. §
7401 et seq.); (g) protection of underground sources of
drinking water under the Safe Drinking Water Act of
1974, as amended, (P.L. 93 -523); and (h) protection of
endangered species under the Endangered Species Act of
1973, as amended, (P.L. 93 -205).
11 Will comply with the Wild and Scenic Rivers Act of
1968 (16 U.S.C. §§ 1271 at seq.) related to protecting
components or potential components of the national wild
and scenic rivers system.
13. Will assist the awarding agency in assuring compliance
with Section 106 of the National Historic Preservation
Act of 1966, as amended (16 U.S.C. 470), EO 11593
(identification and protection of historic properties), and
the Archeological and Historic Preservation Act of 1974
(16 U.S.C. 469a -I et see.).
14. Will comply with P.L. 93 -348 regarding the protection of
human subjects involved in research, development, and
related activities supported by this award ofassistance.
15. Will comply with the Laboratory Animal Welfare Act of
1966 (P.L. 89 -544, as amended, 7 U.S.C. 2131 et seq.)
pertaining to the care, handling, and treatment of warm
blooded animals held for research, teaching, or other
activities supported by this award of assistance.
16. Will comply with the Lead -Based Paint Poisoning
Prevention Act (42 U.S.C. §§ 4801 at seq.) which
prohibits the use of lead based paint in construction or
rehabilitation oftesidence structures.
17. Will cause to be performed the required financial and
compliance audits in accordance with the Single Audit
Act of 1984.
18. Will comply with all applicable requirements of all other
Federal laws, executive orders, regulations and policies
governing this program.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL
TITLE
City Manager
APPLICANT ORGANIZATION
DATE SUBMITTED
City of Roanoke, Virginia
SF 424B (7 -97) Back
U.S. DEPARTMENT OF AGRICULTURE
Certification Regarding Debarment, Suspension, and Other
Responsibility Matters - Primary Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7
CFR Part 3017, Section 3017.510, Participants' responsibilities. The regulations were published as Part IV ofthe
January 30, 1989, Federal Register (pages 4722 - 4733). Copies offs, regulations may be obtained by contacting the
Department of Agriculture agency offering the proposed covered transaction.
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON NEXT PAGE)
(1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its
principals:
(a) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any Federal department or agency;
(b) have not within a three -year period preceding this proposal been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or
contract under a public transaction; violation of Federal or State antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
(c) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State or Local) with commission of any of the offenses enumerated in paragraph (1) (b)
of this certification; and
(d) have not within a three -year period preceding this application /proposal had one or more public
transactions (Federal, State or Local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this certification,
such prospective participant shall attach an explanation to this proposal.
City of Roanoke Virginia 16UCF05
Organization Name PR/Award Number of Project Name
Christopher P. Morrill City Manager
Name and Title of Authorized Representative
Date
Form AD -1047 (1/92)
INSTRUCTIONS FOR CERTIFICATION
I. By signing and submitting this form, the prospective primary participant is providing the certification set
out on the reverse side in accordance with these instructions.
2. The inability of a person to provide the certification required below will not necessarily result in denial of
participation in this covered transaction. The prospective participant shall submit an explanation of why it
cannot provide the certification set out on this form. The certification or explanation will be considered in
connection with the department or agency's determination whether to enter into this transaction. However,
failure of the prospective primary participant to furnish a certification or an explanation shall disqualify
such person from participation in the transaction.
3. The certification in this clause is a material representation of fact upon which reliance was placed when the
department or agency determined to enter into this transaction. If it is later determined that the prospective
primary participant knowingly rendered an erroneous certification, in addition to other remedies available to
the Federal Government, the department or agency may terminate this transaction for cause or default.
4. The prospective primary participant shall provide immediate written notice to the department or agency to
whom this proposal is submitted if at any time the prospective primary participant leams that its
certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
5. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction,"
"participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded,"
as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules
implementing Executive Order 12549. You may contact the department or agency to which this proposal is
being submitted for assistance in obtaining a copy of those regulations.
6. The prospective primary participant agrees by submitting this form that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person
who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered
transaction, unless authorized by the department or agency entering into this transaction.
7. The prospective primary participant further agrees by submitting this form that it will include the clause title
"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier
Covered Transaction," provided by the department or agency entering into this covered transaction, without
modification, in all lower tier covered transactions and in all solicitations for lower tier covered
transactions.
8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower
tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the
covered transaction, unless it knows that the eerlification is erroneous. A participant may decide the
method and frequency by which it determines the eligibility of its principals. Each participant may, but is
not required to, check the Nonprocurement List.
9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in
order to render in good faith the certification required by this clause. The knowledge and information of a
participant is not required to exceed that which is normally possessed by a prudent person in the ordinary
course of business dealings.
10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended,
debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other
remedies available to the Federal Government, the department or agency may terminate this transaction for
cause or default.
Form AD -1047 (1192)
OMB APPROVAL NO 0991.0002
U.S. DEPARTMENT OF AGRICULTURE
CERTIFICATION REGARDING
DRUG -FREE WORKPLACE REQUIREMENTS (GRANTS)
ALTERNATIVE I - FOR GRANTEES OTHER THAN INDIVIDUALS
_— ._- - -_. _
This certification is required by the regulations implementing Sections 5751 -5160, of the Drug -Free Workplace Act of 1986
(Pub. L. 100 -690, Title V, Subtitle D, 41 U.S.C. 701 at seq.), 7 CFR Part 3017, Subpart F, Section 3017.600, Purpose. The
January 31, 1989, regulations were amended and published as Part It of the MAY 25, 1990, Federal Register (pages 21681-
21691). Copies of the regulations may be obtained by conlacfing the Department of Agriculture agency offering the grant
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
Alternative I
A. The grantee certifies that it will or will Continue to provide a drug-free workplace by
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or
use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken
against employees for violation of such prohibition;
(b) Establishing an ongoing drug -free awareness program to inform employees about –
(1) The dangers of drug abuse in the workplace,
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs, and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the
statement required by paragraph (a)
(d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the
grant, the employee will –
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in
the workplace no later than five calendar days after such conviction;
(e) Notify the agency in writing, within 10 calendar days after receiving notice under subparagraph (d)(2) from an
employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide
notice, including position, title, to every grant officer on whose grant activity the convicted employee was working,
unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the
identification number(s) of each affected grant;
(1) Taking appropriate personnel action against such an employee, up to and including termination, consistent
with the requirements of the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program
approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate
agency;
(g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of
paragraphs (a), (b), (c), (d), (e) and (f).
I -i
Form AD -1049 (REV 5/90)
Microsoft Wore 2000
B The grantee may need in the space provided below IM sites) for the performance of work done In connection with the spoons grant
Place of Performance (Street address, city, county, State, zip code)
Roanoke Department or Parks and Recreation
1802 Courband Rd NE, Suite 120
Roanoke, VA 24012
Check if there are workplaces on file that are not identlried here
City of Roanoke, Virginia 16UCF05
— Organization _ Award Numberor Project Name - --
Christopher R fil ll, City Manager
Name and Title of Authorized Representative
Signature __. __.. _...__._. Date____. ._.._. ___._ _...... _._.
Instructions for Certification
1 By signing and of bmilkng ties forml the grandee is providing Me cartircedon set aid on pages 1 and 2
2 The Mai ical set out on pages 1 and 2 Is a moaned representation of fact upon eMich reliance is placed when Me agency awards Me gram If it is
later determined that the grantee knowingly rendered a false certification . or olhentime violates the requirements pill Dmg -Free Workplace Act, Me
agency, in addition to any other remedies available to Me Federal Government may lake action authorized under the Dmg -Free Workplace Ad.
3. Workplaces under Wants, far grantees other Man Individuals, need not be WentirRd on the certification. Il know, they maybe Identified lo the grant
applicallon. If the grantee does not Identify the workplaces at the time of application, or upon award, If Mere is M application, the grantee must keep
Me Identity of the workplaces) on file in Its chat antl make Mee Infamlallon available for Federal Inspection Failure W Identify 30 known workplaces
constitutes a violation of the grantee's drug -bee war lace requirements.
4 workplace idenli0eatlons mush Irmlude the actual address of bulklmgs (or pads of bu Wings) or other shes where work under the grant takes place
Categorical description may be used (e g.. all vehicles of a mass lmnst aulhoflly or State highway department while in operation, Slate employees In
each Ideal unemployment office, pedolnRrs In concen halls or radio studios)
5. If Me workplace Identified to the agency changes during the performance of the grant the Warime shall Inform Me agency of the changelsl. if II
previously Ideal the workplaces In qualified (see paragraph three).
6. Defintlions of terms In the Nommucnemenl Suspanslon and Debarment common rut and Doug- Free Workplace common Me apply to this cerificalion
Grenlees' atlenllon Is calktl. In particular, to the following definitions from these rules
"Controlled substance means a controlled substance In Sclleduks I reboil V of the Controlled Substances Act (21 US C. 812) and as further
darned by regWation (21 CFR 130911 through 130915).
"Convicted" means a finding of gold orouding a plea of note contendere) or imposlllon of sentence, or both, by any Judicial body charged! with Me
responiabllly to determine vioWtlons of the Federal or State cdmWal drug statures.
"Criminal drug statute" means a Federal or non Federal criminal statute Involving the manufacture, distributed, dispensing, use w possession of any
controlled substance,
"Employee" means Me employee are grantee i irectiy engaged In the performance of work orders grant, inducting. (i) all "direct charge" employees.
(ii) all'' ndiract charge' employees unless their Mpact or much ement Is Insignificant to the performance of Ire grant. and, (ti) temporary personnel
and consultants who are directly engaged W Me performance of work under the grant and who are on the gfantee's payroll. This definhlan does not
include warders not on the payroll of the grantee (a . g., volunteers, even t sued to meal a mulching requlremenC consW ants or Imkpendent cmdrsdors
not on the grantee's payroll employees of subrecipknls or subcontractors In covered! workplaces).
1 -2
Form AD -1049 (REV 5190)
Form W -9
Request for Taxpayer Identification
j;.' "'
commonw.anh of Virginia
subswme w -g Form
Number and Certification
4
'."+`
Revised July 2014
Social Security Number(SSN)
Please select the a pp ropriate Taxpayer l de ratification No in ber(E I N or SSN) type a nd
enter your 9 digit ID number . The El or SSN provided must match the name given
rX Employer Identification Number (EIN)
on the "Legal Name" line to avoid backup withholding. If you do not have a Tax ID
number, please reference' Specific Instructions - Section 1." If the account is in more
5 4 6 0 0 1 5 6 9
than one name, provide the name of the individual who is recognized with the IRS as
- --
the responsible party.
Dunn & Bradstreet Universal Numbering System (DUNS) (see
instructions)
Legal Name:
City of Roanoke, Virginia
City of Roanoke, Virginia
Y 9
0 0 6 7 0 4 3 1 6
--- -- - - --
Business Name:
Entity Type
Entity Classification
Exemptions (see instructions)
C
.mf:
0 Individual 0 Corporation
O Professional Services ❑Medical Services
Exempt payee code
_ _
(If any): 3
K
10— Sole Proprietorship F5 S- Corporation
10 Political Subdivision F0 Legal Services
d.
(from backup withholding)
_
rp Partnership Ili C- Corporation
_
'❑ Real Estate Agent O loin[ Venture
`a
6
r
10 Trust ! 0 Disregarded Entity
IR VA Local Government X10 Tax Exempt Organization
Exemption from FATCA reporting
X
code (if any):
F
iO Estate O Limited Liability Company
I❑ Federal Government 00TH Government
r4
C
F 14 Government 10 Partnership
O VA State Agency r0 Other
D
,
to
P Non -Profit -0 Corporation
Contact Information
Legal Address: 215 Church Avenue
Name:
Daniel J. Henry
Email Address:
dan.henry@roanokeva.gov
Business Phone:
540 853 -1994
city: Roanoke State: VA Zip Code: 24011
Remittance Address: 215 Church Avenue
Fax Number:
540 853 -5451
Mobile Phone:
540 537 -5115
Alternate Phone:
city: Roanoke State: VA Zip Code: 24011
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
O
2. lam not subject to backup withholding because'. (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
—
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or c) the IRS has notified me that I am
al
no longe rsubjecttobackupwithholding ,and
3. lam a U.S. citizen or other US, person (defined later In general instructions), and
V4.
The FATCA codes) entered on this form (if any) indicating that l am exempt from FATCA reporting is correct.
N
Certification instructions: you must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not
apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual
N
retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but
you must provide your correct TIN. See instructions titled Certification
PrntedName:
hristopher P. Morrill
Authorized D.S. signature:
I
Date:
Commonwealth of Virginia Substitute W -9 Form Instructions
General Instructions Nonresident alien who becomes a resident alien.
Generally, only a nonresident alien individual may
Section references are to the Internal Revenue Code use the terms of a tax treaty to reduce or eliminate
unless otherwise noted. U.S. tax on certain types of income. However, most
tax treaties contain a provision known as a "saving
Future developments. The IRS has created a page clause." Exceptions specified in the saving clause
on IRS.gov for information about Form W -9, at may permit an exemption from tax to continue for
www.irs.pov 1w9. Information about any future certain types of income even after the payee has
developments affecting Form W -9 (such as otherwise become a U.S. resident alien for tax
legislation enacted after we release it) will be
purposes.
posted on that page.
Purpose of Form
A person who is required to file an information
return with the IRS must obtain your correct
taxpayer identification number (TIN) to report, for
example, income paid to you, payments made to
you In settlement of payment card and third party
network transactions, real estate transactions,
mortgage Interest you paid, acquisition or
abandonment of secured property, cancellation of
debt, or contributions you made to an IRA.
Use Form W -9 only If you are a U.S. person
(including a resident alien), to provide your correct
TIN to the person requesting it (the requester) and,
when applicable, to:
1. Certify that the TIN you are giving Is correct (or
you are waiting for a number to be Issued),
2. Certify that you are not subject to backup
withholding, or
3. Claim exemption from backup withholding if you
are a U.S. exempt payee. If applicable, you are also
certifying that as a LLS. person, your allocable share
of any partnership income from a 11S, trade or
business Is not subject to the withholding tax on
foreign partners' share of effectively connected
income, and
4. Certify that FATCA code(s) entered on this form
(if any) indicating that you are exempt from the
FATCA reporting, is correct.
Definition of a U.S. person. For federal tax
purposes, you are considered a U.S. person If you
are:
• An Individual who Is a U.S. citizen or U.S. resident
alien,
• A partnership, corporation, company, or
If you are a 11S, resident alien who is relying on an
exception contained in the saving clause of a tax
treaty to claim an exemption from U.S. tax on
certain types of income, you must attach a
statement to Form W -9 that specifies the following
five items:
1. The treaty country. Generally, this must be the
same treaty under which you claimed exemption
from tax as a nonresident alien.
2. The treaty article addressing the Income.
3. The article number (or location) in the tax treaty
that contains the saving clause and its exceptions.
4. The type and amount of income that qualifies for
the exemption from tax.
5. Sufficient facts to justify the exemption from tax
under the terms of the treaty article.
Example. Article 20 ofthb U.S.-Chino income tax
treaty allows on exemption from tax for scholarship
income received by a Chinese student temporarily
present in the United States, Under U.S. law, this
student will become a resident alien for tax
purposes if his or her stay in the United States
exceeds 5 calendar years. However, paragraph 2 of
the first Protocol to the U.S. -China treaty (dated
April 30, 1984) allows the provisions of Article 20 to
continue to apply even after the Chinese student
becomes a resident alien of the United States, A
Chinese student who qualifies for this exception
(under paragraph 2 of the first protocol) and is
relying on this exception to claim an exemption
from tax on his or her scholarship or fel lowsha
Income would attach to Form W -9 a statement that
Includes the information described above to
support that exemption,
association created or organized in the United If you are a nonresident alien or a foreign entity,
States or under the laws of the United States, give the requesterthe appropriate completed Form
• An estate (other than a foreign estate), or W -8 or Form 8233.
• A domestic trust (as defined In Regulations section What is backup withholding? Persons making
301.7701 - 7). certain payments to you must under certain
Foreign person. If you are a foreign person or the
U.S. branch of a foreign bank that has elected to be
treated as a U.S. person, do not use Form W -9.
Instead, use the appropriate Form W-8 or Form
8233 (see Publication 515, Withholding of Tax on
Nonresident Aliens and Foreign Entities),
conditions withhold and pay to the IRS a percentage
of such payments. This is called "backup
withholding." Payments that may be subject to
backup withholding include Interest, tax- exempt
interest, dividends, broker and barter exchange
transactions, rents, royalties, nonemployee pay,
payments made in settlement of payment card and
third party network transactions, and certain
payments from fishing boat operators. Real estate
transactions are not subject to backup withholding.
You will not be subject to backup withholding on
payments you receive If you give the requester your
correct TIN, make the proper certifications, and
report all your taxable interest and dividends on
your tax return.
Payments you receive will be subject to backup
withholding if:
1. You do not furnish your TIN to the requester,
2. You do not certify your TIN when required (see
Section 2 Certification — Page 3 for details),
3. The IRS tells the requester that you furnished an
incorrect TIN,
4. The IRS tells you that you are subject to backup
withholding because you did not report all your
interest and dividends on your tax return (for
reportable Interest and dividends only), or
5. You do not certify to the requester that you are
not subject to backup withholding under 4 above
(for reportable interest and dividend accounts
opened after 1983 only).
Certain payees and payments are exempt from
backup withholding. See Exempt payee code on
page 3 and the separate Instructions for the
Requestor of Form W -9 for more information.
What is FATCA reporting? The Foreign Account Tax
Compliance Act (FATCA) requires a participating
foreign financial institution to report all United
States account holders that are specified United
States persons. Certain payees are exempt from
FATCA reporting. See Exemption from FATCA
reporting code on page 3 and the Instructions for
the Requester of Form W -9 for more information.
Updating Your Information
You must provide updated information to any
person to whom you claimed to be an exempt
payee If you are no longer an exempt payee and
anticipate receiving reportable payments in the
future from this person. For example, you may need
to provide updated information if you are a C
corporation that elects to be an 5 corporation, or if
you no longer are tax exempt. In addition, you must
furnish a new Form W -9 if the name or TIN changes
for the account, for example, If the grantor of a
gra mor hu st dies.
Penalties
Failure to furnish TIN. If you fail to furnish your
correct TIN to a requester, you are subject to a
penalty of $50 for each such failure unless your
failure is due to reasonable cause and not to willful
neglect.
Civil penalty for false information with respect to
withholding. If you make a false statement with no
Commonwealth of Virginia Substitute W -9 Form Instructions
reasonable basis that results in no backup your [TIN (IRS Individual Taxpayer Identification "doing business as IDEA)" name on the "Business
withholding, you are subject to a$500 penalty. Number). Name " line.
Criminal penalty for falsifying information. Willfully d. If you are a Sole Proprietor, check the "Social Partnership. A partnership is an entity reflecting
Security Number (SSN)" box and enter the SSN Of relationship existing between two or more persons
falsifying certifications or affirmations may subject the sole proprietor p g P trade you to criminal Penalties'mdudingfinesantl /or who join to carry
y'aameonrhe business,
gal Name"
imprisonment. e. if you area Single Member LLC that is partnerships enti ty's nameon[he "Legal Name"
disregarded as an entity, check the "Social Security line. This name should match the name shown on
Misuse of TINS. If the requester discloses or uses Number ISSN)" box and enter the member's SSN. the legal document creating the entity. YOU may
TINS in violation of federal law, the requester may Note: If an LLC has one owner, the LLC's default tax enter your business, trade, or "doing business as
be subject o civil and criminal penal ties. status is "disregarded entity ". If an LLC has two (DBA) name on the "BUSi ness Na me" line,
Specific Instructions owners, the LLC's defau It tax status is "partnership ".
p If an LLC has elected to be taxed as a corporation, it Trust. A legal entity that acts as fiduciary, agent or
must file IRS Form 2553 IS Corporation) or IRS Form trustee on behalf of a person or business entity for
Section 3 - Taxpayer Identification 8832 (C Corporation). the purpose of administration, management and
Check the appropriate Tax Identification Number the eventual transfer of assets to a beneficial party.
(TIN) type. Enter your EIN /SSN in the space Vendors are requested to enter their Dunn and Enter the name of the legal entity on the "Legal
provided. If you are a resident alien and you do not Bradstreet Universal Numbering System (DUNS), If Name" Ilne.
have and /orare not eligible to get an SSN, your TIN applicable. See number requirement below.
is your IRS individual taxpayer identification number Estate. separate legal entity created under state
Dunn and Bradstreet Universal Numbering System law solell y to transfer property from one party to
(ITIN). Enter It In the social security number box. If (DUNS) number requirement. The United States another. The entity Is separated by law from both
you do not have an ITl N, see How to get a TIN Office of Management and Budget (OMB)r,comes
the grantor and the beneficiaries Enter the name
bi all vendors that receive federal grant funds have of the legal entity on the "Legal Name" line.
Howtogeta TlN. Ifyoudonothavea Tl N,apply their DUNS number recorded with and
for one immediately. TO apply for an SSN, get Form subsequently re ported to the granting agency, If Government The Government f aState, , any State, any
P
55-5, Application for a Social Security Card, from contractor has multiple DUNS numbers the Political Subdivision of any State, any Agency or
your local Social Security Administration office, Get contractor should provide the primary number Instrumentality of a State or of Political
listed with the Federal government's Central Subdivision of a State.
Form W -], Application for IRS Individual Taxpayer g
Identification Number, to apply for an THIN or Form Contractor Registration (CCR) at www.ccr.gov, Any Non - Profit. An organization that is organized and
SS -4, Application for Employer Identification entity that does not have a DUNS number can apply operated exclusively for exempt purposes and none
Number, to apply for an FIN. you can get Forms W- for one on -line at htto: / /www.dnb.com /us /under of its earnings may inure to any private shareholder
]and SS-4 from the IRS by calling 1-800-TAX FORM the DNB Di N Number Tab. or individual.
(1 -800- 829 -36]6) or from the IRS's Internet Web Legal Name. If you are an individual, you must Corporation. A company recognized by law as a
Site www.irs.gov. generally enter the name shown on your social single body with Its own powers and liabilities,
security card. However, if you have changed your separate from those of the individual members.
last name, for instance, due to marriage without Enter the entity's name on the "Legal Name" line
informing the Social Security Administration of the and any trade or "doing business as(DBA) "name on
name change, enter your first name, the last name the "Business Name" line.
shown on your social security card, and your new S- Corporation. A Corporation that istaxed like
lastname if the account is in joint names, list first partnership: a corporation in which five or fewer
and then cirrc[e the name of the person or entity people own at least half the stock. Enter the
whose number you enter in Part I of the form. If you entity's name on the "Legal Name" line and any
are using a name other than that which is listed on trade or "doing business as (DBA)" name on the
a Social Security Card, please enter the legal entity "Business Name" line.
name as filed with the IRS. In general, enter the
name shown on your income tax return. Donor C-Corporation. A business that is taxed as a
enter a Disregarded Entity Name on this line separate entity: a business taxed under Subchapter
C of the Internal Revenue Code and legally distinct
Business Name. Business, Disregarded Entity, from its owners. Enter the thirty's name on the
trade, or DBA( "doing business as") name. "Legal Name" line and any trade or "doing business
Entity Type. Select the appropriate entity type as( DBA) "name on the 'Business Name" line.
Individual. If you are an Individual, you must Limited liability Company(LUC). An LLC with at least
generally enter the name shown on your income tax two members is classified as a partnership for
return. federal income tax purposes unless it files Form
Sole proprietor. Enter your individual name as 8832 and affirmatively elects to be treated as a
shown on your social security card on the "Legal corporation. Enter the name of the partnership or
Name" line. you may enter your business, trade, or corporation. An LLC with only one member is
treated as an entry disregarded as separate from its
owner for Income tax purposes (but as a separate
2
If you do not have a TIN, apply for a TIN
immediately, write "Applied For " 'm the space for
the TIN, sign and date the form, and give it to the
requester. For interest and dividend payments, and
certain payments made with respect to readily
tradable instruments, generally you will have 60
days to get a TIN and give it to the requester before
you are subject to backup withholding on
payments. The 60 -day rule does not apply to other
types of payments. You will be subject to backup
withholding on all such payments until you provide
your TIN to the requester. Note: Writing "Applied
For" means that you have already applied far o TIN
or that you intend to apply for one soon.
Enter the TIN which coincides with the'Legal
Name'provided on the/orm.
a. If you are an individual, check the "Social
Security Number (SSN)" box and enter the SSN.
b. If you are a Grantor or Revocable Trust, check
the "Social Security Number (SSN)" box and enter
the SSN of the Grantor.
c If you area Resident Allen, check the "Social
Security Number (SSN)" box and enter your SSN or
Commonwealth of Virginia Substitute W -9 Form Instructions
entity for purposes of employment tax and certain
excise taxes), unless it files Form 8832 and
affirmatively elects to be treated as a corporation.
If you are a single- member LLC (including a foreign
LLC with a domestic owner) that is disregarded as
an entity separate from Its owner, enter the
owner's name on the "Legal Name" line. Caution.
A disregarded domestic entity that has a foreign
owner must use the appropriate Form W -8.
Entity Classification. Select the appropriate
classification type.
Contact Information. Enter your contact
Information.
Enter your Legal Address. Enter your Remittance
Address. A Remittance Address is the location in
which you or your entity receives business
payments.
Enter your Business Phone Number. Enter your
Mobile Phone Number, if applicable. Enter your Fax
Number, if applicable. Enter your Email Address.
For clarification on IRS Guidelines, see www.lrs.gov.
Exemptions
If you are exempt from backup withholding and /or
FATCA reporting, enter in the Exemptions box, any
code(sl that may apply to you. See Exempt payee
code and Exemption from FATCA reporting code
below.
Exempt payee code. Generally, individuals
(including sole proprietors) are not exempt from
backup withholding. Corporations are exempt from
backup withholding for certain payments, such as
interest and dividends. Corporations are not
exempt from backup withholding for payments
made In settlement of payment card or third party
network transactions.
6- A dealer in securities or commodities required to A- An organization exempt from tax under section
register in the United States, the District of 503(a) or any individual retirement plan as defined
Columbia, or a possession of the United States in section 7701(a)(37)
7- A futures commission merchant registered with B The United States or any of its agencies or
the Commodity Futures Trading Commission
instrumentalities
8- Areal estate investment trust
C -A state, the District of Columbia, a possession of
9 -An entity registered at all times during the tax
the United States, or any of their political
year under the Investment Company Act of 1940
subdivisions or Instrumentalities
10- Acommon trust fund operated bya bank under
D- A corporation the stock of which is regularly
section 584(a)
traded on one or more established securities
11- A financial Institution
markets, as described in Reg. section 1.1472-
12- A middleman known in the investment
1(c)(1)(1)
community as a nominee or custodian
E- A corporation that is a member of the same
13- A trust exe met from tax a nd at section 664 or
expanded affiliated group as a corporation
descri bed in secret n 4947.
described in Reg. section 1.1472- 1(c)(1)(i)
transactions and
F- A dealer in securities, commodities, or derivative
The following chart shows types of payments that
financial Instruments (including notional principal
maybe The chart
futures, forwards, and options that is
contracts, I
to the exempt payees above
applies to the exempt payees listed above,)
registered as such under the laws of the United
through 13.
States or any state
'
G - A real estate investment trust
IF the WYmen is foc..
THEN the payment is exempt far..
Interest and dividend
All exempt payees except fur
payments
Boker transactions
Exempt payees 1 through 4 and6
through 11 and all C corporations.
5 corporations must not enter an
exempt payee code because they
e exempt only for sales of
ered securities acquired
prnc
ior to 2012.
Barterexchange
Exemlrt payees l through I
transactions and
patronage dividends
Payments over $600
Generally, exempt payees
required to be reported
through 52
and direct sales over
'
Payments made In
Exempt payees l though 4
settlement or payment
card or third path
network(ransactions
Note. if you are exemptfrom backup withholding, See Farm 1099- MISC, Miscellaneous income, and
you should still complete this form to avoid possible its instructions .
erroneous backup withholding. 'However, the following payments made to a
The following codes identify payees that are exempt corporation and reportable on Form 1099 -MISC are
from backup withholding: not exempt from backup withholding: medical and
1 -An organization exempt from tax under section health care payments, attorneys fees, grass
501(a), any IRA, or a custodial account under proceeds paid to an attorney, and payments for
section 403(b)(7) If the account satisfies the services paid by a federal executive agency,
requirements of section 401(f)(2) Exemption from FATCA reporting code. The
2- The United States or any of its agencies or following codes identify payees that are exempt
Instrumentalities
3 - A state, the District of Columbia, a possession of
the United States, or any of their political
subdivisions, or instrumentalities
4 - A foreign government or any of Its political
subdivisions, agencies, or Instrumentalities
5 - A corporation
from reporting under FATCA. These codes apply to
persons submitting this form for accounts
maintained outside of the United States by certain
foreign financial institutions. Therefore, if you are
only submitting this form for an account you hold in
the United States, you may leave this field blank.
Consult with the person requesting this form if you
are uncertain if the financial institution is subject to
these requirements.
H - A regulated investment company as defined In
section 851 or an entity registered at all times
during the tax year under the Investment Company
Act of 1940
I - A common trust fund as defined in section 584(a)
1- A bank as defined in section 581
K - A broker
L - A trust exempt from tax under section 664 or
described in section 4947(a)(1)
M - A tax exempt trust under a section 403(b) plan
or section 457(g) plan
Section 2 - Certification
To establish to the paying agent that your TIN is
correct, you are not subject to backup withholding,
or you are a U.S. person, or resident alien, sign the
certification on Form W -9. You are being requested
to sign by the Commonwealth of Virginia.
For a joint account only the person whose TIN is
shown in Part I should sign (when required).
Real estate transactions. You must sign the
certification. You may cross out item 2 of the
Certification.
Submission:
Commonwealth Vendor Group
Post Office Box 1971
Richmond, VA 23218-1971
CVG@doa.virginia.gov
804.823.2701 (fax)
Grant Number 16UCF05
Legislative Information
As part of our continuing process to inform legislators about the fantastic projects being
accomplished in Virginia we need the information below.
Please list the Virginia State Senators, Representatives, and US Congressmen and their
corresponding District numbers within all Districts affected by your grant.
htto: / /www.house. eov/
State Representatives
District Number
httv//conview state.va.us/whosm nsf /main ?o enform
Delegate Christopher Head
17
Delegate Sam Rasoul
11
State Senators
District
Number
http.Yapps.lis .vir inia. ov /sfbl /Senate /Tele honeListas x
Senator John S. Edwards
21
US Senators
Senator Timothy Kaine
Senator Mark R. Warner
US Congressman
District Number
Congressman Bob Goodlatte
6
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
_ 215 Church Avenue, S. W., Room 456
Ronnokc, Virginia 24011 -1536
7 elvphn te: (54(1)X5 }2541
Fnn: (540)8.53 -1145
STEPHANIE M. MOON REVNOLDA, MM( E -moil: clerk(nA onnoker n.euv CE('ELIA F. MCCOY
Cit, Clerk Depuly City Clerk
CECELIA l'. W EBB, CIVIC
August 2, 2016 Assutnut Depuly City Clerk
Timothy Bradshaw, Executive Director
Roanoke - Blacksburg Regional Airport
5202 Aviation Drive, N.W.
Roanoke, Virginia 24012
Dear Mr. Bradshaw:
I am enclosing a copy of Ordinance No. 40595 - 080116 authorizing the City Manager to
enter into an agreement by and between the City of Roanoke, the Roanoke Regional
Airport Commission on behalf of the Roanoke - Blacksburg Regional Airport Police /Public
Safety Department to clarify criminal investigation responsibilities and extend Airport
Police authority to adjacent highways.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely,
ktLl .
Stephanie M. Moon Reynol MC
City Clerk
Enclosure
c: Ben Cook, Director of Public Safety, Roanoke - Blacksburg Regional Airport,
5202 Aviation Drive, N.W., Roanoke, Virginia 24012
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Cameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Timothy S. Jones, Chief of Police
J-45
IN T11H COUNCIL OE TI Ili ('['I 'Y OP ROANOKII, VIRGINIA
the 1st day of August, 2016.
No. 40595- 0801t6.
AN ORDINANC'I', authori-ring the City Manager to ell let into an agreement by and between
the City of Roanoke, the Roanoke Regional Airport Commission on hchalf of the Roanoke-
Blacksburg Regional Airport Police /Public Safety Department to clarify criminal investigation
responsibilities and extend Airport Police authority to adjacent highways, upon certain terms and
conditions, and dispensing with the second reading of this Ordinance by title.
BE IT ORDAINED by the Council of the City of Roanoke that
The City Manage and the City Clerk are authorized to execute and attest,
respectively, on behalf of the City of Roanoke, in a form approved by the City Attorney, an
agreement by and between the City of Roanoke, the Roanoke Regional Airport Commission on
behalf of the Roanoke - Blacksburg Regional Airport Police /Public Safety Department, to clarify
criminal investigation responsibilities and extend Airport Police authority to adjacent highways upon
such ternis and conditions, and as are more particularly described in the City Council Agenda Report
dated August 1, 2016.
2. Pursuant to Section 12, Roanoke City Charter, the second reading of this Ordinance
by title is hereby dispensed with.
ATTEST:
I
City Clerk.
O- AoohorlZe Agreemenj re Police nod All,,, ,
Q) CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: Authorization to Enter into an Agreement between the City of
Roanoke and the Roanoke - Blacksburg Regional Airport to
Clarify Criminal Investigation Responsibilities and Extend
Airport Police Department Authority to Adjacent Highways.
(CM 16- 00100)
Background:
The Roanoke Police Department (RPD) and the Roanoke - Blacksburg Regional
Airport/Public Safety Department (APD), currently have mutual jurisdiction on
airport property within the City of Roanoke. The APD, as a private police
department is required by § 9.1 -101 of the Code of Virginia, 1950 as amended,
through the Roanoke Regional Airport Commission, to enter into a
memorandum of understanding with the City of Roanoke to address the duties
and responsibilities of the APD, a private police department, and the City's chief
law- enforcement officer, including without limitation, in the conduct of serious
criminal investigations on Roanoke - Blacksburg Regional Airport Property, as
articulated in the attached MOU.
Considerations
Under the MOU, the RPD will provide, upon request from the APD, at no cost,
those personnel, equipment and materials necessary when needed, pursuant to
the attached MOU, in the investigation of any event occurring on property
owned, leased or controlled by the Roanoke Regional Airport Commission or
contiguous property as identified herein, that may require specialized
investigative knowledge and /or skills, lengthy or complex follow up
investigations, extensive access to Virginia Criminal Information Network
(VCIN) or would require APD personnel or equipment to be sent off property, or
for any incident or event where Police Department personnel and \or assets
would be of benefit to the Roanoke Regional Airport Commission on behalf of
the APD. The MOU may be terminated by either party, with or without cause.
Termination is effective ten (10) working days after notice is received by the
other party.
The Roanoke Regional Airport Commission, located at 5202 Aviation Drive,
Roanoke, Virginia 24012, owns, leases, or controls property contiguous to
The Roanoke Regional Airport Commission, located at 5202 Aviation Drive,
Roanoke, Virginia 24012, owns, leases, or controls property contiguous to
certain highways as defined in section 33.2 -100 of the Code of Virginia,
including, without limitation, certain interstate highways, secondary highways,
state highways, secondary state highways, roadways, streets, and roads
(hereinafter jointly and severally referred to as "Highways "), the APD as a private
police department shall have its authority extended to all Highways that are
adjacent to airport property.
Recommended Action:
Authorize the City Manager, or his designee, to execute the proposed
agreement, substantially similar in form to the agreement attached to this
report as Exhibit A, with Roanoke - Blacksburg Regional Airport. Such
agreement, or other documents to administer the MOU, shall be approved as to
form by the City Attorney.
Christ&Ver P. Morrill
City Manager
Attachment - Exhibit A
Distribution: Council Appointed Officers
R. Brian Townsend, Assistant City Manager
Barbara A. Dameron, Director of Finance
Timothy S. Jones, Chief of Police
MEMORANDUM OF UNDERSTANDING BETWEEN THE
ROANOKE CITY POLICE DEPARTMENT
AND THE
ROANOKE- BLACKSBURG REGIONAL AIRPORT POLICE \PUBLIC SAFETY
DEPARTMENT
THIS MEMORANDUM OF UNDERSTANDING made and entered into this
day of , 2016, by and between the CITY OF ROANOKE, VIRGINIA, a
municipal corporation of the Commonwealth of Virginia, hereinafter referred to
as "Police Department," and the Roanoke Regional Airport Commission on behalf
of the Roanoke - Blacksburg Regional Airport Police \Public Safety Department
hereinafter referred to as "APD ".
WHEREAS, a private police department means any police department, other than
a department that employs police agents under the provisions of § 56 -353, Code
of Virginia, that employs private police officers operated by an entity authorized
by statute or an act of assembly to establish a private police department.
WHEREAS, the authority of a private police department shall be limited to real
property owned, leased, or controlled by the entity and, if approved by the local
chief of police, any contiguous property; such authority shall not supersede the
authority, duties, or jurisdiction vested by law with the local police department
including as provided in § 15.2 -1704 Code of Virginia.
WHEREAS, the APD, as a private police department, wishes and is required by §
9.1 -101 of the Code of Virginia, through the Commission to enter into a
memorandum of understanding with the Chief of Police who is the chief local law -
enforcement officer that addresses the duties and responsibilities of the APD, a
private police department, and the chief law- enforcement officer, including
without limitation, in the conduct of specified criminal investigations articulated
in this MOU.
WHEREAS, the Roanoke Regional Airport Commission, located at 5202 Aviation
Drive, Roanoke, Virginia 24012, owns, leases, or controls property contiguous to
Page 1 of 7
certain highways as defined in section 33.2 -100 of the Code of Virginia, including,
without limitation, certain interstate highways, secondary highways, state
highways, secondary state highways, roadways, streets, and roads (hereinafter
jointly and severally referred to as "Highways "), and APD has requested approval
from the Police Department for extension of APD's private police department
authority to all such Highways. Accordingly, the Police Department's Chief of
Police hereby approves the extension of APD's private police department
authority to all such Highways, which are contiguous to Commission property, and
for purposes of this MOU, such Highways shall be considered the same as
property owned, leased, or controlled by the Roanoke Regional Airport
Commission.
WHEREAS, the Police Department and the Commission on behalf of the APD,
agrees pursuant to § 23 -234, Code of Virginia, for the use of Police Department
personnel, equipment and materials when needed in the investigation of any
felony criminal sexual assault enumerated in§ 18.2- 67.5:2 subsection B and §
18.2- 67.5:3 subsection B, Code of Virginia 1950 as amended.
WHEREAS, the Police Department and the Roanoke Regional Airport Commission
on behalf of the APD agree, for the use of Police Department personnel,
equipment and materials when needed in the investigation of any criminal
offense that is expected to involve a lengthy or complex follow -up investigation,
any investigation that would require specialized investigative knowledge or skills,
any investigation that would require extensive VCIN queries, any investigation
that would require Commission assets be deployed off of Commission property,
or for any incident or event where Police Department personnel and \or assets
would be of benefit to the Roanoke Regional Airport Commission on behalf of the
APD. All other investigations will be conducted by the APD which will function as
the primary investigative entity for criminal offenses occurring on property
owned, leased, or controlled by the Roanoke Regional Airport Commission.
WHEREAS, § 9.1 -101, § 15.2 -1726, § 15.2 -1730 and § 15.2 -1736 Code of Virginia
enumerate the provisions for cooperation in the furnishing of police services, the
Police Department and Roanoke Regional Airport Commission on behalf of APD ,
Page 2 of 7
agree to enter into a Memorandum of Understanding pursuant to § 9.1 -101, §
23 -234, § 15.2 -1726, § 15.2 -1730 and § 15.2 -1736 of the Code of Virginia to
include the following provisions enumerated in this Memorandum of
Understanding.
NOW THEREFORE, for and in consideration of the undertakings of the
parties to this Memorandum of Understanding, hereinafter referred to as "MOU ",
the Police Department and the Roanoke Regional Airport Commission on behalf
of APD a covenant and agree, each with the other as follows:
Whereas Clauses Incorporated by Reference: The above whereas clauses are
hereby incorporated by reference herein and made a part of this MOU.
Definitions: As used in this Agreement, the following words and phrases shall
have the following meanings ascribed to them in this section:
The words "Police Department" shall mean the Roanoke City Police Department,
Virginia.
The words "APD", "Private Police Department' and "Airport Police" shall mean
the Roanoke Regional Airport Commission on behalf of the Roanoke - Blacksburg
Regional Airport Police \Public Safety Department.
The term "incident' shall mean any event, including investigation of any felony or
misdemeanor, on property owned, leased, or controlled by the Roanoke Regional
Airport Commission or contiguous property as identified herein
Gender: Any word importing the masculine gender used in the MOU may extend
to and be applied to females as well as to males.
Response to Incidents: The Airport Police shall have the responsibility for first
response to incidents occurring on property owned, leased, or controlled by the
Roanoke Regional Airport Commission or contiguous property as identified
herein.
Reporting to the Commonwealth Attorney: In the event that the Police
Department investigates any felony criminal sexual assault enumerated in §18.2-
Page 3 of 7
67.5:2 subsection B and §18.2- 67.5:3 subsection B, Code of Virginia, the Police
Department will notify the local attorney for the Commonwealth of such
investigation within 48 hours of the beginning such investigation.
Use of Personnel and Equipment: The Police Department will provide, upon
request from the Airport Police, at no cost, those personnel, the equipment and
materials necessary when needed, pursuant to this MOU, in the investigation of
any event occurring on property owned, leased or controlled by the Roanoke
Regional Airport Commission or contiguous property as identified herein, that
may require specialized investigative knowledge and /or skills, lengthy or complex
follow up investigations, extensive VCIN access or would require APD personnel
or equipment to be sent off property, or for any incident or event where Police
Department personnel and \or assets would be of benefit to the Roanoke Regional
Airport Commission on behalf of the APD.
Documentation: The Police Department, when requested pursuant to this MOU,
will use Police Department reports and forms to document any investigation
pursuant to the MOU. The Police Department shall maintain dominion and
control over any and all reports or forms associated with any investigation
conducted by Police Department personnel.
The Police Department shall be responsible, pursuant to §19.2 -390, Code of
Virginia, for reporting any arrest made in conjunction with any felony criminal
sexual assault enumerated in§ 18.2- 67.5:2 subsection B and §18.2- 67.5:3
subsection B, Code of Virginia.
The APD shall be responsible to report to the Police Department any crime
committed on property owned, leased, or controlled by the Roanoke Regional
Airport Commission. For incidents identified as having reportable information
according to IBR, APD shall coordinate with the Police Department on the Police
Department's transfer of this information to the State Police as APD does not
currently hold VCIN status as a reporting agency. Any information so relayed will
be entered by the Police Department under APD's ORI, when APD's ORI is
assigned.
Page 4 of 7
Pursuant to §19.2 -390 of the Code of Virginia, the Police Department shall be
responsible for reporting any arrest made in conjunction with any felony criminal
sexual assault enumerated in §18.2- 67.5:2(8) or §18.2- 67.5:3(8) of the Code of
Virginia occurring on property owned, leased, or controlled by the Roanoke
Regional Airport Commission or contiguous property as defined herein.
Command Protocol: When Airport Police request Police Department assistance
pursuant to this MOU the following command protocols will be initiated:
APD will, with the exception of ensuring the delivery of necessary medical
response, ensuring the safety and security of persons on property owned, leased
or controlled by the Roanoke Regional Airport Commission, and or the detention
or arrest of a person(s) suspected of being the perpetrator(s) of a crime, establish
a perimeter and await the arrival of Police Department personnel. APD will be
first responders to the area and will do the following; (1) take required police
action; (2) establish a perimeter; (3) arrange for needed medical attention for the
injured; and (4) await the arrival of Police Department personnel. APD will not,
absent direction from responding or on -scene Police Department personnel,
initiate or continue any investigative process(es) or procedure(s).
On scene Police Department personnel will assume command authority for the
scene and any APD personnel on scene. Police Department personnel will
maintain command authority over the scene and investigation until such time as
the scene is released to APD personnel.
Police Department personnel arriving at a crime scene that is found to have been
compromised or contaminated will provide personnel, the equipment and
materials necessary to assist APD personnel but may choose to not assume the
role as the primary investigator.
Responsibility of the Parties: To the extent permitted by applicable law, each
party to this MOU will be responsible for the actions, inactions or violations of its
officers, employees and agents in connection with scope of services described
herein, but nothing contained herein shall be construed as a waiver of the
sovereign immunity of either party.
Page 5 of 7
Operational Policies: Police Department personnel shall comply with the policies
and Operational Directives of the Police Department. APD personnel shall comply
with the policies and procedures of the Airport Police Department while engaged
in an investigation that the Police Department is managing and handling as the
primary investigator pursuant to this MOU. In such instances the policies and /or
procedures and /or processes of the Police Department will take precedence over
those of the APD. The Police Department and the APD shall maintain control over
its respective personnel other than as articulated in this MOU and only as regards
investigative policies and /or procedures and /or processes. The Police Department
and the APD agree to hold their own officers accountable for compliance with
operational policies of the employing entity.
No Effect on Existing Powers: This MOU shall not supersede, restrict, limit or
otherwise impair or affect any powers, authority, or agreement already existing
pursuant to the Code of Virginia or any authority or power existing under the City
of Roanoke's charter or the Roanoke Regional Airport Commission Act, Chapter
140, Acts of Assembly (1986).
Rights of Officers: While acting under or pursuant to this MOU all Police
Department officers, agents or employees shall have all the immunities from
liabilities and exemptions from laws, ordinances and regulations and shall have all
the salary, pension, relief, disability, Workers' Compensation and other benefits
enjoyed by him while performing his respective duties within the territorial limits
of his political subdivision. While acting under or pursuant to this MOU, all APD
private police officers shall have all the immunities from liabilities and exemptions
from laws, ordinances and regulations and shall have all benefits of an APD
private police officer.
Immunities: This MOU shall not be construed to impair or affect any sovereign or
governmental immunity or official immunity that may otherwise be available to
the Police Department or any officer, agent or employee of the Police
Department or to the APD or any officer, agent or employee of the APD. All of the
immunities from liability enjoyed by the Police Department and the APD shall be
enjoyed by them and their officers, agents, and /or employees.
Page 6 of 7
Termination: Either party to this MOU shall have the right to terminate this
MOU, with or without cause, by giving written notice to the chief administrative
officer of the other party by certified mail, return receipt requested. Any
termination shall be effective ten (10) working days after receipt of notice of
termination.
Completeness of Agreement: This MOU represents the entire and integrated
MOU between the Police Department and the Roanoke Regional Airport
Commission on behalf of the APD and supersedes all prior negotiations,
representations or agreements either oral or written.
Term: This agreement will stay in force until such time as the MOU is presented
by one or the other signing parties for modification, is terminated by either party
or is replaced and thus superseded by a new MOU executed by both parties. At
any time, as needed, this MOU may be reviewed but may be modified or revised
only by written instrument signed by authorized representative of the Police
Department and the Roanoke Regional Airport Commission on behalf of the APD.
Effective Date: This MOU shall be effective on "Effective Date."
IN WITNESS HEREOF the parties have caused this Agreement to be signed by
their respective representatives.
CITY OF ROANOKE
2
Date:
Christopher P. Morrill, City Manager
ROANOKE REGIONAL AIRPORT COMMISSION
M
Date:
Timothy Bradshaw, Executive Director
Page 7 of 7
S'FITHANIE M. MOON RE.VNOLDS, MM(
('its (It, k
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Roma 456
ROa ElGke, Virginin 24011 -1536
TelcpLUne: (540)853 -2541
F,,r: (540)853 -1145
&mull: elerk(Jronnokevn . qov
August 2, 2016
Frank M. Smith, II
President and Chief Executive Officer
Roanoke Valley Broadband Authority
Kevin S. Boggess
City Manager
City of Salem
Thomas C. Gates
County Administrator
Roanoke County
Ms. Hamlett and Gentlemen
Gary Larrowe
County Administrator
Botetourt County
Christopher P. Morrill
City Manager
City of Roanoke
CECELIA E. M('COV
Uepnlg Citp ('Ierk
(ECELIA'r. wcBB, cm('
Asxiswit DepI,IP CRY Clerk
Stephanie L. Hamlett
Executive Director
Virginia Resources Authority
I am enclosing copy of Resolution No. 40596 - 080116 authorizing the proper city officials
to execute a Service Agreement among the City of Roanoke and the City of Salem,
Virginia, Roanoke County, Virginia, the Roanoke Valley Broadband Authority, and the
Virginia Resources Authority, and a First Amendment to Support Agreement among the
Cities, the RVBA and VRA, subject to certain terms and conditions; and authorizing the
City Manager to take certain other actions in connection with the Service Agreement
and the First Amendment.
City Council has determined it is in the best interests of the City of Roanoke and its
citizens for the City of Roanoke to enter into the Service Agreement and the First
Amendment to reflect that the non - binding obligations described in the above recitals
will apply to the Series 2015 Local Bond and the Financing Agreements to reflect the
issuance and sale of the Series 2016 Local Bond and the financing of the Roanoke
County Extension.
Frank M. Smith, II
Gary Larrowe
Kevin S. Boggess
Christopher P. Morrill
Thomas C. Gates
Stephanie L. Hamlett
August 2, 2016
Page 2
The above referenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016, and is in full force and effect upon its
passage.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
c: Wayne Strickland, Secretary, Roanoke Valley Broadband Authority, P. O.
Box 2569, Roanoke, Virginia 24010
Deborah C. Jacks, Clerk, Roanoke County Board of Supervisors, P. O.
Box 29800, Roanoke, Virginia 24018 -0798
Susan Fain, Clerk, Botetourt County Board of Supervisors, One West Main
Street, Fincastle, Virginia 24090
Crystal Labrie, Clerk, Salem City Council, 114 North Broad Street, Salem,
Virginia 24153
Daniel J. Callaghan, City Attorney
�11V, 0
IN'I'I Iti COUNCII. OI "fl -Ili ('fly OF ROANOKE, VIRGINIA
The [St day of August, 2016.
No. 40'))6- 080L16.
A RI!SOLII'I'ION authorizing the proper city officials to execute a Service
Agreemcn( (the "Service Agreement ") among the City of Roanoke and the City of Salem,
Virginia (tile "Cities "), Roanoke County, Virginia (the "County "), the Roanoke Valley
Broadband Authority (the "RVBA "), and the Virginia Resources Authority ( "VRA "), and a
First Amendment to Support Agreement (the "First Amendment ") among the Cities, the
RVBA and VRA, subject to certain terms and conditions; and authorizing the City Manager
to take certain other actions in connection with the Service Agreement and the First
Amendment; and providing for an effective date.
WHEREAS, heretofore, the City of Roanoke and the City of Salem, Virginia (the
"Cities "), the RVBA and VRA executed a Support Agreement dated as of April 10, 2015
(the "2015 Support Agreement ") pursuant to which the Cities entered into non - binding
obligations to consider certain appropriations in support of the RVBA's revenue bond in the
original principal amount of $5,780,000 (the "Series 2015 Local Bond ") issued by the RVBA
and sold to VRA pursuant to the terms of a Local Bond Sale and Financing Agreement dated
as of April 10, 2015 between the RVBA and VRA (the "2015 Financing Agreement ") to
finance the design, engineering and construction of an approximately 47 -mile metropolitan,
suburban and rural fiber optic telecommunications network with single ring architecture in
the Roanoke Valley area, including related landscaping, infrastructure and issuance costs (the
"Original Project ");
W I INWAS, RVISA has determined that, as allowed by Sculion 15,2 - 5431.1 1 of I e
Code of Virginia, 1950, as aruended, it is in ils hCSI IIIIcIU l to design, construct and operalc
an tipproximatcly 25 -mile cxtunsion to Ihe Original Project ((he "Roanoke County
Iixtenslnn ° and, with Ihe Original Project, [he" Project ") to be located mostly in the County
and to issue iI's revenue bond in the original principol amount of $3,000,000 plus amounts
Ibr a raµurcd Local Debt Service Reserve fund, administrative costs and costs of issuance
(the "Series 2016 Local Bond ") to be sold to VRA pursuant to the terms of a Local Bond
Sale and Financing Agreement dated .little 17, 2016 between the RV13A and VRA (the
"2016 Financing Agreement" and, with the 2015 Financing Agreement, the `9inancing
Agreements ");
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, adopted on
July 19, 2016 a resolution authorizing, among other things, the execution of an agreement
providing for a non - binding obligation of the County to consider certain appropriations in
support of the Series 2016 Local Bond and the Project to be memorialized in a support
agreement (the "Roanoke County Support Agreement ") to be executed and delivered to
VRA by the County; and
WHEREAS, the Cities, VRA and the County have considered in the Service
Agreement that the County's obligation under the Roanoke County Support Agreement will
be limited to (1) the amount of the debt service on the Series 2016 Local Bond and (2) one -
third (1 13rd) of the Operation and Maintenance Expenses (as defined in the Financing
Agreements) and other payments due and owing by the RVBA under the Financing
Agreements, excluding the amount of the debt service on the Series 2015 Local Bond, and
that the Cities' respective obligations under the 2015 Support Agreement, as amended by an
2
it n Iend II Icnl to Ihc 2015 Support Agrccaucrl (Ihc "Fine( Aoucrdman C'), will c;.ich be Iinlitcd
to (1) one -hill (1/2) of be debt .service nn Ihc Relics 2015 Local Boud and (2) one -third
(1 /31,1) o III Operation and Main tun ancc I:xhcIIsCL; nrlef other payments duc and owing by
the RVBA under the Financing Agreements, excluding the debt savior on the Series 2016
Local I3orld, the total of which Scrviou Agreement ha.s been presented to this nweting.
TilFlOiNME, BF 1'1' RESOINFI) BY TlIk COUNCIL OI; 'llll? CITY OF
ROANOKE
I. City Council has determined it is in the best interests of the City of Roanoke
and its citizens for the City or Roanoke to enter into file Service Agreement and the First
Amendment to rclleet that the non- binding obligations described in the above recitals will
apply to the Series 2015 Local Bond and the Financing Agreements to reflect the issuance
and sale of the Series 2016 Local Bond and the financing ofthe Roanoke County Extension.
2. The Mayor or City Manager, either of whom may act, are each hereby
authorized to execute and deliver to the other parties thereto the Service Agreement and
First Amendment substantially similar to the above mentioned Service Agreement and First
Amendment, which documents are dated as of August 1, 2016, and City Council further
approves such Service Agreement and First Amendment, with such completions, omissions,
insertions or changes, not inconsistent with this resolution, as may be approved by the
Mayor or City Manager. The execution of the Service Agreement and First Amendment by
the Mayor of City Manager will be evidence of his approval of such completions, omissions,
insertions or changes. The form of any such Service Agreement and First Amendment shall
be approved as to form by the City Attorney.
I As provided in the 2015 Support Agreement, as amended by the First
Amendment (1110 "Supporl AgrecntenL "), City Council aUthOliZCS the City Manager to
make a raqucst to City Council to eppropriaic to or on behalFoFthe RVI3A such amounts as
nmy be requested from time to time pw:suant to the Supporl Agreement, to the fullest degree
and in such meaner as is consiste'll with the Constitution and laws of the Commonwealth of
Virginia and the Chin far on City of Roanoke. City Council, while recognizing that it is
not empowered to make any binding commitment to make such appropriations in future
lscal years, hereby states its intent to make such appropriations in future fiscal years, and
hereby recommends that future City Councils do likewise during the term of the Support
Agreement.
4, City Council acknowledges that VRA considers the Support Agreement as a
"local obligation" pursuant to Section 62.1 -216.1 of the Virginia Code. In the event of the
failure of the City of Roanoke to make a payment under the Support Agreement, VRA has
the right, and is obligated under the Indenture (as defined in the Financing Agreement) to
institute the "state -aid intercept" process set forth in Section 62.1 -216.1 of the Virginia Code
under which the Governor could cause the Comptroller to withhold all further payment to
the City of Roanoke of funds appropriated and payable by the Commonwealth to the City of
Roanoke until the unpaid sum is obtained; provided, however, that in the event VRA
determines to institute the "state -aid intercept" process, and so long as there are adequate
amounts in the Local Debt Service Reserve Fund (as such term is defined in the 2015
Financing Agreement) to cover any Local Bond debt service payment then due and payable
and due and payable in the following sixty (60) days, it will give the City of Roanoke sixty
(60) days' written notice before instituting the "state -aid intercept" process. If the Local
4
I)ebl
Sulvicc
Reserve
fund
is not sul'I'ici cot lin
much
purpose, Ikon VRA msy
inslilute
the
"stnle
-mid
intercept'
process
widunn such notice.
'I he
so wilhhcld would
be diteeled
lu VRA to cure the nonpayment.
5. Nothing herein contained is or shall he docnled to he a pledge or n lending of the
credit of the City of Roanoke to RVRA, VRA or to uny holder of the Scrics 2015 Local Bond or
the Series 2016 Local Bond or to any olher person or entity, and nothing herein contained is or
shall be deemed to be a pledge of the faith and credit or the taxing power of the City of
Roanolm, not shall anything herein contained legally bind or obligate the City Council of
Roanoke to appropiiale funds for the purposes described or mentioned in the Support
Agreement.
6. The City Manager is authorized to take such further actions and execute such
fwrther documents as may be necessary to obtain, accept, implement, administer, and enforce
such Support Agreement, with any such documents to be approved as to form by the City
Attorney.
7. This resolution shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
5
Daniel J. Callaghan
City Attorney
CITY OF ROANOKE
OFFICE OF THE CITY ATTORNEY
464 MUNICIPAL BtJpJ LNG
215 CHURCI I AVENUE, SW
ROANOKE, V IROTNIA 24011-1595
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
TELFP1 IONE 540.853 -2431
FAX 540. 853.1221
EMAIL,: city iuy @roenokcra.gov
August 1, 2016
Timothy R. Spencer
Steven J. Talevi
David L. Collins
Heather P. Ferguson
Laura M. Carini
Assistant City Attorneys
Re: Authorization to execute a Service Agreement and a First Amendment to Support Agreement in
connection with a bond issuance in the amount of up to $3,000,000 by the Roanoke Valley
Broadband Authority through the Virginia Resources Authority.
Dear Mayor Lea and Members of Council:
BACKGROUND:
In 2013, the City of Roanoke, the City of Salem, Botetourt County, and Roanoke County formed the
Roanoke Valley Broadband Authority ( "RVBA ") for the purpose of bringing a broadband network to the
Roanoke Valley. The City of Roanoke and the City of Salem, Virginia (the "Cities "). the RVBA and
VRA executed a Support Agreement dated as of April 10, 2015 (the "2015 Support Agreement ") pursuant
to which the Cities entered into non - binding obligations to consider certain appropriations in support of
the RVBA's revenue bond in the original principal amount of $5,780,000 (the "Series 2015 Local Bond ")
issued by the RVBA and sold to VRA pursuant to the terms of a Local Bond Sale and Financing
Agreement dated as of April 10, 2015 between the RVBA and VRA (the "2015 Financing Agreement ") to
finance the design, engineering and construction of an approximately 47 -mile metropolitan, suburban and
rural fiber optic telecommunications network with single ring architecture in the Roanoke Valley area,
including related landscaping, infrastructure and issuance costs (the "Original Project").
RVBA has determined that, as allowed by Section 15.2- 5431.11 of the Code of Virginia, 1950, as
amended, it is in its best interest to design, construct and operate an approximately 25 -mile extension to
the Original Project (the "Roanoke County Extension," and, with the Original Project, the "Project") to be
located mostly in the County and to issue its revenue bond in the original principal amount of $3,000,000
plus amounts for a required Local Debt Service Reserve Fund, administrative costs and costs of issuance
(the `Series 2016 Local Bond ") to be sold to VRA pursuant to the terms of a Local Bond Sale and
Financing Agreement dated .Tune 17, 2016 between the RVBA and VRA (the "2016 Financing
Agreement" and, with the 2015 Financing Agreement, the "Financing Agreements "). On June 10, 2016,
the board of RVBA voted to authorize the Series 2016 Local Bond.
The Board of Supervisors of Roanoke County, Virginia, adopted on July 19, 2016 a resolution
authorizing, among other things, the execution of an agreement providing for a non - binding obligation of
the County to consider certain appropiiations in support of the Series 2016 Local Bond and the Project to
be memorialized in a support agreement (the "Roanoke County Support Agreement ") to be executed and
delivered to VRA by the County.
The Cities, VRA and the County have considered in the Service Agreement that the County's obligation
trader the Roanoke County Support Agreement will be limited to (1) the amount of the debt service on the
Series 2016 Local Bond and (2) one -third (03rd) of the Operation and Maintenance Expenses (as defined
in the Financing Agreements) and other payments due and owing by the RVBA under the Financing
Agreements, excluding the amount of the debt service on the Series 2015 Local Bond, and that the Cities
respective obligations under the 2015 Support Agreement, as amended by an amendment to the 2015
Support Agreement (the "First Amendment'), will each be limited to (1) one -half (1/2) of the debt service
on the Series 2015 Local Bond and (2) one -third (1 /3rd) of the Operation and Maintenance Expenses and
other payments due and owing by the RVBA under the Financing Agreements, excluding the debt service
on the Series 2016 Local Bond, the form of which Service Agreement is attached to this report.
Pursuant to the terms of the proposed First Amendment, the City Managers for Roanoke and Salem shall
include (1) one -half (1/2) of the debt service on the Series 2015 Local Bond and (2) one -third (1 /3rd) of
the Operation and Maintenance Expenses and other payments due and owing by the RVBA under the
Financing Agreements. excluding the debt service on the Series 2016 Local Bond in the annual budgets
for their respective localities, beginning in 2017. VRA considers the Support Agreement to be a "local
obligation' pursuant to Section 62.1 - 216.1, Code of Virginia (1950) as amended. In the event that
Council does not appropriate the above obligation and the City fails to make a payment to VRA, VRA has
the right to institute the `state -aid intercept" process set forth in Section 62.1- 216.1, Code of Virginia, and
the Governor could cause the Comptroller to withhold payments otherwise due the City until the amount
due VRA is paid. VRA has agreed to provide the City with 60 days prior notice before instituting the
"state -aid intercept" process unless the Local Debt Service Reserve Fund that RVBA is required to
maintain is insufficient for the payment that is due.
CONSIDERATIONS:
The development of the broadband network is in the best interests of the City and its citizens in providing
access to the Internet and is critical to the economic development of the City and the Roanoke Valley.
The Series 2016 Local Bond is a critical component to the development of this network. The Cities
provided VRA with their pledge of "moral obligation" to VRA with respect to the Series 2015 Local
Bond. That "moral obligation" remains in place. Roanoke will not be responsible for debt service
payments for the Series 2016 Local Bond. VRA will not participate in the Series 2016 Local Bond without
the First Amendment to Support Agreement executed by the Cities. Once the initial 47 -mile network and
the 25 -mile extension are constructed and fully operational, RVBA should be generating revenues to meet
its operational and debt service obligations.
The Council of the City of Salem will consider this matter at its regular session on Monday, July 25, 2016.
RECOMMENDATION:
Adopt the resolution attached to this report to (i) authorize the Mayor or the City Manager to execute and
deliver the Service Agreement and First Amendment substantially similar to those attached to this Report
and approved as to form by the City Attorney; (ii) authorize the City Manager to make a request to City
Council to appropriate to or on behalf of the RVBA such amounts as may be requested from time to time
pursuant to the Support Agreement; (iii) acknowledge that VRA considers the Support Agreement to be a
"local obligation" of the City for which VRA has the right to institute the "state -aid intercept" process
pursuant to Section 62.1- 216.1, Code of Virginia (1950) as amended; and (iv) authorize the City Manager
to take such further actions and execute such further documents as may be necessary to obtain, accept,
implement, administer, and enforce such Service Agreement and First Amendment, with any such
documents to be approved as to form by the City Attorney.
Respectfully submitted,
Dani�allaghan
City Attorney
DJC /lsc
Attachments
e: Council Appointed Officers
Sherman Stovall, Assistant City Manager for Operations
R. Brian Townsend, Assistant City Manager for Community Development
Barbara Dameron, Director of Finance
Wayne Bowers, Director, Department of Economic Development
Amelia Merchant, Director, Department of Management and Budget
FIRST AMENDMENT TO SUPPORT AGREEMENT FOR THE
ROANOKE VALLEY BROADBAND AUTHORITY
THIS FIRST AMENDMENT TO SUPPORT AGREEMENT is made as of August I,
2016, among the CITY OF ROANOKE, VIRGINIA (the "City of Roanoke "), the CITY OF
SALEM, VIRGINIA (the "City of Salem," and, with the City of Roanoke, the "Cities "), the
ROANOKE VALLEY BROADBAND AUTHORITY (the "RVBA "), and the VIRGINIA
RESOURCES AUTHORITY ( "VRA "), as purchaser of the 2015 and the 2016 Local Bonds, as
hereinafter defined, pursuant to the Financing Agreements, as hereinafter defined.
RECITALS:
WHEREAS, heretofore, the Cities, the RVBA and VRA executed a Support Agreement
dated as of April 10, 2015 (the "2015 Support Agreement ") pursuant to which the Cities entered
into non - binding obligations to consider certain appropriations in support of the RVBA's
revenue bond in the original principal amount of $5,780,000 (the "Series 2015 Local Bond ")
issued by the RVBA and sold to VRA pursuant to the terms of a Local Bond Sale and Financing
Agreement dated as of April 10, 2015 between the RVBA and VRA (the "2015 Financing
Agreement ") (the term "Series 2015 Local Bond" being the same as the term "Local Bond" as
defined in the 2015 Financing Agreement) to finance the design, engineering and construction
of an approximately 47 -mile metropolitan, suburban and rural fiber optic
telecommunications network with single ring architecture in the Roanoke Valley area,
including related landscaping, infrastructure and issuance costs (the "Project'); and,
WHEREAS, RVBA has determined that, as allowed by Section 15.2 - 5431.11 of the
Code of Virginia, 1950, as amended, it is in its best interest to design, construct and operate an
approximately 25 -mile extension to the Project (the '`Roanoke County Extension ") to be located
mostly in Roanoke County, Virginia and to issue its revenue bond in the original principal
amount of $3,000,000 plus amounts for a required Local Debt Service Reserve Fund,
administrative costs and costs of issuance (the "Series 2016 Local Bond ") to be sold to VRA
pursuant to the terms of a Local Bond Sale and Financing Agreement dated as of August 1, 2016
between the RVBA and VRA (the "2016 Financing Agreement" and, with the 2015 Financing
Agreement, the "Financing Agreements"): and,
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, adopted on July 19,
2016 a resolution authorizing, among other things, the execution of an agreement providing for a
non - binding obligation of Roanoke County, Virginia to consider certain appropriations in
support of the Series 2016 Local Bond, the Roanoke County Extension and the Project to be
memorialized in a support agreement (the "Roanoke County Support Agreement ") to be
executed and delivered to VRA by Roanoke County; and,
WHEREAS, the Cities, VRA and Roanoke County, Virginia have agreed that Roanoke
County's obligation under the Roanoke County Support Agreement will be limited to (1) the
amount of the debt service on the Series 2016 Local Bond and (2) one -third (1 /3`d) of the
Operation and Maintenance Expenses (as defined in the Financing Agreements) and other
payments due and owing by the RVBA under the Financing Agreements (other than debt service
under the 2015 Financing Agreement and the Series Local 2015 Bond), and that the City of
Roanoke's and the City of Salem's respective obligations under the 2015 Support Agreement
will each be limited to (1) one -half (1/2) of the debt service on the Series 2015 Local Bond and
(2) one -third (1/3`a) of the Operation and Maintenance Expenses and other payments due and
owing by the RVBA under the Financing Agreements (other than debt service under the 2016
Financing Agreement and the Series 2016 Local Bond).
NOW, THEREFORE, for and in consideration of the foregoing recitals, which are
incorporated herein, and of the mutual covenants herein set forth, the parties hereto agree to
amend the 2015 Support Agreement as follows:
1. Section 3 of the 2015 Support Agreement shall be deleted and the following
Section 3 shall be substituted:
3. No later than March I of each year, beginning March 1,
2016, RVBA shall (1) provide Salem and Roanoke with the
balance in the Local Debt Service Reserve Fund (as such term is
defined in the Financing Agreement) and (2) notify each of the
City Councils of the amount by which the RVBA reasonably
expects to need to fund its (i) debt service obligations under the
Financing Agreement (hereinafter the "2015 Financing
Agreement ") and the Local Bond (hereinafter sometimes the
"Series 2015 Local Bond "). (ii) Operation and Maintenance
Expenses, and (iii) other payments due and owing by RVBA
under the 2015 Financing Agreement and the Local Bond Sale and
Financing Agreement dated as of August 1, 2016 between the
RVBA and VRA (the "2016 Financing Agreement" and the bond
issued pursuant thereto is referred to as the "Series 2016 Local
Bond ") (the 2015 Financing Agreement and the 2016 Financing
Agreement are collectively referred to as the "Financing
Agreements'-), excluding debt service under the 2016 Financing
Agreement and the Series 2016 Local Bond, in full as and when
due during each of the Cities' fiscal years beginning the following
July 1. For purposes of establishing Operation and Maintenance
Expenses and other payments due and owing by the RVBA under
the Financing Agreements, the Revenues generated from both the
Project and the Roanoke County Extension will be combined and
applied to all of the Operation and Maintenance Expenses (as
defined in the Financing Agreements) and other payments due and
owing under the Financing Agreements.
2. Section 4 of the 2015 Support Agreement shall be deleted and the following
Section 4 shall be substituted:
4. The City Manager for the City of Roanoke (the "Roanoke
City Manager ") and the City Manager for the City of Salem (the
"Salem City Manager," and, with the Roanoke City Manager, the
"City Managers ") shall each include (1) one -half (1/2) of the debt
service under the 2015 Financing Agreement and the Series 2015
Local Bond and (2) one -third (1 /3`d) of the Operation and
Maintenance Expenses and (3) one -third (1/3 "') of other payments
due and owing by RVBA under the Financing Agreements,
excluding the debt service under the 2016 Financing Agreement
and the Series 2016 Local Bond (the "Cities Deficiency Amount,"
which is the same as the term "Deficiency Amount" used in
Sections 5 and 6 of the 2015 Support Agreement) in the budgets
submitted to the City Councils for the following fiscal year as an
amount to be budgeted to or on behalf of RVBA. Each of the City
Managers shall deliver to VRA within ten (10) days after the
adoption of the Cities' budgets for each fiscal year, but not later
than July 15 of each calendar year, starting with the 2017 calendar
year, a certificate stating whether each of the City Councils has
budgeted to or on behalf of RVBA an amount equal to the Cities
Deficiency Amount.
3. Section 8 of the 2015 Support Agreement shall be deleted and the following
Section 8 shall be substituted:
Section 8. It is acknowledged that (i) the Series 2015 Local
Bond or portion thereof may be payable from amounts derived
pursuant to this Agreement, (ii) VRA would not purchase the
Series 2015 Local Bond without the non - binding obligation
enhancement provided by the Cities pursuant to this Agreement,
and (iii) VRA considers this Agreement as a "local obligation"
pursuant to Section 62.1 -216.1 of the Code of Virginia. In the
event of the failure of either of the Cities to pay its respective
Cities Deficiency Amount to the RVBA under this Agreement,
VRA has the right, and is obligated under the Indenture (as defined
in the 2015 Financing Agreement) to institute the "state -aid
intercept" process set forth in Section 62.1 -216.1 of the Code of
Virginia under which the Governor could cause the Comptroller to
withhold all further payment to the City that failed to pay its
respective Cities Deficiency Amount of funds appropriated and
payable by the Commonwealth to such City until the unpaid sum is
obtained. The funds so withheld will be directed to VRA to cure
the nonpayment. So long as there are adequate amounts in the
Local Debt Service Reserve Fund (as defined in the 2015
Financing Agreement) to cover any Series 2015 Local Bond debt
service payment then due and payable and due and payable in the
following sixty (60) days, VRA will give the affected City sixty
(60) days' notice before instituting the "state -aid intercept"
process. If the Local Debt Service Reserve Fund balance is not
sufficient for such purpose, then VRA may institute the "state -aid
intercept' process without such notice. Notwithstanding anything
in this Agreement or elsewhere, it is further agreed by the parties
that in no event shall either the City of Roanoke or the City of
Salem be responsible for requesting the appropriation of funds for
any amount greater than its respective Cities Deficiency Amount
or for any appropriation request.
4. No other revisions to the 2015 Support Agreement are being made and the 2015 Support
Agreement is ratified and confirmed.
5. This Agreement may be executed in any number of counterparts. each of which shall be
an original and all of which together shall constitute but one and the same instrument.
ISIGNATURF.S APPEAR ON FOLLOWING PAGE]
IN WITNESS WHEREOF, the parties hereto have each caused this Agreement to
be executed in their respective names by their authorized representatives as of the date first
above written.
CITY OF ROANOKE, VIRGINIA
By:
Sherman P. Lea, Sr. Mayor
CITY OF SALEM, VIRGINIA
By:
Byron R. Foley, Mayor
ROANOKE VALLEY BROADBAND AUTHORITY
By:
Kevin S. Boggess, Chair
VIRGINIA RESOURCF,S AU fHORITY
By:
Stephanie L. Hamlett, Executive Director
APPROVED AS TO FORM
Roanoke City Attorney
APPROVED AS TO FORM
City Attorney
APPROVED AS TO FORM
Counsel for Roanoke Valley
Broadband Authority
Appropriation and funds for this Agreement are subject to future appropriations.
Roanoke City Director of Finance Date
Account Number
[SIGNATURE PAGE TO ROANOKE FALLEYBROADBAND SUPPORT AGREEMENT]
5
SERVICE AGREEMENT RELATING TO SUPPORT AGREEMENTS FOR THE
ROANOKE VALLEY BROADBAND AUTHORITY
THIS SERVICE AGREEMENT is made as of August 1, 2016, among the CITY OF
ROANOKE, VIRGINIA (the "City of Roanoke "), the CITY OF SALEM, VIRGINIA (the
"City of Salem," and, with the City of Roanoke, the "Cities "), ROANOKE COUNTY,
VIRGINIA ( "Roanoke County"), the ROANOKE VALLEY BROADBAND AUTHORITY
(the "RVBA "), and the VIRGINIA RESOURCES AUTHORITY ( "VRA "), as purchaser of
the 2015 and the 2016 Local Bonds, as hereinafter defined, pursuant to the Financing
Agreements, as hereinafter defined.
RECITALS:
WHEREAS, heretofore, the Cities, the RVBA and VRA executed a Support Agreement
dated as of April 10, 2015 (the "2015 Support Agreement ") pursuant to which the Cities entered
into non- binding obligations to consider certain appropriations in support of the RVBA's
revenue bond in the original principal amount of $5,780,000 (the "Series 2015 Local Bond ")
issued by the RVBA and sold to VRA pursuant to the terms of a Local Bond Sale and Financing
Agreement dated as of April 10, 2015 between the RVBA and VRA (the "2015 Financing
Agreement ") to finance the design, engineering and construction of an approximately 47 -mile
metropolitan, suburban and rural fiber optic telecommunications network with single ring
architecture in the Roanoke Valley area, including related landscaping, infrastructure and
issuance costs (the "Project"); and,
WHEREAS, RVBA has determined that, as allowed by Section 15.2 - 5431.11 of the
Code of Virginia, 1950 as amended, it is in its best interest to design, construct and operate an
approximately 25 -mile extension to the Project (the "Roanoke County Extension ") to be located
mostly in Roanoke County, Virginia and to issue its revenue bond in the original principal
amount of $3,000,000 plus amounts for a required Local Debt Service Reserve Fund,
administrative costs and costs of issuance (the "Series 2016 Local Bond ") to be sold to VRA
pursuant to the terms of a Local Bond Sale and Financing Agreement dated June 17, 2016
between the RVBA and VRA (the "2016 Financing Agreement" and, with the 2015 Financing
Agreement, the "Financing Agreements "); and,
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, adopted on July 19,
2016 a resolution authorizing, among other things, the execution of an agreement providing for a
non - binding obligation of Roanoke County, Virginia to consider certain appropriations in
support of the Series 2016 Local Bond, the Roanoke County Extension and the Project to be
memorialized in a support agreement (the "Roanoke County Support Agreement" and, with the
2015 Support Agreement, the "Support Agreements ") to be executed and delivered to VRA by
Roanoke County; and,
WHEREAS, the Cities and Roanoke County have agreed to allocate among themselves
their respective obligations under the Support Agreements so that Roanoke County's obligations
will be limited to (1) the amount of the debt service on the Series 2016 Local Bond and (2) one -
third (1/3 d) of the Operation and Maintenance Expenses (as defined in the Financing
Agreements) and other payments due and owing by the RVBA under the Financing Agreements,
and that the City of Roanoke and City of Salem's respective obligations will each be limited to
(1) one -half (1/2) of the debt service on the Series 2015 Local Bond and (2) one -third (1/3`d) of
the Operation and Maintenance Expenses and other payments due and owing by the RVBA
under the Financing Agreements. For purposes of establishing Operation and Maintenance
Expenses and other payments due and owing by the RVBA under the Financing Agreements, the
Revenues generated from both the Project and the Roanoke County Extension will be combined
and applied to all of the Operation and Maintenance Expenses and other payments due and
owing under the 2015 and 2016 Financing Agreements.
NOW, THEREFORE, for and in consideration of the foregoing recitals, which are
incorporated herein, and of the mutual covenants herein set forth, the parties hereto agree as
follows:
1. Fhe 2015 Support Agreement will be amended by execution and delivery of that
certain First Amendment to Support Agreement for the Roanoke Valley Broadband Authority
(the "First Amendment to 2015 Support Agreement") in the form of Exhibit A attached hereto.
2. Roanoke County will execute and deliver to VRA the Roanoke County Support
Agreement in the form attached hereto as Exhibit B.
3. VRA agrees to accept the First Amendment to 2015 Support Agreement and the
Roanoke County Support Agreement as sufficient for the purposes of maintaining the 2015
Local Bond and underwriting the 2016 Local Bond.
4. This Agreement shall continue to be binding on the Cities, Roanoke County and
the RVBA after the 2015 Local Bond and the 2016 Local Bond are paid off.
5. This Agreement may be executed in any number of counterparts, each of which
shall be an original and all of which together shall constitute but one and the same instrument.
SIGNATURES APPEAR ON FOLLOWING PAGE
IN WITNESS WHEREOF, the parties hereto have each caused this Agreement to
be executed in their respective names by their authorized representatives as of the date first
above written.
CITY OF ROANOKE. VIRGINIA
0
Sherman P. Lea, Sr., Mayor
CITY OF SALEM, VIRGINIA
By:
Byron R. Foley, Mayor
ROANOKE COUNTY, VIRGINIA
Ln
Chair, Board of Supervisors
ROANOKE VALLEY BROADBAND AUTHORITY
By:
Kevin S. Boggess, Chair
APPROVED AS TO FORM
Roanoke City Attorney
APPROVED AS TO FORM
Salem City Attorney
APPROVED AS TO FORM
Roanoke County Attorney
APPROVED AS TO FORM
Counsel for Roanoke Valley
Broadband Authority
Virginia Resources Authority is executing this Service Agreement for the purpose of agreeing to
paragraph 3 only.
VIRGINIA RESOURCES AUTHORITY
By:
L. I- Iamlett, Executive Director
[.SIGNATURE PAGE TO SERVICE AGREEMENT RELATING TO SUPPORT AGREEMENTS
FOR THE ROANOKE VALLEY BROADBAND AUTHORITY]
3
Exhibit A
[Form of First Amendment to 2015 Support Agreement]
Fxhibit B
[Form of Roanoke County Support Agreement]
SUPPORT AGREEMENT FOR THE
ROANOKE VALLEY BROADBAND AUTHORITY
THIS SUPPORT AGREEMENT is made as of August 1, 2016, among ROANOKE
COUNTY, VIRGINIA ( "Roanoke County "), the ROANOKE VALLEY BROADBAND
AUTHORITY (the "RVBA "), and the VIRGINIA RESOURCES AUTHORITY ( "VRA "), as
purchaser of the 2016 Local Bond, as hereinafter defined, pursuant to the 2016 Financing
Agreement, as hereinafter defined.
RECITALS:
WHEREAS, RVBA was created by the concurrent resolutions adopted by the City of
Roanoke, Virginia (the "City of Roanoke ") (September 3, 2013), the City of Salem, Virginia (the
"City of Salem," and with the City of Roanoke, the "Cities ") (September 9, 2013), Botetourt
County (September 24, 2013) and Roanoke County (August 27, 2013); and,
WHEREAS, the Commonwealth of Virginia State Corporation Commission issued its
Certificate of Incorporation for the RVBA on December 13, 2013, whereupon the RVBA was
conclusively deemed to have been lawfully and properly created and established and authorized
to exercise its powers under Chapter 54.1 of Title 15.2 of the Code of Virginia, 1950, as
amended (the "Virginia Code "); and,
WHEREAS, heretofore RVBA, as allowed by Virginia Code § 15.2- 5431.11, issued and
sold to VRA a revenue bond in the original principal amount of $5,780,000 (the "Series 2015
Local Bond ") pursuant to the terms of a Local Bond Sale and Financing Agreement dated as of
April 10. 2015 between the RVBA and VRA (the "2015 Financing Agreement') to finance the
design, engineering and construction of an approximately 47 -mile metropolitan, suburban
and rural fiber optic telecommunications network with single ring architecture in the
Roanoke Valley area, including related landscaping, infrastructure and issuance costs (the
"Project'); and,
WHEREAS, heretofore, the Cities, the RVBA, and VRA, entered into a Support
Agreement dated as of April 10, 2015 (the "2015 Support Agreement") pursuant to which the
Cities entered into non - binding obligations to consider certain appropriations in support of the
Series 2015 Local Bond pursuant to the terms of the 2015 Financing Agreement to finance the
Project; and,
WHEREAS, RVBA has determined that, as allowed by Virginia Code § 15.2- 5431.11, it
is in its best interest to design, construct and operate an approximately 25 -mile extension to the
Project (the "Roanoke County Extension ") to be located mostly in Roanoke County, Virginia and
to issue its revenue bond in the original principal amount of $3,000,000 plus an amount for a
required Local Debt Service Reserve Fund, administrative costs and costs of issuance (the
"Series 2016 Local Bond ") to be sold to VRA pursuant to the terms of a Local Bond Sale and
Financing Agreement dated as of June 17, 2016 between the RVBA and the VRA (the "2016
Financing Agreement" and, with the 2015 Financing Agreement, the "Financing Agreements');
and,
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, has adopted on July
19, 2016 a resolution authorizing, among other things, the execution of an agreement providing
for a non- binding obligation of Roanoke County, Virginia to consider certain appropriations in
support of the Series 2016 Local Bond, the Roanoke County Extension and the Project to be
memorialized in a support agreement (the "Roanoke County Support Agreement") to be
executed and delivered by Roanoke County to the VRA; and,
WHEREAS, the Cities, VRA and Roanoke County, Virginia have agreed that Roanoke
County's obligation under this 2016 Support Agreement will be limited to (1) the amount of the
debt service on the Series 2016 Local Bond and (2) one -third (1/3`') of the Operation and
Maintenance Expenses (as defined in the Financing Agreements) and other payments due and
owing by the RVBA under the Financing Agreements, and that the City of Roanoke's and City
of Salem's respective obligations under the 2015 Support Agreement will each be limited to (1)
one -half of the debt service on the Series 2015 Local Bond and (2) one -third of the Operation
and Maintenance Expenses and other payments due and owing by the RVBA under the
Financing Agreements.
NOW, THEREFORE, for and in consideration of the foregoing recitals, which are
incorporated herein, and of the mutual covenants herein set forth, the parties hereto agree as
follows:
L Unless otherwise defined, each capitalized term used in this 2016 Support
Agreement (this "Agreement ") shall have the meaning given it in the 2016 Financing
Agreement,
2. RVBA shall use its best efforts to issue the Series 2016 Local Bond and to use the
proceeds thereof to finance the costs of the Project.
3. No later than March 1 of each year, beginning March 1, 2017, RVBA shall
(1) provide Roanoke County with the balance in the Local Debt Service Reserve Fund (as such
term is defined in the 2016 Financing Agreement) and (2) notify the Board of Supervisors of the
amount (the "Annual Operating Amount") by which RVBA reasonably expects to need to fund
its (i) debt service obligations under the 2016 Financing Agreement and the Series 2016 Local
Bond, (ii) one -third (1/3`d) of Operation and Maintenance Expenses, and (iii) one -third (1 /3rd)
of other payments due and owing by RVBA under the Financing Agreements in full as and
when due during each of the County's fiscal years beginning the following July 1. For purposes
of establishing Operation and Maintenance Expenses and other payments due and owing by the
RVBA under the Financing Agreements, the Revenues generated from both the Project and the
Roanoke County Extension will be combined and applied to all of the Operation and
Maintenance Expenses and other payments due and owing under the Financing Agreements.
4. The County Administrator for Roanoke County, Virginia (the "Roanoke County
Administrator ") shall include (1) one hundred percent (100 %) of the debt service on the Series
2016 Local Bond and (2) one -third (1/3'd )of the Operation and Maintenance Expenses and other
payments due and owing by the RVBA under the Financing Agreements (the "County
Deficiency Amount ") in the budgets submitted to the Board of Supervisors for the following
fiscal year as an amount to be budgeted to or on behalf of RVBA. The Roanoke County
Administrator shall deliver to VRA within ten (10) days after the adoption of the County's
budget for each fiscal year, but not later than July 15 of each calendar year, starting with the
2017 calendar year, a certificate stating whether the Board of Supervisors has budgeted to or on
behalf of RVBA an amount equal to the County Deficiency Amount.
5. If at any time Revenues shall be insufficient to make any of the payments referred
to in paragraph 3 hereof, RVBA shall notify the County Administrator of the County Deficiency
Amount and the County Administrator shall request in the same proportion as set forth in
paragraph 4 hereof an appropriation from the Board of Supervisors in the amount necessary to
make such payment.
6. The County Administrator shall present each request for appropriation pursuant to
paragraph 5 above to the Board of Supervisors, acid the Board of Supervisors shall consider such
request at the Board of Supervisors' next regularly scheduled meeting or as soon thereafter as
practicable and at which it is possible to satisfy any applicable notification requirement.
Promptly after such meeting, the County Administrator shall notify VRA as to whether the
amount so requested was appropriated. If either of the Board of Supervisors shall fail to make
any such appropriation, the County Administrator shall add the amount of such requested
appropriation to the Annual Operating Amount reported to such County by the County
Administrator for the County's next fiscal year.
7. The County hereby undertakes a non - binding obligation to consider for
appropriations such amounts as may be requested from time to time pursuant to paragraphs 4
and 5 above, to the fullest degree and in such manner as is consistent with the Constitution and
laws of the Commonwealth of Virginia. The Board of Supervisors, while recognizing that they
are not empowered to make any binding commitment to make such appropriations in future
fiscal years, hereby state their intent to make such appropriations in future fiscal years, and
hereby recommend that future Board of Supervisors do likewise.
8. It is acknowledged that (i) the Series 2016 Local Bond or portion thereof may be
payable from amounts derived pursuant to this Agreement, (ii) VRA would not purchase the
Series 2016 Local Bond without the non- binding obligation enhancement provided by the
County pursuant to this Agreement, and (iii) VRA considers this Agreement as a "local
obligation" pursuant to Section 62.1 -216.1 of the Virginia Code. In the event of the failure of the
County to make its payment of any County Deficiency Amount to the RVBA under this
Agreement, VRA has the right, and is obligated under the Indenture (as defined in the 2016
Financing Agreement) to institute the "state -aid intercept" process set forth in Section 62.1 -216.1
of the Virginia Code under which the Governor could cause the Comptroller to withhold all
further payment to the County that failed to pay its proportional share of the County Deficiency
Amount of funds appropriated and payable by the Commonwealth to the County until the unpaid
sum is obtained. The funds so withheld will be directed to VRA to cure the nonpayment. So
long as there are adequate amounts in the Local Debt Service Reserve Fund (as defined in the
2016 Financing Agreement) to cover any Series 2016 Local Bond debt service payment then due
and payable and due and payable in the following sixty (60) days, VRA will give the County
sixty (60) days' notice before instituting the "state -aid intercept" process. If the Local Debt
Service Reserve Fund balance is not sufficient for such purpose, then VRA may institute the
"state -aid intercept" process without such notice. Notwithstanding anything in this Agreement
or elsewhere, it is further agreed by the parties that in no event shall the County be responsible
for requesting the appropriation of funds for any amount greater than the County Deficiency
Amount or for any appropriation request.
9. Nothing herein contained is or shall be deemed to be a pledge or a lending of the
credit of the County to RVBA, VRA or to any holder of the Series 2016 Local Bond or the Series
2015 Local Bond or to any other person or entity, and nothing herein contained is or shall be
deemed to be a pledge of the faith and credit or the taxing power of either of the County, nor
shall anything herein contained legally bind or obligate either of the Board of Supervisors to
appropriate funds for the purposes described or mentioned in this Agreement.
10. Any notices or requests required to be given hereunder shall be deemed given if
sent by registered or certified mail, postage prepaid, addressed (i) if to Roanoke County, 5204
Bernard Drive, Roanoke. VA 24018 -0798 Attention: County Administrator, (ii) if to RVBA,
P.O. Box 2569, Roanoke, Virginia 24010, Attention: Chair, and (iii) if to VRA, to 1111 East
Main Street, Suite 1920, Richmond, Virginia 23219, Attention: Executive Director. Any party
may designate any other address for notices or requests by giving written notice to all the other
parties.
11. It is the intent of the parties hereto that this Agreement shall be governed by the
laws of the Commonwealth of Virginia.
12. This Agreement shall remain in full force and effect until the Series 2016 Local
Bond and all other amounts payable by the RVBA under the 2016 Financing Agreement have
been paid in full.
13. This Agreement may be executed in any number of counterparts, each of which
shall be an original and all of which together shall constitute but one and the same instrument.
14. This Agreement constitutes the entire agreement among the parties. No
amendment to this Agreement shall be valid unless made in writing and signed by the authorized
representatives of the parties.
[SIGNATURES APPEAR ON FOLLOWING PAGF.J
IN WITNESS WHEREOF, the parties hereto have each caused this Agreement to
be executed in their respective names by their authorized representatives as of the date first
above written.
ROANOKE COUNTY, VIRGINIA
By:
of Supervisors
Chairman, Board
ROANOKE VALLEY BROADBAND AUTHORITY
By:
Kevin S. Boggess, Chair
VIRGINIA RESOURCES AUTHORITY
0
Stephanie L. Hamlett, Executive Director
APPROVED AS TO FORM
Roanoke County Attorney
APPROVED AS TO FORM
Counsel for Roanoke Valley
Broadband Authority
Appropriation and funds for this Agreement are subject to future appropriations.
Roanoke County Director of Finance Date
Number
Account
[.SIGNATURE, PAGE TO ROANOKE. VALLEY BROADBAND SUPPORT AGREEMENT]
The Honorable Evelyn Powers
City Treasurer
Roanoke, Virginia
Dear Ms. Powers:
I am enclosing a copy of Resolution No. 40597- 080116 authorizing and directing the
City Treasurer to refund an overpayment of an erroneous assessment of real estate
taxes on real property located at 303 Jefferson Street, S.W., designated as Roanoke
Official Tax Map No. 1011806, owned by IP Properties, LLC, for the 2015 -2016 tax
year, in accordance with the provisions of Section 58.1- 3981(A) of the Code of Virginia
(1950) as amended; reinstating the partial real estate tax exemption rehabilitation credit
on the Property retroactive to July 1, 2015; and authorizing such tax refund to be
applied by the City administratively in the form of a credit to the real estate taxes,
including the special downtown assessment and stormwater fee, that become due on
the Property commencing with the 2016 -2017 tax year.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely, y�,� /� 0 ,
Stephanie M. Moon Rey ds, M C
City Clerk
Enclosure
c: IP Properties, LLC, c/o R. Neal Keesee, Jr., P. O. Box 14125, Roanoke, Virginia
24038
Daniel J. Callaghan, City Attorney
Christopher P. Morrill, City Manager
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Sherman M. Stovall, Assistant City Manager for Operations
Sherman Holland, Commissioner of the Revenue
Susan Lower, Director, Office of Real Estate Valuation
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
_
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Teleplwne: (540)X53-2541
Fnx: (540)853 -1145
STNPHANIF M. MOON REYNOLDS, MM(
F -anvil: elerk(awanokevn.gpv
Cily CIm'k
CL('EL1AF.
Depn[y, City Clerk
Clerk
CECELIA T. W EDD, CMC
August 2, 2016
Assistant DepntyCitvClerk
The Honorable Evelyn Powers
City Treasurer
Roanoke, Virginia
Dear Ms. Powers:
I am enclosing a copy of Resolution No. 40597- 080116 authorizing and directing the
City Treasurer to refund an overpayment of an erroneous assessment of real estate
taxes on real property located at 303 Jefferson Street, S.W., designated as Roanoke
Official Tax Map No. 1011806, owned by IP Properties, LLC, for the 2015 -2016 tax
year, in accordance with the provisions of Section 58.1- 3981(A) of the Code of Virginia
(1950) as amended; reinstating the partial real estate tax exemption rehabilitation credit
on the Property retroactive to July 1, 2015; and authorizing such tax refund to be
applied by the City administratively in the form of a credit to the real estate taxes,
including the special downtown assessment and stormwater fee, that become due on
the Property commencing with the 2016 -2017 tax year.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely, y�,� /� 0 ,
Stephanie M. Moon Rey ds, M C
City Clerk
Enclosure
c: IP Properties, LLC, c/o R. Neal Keesee, Jr., P. O. Box 14125, Roanoke, Virginia
24038
Daniel J. Callaghan, City Attorney
Christopher P. Morrill, City Manager
Barbara A. Dameron, Director of Finance
R. Brian Townsend, Assistant City Manager for Community Development
Sherman M. Stovall, Assistant City Manager for Operations
Sherman Holland, Commissioner of the Revenue
Susan Lower, Director, Office of Real Estate Valuation
IN'11Ili COUNC11, 0I''Il Ill ('I'I'Y OI� ROANOICli, VII2CJINIA
'I'h,� Ic1 day of Aut;usr, 2016.
No. 40597 - 080116.
A IZESOl,tl'IION authorizing and directing the City Treasurer to refund an
ova payment of an crroncous assessment of real estate (axel on real property located at
303 .iefferson Street, S.W., designated as Roanoke Official "'fax Map No. 1011806
( "Properly "), owned by IP Properties, LLC, for the 2015 -2016 tax year, in accordance
With the provisions of Section 58.1- 3981(A) of the Code of Virginia (1950) as amended;
reinstating (lie partial real eslate tax exemption rehabilitation credit on the Property
rennactivc to July 1, 2015; and authorizing such tax refund to be applied by the City
administratively in the form of a credit to the real estate taxes, including the special
downtown assessment and stormwater fee, that become due on the Property commencing
with the 2016 -2017 tax year upon certain terms and conditions.
WHEREAS, IP Properties, LL,C applied for and received a partial real estate tax
exemption rehabilitation credit on the Property commencing for tax year 2009 -2010 for a
period of ten (10) years;
WHEREAS, pursuant to City Code, a partial real estate tax exemption
rehabilitation credit may expire if a property owner fails to maintain the property in
accordance with certain provisions of City Code, including the Zoning Ordinance,
Chapter 36.2;
WHEREAS, the tax credit granted to the Property was terminated effective Judy 1,
2015, based on the fact that a tenant at the Property failed to pay its outdoor dining permit
Ice as 1'0quir2d by Section 30 -9.1, C'adc of the City of Roanoke (1979), as amended, and
that f811111C was coded as a violation of the City's Zoning Ordinance, and
WHEREAS, the City's Commissioner of the RCMILIe has dctcrmincd and
cmlilled, and the City Attorney consented to such certification, as further slated in the
City Attomcy's letter to this Council dated August I, 2016, and the attachments to that
letter, that an erroneous real estate tax assessment on the Property occurred because the
violation of Section 30 -9.1 by the tenant was improperly coded as a violation of Chapter
36.2, and that impl-oper coding resulted in the overpayment of the real estate taxes due
the Property by the amount of $4,035.24, for the 2015 -2016 tax year, and IP Properties,
LLC is entitled to a refund of the same, and the Director of Real Estate Valuation has
determined that as a result of such error, reinstatement of the partial real estate tax
exemption rehabilitation credit on the Property, retroactive to July 1, 2015, is proper .
NOW THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke
as follows:
Pursuant to Section 58.1 -3981 (A) of the Code of Virginia (1950) as
amended, and the certification of the Commissioner of the Revenue, with the consent of
the City Attorney, the City Treasurer is hereby authorized and directed to refund to IP
Properties, LLC, the amount of $4,035.24, which amount reflects the overpayment of real
estate taxes made oil the Property as a result of an erroneous assessment for the 2015-
2016 tax year, without interest, which interest has been waived at the request of IP
Properties, LLC, as further set forth in the City Attorney's letter to this Council, and the
attachments to that letter.
R -Antho ,,e City Trevsnmr m refimd 1P Property Mx rarund_(8 -1 -16)
2
2. 'fhc ('ily I cusurcr is uuthot Zcd ❑ud dirccicel to upply the balance of such
rcilmd administratively in the form of a crcdil to the rcul estate taxes, including the
.special downtown uNSessmenl and slormwutel fee. Ihal hecome clue on the Properly
commencing with the 3016 -2017 tux year, al the inquest of the property owner, es further
set forth in the City Attorney's letter to this Council dated August I, 2016.
3. The Director of Real I?statC Valuation is authorized and directed to
reinstate the partial tell estate tax exemption rehabilitation crcdil on the Property
pursuant to Section 32 -93 ct seq., of the Code of the C1ly of Roanoke (1979) as amended,
I etroactive to July 1, 2015.
4. 'The proper City orficials are authorized to take such other actions as
may be necessary to implement, administer, and enforce the correction of the assessment
of the Property, refund and credit such overpayment of taxes, and reinstate the partial real
estate tax exemption rehabilitation credit on the Property, retroactive to July 1, 2015.
ATTEST
City Clerk
R- AupIDliee City rre,11,1rm rotund IP P1.1W1 wx refimd.(8 -1 -16) 3
CITY OF ROANOKE
OFFICE OF THE CITY ATTORNEY
464 MUNICIPAL_ PUILDINC,
Timothy R. Spencer
215 CHURCH AVENUE, SW
Steven J. Talevi
ROANOKE, VIRGINIA 24011.1595
David L. Collins
Heather P.
Daniel J. Callaghan TFLEPHUNE 540.853 -2431
Ferguson
City Attorney PAX 540.853 -1221
Laura M. Curial
EMAIL cimim(Wa.suoke,a -oe
Assistant City
Attorneys
August 1, 2016
The Honorable Sherman P. Lea, Sr., Mayor
and Members of City Council
Roanoke, Virginia
Re: Reinstatement of Real Estate Rehabilitation Tax
Exemption and Request for Refund on Real Estate
Located at 303 Jefferson Street, S.W., bearing
Official Tax Map No. 1011806
Dear Mayor Lea and Members of Council:
Background:
Pursuant to Section 32 -93 et seq., of the Code of the City of Roanoke (1979) as amended ( "City
Code "), residential and commercial real property owners who rescue, repair and rehabilitate
qualified older buildings may apply to the City for a partial tax exemption on such real estate.
The amount of the exemption is the amount equal to the difference in the appraised value of the
real estate immediately before commencement of "substantial" rehabilitation to the property and
the appraised value of the real estate immediately after completion of "substantial rehabilitation,"
as such value is determined by the City's Office of Real Estate Valuation ( "OREV "). The
partial tax exemption lasts for a period of ten ( 10) years.
For commercial property to be eligible for the partial tax exemption, the following requirements
must be met: (I) the property is no less than twenty -five (25) years of age; (2) the property is
improved so as to increase the assessed value of the structure by no less than sixty (60) percent;
(3)the property is so improved without increasing the total square footage of such structure by
more than one hundred percent (100 %); and (4) the property must be designed for and suitable
for commercial or industrial use after completion of such improvement.
In addition to the above requirements, the property owner must maintain the property in
compliance with certain regulations of the City Code that include, and are not limited to: (1)
Chapter 7, Building Regulations; (2) Chapter 33, Vegetation and Trash; and (3) Chapter 36.2,
Zoning. Real estate that has received the partial tax exemption is reviewed annually by the
OREV for compliance with these requirements If, after receipt of a notice of a violation of any
of these provisions, the owner of the property fails or refuses to complete the necessary
corrections within the time required for such action, or refuses city inspectors access to such
property for the purpose of determining continued eligibility for the rehabilitation partial tax
exemption, eligibility for such exemption terminates.
IP Properties, LLC (`9P Properties "), the owner of 303 Jefferson Street, S.W., designated as
Roanoke Official Tax Map No. 1011806 ( "Property ") applied for and received a 10 year rehab
partial tax exemption credit on the Property pursuant to Section 32 -93 et seq., of the City Code,
for the 2009 -10 tax year through the 2018 -19 tax year. IP Properties leases the lower portion of
the Property to a tenant which operates Flanary's Restaurant and Pub ("Flanary's"). Flanary's
has obtained a permit from the City to operate outdoor dining pursuant to Section 30 -90.1 of the
City Code. Maintenance of an outdoor dining permit requires payment of an annual fee to the
City.
In April 2015, the ORLV reviewed the rehab exemption for the Property to determine
compliance with the rehab requirements. It was determined by the OREV that the Property had
been cited for Flanary's failure to pay the outdoor dining permit fee, which is coded
administratively as a zoning violation rather than as a violation of Section 30 -90.1 of the City
Code which governs outdoor dining. Notice was sent to IP Properties that this condition existed
and needed to be corrected by June 30, 2015, in order to avoid loss of the exemption. Because
the matter was not corrected within that time, the OREV terminated the rehabilitation partial tax
exemption on the Property for failure to maintain compliance with the zoning requirements of
the program. Loss of the partial tax exemption resulted in IP Properties paying an additional
$4,035.24 in real estate taxes, which it paid in the installments that came due in October 2015
and April 2016.
Considerations:
1P Properties has requested the following relief. (1) reinstatement of the rehab partial tax
exemption credit on the Property retroactive to July 1, 2015; (2) a refund in the amount of
$4,035.24 which represents the additional tax (excluding interest) it paid as a result of the loss of
the rehab credit; and (3) administrative application of the refund to the real estate tax (including
the special downtown assessment) and stormwater utility fee that become due on the Property on
and after July 1, 2016. A letter from IP Properties dated July 22, 2016, setting forth this request,
including its waiver of interest on any refund and its authorization is attached to this letter.
The Commissioner of the Revenue concurs that the administrative coding of Flanary's failure to
pay the fee for outdoor dining as a zoning violation, rather than a violation of Chapter 30 -9.1 of
the City Code, created the erroneous assessment and, pursuant to Section 58.1 -3981 A, of the
Code of Virginia (1950) as amended, City Council may authorize this refund. The
recommendation of the Commissioner is attached to this letter.
The recommendation to reinstate the rehab partial tax exemption credit is consistent with the
City's policy to encourage development and rehabilitation of older properties into productive
uses within the City. Reinstatement of the rehab partial tax exemption for the Property under
these specific and limited circumstances promote the objectives of this program.
Recommended Action:
Authorize the following relief requested by the taxpayer, IP Properties, LLC:(1)
reinstatement of the partial tax exemption on the real estate owned by IP Properties, LLC
located at 303 Jefferson Street, S.W., bearing Official Tax Map No. 1011806 retroactive to
July 1, 2015; (2) issuance of a refund to IP Properties, LLC, in the amount of 54,035.24
(without interest) which represents the additional tax paid as a result of the loss of the rehab
credit; and (3) authorize such refund to be administratively issued by the City in the forth of
a credit to the real estate taxes, including the special downtown assessment, and storrnwater
fee that become due on the Property commencing with the 2016 -17 tax year.
Sincerely,
Damelaghan
City Attorney
Christopher P. Morrill, City Manager
R. Brian Townsend, Assistant City Manager
for Community Development
Sherman Stovall, Assistant City Manager
for Operations
Sherman Holland, Commissioner of Revenue
Evelyn Powers, City Treasurer
Barbara A. Dameron, Director of Finance
Susan Lower, Director, Office of Real Estate Valuation
Stephanie Moon Reynolds, City Clerk
IP PROPER IIES, LLC
c/o R. Neal Keesee, Jr.
P.O. Box 14125
Roanoke, VA 24038
.July 22, 2016
Daniel J. Callaghan
City Attorney
Office of the City Attorney
Noel C. Taylor Municipal Building
215 Church Avenue, SW, Room 464
Roanoke, VA 24011
Re: 303 Jellerson Street, fax Map 1011806 (the "Property ")
Dear Dan:
This letter will serve as IP Properties, LLC's official request for retroactive reinstatement
of the Property into the Rehab of Properties cxcmption/credit /abatement program. Upon
reinstatement, IP Properties, LLC waives the payment of interest and authorizes the Treasurer to
apply the amount of the refunds to the payment of future real estate taxes due on the Property,
including the special downtown district assessment and stormwater utility fees due on the
Property.
Thanks for vow assistance and please call with any questions.
Very �truly yoursA�abc,
R. Neal Ke .
(',)vezeaa i, noau- aanor. oil
CERTIFICATION OF THE COMMISSIONER OF THE REVENUE
PURSUANT TO SECTION 58.1 -3981 (A), CODE OF VIRGINIA (1950), AS AMENDED
I, Sherman A. Holland, Commissioner of the Revenue, hereby certify, pursuant to
Section 58.1 -3981 (A), Code of Virginia (1950), as amended, that IP Properties, EEC, owner of
certain real property situated at 303 Jefferson Street, S.W., Roanoke Virginia, bearing Official
Tax Map No. 1011806 (Parcel 1011806), that the assessment of Parcel 1011806 was erroneous,
based on the termination of a rehab partial tax exemption applicable to Parcel 1011806 for the
tax year commencing July 1, 2015. The basis for the termination of the rehab partial tax
exemption was that a tenant at Parcel 1011806 had failed to timely pay its fee for an outdoor
dining permit and that failure was coded administratively as a violation of Chapter 36.2, Code of
the City of Roanoke (1979), as amended (Zoning Ordinance), rather than a violation of Section
30 -9.1, Code of the City of Roanoke (1979), as amended (Outdoor Dining Ordinance). Pursuant
to Section 32 -98.1, Code of the City of Roanoke (1979), as amended, a continuing violation of
the Zoning Ordinance is a basis upon which a rehab partial tax exemption may be terminated. A
violation of the Outdoor Dining Ordinance is not included in Section 32 -98.1 of City Code. IP
Properties, LLC is entitled to a refund in the amount of $4,035.24, without interest as waived by
LP Properties, LLC in its letter dated July 22, 2016, to the City Attorney, a copy of which letter
is attached to this certification.
Dated this 25th day of July, 2016
Sherman A. Holland
Commissioner of the Revenue
Consented to pursuant to Section 58.1 -3981 (A)
97. J F. Zvl G
Daniel J. CkYlaghan
City Attorney
SHERMAN & VIVIAN HOLLAND
3801 RED FOX DR NW
ROANOKL,VA 24017C -A UsersV CRSII IWVFDamA LocaETemy AnotesFIFF34A- 8591141doc722/16
STEPHANIE M. MOON REYNOLDS, MM('
City (W'k
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Chin ch Avenne, S. W., Room 456
Roanoke, Virginia 24011 -1536
Tvlaphunc (540) 853 -2541
Fes: (540) 853 -1145
F -mail: elerk��bommkevng °v CECELIA F. MCCOY
D,.O City Clerk
August 2, 2016
Cindy H. Poulton
Clerk
Roanoke City Public Schools
P. O. Box 13145
Roanoke, Virginia 24031
Dear Ms. Poulton:
CECELIAT. WEBB, CM('
Assistant Depnty City Clerk
I am enclosing Resolution No. 40598- 080116 authorizing the School Board to enter into
a commercial card service agreement with Fifth Third Bank for the purpose of issuance
of one or more credit cards to the Schools.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, August 1, 2016.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
c: Annette Lewis, Chairman, Roanoke City School Board, P. O. Box 13145,
Roanoke, Virginia 24031
Dr. Rita D. Bishop, Superintendent, Roanoke City Public Schools, P. O. Box
13145, Roanoke, Virginia 24031
Donna Caldwell, Director of Accounting, Roanoke City Public Schools, P. O. Box
13145, Roanoke, Virginia 24031
Christopher P. Morrill, City Manager
Daniel J. Callaghan, City Attorney
Barbara A. Dameron, Director of Finance
Sherman M. Stovall, Assistant City Manager for Operations
IN I l Ili UOUNC II, OI I I11 :: CITY Op ROANOKP, V11MINIA,
'the 1st day of Auguat, 20th.
Nn. 40.598 - 080116.
A RI:SOiJ J ION uulliel zing the School Board to enter into it commercial card service
ugreumcnl with Fifth I In"I Ban]: for the Into pose of issuemcc ofone of more creditcnrds to the Schools.
W I Hl IWAS, the School Board has managed its own financial system and accounts sepaini cand
apart horn the City of Roanoke since .Illy I, 2008;
WI 11M'AS, as a consequence ollnanaging its financial system, the School Board maintains its
accounts and secures its own credit card account; and
W1 I I RIMS, the City Ttnasurer recommended that the School Board secure a credit card account
through a diRclent financial institution.
IT ll?RHFORE BE IT RESOLVED by the Council of the City of Roanoke that:
I . The School Board, through its Superintendent, is [lei reby authorized to execute temporary
loan agreements with Fifth Third Bank in accordance with Virginia Code §22.1 -110 for the purpose of
securing oil cot morecrediteards in the nameofthe School Board. Such temporary Ioanagreements as
well as any other necessary and appropriate documents shall be in a form approved by the City Attorney.
2. The maximum total amount of -the temporary loans that the Superintendentis authorized
to secure is $500,000 for credit cards, which amount is less than the maximum amount allowed by
Virginia Code § 22.1 -110.
3. Any amount drawn under such credit card shall bepaid to Fifth Third Bank, no later than
three months after such amount is so drawn or charged.
ATTEST.
V f) s
rn.V'jvjt Q ,,o v
City Clerk.
August 1, 2016
The Honorable Sherman P. Lea, Sr., Mayor
and Members of Roanoke City Council
Roanoke, VA 24011
Dear Members of Council:
As a result of official School Board action on Tuesday, July 14, 2016,
the Board respectfully requests that City Council endorse a
resolution authorizing the Superintendent to enter into a
commercial card service agreement with Fifth Third Bank for the
purposes of issuance of one or more credit cards to the School
Division.
On behalf of the School Board, thank you for your consideration.
Sincerely,
Cindy H. Poulton
Clerk
PC: Dan Callaghan Rita D. Bishop
Chris Morrill Kathleen Jackson
Barbara Dameron Annette Lewis
ROANOKE CITY
PUBLIC SCHOOLS
School Board
Annette Lewis
Chairman
Lori E. Vaught
Vice Chairman
Mark K. Cathey
William B. Hopkins, Jr.
Laura D. Rottenborn
Lutheria H. Smith
Dick Willis
Dr. Rita D. Bishop
Superintendent
Cindy H. Poulton
Clerk of the Board
w.rcps.info p: 540.853.2381 f: 540.853.2951 P.O. Box 13145 Roanoke VA 74031
CITY COUNCIL AGENDA REPORT
1W
To: Honorable Mayor and Members of City Council
Meeting: August 1, 2016
Subject: School Board Request of Temporary Loan Agreement
Background:
The School Board has managed its own financial system and accounts separate and apart
from the City of Roanoke since July 2008. On July 7, 2008 the City adopted a resolution
authorizing the School Board to enter into temporary loan agreements, a component of
which was the issuance of credit cards for the school division's use. The School Board now
desires to secure its credit cards through Fifth Third Bank in accordance with Virginia Code
§22.1 -110.
Considerations:
The City Treasurer recommended that the School Board secure its credit card accounts
through a different financial institution than their current provider. The arrangements being
recommended have been developed through a collaborative effort of Roanoke City Public
Schools (RCPS) Administration, the City Treasurer and other City administrative offices. The
City currently has an agreement with Fifth Third Bank for purchase card services and
electronic cards payable and receives an annual rebate based on spending levels. This
rebate is an additional revenue source for the City and RCPS can benefit from the use of this
same commercial card service agreement with Fifth Third Bank.
Recommended Action:
We respectfully recommend that you concur with this report presented on behalf of the
School Administration and adopt the attached resolution authorizing the School Board to
enter into a temporary loan agreement with Fifth Third Bank.
Andrea F. Trent
Assistant Director of Finance
Distribution: Council Appointed Officers
Barbara A. Dameron, Director of Finance
Sherman M. Stovall, Assistant City Manager for Operations
Rita D. Bishop, Superintendent, RCPS
P. Steve Barnett, Assistant Superintendent for Operations, RCPS
Kathleen M. Jackson, Chief Financial Officer, RCPS
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of August, 2016.
No. 40587- 080116.
AN ORDINANCE appropriating funding from the Foundation for Roanoke
Valley for a Bridges Out of Poverty workshop, amending and reordaining certain
sections of the 2016 -2017 Grant Fund Appropriations.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2016 -2017 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Professional Fees 35- 630 - 8315 -2010 $ 9,970
Revenues
Bridges Out of Poverty FY17 35- 630 - 8315 -8315 9,970
ATTEST:
City Clerk.
c
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roonoke, W ginhl 24011 4536
'releplione: (541))953 -2541
F.,t: (540)853 -1145
STEPHANIE M. MOON REYNOLDS, MM(
E -nmilk elerk(n:-tt kevn...e
CECELIA F. MCCOY
City ('ierk
Dgmty City Clerk
August 3, 2016
CECELIA T. WE69, CMC
9
Assbtxnt Deputy City Clerk
David Perry
2550 Alberta Avenue, S. W.
Roanoke, Virginia 24015
Dear Mr. Perry:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were appointed to replace Dr. Nancy Dye as a member Mill
Mountain Advisory Board for a term of office ending June 30, 2019.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were appointed.
Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be provided
with a copy within two weeks of your appointment and each member is required "to read
and become familiar with provisions of the Act."
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member of the Mill
Mountain Advisory Board.
Sincerely, (�
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Nicole R. Ashby, Secretary, Mill Mountain Advisory Board, with application
COMMONWEALTH OF VIRGINIA )
To -wit:
CITY OF ROANOKE )
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, DAVID PERRY was
appointed to replace Dr. Nancy Dye as a member of the Mill Mountain Advisory Board
for a term of office ending June 30, 2019.
Given under my hand and the Seal of the City of Roanoke this third day of
August 2016.
vol- ryt'
City Clerk
r? CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
^'* Roanoke, Virginia 24011 -1536
'Telephone: (541)953.2541
Fax: (540)953 -1145
S'I'FTHANIE M. MOON REYNOLDS, MM( E mail: tlerk(nnvuumkevn'R °v ('F.('ELIA F. M( COY
City Clerk D,11111' ('ily Ckrk
('E('EI.IA T. W EBB, ('M('
August 8, 2016 AaiFhmt Deputy City Clerk
Dr. Nancy V. Dye
1801 Prospect Road
Roanoke, Virginia 24014
Dear Dr. Dye:
Your term of office as a member of the Mill Mountain Advisory Board expired on
June 30, 2016.
On behalf of the Members of Roanoke City Council, I would like to express appreciation
for your service to the City of Roanoke as a member of the Mill Mountain Advisory
Board from July 1, 2014 to June 30, 2016. Please find enclosed a Certificate of
Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your
service.
Sincerely,
Stephanie M. Moon Reynolds; M C
City Clerk
Enclosure
CERTIFICATE OF APPRECIATION
PRESENTED TO
NANCY V. DYE
AS A MEMBER OF THE
MILL MOUNTAIN ADVISORY BOARD
FROM JULY 1, 2014
TO JUNE 30, 2016
ON THIS 8TH DAY OF AUGUST , 2016
IN RECOGNITION OF OUTSTANDING PUBLIC SERVICE
FAITHFULLY RENDERED TO THE CITY OF ROANOKE
APPROVED: ATTEST:
SHERMAN P. LEA, SR.
MAYOR
y� i
PHAME M. MOON O ,MMC
CITY CLERK
o�
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Roon1 456
Roanoke, Virginia 24011 -1536
R+�' '1'elelJ,nnr. (5411) 853 -2541
IOU: (541) 853 -1145
51 1141ANIL NI. MOON R IA'NOLDS, aINC bn,nil: ele11N11'ouniih —L."Ye (' E( ELIA F. M((OV
I Ip Clerk Nepal) (S1)' Clerk
August 3, 2016 CE0.1.1 A' r. a'o:nn,('N(
9 Acvin:ua Deputy City Clerk
Andrew J. Anguiano
3237 Avenham Avenue, S.W.
Roanoke, Virginia 24014
Dear Mr. Anguiano:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were reappointed as a Commissioner of the City of Roanoke
Redevelopment and Housing Authority for a four -year term of office ending
August 31, 2020.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were 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 your service to the City of Roanoke as a
Commissioner of the City of Roanoke Redevelopment and Housing Authority.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
Glenda Edwards Goh, Secretary, City of Roanoke Redevelopment and Housing
Authority, 2624 Salem Turnpike, N.W., Roanoke, Virginia 24017
COMMONWEALTH OF VIRGINIA
To -wit:
CITY OF ROANOKE
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, ANDREW J. ANGUTANO
was reappointed as a Commissioner of the City of Roanoke Redevelopment and
Housing Authority for a four -year term of office ending August 31, 2020.
Given under my hand and the Seal of the City of Roanoke this third day of
August 2016.
u
City Clerk
e CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avnt, S. W., Room 456
Ro:uloke, Virginin 24011 -1576
'1 CIC)Lnnc: (540) 853 -2541
F,Ix: (540)853-1]4q
SHINIANIF JI.n100N BCYNOLDI, %1%1( !:,nail: C VP 4:LIA F. AU('01'
('0, ('lurk IIDpnry' ('il)' ( Icrk
August 3, 2016 ('E('FLIA'I. wk:nn, cult'
9 AW,lanl nrnnlr ('lly cIt. k
Edward Garner
3717 Chesterton Street, S. W.
Roanoke, Virginia 24018
Dear Mr. Garner:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were reappointed as a Commissioner of the City of Roanoke
Redevelopment and Housing Authority for a four -year term of office ending
August 31, 2020.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were 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 your service to the City of Roanoke as a
Commissioner of the City of Roanoke Redevelopment and Housing Authority.
Sincerely,
_
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Glenda Edwards Goh, Secretary, City of Roanoke Redevelopment and Housing
Authority, 2624 Salem Turnpike, N.W., Roanoke, Virginia 24017
COMMONWEALTH OF VIRGINIA
To -wit:
CITY OF ROANOKE
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, EDWARD GARNER was
reappointed as a Commissioner of the City of Roanoke Redevelopment and Housing
Authority for a four -year term of office ending August 31, 2020.
Given under my hand and the Seal of the City of Roanoke this third day of
August 2016.
1
City Clerk
o�
CITY OF ROANOKE
OFFICE OF TIIE CITY CLERK
215 Church Avenue, S. W., Room 456
Rnnnoke, Virginia 24011 -1536
lblry,Lnne: (5411)X53-2541
Fu,, (5411)X9 -1145
.S'1'1(PII, %NIP: NI. NIOON IPPIlN01. DS, 61X(.
P. }nmil: d"ku, ruunokevu.gnv f U.CL.I.IA I. N1( COY
(i1) 11,,k
i),W) ('ilk ('lerk
August 3, 2016 (P.0 P:LIA r. WEnn,(n1(
9 A.,,iatxn( I ,uh ('ib clerk
Duane R. Smith
3038 Melrose Avenue, N. W.
Apartment 714
Roanoke, Virginia 24017
Dear Mr. Smith:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were reappointed as a Commissioner of the City of Roanoke
Redevelopment and Housing Authority for a four -year term of office ending
August 31, 2020.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were 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 your service to the City of Roanoke as a
Commissioner of the City of Roanoke Redevelopment and Housing Authority.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Glenda Edwards Goh, Secretary, City of Roanoke Redevelopment and Housing
Authority, 2624 Salem Turnpike, N.W., Roanoke, Virginia 24017
COMMONWEALTH OF VIRGINIA )
To -wit:
CITY OF ROANOKE )
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, DUANE R. SMITH was
reappointed as a Commissioner of the City of Roanoke Redevelopment and Housing
Authority for a four -year term of office ending August 31, 2020.
Given under my hand and the Seal of the City of Roanoke this third day of
August 2016.
rJ?n^^ ) ,'- U �
City Clerk
August 3, 2016 CEC'ELIA T. WEBD, CMC
9 Assistant Depnty City Clerk
Harvey D. Brookins, Jr.
Landmark Building
129 Salem Avenue, S. W.
Suite B
Roanoke, Virginia 24011
Dear Mr. Brookins:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were reappointed as a City representative of the Western Virginia
Water Authority Board for a four -year term of office ending June 30, 2020.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were 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 'Yo
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 your service to the City of Roanoke as a
City representative of the Western Virginia Water Authority Board.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Gayle Shrewsbury, Secretary, Western Virginia Water Authority Board
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Chu rch Avenne, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540)853 -2541
Gnx: (541) 853 -1145
S'CEEHANIE M. MOON REYNOLDS, MMC
E-nwh: dark(.......k....gnr CECELIA F. MCCOY
City Clerk
Depoy City Clerk
August 3, 2016 CEC'ELIA T. WEBD, CMC
9 Assistant Depnty City Clerk
Harvey D. Brookins, Jr.
Landmark Building
129 Salem Avenue, S. W.
Suite B
Roanoke, Virginia 24011
Dear Mr. Brookins:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were reappointed as a City representative of the Western Virginia
Water Authority Board for a four -year term of office ending June 30, 2020.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were 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 'Yo
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 your service to the City of Roanoke as a
City representative of the Western Virginia Water Authority Board.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Gayle Shrewsbury, Secretary, Western Virginia Water Authority Board
COMMONWEALTH OF VIRGINIA
To -wit:
CITY OF ROANOKE
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, HARVEY D. BROOKINS
was reappointed as a City representative of the Western Virginia Water Authority Board
for a four -year term of office ending June 30, 2020.
Given under my hand and the Seal of the City of Roanoke this third day of
August 2016.
City Clerk
!
C0 ITY OF ROANOKE
OFFICE; OFT FIE CITY CLERK
215 C'lutrch Avenue, S. W., Room 456
RRoanoke, Virginia 24011 -1536
'telephone: (540) 953 -3541
Fax: (541)851 -1145
Si HPIIANIE M. MOON REYNOLDS, MMC'
ILnu,il: olr.kOpronna kcvn.gnv
CII)'Clerk
August 8, 2016
Courtney Campbell
2333 York Road, S. W.
Roanoke, Virginia 24015
Dear Ms. Campbell:
C'FCF1AA F. MCC'OY
Deputy City Clerk
CECEWAT. WED), CMC
Assistant Deputy City Clerk
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were appointed to fill the unexpired term of office of Jerry Smith as
a City representative of the Roanoke Valley - Alleghany Regional Commission for a term
ending June 30, 2018.
Facility, 315 Church Avenue, S. W.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were appointed.
Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be provided
with a copy within two weeks of your appointment and each member is required 'Yo read
and become familiar with provisions of the Act."
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a City representative
of the Roanoke Valley - Alleghany Regional Commission.
Sincerely,
wet-
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Wayne G. Strickland, Executive Director, Roanoke Valley Alleghany Regional
Commission, P. O. Box 2569, Roanoke, Virginia 24010, with application
COMMONWEALTH OF VIRGINIA
To -wit:
CITY OF ROANOKE
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, COURTNEY CAMPBELL
was appointed to fill the unexpired term of office of Jerry Smith as a City representative
of the Roanoke Valley - Alleghany Regional Commission for a term ending June 30,
2018.
Given under my hand and the Seal of the City of Roanoke this eight day of
August 2016.
City Clerk
m�
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Ayenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
"I'ckpL,n�e: (540)853 -2541
Fnx: (540)853 -1145
STEPHANIE: M. MOON REYNOLDN, MMC.
F nmil: clerk(n ;nnumkeve.guv
CECELIA F. MCCOY
City Clerk
Deputy City Clerk
August 3, 2016
CECELIA T. WEBB, CMC
Assistant Dewily City Clerk
Mark Garland
418 King George Avenue, S. W.
Roanoke, Virginia 24016
Dear Mr. Garland:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were appointed to replace Nelson D. Reed as a Citizen at Large
representative of the Building and Fire Code Board of Appeals for a term ending
June 30, 2018.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were appointed.
Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be provided
with a copy within two weeks of your appointment and each member is required "to read
and become familiar with provisions of the Act."
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a Citizen at Large
representative of the Building and Fire Code Board of Appeals.
Sincerely,
Stephanie M, Moon Reynolds, MMC
City ity Clerk
c: Tina Carr, Secretary, Building and Fire Code Board of Appeals, with application
COMMONWEALTH OF VIRGINIA )
To -wit:
CITY OF ROANOKE )
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, MARK GARLAND was
appointed to replace Nelson D. Reed as a Citizen at Large representative of the
Building and Fire Code Board of Appeals for a term ending June 30, 2018.
Given under my hand and the Seal of the City of Roanoke this third day of
August 2016.
City Cler
Justine Megginson
P. O. Box 3153
Roanoke, Virginia 24015
Dear Ms. Megginson:
Your term of office as a member of the Building and Fire Code Board of Appeals
expired on June 30, 2016.
On behalf of the Members of Roanoke City Council, I would like to express appreciation
for your service to the City of Roanoke as a member of the Building and Fire Code
Board of Appeals from July 1, 2012 to June 30, 2016. Please find enclosed a
Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in
recognition of your service.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
CGO ITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Pax: (540) 853 -1145
.STEPHANIE M. MOON REYNOLDS, MIMIC
E -nmil:
CECELIA F. MCCOY
City Clerk
Deputy City Clerk
CECELIA T. W EBB, CIVIC
Aninmtt Dr,or City Clerk
August 5, 2016
Justine Megginson
P. O. Box 3153
Roanoke, Virginia 24015
Dear Ms. Megginson:
Your term of office as a member of the Building and Fire Code Board of Appeals
expired on June 30, 2016.
On behalf of the Members of Roanoke City Council, I would like to express appreciation
for your service to the City of Roanoke as a member of the Building and Fire Code
Board of Appeals from July 1, 2012 to June 30, 2016. Please find enclosed a
Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in
recognition of your service.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
CERTIFICATE OF APPRECIATION
PRESENTED TO
JIISTINA MEGGINSON
AS A MEMBER OF THE
BUILDING AND FIRE CODE BOARD OF APPEALS
FROM JULY 1, 2012
TO JUNE 30, 2016
ON THIS 5TH DAY OF AUGUST , 2016
IN RECOGNITION OF OUTSTANDING PUBLIC SERVICE
FAITHFULLY RENDERED TO THE CITY OF ROANOKE
APPROVED: ATTEST:
SHERMAN P. LEA, SR. STEPHANIE M. MOON REYNOLDS, MMC
MAYOR CITY CLERK
IT
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
4
Telephone: (540)853 -2541
Fnx: (540)853 -1145
STEFIIANIEM. MOON REYNOLD.S,MMC
E- ,null: rlerh� }rounok,e..gov
CECELIA F. MCCOY
City Clerk
Deputy City Clerk
August 5, 2016
CECELIA T. WEBB, CMC
Assistant Deputy City Clerk
REVISED
John Missell
2049 Windsor Avenue, S. W.
Roanoke, Virginia 24015
Dear Mr. Missell:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were appointed to fill the unexpired term of office of
Mary V. H. Dykstra as a member of the Architectural Review Board ending October 1,
2016; and for an additional four -year term of office ending October 1, 2020.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were appointed.
Pursuant to Section 2.2.3115, Code of Virginia (1950), as amended, I am required
to furnish members of the Architectural Review Board with a form for Disclosure
of Real Estate Holdings prior to assume the duties as a member of the Board.
State Code provisions further provide that all disclosures must be filed and
maintained as a matter of public record for a period of five years in the Office of
the Clerk of the governing body. Please complete and return the enclosed form
to the undersigned prior to assuming your duties as a member of the Board.
Furthermore, Section 2.2 -3702, Code of Virginia (1950), as amended, requires that you
be provided with a copy of the Freedom of Information Act within two weeks of your
appointment and each member is required "to read and become familiar with provisions
of the Act."
John Missell
August 5, 2016
Page 2
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member of the
Architectural Review Board.
Sincerely,
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Tina Carr, Secretary, Architectural Review Board, with application
COMMONWEALTH OF VIRGINIA
To -wit:
CITY OF ROANOKE
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, JOHN MISSELL was
appointed to fill the unexpired term of office of Mary V. H. Dykstra as a member of the
Architectural Review Board ending October 1, 2016; and for an additional four -year term
of office ending October 1, 2020.
Given under my hand and the Seal of the City of Roanoke this fourth day of
August 2016.
�r1q-"L�
City Clerk
c
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540)853 -2541
Fnx: (540)853 -1145
S I'EPI IAN I E M. MOON R EVNO LDS, MMC
E-mWl: cicrk(nyronnnkova. guy C ECF,LIA F. M( COY
City Clerk
Deputy City Clerk
August 4, 2016 CECELIA T. WEBB, CMC
9 ASyi3lnat Deputy City Clerk
Stephen Grammer
4902 Grandin Road, S. W.
Apartment 117
Roanoke, Virginia 24018
Dear Mr. Grammer:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016, you were appointed to fill the unexpired term of office of Alesha Allen
as a member of the Fair Housing Board ending March 31, 2019.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were appointed.
Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be provided
with a copy within two weeks of your appointment and each member is required "to read
and become familiar with provisions of the Act."
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member of the Fair
Housing Board.
Sincerely,
Ste Moon Re rn- R phanie M. Ids, M C
City Clerk
Enclosures
c: Crystal Hypes, Secretary, Fair Housing Board, with application
COMMONWEALTH OF VIRGINIA )
To -wit:
CITY OF ROANOKE )
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, STEPHEN GRAMMER was
appointed to fill the unexpired term of office of Alesha Allen as a member of the Fair
Housing Board ending March 31, 2019.
Given under my hand and the Seal of the City of Roanoke this fourth day of
August 2016.
City Clerk
tr�
CITY OF ROANOKE
60
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
uo,.., ' "'
Roanoke, Virginia 24011 -1536
Telepkone: (540)853 -2541
Gnx: (540)853 -1145
S'I'EPIIANIE M. MOON REYNOLDS, MMC
E -nwiL derk(n;rowmkcva . y °v CECELIA C MCCOV
City Clerk
Deputy City Clerk
August 5, 2016 CECELIA T. WEBB, CMC
g Assistant Deputy City Clerk
Lorena Wilson
4158 Westvale Road, N. E.
Roanoke, Virginia 24019
Dear Ms. Wilson:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 1, 2016 you were appointed to replace Heidi Schmidt as a Citizen at Large
representative of the Youth Services Citizen Board for a term of office ending June 30,
2019.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., prior to serving in the capacity to which
you were appointed.
Pursuant to Section 2.2 -3702, Code of Virginia (1950), as amended, I am enclosing
copy of the Virginia Freedom of Information Act. The Act requires that you be provided
with a copy within two weeks of your appointment and each member is required "to read
and become familiar with provisions of the Act."
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for your willingness to serve the City of Roanoke as a member of the Youth
Services Citizen Board.
Sincerely,
in '
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosures
c: Aisha Johnson, Assistant to the City Manager
COMMONWEALTH OF VIRGINIA
To -wit:
CITY OF ROANOKE
I, Stephanie M. Moon Reynolds, 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 first day of August 2016, LORENA WILSON was
appointed to replace Heidi Schmidt as Citizen at Large representative of the Youth
Services Citizen Board for a term ending June 30, 2019.
2016.
Given under my hand and the Seal of the City of Roanoke this fifth day of August
")- ryt
City Clerk
Heidi Schmidt
806 Wasena Avenue, S. W.
Apartment 314
Roanoke, Virginia 24015
Dear Ms. Schmidt:
Your term of office as a Citizen at Large representative of the Youth Services Citizen
Board expired on June 30, 2016.
On behalf of the Members of Roanoke City Council, I would like to express appreciation
for your service to the City of Roanoke as a Citizen at Large representative of the Youth
Services Citizen Board from July 1, 2015 to June 30, 2016. Please find enclosed a
Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in
recognition of your service.
Sincerely,
`
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540)853 -2541
Fnx: (540) 853 -1145
STEPHANIE M. MOON REYNOLDS, MMC
E-nmil: elark(nlronnokevn.poe
CE( ELIA F. MCCOY
City ('Ierk
Depnly City Clerk
CECELIAT. WEBB,CMC
Assistant Deputy City Clerk
August 5, 2016
Heidi Schmidt
806 Wasena Avenue, S. W.
Apartment 314
Roanoke, Virginia 24015
Dear Ms. Schmidt:
Your term of office as a Citizen at Large representative of the Youth Services Citizen
Board expired on June 30, 2016.
On behalf of the Members of Roanoke City Council, I would like to express appreciation
for your service to the City of Roanoke as a Citizen at Large representative of the Youth
Services Citizen Board from July 1, 2015 to June 30, 2016. Please find enclosed a
Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in
recognition of your service.
Sincerely,
`
Stephanie M. Moon Reynolds, MMC
City Clerk
Enclosure
CERTIFICATE OF APPRECIATION
PRESENTED TO
HEIDI SCHMIDT
AS A CITIZEN AT LARGE REPRESENTATIVE
OF THE YOUTH SERVICES CITIZEN BOARD
FROM JULY 1, 2015
TO JUNE 30, 2016
ON THIS 5TH DAY OF AUGUST , 2016
IN RECOGNITION OF OUTSTANDING PUBLIC SERVICE
FAITHFULLY RENDERED TO THE CITY OF ROANOKE
APPROVED: ATTEST:
/nwj ") - ypn �V'Cgi✓
SHERMAN P. LEA, SR. STEPHANIE M. MOON REYNOLDS,MMC
MAYOR Cm CLERK