HomeMy WebLinkAboutCouncil Actions 10-07-21ROANOKE CITY COUNCIL
INFORMAL SESSION
OCTOBER 7, 2021
9:00 A.M.
CITY COUNCIL CHAMBER
215 CHURCH AVENUE, S. W.
AGENDA
COBB
42168- 100721
The City of Roanoke is a safe, caring and economically vibrant community in
which to live, learn, work, play and prosper
A vibrant urban center with strong neighborhoods set amongst the spectacular
beauty of Virginia's Blue Ridge
Call to Order -- Roll Call. Mayor Lea and Council Member Bestpitch
were absent.
Welcome. Vice -Mayor Patricia White -Boyd.
Moment of Silence in honor of the late Clara S. Lea, wife of Mayor
Sherman P. Lea, Sr., who passed away on October 2, 2021.
NOTICE
This morning's meeting will be televised live and replayed on RVTV Channel 3 following
the 2:00 p.m. session on Friday, October 8 at 7:00 p.m., and Sunday, September 10 at
4:00 p.m.; and video streamed through Facebook Live at facebook.com /RoanokeVa.
Council meetings are offered with closed captioning for the hearing impaired.
ITEMS FOR ACTION:
Adoption of a resolution with regard to the Council Meeting date change.
Adopted Resolution No. 42168- 100721. (5 -0)
1
A communication from Vice -Mayor Patricia White -Boyd requesting that Council convene
in a Closed Meeting to discuss vacancies on certain authorities, boards, commissions
and committees appointed by Council, pursuant to Section 2.2 -3711 (A)(1), Code of
Virginia (1950), as amended. A list of current vacancies is included with the agenda for
this meeting.
(5 -0)
A communication from the City Manager requesting that Council convene in a Closed
Meeting to discuss the disposition of City -owned property, located in the Northwest
quadrant of the City, where discussion in an open meeting would adversely affect the
bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-
3711 (A)(3), Code of Virginia (1950), as amended.
(5 -0)
A communication from the City Manager requesting that Council convene in a Closed
Meeting to discuss the disposition of City -owned property, located in the Williamson
Road area, where discussion in an open meeting would adversely affect the bargaining
position or negotiating strategy of the public body, pursuant to Section 2.2 -3711 (A)(3),
Code of Virginia (1950), as amended.
(5 -0)
ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRING
DISCUSSION /CLARIFICATION AND ADDITIONS /DELETIONS TO THE 2:00 P.M.
AGENDA. NONE.
TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL. NONE.
BRIEFING:
• Downtown Stormwater Management - 30 minutes
Received and filed.
At 9:57 a.m., the Vice -Mayor declared the Council meeting in recess for a Closed
Meeting in the Council's Conference Room, Room 450, fourth floor, Noel C. Taylor
Municipal Building; and thereafter reconvened at 2:00 p.m., in the Council
Chamber.
2
ROANOKE CITY COUNCIL
REGULAR SESSION
OCTOBER 7, 2021
2:00 P.M.
CITY COUNCIL CHAMBER
AGENDA
The City of Roanoke is a safe, caring and economically vibrant community in
which to live, learn, work, play and prosper.
A vibrant urban center with strong neighborhoods set amongst the spectacular
beauty of Virginia's Blue Ridge.
1. Call to Order - -Roll Call. Mayor Lea and Council Member Bestpitch
were absent.
The Invocation was delivered by The Reverend Alexander MacPhail,
Christ Episcopal Church.
Moment of Silence in honor of the late Clara S. Lea, wife of Mayor
Sherman P. Lea, Sr., who passed away on October 2, 2021.
The Pledge of Allegiance to the Flag of the United States of America was
led by Vice -Mayor Patricia White -Boyd.
Welcome. Vice -Mayor White -Boyd.
NOTICE:
Today's Council meeting will be televised live and replayed on RVTV Channel 3
on Friday, October 8 at 7:00 p.m., and Sunday, October 10 at 4:00 p.m.; and
video streamed through Facebook Live at facebook.com /RoanokeVa. Council
meetings are offered with closed captioning for the hearing impaired.
3
ANNOUNCEMENTS:
The Council of the City of Roanoke is seeking applications for the following
current vacancies and /or upcoming expirations of terms of office:
Roanoke Civic Center Commission — one vacancy
Roanoke Cultural Endowment, Board of Directors — one vacancy
Roanoke Valley Regional Cable Television Committee — one vacancy
Towing Advisory Board — one vacancy (Citizen at- large)
Access the City's homepage to complete an online application for the
abovementioned vacancies.
2. PRESENTATIONS AND ACKNOWLEDGEMENTS:
Recognition of the Department of Transportation.
Mark Jamison, Director, Public Works recognized and presented a City Star
to John Rowland, Maintenance Technician II, Department of Transportation
for taking brave action to save a child alone in the street.
Council Member Cobb presented the Innovation Award received at the
recent Virginia Municipal League Annual Conference in recognition of the
City of Roanoke's Star City Reads Program to Sheila Umberger, Director of
Libraries.
3. HEARING OF CITIZENS UPON PUBLIC MATTERS:
NONE.
4. CONSENT AGENDA:
(APPROVED 5 -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.
51
C -1 A communication from the City Manager requesting that Council schedule
two public hearings to be held on Monday, October 18, 2021, at 7:00 p.m., or as
soon thereafter as the matter may be heard, or such later date and time as the
City Manager may determine, to consider the conveyance of a 25 foot access
easement across property located in Roanoke County; and conveyance of a 25
foot utility easement to Appalachian Power Company across City -owned property
in Roanoke County to provide service to property owned by Jack and Ann
Wimmer.
RECOMMENDED ACTION: Concurred in the request.
C -2 Reports of qualification of the following individuals:
Julie Wagner as a member (Citizen at Large) of the Personnel and
Employment Practices Commission for a three -year term of office
ending June 30, 2024;
Alyshia Merchant as a member of the Fair Housing Board to
replace Amar Bhattarai for a term of office ending March 31, 2024;
Tracy Jernigan Brown as a member of the Board of Zoning Appeals
to fill the unexpired term of office of Antwyne U. Calloway ending
December 31, 2022;
Stephen Feather as a member of the Architectural Review Board to
fill the unexpired term of office of Bill Hume, commencing
October 2, 2021 and ending October 1, 2023; and
Bill Mason and Byron Dickson as members of the Architectural
Review Board for four -term of office, each, commencing October 2,
2021 and ending October 1, 2025.
RECOMMENDED ACTION: Received and filed.
REGULAR AGENDA:
5. PUBLIC HEARINGS: NONE.
6. PETITIONS AND COMMUNICATIONS: NONE.
6i
7. REPORTS OF CITY OFFICERS AND COMMENTS OF THE
CITY MANAGER:
a. CITY MANAGER:
BRIEFING:
• Roanoke Regional Partnership - 20 minutes
Strategic Plan — Thrive
Received and filed.
ITEMS RECOMMENDED FOR ACTION:
1. Acceptance of "Pass -Thru" funds from the Virginia Department of
Emergency Management to reimburse the Hazardous Materials
Response Team.
Adopted Resolution No. 42169- 100721 and Budget Ordinance
No. 42170-100721. (5 -0)
2. Execution of a contract between the City of Roanoke and Carilion
Medical Center for placement of Outstationed Eligibility Workers at
Roanoke Memorial Hospital.
Adopted Resolution No. 42171 - 100721 and Budget Ordinance
No. 42172-100721. (5 -0)
3. Amendment of the City Code in connection with the newly created
Youth Athletics Review Board.
Adopted Ordinance No. 42173 - 100721. (5 -0)
4. Repeal and replace Budget Ordinance No. 42158- 092021, adopted
September 20, 2021, accepting the Shuttered Venues Operators
Grant and authorizing the establishment of a revenue estimate and
appropriation of funds.
Adopted Budget Ordinance No. 42174 - 100721. (5 -0)
COMMENTS OF THE CITY MANAGER.
The City Manager offered the following comments:
Treasurer's Office Announces Temporary Closings
• Beginning October 7 through October 26, this office will be closed to the
public on Tuesday and Thursday afternoons from 12:00 to 5:00 p.m.
• During these closings, as well as on evenings and weekends, Treasurer's
Office employees will receive training for a new tax and treasury system,
and test the system in preparation for its launch.
• Payments will continue to be processed as received through the mail
(Roanoke City Treasurer's Office, P.O. Box 1451, Roanoke, VA, 24007)
and the Treasurer's Office drop -box (checks or money orders only), as
well as online.
Vaccine Center at Valley View
• VDH has been using Berglund Center, Salem Civic Center, and other
locations for vaccination clinics.
• They announced today that they are consolidating these into a single,
state -run community vaccination center, opening October 14, at Valley
View Mall in the former Sears location.
• Appointments will be available from 10:00 a.m. to 8:00 p.m., Monday
through Saturday.
• The Center will be open six days a week — offering all doses (first, second,
third).
• Information available at vaccinatevirginia.gov
8. REPORTS OF COMMITTEES: NONE.
9. UNFINISHED BUSINESS: NONE.
10. INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS:
a. A resolution expressing the need for emergency action regarding climate
adaptation.
Adopted Resolution No. 42175 - 100721. (5 -0)
11. MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and /or comments by the Vice -Mayor and Members of City
Council.
Council Members Cobb, Moon Reynolds and Jeffrey shared
highlights of the recently attended Virginia Municipal League Annual
Conference held on October 3 - 5, 2021, in Leesburg, Virginia, noting
great sessions such as Solar Energy, Social Media and the American
Rescue Plan Act.
7
b. Vacancies on certain authorities, boards, commissions and committees
appointed by Council. NONE.
CERTIFICATION OF CLOSED MEETING. (5 -0)
12. ADJOURNED - 3:28 P.M.
��4OF AG� CITY OF ROANOKE
_ OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., SUITE 452
ROANOKE, VIRGINIA 24011 -1594
�kG TELEPHONE: (540) 853 -2444
FAX: (540) 853 -1145
SHERMAN P. LEA, SR. EMAIL: MAYOR(W,)ROANOKEVA.GOV
Mayor
October 7, 2021
The Honorable Vice -Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Vice -Mayor White -Boyd and Members of Council:
This is to advise you that I will not be present at the 9:00 a.m. and 2:00 p.m. sessions of
Roanoke City Council on Thursday, October 7, 2021. Best wishes for a successful
meeting.
Sincerely,
Cr^ti
rman P. Lea, Sr. •
Mayor
S P L /ctw
SHERMAN P. LEA, SR
Mayor
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.W.
Noel C. Taylor Municipal Building, Suite 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
Email: clerk @roanokeva.gov
October 7, 2021
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mayor Lea and Members of Council:
Council Members
William D. Bestpitch
Joseph L. Cobb
Robert L. Jeffrey, Jr.
Stephanie Moon Reynolds
Vivian Sanchez -Jones
Patricia White -Boyd
This is to advise you that I will not be present at the 9:00 a.m. and 2:00 p.m. sessions of
Roanoke City Council on Thursday, October 7, 2021. Best wishes for a successful
meeting.
Sincerely,
Wei. -- �.
William D. Bestpitch
Council Member
WDB /ctw
610-
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42168= 100721.
A RESOLUTION confirming the changing of the date for the regular meeting of City
Council from 9:00 a.m. and 2:00 p.m., on Monday, October 4, 2021, to 9:00 a.m. and 2:00 p.m.,
on Thursday, October 7, 2021.
WHEREAS, City Council's meeting schedule for January 1, 2021 through December 31,
2021was established by Resolution 41964 - 010421, adopted January 4, 2021. Due to COVID -19,
at that time, it was not known when, or if, The Virginia Municipal League ( "VML ") would hold
their annual meeting and conference.
WHEREAS, at the meeting of Council on September 7, 2021, Resolution 42146- 090721
was adopted approving several members of City Council to attend the Virginia Municipal League
meeting and conference on October 3 - 5, 2021, in Leesburg, Virginia, necessitating moving the
regular meeting of City Council to Thursday, October 7, 2021; and
WHEREAS, pursuant to Section 2 -15, Code of the City of Roanoke (1979), as amended,
the Clerk placed an advertisement in The Roanoke Times, to run on September 30, 2021, changing
the date of the regular meeting of City Council from Monday, October 4, 2021 to Thursday,
October 7, 2021, posted notice of such change adjacent to the doors of the Council Chamber,
placed notices in prominent locations throughout the municipal building, and placed the notice on
the City's webpage.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke hereby affirms
that the meeting of City Council regularly scheduled to be held at 9:00 a.m, and 2:00 p.m., on
Monday, October 4, 2021, is changed to commence at 9:00 a.m. and 2:00 p.m., on Thursday,
October 7, 2021 in Council Chambers, 4`" Floor, Room 450, Noel C. Taylor Municipal Building,
215 Church Avenue, S.W., Roanoke, Virginia.
ATTEST:
City Clerk.
The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
CITY OF ROANOKE - CLERKS OFFICE
Attn Cecelia Webb
215 CHURCH AVE SW
ROOM 456
ROANOKE, VA 24011
Account Number
6007932
Date
September 30, 2021
Date Category Description Ad Size Total Cost
10/09/2021 Legal Notices NOTICE OF CITY COUNCIL MEETING DATE CHANGE PUrSt 1 x 47 L 284.32
Publisher of the
NOTICE OF CITY COUNCIL
MEETING DATE CHANGE Roanoke Times
Pursuant to Section 2 -15, Code of the
City of Roanoke (1979), as amended,
the regular meeting of Roanoke city
to be held on
1, (the undersigned) an authorized representative of the
Council scheduled
Monday, October 4, 2021; will be held
on Thursday, October 7, 2021 in the
Roanoke Times, a daily newspaper published in Roanoke, in the
City Council Chamber. Several
members of Roanoke city council will
State Virginia do certify that the annexed notice NOTICE OF
Anual Conference of the
attend the n
of s
Virginia Municipal League on October 3
-5, 2021, In Leesburg, Virginia_
CITY COUNCIL ME was published in said newspapers on the
This public hearing may be conducted
following dates:
by electronic communication means
due to the COVID -19 pandemic
disaster. All persons wishing to
address City council must sign -up with
the City Clerk's Office by emailing
clerkCe?roanokeva.gov or calling (S40)
853 -2541 by 12:00 noon, on Thursday,
09/30/2021
October 7, 2021. Citizens who register
will be provided information to present
their testimony via electronic
communications means.
If you are a person with a disability
whn nr rd, nc-rnmmcid;�tinns f thn
meeting, please contact the City
Clerk's Office at (540) 853 -2541, by
The First insertion being given 09/30/2021
Tuesday, October 5, 2021, at 4:00 p.m.
...
GIVEN under my hand this 24th day of
September 2021.
Newspaper reference: 0001263150
Cecelia F. McCoy, CMC
City Clerk
(1263150)
c
Billing Representative
Sworn to and subscribed before me this 30th Day of September 2021
L)2�
Notary Public Kimberly Kay Harris
NOTARY PUBLIC
State of Virginia Commonwealth of Virginia
County of Hanover Reg. No. 356753
My Commission expires Commiss, Exp. Jan. 31, 2025
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
��o
NOTICE OF CITY COUNCIL MEETING DATE CHANGE
Pursuant to Section 2 -15, Code of the City of Roanoke (1979), as amended, the regular
meeting of Roanoke City Council scheduled to be held on Monday, October 4, 2021; will be
held on Thursday, October 7, 2021 in the City Council Chamber. Several members of
Roanoke City Council will attend the Annual Conference of the Virginia Municipal League
on October 3 -5, 2021, In Leesburg, Virginia.
This public hearing may be conducted by electronic communication means due to the
COVID -19 pandemic disaster. All persons wishing to address City Council must sign -up
with the City Clerk's Office by emailing clerk @roanokeva.govor calling (540) 853 -2541 by
12:00 noon, on Thursday, October 7, 2021. Citizens who register will be provided
information to present their testimony via electronic communications means.
If you are a person with a disability who needs accommodations for the meeting, please
contact the City Clerk's Office at (540) 853 -2541, by Tuesday, October 5, 2021, at
4:00 p.m.
GIVEN under my hand this 24th day of September 2021.
Cecelia F. McCoy, CMC
City Clerk
NOTE TO PUBLISHER:
Publish in full once in The Roanoke Times in the Legal Section on Thursday,
September 30, 2021.
Send publisher's affidavit and bill to:
Cecelia F. McCoy, CMC, City Clerk
Room 456, Noel C. Taylor Municipal Building
215 Church Avenue, S. W.
Roanoke, Virginia 2401 1 -1 536
540/853 -2541
SHERMAN P. LEA, SR.
Mayor
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.W.
Noel C. Taylor Municipal Building, Suite 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
Email: clerk @roanokeva.gov
October 7, 2021
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
Council Members
William D. Bestpitch
Joseph L. Cobb
Robert L. Jeffrey, Jr.
Stephanie Moon Reynolds
Vivian Sanchez -Jones
Patricia White -Boyd
This is to request a Closed Meeting to discuss vacancies on certain authorities, boards,
commissions and committees appointed by Council, pursuant to Section 2.2 -3711 (A)(1),
Code of Virginia (1950), as amended. A list of current vacancies is included with the
agenda for this meeting.
Sincerely,
Patricia White -Boyd
Vice -Mayor
PWB:ctw
COMMITTEE VACANCIES /REAPPOINTMENTS
October 7, 2021
Public
VACANCIES:
Terms of office on the Roanoke Civic Center Commission ending September 30, 2024.
Term of office on the Roanoke Cultural Endowment, Board of Directors ending December 31, 2024.
Unexpired term of office on the Roanoke Valley Regional Cable Television ending June 30, 2023.
Term of office (Citizen at Large) on the Towing Advisory Board ending October 31, 2023.
G�
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: October 7, 2021
Subject: Request for Closed Meeting
This is to request that City Council convene in a Closed Meeting to discuss the
disposition of City -owned property, located in the Northwest quadrant of the
City, where discussion in an open meeting would adversely affect the
bargaining position or negotiating strategy of the public body, pursuant to
Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended
Robert S. Cowell, .Jr.
City Manager
Distribution: Council Appointed Officers
Clarence Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager for Community Development
s Igo a+�a
CITY COUNCIL AGENDA REPORT
t�
To: Honorable Mayor and Members of City Council
Meeting: October 7, 2021
Subject: Request for Closed Meeting
This is to request that City Council convene in a Closed Meeting to discuss the
disposition of City -owned property, located in the Williamson Road area, where
discussion in an open meeting would adversely affect the bargaining position or
negotiating strategy of the public body, pursuant to Section 2.2 -3711 (A)(3),
Code of Virginia (1950), as amended.
mif
Robert S. Cowell, Jr.
City Manager
Distribution: Council Appointed Officers
Clarence Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager for Community Development
A 4403.
Downtown Flooding: History and a
Path Forward
October 7, 2021
Ian Shaw P.E., AICP, Marcus Aguilar, Ph.D., P.E.
City of Roanoke Department of Public Works
Stormwater Division
JR901ANOKE
WATER
Agenda
• Introduction
• Proposed Solutions
• Summary and Next Steps
Introduction
• Confluence of two
streams
• Atop a perennial stream
and salt marsh
Moorman's /Cedar !'
Spring
S
ter'%
Legend
Major Streets
Streams Troai
.Spring = Long
Historical Hydrography
Salt Lick ..: `£ _ ,
Dotivniown '
Spring Roanoke
Introduction
1. Stream /storm drain mapping (2017)
2. Hydraulic monitoring (2018)
3. Hydraulic modeling (2019)
4. Flash flood warning system (2020)
5. Preliminary Engineering Report and
Concept Plans (2021)
A
Floodplain Mapping and Economic
ilysis (Ongoing)
Flood -Prone Areas
Current floodplain and other areas susceptible to flooding
IWIT,
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ROANOKE
STORMWATER
Effective FE
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Likely Flood -prone Area —City Model
Economic Impact of Flooding
• 301 Flood -prone structures
• Assessed value of structures - $648
Million
• Estimated value of contents - $78
Million
• 50 year risk to structures and
contents - $116 Million
Proposed Solutions
Community infrastructure and property owner mitigation
ROANOKE
STORMWATER
Strategies
2. Flood proofing to reduce —not
eliminate- potential damage
from flooding
Community Flood Mitigation
Infrastructure
Preliminary Engineering Report and Concept Design Fians
April — December 2020
A AT We'M
ROANOKE
Community Flood Mitigation Infrastructure
• Recommended Projects
• Conveyance — drain water out of core of CBD as quickly as possible
• Storage — impound water upstream of CBD and release at controlled rate
• Maintenance — provide safe access to tunnel system for long -term operation
• Estimated Budget
• Six projects @ $44M
• Additional 15 — 20 acre footprint for flood storage @ $35 — 40M
TF
Community Flood Mitigation Infrastructure
Municipal
Building
Storage 2-2
3 Projects - $33.9M
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1' contribute and the 015 User Community
Proposed Solutions
FY23/24 -Salem Ave. @ 1St St. "L- Tunnel"
Estimated Cost = $1.4M
• Improve flow and surface
drainage at critical intersection
with 390' of SD
• Improve maintenance access
• Re -align tunnels from below
Roanoke Times loading lot
• Minimal Utility Conflicts
• Traffic Disturbance
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CAMPBELL AVE SW
Proposed Solutions
FY27/28 - Shenandoah Ave. Diversion Tunnel
Estimated Cost = $4.5M
• Divert runoff from northwest
further downstream (920' of SD)
• Alleviate pressure at Warehouse
Row junction, 1St @ Salem
• Tie -in to Norfolk Tunnel using old
pedestrian tunnel below
Shenandoah Ave.
• Coordination with WVWA
• Traffic Disturbance to
Shenandoah
CENTRE AVE NW
SHENANDOAH AVE NW
it
-
m
..
NORFOLK AVE NW' `'
Proposed Solutions
FY 27/28 - Campbell Ave. Upper WS Improvements
Estimated Cost = $9.5M
• Retain runoff in green
infrastructure and small ponds in
Campbell Ave. corridor
• Strong benefit:cost ratio
• Could alleviate local flooding issues
• Some potential land issues
• Traffic Disturbance
Google Street View
North American City Transportation Officials (NACTO)
� Proposed Solutions
FY23/24 - Maintenance Access Upgrades
Estimated Cost = $3.71VI
• Construct 9 vaults on tunnels to
allow safe access and maintenance
• 4/9 vaults would be built as part of
other proposed projects
• Would allow for sediment and
debris removal, structural repairs
• Would not reduce flooding, but
critically important for long -run
operations
rhhN
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Proposed Solutions
FY32 - NS Rail Diversion Basin
Estimated Cost = $4.3M
• Retain some runoff from railroad
yards, divert to:
• 5 — CCBC Wet Pond OR
• 3 — Shenandoah Diversion Tunnel
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Property Owner Mitigation
Floodplain Mapping and Risk Analysis
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FEMA ROANOKE
Property Owner Mitigation
• Higher precision maps allow for
building specific risk analysis
• Flood frequency- depth- damage -risk
relationships
• Structural flood - proofing
• Elevation of contents
• Experimental flood alert system
may provide early warning
Summary and Next Steps
• Historical flooding, cost to "do- nothing" —
$116 Million
• Measures to Reduce Impacts
• Community Infrastructure - $80 -85 Million
• Property owner mitigation capacity - $TBD
• Funding and Timing Challenges
• Conveyance — proceeding
• Small Storage — incremental approach ??
• Larger Storage -funding/land??
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: October 7, 2021
Subject: Request to Authorize Public Hearings for the Conveyance of a 25' Access
Easement to Jack and Ann Wimmer Across City Owned Property Located
in Roanoke County and for the Conveyance of a 25' Utility Easement to
Appalachian Power Company Across Adjacent City -Owned Property in
Roanoke County to Provide Service to Property Owned by Jack and Ann
Wimmer.
Background:
Jack and Ann Wimmer are the owners of real property located at Carvins Cove in
Roanoke County bearing Roanoke County Parcel No. 009.00 -01 -25.00 -000 (the
" Wimmer Parcel "). The Wimmer Parcel is located adjacent to real property owned by the
City of Roanoke ( "City ") located in Roanoke County bearing Roanoke County Parcel No.
009.00 -01 -21.00 -000 ( "City Parcel I"). Both the Wimmer Parcel and City Parcel 1 are
located adjacent to another parcel of City -owned property located in Roanoke County
bearing Roanoke County Parcel No. 018.00 -01- 09.01 -0000 ( "City Parcel 2 "). These
parcels are shown in the plat prepared by Lumsden Associates, P.C., dated November
2, 2020, attached to this report.
By deed of easement dated November 2, 1999, the City conveyed a 25' access
easement across City Parcel 2 to Norma Jean Sigmon, the former owner of the Wimmer
Parcel. The Wimmer Parcel was subsequently conveyed from Norma Jean Sigmon to
Jack and Ann Wimmer by deed dated September 19, 2003. This deed included the 25'
access easement across City Parcel 2.A gravel path, which had been constructed across
City Parcel 2 pursuant to the 25' access easement, was inadvertently continued by the
Wimmers across City Parcel 1 to assist with access to the Wimmer Parcel, although no
easement or other right of access had been conveyed by the City to the Wimmers
across this parcel.
The Wimmers are developing the Wimmer Parcel. Appalachian Power Company ( "APCO ")
has requested a utility easement across City Parcel 1 and City Parcel 2, to install
underground facilities and other equipment necessary to provide electrical service to
the Wimmer Parcel.
Considerations:
Both City Parcel 1 and City Parcel 2, are subject to conservation easements held by the
Virginia Outdoors Foundation ( "VOF ") and Blue Ridge Land Conservancy ( "BRLC ") dated
April 21, 2008 and September 3, 2009, respectively on record in the Clerk of Circuit
Court's Office for the County of Roanoke, Virginia (collectively, the "Conservation
Easements "). The Conservation Easements contain restrictions limiting the
development of both parcels which include, and are not limited to, (1) prohibiting the
construction of new buildings, structures, roads, or utilities on the Grantor Property,
except as stated therein; (2) limiting the use of Grantor Property to the following
activities, nature, education and public recreation, and (3) prohibiting the removal and
cutting of trees other than for the construction and maintenance of trails, roads.
City staff has reviewed APCO and the Wimmer's request and recommends that the City
Manager be authorized to convey a utility easement to APCO across City Parcel 1 and
City Parcel 2 to provide utility service to the Wimmer Parcel. City staff further
recommends that the City Manager be authorized to convey a 25' access easement
across City Parcel 1 to facilitate access to the Wimmer. The VOF and BRLC have
reviewed the proposed access easement from the City to the Wimmers across City
Parcel 1, and the proposed utility easement from the City to APCO across City Parcel 1
and City Parcel 2, and consents to such conveyances.
In consideration for the City's conveyance of the access easement to the Wimmers and
the utility easement to APCO, the Wimmers have agreed to convey an access easement
to the City across the Wimmer Parcel for the purpose of providing emergency access to
adjacent areas of Carvins Cove.
Public hearings are required for City Council to consider the conveyance of the access
easement and utility easement across City -owned property under applicable state law.
Recommended Action:
Authorize the City Clerk to schedule and advertise the two following public hearings (1)
a public hearing on the proposed conveyance of an access easement across City owned
property in Roanoke County bearing Roanoke County Parcel No. 009.00 -01 -21.00 -000
to Jack Wimmer and Ann Wimmer, and (2) a public hearing on the proposed
conveyance of a utility easement across City -owned property bearing Roanoke County
Parcel Nos. 009.00 -01- 21.00 -000 and 018.00 -01- 09.01 -0000 to Appalachian Power
Company, to be held on October 18, 2021, at 7:00 p.m., or as soon as the matter may
be reached, or such other date and time as deemed appropriate by the City Manager.
Robert S. Cowell, Jr.
City Manager
Distribution: Council Appointed Officers
W. Brent Robertson, Assistant City Manager for Community Development
Marc Nelson, Director Economic Development
Michael Clark, Director of Parks and Recreation
Cassandra L. Turner, Economic Development Specialist
2
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FOR BOUNDARY & EASEMENT
LINE TABLES
TAX 1009.00 -01- 25.00 -0000
PROPERTY OF
JACK DONALD & ANN M.
WiMMER
INSTRUMENT J200323748
TAX 1018.00 -01- 09.01 -0000
PROPERTY OF
CITY OF ROANOKE
D.B. 632, PG 437
PLAT INSTRUMENT 1201005097
GRAPHIC SCALE
200' 0 200'
SCALE: I" = 200'
LARRY THOMAS `
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Lic. No, 002 9
O��
TAX #009.00 -01- 21.00 -0000
PROPERTY OF
CITY OF ROANOKE
D.B. 1594, PG. 1255
P.B. 23, PG. 3
IRON PIN FOUND
ilRON PIN FOUND
IRON PIN FOUND
IRON PIN FOUND
C
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IRON P
P. N
S
t
NOTES:
I. IRE PURPOSE OF 7NS PLAT IS 70 CREAIE INE NEW VARIABLE
WD 7H PLWC EMERGENCY ACCESS RIGHT - -AF WAY AND THE NEW
NON- DZEUSIVE VARABLE WDIH IMA M/ OWS & UIIL/TY
EASEMENT, OVER I11E PROPERTIES OF JACK D. & ANN M NIMMER
AND THE CITY OF ROANOKE AND DOES NOT CONSTITUTE A
BOUNDARY SURWY
2 INNS PLAT WAS PREPARED NITHOUT THE BENEFIT OF A
aMENT 1I7LE REPORT AND ENQUM&UNOES MAY fVST THAT
AFFECT THE SUBJECT PROPERTIES THAT ARE NOT SHONN HEREON.
3 FOR CLARITY PURPOSE$ NO PHYSM IMPROVEMENTS TO THE
SI MCT PROP MES ARE SHOW ON fl#S PLAT.
r J
I
IROAD
NEW
N - EXCLUSIVE DTH /NGRESS/EGRESS
& U711JTY EASEMENT
Q681 ACRES (29,662 SF.)
'J
SEX. 25'
INGRESS / EGRESS EASEMENT
D.B. 1640, PG 1811 -1813
PLAT SHOWING A NEW
VARIABLE WIDTH PUBLIC
EMERGENCY ACCESS RIGHT -OF -WAY
ACROSS TAX ,4009.00 -01- 25.00 -0000
PROPERTY OF
JACK D. & ANN M. WIMMER
INSTRUMENT #200323748
AND A NEW
NON- EXCLUSIVE VARIABLE WIDTH
INGRESS /EGRESS & UTILITY EASEMENT
ACROSS TAX #009.00 -01- 21.00 -0000
PROPERTY OF
CITY OF ROANOKE
D.B. 1594, PG. 1255
CATAWBA MAGISTERIAL OIS7RICT
ROANOKE COUNTY, VIRGINIA
DATE:
SCALE: November 2, 2020 ALumsden Associates, P.C.
COMM. NO.: 1" =200' ENGINEERS I SURVEYORS I PLANNERS
2020 -144 4664 BRAMBLETON AVENUE PHONE: (540) 774-4411
SHEET 1 OF 2 P.O. BOX 20669 FAX: (540) 772 -9445
ROANOKE, VIRGINIA 24018 WWW.LUMSDENPC.COM
w: \drawings \2020 \2020- 144\ 01 - cad \02- survevina \01- base \20144enm dwn
BOUNDARY
LINE TABLE
LINE
BEARING
DISTANCE
1 -2
N 57-07'41" E
90.51
2 -3
N 5137'41' E
13U00
3-4
N 09-0241' E
161380
4-5
N 275241' E
164.00
5-6 1
N 013241' E
69.20
6 -7
N 5527'19' W
22000
7 -8
N 1937'19' W
8260
8 -9
N 1422'41' E
9700
9 -10
N 0412'19' W
157.70
10-11
N 3112719' W
19350
11-121
N 684219' W
68.40
12 -13
N 5747'19" W
13000
13-14
N 5757'19' W
22000
14-15
N 52'37'19' W
170.00
15-16
N 6777'19" W
104.70
16-17
N 78177'19' W
111.00
LARRY THOMAS
JR./2 GLI/I
20ZO
jlc. No. 002459
NEW
NON- EXCLUSIVE
VARIABLE WIDTH
INGRESS /EGRESS &
UTILITY EASEMENT
LINE TABLE
UNE
BEARING
DISTANCE
A -4
N 09'0241" E
78.60
4 -8
N 4302'38" E
132.47
B -C
N 173132" E
94.03
C -6
I N 5527'19" W
48.79
6 -D
N 5527'19" W
134.37
D -E
S 745855" E
119.67
E -F
S 5527'19" E
99.96
F -G
S 1 T31'32" W
123-62
G -H
S 20'4051' W
1 34341
H -A
I N 0702'47" W
1 160.10
0.6810 AG (29,662 SF.)
NOTES:
1. INE PURPOSE OF THIS PUT IS TO CREATE THE NEW VARIABLE
MDW PUBIC EMERGENCY ACCESS RMff- OF-WAY AND THE NEW
NON - EXCLUSIVE VARIABLE WDTH WORM/EGRESS & UTILITY
EASEMENT, OVER THE PROWERIN'S OF JACK D. & ANN M. II MWM
AID THE CITY GF ROANOKE AND DOES NOT CONSMUIE A
BOL40ARY SURVEY.
2 TENS PUT WAS PREPARED WOWT THE B09RT OF A
CURRENT 11TLE REPORT AND ENCUMBRANCES MAY EMT THAT
AFFECT THE SUBRECT PROPERTIES THAT ARE NOT SHONN HEREON.
.T FOR CLARITY PURPOSES; NO PHYSICAL AOROVEMENTS TO RE
SIMCT PROPERTIES ARE SHORN ON ]HIS PUT.
20144ep01 -sheet 2
NEW
VARIABLE WIDTH
PUBLIC EMERGENCY
ACCESS RIGHT -OF -WA
LINE TABLE
UNE
BEARING
DISTANCE
6 -I
N 73'28'45" W
258.55
I -J
N 1937'19" W
132.92
J -K
N 142241" E
108.37
K -L
N 0472'19" W
125.41
L -M I
N 31'12'19" W
171.14
M -N
N 5747'19" W
164.09
N -0
N 5757'19" W
22271
0 -P
N 5237'19" W
165.07
P -O
N 6777'19" W
91.29
0 -R
N 78'07'19" W
105.31
R-171
N 11'5241" E
60.00
17 -16
S 78-07'19- E
111.00
16 -15
1 S 6777'19" E
104.70
15-14
S 5237'19" E
170.00
14-13
S 5757'19' E
22000
13 -12
S 57-47'19- E
13000
12 -11
S 6842'19' E
6540
11 -10
S 3112'19' E
19350
10-91
S 0412'19' E
1 157.70
9 -8
S 142241" W
9700
8 -7
S 1937'19' E
1
8260
1
7 -6
S 5527'19" E
220.00
22568 AC. (9307 SF.)
PLAT SHOWING A NEW
VARIABLE WIDTH PUBLIC
EMERGENCY ACCESS RIGHT -OF -WAY
ACROSS TAX (009.00 -01 -25.00 -0000
PROPERTY OF
JACK D. & ANN M. 1YIMMER
INSTRUMENT #200323748
AND A NEW
NON- EXCLUSIVE VARIABLE WIDTH
INGRESS /EGRESS & UTILITY EASEMENT
ACROSS TAX ,{009.00 -01- 21.00 -0000
PROPERTY OF
CITY OF ROANOKE
D.B. 1594, PG. 1255
CA TA WBA MAGISTERIAL DISTRICT
ROANOKE COUNTY, VIRGINIA
DATE:
November 2, 2020
SCALE: Lumsden Associates, P.C.
�
NONE ENGINEERS SURVEYORS I PLANNERS
COMM. NO.:
2020-144 4664 BRAMBLETON AVENUE PHONE: (540) 774 -4411
SHEET 2 OF 2 P.O. BOX 20669 FAX: (540) 772 -9445
ROANOKE, VIRGINIA 24018 WWW.LUMSDENPC.COM
w:\ drawinasV070V07 0- 7dd\1 17- rarl \ro- curvav�nn \tl7.Fueo \�maa "nm awn
CECELIA F. NICCOY, CHIC
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
E -mail: derkCa roanokeva.goy
October 8, 2021
Angelia Vernon, Secretary
Personnel and Employment Practices Commission
Roanoke, Virginia
Dear Ms. Vernon:
CECELIA T. WEBB, CbIC
Deputy Cite Clerk
This is to advise you that Julie Wagner has qualified as a member (Citizen -at- Large) of
the Personnel and Employment Practices Commission for a three -year term of office
ending June 30, 2024.
Sincerely,
.WG �6t
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Julie Wagner, 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 (Citizen at Large) of the Personnel and Employment Practices
Commission for a three -year term of office ending June 30, 2024, according to the best
of my ability. (So help me God.)
The foregoing oath of office was tal
Wagner this / �- day of 5g �_4&2021.
__._._ ... by Julie
Brenda S. Hamilton, Clerk of the Circuit Court
BY �¢ , Clerk
CECELIA F. NICCOY, CNIC
City Clerk
Lara Burleson, Secretary
Fair Housing Board
Roanoke, Virginia
Dear Ms. Burleson:
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
E -mail: clerkCaroanokeya.gov
October 8, 2021
CECELIA T. 1N' EBB, CHIC
Deputy City, Clerk
This is to advise you that Alyshia Merchant has qualified as a member of the Fair
Housing Board to replace Amar Bhattarai for a term of office ending March 31, 2024.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Alyshia Merchant, do solemnly swear that I will support the Constitution of the
United States of America and the Constitution of the Commonwealth of Virginia, and that I
will faithfully and impartially discharge and perform all the duties incumbent upon me as a
member of the Fair Housing Board to replace Amar Bhattarai for a term of office ending
March 31, 2024, according to the best of my ability. So help me God.
HIA ERCHANT
The foregoing oath of office was taken, sworn to, and subscribed before me by
Alyshia Merchant this 15- day of "1, 021.
Brenda S. Hamilton, Clerk of the Circuit Court
By Clerk
CECELIA F. NICCOY, CMC
City Clerk
Tina Carr, Secretary
Board of Zoning Appeals
Roanoke, Virginia
Dear Ms. Carr:
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
E -mail: clerkCa roanokeva.gov
October 8, 2021
CECELIA T. WEBB, CMC
Deputy City Clerk
This is to advise you that Tracy Jernigan Brown has qualified as a member of Board of
Zoning Appeals to fill the unexpired term of office of Antwyne U. Calloway ending
December 31, 2022.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Tracy Jernigan Brown, 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 Board of Zoning Appeals to fill the unexpired
term of office of Antwyne U. Calloway ending December 31, 2022, according to the best
of my ability. (So help me God.)
T
BROWN
The foregoing oath of office was taken, sworn to,�14nd subscribed before me by
Tracy Jernigan Brown this day of e 021.
Brenda S. Hamilton, Clerk of the Circuit Court
By L,
,Clerk
CECELIA F. NICCOY, CDIC
Cite Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
E -mail: clerk(qxoanokeva.gov
October 8, 2021
Tina Carr, Secretary
Architectural Review Board
Roanoke, Virginia
Dear Ms. Carr:
CECELIA T. NN EBB, CHIC
Depute Cite Clerk
This is to advise you that Stephen Feather has qualified as a member of the
Architectural Review Board to fill the unexpired term of office of Bill Hume, commencing
October 2, 2021 and ending October 1, 2023.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Stephen Feather, 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 Architectural Review Board to fill the unexpired
term of office of Bill Hume, commencing October 2, 2021 and ending October 1, 2023,
according to the best of my ability. (So help me God.)
Ca-7�
STEPHEN FEATHER
The foregoing oath of office was taken, sworn to, and subscribed before me by Stephen
��
Feather this S day of v 2021.
Brenda S. Hamilton, Clerk of the Circuit Court
B [� o , Clerk
CECELIA F. NICCOY, CHIC
Cite Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. W., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
E -mail: clerkCroanoke%a.goc
October 8, 2021
Tina Carr, Secretary
Architectural Review Board
Roanoke, Virginia
Dear Ms. Carr:
CECELIAT. WEBB, CIIC
Deputy City Clerk
This is to advise you that Bill Mason has qualified as a member of the Architectural
Review Board for a four -year term of office, commencing October 2, 2021 and ending
October 1, 2025.
Sincerely,
�� 4
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Bill Mason, 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 Architectural Review Board for a four -year term of office,
commencing October 2, 2021 and ending October 1, 2025, according to the best of my
ability. (So help me God.)
BILL MASON
The foregoing oath of office was taken, sworn to, and subscribed before me by
Bill Mason this 11 day of 021.
Brenda S. Hamilton, Clerk of the Circuit Court
Ch ('e71
-doer
Clerk
CECELIA F. MCCOY, CD1C
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S. w., Room 456
Roanoke, Virginia 24011 -1536
Telephone: (540) 853 -2541
Fax: (540) 853 -1145
E -mail: clerks roanoke%a.goc
October 8, 2021
Tina Carr, Secretary
Architectural Review Board
Roanoke, Virginia
Dear Ms. Carr:
CECELIA T. NVEBB, CINIC
Depute City Clerk
This is to advise you that Byron Dickson has qualified as a member of the Architectural
Review Board for a four -year term of office, commencing October 2, 2021 and ending
October 1, 2025.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to -wit:
I, Byron Dickson, 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 Architectural Review Board for a four -year term
of office, commencing October 2, 2021 and ending October 1, 2025, according to the
best of my ability. (So help me God.)
ON DICKSON
The foregoing oath of office was taken, sworn to, and subscribed before me by Byron
Dickson this 20 T: day of YEP-(04W 2021.
Brenda S. Hamilton, Clerk of the Circuit Court
By 4 Clerk
PARTNERSHIP
ate- bu4til
Successes
oft, M nters
CARDINAL*-#
Glass Industries
ROANOKE REGIONAL PARTNERSHIP
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70%
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ROANOKE REGIONAL PARTNERSHIP 9
1 1
FOLLOW US V.91 roanoke. org
PANDEMIC JOB RECOVERY
80% Recovered
[ 47
roanoke.org
ROANOKE REGIONAL PARTNERSHIP 9
PRODUCT
DEVELOPMENT
✓Entrance Road
✓Design /Permits
✓Grading
FOLLOW US: %F 91 roanoke.org
0
PANDEMIC JOB RECOVERY
80% Regained...
How will we regain
the rest?
FOLLOW US: 10 0 roanoke.org
ROANOKE
REGIONAL
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ROANOKE REGIONAL PARTNERSHIP u
v IF
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THRIVE
2027
FOLLOW US: y 91 roanoke.org
2016 - 2021 strategy accomplishments
new jobs
capital
M
nvestment
About the planning process: project timeline
March
Client kickoff meeting
Research and benchmarking
Competitive assessment
Client meetings
2. Vision Creation and Goal Setting 3. Strategy and Implementation Plan
It9l PPM -1
April
Advisory committee
Interviews & focus group
discussions
Community survey
Background summary and
Competitive assessment draft report
May
Advisory Committee
Background summary and
Competitive assessment report
Community survey
Vision creation
Goals and Objectives setting
X
June- August
Advisory Committee
Virtual Open House
Strategy and implementation
plan
Strategic plan roll -out
Page 9 6 Octahr 2021 EY
Thrive 2027 vision
The Roanoke Region has a thriving, innovativeand growingeconomy that
is inclusive of diverse businesses and talent, with quality sites, advanced
infrastructure, and an array of natural and cultural lifestyle amenities and
activities.
► Thriving— refers to a regional economy that is progressing toward greater prosperity for all residents and
businesses of all sizes
%nnovatrve —encompasses the intellectual capital of researchers, entrepreneurs and workers across
industries that are translating novel ideas into valued, differentiated products, services and companies
► Growing —a holistic term that acknowledges the importance of job creation as a key driver of economic
development and opportunity, but also recognizes the necessity of population growth and workforce
expansion for economic vitality
:'1
Thrive 2027:
Strategic plan overview
Page 11 6 October 2021
Strategic plan overview: goals and recommendations
Economic Growth and Innovation
Goal 1: Grow the Roanoke regional economy by amplifying business recruitment
and expansion efforts, strengthening technology and innovation, and generating more high - paying jobs.
1.1 Elevate business recruitment, expansion and retention activities by strengthening partnerships and increasing
marketing and media relations.
1.2 Boost the region's reputation as a technology and innovation hub, with a compelling narrative and collaborative
communications.
1.3 Contribute to the success and retention of entrepreneurial companies, including startups and high - growth firms
(Share market intelligence, site availability insights and facilitate 13213 intros).
Page 12 6 Octoher 2021 EY
Goals and recommendations
Talent Attraction and Workforce Development
Goal 2: Expand efforts to attract and retain in- demand talent and
support regional workforce development initiatives.
2.1 Lead talent attraction marketing efforts for a young, diverse and skilled workforce by leveraging the Partnership's
marketing expertise and outdoor branding experience.
2.2 Collaborate with education and workforce development partners to better align talent programs with employer
needs (Serve as a strategic partner and connector).
2.3 Foster opportunities for greater diversity in the region's workforce and leadership by ensuring that diversity is
reflected in all communications, and supporting cultivation of diverse business and civic leadership.
Page 13 6 October 2021 EY
Talent Attraction and Workforce Development
Thrive 2027actions
• Elevate the presence and role of Cet2KnowNoke
• G2KN talent ambassador program
• Leverage subject matter experts on diversity, equity
and inclusion.
a Host networking receptions around signature events
(e.g. Blue Ridge Marathon and Ironman)
• Create a Regional Business Response Team
EY
Goals and recommendations
Commercial Real Estate and Infrastructure
Goal 3: Champion the acceleration of commercial and industrial real estate development, and regional
infrastructure improvements.
3.1 Expand and strengthen the role of the Western Virginia Regional Industrial Facility Authority as the trusted resource, and
informed voice, on real estate supply, trends and economic development needs.
3.2 Serve as a thought leaderon infrastructure and other items affecting economic competitiveness (Provide data and
insights on transportation, broadband, sites, workforce and other topics).
Page 15 6 October 2921 EY
Commercial Real Estate and Infrastructure
Thrive20278ctions
• Develop a real estate supply plan to address
immediate and longer term needs
• Influence the expansion and diversification
of real estate supply (e.g. co- working spaces,
wet labs, spec buildings, etc.)
EY
Goals and recommendations
Placemaking and Livability
Goal 4: Reinforce the region's identity and competitive advantage as an outdoor destination, while
highlighting other prominent lifestyle features and amenities,
and supporting quality of life efforts.
Build on the success of Roanoke Outside with continued marketing and the development of sustainable funding for outdoors
preservation and enhancement.
Leverage the Get2KnowNoke brand and communications to promote the diverse character and amenities of the region to a
wider audience of residents and future residents.
.w Monitor emerging quality of life concerns serve as a regional thought leader on matters related to placemaking and livability
(Report on issues of concern such as housing availability and quality childcare).
Page 17 E Umber 2n21 EY
Goal 4: Placemaking and Livability
Thfive 2027actions
• Facilitate development of a sustainability model
for outdoor assets and programs
• Renovate Get2KnowNoke.com to promote a
broader quality of life (e.g. live music, museums, collegiate sporting
events, housing and schools)
• Grow the Blue Ridge Marathon and Go Outside Festival
EY
ROANOKE REGIONAL PARTNERSHIP m
roanoke.org
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42169 - 100721.
A RESOLUTION accepting the Emergency Management Hazardous Materials grant
made to the City from the Virginia Department of Emergency Management upon certain terms
and conditions, and authorizing the execution any required documentation on behalf of the City.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke does hereby accept the Emergency Management Hazardous
Materials grant made to the City from the Virginia Department of Emergency Management in
the amount of $15,000 with no local match required, upon such terms and conditions, as more
particularly described in the City Council Agenda Report dated October 7, 2021.
2. The City Manager is hereby authorized to accept, execute, and file on behalf of
the City of Roanoke, any and all documents required to obtain such funding. All such
documents shall be approved as to form by the City Attorney.
3. The City Manager is further directed to furnish such additional information as
may be required in connection with the City's acceptance of this grant.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42170 - 100721.
AN ORDINANCE appropriating funding from the United States Department of
Transportation through the Commonwealth of Virginia Department of Emergency
Management (VDEM) for hazardous materials emergency responses and training and
development, amending and reordaining certain sections of the 2021 -2022 Grant Fund
Appropriations, and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2021 -2022 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Expendable Equipment ( <$5,000)
Training and Development
Revenues
Haz -Mat Response Grant FY22
35- 520 -3248 -2035 $ 10,000
35- 520 - 3248 -2044 5,000
35- 520 - 3248 -3248 15,000
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: October 7, 2021
Subject: Virginia Department of Emergency Management Hazardous
Materials Funds Acceptance for Roanoke Fire -EMS Department
Background:
Roanoke Fire -EMS serves as the region's Level III Hazardous Materials Response
Team. The Roanoke Fire -EMS Department receives "Pass -Thru Funds" funds
from VDEM to assist the Hazardous Materials Response Team with the purchase
of equipment and training.
Considerations:
City Council action to accept $15,000 for the Hazardous Materials Response
Team.
Recommended Action:
Adopt the accompanying resolution accepting the funds from VDEM as
described above and authorize the City Manager to execute any required
agreements or documents, approved as to form by the City Attorney.
Adopt the accompanying budget ordinance to establish a revenue estimate in
the Grant Fund for State grant funds of $15,000 and appropriate funds in the
same amount in an account established by the Director of Finance.
- W�S.o -------- - --
R.r.
City Manager
Dist ribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager for Operations
Amelia C. Merchant, Director of Finance
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42171- 100721.
A RESOLUTION authorizing the City Manager to execute a contract between the
City of Roanoke on behalf of its Department of Social Services ( "City ") and Carilion
Medical Center ( "Carilion "), for the placement by the City of four (4) Outstationed
Eligibility Workers ( "OEW "), as well as an onsite OEW supervisor, at Carilion's
Roanoke Memorial Hospital, and authorizing the City Manager to execute any necessary
documents required by such contract.
WHEREAS, by contract dated February 6, 2013, the City and Carilion entered
into an agreement for the placement by the City of OEWs at Carilion to determine
Carilion patients' Medicaid eligibility, and to enroll such eligible patients into Medicaid;
and
WHEREAS, the initial term of the February 6, 2013 agreement, and the renewal
terms permitted by that contract have expired, and the City and Carilion desire to enter
into a new agreement to continue the placement of OEWs at Roanoke Memorial Hospital
for the provision of such services.
NOW THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke
as follows:
1. The City Manager is authorized to execute a contract between the City and
Carilion for the placement by the City of four (4) OEWs, as well as an onsite OEW
supervisor, at Carilion's Roanoke Memorial Hospital, for an initial period of two years,
subject to two (2) successive, additional, two (2) year terms, upon such terms and
conditions as are more particularly described in the City Council Agenda Report dated
October 7, 2021. Such contract shall be substantially similar in form to the agreement
attached to this Council Report.
2. The City Manager is further directed to execute any additional documents
that may be required in connection with the contract. All documents shall be approved as
to form by the City Attorney.
ATTEST:
oz"� J�-- vx�
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42172-100721.
AN ORDINANCE to appropriate funding from the Commonwealth of Virginia and
Carilion Medical Center for outstationed eligibility workers, amending and reordaining
certain sections of the 2021 -2023 Grant Fund Appropriations, and dispensing with the
second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2021 -2023 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Regular Employee Salary
City Retirement
401 H Health Savings Match
FICA
Medical Insurance
Dental Insurance
Life Insurance
Disability Insurance
Revenues
Outstationed Worker FY22 - Federal
Outstationed Worker FY22- Carilion
35- 630 - 5198 -1002 $ 343,469
35- 630 - 5198 -1105
55,302
35 -630- 5198 -1117
3,434
35- 630 - 5198 -1120
26,272
35- 630 - 5198 -1125
76,800
35- 630 - 5198 -1126
3,540
35- 630 - 5198 -1130
4,568
35- 630 - 5198 -1131
964
35- 630 - 5198 -5218 385,762
35- 630 - 5198 -5219 128,587
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
C� J. vxeel
City Clerk.
O~'
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: October 7, 2021
Subject: Appropriation of Funding for Outstationed Eligibility Staff at
Carilion Medical Center and Authorization of Contract between
City of Roanoke and Carilion Medical Center
Background:
On February 20, 2013 the City of Roanoke, on behalf of its Department of
Social Services (DSS), and Carilion Medical Center (CMC), entered into an
agreement to establish an Outstationed Eligibility Worker (OEW) position
through DSS to be placed at CMC. Since that time, the unit has grown to four
positions and a supervisor. The OEWs accept Medicaid applications and make
determinations of eligibility or ineligibility for applicants who are patients of
CMC. CMC desires that OEWs be on site in order to facilitate eligibility
determinations for patients awaiting discharge from the hospital to a long term
care facility.
Considerations:
The February 20, 2013, contract provided for an initial term of two (2) years,
subject to two (2) successive renewal terms of two (2) years each. The initial
term and renewal terms of that contract have expired, and the City and CMC are
proposing to enter into a new agreement to continue the placement of OEWs at
CMC's Roanoke Memorial Hospital for this purpose. The proposed agreement
shall be for an initial term of two (2) years, subject to two (2) additional and
successive renewal terms of two (2) year each, with four OEW positions as well
as an onsite OEW supervisor. The agreement may be terminated at any time by
either party upon sixty days' written notice to the other party.
The total anticipated cost of these positions is $514,349 for an additional two -
year period. Monthly, DSS will receive reimbursement for 75% of the cost from
federal pass- through funding. DSS will, on a monthly basis, bill CMC for the
remaining 25 %. There is no local cost for these positions.
Recommended Action:
Authorize the City Manager or his designee to execute a Contract between the
City of Roanoke and CIVIC for the placement of OEWs at Roanoke Memorial
Hospital, and any additional documents required by such agreement. Such
agreement shall be substantially similar in form to the agreement attached to
this report. All documents shall be approved as to form by the City Attorney.
Authorize the Director of Finance to establish a revenue estimate in the amount
of $514,349 and appropriate funding in the same amount for four Outstationed
Eligibility Workers and one Outstationed Eligibility Supervisor position.
----- 0- ___e_ ----- I --------------
Robert S. Cowell, Jr.
City Manager
Distribution: Council Appointed Officers
W. Brent Robertson, Assistant City Manager for Community Development
Amelia C. Merchant, Director of Finance
Steven W. Martin, Director of Human /Social Services
2
OUTSTATIONED ELIGIBILITY WORKER CONTRACT BETWEEN
CITY OF ROANOKE, VIRGINIA AND CARILION MEDICAL CENTER
THIS OUTSTATIONED ELIGIBILITYWORKER CONTRACT
( "Agreement ") is made and entered into as of this day of October,
2021, by and between the CITY OF ROANOKE, VIRGINIA, a Virginia
municipal corporatiop, on behalf of its DEPARTMENT OF SOCIAL
SERVICES ( "DSS "), and CARILION MEDICAL CENTER ( "CMC ").
RECITALS:
WHEREAS, DSS regularly assists eligible citizens of the City of
Roanoke, Virginia, with registering for Medicaid, and other medical assistance
services in accordance with Section 63.2 -405 of the Code of Virginia (1950) as
amended; and,
WHEREAS, CMC is a medical institution that owns, operates and
manages several hospitals and clinics within the Commonwealth of Virginia,
including the City of Roanoke; and,
WHEREAS, CMC provides medical assistance and hospital services to
a number of patients that need to be placed in long term care facilities, after
such patients are discharged from the hospital; and,
WHEREAS, before many patients may be placed in long term care
facilities upon their discharge from the hospital, such patients must first be
participants and registered in Medicaid and other medical assistance services
offered by the Commonwealth of Virginia, in order to pay for such long -term
care and other services; and,
WHEREAS, pursuant to an agreement dated May 19, 2017, between
the City and CMC, outstationed Medicaid eligibility workers have been placed
by DSS at one or more of CMC's hospitals or clinics in order to register such
patients for Medicaid and other medical assistance services offered by the
Commonwealth of Virginia; and,
WHEREAS, the term of the May 19, 2017 agreement has expired, and
the parties desire to continue the services of the Medicaid eligibility workers at
CMC hospitals or clinics, and DSS and CMC desire to enter into this agreement
to govern the terms and conditions under which DSS staff will continue to be
placed at CMC's facility to register and determine eligibility for CMC's patients
needing Medicaid and other medical assistance services;
NOW, THEREFORE, for and in consideration of the terms and
conditions stated below, and the above recitals which are incorporated herein by
reference, the parties hereby agree as follows:
ARTICLE I
PURPOSE
A. The purpose of this Agreement is to place Medicaid Medical Assistance
Supervisor and Eligibility Workers, hereafter referred to as Outstationed Eligibility
Workers (collectively "OEW "), on site at CMC owned facilities by DSS. For
purposes of this Agreement, "Medical Assistance" refers to the Medical Assistance
Programs offered by the Commonwealth of Virginia. The use and functions of
Outstationed Eligibility Workers shall be in keeping with the requirements for the
establishment of outstation locations of Section 435.904 of the Code of Federal
Regulations, 42 CFR, Part 430 to End, as well as federal guidance from the Centers
for Medicare and Medicaid, which are incorporated herein by reference. OEWs are
bound by Federal and State regulations governing Medicaid eligibility
determinations. OEWs shall assist in the effective determination of Medical
Assistance eligibility for patients ofCMC.
B. This Agreement allows CMC and DSS to hereby mutually determine
OEW staffing needs at CMC, including the number of OEWs to be placed at CMC
by DSS, the CMC hospital or clinic at which such OEWs shall be placed, the
volume and expansion of CMC's Medical Assistance eligibility determination
services require, and whether the parties need to increase or decrease OEW staff
accordingly. The parties agree that DSS caseload standards will be used as a guide
in determining staffing needs. The parties agree that only one Supervisor and four
eligibility worker positions will initially be placed with CMC. In the event
additional OEWs are necessary, such OEWs placed at CMC will be governed in
accordance with the terms of this Agreement.
C. The OEWs placed at CMC will be and remain and at all times during
the term of this Agreement employees of DSS.
D. The parties agree that data obtained by the DEWS is to be entered
into the Local Employee Tracking System, (LETS) system and is to be included
in random moment sampling (RMS). RMS will be conducted by telephone.
E. DSS' share of the costs of the OEW (75 %) shall be reimbursed by the
Commonwealth of Virginia through federal funds. CMC's share of the OEW costs (25 %) will
be paid by CMC from non - federal funds.
ARTICLE II
FUNCTIONS TO BE PERFORMED BY OEWs
Outstationed Eligibility Workers shall:
A. Accept Medical Assistance applications and determine eligibility for
E
individuals served by CMC. Such individuals shall be citizens of the City of
Roanoke, Virginia, or may be citizens of other localities, provided such
locality has signed the Memorandum of Agreement substantially similar in
form to the agreement attached hereto as Exhibit A.
1. File Clearances - Inquiry into existing Medical Assistance eligibility files
shall be the first step in determining Medical Assistance eligibility.
a. Confidentiality of File Information - Confidentiality of client
information contained in existing files is to be protected from
inappropriate use by DSS and the OEW and access to
eligibility files shall be limited to the OEW. Information
secured from eligibility files shall be used in accordance with
the release of information signed by the applicant. The release
of information shall state the specific information the applicant
agrees to be released to CMC
b. Information maintained by CMC personnel, which is
necessary to determine eligibility, shall be made available to
the OEW and shall be used by the OEW only for the purpose
of determining eligibility.
Information relative to eligibility or ineligibility shall only be
shared by the OEW with CMC personnel in accordance with
the release of information as signed by the applicant.
2. Medical Assistance Applications - CMC patients referred to OEWs shall
have all the rights and privileges as any other applicant for Medical
Assistance. CMC personnel will refer for Medical Assistance eligibility
determinations potentially eligible patients who meet the screening
criteria as jointly established by CMC and DSS.
a. Eligibility Criteria - Eligibility for Medical Assistance will be
determined using all applicable federal and state rules,
regulations and policies governing the population applying for
Medical Assistance.
1) The Medical Assistance Eligibility Manual is available
to each OEW online through the VOSS Local Agency
Intranet. The OEW supervisor shall be supplied a copy
of the Manual by DSS. It shall be the responsibility of
the OEW supervisor to keep the Manual current with
all revising Transmittals and to keep the OEW's raining
current.
2) All forms necessary to process Medical Assistance
applications shall be ordered by DSS through the usual
procedures and made available to OEWs
b. Case Development - OEWs shall accept Medical Assistance
3
applications and make determinations of eligibility or
ineligibility for applicants who are patients of CMC.
3. The OEW shall process, make determinations of eligibility or
ineligibility, and enroll approved applicants residing in the City of
Roanoke, as well as for other localities in Virginia who have executed the
memorandum of agreement with the City of Roanoke, copies of which
are incorporated herein byreference.
a. Medical Assistance applications from residents of other localities
shall be treated as follows:
Incomplete applications belonging to discharged patients
from localities other than the City of Roanoke will be sent
to the patient's locality of residence for completion. For
purposes of this Section 3(a), the term "incomplete
applications" means those application forms missing the
minimum amount of information required by the
Commonwealth of Virginia.
All other applications for eligible patients who reside in a
locality other than the City of Roanoke, and those included
in the memorandum of agreement will be sent to the local
department of social services where such patients currently
reside, for enrollment.
b. Medical Assistance eligibility of applicants must be determined in
conformity with processing standards contained in Volume XIII
(the Medical Assistance Eligibility Manual). Processing
procedures for localities other than DSS shall not encumber or
delay enrolling eligible cases forwarded by the OEW.
0
B. Outstationed Eli ig bility Workers - Oruanization
Caseload Standards - All DSS personnel assigned to OEW units
shall be employees of DSS but shall not count in the determination
of local staffing needs otherwise required byDSS.
2. Traininu - The OEW will be provided the same opportunity for
Medical Assistance training and technical assistance as other
eligibility staff of DSS.
3. Coveraue - Maximum coverage of hours of service at CMC,
including weekends and holidays, shall be provided through
liberal use of existing rules governing flex time. Such coverage
shall comply with DSS policies for work hours and compensation,
which are stated in the City of Roanoke's personnel policies
applicable to all City of Roanoke employees, including DSS staff.
4. Performance Standards - Performance standards applicable to
other DSS Medical Assistance workers shall be the performance
standards applicable to OEWs. Performance evaluations and
supervision of the OEW shall be the responsibility of DSS.
5. Job Classification and Benefits - OEWs shall be employed in the
same personnel classification and be afforded the same benefits as
any other local Medical Assistance worker or supervisor working
for DSS.
6. Relationships - CMC financial and social work units, OEWs, and
their employing agencies shall cooperate to the mutual benefit of
the parties by sharing informational materials, conducting joint
staff meetings, and providing each unit with periodic reports in a
form and with such content as mutually agreed to by DSS and
CMC, including without limitation a description of work
performed, referrals made, application approvals, the length of
time between referrals and approvals, applicable dates and costs
of services.
7. Additional Agreements of the Parties -Any OEW assigned to
CMC shall be subject to CMC's reasonable approval. DSS
agrees to immediately remove from CMC's premises any OEW
who poses a threat to the health, safety or well -being of any of
CMC's patients, employees or agents, as determined by CMC in
its sole discretion, and replace such OEW with another qualified
individual approved by CMC in advance.
5
ARTICLE III
FINANCIAL REPORTING
The parties agree that the OEWs under this Agreement shall be compensated as
follows:
A. DSS shall, on a monthly basis, enter 100% of the personnel costs for the
OEW into the LASER system. The anticipated annual costs for the OEW
for the 2021 -2022 fiscal year are set forth on Exhibit B, attached hereto
and incorporated herein by reference. In the case of salary increases
effective for the 2022 -2023 fiscal year, a new Exhibit B will be shared
with Carilion for that term and will replace the exhibit attached hereto.
For purposes of this Article Ill, "Costs" means OEW's salary and benefit
costs only.
B. DSS shall receive reimbursement for the federal share of the Costs of the
OEW as part of its regular monthly LASER reimbursement process
C. DSS shall on a monthly basis submit to CMC an invoice for the local
(non- federal) share of the Costs of the OEW.
D. Upon receipt of a monthly invoice from DSS, CMC shall reimburse DSS
for the local (non - federal) share of the Costs of the OEW, as set forth in
the invoice.
E. DSS agrees to inform CMC as soon as possible if there is any change in
the federal share of the personnel costs of the OEW stated in the attached
Exhibit B. CMC is obligated to pay DSS under the terms of this
Agreement.
ARTICLE IV
MAINTENANCE OF RECORDS
Applications - Separate identification shall be maintained by DSS of all
applications taken by OEWs. This information is to be maintained in DSS' data
base developed for this purpose. DSS shall be solely responsible for the storage,
maintenance and confidentiality of all Medical Assistance eligibility
applications prepared or taken by the OEW and all other documents and
information obtained by OEW in the course of providing services under this
Agreement.
N*
ARTICLE V
CASE ERROR LIABILITY
For cases transferred to localities outside the contiguous area where the OEWs are
not authorized to complete eligibility enrollment, the following standards apply:
When the case is transferred to the locality of residence, the receiving agency will
review the case for accuracy and completeness. Upon acceptance, the case will be
enrolled by the receiving agency. Any prior and future case error liability is
assumed by the receiving agency.
ARTICLE VI
OFFICE SPACE /EQUIPMENT
A. CMC will provide appropriate office space as reasonably required by the
OEW to provide services under this Agreement. The office space provided
must ensure the confidentiality of client information.
8. CMC will provide secure record storage space and office equipment as
reasonably required by the OEW to provide services under this Agreement,
which may include, but is not limited to, the following:
Personal Computer (linked to DSS /DIS) -with security locking mechanism
Printer -such printer to be shared with other CMC employees
Wiring/Cable
Jack, Telephone line (ISDN if applicable)
Internet Access and ability to connect to DSS VPN Concentrator
Desk with locking drawer
Desk chair
Telephone, bookshelf, office chairs, and locking file cabinets
The expenses associated with the equipment requirements will be the
responsibility of CMC. At the conclusion of this Agreement, all equipment
remains the property of CMC.
C. DSS shall be solely responsible for the security of documents and other items
stored in locked drawers or cabinets. DSS shall be solely responsible for
maintaining the keys to locked drawers or cabinets. In the event of a lost,
stolen or misplaced key, DSS shall be responsible for all expenses incurred
by CMC to replace the locks or make new keys. Upon termination of this
Agreement, DSS shall remove from CMC's facility all documents and other
items owned by DSS or its personnel, including without limitation the
Medical Assistance eligibility applications, and immediately return all keys
to CMC. The personal property to be provided the OEW by CMC pursuant
7
to the terms of this Agreement shall be covered by the DSS insurance
policy, as a department of the City of Roanoke, which covers such
property in an amount not to exceed one million per claim. CMC agrees
to accept evidence of DSS's self - insurance policy in lieu of requiring
OSS to obtain separate insurance policies.
ARTICLE VII
TERM OF AGREEMENT
This Agreement shall commence retroactive to July 1, 2021 and shall be in
effect for a term of two years from that date. This Agreement may be renewed
upon written agreement of both parties for two (2) additional and successive
two year periods, under the terms of the current agreement, and at a reasonable
time (approximately 60 days) prior to the expiration. In the event of salary
increases for the 2022 -2023 fiscal year, or any renewal term, if exercised, by
the parties, a new Exhibit B will be provided to replace the current Exhibit B.
Notwithstanding the foregoing, this Agreement may be terminated as provided
in Article VIII (Termination).
ARTICLE VIII
TERMINATION
This Agreement may be terminated at any time prior to expiration of the
initial or any renewal term hereof:
A. By mutual agreement of the parties; or
B. By either party, with or without cause, upon sixty (60) days written
notice to the other party.
ARTICLE IX
AVAILABILITY OF
FUNDS
The parties acknowledge and agree that they are bound to the terms of this
Agreement only to the extent that federal, state, and local funds are available or
hereafter may become available for the purpose of this Agreement. In the event
funds are or become unavailable for the purpose of this Agreement, this
Agreement shall terminate immediately upon the written request of either party.
DSS shall use commercially reasonable efforts to notify CMC in writing as soon
as it becomes aware that funds are not available or becomes aware of a
possibility that funds may become unavailable during the term of this
Agreement
8
ARTICLE X
NOTICES
Any notice required or permitted by this agreement shall be sufficiently given
if hand - delivered or if sent by registered or certified mail, postage prepaid,
addressed or delivered as follows:
If to the Outstation Carilion Clinic
Provider: Office of the General Counsel
213 S. Jefferson St., Suite
1600
Roanoke, VA 24011
If to the Local Department Director
of Social Services: Roanoke City Department of Social Services
1510 Williamson Road, N.E.
3rd Floor
Roanoke, VA 24012
ARTICLE XI
INTEGRATION AND MODIFICATION
This Agreement constitutes the entire understanding of the parties as to the
matter contained herein. No alteration, amendment or modification of this
Agreement shall be effective unless in writing and signed by duly authorized
representatives of CMC and DSS. Nothing in this Agreement shall be construed
as authority for any party to make commitments, which bind the other beyond
the terms of this Agreement.
ARTICLE XII
SEVERABILITY
If any provision of this Agreement is determined to be invalid or unenforceable
for any reason, such determination shall not affect the validity of all other
provisions that can be given effect without the invalid or unenforceable
provision.
ARTICLE XIII
CAPTIONS
9
Caption headings contained herein are used solely for the convenience and shall
not be deemed to limit or define the provisions of this Agreement.
ARTICLE XIV
WAIVER
Any failure of a party to enforce that party's rights under any provision of this
Agreement shall not be construed or act as a waiver of said party's subsequent
right to enforce any of the provisions contained herein.
ARTICLE XV
NO THIRD -PARTY BENEFICIARIES
Except as specifically provided herein, this Agreement shall not confer any
benefit or right upon any person other than CMC, DSS and Virginia Department
of Social Services, and no third party shall be entitled to enforce any obligation,
responsibility of claim of either party to this Agreement, unless expressly
provided otherwise.
ARTICLE XVI
GOVERNING LAW
This Agreement shall be governed in all respects by the laws of the
Commonwealth of Virginia, and any litigation with respect thereto shall be
brought In the General District or Circuit Court of the City of Roanoke.
ARTICLE XVII
INDEPENDENT CONTRACTORS
The parties acknowledge and agree that OSS including the OEWs and CMC are
performing services and duties under this Agreement as independent contractors
of each other and not as employees, agents, partners of, joint venturers with or
other representatives of the other party. DSS and CMC shall control the hiring
and firing of their own employees, and shall pay for all social security,
withholding tax, employment insurance, workers' compensation insurance, and
any other such payroll charges applicable to its own employees, and with
respect to DSS, applicable to any OEW. CMC shall not be responsible for
payment of any benefit or compensation to the OEW.
10
ARTICLE XVIII
COUNTERPARTS: FACSIMILE EXECUTION
This Agreement may be executed in several counterparts, and all counterparts so
executed shall constitute one agreement binding on the parties, notwithstanding the
fact that the parties have not signed the original or the same counterpart. An
encrypted digital signature or a signature transmitted by facsimile or PDF shall be
deemed a valid, original signature.
DSS and CMC hereby execute this Agreement and agree to be bound by all terms
and conditions set forth herein as of the date set forth below.
CITY OF ROANOKE, VIRGINIA, a Virginia municipal
corporation
Name:
Title:
Date:
CARILION MEDICAL CENTER
Name:
Title:
Date:
11
EXHIBIT A
Memorandum of Agreement for Outstationed Eligibility Workers
This Memorandum of Agreement for Outstationed Eligibility Workers (Agreement) is
made this 1st day of , 2021, retroactive to , 2021, by and
among the City of Roanoke, Virginia, on behalf of its Department of Social Services
(DSS), and the Roanoke County Department of Social Services, the Franklin County
Department of Social Services, the Craig County Department of Social Services, the
Bedford County Department of Social Services, the Floyd County Department of Social
Services, the Botetourt County Department of Social Services, and the Montgomery
County Department of Social Services (collectively, the "Receiving Agencies" and
individually, the "Receiving Agency ").
RECITALS:
WHEREAS, the City of Roanoke Department of Social Services, and Carilion Medical
Center (CMC) have entered into a Contract Agreement on February 6, 2013, whereby
City of Roanoke Department of Social Services agrees to provide Outstationed Eligibility
Worker(s) (OEW or OEWs) at CMC to assist in the effective receipt of Medicaid
applications and the determination of Medicaid eligibility for patients of CMC, such
patients being a Virginia resident, regardless of the locality the patient resides in; and
WHEREAS, the OEW's placed at CMC are employees of City of Roanoke Department
of Social Services and the use and functions of the OEW's are in keeping with the
requirements for the establishment of outstation locations of section 435.904 of the Code
of Federal Regulations, 42 CFR, Part 430 et seq., as well as guidance from the Centers
for Medicare and Medicaid; and,
WHEREAS, the OEW's make determinations of Medicaid eligibility or ineligibility for
all patients, and once the determination of eligibility is made, the OEW's only enroll
approved applicants that reside within City of Roanoke, and refer all other patients'
approved applications to the appropriate local department of social services where the
patient resides; and,
WHEREAS, once a patient's approved application is referred to the appropriate
Receiving Agency such Agency is responsible for completing the patient's approved
application enrollment process; and,
WHEREAS, due to an increase in patients with approved applicants that reside in a
Contiguous Locality (defined hereafter), City of Roanoke Department of Social Services,
CMC and the Receiving Agencies agree it would be mutually beneficial to all parties for
the OEWs to be able to perform the initial enrollment of all approved applicants that are
Virginia residents, regardless of the locality the patient resides in;
12
NOW, THEREFORE, for and in consideration of the mutual covenants set forth herein,
and the above recitals which are incorporated herein, the parties agree as follows:
A. Contiguous Locality
For the purposes of this Agreement, a Contiguous Locality shall include the following
counties: Roanoke County, Franklin County, Craig County. Bedford County, Floyd
County. Botetourt County, and Montgomery County.
B. Responsibilities of the OEW
The OEW shall perform the following:
1. Process, make determinations of eligibility or ineligibility, and enroll a patient's
approved application, even if the patient's residency is in a Contiguous Locality.
2. Follow all established policy, rules, and regulations in obtaining the necessary
information to determine eligibility or ineligibility of all applicants.
3. Once a patient is initially enrolled, the OEW shall forward the completed case file
to the appropriate Receiving Agency, being the Receiving Agency in the Contiguous
Locality where the patient resides. Such case record shall be forwarded to the Receiving
Agency immediately after the OEW has enrolled the patient in Medicaid.
C. Responsibilities of the Receiving Agency
The Receiving Agency shall perform the following:
1. When the case is transferred to a Receiving Agency, the Receiving Agency shall
review the case for accuracy and completeness, and shall follow the current state policy
for receiving cases from OEW's, as set forth in the Virginia Department of Social Services
Medicaid Manual, Volume X111, Chapter 15, policy number M1520.600.
2. The Receiving Agency acknowledges and agrees that the OEW(s) are employees of
the City of Roanoke, and only subject to supervision and oversight by the City of
Roanoke. In the event any Receiving Agency has any issue or dispute with the services
provided by the OEW under this Agreement, the Receiving Agency agrees to contact the
Director of the City of Roanoke's Department of Social Services
D. Term of Agreement
This Agreement shall be effective as of . It is the intent of all
parties that this Agreement shall be in effect for an initial term of two (2) years, subject
to two additional renewal terms of one (1) year each. Unless ninety (90) days' notice is
given by DSS or the Receiving Agencies prior to expiration of the initial term or any
renewal term, this Agreement shall automatically continue until the last renewal term has
expired. This Agreement shall be reviewed within twelve (12) months. This Agreement
t3
may also be reviewed and renewed from time to time as agreed to by all parties. Any such
renewal shall be subject to approval by the governing bodies of the City of Roanoke and
each Contiguous Locality.
Nothing in this Agreement shall be construed as authority for any party to make
commitments, which bind the other beyond the terms of this Agreement.
E. Notice
Any notice required or permitted by this Agreement shall be sufficiently given if hand -
delivered or sent by registered or certified mail, postage prepaid, addressed or delivered
as follows:
Roanoke County Department of Social Services, Director
220 E. Main St.
P. 0. Box 1127
Salem, VA 24153 -1127
Franklin County Department of Social Services, Director
11161 Virgil H. Goode Highway Rocky Mount, VA 24151
Craig County Department of Social Services, Director
177 Court St.
P. 0. Box 330
New Castle, VA 24127.0330
Bedford Department of Social Services, Director
Burks -Scott Building 119 E. Main St.
P.O. Box 1187
Bedford, VA 24523.7750
Montgomery County Department of Social Services, Director
210 S. Pepper St.
Suite B
P.O. Box 789 Christiansburg, VA 24073
Botetourt County Department of Social Services, Director
220 Commons Pkwy
P. 0. Box 99
Daleville, VA 24083
Floyd County Department of Social Services, Director
120 W. Oxford Street
P. 0. Box 314
Floyd, VA 24091
14
City of Roanoke Department of Social Services, Director
1510 Williamson Road, NE
Roanoke, VA 24012
F. Severability
If any provision of this Agreement is determined to be invalid or unenforceable for any
reason, such determination shall not affect the validity of all other provisions that can be
given effect without the invalid or unenforceable provision.
G. Responsibility
City of Roanoke Department of Social Services shall be responsible for the negligent acts
or omissions of its officers, agents and employees acting in the scope and course of their
employment pursuant to this Agreement. The parties agree that the number may be
increased or decreased as needed, as well as the location at which the OEWs are placed.
The salary and benefits of the OEW are to initially be paid by the City of Roanoke, such
amount to be reimbursed the City of Roanoke on an annual basis by the Commonwealth
of Virginia.
Upon transfer of each case to the Receiving Agency of the appropriate Contiguous
Locality, the Receiving Agencies shall be responsible for the negligent acts or omissions
of its officers, agents and employees acting in the scope and course of their employment
pursuant to this Agreement
Nothing contained herein shall be deemed an express or implied waiver of the sovereign
immunity of City of Roanoke Department of Social Services or the Receiving Agencies.
H. Governing Law
This Agreement shall be governed in all respects by the laws of the Commonwealth of
Virginia and any litigation with respect thereto shall be brought in the Circuit Court for
the City of Roanoke.
I. Entire Agreement
This Agreement, including all documents referred to and incorporated herein, constitutes
the entire Agreement between the parties with respect to the subject matter of this
Agreement and there are no representations, understandings, or agreements relating to
this Agreement that are not fully expressed herein.
J. Execution of Agreement
This Agreement may be executed in counterparts, each of which shall be deemed to be
an original having identical legal effect.
t;
K. Amendments
This Agreement may be changed or amended only as mutually agreed upon by the parties.
Any and all such amendments shall be in written and signed by all parties.
In witness hereto, the parties execute this agreement as of the date above by their
authorized representatives:
City of Roanoke Department of Social Services:
City Manager Date
Roanoke County Department of Social Services:
Director Date
Franklin County Department of Social Services:
Director Date
Craig County Department of Social Services:
Director Date
Bedford County Department of Social Services:
Director Date
Montgomery County Department of Social Services:
Director Date
Botetourt County Department of Social Services:
Director Date
Floyd County Department of Social Services:
Director
16
(Exhibit A)
Memorandum of Agreement for Outstationed Eligibility Workers
Contiguous Locality Agreement
This Memorandum of Agreement for Outstationed Eligibility Workers (Agreement) is made this
1st day of , 2021, retroactive to July 1, 2021, by and among the City of Roanoke,
Virginia, on behalf of its Department of Social Services (DSS), and the Roanoke County
Department of Social Services, the Franklin County Department of Social Services, the Craig
County Department of Social Services, the Bedford County Department of Social Services, the
Floyd County Department of Social Services, the Botetourt County Department of Social
Services, and the Montgomery County Department of Social Services (collectively, the
"Receiving Agencies" and individually, the "Receiving Agency ").
RECITALS:
Whereas, the City of Roanoke Department of Social Services, and Carilion Medical Center
(CMC) have entered into a Contract Agreement on February 6, 2013, whereby City of Roanoke
Department of Social Services agrees to provide Outstationed Eligibility Worker(s) (OEW or
OEWs) at CMC to assist in the effective receipt of Medicaid applications and the determination
of Medicaid eligibility for patients of CMC, such patients being a Virginia resident, regardless
of the locality the patient resides in; and
Whereas, the OEW's placed at CMC are employees of City of Roanoke Department of Social
Services and the use and functions of the OEW's are in keeping with the requirements for the
establishment of outstation locations of section 435.904 of the Code of Federal Regulations, 42
CFR, Part 430 et seq., as well as guidance from the Centers for Medicare and Medicaid; and
Whereas, the OEW's make determinations of Medicaid eligibility or ineligibility for all patients,
and once the determination of eligibility is made, the OEW's only enroll approved applicants
that reside within City of Roanoke, and refer all other patients' approved applications to the
appropriate local department of social services where the patient resides; and
Whereas, once a patient's approved application is referred to the appropriate Receiving Agency
such Agency is responsible for completing the patient's approved application enrollment
process; and
Whereas, due to an increase in patients with approved applicants that reside in a Contiguous
Locality (defined hereafter), City of Roanoke Department of Social Services, CMC and the
Receiving Agencies agree it would be mutually beneficial to all parties for the OEWs to be able
to perform the initial enrollment of all approved applicants that are Virginia residents, regardless
of the locality the patient resides in.
NOW THEREFORE, that for and in consideration of the mutual covenants set forth herein, and
the above recitals which are incorporated herein, the parties agree as follows:
(Exhibit A)
A. Contiguous Locality
For the purposes of this Agreement, a Contiguous Locality shall include the following
counties: Roanoke County, Franklin County, Craig County. Bedford County, Floyd County.
Botetourt County, and Montgomery County.
B. Responsibilities of theOEW
The OEW shall perform the following:
Process, make determinations of eligibility or ineligibility, and enroll a patient's
approved application, even if the patient's residency is in a Contiguous Locality.
Follow all established policy, rules, and regulations in obtaining the necessary
information to determine eligibility or ineligibility of all applicants.
3. Once a patient is initially enrolled, the OEW shall forward the completed case file to the
appropriate Receiving Agency, being the Receiving Agency in the Contiguous Locality
where the patient resides. Such case record shall be forwarded to the Receiving Agency
immediately after the OEW has enrolled the patient in Medicaid.
C. Responsibilities of the Receiving Agency
The Receiving Agency shall perform the following:
1 When the case is transferred to a Receiving Agency, the Receiving Agency shall review
the case for accuracy and completeness, and shall follow the current state policy for
receiving cases from OEW's, as set forth in the Virginia Department of Social Services
Medicaid Manual, Volume X111, Chapter 15, policy number M 1520.600.
2. The Receiving Agency acknowledges and agrees that the OEW(s) are employees of the
City of Roanoke, and only subject to supervision and oversight by the City of Roanoke.
In the event any Receiving Agency has any issue or dispute with the services provided by
the OEW under this Agreement, the Receiving Agency agrees to contact the Director of
the City of Roanoke's Department of Social Services
D. Term of Agreement
This Agreement shall be effective as of July 1, 2021. It is the intent of all parties that this
Agreement shall be in effect for an initial term of two (2) years, subject to four additional
renewal terms of two (2) years each. Unless ninety (90) days' notice is given by DSS or the
Receiving Agencies prior to expiration of the initial term or any renewal term, this Agreement
shall automatically continue until the last renewal term has expired. This Agreement shall be
reviewed within twenty four (24) months. This Agreement may also be reviewed and renewed
from time to time as agreed to by all parties. Any such renewal shall be subject to approval by
the governing bodies of the City of Roanoke and each Contiguous Locality.
(Exhibit A)
Nothing in this Agreement shall be construed as authority for any party to make commitments,
which bind the other beyond the terms of this Agreement.
E. Notice
Any notice required orpermitted by this Agreement shall be sufficiently given if hand - delivered or sent
byregistered orcertified mail, postageprepaid, addressed ordelivered as follows:
Roanoke County Department of Social Services
Joyce Earl, Director
220 E. Main St.
P.O. Box 1127
Salem, VA 24153 -1127
Franklin County Department or Social Services
Toni Turner, Director
11161 Virgil H. Goode I-lighway
Rocky Mount, VA
24151
Craig County Department of Social Services
James Weber, Director
177 Court St.
P. 0. Box 330
New Castle, VA 24127.0330
Bedford Department or Social Services
Andy Crawford, Director
Burks -Scott Building
119 E. Main St.
P.O. Box 1187
Bedford, VA 24523.7750
Montgomery County Department of Social Services
Kelly Edmonson, Director
210 S. Pepper St.
Suite B
P.O. Box 789
Christiansburg, VA 24073
Botetourt County Department of Social Services
Susan Goad, Director
220 Commons Pkwy
P. 0. Box 99
Daleville, VA 24083
Floyd County Department of Social Services
Chad Alls, Director
120 W. Oxford Street
P.O. Box 314
Floyd, VA 24091
(Exhibit A)
City of Roanoke Department of Social Services
Steven Martin, Director
1 SIO Williamson Road, NE
Roanoke, VA 24012
F. Severability
If any provision of this Agreement is determined to be invalid or unenforceable for any
reason, such determination shall not affect the validity of all other provisions that can be given
effect without the invalid or unenforceable provision.
G. Responsibility
City of Roanoke Department of Social Services shall be responsible for the negligent acts or
omissions of its officers, agents and employees acting in the scope and course of their
employment pursuant to this Agreement. The parties agree that the number may be increased or
decreased as needed, as well as the location at which the OEWs are placed. The salary and
benefits of the OERW are to initially be paid by the City of Roanoke, such amount to be
reimbursed the City of Roanoke on an annual basis by the Commonwealth of Virginia.
Upon transfer of each case to the Receiving Agency of the appropriate Contiguous Locality, the
Receiving Agencies shall be responsible for the negligent acts or omissions of its officers, agents
and employees acting in the scope and course of their employment pursuant to this Agreement
Nothing contained herein shall be deemed an express or implied waiver of the sovereign
immunity of City of Roanoke Department of Social Services or the Receiving Agencies.
H. Governing Law
This Agreement shall be governed in all respects by the laws of the Commonwealth of
Virginia and any litigation with respect thereto shallbebrought in theCircuit Court forthe City
ofRoanoke.
I. Entire Agreement. This Agreement, including all documents referred to and
incorporated herein, constitutes the entire Agreement between the parties with respect to the
subject matter ofthis Agreement and there are no representations, understandings, or agreements
relating to this Agreement that are not fully expressed herein.
J. Execution of Agreement
This Agreement may be executed in counterparts, each of which shall be deemed to be an
original having identical legal effect.
(Exhibit A)
K. Amendments
This Agreement may be changed or amended only as mutually agreed upon by the parties. Any
and all such amendments shall be in written and signed by all parties.
In witness hereto, the parties execute this agreement:
City of Roanoke Department of Social Services:
City Manager Date
Roanoke County Department of Social Services:
Director Date
Franklin County Department of Social Services
Director Date
Craig County Department of Social Services
Director Date
Bedford County Department of Social Services
Director Date
Montgomery County Department of Social Services
Director Date
Botetourt County Department of Social Services
Director Date
Floyd County Department of Social Services
Director Date
Carilion Outstationed Staffing Costs - Updated 9/13/2021
Position Title
Annual
Salary
`Salary per
Pay
City
Retirement
401h
FICA
Medical
Insurance
Dental
Insurance
Life
Insurance
Disability
Insurance
Total Annual
Costs
Federal Pass-
Thru 75%
Carilion Local
Match 25%
1002
1105,1110
1117
1120
1180, 1183,
1185
1126
1130
1131
Benefit Program Specialist (Vacant)
30,986
1,192
4,989
310
2,370
7,680
354
412
87
$ 47,188
$ 35,391
$ 11,797
Benefit Program Specialist (Hutton)
31,444
1,209
5,063
1 314
2,405
7,680
354
418
88
$ 47,766
$ 35,824
$ 11,941
Benefit Programs Specialist (Vacant)
30,986
1,192
4,989
310
2,370
7,680
354
412
87
$ 47,188
$ 35,391
$ 11,797
Benefit Programs Specialist (Vacant)
30,986
1,192
4,989
310
2,370
7,680
3S4
412
87
$ 47,188
$ 35,391
$ 11,797
Benefit Programs Supervisor (Meadows)
47,334
1,821
7,621
473
3,621
7,680
354
630
133
$ 67,846
$ 257,175
1 $ 50,884
$ 192,881
$ 16,961
$ 64,294
114 C27
Two Year SubTotals 1i1,is!) 13,uu »,auc --
' Based on FY22 salaries, rounded to nearest dollar - does not include any salary increases for FY23
Salary Benefits
Two Year Estimate of Total Costs: $ 514,349.36 Worker Annual Costs combined: 124,400.90 64,928.00 189,328.90
Two Year Federal PT Reimbursement: $ 385,762.02 Supervisor Annual Costs: 47,334.00 20,512.00 67,846.00
Two Year Carilion Local Match: $ 128,587.34 171,734.90 85,440.00 257,174.90
32072.61
EXHIBIT B
Anticipated Monthly Costs for OEW FY 2022 -2023
Four OEW Combined Salary
Combined Benefits
Total:
One OEW Supervisor Salary
Benefits
OEW Unit
Salary
Total:
Salary
Benefits
Total
$124,401
$64,928
$189,329
$47,334
$20,512
$67,846
$171,735
$ 85,440
$ 257,175
CMC will expect to reimburse the City the non - Federal share of these costs. The current
Federal share of the costs of Medicaid outstationed staff is 75 %.
The parties acknowledge and agree that the amount stated above is an estimate only,
and such amount is nonbinding on the parties. The actual monthly amount that CDC
will reimburse DSS could be higher or lower and is dependent on the dollar amount
of federal funding.
17
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42173 - 100721.
AN ORDINANCE amending and reordaining Section 2 -297 of Division 2, Permanent
Committees, Article XIV Authorities, Boards, Commissions and Committees Generally Chapter
2, Administration, Code of the City of Roanoke (1979), as amended to add Section 2 -307;
establishing an effective date; and dispensing with the second reading of this ordinance by title.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. Amend and reordain Section 2 -297 of Division 2, Permanent Committees, Article
XIV Authorities, Boards, Commissions and Committees Generally Chapter 2, Administration,
Code of the City of Roanoke (1979), as amended as follows:
DIVISION 2. - PERMANENT COMMITTEES AND BOARDS
Sec. 2 -297. - Established.
There are hereby established the following permanent committees and boards of the council:
(1) Audit Committee
(2) Personnel committee.
(3) Legislative committee.
(4) Equity and Empowerment Advisory Board.
(5) Gun violence prevention commission.
(6) Youth Athletics Review Board
2. Amend and reordain Division 2, Permanent Committees, Article XIV Authorities,
Boards, Commissions and Committees Generally Chapter 2, Administration. Code of the City of
Roanoke (1979), as amended, to add Section 2 -307, as follows:
Sec. 2 -307 Youth Athletics Review Board
(a) Established; composition. There is hereby established the Youth Athletics Review
Board as a permanent council - appointed board The Youth Athletics Review Board shall consist
of five (5) voting representatives with two members appointed based upon the recommendation
1
of the city manager. Pursuant to section 2 -282 the mayor shall not serve ex officio The Director
of Parks and Recreation will serve as an ex- officio member.
(b) Purpose, Responsibility
The purpose and responsibility of the Board shall be to foster cooperative relationships
with private sector organizations to enhance participation in the City's youth team sports to
establish policies, bylaws and a code of ethics to promote participation in youth sports and to act
as a liaison to city council on all matters concerning_ youth team sports
(c) Appointment and terms of members.
Members of the Youth Athletics Review Board shall be comprised of five (5) voting
members. The five (5) members shall be appointed by city council with two members appointed
based upon the recommendation of the city manager.
(d) Members not compensated.
The members of the Youth Athletics Review Board shall serve without compensation for
their service as such members.
(e) Organization, selection of officers, meetings
(1) At its initial meeting the members of the Youth Athletics Review Board shall elect
a chair, vice - chair, and secretary. The member elected as chair shall serve as the presiding officer
at all meetings of the Youth Athletics Review Board. In the absence of the chair, the vice -chair
shall preside at such meeting. The secretary shall hall pre are agendas for each meeting take minutes
of each meeting, ensure that proper legal notice of all meetings is provided and file minutes with
the city clerk. All officers shall serve for terms that end on December 31 of each year. Members
may be reelected to serve as an officer without limitation
(2) The Youth Athletics Review Board shall adopt bylaws with respect to the
operations of the Youth Athletics Review Board Such bvlaws shall not be inconsistent with the
provisions of section 2 -307. The bylaws shall be presented to city council for endorsement
(3) The Youth Athletics Review Board shall develop a schedule for regular meetings
on a monthly basis for each calendar year. Such schedule for each ensuing year shall be set no later
than November 30 of the preceding year. The schedule shall include the dates and times of each
regular meeting for the ensuing calendar year. At the initial meeting of the Youth Athletics Review
Board in 2021, the members shall set its schedule for the balance of 2021 and calendar year 2022
(4) The Youth Athletics Review Board shall hold public hearings at one of its regular
meetings, or at a special meeting called for that purpose pursuant section 2- 30705 at least
quarterly during the year. The purpose of each public hearing is to receive comments and input
from the community with respect the responsibilities of the Youth Athletics Review Board as set
forth in section 2- 307(b). Notice of each public hearing shall be published in a newspg ep r of
general circulation within the city at least five (5) days but not more than ten 00) days, prior to
the date of the public hearing
(5 )Special meetings of the Youth Athletics Review Board may be called by the chair
or by two 2) members of the Youth Athletics Review Board with at least twelve (12) hours prior
notice to each member, delivered in hand or by electronic mail. The notice of the special meeting
shall set forth the purpose of the special meeting and the special meeting shall be limited to that
purpose.
6) The citv manager shall anoint staff to assist the secretary in the performance of
the secretary's duties to keep minutes and records of all proceedings of the board, prepare agendas
for meetings, notify members of meetings, arrange for legal notices of meetings, prepare all agenda
packages, and perform all other duties of a secretary. The city attorney shall provide legal advice
and assistance to the Youth Athletics Review Board.
(fl Reports to city council.
The Youth Athletics Review Board shall make recommendations to citv council as
determined by such board. All recommendations shall be in writing and delivered to the city clerk
for inclusion the city council agenda packages. The chair of the Youth Athletics Review Board
shall attend the city council session at which such recommendations are considered by city council.
(2) The Youth Athletics Review Board shall make an annual written report to city
council at the second session of city council in December. The annual report shall summarize the
matters considered by the Youth Athletics Review Board, the recommendations made to city
council, and the objectives of the Youth Athletics Review Board for the following_ year. The chair
of the Youth Athletics Review Board shall present the report at the second session of citv council
in December.
3. The ordinance shall be effective upon passage.
4. The second reading of this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
CITY COUNCIL AGENDA REPORT
l C3 ;m'wn
1*4 `
To: Honorable Mayor and Members of City Council
Meeting: October 7, 2021
Subject: Establishment of Youth Athletics Review Board
Background:
For more than twenty years the Department of Parks and Recreation has
administered youth team sports through a cooperative relationship with private
sector organizations. Through the years, participation in youth team sports has
decreased dramatically and the arrangement with the private sector
organizations has lacked accountability and central governance.
Due to the COVID -19 pandemic, several sports were not able to be offered and
those that were offered were done so in either an abbreviated manner and /or
with stringent COVID- specific restrictions. Additionally, the Department reduced
funding allocated for youth team sports, providing only field maintenance and
care. That funding is recommended to return in the FY22 budget.
During this time, the Department undertook an effort to reimagine the way
youth team sports are administered in the City. After engaging the general
public, current stakeholders, and the Parks and Recreation Advisory Board, it
was determined the best path forward was to build upon the existing
foundation and continue with a collaborative approach to administering youth
athletics.
One of the recommendations from the process is to establish a Council -
appointed review board that acts as a liaison to City Council on all matters
concerning youth team sports. The Board will act in a review and approval
capacity in regards to the following:
- The Board will review and provide input during zone provider selection
process.
- Review and adjudicate Code of Ethics claims.
- Review bylaws for appropriateness and recommend updates as needed.
- Act as a sounding board for youth sports activities and initiatives from
the perspective of the community.
Recommended Action:
The Department recommends establishing the Youth Athletics Review Board,
comprised of five (5) voting representatives, all five (5) of which would be
citizens appointed by City Council, with two (2) of those citizen appointments
based upon recommendation by the City Manager. The Director of Parks and
Recreation will serve as ex- officio member. Draft bylaws are attached.
Robert S. rowell, fir.
City Manager
Distribution: Council Appointed Officers
W. Brent Robertson, Assistant City Manager for Community Development
Michael D. Clark, Director of Parks and Recreation
2
Youth Athletics Review Board
BYLAWS
Article I - Name
1.1 - The name of the organization shall be the "City of Roanoke Youth Athletics Review
Board" hereinafter referred to as the "YARB."
Article II - Purpose and Objectives
2.1 - Advise the City's professional staff as to issues concerning citizen participatory
input and guidance as it relates to youth athletics.
2.2 - Act as a clearinghouse for citizen concerns and opinions relating to youth
athletics, including the review of coach, participant, volunteer, parent, and /or
spectator suspensions for violating established behavioral expectations.
2.3 - Advise professional staff with regard to the general administration of youth
athletics, including the review of individual sport bylaws.
2.4 - Assist the general public in understanding decisions and policies made by
municipal leadership.
2.5 - Provide advocacy for youth athletics related issues.
2.6 - Facilitate communication between citizens, departmental staff, municipal
administrative staff and legislative branches of local government by means of written
directives and board recommendations as it relates to youth athletics.
Article III - Officers
3.1 - The Officers of the YARB shall consist of a Chair and Vice - Chair.
3.2 - The duties of the Chair are:
3.2.1 - Preside at meetings
3.2.2 - Create standing or special committees with a majority vote of a Board
Quorum.
3.2.3 - Chair may by majority vote call special meetings of the Board.
3.3 - The Vice -Chair shall act on behalf of the Chair in his /her absence.
3.4 - Parks and Recreation staff shall keep minutes and records, prepare agendas for
meetings, notify members of meetings, arrange for legal notice of meetings and
hearings, prepare all board packets, prepare list of speakers to appear before Board
during the public comments phase of Board meeting, carry out other duties normally
carried out by the secretary.
3.5 - Election of Officers
3.5.1 - The Chairperson and Vice - Chairperson shall be elected annually at the
first regularly scheduled meeting in the month of May.
3.5.2 - The newly elected officers shall take office at the following regularly
scheduled meeting.
3.5.3 - The term of officers shall be one year. Officers may serve successive
terms. Each will hold office until his /her successor have been duly elected or
until his /her earlier death, resignation, disqualification, incapacity to serve, or
removal in accordance with these bylaws.
Article IV - Meetings
4.1 - Regular meetings
4.1.1 - Meetings will be held monthly on the second Thursday of the month.
Meeting notices and agenda will be delivered to members in sufficient time for
them to have been received by each member at least five (5) working days prior
to the meeting.
4.1.2 - Unless otherwise stated, all meetings will begin at 5:30pm.
4.1.3 - Regular meeting may be canceled by the Chairperson should there be
insufficient business on the Board's tentative Agenda.
4.1.4 - Special meetings - Special meetings may be called by the Chairperson
with seven (7) days' notice, or at the request of a majority of eligible voting
members. Whenever, possible, at least seven (7) days' notice shall be provided.
4.1.5 - Telephone polling - Some situations may arise that input regarding an
issue may not be timely to wait until a regularly scheduled meeting or the ability
to conduct a special meeting. It may be necessary to poll a member for their
input and /or recommendation. A poll of the Board will be conducted by Parks
and Recreation staff. The opinions of members will be conveyed to the
Chairperson for his /her action. The Chairperson will act in accordance with the
position held by the majority of the Board.
4.1.6 - Quorums - A quorum shall exist when a majority of members are
present.
4.1.7 - Format - The meeting agenda format shall be as follows:
- Call to Order
- Roll Call
- Approval of minutes
- Comments
a) Public Comments
b) Member Comments
c) Director Comments
- Business
a) New Business
b) Old Business
c) Other Business
- Adjournment
4.1.8 - Public Comment Segment - All public participants that wish to take part
in the process must advise the Department of their desire to make comment to
the Board. The participant must provide their name, current address, daytime
telephone number, comment subject, and any written materials associated with
the subject before 12 noon, three (3) working days prior to a regularly
scheduled YARB meeting. YARB members' packets will be prepared and mailed
within ten (10) working days before each meeting. If a public comment segment
is deemed filled the topic will be moved to the next available regularly
scheduled meeting.
4.1.9 - Public Comment Segments - Will employ the five (5) minute rule. Each
speaker will be allowed five minutes to articulate their message. If three or more
speakers wish to address a particular subject each speaker will be permitted
three (3) minutes each. The maximum number of speakers regarding one
subject shall be four (4).
Article V - Agenda
5.1 - Agenda development shall be at the pleasure of each member of the YARB and
departmental staff. Items placed on the agenda will be located initially as new
business. If further discussion or action is required, the item will be moved to old
business, remain there until the item is closed, acted upon, tabled, or is removed by
majority vote of members.
5.2 - Action Items - Items on the agenda may be labeled action items which will
require action requested by staff. These items will require a motion, a second,
discussion, and a vote.
5.3 - Informational Items - Items on the agenda may be labeled informational items
which will be presented to the Board for the sole purpose of providing information.
Article VI - Attendance
6.1 - Each member's name will be called at the beginning of each meeting for the
express purpose of recording attendance.
6.2 - The YARB will follow existing regulations concerning attendance of a member on
an appointed board. Roanoke City Code Sec. 2- 283.1. - Vacation of office because of
absences. Absence of any member from three (3) consecutive regular meetings of any
permanent board, authority, commission or committee, absent exigent circumstances
which shall be approved by council, shall vacate such member's position on such
board, authority, commission or committee. The chairman of each permanent board,
authority, commission or committee or his designee, who may be a staff person or
other nonmember of such board, authority, commission or committee, shall keep a
record of attendance of members at each meeting of such permanent board, authority,
commission or committee, and the chairman shall make a written report to council of
any absence by a member of such permanent board, authority, commission or
committee from three (3) consecutive regular meetings together with any statement
concerning the circumstances surrounding such absences as may be obtained from
such member.
Article VII - Member Vacancv
7.1 - Should a vacancy exist, at the earliest opportunity a slate of three (3) prospective
candidates shall be prepared by staff, a recommendation forwarded through the
appropriate channels to City Council for appointment.
7.2 - Should a vacancy occur with regard to any elected Board post, at the first
opportunity an emergency election will be placed on the Board agenda for immediate
consideration.
Article VIII - Voting
8.1 - Each member including elected officers have one vote.
8.2 - Any non - unanimous vote will be followed by a roll call vote conducted by the
Board secretary.
Article IX - Membership
9.1 - The YARB will consist of five (5) City Council appointed members, two (2) of
which are based upon recommendation of the City Manager. The Director of Parks and
Recreation or his /her designee will serve as an ex- officio member.
9.2 - Terms of the members will be staggered at the very onset of the YARB. One (1)
one -year term, two (2) two -year terms and one (1) three -year term.
9.3 - All new appointments will be for a term of three (3) years.
9.4 - Members will serve no more than three (3) consecutive full terms before having to
sit for at least one (1) year before applying for reappointment.
Article X - Parliamentary Authority
10.1 -The rules contained in the most current edition of Robert's Rules of Order shall
govern the Board in all cases to which they are applicable and in which they are not
inconsistent with these by -laws and any special rules of order or policies the Board may
adopt and any statutes applicable to this Board.
10.2 - These bylaws can be amended at any regular meeting of the Board by a two -
thirds vote of the total members of the Board.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42174 - 100721.
AN ORDINANCE to appropriate funding from the Economic Aid to Hard -Hit
Business, Nonprofits, and Venues Act amended by the American Rescue Plan Act,
amending and reordaining certain sections of the 2021 -2022 Enterprise Fund —
Appropriations, and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that the following
sections of the 2021 -2022 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Personal Services
Administrative Supplies
Contractual Services
Program Activities
Revenues
Shuttered Venue Operators Grant (SVOG)
05-
550 - 8672
-1170
$ 450,000
05-
550 - 8672
-2030
100,000
05-
550 - 8672
-8357
76,249
05-
550 - 8672
-2066
590,478
05- 550 - 8672 -8672 1,216,727
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: October 7, 2021
Subject: Repeal of Budget Ordinance No. 42158, adopted by Roanoke City Council on
September 20, 2021 and for the Acceptance and the corrected Appropriation of
the Shuttered Venues Operators Grant (SVOG)
Background:
By Budget Ordinance No. 42158- 092021, adopted by Roanoke City Council (City Council) on
September 20, 2021, City Council authorized The Shuttered Venue Operators Grant (SVOG) program
was established by the Economic Aid to Hard -Hit Small Businesses, Nonprofits, and Venues Act, and
amended by the American Rescue Plan Act. The program includes over $16 billion in grants to
shuttered venues, to be administered by Small Business Administration (SBA) Office of Disaster
Assistance. The grant is intended to provide support to live venue operators, promoters, and
theatrical producers, live performing arts organization operators, museum operators and talent
representatives in response to the impacts of COVID -19. The original Budget Ordinance was created
using the incorrect fund for this appropriation, which should have been for the Enterprise fund 05
and not the Grant fund 35.
Considerations:
In order to correct this error, City staff recommends that Budget Ordinance No. 42158-092021
be repealed, and the City Council adopt a new Budget Ordinance to properly account for this
Grant in the correct fund, as intended. City Council action is required for the acceptance and
appropriation of Shuttered Venue Operators Grant funds.
Recommended Action:
Accept the Shuttered Venue Operators Grant (SVOG) program from the SBA's Office of Disaster
Assistance as described above and adopt the accompanying budget ordinance to authorize the
Director of Finance to establish a revenue estimate and appropriate funds for $1,216,727.55
into expenditur ccounts in the Enterprise Fund.
Robert S. Cowell, Jr.
City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager for Operations
W. Brent Robertson, Assistant City Manager for Community Development
Amelia C. Merchant, Director of Finance
Robyn Schon, Director of Civic Facilities
ov��
IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA
The 7th day of October, 2021.
No. 42175 - 100721.
A RESOLUTION declaring the need for emergency action regarding climate adaptation,
enhancing current climate action plans and increasing greenhouse gas ( "GHG ") reduction
targets.
WHEREAS, leading climate scientists agree that climate disruption is a reality and that
human activities are largely responsible for increasing concentrations of gases which warm the
atmosphere;
WHEREAS, recent well- documented impacts of climate disruption include increasing
global sea levels, a significant decrease in Arctic sea ice thickness and major changes to weather
patterns around the world;
WHEREAS, 18 of the 19 warmest years on record for Earth have occurred since 2000,
including record high temperatures occurring around the world;
WHEREAS, large areas of Roanoke lie in FEMA- designated flood zones that could be
heavily impacted by more frequent large storms that global warming can create;
WHEREAS, the International Panel on Climate Change Sixth Assessment Report now
predicts a more aggressive timeline for climate disruption of the magnitude now predicted by the
scientific community is likely to have costly impacts on human and natural systems throughout
the world including increased risk of floods or droughts, sea level rises that interact with coastal
storms that erode beaches, inundate land and damage structures, and a reduction in water
supplies stored in glaciers and snow cover;
WHEREAS, the International Panel on Climate Change Sixth Assessment Report calls on
cities to increase greenhouse gas emission mitigation efforts to combat the escalating effects of
climate change;
WHEREAS, the Commonwealth of Virginia passed in 2020, the Virginia Clean Economy
Act to propel Virginia to leadership among the states in fighting climate change;
WHEREAS, since September 2, 2008, City Council adopted the first resolution, of its
ongoing commitment, to reduce greenhouse gases;
WHEREAS, the City of Roanoke, since 2018, has been recognized by the Department of
Energy as a Better Building Challenge Goal Achiever;
WHEREAS, the City of Roanoke joined the Compact of Mayors, which is a global
coalition of municipal governments committed to reducing GHG emissions. To remain in
compliance with the Compact of Mayors, all member cities must establish GHG emission
reduction targets;
WHEREAS, in 2014 the City of Roanoke met and exceeded the first greenhouse gas
emissions goal with a community reduction of 13% and a municipal reduction of 25 %. The City
of Roanoke's current commitment to reduce emissions is an additional 10% and 12.5 %, for the
community and municipality, respectively;
WHEREAS, measures to reduce GHG emissions in the community and within the
municipal operations have the potential to also reduce costs through energy savings and to
increase the quality of life through improved air quality; and
WHEREAS, the City of Roanoke can do its fair share as well as exert regional and global
leadership through mobilization to convert and ecologically, socially, and economically
regenerative model at emergency speed, and advocating for regional, national and international
efforts necessary to reverse global warming and ecological crises.
NOW THEREFORE BE IT RESOLVED by the Council of the City of Roanoke that:
1. City Council acknowledges the gravity of the climate and ecological situation and
the need for emergency action to protect the lives and quality of life of our residents, businesses
and community.
2. City staff will immediately begin revision of the Climate Action Plan with new
goals, targets, and strategies to reflect the City Council's desire to increase the impact on the on
reducing greenhouse gas emissions in the community and in municipal operations, in
accordance with findings of the International Panel Climate Change Sixth Assessment
Report.and to use evidence based, scientific data and tools to achieve the most accurate and
impactful goals.
ATTEST:
City Clerk.