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HomeMy WebLinkAboutCouncil Actions 07-03-17BESTPITCH doe 40879 - 070317 ROANOKE CITY COUNCIL REGULAR SESSION JULY 3, 2017 2:00 P.M. CITY COUNCIL CHAMBER AGENDA Call to Order - -Roll Call. Vice -Mayor Price, Council Members Dykstra and Ferris were absent. The Invocation was delivered by The Reverend D. Keith Beasley, Pastor, Good Shepherd Lutheran Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Sherman P. Lea, Sr. Welcome. Mayor Lea. CERTIFICATION OF CLOSED MEETING. (4 -0) David B. Trinkle, Chair of the Personnel Committee, moved that each member of Roanoke City Council certifies, to the best of each member's knowledge, that (i) only public business matters lawfully exempted from open meeting requirements under Section 2.2 -3712 B, Code of Virginia, as amended and (ii) only such public business matters as were identified in the announcement by David B. Trinkle, Chair of the Council Personnel Committee on June 19, 2017, pursuant to Section 2.2 -3712 B of the Code of Virginia, by which the closed meeting was convened were heard, discussed or considered in the meeting by the public body. NOTICE: Today's Council meeting will be televised live and replayed on RVTV Channel 3 on Thursday, July 6 at 7:00 p.m.; and Saturday, July 8 at 4:00 p.m.; and video streamed through Facebook Live at facebook .com /roanokecitycouncil. Council meetings are offered with closed captioning for the hearing impaired. ANNOUNCEMENTS: The Council of the City of Roanoke is seeking applications for the following current vacancies and /or upcoming expirations of terms of office: Mill Mountain Advisory Board — one vacancy Three -year term of office ending June 30, 2020 Parks and Recreation Advisory Board — three vacancies Terms of office ending March 31, 2020 Unexpired term of office ending March 31, 2018 Personnel and Employment Practices Commission — one vacancy (City Employee) Three -year term of office ending June 30, 2020 Roanoke Arts Commission — two vacancies Three -year term of office ending June 30, 2020 Visit Virginia's Blue Ridge, Board of Directors — one vacancy One -year term of office ending June 30, 2018 Youth Services Citizen Board — one vacancy (Citizen At- Large) Three -year term of office ending June 30, 2020 Access the City's homepage to complete an online application for the abovementioned vacancies. ORGANIZATIONAL MEETING: Adoption of the schedule of Roanoke City Council meetings for Fiscal Year 2017 -2018. Adopted Resolution No. 40879-070317. (4-0) 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: NONE. 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, 3360 Hershberger Road, N.W., appeared before Council to reiterate God's way is the only way and encouraged Council to work with citizens to make the needed change. 4. CONSENT AGENDA: (Approved 4 -0) All matters listed under the Consent Agenda are considered to be routine by the Members of City Council and will be enacted by one motion. There will be no separate discussion of the items. If discussion is desired, the item will be removed from the Consent Agenda and considered separately. C -1 Minutes of the regular meeting of City Council held on Monday, April 3, 2017. ACTION: Dispensed with the reading of the minutes and approved as recorded. C -2 A communication from the Deputy City Clerk advising of the resignation of Ssunny Shah as a member of the Parks and Recreation Advisory Board, effective immediately. RECOMMENDED ACTION: Accepted the resignation and received and filed the communication. C -3 Minutes of the Audit Committee held on Wednesday, June 2, 2017. RECOMMENDED ACTION: Received and filed. C -4 A communication from the Director of Finance transmitting the Financial Report for eleven months ended May 31, 2017. RECOMMENDED ACTION: Received and filed. C -5 A communication from Paul G. Beers, Counsel, Hotel Roanoke and Conference Center Commission, transmitting a resolution in observation of the retirement of Deborah J. Moses, as Executive Director of the Commission. RECOMMENDED ACTION: Received and filed. C -6 Reports of qualification of the following individuals Elizabeth Cori Shields Jamison and William B. Hopkins, Jr., as Trustees of the Roanoke City School Board for three -year terms of office, each, commencing July 1, 2017 and ending June 30, 2020; Barton J. Wilner as a City representative of the Visit Virginia's Blue Ridge, Board of Directors, for a one -year term of office ending June 30, 2018; Steven Martin as an Ex- Officio member of the Roanoke Valley Juvenile Detention Center Commission to fill the unexpired term of office of Jane Conlin (Retired) ending June 30, 2018; Katelynn Lewis as a member of the Roanoke Neighborhood Advocates to fill the unexpired term of office of Brenda Allen ending June 30, 2018; Madison Duval as a Student member of the Youth Services Citizen Board for a one -year term of office ending June 30, 2018; Dan L. Brokaw as a Builder representative of the Building and Fire Code Board of Appeals for a three -year term of office ending June 30, 2020; Rachel Wheaton as a member of the Roanoke Public Library Board for a three -year term of office ending June 30, 2020; and J. Frederick Gusler as a Citizen representative of the Roanoke Valley - Alleghany Regional Commission to fill the unexpired term of office of Christopher P. Morrill ending June 30, 2018. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA: 5. PUBLIC HEARINGS: NONE. 6. PETITIONS AND COMMUNICATIONS: NONE. 7. REPORTS OF CITY OFFICERS AND COMMENTS OF ACTING CITY MANAGER: a. ACTING CITY MANAGER: BRIEFINGS: NONE. ITEMS RECOMMENDED FOR ACTION: Acceptance and appropriation of additional funds from the Virginia Department of Transportation (VDOT) for the Roanoke River Greenway, Bridge the Gap, Phase II Project from Aerial Way Drive to Bridge Street. Adopted Resolution No. 40880- 070317 and Budget Ordinance No. 40881, on first reading. (4 -0) Issuance and execution of amendments to two contracts for the Transportation Structures Inspection Program (2014 - 2018) Year Four of Five to the City's Contract with AECOM Technical Services, Inc., and Mattern & Craig, Inc., respectively. Adopted Resolution Nos. 40882 - 070317 and 40883- 070317. (4 -0) COMMENTS OF ACTING CITY MANAGER. The Acting City Manager commented on the following: Grant Funds Awarded Last week Roanoke received some good news: • At the National Healthy Homes Month event in Washington, D.C., HUD Secretary Ben Carson announced that Roanoke will receive a grant in the amount of $2,719,660.00 to continue the City's LeadSafe program. • Roanoke was one of five HUD grantees asked to showcase its successful program at the event. • LeadSafe Program Manager Ann Billings and LeadSafe Program Support Specialist Marla Robertson were on hand to share this information. • The newly awarded funds will help Roanoke continue to address lead hazards in houses for low- income families with children. • The City incorporates multiple community, health and housing partners into the program to involve the entire community in eliminating lead hazards from homes Recycle CoachTm App • Roanoke recently launched Recycle Coach TM, a mobile and web app that reminds citizens of trash and recycling schedules for their individual address. • The app is free to download and it is available from the !Tunes Store and Google Play. • Residents can view schedules and set up automatic reminders right on their smartphones. • Or they can go to roanokeva.govlsolidwaste to view schedules and set up reminders by e-mail. Reminders • Municipal offices will be closed for the Independence Day Holiday, July4 • Roanoke Fireworks on the Fourth o River's Edge Sports Complex, 7:00 to 10:00 p.m. Elmwood Park Activities • Deschutes Brewery Street Pub • Saturday, July 15 • 2:00 -10:00 p.m. • Budweiser Summer Series —"Flo Rida" • Sunday, July 16 • Gates Open: 6:00 p.m., Show Starts: 7:00 p.m. b. CITY ATTORNEY: 1. Readoption and reenactment of the Code of the City of Roanoke (1979), as amended. Adopted Ordinance No. 40884, on first reading. (4-0) 8. REPORTS OF COMMITTEES: NONE. 9. UNFINISHED BUSINESS: NONE. 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: NONE. 11. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and /or comments by the Mayor and Members of City Council. Council Member Garland inquired about the pending downtown Stormwater reportipresentation. Sherman Stovall, Acting City Manager informed him that there was no scheduled presentation; however, the Stormwater Department was preparing a written update and could arrange a briefing presentation at the direction of the Council. Council Member Bestpitch informed citizens that Acting City Manager Townsend and Assistant City Manager Stovall were speakers at a Kiwanis Luncheon meeting on Wednesday, June 28. He thanked them both for their participation and commended them for working well together in the absence of a City Manager. Mayor Lea announced the CIAA, in conjunction with its Football Coaches Association, and local Salem and Roanoke High School Coaches will host a youth football clinic on Wednesday, July 19 at the William Fleming High School from 6:00 p.m. to 8:00 p.m. Registration /check -in will begin at 5:30 p. m. The clinic will combine basic football fundamentals that focus on self- improvement and a motivational life- skills session with the 2017 CIAA head football coaches and select returning football players from the 12- member institutions. The clinic is free to youth ages 7 to 13 and is limited to the first 150 registrants. Participants should wear athletic clothing and sneakers or cleats and will receive a free t -shirt and snack upon departure. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. NONE. 12. ADJOURNED - 2:44 P.M. July 3, 2017 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: Council Members William D. Bestpitch Michelle L. Dykstra Raphael F. `Ray" Ferris John A. Garland Anita J. Price David B. Trinkle This is to advise you that I will not be present at the 2:00 p.m. session of Council on Monday, July 3, 2017. Best wishes for a successful meeting. Sincerely,' ' Viwu' Anita J. Price Vice -Mayor AJP /ctw CITY OF ROANOKE `RoFai,gL �\ CITY COUNCIL 215 Church Avenue, S.W. Noel C. Taylor Municipal Building, Suite 456 ��hRC�NJr�/ -' Roanoke, Virginia 24011-1536 Telephone (540) 853 -2541 Fax: (540) 853 -1145 SHERMAN P. LEA, SR. Email clerkCroanokeva -gov Mayor July 3, 2017 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: Council Members William D. Bestpitch Michelle L. Dykstra Raphael F. `Ray" Ferris John A. Garland Anita J. Price David B. Trinkle This is to advise you that I will not be present at the 2:00 p.m. session of Council on Monday, July 3, 2017. Best wishes for a successful meeting. Sincerely,' ' Viwu' Anita J. Price Vice -Mayor AJP /ctw oe noa CITY OF ROANOKE CITY COUNCIL 215 Church Avenue SW, Noel C, Taylor Municipal Building Suite 456 vrgor�M % Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 SHERMAN P. LEA, SR. Fax: (540) 853 -1145 Mayor Email: clerk(,oaaokeva.gov July 3, 2017 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: Council Members William D. Bestpitch Michelle L. Dykstra Raphael E. "Ray" Ferris John A. Garland Anita J. Price David B. Trinkle This is to advise you that I will not be present at the 2:00 p.m. session of Council on Monday, July 3, 2017. Best wishes for a successful meeting. Sincerely, w Raphael E. Ferris Council Member REF /ctw nod CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S. W_ Noel C. Taylor Municipal Building, Butte 456 Roanoke, Virginia 21011 -1536 Telephone: (540) 853 -2541 tax: (540) 853 -1145 SHERMAN P. LEA, SR. Email: clerk(dmanokevagov Mayor July 3, 2017 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: Council Members William D. Bestpitch Michelle L. Dykstra Raphael E, Ray" Ferris John A. Garland Anita J. Price David B. Trinkle This is to advise you that I will not be present at the 2:00 p.m. session of Council on Monday, July 3, 2017. Best wishes for a successful meeting. Sincerely, Michelle L. Dykstra Council Member MLD /ctw July 6, 2017 The Reverend D. Keith Beasley, Pastor Good Shepherd Lutheran Church 1887 Electric Road, S. W. Roanoke, Virginia 24018 Dear Pastor Beasley: 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, July 3, 2017. It was a pleasure meeting you and look forward to having you return to deliver invocations at future Council meetings. Sincerely, '�Vi '/`,�'� Cecelia McCoy � /,LC U Deputy City Clerk CFM:aa CITY OF ROANOKE OFFICE OF THE CITY CLERK 2I5 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011 -1536 Telephmte: (540) 853 -1541 Fes (540)853 -1145 STEPHANIE M. MOON REYNOLDS, hIMC E -mail: clerktaroanokeva.gov CECELIA F. MCCOY City Clerk Deputy City Clerk CECELIA T. W EBB, CMC Assistant Deputy City Clerk July 6, 2017 The Reverend D. Keith Beasley, Pastor Good Shepherd Lutheran Church 1887 Electric Road, S. W. Roanoke, Virginia 24018 Dear Pastor Beasley: 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, July 3, 2017. It was a pleasure meeting you and look forward to having you return to deliver invocations at future Council meetings. Sincerely, '�Vi '/`,�'� Cecelia McCoy � /,LC U Deputy City Clerk CFM:aa July 5, 2017 The Honorable Mayor Sherman P. Lea, Sr., and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: I am enclosing copy of Resolution No. 40879 - 070317 establishing a meeting schedule for City Council for the Fiscal Year commencing July 1, 2017, and terminating June 30, 2018. Pursuant to Paragraph 3, with regard to the regular meetings scheduled to be held on the first Monday of each month, inasmuch as City officials and Council members will be attending the Virginia Municipal League Annual Conference to be held on October 1 - 3, 2017, an exception is noted herein and the regular meeting scheduled to be held on Monday, October 2, 2017, is rescheduled to be held on Thursday, October 5, 2017, and shall commence at 9:00 a.m. Pursuant to Paragraph 5, all regular meetings of City Council shall be held in the Council Chamber, Room 450, of the Municipal Building, unless otherwise provided by resolution of Council, with the exception of the 9:00 a.m. session of the regular meeting on Monday, August 7, 2017, which shall be held at Fallon Park Elementary School, 502 19" Street, Roanoke, Virginia 24013 at 9:00 a.m. The abovereferenced measure was adopted by the Council of the City of Roanoke at are regular meeting held on Monday, July 3, 2017. Sincerely, Cecelia F. McCoy Deputy 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 F.v (540)853 -1145 STEPHANIE M. MOON REYNOLDS, MMC E -mail: clerk @ ..... l evagov CECELIA F. MCCOY Citv Clerk Deputy Ciry Clerk CECELIA T. W EBB, CMC Assistant Deputy Ciry Clerk July 5, 2017 The Honorable Mayor Sherman P. Lea, Sr., and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: I am enclosing copy of Resolution No. 40879 - 070317 establishing a meeting schedule for City Council for the Fiscal Year commencing July 1, 2017, and terminating June 30, 2018. Pursuant to Paragraph 3, with regard to the regular meetings scheduled to be held on the first Monday of each month, inasmuch as City officials and Council members will be attending the Virginia Municipal League Annual Conference to be held on October 1 - 3, 2017, an exception is noted herein and the regular meeting scheduled to be held on Monday, October 2, 2017, is rescheduled to be held on Thursday, October 5, 2017, and shall commence at 9:00 a.m. Pursuant to Paragraph 5, all regular meetings of City Council shall be held in the Council Chamber, Room 450, of the Municipal Building, unless otherwise provided by resolution of Council, with the exception of the 9:00 a.m. session of the regular meeting on Monday, August 7, 2017, which shall be held at Fallon Park Elementary School, 502 19" Street, Roanoke, Virginia 24013 at 9:00 a.m. The abovereferenced measure was adopted by the Council of the City of Roanoke at are regular meeting held on Monday, July 3, 2017. Sincerely, Cecelia F. McCoy Deputy City Clerk Enclosure The Honorable Mayor Sherman P. Lea, Sr., and Members of Roanoke City Council July 5, 2017 Page 2 PC: Elaine Bays- Murphy, Cable Access Director, Roanoke Valley Television, 541 Luck Avenue, S. W., Suite 145, Roanoke, Virginia 24016 Tom Hartman, Salesman, Lee Hartman and Sons, 3236 Cove Road, N. W., Roanoke, Virginia 24017 Cindy H. Poulton, Clerk, Roanoke City School Board, P. O. Box 13145, Roanoke, Virginia 24031 Sherman M. Stovall, Acting City Manager Daniel J. Callaghan, City Attorney Troy A. Harmon, Municipal Auditor Barbara A. Dameron, Director of Finance Melinda Mayo, Communication and Media Officer ^W'1 1 I W N 1 I r IN'fl lli CUIINCII. UI''I'I II? ('Ill' OP RUANt )RI!, VIRGINIA The 3rd day of July, 2017. No. 40879 - 070317. A RFSOI.I ITION estahlishing a meeting schedule for City Council for the Fiscal Year commencing,luly I, 2017, and lei minnting June 30, 2018. 13 IT RI:SO LV I'1) by the Council of the City of Roanoke as follows: This resolution establishes n schedule of regular meetings for City Council for the Fiscal Ycar commencing July I, 2017, and let rminating .lone 30, 2018, 2. For such fiscal year, City Council shall hold regular meetings on the first and third Mondays of each month, at the tollowing times ofcommencement: (a) Unless otherwise provided by resolution of Council, each regular meeting on the first Monday in each month shall commence at 9:00 a.m. for the conduct of informal meetings, work sessions, or closed meetings. Thereafter, Council shall take up the regular agenda at 2:00 p.m. Council may recess between the 9:00 a.m. session and the 2:00 p.m. session. The organizational mecting ofCity Council on the first meeting in .July, 2017, shall commence at 2:00 p.m. and immediately following. Council shall take up the regular agenda. (b) Unless otherwise provided by resolution of Council, each regular meeting on the third Monday in each month shall commence at 2:00 p.m. for the conduct of regular business. The second meeting of each month shall be recessed upon the completion of all business except the conduct of public hearings, and such meeting shall be reconvened at 7:00 p.m. on the same day for the conduct of public hearings. 3. With regard to the regular meetings scheduled to be held on the first Monday Of such month, inasnureh as City officials and Council members will be attending the Virginia Municipal League Annual Conference to tic held Cl October 1 3, 2017, an exception is noted herein and the regular meeting scheduled to he held on Monday, October 2.2017, is rescheduled to be held on Thursday, Octobers, 2017, and slwll commence at 9:00 a.m. 4. When any regularly scheduled Monday Iselin" shall fall on a holiday of the City, such meeting shall be held on Tuesday next following. 5. All regular meetings of City Council shall be held in the Council Chamber, Room 450, of the Municipal Building, unless otherwise provided by resolution of Council, with the exception ofthe 9:00a.111. session ofthe regularnteeting on August 7. 2017, which shall beheld at Fallon Park Elemerrtary School, 502 19th Street, S.E., Roanoke, Virginia 24013 at 9:00 a.m.. 6. City Council may prescribe a dayortime otherthan thateslablished by this resolution or a meeting place other than that established by this resolution by adoption of a resolution establishinganew mecongday, placcor time. City Council shall cause a copy of such resolution to be posted adjacent to the door of the Council Chambers and inserted in a newspaper having general circulation in the City at least seven days prior to the date of the meeting at such amended day, time or place 7. This Resolution shall have no application to special meetings of City Council called pursuant to §I0 of the City Charter. ATTEST: City Cicrk. z. d< STEPIIANIE M. MOON REYNOLDS, MMC City Clerk Ssunny Shah 5848 Old Locke Court Roanoke, Virginia 24018 Dear Mr. Shah: CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853-2541 Fa:: (540)853 -1145 E -mail: rlcrka .....akeva.gov July 5, 2017 CECELIA F. MCCOY Deputy City Clerk CECELIA T. WED& CMC Assistant Deputy Cit, Clerk A communication from the City Clerk advising of your resignation as a member of the Parks and Recreation Advisory Board was before the Council of the City of Roanoke at a regular meeting, which was held on Monday, July 3, 2017. 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 Parks and Recreation Advisory Board from March 2, 2015 to March 8, 2016. Please find enclosed a Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your service. Sincerely, Ct e" e 7 vm' �. Cecelia F. McCoy Deputy City Clerk CFM:ctw Enclosure PC: Nicole Ashby, Secretary, Parks and Recreation Advisory Board CERTIFICATE OF APPRECIATION PRESENTED TO Ssunny Shah AS A MEMBER OF THE PARKS AND RECREATION ADVISORY BOARD FROM MARCH 2, 2015 TO MARCH 8, 2016 ON THIS 5TH DAY OF JULY , 2017 IN RECOGNITION OF PUBLIC SERVICE FAITHFULLY RENDERED TO THE CITY OF ROANOKE APPROVED: ATTEST: SHERMAN P. LEA, SR. CECELIA F. MCCOY MAYOR DEPUTY CITY CLERK r CITY OF ROANOKE OFFICE OF THE CITY CLERK 2]5 Church Avenue, S. W., Suite 456 x. Roanoke, Virginia 24011 -1536 Telephone: (540)853 -2541 Fax: (540)8531145 STEPHANIE M. MOON REYNOLDS, MMC E -mail: clerk CUl aanakcvagov City Clerk July 3, 2017 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: C.ECELIA F. MCCOV Deputy City Clerk CECELIAT. WEB %CMC Anl,taat Deputy City Clerk This is to advise that Ssunny Shah has tendered his resignation as a member of the Parks and Recreation Advisory Board, effective immediately. Sincerely, 0-'"01 � 1KC ct'( r Cecelia F. McCoy Deputy City Clerk Hello Everyone . I apologize for not being able to attend several meetings due to other conflicts for the last several months. Considering my other commitments, I am sorry to say I will have to resign from City Parks & Recreation Board . I enjoyed working with you all and if I can be of any help in the future please let me know Thanks again Ssunny Shah MINUTES Audit Committee of Roanoke City Council Location: Council Conference Room Noel C. Taylor Municipal Building, Room 451 South Date: June 7, 2017 Time: 4:00 p.m. to 4:30 p.m. Attendees: Audit Committee Member Present (YIN) William Bestpitch (Chair) Y Anita Price (Vice- Chair) Y Michelle Dykstra Y Sherman Lea (ex- officio) N Barbara Dameron, Director of Finance Brian Townsend, Acting City Manager Sherman Stovall, Assistant City Manager for Operations Drew Harmon, Municipal Auditor Dawn Hope Mullins, Assistant Municipal Auditor Tasha Burkett, Information Systems Auditor Wayne Parker, Senior Auditor Can Spichek, Senior Auditor Jeremy Croy, Senior Auditor Rob Churchman, Partner, Cherry Bekaert 1. Call to Order: Mr. Bestpitch called the meeting to order at 4:00 p.m. and welcomed everyone. 2. Audit Plan for Year Ended June 30, 2017: Mr. Churchman presented a summarized overview of the Fiscal Year 2017 audit plan. He discussed the audit services to be provided including: - Audit of City's financial report - Audit of Pension Plan's financial report - Audit of City's major federal grants as required by the Single Audit Act - Audit of City's compliance with Commonwealth of Virginia requirements - Examination of Virginia Retirement System census reporting - Agreed -upon procedures on Sheriff's internal controls - Agreed -upon procedures on City's Comparative Report Transmittal Forms June 7, 2017 Page 2 of 3 The overall audit plan is similar to last year's with no change in communication requirements or city operations. Mr. Churchman provided a high -level review of Cherry Bekaert's audit team and discussed team members' responsibilities. He also emphasized the importance of their information technology team in verifying effective access and system controls are in place and functioning properly. Mr. Churchman reviewed the planned timing for audit work, beginning in April and ending in December. He also discussed the firm's approach to performing the audit, including considerations of federal guidelines, Commonwealth of Virginia audit requirements and areas of emphasis based on the firm's risk assessment. He also reviewed a number of significant audit areas. Mr. Churchman emphasized that City and Cherry Bekaert staffs communicate openly throughout the audit process. Beginning with Fiscal Year 2017, localities will be required to disclose material tax abatements. The standard mandates changes to footnote disclosure and will not affect the balance sheet presentation. Mr. Churchman advised that the standard is intended to require disclosure of large projects in which the locality will forgo material future tax revenues. This statement is not intended to include disclosure of abatements given to individuals on their homes. Mr. Churchman also discussed the Government Accounting Standard Board's [GASB] statements 74 and 75 that require recognizing future liabilities related to other post - employment benefits, more commonly referred to as OPEB. This is a Fiscal Year 2018 reporting requirement. The OPEB liability is actuarially determined and will be reported in the same manner as the pension liability. Localities have the option reduce or eliminate benefits to reduce the liability. OPEB liabilities may not be comparable to peers as localities offer differing types and levels of benefits. Mr. Bestpitch thanked Mr. Churchman for the briefing and noted that the City recently received the Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting Program for the Fiscal Year 2016 Comprehensive Annual Financial Report. The audit plan was received and filed without objections 3. Clerk of the Circuit Court: Mr. Harmon briefed the committee on the engagement. Municipal Auditing completes a portion of the audit program and the Virginia Auditor of Public Accounts (APA) performs the remainder of the work. The APA's report was issued in April and delivered to the Mayor's office. No findings were identified in either the City's or the APA's report. The report was received and filed without objection June 7, 2017 4. Other Business: Page 3 of 3 Mr. Harmon reminded members that the next Audit Committee meeting will be held on September 6, 2017 at 4:00 p.m. The December meeting will be held on the 13 "' at 4:00 p.m. at which time the final communications from Cherry Bekaert related to Fiscal Year 2017 audits will be received. 5. Adjournment: Mr. Bestpitch adjourned the meeting at 4:30 p.m. CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, SW, Suite 461 Roanoke, Virginia 24011 -1220 Telephone: (540) 859 -2821 Fae: (540) 89 -6142 BARBARA A. DAMERON Director of Finance July 3, 2017 Dear Mayor Lea and Members of City Council: Subject: May FYI Financial Report - City of Roanoke ANDREA F. TRENT Assistant Direetor of Finanre The following financial report provides commentary on the City's financial results for the eleven months ended May 31, 2017. General Fund Through May FYI 7, year -to -date revenues were $243.8 million, or 86.4% of the adopted revenue estimate for the year. Year -to -date revenues increased 2.6% or $6.2 million compared to the same period in FYI 6. General Property Tax Revenues were $0.3 million or 0.9% above FYI 6. Real Estate tax, at 98.4% of budget, was $0.9 million or 1.1% above the prior year. Personal Property Tax Revenues were $0.5 million or 2.3% below prior year and at 94.4% of budget. Other local tax revenues, at 83.5% of budget, were approximately $0.3 million or 0.5% above FYI 6. Current Business License Tax was $0.1 million or 1.0% higher than FYI due to the timing of receipts and is at 93.7% budget. Prepared Food and Beverage Tax was also above the previous year by $0.2 million or 1.3 %, and at 82.5% of budget for FYI 7. Motor Vehicle License Tax continued to perform well increasing $0.3 million or 14.0 %, and at 86.8% of budget for FYI 7. Other contributors to the revenue increase were the timing of reimbursements for Social Services expenditures, federal and state Emergency Management Reimbursements for Derecho related support, and increases in street maintenance and several public safety services. The Revenue increases were offset by several underperforming local taxes. Sales tax, which included sales through April of 2017, was 3.2% or $0.5 million less than FY16, and was 8.8% below year -to -date budget. Total Sales tax for FYI 7 is projected to be $2.0 million below budget and includes approximately $500,000 of transfers received in error for other localities. Transient Occupancy tax decreased 0.4% or $14,000 compared to the previous year, and was 5.9% below year -to -date budget. Communications tax decreased $0.1 million or 2.6% compared to FYI 6, and was 0.7% below year -to -date budget. A revenue shortfall of $3.0 - $3.5 million is projected for FYI 7. Through May, expenditures were $257.5 million, or 90.4% of the adopted expenditure budget for the year. Year -to -date expenditures increased by $10.2 million or 4.1% compared to the prior year. The increase was attributable to public safety operations, medical services to jail inmates, Children's Services Act (CSA) and Social Services programs, timing of street paving contracts, and increased funding to Roanoke City Public Schools. Stormwater Utilitv Fund Year -to -date Stormwater fee revenue as of May 31, 2017 was $5.8 million or 103.4% of FYI anticipated revenues. Operating expenses were $4.2 million, or 79.8% of the expense budget resulting in an operating gain of $1.7 million. Change in net position, after transfers and contributions, was a gain of approximately $1.3 million. Stormwater fees are being charged using a phased -in approach. In FYI 6, which was the second year of implementing the fee, the approved fee was 60 cents per billing unit of impervious service. In FYI 7, the approved fee increased to 90 cents per billing unit. This is the third and final year of the phased in approach. Civic Center Fund The FYI year -to -date change in operating revenue through May was $258,000 lower than the budgeted revenues, but $1,500,000 higher than the prior year primarily due to the timing of events. Correspondingly, operating expenses were $768,000 lower than budgeted, but $1,300,000 higher than the prior year. The operating loss was $295,000 lower than the fiscal year -to -date budgeted operating loss and $214,000 lower than the prior year. The year -to -date change in net position was a loss of $711,000, which was a decrease of $247,000 over the prior year, and an improvement of $580,000 when compared to the budgeted loss of $1,300,000. Parking Fund Through May, approximately 97.8% of anticipated operating revenue has been realized. Increases in Market Garage revenues are partially related to the completion of the hotel construction. Gainsboro Garage and the Higher Ed Center lot have increased occupancy as a result of new businesses moving into the downtown area. Elmwood lot revenues are lower due to decreases in Anthem and Meridium employee parking. Revenues, in total, have increased 5.7% over the prior year and operating expenses have decreased by 4.3 %. Operating income, before the net decrease of non - operating revenues, expenses, and transfers was approximately $1,030,000 compared to $781,000 in the prior year. After non - operating transactions, the fund's change in net position was approximately $646,000. Economic Summary State General Fund revenue collections increased 4.6% in May from a year ago. On a fiscal year -to -date basis, total revenue collections rose 3.7 %, ahead of the annual forecast of 2.9% growth. Collections of payroll withholding taxes increased 8.2% in May due in part to one additional deposit day relative to a year ago. Collections of sales and use taxes, reflecting April sales, rose 4.1% in May. The Federal Reserve decided to raise the target range for the Federal Funds Rate to 1.00 - 1.25 %, an increase of 0.25 %. The labor market has continued to strengthen and economic activity has been rising moderately so far this year. The national unemployment rate decreased 0.1% in May to 4.3% from 4.4% in April. The Virginia unemployment rate remained flat at 3.8 % for both April and March. The most recent Roanoke unemployment rate was 3.9 %. National payroll employment increased by 138,OOOjobs in May, below the 211,000 increase in April. The Consumer Confidence Index decreased 1.5 points, from 119.4 in April to 117.9 in May. Consumer confidence decreased slightly in May, following a moderate decline in April. Consumers' assessment of present day conditions held steady, suggesting little change in overall economic conditions. Gross Domestic Product increased at an annualized rate of 1.2 % in the first quarter of 2017 following an increase of 2.1% in the fourth quarter of 2016. Positive contributions included nonresidential fixed investments, exports, and personal consumption expenditures. Offsetting negative contributions included private inventory investment and a decrease in state and local government spending. Please contact me with any questions you may have on these financial statements Sincerely, � W13 A. Dameron Director of Finance Attachments c: Sherman M. Stovall, Acting City Manager Daniel J. Callaghan, City Attorney Drew Harmon, Municipal Auditor Stephanie M. Moon Reynolds, City Clerk R. Brian Townsend, Assistant City Manager Amelia C. Merchant, Director of Management and Budget Deborah J. Moses, Parking Facilities Manager Robyn L. Schon, General Manager, Global Spectrum Revenue Source General Property Taxes Other LOCal Taxes Permits. Fees and Licenses Fines and Forfeitures Revenue from Use of Money and Property Intergovernmental Charges for Services Interval Services Transfers From Other Funds Miscellaneous Revenue Total Expenditures General Government Judicial Administration Public Safety Public Works Health and Welfare Parks, Recreation and Cultural Community Development Transfer to Debt Service Fund Transfer to Scdcol Fund Nondepadmental Total CITY OF ROANOKE VIRGINIA GENERALFUND FOR THE ELEVEN MONTHS ENDED MAY 31, 2011 STATEMENT OF REVENUE (UNAUDITED) Current Revenue Revenue Budget Budget Variance $ 114.528.000 $ (2.910,222) 81406.000 (13,446966) 1,147.000 (356,320) 1284.000 (197,364) 221,000 19,655 71,447,148 (20,083734) 8,183,000 (517,402) 2832000 (608,050) 374512 108.9% 678,000 (237 878) $ 282,100,660 $ (38,318,289) %240 -May $ 8 4 80 36 ,55 51,383,414 7,665,598 2,223,950 374,512 440,122 $ 243,782,380 Actual Percent of Jul 1 - May 31 FY17 vs FY16 Budget 2015 -2016 Variance Received $ 111,330,540 0.3% 97.5% 67,633,429 0.5% 835% 821,654 (3.8%) 689% 1,003,264 8.3% 84.6% 201,902 19.2% 108.9% 47,514,406 8.1% 71.9% 6,759.016 134% 93]% 1,964,163 112% 78.5% 98151 281 6% 0.0% 301.237 461% 64.9% 1 237,027,760 2.6% 06.4% STATEMENT OF EXPENDITURES AND ENCUMBRANCES (UNAUDITED) Cement Expenditure Uncommitted Budget Balance $ 16,680,319 $ 1,587,339 8,753,337 11019,839 68,168,649 4,085270 28289,431 2315A70 40,654694 4 865 030 11,117,672 1 090 431 9,176,601 1.148,156 11,455.616 313,496 80,402.800 6.554.655 9,995.164 4.216.945 $ 294,694,482 $ 27,196,630 Actual Jul 1 -May 31 Jul 1 -May 31 2016-2017 Budget $ 15,092960 Variance 7,733,498 $ 14 ,792,438 64,083,379 905% 25,973,961 0.8% 35 789,664 62,278.208 10,927441 94.0% 8R28 444 11A42 120 73 648,145 88.0% 5.778.219 58% 5 257,497,852 7,129,336 12.6% 87.5% Actual Percent of Jul 1 -May 31 FY17 vs FY16 Budget 2015 -2016 Variance Obligated $ 14 ,792,438 2.0% 905% 7,671,489 0.8% 88.3% 62,278.208 2.9% 94.0% 24.728.652 5.0% 91.8% 32433,143 103% 88.0% 9478,554 58% 90.2% 7,129,336 12.6% 87.5% 12,594768 (11 6%) 973% 71311,163 3.6% 91.8% 4.929598 172% 57.8% $ 247,347,350 4.1% 90.4% 7 CITY OF ROANOKE, VIRGINIA STORMWATER UTILITY FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE ELEVEN MONTHS ENDED MAY 31, 2017 (UNAUDITED) FY 2017 Adopted Budget FY 2017 FY 2016 Operatina Revenues Slormwater Utility Fees $ 5,654,000 $ 5,844,035 $ 3,854,243 Total Operating Revenues 5,654,000 5,844,035 3,854,243 Operation Expenses Operating Expenses 5,232,395 4,021,186 2,606,223 Depreciation 151,769 322 Total Operating Expenses 5,232,395 4,172,955 2,606,545 Operating Income /(Loss) 421,605 1,671,080 1,247,698 Nonoperating Revenues /(Expenses) Investment Incomel(Loss) - 24,093 9,760 Interest Expense (105,026) (107,573) (54,382) Net Nonoperating Revenues (105,026) (83,480) (44,622) Income /(Loss) Before Transfers and Contributions 316,579 1,587,600 1,203,076 Transfers and Contributions Transfer from General Fund - - 278,316 Transfer from Capital Projects Fund - 131,540 - Transfer to General Fund - (19,245) (2,850) Transfer to DoT Fund - - (5,700) Transfer to Capital Projects Fund - (75,000) (20,500) Transfer to Debt Service Fund (316,579) (323,181) (421,724) Net Transfers and Contributions (316,579) (285,886) (172,458) Change in Net Position $ - $ 1,301,714 $ 1,030,618 7 CITY OF ROANOKE, VIRGINIA - 94,435 87,137 CIVIC CENTER FUND (538,344) (562,191) COMPARATIVE STATEMENT OF REVENUES AND EXPENSES Net Nonoperating Expenses FOR THE ELEVEN MONTHS ENDED May 31, 2017 (467,755) (416,968) (UNAUDITED) (2,445,221) (1,865,290) (2,028,459) FY 2017 Budget YTD FY 2017 FY 2016 Operating Revenues Transfer from Capital Project Fund 14,000 14.000 Rentals $ 4,765,942 S 4,396,544 $ 3,001,751 Event Expenses 1,394,049 1,445,552 1,570,620 Advertising 311023 304,793 462,275 Admissions Tax 505,715 470,363 374,890 Facility Surcharge/Ticket Rebate 450,840 409,749 351,172 Commissions 144,046 279,023 175,804 Ancillary 145,774 162,076 71,180 Miscellaneous 102,558 95,382 73,725 Total Operating Revenues 7,821,947 7,563,482 6,081,417 Operating Expenses Personal Services 1,140,426 1,359,072 1,062,605 Operating Expenses 7,164,421 6,207,608 5,424,075 Management Fees 385,376 355,736 352,913 Depreciation 1,038,601 1,038,601 853,315 Total Operating Expenses 9,728,824 8,961,017 7,692,908 Operating Loss (1,906,877) (1,397,535) (1,611,491) Nonoperating Revenues /(Expenses Investment Income - 94,435 87,137 Interest Expense (538,344) (562,191) (504,105) Net Nonoperating Expenses (538,344) (467,755) (416,968) Net Loss (2,445,221) (1,865,290) (2,028,459) Transfers and Contributions Transfer from General Fund 1,140,034 1,140,034 1,070,555 Transfer from Capital Project Fund 14,000 14.000 - Net Transfers and Contributions 1,154,034 1,154,034 1,070,555 Change in Net Position $(1,291,187) $ (711,257) $ (957,904) 3 CITY OF ROANOKE, VIRGINIA PARKING FUND COMPARATIVE STATEMENT OF REVENUES AND EXPENSES FOR THE ELEVEN MONTHS ENDED MAY 31, 2017 (UNAUDITED) Operatina Revenues Market Garage Elmwood Park Garage Center in the Square Garage Church Avenue Garage Tower Garage Gainsti Garage Campbell Garage Williamson Lot Higher Ed Center Lot Markel Lot Elmwood Lot Warehouse Row Lot West Church /YMCA Lots Off Street Parking Violations (All Locations) On Street Parking Violations Total Operating Revenues Operating Expenses Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperaling Revenues/1Expenses) Investment Income Interest Expense Net Nonoperating Expenses Incomet(Loss) Before Transfers and Contributions Transfers and Contributions Transfer from Capital Projects Fund Transfer to DoT Fund Transfer to Fleet Fund Net Transfers and Contributions Change in Net Position FY 2017 Adopted FY 2017 Budget Budget YTD FY 2017 FY 2016 $ 438,000 $ 401,500 $ 434,465 3 326.263 635,000 582,083 579,100 601.425 385,677 353,537 361,267 370.690 679,125 622,531 687,682 644.406 442,000 405,167 445,028 428.692 200,000 183,333 201,296 170.388 173,000 158,583 155,259 159.274 (275) 60,000 55,000 66,778 51.953 44,000 40,333 44,916 42,002 80,000 73,333 46,220 78.695 40,000 36,667 38,445 38,603 26,000 23,833 24,081 24.081 38,000 34,833 24,344 47.967 367,650 337,013 418,847 354.903 3,608,452 3,307,746 3,527,729 3339.067 2,313,964 2,121,134 1,577,643 1.648,621 995,605 919,606 919,606 909,149 3,309,569 3,040,740 2,497,249 2.557,770 298,883 267,006 1,030,480 781297 - - 72,306 74 067 (440,962) (404,215) (457,035) 089 576) (440,962) (404,215) (384,729) (415509) (142,079) (137,209) 645,751 365 788 $ (142,079) $ (137,209) $ 645,751 365.788 0 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED MAY 31, 2017 TO THE DIRECTOR OF FINANCE'. GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED MAY 31, 2017, BALANCE AT BALANCE AT BALANCE AT APRIL 30, 2017 RECEIPTS DISBURSEMENTS MAY 31, 2017 MAY 31, 2016 CONSOLIDATED FUNDS 76,552,169.65 37,197,195.03 30,753,880.10 82,995,506.70 81,287,129.27 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDING MAY 31, 2017. THAT SAID FOREGOING: CASH DEPOSITS IN TRANSIT CASH IN WELLS FARGO BANK INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOL VIP LIQUIDITY POOL VIRGINIA INVESTMENT POOL HRCCC - VIRGINIA INVESTMENT POOL VIRGINIA SNAP PROGRAM (U.S. SECURITIES) TOTAL June 14, 2017 329,097.51 13,144,15038 30,039,928.91 15,0ZZ,543.65 15,225,934.57 3,810,586.95 20,622,462 .73 02,995,504.70 R. RICHARD HALE, Jr. CHIEF DEPUTY TREASURER GLENN FELDMANN GLENN FELDMANN DARBYaGOODLATTE June 16, 2017 HAND DELIVERED Stephanie M. Moon Reynolds, MMC City Clerk Office of the City Clerk 215 Church Avenue S.W., Suite 456 Roanoke, VA 24011 -1536 Peul G. Beers Direct Dial (540)224 -8015 F - mail+c rn.IJnraimcn, Re: Hotel Roanoke Conference Center Commission Resolution No. 315 Dear Ms. Reynolds: We continue to represent the Hotel Roanoke Conference Center Commission. Enclosed is Hotel Roanoke Conference Center Commission Resolution No. 315, adopted on May 24, 2017, entitled "A Resolution of the Commission in Observation of the Retirement of Deborah J. Moses." Please exhibit this formal resolution to the City Council of the City of Roanoke. Please let us know if you have any questions about the enclosed resolution honoring Ms. Moses' contributions to the Conference Center of Roanoke. FG. 1y= 1 /�ougrs,, /�Beers PGB:tgm:2364000 Enclosure Mr. M. Dwight Shelton, Jr. (w /ene.) Ms. Deborah J. Moses (w /enc.) 37 Campbell Avrnue 5 W I P.O. Box 28$71(�Oo11.4 Ra»e,okeirgjrya 2T 1 1 cuu, 540 224 8000 1 ie 540 224 8050 1 wwwglcnnfeldmann. cum JJ ❑ ❑I�I1 �V YIi 10 MERITAS' HOTEL ROANOKE CONFERENCE CENTER COMMISSION RESOLUTION NO. 315 May 24, 2017 A RESOLUTION OF TI IE COMMISSION IN OBSERVATION OF'I'I IE RETIREMENT OF DEBORAH J. MOSES WHEREAS, the Hotel Roanoke Conference Center Commission (the "Commission') was established by Resolutions adopted by Virginia Polytechnic Institute & State University, on November 18, 1991n and by the City Council of the City of Roanoke. Virginia, on April 14, 1992, pursuant to Chapter 440 of the 1991 Acts of Assembly of the Commonwealth of Virginia, adopted March 20, 1991, (the "Enabling Legislation"): and WI IF,RF,AS, Deborah J. Moses assumed oil-ice as Executive Director of the Commission in 1996: and WI IEREAS, over the last twenty -one (21) years Deborah J. Moses led the Commission, faithfully implementing policies set by the Board of Commissioners and diligently overseeing the Conference Center on a daily basis; and WIIEREAS, Deborah J. Moses shepherded the Commission through four years of difficult, multi -party construction litigation, which culminated in 2001 with a highly favorable settlement that fully funded a large scale remediation project at the Conference Center; and WHEREAS, the Commission today stands in sound financial and physical condition as a direct result of Deborah J. Moses' resolute focus on achieving the economic development objectives mandated by Virginia's General Assembly in the Enabling Legislation more than a quarter of a century ago; and WIIFRFAS, Deborah 1. Moses skillfully charted a course of coordinated management and shared operation of the Conference Center and Hotel Roanoke that continues to guide the interlocking facilities today: and WHEREAS. the Commission wishes to honor formally Deborah J. Moses upon her retirement as Executive Director and permanently acknowledge by way of this Resolution that the Conference Center's success as an elegant place of meeting and heralded landmark of regional revitalization reflects her unabated vigilance. VOW, THEREFORE, BE IT RESOLVED THAT the Hotel Roanoke Conference Center Commission PROCLAIMS its profound gratitude to Deborah J. Moses for her demonstrated devotion to the Commission's legislative mission as its Executive Director from 1996 until her retirement next month. BE IT FURTHER RESOLVED that the Commission's counsel is directed to forward attested copies of this Resolution to the City Council of the City of Roanoke. This Resolution shall be effective immediately. Adopted: Yes Ayes: 5 Ways: 0 CERTIPICA "PION BY SECRETARY The undersigned Secretary or Assistant Secretary of the Hotel Roanoke Conference Center Commission does hereby certify that the foregoing constitutes a true, correct and complete copy of a Resolution which was adopted by an affirmative vote of a majority of the Commissioners of the Hotel Roanoke Conference Center Commission at a meeting duly called and held on May 24, 2017, and that the foregoing has not been rescinded, amended or otherwise revised and is this date in full force and effect. Date: May 24, 2017 Secretary or A istant Seeretary STEYIIANIE M. MOON REYNOLDS, MMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telepkooe: (540)853 -2541 Fax: (540) 853 -1145 E -mail: clerk @roanokeva.gnv July 5, 2017 Cindy H. Poulton, Clerk Roanoke City School Board P. O. Box 13145 Roanoke, Virginia 24031 Dear Ms. Poulton: CECELIA F. MCCOY Deputy City Clerk CECELIA T. WERR, CMC Assistant Deputy City Clerk This is to advise you that William B. Hopkins, Jr., and Elizabeth Cori Shields Jamison have qualified as Trustees on the Roanoke City School Board for three -year terms of office, each, ending June 30, 2020. Sincerely, Cecelia F. McCoy Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Elizabeth Cori Shields Jamison, 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 Trustee of the Roanoke City School Board for a three -year term of office commencing July 1, 2017 and ending June 30, 2020, according to the best of my ability. (So help me God.) ELIZABETH CO S JA ON The foregoing oath of office was taken, sworn to, and subscribed before me by �.y w Elizabeth Cori Shields Jamison, this L5 =day of 2017. Mv 0 j9" Judge, Twenty -Third Judicial Circuit Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, William B. Hopkins, Jr., 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 Trustee of the Roanoke City School Board for a three -year term of office commencing July 1, 2017 and ending June 30, 2020, according to the best of my ability. (So help me God.) .1� MmIT4661"mr; �Y U U 2,. Z � The foregoing oath of office was taken, sworn to, and subscribed before me bA. o William B. Hopkins, Jr., this IS day o 2017. a C ¢I _^, A m N / H Judge, Twenty -Third Judicial Circuit c'm d� CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540)853 -2541 Fax: (540)85 31145 STEPHANIE M. MOON REVNOLD.S, MMC E -mail: elerk(uroanokeve.gov CECELIA F. MCCOV City Clerk Deputy City Clerk CECELIA T. W EBB, CMC Atnhuu t Deputy CiN Clerk July 5, 2017 Landon Howard, Executive Director Roanoke Valley Convention and Visitors Bureau 101 Shenandoah Avenue, N. W. Roanoke, Virginia 24016 Dear Mr. Howard: This is to advise you that Barton J. "Bart" Wilner has qualified as a City representative of the Visit Virginia's Blue Ridge, Board of Directors for a one -year term of office ending June 30, 2018. Sincerely, Ce,u �. 1�lcitsc/ Cecelia F. McCoy it Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Barton J. Wilner, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a City representative of the Visit Virginia's Blue Ridge, Board of Directors, for a one -year term of office ending June 30, 2018, according to the best of my ability. (So help me God.) Z BARTON J. WILNER The foregoing oath off�µµoffice was taken, sworn to, and subscribed before me by Barton J. Wilner this 1'1!' day of T(�,Yql_ 2017. Brenda S. Hamilton, Clerk of the Circuit Court BY� JHVVIXitAW� IWPV V, Clerk v` CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone (540)853 -2541 Eox: (540) 853 -1145 STEPHANIE M. MOON REYNOLDS, MMC E -mail dr,k(rlroan.ke...... CECELIA P. MCCOY City Clerk Deputy City Clerk CECELIA T. W EBB, CMC Assistant Deputy City Clerk July 5, 2017 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 Steven Martin has qualified as an Ex- Officio member of the Roanoke Valley Juvenile Detention Center Commission to fill the unexpired term of office of Jane Conlin (Retired) ending June 30, 2018. Sincerely, OR'"I 0- Jilt Cecelia F. McCoy Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Steven Martin, 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 an Ex- officio member of the Roanoke Valley Juvenile Detention Center Commission to fill the unexpired term of office of Jane Conlin (Retired) ending June 30, 2018, according to the best of my ability. (So help me God.) STEVEN MARTIN The foregoing oath of office was taken, sworn to, and subscribed before me by Steven � Martin this /T % day o� 2017 Brenda S. Hamilton, Clerk of the Circuit Court All By July 5, 2017 Robert A. Clement, Jr. Neighborhood Services Coordinator Roanoke, Virginia Dear Mr. Clement: CECELIA T. WEBB, CMC Assistant Deputy City Clerk This is to advise you that Katelynn Lewis has qualified as a member of the Roanoke Neighborhood Advocates to fill the unexpired term of office of Brenda Allen ending June 30, 2018. Sincerely, Cecelia F. McCoy 1 Deputy City Clerk o`er CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 .. Roanoke, Virginia 24011 -1536 'telephone (540) 853 -2541 Fax: (540)8534145 STEEIIANIE M. MOON REYNOLDS, MMC E -mail: clerkCeroanokeva.gov CECELIA F. MCCOV City Clerk Deputy City Clerk July 5, 2017 Robert A. Clement, Jr. Neighborhood Services Coordinator Roanoke, Virginia Dear Mr. Clement: CECELIA T. WEBB, CMC Assistant Deputy City Clerk This is to advise you that Katelynn Lewis has qualified as a member of the Roanoke Neighborhood Advocates to fill the unexpired term of office of Brenda Allen ending June 30, 2018. Sincerely, Cecelia F. McCoy 1 Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Katelynn Lewis, 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 Neighborhood Advocates to fill the unexpired term of office of Brenda Allen ending June 30, 2018, according to the best of my ability. (So help me God.) TELYNN LEWIS The foregoing oath of office was taken, sworn to, and subscribed before me by Katelynn Lewis this I l0 day of ,v�y 2017. Brenda S. Hamilton, Clerk of the Circuit Court By S Clerk CITY OF ROANOKE OFFICE OF TIIE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone (5411)853 -2541 Fee' (5411)853 -1145 STEPHANIE M. MOON REYNOLDS, MMC E -wail: cicrkQJroannkevng °v CECELIA F. MCCOY City Clerk Deputy City Clerk CECELIA T. WEBB, CMC Assistant Deputy City Clerk July 5, 2017 Aisha Johnson Assistant to the City Manager Roanoke, Virginia Dear Ms. Johnson: This is to advise you that Madison Duval has qualified as a Student member of the Youth Services Citizen Board, to replace Harley Garcia for a one -year term of office ending June 30, 2018. Sincerely, YIZC 60 Cecelia F. McCoy Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Madison Duval, 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 Student member of the Youth Services Citizen Board to replace Harley Garcia for a one -year term of office ending June 30, 2018, according to the best of my ability. (So help me God.) V uv�✓ch U�— MADISON DUVAL The foregoing oath of office was taken, sworn to, and subscribed before me by 441 Madison Duval this 11� day of V inf— 2017. Brenda S. Hamilton, Clerk of the Circuit Court B ILWyda , Clerk C� CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 `.,.n. Roanoke, Virginia 24011 -1536 Telephone: (540)853 -2541 Fax: (540)853 -1145 STEPHANIE M. MOON REYNOLDS, MMC E -mail: Herk @rmmokma.guv CECELIA F. MCCOY City Clerk Deputy City Clerk CECELIA T. WEBB, CIVIC Assistant Deputy City Clerk July 5, 2017 Tina Carr, Secretary Building and Fire Code Board of Appeals Roanoke, Virginia Dear Ms. Carr- This is to advise you that Dan Brokaw has qualified as a Builder representative of the Building and Fire Code Board of Appeals for a three -year term of office ending June 30, 2020. Sincerely, CYr�� \—.). 7'IZe Cecelia F. McCoy Deputy City Clerk Enclosure PC: Neil Holland, Building Commissioner Daniel Rakes, Fire Marshal Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Dan L. Brokaw, 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 Builder representative of the Building and Fire Code Board of Appeals for a three -year term of office ending June 30, 2020, according to the best of my ability. (So help me God.) ClA L. R KAW The foregoing oath of office was taken, sworn to, and subscribed before me by Dan L. Brokaw this c day of 2017. Brenda S. Hamilton, Clerk of the Circuit Court B J f" ,Lj Clerk i r CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -1541 Fos: (540) 853 -1145 STEPHANIE M. MOON REYNOLDS, MMC E -nmll: cicrkiirroanukcva.gov CECELIA F. MCCOY City Clerk Deputy City Clerk CECELIA T. WEBB, CIVIC Assistant Deputy City Clerk July 5, 2017 Sheila Umberger, Secretary Roanoke Public Library Board Roanoke, Virginia Dear Ms. Umberger: This is to advise you that Rachel Wheaton has qualified as a member of the Roanoke Public Library Board for a three -year term of office ending June 30, 2020. Sincerely, Cecelia F. McCoy Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Rachel Wheaton, do solemnly swear that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Public Library Board for a three -year term of office of ending June 30, 2020, according to the best of my ability. So help me God. ot-e kzl ---- RACHELWHEATON The foregoing oath of office was taken, sworn to, and subscribed before me by Rachel Wheaton this _LLAay of� 2017. ^ ✓pv l� a. CAR -50" CIR(ut 2_uD6� i °2�Y CECELIA T. WEBB, CMC Assistuut Deputy City Clerk July 5, 2017 Wayne G. Strickland, Executive Director Roanoke Valley Alleghany Regional Commission P. O. Box 2569 Roanoke, Virginia 24010 Dear Mr. Strickland: This is to advise you that J. Frederick Gusler has qualified as a Citizen representative of the Roanoke Valley - Alleghany Regional Commission to fill the unexpired term of office of Christopher P. Morrill ending June 30, 2018. Sincerely, ctot'dto j y)ze-c, Cecelia F. McCoy Deputy City Clerk CITY OF ROANOKE Q) OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 °� Roanoke,Virginia 24011 -1536 Telephoue: (540)853 -2541 Fax: (541))853 -1145 STEPHANIE M. MOON REYNOLDS, MMC &.oil: dcrk(u)ronnokeve . gnv CECELIA F. MCCOY City Clerk Deputy City Clerk CECELIA T. WEBB, CMC Assistuut Deputy City Clerk July 5, 2017 Wayne G. Strickland, Executive Director Roanoke Valley Alleghany Regional Commission P. O. Box 2569 Roanoke, Virginia 24010 Dear Mr. Strickland: This is to advise you that J. Frederick Gusler has qualified as a Citizen representative of the Roanoke Valley - Alleghany Regional Commission to fill the unexpired term of office of Christopher P. Morrill ending June 30, 2018. Sincerely, ctot'dto j y)ze-c, Cecelia F. McCoy Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I�'Frederick 4 Gusler, 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 Citizen Representative of the Roanoke Valley - Alleghany Regional Commission to fill the unexpired term of office of Christopher P. Morrill ending June 30, 2018, according to the best of my ability. (So help me God.) ,J, F EDERICK V G SLER The foregoing oath of office was taken, sworn to, and subscribed before me by J. Frederick & Gusler this A2 4 day of � une 2017. S. Hamilton, Clerk of the Circuit Court Clerk iL) IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 3rd day of July, 2017. No. 40880 - 070317. A RESOLUHON accepting the Virginia Department of Transportation's (VDOT) award to the City in the amount of $750,000 for Regional Surface 'transportation Program (RSTP) funds and Sl 1.198 in Highway Safety Improvement Program (HSIP) /Open Container funds for FYI for the Roanoke River Greenway, Bridge the Gap, Phase II Project front Aerial Way Drive to Bridge Street_ and authorizing the City Manager to take certain other actions in connection with the above matter and project. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke hereby accepts the VDO1 award in the amount of $750,000 for Regional Surface Transportation Program (RSTP) funds and $11,198 in Highway Safety Improvement Program HISIP) /Open Container funds for FY17 for the Roanoke Rivcr Greenway, Bridge the Gap, Phase 11 Project from Aerial Way Drive to Bridge Street, with no required local match from the City, all as more fully set forth in the City Council Agenda Report dated July 3, 2017. 2. The City Manager is hereby authorized to execute an Appendix A document to a VDOT Standard Project Administration Agreement Federal -Aid Projects, substantially similar to the one attached to the above mentioned Agenda Report for the above Project in connection with the VDOT funds. Such Appendix shall be approved as to form by the City Attorney. 3. the City Manager is hereby authorized to take such turther actions and execute such further documents as may be necessary to obtain, accept, implement, administer, and use such funds R- ko,,t % I t Sef k Rrugram I'Y n f 11 -] -IGI in the total amount of 5761,198 from VDO -f, for the above mentioned project, with any such documents to be approved as to form by the City Attorney. ATTrs I : CeUQ t A, Cdr City Clerk. R- A ... pI VDO'I funds-I huh , SaRry Imprmemenl Pmernm FY17111-7 151 / IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA 'file 17th clay of July, 2017. No. 40881- 071717. AN ORDINANCE to appropriate funding from the Virginia Department of Transportation Funds to the Roanoke River Greenway — Bridge the Gap project, amending and reordaining certain sections of the 2017 -2018 Capital Projects Fund Appropriations. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2017 -2018 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 State Grant Funds Revenues VDOT FTE — Roanoke River Greenway Bridge the Gap HSIP /Open Container Funds ATTEST: 08- 620 - 9201 -9002 $ 611,198 08- 620 - 9201 -9007 150,000 08- 620 - 9201 -9206 750,000 08- 620 - 9201 -9208 11,198 G,ruli� • �I��j nJ�.✓ City Clerk. aCITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: July 3, 2017 Subject: Acceptance and Appropriation of Additional Virginia Department of Transportation (VDOT) Funds for the Roanoke River Greenway, Bridge the Gap, Phase II Project From Aerial Way Drive to Bridge Street and Authorize Execution of Necessary Documents (CM17- 00077) Background The original 2.7 mile Roanoke River "Bridge the Gap' Greenway from Bridge Street to the Roanoke /Salem City limit was divided into two construction phases with each project receiving various funding sources from VDOT. Phase I of the "Bridge the Gap" project from the Roanoke /Salem City limit to Aerial Way Drive utilized VDOT Revenue Sharing funds. Phase II of the project, from Aerial Way Drive to Bridge Street utilizes Regional Surface Transportation Program (RSTP) funds and Transportation Enhancement funds. Phase I was completed in July 2015 with approximately $731,086 in Revenue Sharing funds remaining on the project. The City requested and the Commonwealth Transportation Board approved establishing Phase II of the project as a Revenue Sharing project and has agreed to transfer the $731,086 Revenue Sharing funds along with the City's local match of $731,086 to Phase II. Considerations: In addition to transferring the Revenue Sharing funds from Phase I to Phase II, VDOT has notified City staff of an additional $750,000 in FYI RSTP funds and $11,198 in Highway Safety Improvement Program (HSIP) / Open Container funds available for Phase II of this project. The additional $750,000 in RSTP funds is 100% reimbursable with 80% reimbursed from federal funds and 20% reimbursed from State match funds. The $11,198 in HSIP / Open Container funds is also 100% reimbursable from federal funds. There is no match requirement for either of these funding sources. Council action is necessary to accept new or additional funds from VDOT and to authorize the City Manager to sign the revised Appendix A document (copy attached) showing the revised funding sources and amounts. The City has also been notified that the Roanoke Valley Transportation Planning Organization has approved a future allocation of an additional $750,000 in FYI RSTP funds which will be allocated to this project once VDOT has appropriated the funding in their Six -Year Plan. Recommended Action: Accept VDOT's award of an additional $750,000 in FYI RSTP funds and $11,198 in HSIP / Open Container funds for Phase II of the Roanoke River Greenway "Bridge the Gap' project, Aerial Way Drive to Bridge Street. Authorize the Acting City Manager or his designee to take such further actions and execute such further documents as may be necessary to obtain, accept, implement, administer, and use the additional funds for Phase II of this project. All documents required are to be approved as to form by the City Attorney. Adopt the accompanying Budget Ordinance to: 1. Increase the revenue estimates for RSTP funds as follows: a. $600,000 into 08- 620 - 9201 -9205 (80% Federal); and b. $150,000 into 08- 620 - 9201 -9207 (20% State Match); and appropriate the same amount into expenditure account 08- 620 -9201, Roanoke River Greenway, Bridge the Gap. 2. Establish a new revenue account for the $11,198 in HSIP / Open Contain Funds and appropriate the same amount into expenditure account 08- 620 -9201, Roanoke River Greenway, Bridge the Gap. SHERMAN M. ST VALL Acting City Manager Attachment:VDOT Appendix A Document, UPC 105439 Distribution: Council Appointed Officers Barbara A. Dameron, Director of Finance Robert K. Bengtson, P.E., Director of Public Works Luke Pugh, P.E., City Engineer Agreement and Appendix A General Instructions concurrence received from LAD prior to obtaining locality signatures The following items are required prior to submission of the "complete" package to LAD for execution: 1) The Agreement Transmittal Memorandum is complete and includes- a) Approved RtA (unless program exempt) b) Locality Resolution (project specific fund commitment and signatory authority) c) Project is fully funded and all funds included in Live SYP or exception has been granted (which is included in package) d) A copy of the Live SYP e) Live SYP and App A allocations and estimates match f) Scoping date bullet included on App A g) Agreement and Appendices are properly formatted (see below) 2) Signing and Dating - a) Agreement must NOT be dated on first page; Commissioner will provide date in the first sentence upon his execution b) All three originals of the Agreement and appendices are signed and dated in the appropriate areas c) Agreement includes latest DAG approval date d) Agreement is signed by the authorized locality individual per the included signatory authority e) Agreement is signed by locality first, VDOT second f) Locality signature date occurs after the date of their resolution 3) Document and Formatting - a) Three paper originals of the agreement and all appendices b) Agreement originals are printed "single- sided" c) App A financials reviewed for accuracy d) App A Bullets are appropriate for project and fund type(s) e) App A Bullets referencing expenditure dates are not past due f) App A Bullets do NOT include blank lines or fields g) App A Bullets use consistent font and font size h) App A does NOT include hand - written notes or strike - throughs Instructions - This Excel based Appendix A includes several tabs that are to be used as indicated below. Spreadsheet Tab: This tab is the main Appendix A page that is printed and submitted with the agreement. The finance sections include both data entry cells (numerical value) as well as formula driven cells. The formula driven cells are generally to be used as -is and should not be overwritten with a numerical data value. Applicable bullets are included in the "Program and project specific funding requirements" section at the bottom of the sheet General project information is located at the top of the sheet. Standard Bullets Tab: Contains bullets commonly used on most Appendix A's. Includes federal fund expenditure bullets for CMAQ, RSTP, HSIP federal fund types. Includes funding related bullets for other funding types as well as VDOT administered projects Urban Bullets Tab: Contains bullets that are to be included on Urban Program projects and VDOT administered Urban Projects. Select the applicable bullets from the available list. Use in conjunction with the applicable Standard Bullets as appropriate. TAP & SRTS Bullets Tab. Contains bullets that are to be included on Transportation Alternatives Program projects. Select the applicable Transportation Alternatives Program bullets from the available list. A SRTS bullet is also available on this tab and is to be used on SRTS projects. Use in conjunction with the applicable Standard Bullets as appropriate. Revenue Sharing Bullets Tab: Contains bullets that are to be included on Revenue Sharing Program projects. Select the applicable Revenue Sharing Program bullets from the available list. Use in conjunction with the applicable Standard Bullets as appropriate. Access Bullets Tab: Contains bullets that are to be included on Access Program projects. Select the applicable Access Program bullets from the available list. Use in conjunction with the applicable Standard Bullets as appropriate. Smart Scale (1182) Bullets Tab: Contains bullets that are to be included on Smart Scale (1182) funded projects. Use in conjunction with the applicable Standard Bullets as appropriate. Revised: June 15, 2016 pPPeMia pp Date 5126/2017 noon we am 1mrn uh-le. cma n IT JOE I ncalav CIN Of Roanoke . l....... Pm 1-111,11, 111 LCCalion ZIF 4. 21111 11 2 21 0 1111_ Localtly DUN SIX 111 111116 Lecallly AEEress ZIPMk 215 CM1Urch AVe. Sw Roanoke, VA 2401l1 l -151) Project Narralrva Swpr Design end construollon of a section of the Roanoke River Greenaway form Aerial Way Drive to Roanoke Also SW extended Aenal Way Drive Roanoke Avenue SW Exlentletl Pn lat Pmed er condat Iola'. Ik. 5468A2N5 Po cifl G IOl mllol men okevo.O beas IS aoreonlsallMa. but 38)5399 ehe Lbe ckerue hLVir In ProjM EFtlmaln 9ml$79 Engme en nag 1436 na Collus"un pM 9imaT 0 5)90,600 50 If he bB9650n0 EsJ mated V6oT Pro etl Eapeases 410,060 W Sfi006 $190. ee TOlalProealcdele 5800,000 40 Se2o6o06 b9600 606 Pro at Cwt and PBImOUrsemeat voFmea note Empacosh oat Share Pmom iES e O �Snarel type ° neat Laa ®axe mho ae.nam) eenn 4800000 R6TP 56 5800,000 $1 66 r-7- 40 $1 80 P $.Soap SO $600.0 Il.'eu0 p ry"I hemal E2613,600 0%, 10 52613660 48]18. TH65P $16G,361 5665143 $1127 /Op en Cpgalna 50 $1.462P2 Revenue Seats 50X STJ 1,066 5]d 1,086 O' 40 I 98T US 1D0% 331081,026 M CN Sa 400.0 33,976,571 $4,121,fi21 $4216 527 Wl asumace6 cpa 49,.01.0 $3,916,473 $5J21 s27 $5,.8917 Total Maximum Reombume ent by VOOT to Locali Less Local Share $5621527 Estimated Total ReimburaementE Thqu Locali LOaa Local SbareanE VOOT Sa 85,006,52) Pm act Fiw crn HSIP I Open Than...rhoion us TranSpona4on pBBre9ate R STP Gbsay lna, A6emalbes AllemaWes Revenue Sharing Revenue SIT,ng Lord ITT, pllacatlons 160 °b) (lateral S6 %) Local SoI 26% Slate Fun;5 Local Match sa%° la $3.fi11S66 E11,196 $665443 1 166.061 I $7]t OOfi 5)31,066 $3,001 p2fi $0.000,000 Program and projM Spat"IC FuMInB Requirements i e v WT'z loca6ybam In eraranae ml alert rpingaP meezx Pe OUin me ntv)oI Pe UP Ma nual uelo mm ale ay-smm on arebmI t Is. Th. be n 41 Mp 1pnale Dadem Manea6 pmleri e^mple6 nmmo pp vat al aph151peyll amen. ebml eepyagrtms �am mcumn tlz regimen omaemsluon, bill, pnnanly, asremre a ee en, p lava mall falls mac. T e pa 1-1 1, be ante bran 111 un m nemz..p 5`21, (6 up, 11 oble) Al. buy fuslays-tou be file II live be., f1rally aat A-1111 ball 9 Phurean fu Pmleal ElrendnO Season , —a emr— lee maounng luml years Ill nd$131 oe6 VDC T mvcp 720ISSO6000 v14- S16ad0,c0014a00,0001ows6y meltsa na 5600,000 V0O7 mat ml mltlh Th,. plubut he. b— alleany Plane, all-1111 rg32 357 IT, phalli Thel Jhaetahl Irder al pr .... I hall, The, fla, hall, u funded Nth bilateral al g t amale Issuenamn Pmpmm fad fiends These hunts mun be om9atetl wahn 112 memM of aslereeon end - handed wmP 36 monies prthe a on. eliq lase east o eaeo of $665 M]II Tmmponaaonn eieq she at meag iL le rvsz as dnmmshe by the DEPARTMENT pursuant to Pe ARTNIE Te wnempponor ale pm[mum In admmatmeen W me Tmnrybrafmn Anall ea Pin, vul be Wme 100 at= me LODALm. �PorTmn ystueon Albee. .. Tubes, .1,mulVDOTpme°'tlleoses 11111 be mwvema as mlmwm 80%vetbe III from the fedeN elm ®wn and 20%. 1111 be eeduand anm mlmbammem City ofR. mmkc V Asullsed Llayety Of ad de, A,,,Ifan & ..I I RC9 uhIT Ill an l I (annIll rem fiea 1111 o1hmnar111 aana e..1am.. 6a�2o-9�61 Afthalsol voDT Dmaal Eewmmanaeaan and pare e ray11, et, 11rt ETOin Jay Guy. Program Meneger uk Typea or printed name of pain on alg.... top tmea elm "rm_ Tat ar pnnlM name M person apnmg As4aol,..sea:olJule 15, 2016 Standard Bullets for Agreements (copy& paste as necessary) >Use for all Locally Administered Projects - include additional manual as applicable • This project shall be administered in accordance with VDOT's Locally Administered Projects Manual >Input the Scoping Date per the locality's schedule. Also, change verb use to passive voice if scoping date has been passed: • In accordance with Chapter 12. 1.3 (Scoping Process Requirements) of the LAP Manual, the locality shall complete project scoping on or before {date). > Always use when Local Funds or Local Match is present: • All local funds included on this appendix have been formally committed by the local government's board or council resolution. >Use when CMAQ funds are present: • Thi s project is fu n ded with federa l -a id Congestion Mitigation a n d Ai r Qu al ity Progra m(C MAQ) fu nos. These fu nds mu st be >Use when RSTP funds are present: • This project is funded with federal -aid Regional Surface Transportation Program (RSTP) funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. >Use when NSIP funds are present: • This project is funded with federal -aid Highway Safety Improvement Program (NSIP) funds. These funds must be obligated ,Reimbursement Bulletsfor VODTAdministered and Locally funded projects, Revenue Sharing projects, or projects with local funds: • VDOT has billed $ (dollar amount) the locality for this project as of (date) • VDOT has received $ (dollar amount) from the locality for this project as of (date) • The Locality shall reimburse the Department $ received as an overpayment in excess of eligible project costs. >Used for VDOT administered projects on a locally maintained facility: • The Locality will continue to operate and maintain the facility as constructed. Should the design features of the project be altered by the Locality subsequent to project completion without approval of the Department, the locality inherently agrees, by >Used for all projects that obtains funds with ineligible costs stipulations (i.e. Transportation Alternatives and Access Programs): • This is a limited funds project. Financing of any eligible costs in excess of (Sal location ) and all ineligible casts as determined by the DEPARTMENT pursuant to the DE PARTM E NT's current policy and procedure in administration of the [insert specific program manual /guide) will be borne 100 percent by the LOCALITY. Standard Bullets for Agreements (copy& paste as necessary) >Ubs for all Locally Administered Projects- include additional manual as applicable: a This project shall be administered in accordance with VOOT's Locally Administered Projects Manual > Input the Sobbing Date per the locality's schedule. Also, change verb use to passive wire Ifscop/ng date has been passed: a In accordance with Chapter 12.1.3 (Scoping Process Requirements) of the LAP Manual, the locality shall complete project scoping on or before (date }. >Always use when Local Funds or Local Match is present: a All local funds included on this appendix have been formally committed by the local government's board or council resolution. >USe when CMAQ funds are present • This project Is funded with federal-aid Congestion Mitigation and Alr Quality Program (CMAQ) funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. >Use when RSTP funds are present: a This project Is funded with federal aid Regional Surface Transportation Program (RSTP) funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. >Use when HSIP funds are present a This project is funded with federal aid Highway Safety Improvement Program (HSIP) funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. >Reimbumment Bullets for VOOT Administered add Locally funded projects, Revenue Sharing projects, or projects with landfunds: • VDOT has billed$ (dollar amount) the locality for this project as of (date) • VDOT has received $ (dollar amount) from the locality for this project as of (date) is The Locality shall reimburse the Department $ received as an overpayment in excess of eligible project costs a The locality shall make equal payments to VDOT as follow: $_ over months) upon the execution of this agreement. >USed for VOOT administered projects on a locally mointo /nedfacilfty: a The Locality will continue to operate and maintain the facility as constructed Should the design features of the project be altered by the Locality subsequent to project completion without approval of the Department, the locality inherently agrees, by execution of this agreement, to make restitution, either physically or monetarily, as required by the ,Used fa if projects that obtains funds with ineligible costs stipulations (i.e. Transportation Afternatives and Access Programs): *This Ise limited funds project. Financing of any eligible costs in excess of ($allocation) and all ineligible costs as determined by the DEPARTMENT pursuant to the DEPARTMENT 's current policy and procedure in administration of the [Insert specific program manual /guide] will be borne 100 percent by the LOCALITY. Standard Bullets for Agreements (copy& paste as necessary) >USe for all Localty Adminlatemd Projects - Include additional manual as applicable • This project shall be administered in accordance with VDOT's Locally Administered Projects Manual ,Input the Scap/ng Date per the localfty's schedule. Also, change verb use to passive voice Ifscoping date has been poised. • In accordance with Chapter 12.1.3 (Scopi ng Process Requirements) of the LAP Manual, the locality shall complete project seeping on or before {datel. > Always use when Local Funds or Local Match is Present. • All local funds included on this appendix have been formally committed by the local government's board or council resolution. ,Use when CMAQ funds ore present: . This proji is funded with federal -aid Congestion Mitigation and Air Quality Program (CMAQ) funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. >Use when RSTP funds are present: • This project is funded with federal -aid Regional Surface Transportation Program (RSTP) funds. These funds must be obligated within 12 months of allocation anti expended within 36 months of the obligation. >Use when HSIP funds ore present .This project is funded with federal -aid Highway Safety Improvement Program (HSIP) funds. These funds must be obligated within 12 months of allocation and expended within 36 months of the obligation. >Refmbarsement Bullets for VOOT Administered and Locally funded projects, Revenue Sharing projects, or projects with localfunds: • VDOT has billed $ (dollar amount) the locality for this project as of (date) • VDOT has received (dollar amount) from the locality for this project as of (date) • The Locality shall reimburse the Department $ received as an overpayment in excess of eligible project costs • The locality shall make equal payments to VDOT as follow:$ over months) upon the execution of this agreement. >Used for VOOT administered projects on a locally maintoinedfacilfty: • The Locality will continue to operate and maintain the facility as constructed. Should the design features of the project be altered by the Locality subsequent to project completion without approval of the Department, the locality inherently agrees, by execution of this agreement, to make restitution, either physically or monetarily, as required by the >Used for all projects that obtains funds with ineligible cons stipulations (le. Transportation Alternatives and Access Propromri • This is a limited funds project. Financing of any eligible costs in excess of ($allocathi and all ineligible costs as determined by the DEPARTMENT pursuant to the DEPARTMENT 's current policy and procedure in administration of the [insert specific program manual /guide] will be borne LOU percent by the LOCALITY. Specialized Urban Bullets for Agreements (copy & paste as necessary) >Use for all Urban Construction Initiative jUClj program projects: • The project will be constructed and maintained in accordance with VDOT's Urban Manual and Urban Construction Initiative Program Administration Guide >Used for VDOT administered, locally funded projects: • This is a limited funds project. The locality shall be responsible for any additional funding in excess of $_ (if applicable) • The locality will be billed the locality share above after the project after the project scoping phase for the >Used for VDOT administered projects on a locally maintained facility: • The Locality will continue to operate and maintain the facility as constructed. Should the design features of the project be altered by the Locality subsequent to project completion without approval of the Department, the locality inherently agrees, by execution of this agreement, to make restitution, either physically or monetarily, as required by the Department. Specialized Federal-Aid Bullets for Agreements (copy & paste as necessary) ,Use on Transportation Alternatives program funded projects: - Eligible VDOT project expenses will be recovered as follows: 80% will be deducted from the federal allocation and 20% will be deducted from reimbursement requests. - The DEPARTMENT will conduct all environmental studies necessary to complete an environmental document in compliance with the National Environmental Policy Act. The LOCALITY is responsible for implementing any environmental commitments from the environmental document. In addition, the LOCALITY is responsible for obtaining any water quality permits and conducting any required hazamous materials due diligence efforts. VDOT'a estimated cost for the environmental document and studies will be provided to the locality and deducted from the project funds. • For Transportation Alternatives projects, the LOCALITY shall maintain the project or have it maintained in a manner satisfactory to the Department for its useful life and make ample provisions each year for such maintenance unless otherwise agreed to by the DEPARTMENT. Failure to do so, or the sale of a TAP funded improvement prior to the expectations as identified in the TAP Guide, may require repayment of federal funds. - In accordance with CTB policy, the project must be completed and the $ federal Alternatives allocation expended by <date, or the project may be subject to de- allocation. >Ifpossible, expand on specific items that can be identified as ineligible and non - reimbursable: Any ineligible items identified throughout project development will not be reimbursable. >Other Federal -Aid Bullets available for App A: of the agreement having been signed Specialized Revenue Sharing Program Bullets for Agreements (copy & paste as necessary) >Use on Revenue Sharing program funded projects • Revenue Sharing Program funds are not available until July 1 of the fiscal year in which they are allocated. • Revenue Sharing Program funds, as indicated in the Project Financing section, were approved In the following fiscal years: M FY # #- $ # # #S# ## locality match and $ # # #VDOT match) >To be used on new or revised Appendix As where no other circumstances apply: • In accordance with §33.2-357 of the Code of Virginia this project must be initiated and at least a portion of the revenue sharing funds expended within one year of allocation. If not initiated by July 1, 20xx, the project maybe subject to de- allocation' >To be used on a multi - funded project where RS funds have not yet been used: • This project has Revenue Sharing Program allocations. Per §33.2 -357 the project must progress in order to prevent these funds from being de allocated" >To be used when older funds are being transferred • This projectsutil'¢es Revenue Shari ng Program to nos which accord ing to §33.2 -35] of the Code of Vi rgi me shou Id have already been expended. These funds were transferred to this project in order to accelerate it, Work shall commence within 30 days of execution of this agreement, with project construction beginning no later than (3 months after current ad date shown in pool) or these funds maybe subject to de- allocation" >To be used on all RS projects part of a Programmatic Agreement: • This project Is part of a Programmatic Project Administrative Agreement for Revenue Sharing Projects. Any revision to this Appendix A will also require a revision to the Appendix B that is part of the agreement" Specialized Access Bullets for Agreements (copy 8 paste as necessary) >To be used for aft Access Program Projects: . This project shall be administered in accordance with VDOTs Locally Administered Projects Manual and [enter name of relevant Access road program guide]. a Project wode conducted or services contracted prior to [date of CTB approval] will not be eligible for reimbursement from the [relevant Access road program] allocation. . All right -of -way, environmental assessments (other than SERP, if applicable) and remediation, and utility adjustments shall be provided at no cost to VDOT. >Forprojects with state matching allocation (requiring provision ethicality match but actual matching funds are not received from the locality): o The LOCALITY shall provide up to [Program required $match] in matching funds, as necessary, to fulfill project funding obligations. The LOCALITY has opted to retain the required matching funds and expenditure of these matching funds shall be documented by the DEPARTMENT at such time as the maximum [Program's maximum unmatched allocation $amount] unmatched [relevant Access road program] funding has been exceeded or expended . Pursuant to the provisions of paragraph item [ #] of the Commonwealth Transportation Board's (CTB) resolution dated [mmidd/yyyy] approving the allocation from the [name of relevant Access program] Fund, the LOCALITY will provide for the required matching funds up to [$ amount]. a Project costs, eligible for reimbursement under to the DEPARTMENT's current policy and procedure in administration of the [Access Program] shall be satisfactorily documented by the DEPARTMENT prior to processing reimbursement to the LOCALITY. >For Economic Development Access (EDA) projects: . Pursuant to the provisions of paragraph item [ #] of the Commonwealth Transportation Board's (CTB) resolution dated [mmlddlyyyy] approving the allocation from the Economic Development, Airport and Rail Access Fund, the LOCALITY will provide sufficient documentation of capital outlay or acceptable surety to the DEPARTMENT; and the balance of the utilized allocation not justified by eligible capital outlay will be returned to VDOT and the Economic Development, Airport and Rail Access Fund, This surety may be released or reduced accordingly at an earlier date upon provision of documentation of eligible capital outlay by a qualified establishment, Specialized Smart Scale (House Bill 2) Bullets for Agreements (copy & paste as necessary) ,Use on locally administered pro)ects that include Smart Scale (H82) funds: • Project estimate, schedule and commitment to funding are subject to the requirements established in the Commonwealth Transportation Board Policy and Guidelines for Implementation of a Project Prioritization Process, Code of Virginia, and VDOT's Instructional and Informational Memorandums. • This project shall be initiated and at least a portion of the programmed funds expended within one year of the budgeted year of allocation or funding may be subject to reprogramming to other projects selected through the prioritization process. In the event the Project is not advanced to the next phase of construction when requested by the Commonwealth Transportation Board, the locality or metropolitan planning organization may be required, pursuant to § 33.2 -214 of the Code of Virginia, to reimburse the Department for all state and federal funds expended on the project. • This project has been selected through the Smart Scale (HB2) application and selection process and will remain in the SYIP as a funding priority unless certain conditions set forth in the Commonwealth Transportation Board Policy and Guidelines for Implementation of a Project Prioritization Process arise. Pursuant to the Commonwealth Transportation Board Policy and Guidelines for Implementation of a Project Prioritization Process and HB2 Implementation Policy Guide, Section 5.3, this project will be re- scored and /or the funding decision re- evaluated if any of the following conditions apply: a change in the scope, an estimate increase prior to contract advertisement or award, or a significant reduction in the locally /regionally leveraged funds. Applications may not be submitted in a subsequent annual HB2 prioritization cycle to account for a cost increase on a previously prioritized project. 4� IN I I IF COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 3rd day of July, 2017. No. 40882- 070317. A RESOLUTION authorizing the City Managers issuance and execution of additional Amendments to the City's Contract with AECOM I eehnical Services. Inc., for additional professional services for the fourth Near of the City's'transportation Structures Inspection program (2014 - 2018): and authorizing the City Manager to take such actions and execute such documents as may be necessary to provide for the implementation, administration, and enforcement of such Amendments to the above mentioned Contract, as well as the Contract itself. BF 1f RESOLVED by the Council of the City ofRoanoke that: I. The City Manager is hereby authorized, for and on behalf of the City, to issue and execute additional Amendments as may be necessary to the City's Contract with AECOM technical Services. Inc., in an amount not to exceed an additional $104,834.00, including an Amendment in the amount of $94,834.00, for additional professional services for the fourth year of the City's Transportation Structures Inspection Program (2014 - 2018). all as more fully set forth in the City Council Agenda Report dated July 3. 2017. 2. The form of such Amendment and any additional amendments shall he approved by the Cib, Attorney. 3. This Amendment and such additional amendments will provide authorization for additions to the v.ork, with an increase in the amount of the Contract and provide that the total amount of this Amendment and such other amendments will not exceed an additional $104,834.00, all as set forth in the above mentioned Agenda Report. 4. The City Manager is further authorized to take such actions and execute such documents as may be necessary to provide for the implemcntati on, administration, and enforcement of the Contract, as amended by this Amendment and any such additional amendments. Such documents shall be approved as to form by the City Attorney. A F1 FST: -�Y City Clerk, N -AI COM l cchnipnl Scr ,C, Amcndmenl -3011 (7-3 -17) 2 ,6v IN THE COUNCIL. OF TI IE CIIY OF ROANOKE, VIRGINIA The 3rd day of July, 2017. No. 40883- 070317. A RESOLUTION authorizing the City Manager's issuance and execution of additional amendments to the City's Contract with Mattem & Craig. Inc_ for additional professional services for the fourth year of the City s Transportation Structures Inspection Program (2014 - 2018); and authorizing the City Manager to take such actions and execute such documents as may be necessary to provide for the implementation, administration, and enforcement of such Amendments to the above mentioned Contract, as amended. as well as the Contract itself. BE I I RESOLVED by the Council of the Cit} of Roanoke that I. The City Manager is hereby authorized, for and oil behalf of the City, to issue and execute additional Amendments as may be necessary to the CiWs Contract with Mattern & Craig. Inc., in an amount not to exceed an additional $148,779.54, including an Amendment in the amount of $138.779.54, for additional professional services for the fourth year of the City's Transportation Structures Inspection Program (2014 - 2018). which provides for additional engineering services on the Carat Mill Road Bridge over Mud Lick Creek project and on the Berkley Road Bridge Replacement project, all as more fully set forth in the City Council Agenda Report dated July 3, 2017. 2. The form of such Amendment and any additional amendments shall be approved by the City Attorneq. 3. This Amendment and such additional amendments, shall provide authorization for additions to the work, with an increase in the amount of the Contract, and provide that the total amount of this Amendment and such other amendments will not exceed an additional $148.779.54, all as set forth in the above mentioned Agenda Report. 4. The City Manager is further authorized to take such actions and execute such documents as may be necessary to provide for the implementation, administration. and enforcement of the Contract. as amended by this Amendment and any such additional amendments. Such documents shall be approved as to form by the City Attorney. ATTHS "I': 0eC-� o �- J'- '/W t °u t)t ,,Jy Cit} Clerk. 11 %T Itl[!0 & I Idl l onvun Am, Odma1LQ.3.1] 1 2 CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: July 3, 2017 Subject: Amendments to Two Contracts for the Transportation Structures Inspection Program (2014 -2018) Year Four of Five (CM 17- 00076) Background: In 1978, Congress passed the Surface Transportation Act, requiring that all bridges and culverts over 20 feet in length, including 'off Federal Aid System" structures, and overhead traffic signs be inspected annually or biannually, depending on construction type. Inspections are due this calendar year on 58 structures in the City of Roanoke. A Contract dated June 30, 2014, was issued to AECOM Technical Services, Inc. ( AECOM) for the Transportation Structures Inspection Program (2014 -2018) (Program) with years two thru five to be negotiated based on the number of structures to be inspected in each of those subsequent years. A similar Contract dated July 8, 2014, was also issued to Mattern & Craig, Inc. for the Program as the inspection of the structures is rotated among different consultants. Amendments were done for each Contract for years two and three and Amendments are now needed for year four. AECOM has agreed to inspect 23 structures for the cost of $94,834.00 for year four. Mattern & Craig, Inc. has agreed to inspect 35 structures for the cost of $109,223.54 for year four. In addition to the inspection services, and as allowed under the original Contracts, Mattern & Craig, Inc. has been asked by the City to provide additional engineering services on the Garst Mill Road Bridge over Mud Lick Creek project and on the Berkley Road Bridge Replacement project. Mattern & Craig, Inc. will provide the additional requested services for $29,556.00. The Amendment with Mattern & Craig will be for a total amount of $138,779.54. The City Engineer has also recommended that $10,000.00 be added to each Contract to cover any contingencies that may arise during the provision of the professional services for year four. This will result in a total Amendment amount for AECOM not to exceed $104,834.00 and a total Amendment amount for Mattern & Craig, Inc. not to exceed $148,779.54. Considerations The proposed Amendments to each of the above Contracts require City Council approval. Funding in the amount of $233,613.54 for the two (2) fourth -year Amendments is available in accounts listed below. Funding for the $20,000 to cover contingencies will be transferred from Capital Project contingency when and if necessary. $204,057.54 - 01 -530- 4310 -3072, FY 18 -19 Engineering Division Bridge Inspections $ 24,000.00 - 08 -530 -9218, Garst Mill Bridge Rehabilitation $ 5,556.00 - 08 -530 -9594, Berkley Rd over Glade Creek Bridge Renovation Recommended Action: Authorize the Acting City Manager to issue and execute Amendments, approved as to form by the City Attorney, to the City's Contract with AECOM Technical Services, Inc., in an amount up to $104,834.00 (which includes an Amendment for $94,834.00) for additional professional services as set forth above. Authorize the Acting City Manager to issue and execute Amendments, approved as to form by the City Attorney, to the City's Contract with Mattern & Craig, Inc., in an amount up to $148,779.54 (which includes an Amendment for $138,779.54) for additional professional services asset forth above. Authorize the Acting City Manager to take such actions and execute such documents as may be necessary to provide for the implementation, administration, and enforcement of all such Amendments to the above mentioned Contracts, as well as the Contracts themselves. The form of any such documents shall be approved by the City Attorney. Sherman M. Stovall Acting City Manager Distribution: Council Appointed Officers Barbara A. Dameron, Director of Finance Robert K. Bengtson, P.E., Director of Public Works Luke E. Pugh, P.E., City Engineer IN 1111k COI INCII, OF'1111. ('f1'Y 01, itOANOI {If, VIIMINIA The 17th cloy of .hdy, 2017. No. 40884 - 071711. AN ORMNANC]I to readopt and tecnad the Code of the Cily o1 Roanoke (1979), as amended. WI IISRFAS, by Ordinance No. 25043, adopted April 7, 1980, this C'ouneiI adopted and enacted a new code Ibr the City of Roanokc entitled the Code of the City of Roanoke (1979) (hereinafter sometimes referred to as the "City Code "); WHEREAS, such Code, as amended, contains certain provisions which incorporate by reference portions of the Code of Virginia (1950), as amended, (hereinafter "State Code"); WHEREAS, from time to tittle, certain of these State Code sections which are incorporated by reference in the City Code have been amended by the General Assembly; WHEREAS, such amendments area matter of public record which are set forth in the Acts of Assembly and supplements and replacement volumes of the State Code; and WHEREAS, it is the desire of this Council that those provisions of the City Code which adopt by reference State Code provisions shall be fully consistent with enactments of the most recent Session of the General Assembly. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that: The Code of the City of Roanoke (1979), as amended, a copy of which is on file in the City Clerk's Office, consisting of Chapters I through 36.2, each inclusive, is hereby readopted and reenacted. Such Code amendments heretofore and hereafter adopted shall continue to be known as the Code of the City of Roanoke (1979), as mended, ?. With respect to sections or provisions oh the Stale Code incm'poralecl by rclerenec in the City Code, Council recognizes any amendments made to such sections or III ovisions of the Stale Code by the most recent Session oflhe Gencral Assembly and hereby us acsses the intent and ordains []tat such anendnenls to sections or provisions oft Ile State Code incotporated by reference in the City Code shall be included in the City Code verbatim ns enacted by the most recent Session of the Cienera] Assembly, 1. Any rclelunce in the City Code to any section, article or chapter from Ibrmer 'lilies of the Slate Code shall be deemed and construed to apply to the successor section, article or chapter of the State Code, comparable sections being set out in "fables of Compatible Sections for certain Repealed and Revised Titles published in Volume 10. ATTEST: City Clerk. K: \Measures \Yendy Mensures\2016 \rendopt city code 2016.doc 04� CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY 464 MUNICIPAL- BUILDING _ 215 CI IURCH AVTNUE, SW ROANOKE, VIRGINIA 24011-1595 Daniel J. Callaghan TELEPHONE 540.853 -2431 City Attorney FAX 540.853 -1221 EMAIL: ctmimty ruanokevaeov July 3, 2017 The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Reenactment of City Code Dear Mayor Lea and Council Members: Timothy R. Spencer Steven J. Talevi David L. Collins Heather P. Ferguson Laura M. Carini Assistant City Attorneys Since 1982, City Council has reenacted and rccodified the City Code on an annual basis in order to properly incorporate in the Code amendments made by the General Assembly at the previous Session to State statutes that are incorporated by reference in the City Code. This procedure ensures that the ordinances codified in our Code incorporate the most recent amendments to State law. Incorporation by reference is frequently utilized in local codes to preclude having to set out lengthy provisions of State statutes in their entirety. In addition, the technique ensures that local ordinances are always consistent with the State law as is generally required. The procedure whereby a local governing body incorporates State statutes by reference after action of the General Assembly has been approved by the Attorney General. See Report of the Attorney General (1981 -1982) at 272. I recommend that Council adopt the attached ordinance to readopt and reenact the Code of the City of Roanoke (1979), as amended. If the attached ordinance is not adopted, City Code sections incorporating provisions of the State Code amended at the last Session of the General Assembly may not be deemed to include the recent amendments and may be impermissibly inconsistent which could result in the dismissal of criminal prosecutions under these City Code sections. Sincerely yours, Daniel. Callagh City Attorney LSC /I Attachment c: Sherman Stovall, Acting City Manager The Honorable Donald S. Caldwell, Commonwealth's Attorney Timothy Jones, Chief of Police Stephanie M. Moon Reynolds, City Clerk